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Home My WebLink AboutContractual IssuesCONTRACTUAL PERFORMANCE ISSUES CONTRACT PERIOD February 9, 2006 lu February 81 2001, Gity of Miami CONTRACT EXTENSION FORM Date: 12/14/07 From: Glenn Marcos, Director Department of Purchasing To: DepartmenUDivisionlOffice: Solid Waste Department General Services Administration Public Works Department. Code Enforcement Department Liaison Name: Mario Soldevilla, Director/Barbara Pruitt, Assistant Director Joe Tang Fiscal Administrator Lourdes Lopez Assistant Director, GSA Victor Morales Garage Superintendent Francis Mitchell, .Assistant Director Public Works Olga Machin Administrative Assistant II Subject: Contract Number: Bid No, 04-05-081(10) Expiration Date:February 8 2008 Bid Title: Uniforms C"ide Resolution Number(s): 05-0659 Option to Renew Year: First Renewal ...................................................................................................................................................... Instructions: Please review and complete the Contract extension form and return to Max Sagesse via e- mail no later than Friday, December 21, 2007. NOTE: Failure to meet this deadline seriously jeopardizes our ability to renew the contract. -Legally,-expired contracts cannot be renewed, SUMMARY/DESCRIPTION OF CONTRACT EXTENSION: Please evaluate the contractor's performance within the last contract term: For ratings of 1 and/or 2, Departments must fill out a Vendor Performance Form found at http:!/citvnet/procurement/index.asp. Fill out both forms in their entirety and return to me via e-mail forfurther processing. Contractor's Name: ❑ Harrison Uniforms Vendor Performance: -(Mandatory fields) ❑(1) Unsatisfactory ®(2) Needs Improvement ❑(3) Satisfactory ❑(4) Excellent CONDITIONS FOR RENEWAL: Upon receipt of department approval, the Purchasing Department will proceed to secure the appropriate approvals from the City Manager, and the vendor(s), if applicable. Should the contractor be unwilling to extend the contract, a new bid, will have to be obtained and you will be advised. Upon approval by the City Manager, and acceptance of the extension by the successful vendor, copies of the Contract Award (Renewal) sheet will be posted on the City's Intranet for your reference, so that a requisition may be entered into the system. DO YOU WISH TO EXTEND THE ABOVE -REFERENCED CONTRACT? (Mandatory fields) YES E NO ❑ If No, Specify reasons: BUDGETARY INFORMATION: Total Dollar Amount: Account Code(s): Are funds budgeted? YES ® NO ❑ (Mandatory fields) Authorized By: _Mariano Loret de Viola Date: 1/7/08 (Mandatory fields) Telephone Number: 305-416-2039 Fax Number: 305-416-2006 (Mandatory fields) Should you have any questions regarding this form, please contact Max Sagesse at (305) 416-1913 or via -e-mail. 1` a:- City of Miami ®®® httpalwtiwtci.IniamLiLus aaIs®® VENDOR PERFORMANCE FORM Use this form to report vendor performance that does not conform to the terms of the Purchase Order andfor contract or Indicates corrective action is required by the Purchasing Department, Note: Once the form is filled -out please Perform a fife-SaveAs and rename it before attaching, sending or printing tie toren. DATE:1f7108 DEPARTMENT: CODE ENFORCEMENT UNIFORMS DIVISION: ADMINISTRATION PERSON: HILLBORGESIFRANKMARC DEPARTMENT LIAISON: OLGA MACHIN :VENDC:IR:ARRISON 444 SW 2N° AVE, 7"" FLOOR BID NO.: MI PURCHASE ORDER NO-: VARIOUS Failure to Furnish Price ListlCatalog AMOUNT: 5 ZIP CODE: 33130 PURCHASE ORDER DATE: PHONE NO: 305416-2099 ❑ NATURE OF COMPLAINT Place an "X" in each box that applies ® Late Delivery ❑ Shipment Made Collect ❑ Unauthorized Substitution ❑ Failure to Furnish Price ListlCatalog ❑ Poor Quality of Good ❑ Failure to Replace