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Document Number: 142422 Version: 1 Document Name: IFB 13-006: Sports Packs 5/21/2013 11:38:45 AM

INVITATION FOR BIDS

Sports Packs (Polyester Drawstring Backpack)

IFB #: 13-006

Deadline for Bids: 2 PM – 6/5/2013

2300 High Ridge Road Boynton Beach, FL 33426

(561) 740-7000

www.cscpbc.org

http://www.cscpbc.org/

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Table of Contents

SECTION 1: INTRODUCTION .................................................................................................. 3

1.1 WHAT WE ARE SEEKING ........................................................................................................ 3

1.2 THE COUNCIL ......................................................................................................................... 3

SECTION 2: SCOPE OF WORK ................................................................................................. 3

2.1 SPECIFICATIONS ..................................................................................................................... 3

2.2 MINIMUM REQUIREMENTS ................................................................................................... 4

SECTION 3: IFB PROCESS ........................................................................................................ 4

3.1 LIMITATIONS ON CONTACTING CSC PERSONNEL .................................................................. 4

3.2 PROPOSER DISQUALIFICATION .............................................................................................. 4

3.3 IFB TIMETABLE ....................................................................................................................... 5

3.4 INQUIRIES .............................................................................................................................. 6

3.5 ACCEPTANCE OF BIDS ............................................................................................................ 6

3.6 NOTICE OF QUALIFIED BIDDER .............................................................................................. 6

3.7 CONTRACT DISCUSSION......................................................................................................... 7

SECTION 4: IFB RESPONSE ..................................................................................................... 7

4.1 INSTRUCTIONS FOR SUBMITTING RESPONSE TO IFB ............................................................ 7

4.2 INCOMPLETE BIDS ................................................................................................................. 7

4.3 RESPONSE FORMAT ............................................................................................................... 7

4.4 RESPONSE REVIEW AND SELECTION CRITERIA ...................................................................... 7

4.5 COMPLIANCE WITH SECTION 287.133, FLORIDA STATUTES ................................................. 8

SECTION 5: SUBMITTAL DOCUMENTS .................................................................................... 9

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SECTION 1: INTRODUCTION

1.1 WHAT WE ARE SEEKING

The Children’s Services Council of Palm Beach County (CSC) is hereby seeking bids from qualified vendors (Bidders) to this Invitation for Bid (IFB) to provide 100,000 Sports Packs (polyester drawstring backpack) as defined in Section 2.1 Specifications. Bidders must be able to provide drop shipment of product to multiple Palm Beach County locations (to be determined) no later than August 15, 2013.

1.2 THE COUNCIL

Children’s Services Council of Palm Beach County (CSC), an independent special district created by Palm Beach County voters in 1986, provides leadership, funding and research on behalf of the county’s children so they grow up healthy, safe and strong.

SECTION 2: SCOPE OF WORK

2.1 SPECIFICATIONS

Product Description: 210 Denier Polyester Drawstring Sports Pack

Color: Standard Yellow

Size: 15” x 18”

Quantity: 100,000 (One Hundred Thousand)

Imprint Area: 2-color, CSC logo and Healthy. Safe. Strong. tag line in red and black; 10” wide by 10” high; artwork to be provided to successful bidder

Shipping & Handling: All shipping and handling costs are to be included in the bid price and are the responsibility of the Bidder

Delivery: Must be received by CSC no later than August 15, 2013 at multiple Palm Beach County locations (to be determined)

Storage: Bidder will be responsible for all temporary storage fees, if applicable

All costs associated with materials, labor, production, set-up, shipping and handling, delivery and storage are to be included in the bid price.

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2.2 MINIMUM REQUIREMENTS

In order to ensure Bidder possesses the minimum qualifications and/or experience needed to support CSC’s needs, Bidder must meet the following requirements:

Demonstrate experience in providing product outlined in this IFB

Complete all required submission documents, then sign, scan, and email them, per instructions outlined in Section 3.5

Participate in a telephone interview process for the purpose of clarifying bid, if required

Provide three professional references specifically relating to similar assignments completed within the past three years

SECTION 3: IFB PROCESS

3.1 LIMITATIONS ON CONTACTING CSC PERSONNEL

This Invitation for Bids is issued by the Children’s Services Council of Palm Beach County. The contact

person listed below is the sole point of contact for this RFP:

Renita Reif, Purchasing Agent

[email protected]

All contact shall be by email only

3.2 PROPOSER DISQUALIFICATION

Bidders are prohibited from contacting CSC personnel or board members regarding this

solicitation other than the person identified above. Any occurrence of a violation may result in

the disqualification of the Bidder.

