C2E-Award Contracts Purchase Athletic Uniforms For Parks And Recreation DepartmeCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts To The Lowest And Best Bidders For Line Items 1
Through 6 Pursuant To Invitation To Bid (ITB) No. 07-11112, For The Purchase And Delivery Of
Athletic Uniforms For The Parks And Recreation Department: Items 1 ,2,4, And 5 To Matty's Sports,
Inc.; Item 3 To Unicommerce, And Item 6 To Riddell, In The Total Estimated Annual Amount of
$40,299.50.
Key Intended Outcome Supported:
Increase satisfaction with recreation programs.
Supporting Data (Surveys, Environmental Scan, etc.):
Based on the 2009 Miami Beach Customer Survey results indicates 84.9% of residents rated
the City's Recreation programs either excellent orgood.
Issue:
I Shall the City Commission approve the award of Contracts?
Item Summary/Recommendation:
The purpose of ITB No. 07-11/12 (the "Bid") is to establish a contract(s) by means of competitive
sealed bids with a qualified vendor for the purchase and delivery of athletic uniforms, including
basketball, flag football, soccer, softball, baseball and T -shirt uniforms for youth programs for the
Parks and Recreation Department.
Vendors shall be prepared to accept additional orders up to single uniforms after the initial order is
placed, produced, or shipped completed. The unit cost shall remain the same with no additional
charge for setup or quantity breaks. Production and delivery of any additional order shall be
completed within (5) days, or sooner, upon receipt of order notification by City of Miami Beach Parks
and Recreation staff.
The City reserves the right to award per line item and/or by group, should it be determined it is in
the City's best economic interest.
This contract shall remain in effect for a period of two (2) years from date of commission approval,
and may be renewed by mutual agreement for two (2) additional years, on a year-to-year basis.
APPROVE THE AWARD OF CONTRACTS.
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount
Funds:
[KJ 1 $40,299.50
2
OBPI 3
Total $40,299.50
Financial Impact Summary:
islative Trackin
irector
MIAMI BEACH
Account
Parks and Recreation Operating expenditures Account
011-0950-000343
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AGENDA ITEM _C_J....:;£;.___
DATE 3-2/-/2-
C9 tv\1/\/\/\tBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Member3of the C"ty Commission
City Manager Jorge M. Gonzalez ~
March 21, 2012 U
REQUEST FOR APPROVAL TO AWARD CONTRACTS TO THE LOWEST
AND BEST BIDDERS FOR LINE ITEMS 1 THROUGH 6 PURSUANT TO
INVITATION TO BID (ITB) NO. 07-11/12, FOR THE PURCHASE AND
DELIVERY OF ATHLETIC UNIFORMS FOR THE PARKS AND
RECREATION DEPARTMENT: ITEMS 1, 2, 4, AND 5, TO MATTY'S
SPORTS, INC.; ITEM 3 TO UNICOMMERCE, AND ITEM 6 TO RIDDELL IN
THE TOTAL ESTIMATED ANNUAL AMOUNT OF $40,299.50.
ADMINISTRATION RECOMMENDATION
Approve the award of contracts.
KEY INTENDED OUTCOME SUPPORTED
Increase satisfaction with recreational programs.
FUNDING
$40,299.50 -Operating expenditures Account 011-0950-000343
ANALYSIS
The purpose of ITB No. 07-11/12 (the "Bid") is to establish a contract(s) by means of
sealed bids with a qualified vendor(s) for the purchase and delivery of athletic uniforms,
including basketball, flag football, soccer, softball, baseball and T-shirt uniforms for adult
programs (basketball & softball), for the Parks and Recreation Department. Orders will
be placed with vendors on an as-needed basis to meet the City's usage requirements.
Award of contracts may be to the lowest and best bidders in total or by individual
category. Should the primary vendor fail to comply with the terms and conditions of this
contract, the City reserves the right to award to the secondary vendor any individual
category, if it is deemed to be in the best interest of the City, or a combination of the two
in total or by individual category.
It is preferred, but not required, that the uniform supplier be located within Miami-Dade
County, Monroe County, or Broward County, in order to save on delivery time and to
maintain a high level of customer service for our program participants who will need
additional uniforms on an as needed basis.
Vendor shall be prepared to accept additional orders up to single uniforms after the initial
order is placed, produced, or shipped. The unit cost shall remain the same with no
additional charge for setup or quantity breaks. Production and delivery of any additional
order shall be completed within five (5) days, or sooner, upon receipt of order notification
by the City of Miami Beach Parks and Recreation staff.