Damaged Goods ❑ Failure to Respond to Letter ❑ Repair Pads Not Available or Return Call ❑ Shipment of Used Goods ® Poor Service ❑ Shipment of Damaged Goods Failure to Respond to Service ❑ Shipment of Used Goods Service Call ❑ Failure to Provide Warranty ❑ Failure to Respond in Timely ❑ Overshiprnent or Undershipment of Goods Manner to Service Call ❑ Incorrect Invoice (s) ❑ Failure to Meet Specifications ❑ Other, Specify: Poor Workmanship ❑ Other, Specify: DETAILS OF COMPLAINT OR NONP RFORMANCE: Specify In detail. Attach a second page it necessary. EMPLOYEES ARE COMPLAINING TH T IT TAKES A VERY LONG TIME TO GET THE UNIFORMS ONCE ARE ORDERED. _ Complainant's Signature:Title: CHIEF O' OPERATIONS Dale:1/7108 `- Phone No: 305-416-2099 Indicate whether Complaint resolved to your satisfaction: -Select- ACTION TAKEN Y P SIGN 4Sgecify): Vendor Notified: X Vendor Meeting: -j� `I _1_1_ Resolved: � Yes No Debarred: Yes No Suspendeci Yes No Other Action, DAT BUYER: APPROVED: Purchasing Director orDesignee 9/11102 rage 1 01 -) Medina, Anna From: Medina, Anna Sent: Monday, January 07, 2008 1:37 PM To: Byrnes, Terry Cc: Sagesse, Max Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Follow Up Flag: Follow up Flag Status: Blue Attachments: D00080107-016.odf Hi Terry, Attached please find a Vendor Performance Form for the Uniforms contract, which is up for renewal on 2/ 8/08. Please ad��se. Thanks. From: Machin, Olga Sent: Monday, January 07, 2008 12:15 FM To: Medina, Anna Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance:_ High Attached is the vendor performance document for the uniform contract. Olga R. Machin Administrative Assistant II office of Code Enforcement Ph: 305.416.2073 Fax: 305.416.2006 City oi' Miami www.miamiI!ovxom omachinCaa)ci.miami.f1.us 444 SW 2nd Ave J 10mmi I FL 133130 From: Medina, Anna Sent: Monday, January 07, 2008 10:55 AM To: Machin, Olga Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Okay, thanks O From: Machin, Olga Sent: Monday, January 07, 2008 10:40 AM To: Medina, Anna Cc: Sagesse, Max rale; GZD VL J object: RE: Contract Extension f urm - Bid No. 04-05-081 Uniforms, Citywide AS SOON AS THE FORM IS SIGNED, I WILL FWD. TO YOU. Olga R. Machin Administrative Assistant II Office of Code Enforcement Ph: 305.416.2073 Fax; 305.416.2006 city of'Miami omachin@ci.miami.fl.us n•ww.miaIII irur.com 444 SW 2nd Ave 1 N-lia nij I R i 3'i 130 From: Medina, Anna Sent: Monday, January 07, 2008 9:23 AM To: Machin, Olga Cc: Sagesse, Max Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide .Importance: High Good Morning Olga, Thank you for submitting the form. I see that you marked them "Needs Improvement". Since you gave them this rating, you must also fill out the Vendor Performance Form, which can be found by clicking on the blue link on the attached form. If you have any questions, please give me a call at x1902 Thanks. From: Machin, Olga Sent: Monday, January 07, 2008 8:32 AM To: Medina, Anna Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Hi Anna, attached is the contract extension you requested. Olga R. Machin Administrative Assistant II Office of Code Enforcement Ph: 305.416.2073 Fax: 305.416.2006 omachin@ci.miami.fl.us 1 1n1-)nno J Q5l. J Vl J �'ilv of N iarni wl. n.miauni-ol xoni 444, SN21d Ave Miami 1 Fl. ; 130 From: Medina, Anna Sent: Friday, January 04, 2008 4:12 PM To: Mitchell, Francis; Machin, Olga Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Reminder ...... please see below. Please submit no later than Fr�JAn�.