Failure to have performed any contractual obligations with CSC in a manner satisfactory to CSC

will be sufficient cause for disqualification. To be disqualified as a Bidder under this provision,

the Bidder must have:

1. Previously failed to satisfactorily perform in a contract with CSC, been notified by CSC of

unsatisfactory performance, and failed to correct the unsatisfactory performance to the

satisfaction of CSC; or

2. Had a contract terminated by CSC, by any other county or state agency, or by any

Children’s Services Council for cause.

mailto:[email protected]

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3.3 IFB TIMETABLE

5/24/2013 IFB packets are available on the CSC website (www.cscpbc.org/openprop)

5/29/2013 Deadline for submission of questions regarding clarification of IFB

5/30/2013 Final posting of questions and answers and/or clarification or addenda to

IFB (if any) on CSC website (www.cscpbc.org/openprop)

6/5/2013 RESPONSE DEADLINE - All IFB bids are due via email by 2 PM to:

[email protected]

Subject: IFB 13-006

Note: CSC’s email server date and time stamps all email

6/6/2013 Evaluation of bids by CSC; clarification of bids via telephone call with

Bidder, if required

6/7/2013 Notification by email and posting on CSC website

(http://www.cscpbc.org/proposal-outcomes) of award of contract;

notification by email to Bidders not selected for award

6/7/2013 Effective date of contract

CSC reserves the right to adjust the timetable and any adjustments will be made available on the CSC website.

http://www.cscpbc.org/openprop



http://www.cscpbc.org/proposal-outcomes

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3.4 INQUIRIES

All inquiries requesting clarification regarding this IFB must be made in writing and emailed to the identified contact person by Wednesday, May 29, 2013. During the IFB period, Bidders must not submit any forms of marketing or promotional materials that would raise the Bidder’s profile or give the Bidder an advantage or benefit not enjoyed by other perspective Bidders. Copies of responses to all inquiries which require clarification and/or addenda to the IFB will be made available no later than 5 PM, May 30, 2013 on CSC’s website.

3.5 ACCEPTANCE OF BIDS

All bids must be received at CSC via email no later than June 5, 2013 by 2 PM. Attach scanned

document in PDF format to email and send to:

[email protected]

Subject: IFB 13-006 No changes, modifications or additions to submitted bids will be accepted by, or binding on, CSC after the deadline for submissions has passed.

CSC reserves the right to reject any and all bids or to waive minor irregularities when doing so would be in the best interest of CSC. A minor irregularity is defined as a variation from the RFP terms and conditions that do not affect the price of the application, or do not give the Bidder an advantage or benefit not enjoyed by other prospective Bidders, or do not adversely impact the interest of CSC.

3.6 NOTICE OF QUALIFIED BIDDER

CSC will post the name of the qualified Bidder on the CSC website

(http://www.cscpbc.org/proposal-outcomes) on June 7, 2013 by 5 PM.

ALL EMAIL COMMUNICATIONS ARE DATE AND TIME STAMPED BY CSC’S SERVER. BIDS NOT RECEIVED AT THE SPECIFIED DATE AND TIME WILL BE

REJECTED AND RETURNED UNOPENED TO THE BIDDER BY THE CSC.


http://www.cscpbc.org/proposal-outcomes

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3.7 CONTRACT DISCUSSION

CSC may meet with the approved Bidder to review conditions of award of contract. The contract will be effective June 7, 2013.

SECTION 4: IFB RESPONSE

4.1 INSTRUCTIONS FOR SUBMITTING RESPONSE TO IFB

All bids must be submitted on the forms included in this package (forms available on CSC

website (www.cscpbc.org/openprop). All bids are to be signed by an official/individual who is

legally authorized to bind the Bidder to the proposed activity.

IMPORTANT: All bids must be received via email no later than Wednesday - June 5, 2013 – 2 PM

4.2 INCOMPLETE BIDS

Failure to respond to any item, including providing any requested information, or failure to

follow these instructions shall be considered submission of an incomplete response and may

result in disqualification from further consideration.

4.3 RESPONSE FORMAT

The typewritten portion of your response is to be submitted on the IFB #13-006: Forms available for download on CSC’s website: www.cscpbc.org/openprop

4.4 RESPONSE REVIEW AND SELECTION CRITERIA

Bidder selection will be based upon the following criteria:

1. Ability to meet August 15, 2013 delivery 50 points

2. Cost 50 points



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4.5 COMPLIANCE WITH SECTION 287.133, FLORIDA STATUTES

In accordance with Section 287.133, Florida Statutes, persons and affiliates who have been placed on the convicted vendor list may not submit bids, contract with, or perform work (as a contractor, supplier, subcontractor or consultant) with CSC in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. Any response received from a person, entity or affiliate who has been placed on the convicted vendor list shall be rejected by CSC as unresponsive and shall not be further evaluated.