66
Commission Memorandum
ITB 07-11-12
Listed below is the estimated annual contract amount of the three (3) bidders that are
being awarded. The Bid total does not include any additional orders.
Matty's Sports Inc.: Line Items 1, 2, 4, and 5 in the amount of $28,860.50
Unicommerce: Line item 3 in the amount of $2,697.00
Riddell: Line item 6 in the amount of $8,742.00
BID PROCESS
The Bid was issued on December 8, 2011, with an opening date of January 6, 2012. A
Pre-Bid conference was held December 22, 2011. Three (3) addendums were issued to
provide additional information and to respond to all questions submitted by the
prospective bidders, thus extending the bid opening due date to January 10, 2012.
Bidnet issued bid notices to 55 prospective bidders. Additionally, the Procurement
Division sent the bid notices to another six prospective bidders. These notices resulted
in receipt of six (6) bids from the following firms:
Matty's Sports, Inc.
Paradise Sunshine Development, Inc.
Riddell
Soccer Locker of Miami
Swago T-Shirts, Inc.
Unicommerce
Of the six (6) bids received, four (4) were deemed responsive, and two (2) were deemed
non-responsive. The non-responsive bidders did not provide the correct proposal forms.
On January 17, 2012, the Procurement Division sent the bid submissions to the following
individuals for evaluation:
Julio Magrisso, Parks and Recreation Department Assistant Director
Andrew Plotkin, Parks and Recreation Facilities Manager
Edith Guerra, Parks and Recreation Supervisor
The individuals evaluated the four (4) bids. The lowest and best total bid was submitted
by Matty's Sports, Inc., but certain individual categories by this vendor were not the
lowest. The Parks and Recreation Department stated that after reviewing the bids they
are comfortable with awarding a contract to Matty's Sports, Inc. for the basketball,
soccer, and baseball uniforms. The Department also decided to award a contract to
Unicommerce for the flag football uniforms, and the program T -Shirts to Riddell, to take
advantage of the lowest bid on those individual categories.
Matty's Sports, Inc.'s bid for the soccer and baseball uniforms was selected as the
lowest bid submitted. They were selected due to the quality of their samples provided,
which were to the exact specification requested by the Department. Matty's has been in
business for over 23 years. Based on past experience, the Parks and Recreation
Department is satisfied with their level of performance and quality of work.
Unicommerce currently has a contract with the City. The Parks and Recreation
Department is satisfied with their level of performance and quality of work.
Riddell did submit the lowest bid for one line item and is being recommended for award.
They stated they have a local Florida office and administrators, and are headquartered
in Ohio.
67
Commission Memorandum
ITB 07-11-12
Samples for the soccer uniforms submitted by Unicommerce and Swage T-Shirts, Inc.
did not meet with specifications requested by the Parks and Recreation Department, and
were of lower quality than the samples submitted by Matty's Sports. Therefore, they
were deemed non-responsive.
The Bid (ITB) also requested pricing for softball uniforms to include Jersey, shirts, visor,
and socks. However, samples provided by bidders failed to meet the specifications
established by Parks and Recreation Department. Request for Quotes will be issued and
samples received will be evaluated for the aforementioned items, which total less than
$2,000.00 per year.
CONCLUSION
Based on the analysis of the bids received, the Administration recommends that the City
award contracts to the lowest and best bidders for line items 1 through 6 pursuant to
Invitation to Bid (ITB) No. 07-11/12, for the Purchase and Delivery of Athletic Uniforms
for the Parks and Recreation Department: Items 1, 2, 4, and 5 to Matty's sports, Inc.;
Item 3 to Unicommerce, and Item 6 to Riddell, in the total estimated annual amount of
$40,299.50.
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Total Unit -........... -.. --····--·-·--· ····-± ---··----·---···--------15.99 ---~!-1~ ... ? .O<J.. ..... N/A ···--------·-----··-240 15.99 3,837.60 N/A -----·---·-··-·--............... ____ 100 18.99 1,899.00 N/A N/A I 14.75 N/A I 14.75 N/A N/A 0') (Q l············--l········································-····--·---·····--··-·········································-····---·-t----····-..I············-·----······.J·--------·····--f--·-· ... -·--·--·+-·······--···-····-··---\----····················-1-···--·······-·-···-··················~ Baseball uniforms-shirts, hats, socks 5 6 600 I 7.99 600 I 7.99
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