� 1 _I1, 2008. From: Medina, Anna Sent: Friday, December 14, 2007 3:02 PM To: Soldevilla, Mario; Pruitt, Barbara; Tang, Sik-Kui (Joe); Lopez, Lourdes; Morales, Victor; Mitchell, Francis; Machin, Olga Cc: Sagesse, Max Subject: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Good Afternoon, Attached please find the Contract Extension form for the above -referenced Bid. Please complete the Contract Extension Form and, if necessary, a Vendor Performance Form, and return both forms to Max Sagesse by e-mail. The Vendor Performance Form can be found by clicking on the blue link in the attached document. The deadline for return of completed form(s) is Friday, December 21, 2007. All forms are to be returned to Max Sagesse via e-mail. Failure to meet this deadline date seriously jeopardizes our ability to renew, the contract. Legally, expired contracts cannot be renewed. If you should have any questions, please feel free to contact me or Max at x1913. Sagesse, Max From: Byrnes, Terry Sent: Friday, January 25, 2008 10:10 AM To: Machin, Olga; 'ECowen@fechheimer.com' Cc: Medina, Anna; Sagesse, Max Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Olga, I am forwarding your comments to Liz for her response as to what can be done to simplify and expedite the process. Sr. Procurement Specialist City of Miami Purchasing Department 444 SW 2 Ave., 6th Floor Miami, FL 33130 Ph: 305-416-1917 / Fax: 305-400-5230 Email: tby_rnes d miamigov.com From: Machin, Olga Sent: Friday, January 25, 2008 10:06 AM To: Byrnes, Terry Subject: RE: Contract Extension Form - Bid No, 04-05-081 Uniforms, Citywide Terry: It does not relate to a specific p.o. If is a general issue with any purchases made at Harrison orders are taking a long time to get filled. Also, I would like to address the invoicing issue. When -we-submit a -purchase-order-and they leave things -in -bac -k order they bill me for one or two items and it becomes a nightmare. i would much rather they bill me for the entire p.o. once the order has been filled completely. This way I don't have 20 invoices for one p.o. Olga R. Machin Administrative Assistant II Office of Code Enforcement Ph: 305.416.2073 Fax: 305.416.2006 City of Miami �rww.miam�ov.corn omachin@ci.miami.fl.us 444 �,%V 2nd Ave ;lfimni I FL 3,130 From: Byrnes, Terry Sent: Thursday, January 24, 2008 10:07 AM To: Machin, Olga Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide ME What PO Release does this complaint relate to? 1/25/2008 Sr. Procurement Specialist City of Miami Purchasing Department 444 SW 2 .Ave., 6th Floor Miami, FL 33130 Ph: 305-416-1917 / Fax: 305-400-5230 Email: tby_rne-,5@m_i_amigoy.com From: Cowen, Elizabeth [mailto:ECowen@fechheimer.com] Sent: Thursday, January 24, 2008 10:04 AM To: Byrnes, Terry Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Terry, Please ask the person issuing this complaint to provide us with a specific purchase order number and date. I don't know what to address. Thanks Liz Elizabeth Cowen, General Manager Harrison Uniforms Flying Cross by Fecihheimer 120 NW 25th St Miami, Florida 33127 305-572-1240 or FAX 305-572-1245 From: Byrnes, Terry [mailto:TByrnes@ci.miami.fl.us] Sent: Thursday, January 24, 2008 9:54 AM To: Cowen, Elizabeth Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Sr. Procurement Specialist City or Miami Purchasing Department 444 SW 2 Ave., 6th Floor Miami, FL 33130 Ph: 305-416-1917 / Fax: 305-400-5230 Email: tb miamigov_.com From: Medina, Anna Sent: Wednesday, January 23, 2008 5:26 PM To: Byrnes, Terry Cc: Sagesse, Max; Marcos, Glenn Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Terre, just a reminder that we need to resolve the vendor performance issues "pith Harrisons before I can send this renewal up for the Manager's signature. it's expirincF on. 21/8/08 From: Medina, Anna Sent: Monday, January 07, 2008 1:37 PM To: Byrnes, Terry 1/25/2008 Cc: Sagesse, Max Subject: FW: Contract Extension , _,m - Bid No. 04-05-081 Uniforms, Citywide Importance: High Hi Terry, Attached please find a