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SECTION 5: SUBMITTAL DOCUMENTS The following documents can be downloaded from CSC’s website at:

www.cscpbc.org/openprop

Reference file name: IFB #13-006 Forms

1. Cover Page – Complete this entire document and include with response.

2. Questionnaire – Complete this entire document and include with response.

3. References - List three clients professional references associated with work previously

performed by the Bidder within the past 5 years. For each reference, please specify:

a) Name, address, telephone number b) Project start date and duration c) Scope and cost of work

4. Fee Schedule – Provide combined price that includes costs associated with materials, labor,

production, set-up, shipping and handling, delivery and storage, if applicable.

5. Non-Collusion Certification – Complete this document, then sign and date.


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REMINDER

SPORTS PACKS Invitation for Bids

DEADLINE FOR SUBMISSION IS Wednesday, June 5, 2013 – 2PM

[email protected]

Subject: IFB 13-006

PROPOSALS ARRIVING AFTER 2 PM ON JUNE 5, 2013

WILL NOT BE ACCEPTED


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COVER PAGE Submit this IFB response via email to:

[email protected]

Subject: IFB 13-006

IFB Title: Sports Packs

IFB #: 13-006

NAME OF FIRM, ENTITY, ORGANIZATION:

NAME OF CONTACT PERSON:

TITLE:

PHONE NUMBER:

FAX NUMBER:

EMAIL:

MAILING ADDRESS:

CITY:

STATE:

ZIP CODE:

HEADQUARTERS ADDRESS (If different than mailing address):

FEDERAL EMPLOYER IDENTIFICATION NUMBER (EIN):

STATE OF FLORIDA BUSINESS LICENSE NUMBER (If Applicable):

ORGANIZATION STRUCTURE (Please check one):

Corporation ☐ Partnership ☐ Proprietorship ☐ Joint Venture ☐ Other ☐

If Corporation, please provide the following:

(A) Date of incorporation (B) State or Country of incorporation:

I agree to abide by all terms and conditions of this IFB and certify that I am authorized to sign this Proposal and that this Proposal is in compliance with all requirements of the Invitation for Bids, including but not limited to, certification requirements.

_________________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________ Authorized Signature (Manual) (Authorized Signature (Print or Type) Title (Print or Type)

COMPLETE & PRINT FORMS; SIGN THE COVER PAGE; SCAN INTO PDF FORMAT AND EMAIL TO CSC BY JUNE 5, 2013 – 2 PM


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QUESTIONNAIRE The following Questionnaire shall be completed and submitted with the Invitation for Bids. Bidder guarantees the truth and accuracy of all statements and answers herein contained. 1. How many years have you/your organization/company been in business? 2. What is the last assignment of this nature that you have completed?

3. Have you ever failed to complete work awarded to you or had a contract terminated for your breach

of the contract? NO YES If so, where and why?

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REFERENCES List three clients, current or past that can serve as a reference on the development of similar work performed by the Bidder in the past five years. For each reference, please specify:

a. Name, address, telephone number b. Assignment start date and duration c. Scope of assignment

Reference #1:

Reference #2:

Reference #3:

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FEE SCHEDULE PURPOSE: The purpose and intent of this IFB is to secure a fixed price for materials, labor, production, set-up, shipping and handling, delivery and storage (if required). CSC intends to award a contract to the lowest, responsive, responsible Bidder in response to this IFB, taking into consideration ability to meet delivery schedule, materials, and references. In the case of disputes in the award of a contract, the decision by CSC shall be final and binding. PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT: If the Bidder is awarded a contract under this solicitation, the prices quoted by the Bidder shall remain fixed and firm during the term of the contract. WORK AUTHORIZATION: Contract will be authorized by the CSC Chief Executive Officer or designee. No work shall commence without written authorization. INVOICES AND PAYMENT: Detailed reports will be required with submittal of invoice(s). Payments will be made within 15 days of receipt of invoice(s) as follows:

35% down payment upon execution of contract 65% upon delivery to CSC

FIXED PRICE:

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NON-COLLUSION CERTIFICATION

By submission of this statement, the Bidder certifies that this price is made independently and free from collusion. Bidder shall disclose below, to the best of its knowledge, any CSC Council member, employee, or any spouse, son, daughter, stepson, stepdaughter, or parent of any such officer or employee, who is an officer or director of, or has a material interest in, the Bidder’s business. For purposes hereof, a person has a material interest if he or she directly or indirectly owns more than five percent (5%) of the total assets or capital stock of any business entity, or if he or she otherwise stands to personally gain if the contract is awarded to this vendor. Failure of a vendor to disclose any relationship described herein shall be reason for debarment. NAME RELATIONSHIPS ________________________________________________________________________________________________________________ ____________________________________________________________________________________

(Print Name) ________________________________________________________________________________________________________________ ____________________________________________________________________________________

(Print Name) ________________________________________ (Bidder’s Signature) DATE:

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