Vendor Performance Form for the Uniforms contract, which is up for renewal on 2/ 8/08. Please advise. Thanks. From: Machin, Olga Sent: Monday, January 07, 2008 12:15 PM To: Medina, Anna Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Attached is the vendor performance document for the uniform contract. Olga R. Machin Administrative Assistant II Office of Code Enforcement Ph: 305.416.2073 Paz: 305.416.2006 omachin@ci.miami.ft.us City of IYliamiwww.m ICIOv.com 444 Sw 2nd Ave \Miami I FL ; ',3130 From, Medina, Anna Sent: Monday, January 07, 2008 10:55 AM To: Machin, Olga Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Okay, thanks U From: Machin, Olga Sent: Monday, January 07, 2008 10:40 AM To: Medina, Anna Cc: Sagesse, Max Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide AS SOON AS THE FORM IS SIGNED, 1 WILL FWD. TO YOU. Olga R. Machin Administrative Assistant Ii Office of Code Enforcement Ph: 305.416.2073 1/25/2008 omachin@ci.miami.f1.us Fax: 305.416.2006 Cite of Miami wivn.rmiamiLo xoni 414 SAN 2nd Acc Miami I 1-1_. =?130 From: Medina, Anna Sent: Monday, January 07, 2008 9:23 AM To: Machin, Olga Cc: Sagesse, Max Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Good Morning Olga, Thank you for submitting the form. I see that you marked them "Needs Improvement". Since you gave them this rating, you must also fill out the Vendor Performance Form, which can be found by clicking on the blue link on the attached form. If you have any questions, please give me a call at x1902 Thanks. From: Machin, Olga Sent: Monday, January 07, 2008 8:32 AM To: Medina, Anna Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Hi Anna, attached is the contract extension you requested. Olga R. Machin Administrative Assistant II Office of Code Enforcement Ph: 305.416.2073 Fax: 305.416.2006 omachin@ci.miami.fi.us City of-,Nflalni "')Y %I -mi:rmi„ m .coin 444 SW ^nd Ave € Mianii j 11 >> 130 1/25/2008 From: Medina, Anna Sent: Friday, January 04, 2008 4:12 PM To: Mitchell, Francis; Machin, Olga Subject: FW; Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Relninder...... please see below. Please submit no later than FridayJanuary I J 200 .. From: Medina, Anna Sent: Friday, December 14, 2007 3:02 PM To: Soldevilla, Mario; Pruitt, Barbara; Tang, Sik-Kui (Joe); Olga Cc: Sagesse, Max Lopez, Lourdes; Morales, Victor; Mitchell, Francis; Machin, Subject: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Good Afternoon, Attached please find the Contract Extension form for the above -referenced Bid. Please complete the Contract Extension Form and, if necessary, a Vendor Performance Form, and return both forms to Max Sagesse by e-mail. The Vendor Performance Form can be found by clicking on the blue link in the attached document. The deadline for return of completed form(s) is Friday, December 21 2007. All forms are to be returned to Max Sagesse via e-mail. Failure to meet this deadline date seriously jeopardizes our ability to renew the contract. Legally, expired contracts cannot be renewed. If you should have any questions, please feel free to contact me or Max at x1913. 1/25/2008 Sagesse, Max From: Cowen, Elizabeth [ECowen@fechheimer.com] Sent: Wednesday, January 30, 2008 10:32 AM To: Machin, Olga; Byrnes, Terry Cc: Adderly, Crystal; Contreras, Carmen; Guadix, Sergio; Medina, Anna; Sagesse, Max; Marcos, Glenn Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Dear Olga, I appreciate your comments and feedback. To be honest, when we first purchased Jules Bros last March, we were inundated with orders with little information provided on individual accounts and one of the suppliers of your garments went into bankruptcy and we were unable to get goods. Then in July of last year, we transitioned to a new computer system. There was a steep learning curve required by all employees to mange the new flow of work through the system. I am sure you also experienced difficulties when you transitioned to Oracle. Today we are in a much better position to handle your orders. We have a lot more information regarding your requirements. Plus we have a very competent account manager assigned to your account which eases some of the past problems. I trust that in the future you will see a much improved turn around time on your orders. If you notice the last order really was delivered on a timely basis. Olga, at the end of your email you ask that we do not deliver partials so you will receive one invoice for each order entered into our system. I can tell the computer to not deliver partials but in doing so if there is an emergency and someone needed something same day or quickly we will not be able to override the system. Please advise if you would like this feature keeping in mind the 9 backordered shirts which are currently due would have caused the entire order to be held with no delivery. If you ever have any concerns please contact me directly. We want to make our customers happy and work with them any way we can. Liz Cowen Elizabeth Cowen, General Manager Harrison Uniforms Flying Cross by Fechheimer 120 N 125th St Miami, Florida 33127 305-572-1240 or FAX 305-572-1245 From: Machin, Olga [mailto:omachin@ci.miami.fl.us] Sent: Wednesday, January 30, 2008 9:03 AM To: Byrnes, Terry; Cowen, Elizabeth Cc: Adderly, Crystal; Contreras, Carmen; Guadix, Sergio; Medina, Anna; Sagesse, Max; Marcos, Glenn Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Terry and Liz thanks for your quick follow-up on the initial complaint. I just want to clarify that the complaint came from several inspectors and supervisors in regards to the turn around of receiving the items ordered, it had nothing to do with the order mentioned below. This complaint is an ongoing complaint from all inspectors and supervisors that request uniforms and most of the time when they order uniforms they are not in stock (back order). Basically, they would like to have a turn around of a week or so since they are required to wear the uniform on a daily basis. Also, the other issue which is not mentioned here is the one with the invoices. If a p.o. is entered for several items please do not send me a 1/)l/20OR seperate invoice for each Irem; I would much rather receive the invoice for the entire p. 0. We are content with the quality of the products and the assistance received from the store personnel and management; the only issue seems to be the fact that things are on back order often. Thanks again for all your help. Olga R. Machin Administrative Assistant II Office of Code Enforcement Ph: 305.416.2073 Fax: 305.416.2006 omachin@ci.miami.f1.us City of www,miamigov.com Miami 444 SW 2nd Ave j Miami I FL 1 33130 From: Byrnes, Terry Sent: Wednesday, January 30, 2008 8:42 AM To: 'Cowen, Elizabeth' Cc: 'Adderly, Crystal'; 'Contreras, Carmen'; Machin, Olga; Guadix, Sergio; Medina, Anna: Sagesse, Max; Marcos, Glenn Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Liz, thank you. I will forward to the department for their follow-up and/or comments. Sr. Procurement Specialist City of Miami Purchasing Department 444 SW 2 Ave., 6th Floor Miami, FL 33130 Ph: 305-415-1917 / Fax: 305-400-5230 Email: tbyrnescvmiamigov.com From: Cowen, Elizabeth [mailto:ECowen@fechheimer.com] Sent: Tuesday, January 29, 2008 5:25 PM To: Byrnes, Terry Cc: Adderly, Crystal; Contreras, Carmen Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Good afternoon Terry, 1 /'� 1 /9 008 _ -=I- - --- 1 The Code Enforcement class c�,ne into the store the week before 12/12/07 iu be measured and we were informed then they wanted 5 shirts and 5 pants for each recruit. 2 We received the Oracle PO on 12/2/07 by email for the new class for Code Enforcement. The order indicated 1 shirt and 1 pants for each. 3. On 12/12/07 we informed Mr. Borges that the PO was not what we expected and only had 1 shirt and 1 pant per person. This order for_1_and _1_was delivered and closed on_12/1.7/07. 4. Another PO was issued on 12/26/07 for the balance of the uniforms. (4 and 4) 5. Liberty uniforms was closed for the last 2 weeks of December and the 1 st week of January. 6. We delivered this purchase order_(4 and 4)on 1/15/08, with a back order pendin for 9 medium shirts only. 7. On 1/23/08, we were informed that the 9 medium shirts on back order needed to be changed to smalls. We are expecting this order in this Friday and will be ready for pick up early next week. Harrison Uniforms strives to provide the best delivery and service possible. Due to the nature of business, there will always be problems and it will never be perfect. We work with all of our customers exchanging sizes, changing their mind, reworking orders and doing everything possible to make our customers happy. I hope this gives you enough information. Please let me know if there is anything else I can do for you or for the City. Elizabeth Cowen, General Manager Harrison Uniforms Flying Cross by Fechheimer 120 NW 25th St Miami, Florida 33127 305-572-1240 or FAX 305-572-1245 From: Byrnes, Terry [mailto:TByrnes@ci.miami.fl.usj Sent: Thursday, January 24, 2008 9:54 AM To: Cowen, Elizabeth Subject: FW: Contract Extension Form - Bid No. 04-05-081- Uniforms, Citywide Importance: High Sr. Procurement Specialist City of Miami Purchasing Department 444 SW 2 Ave., 6th Floor Miami, FL 33130 Ph: 305-416-19171 Fax: 305-400-5230 Email: tt yrnes a miamigov.com From: Medina, Anna Sent: Wednesday, January 23, 2008 5:26 PM To: Byrnes, Terry Cc: Sagesse, Max; Marcos, Glenn Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Terry, just a reminder that we need to resolve the vendor performance issues NAdth Harrisons before I can send this renewal up for the Manager's signature. tni/?nnR It's expi ina on 2/8/08. From: Medina, Anna Sent: Monday, January 07, 2008 1:37 PM To: Byrnes, Terry Cc: Sagesse, Max Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Hi Terry, Attached please find a Vendor Performance Form for the Uniforms contract, which is up for renewal on 2/ 8/08. Please advise. Th,u-ilcs. From: Machin, Olga Sent: Monday, January 07, 2008 12:15 PM To: Medina, Anna Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Attached is the vendor performance document for the uniform contract. Olga R. Machin Administrative Assistant II Office of Code Enforcement Ph: 305.416.2073 Fax: 305.416.2006 omachin@ci.miami.fi.us Cite of miaini www.miamiaov.00m 444 Sly' 2nd ,Ave ' ::"v1mtni I FL 33130 From: Medina, Anna Sent: Monday, January 07, 2008 10:55 AM To: Machin, Olga Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Okay, thanks O From: Machin, Olga Sent: Monday, January 07, 2008 10:40 AM To: Medina, Anna Cc: Sagesse, Max Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide 1/1/2008 AS SOON AS THE FORM IS SiGNrD, I WILL FWD. TO YOU. Olga R. Machin Administrative Assistant II Office of Code Enforcement Ph: 305.416.2073 omachin&ci.miami.fl.us Fax: 305.416.2006 City of'Aliami w�rn. m iami��crv.com 4.44 Sib' 2nd Avc !. Miami j PL !',31',() From: Medina, Anna Sent: Monday, January 07, 2008 9:23 AM To: Machin, Olga Cc: Sagesse, Max Subject: FAV: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Good Morning Olga, Thant: you for submitting the form. I see that you marked them "Needs Improvement". Since you gave -them -thisrating, you must also fill out the Vendor Performance -Form, which can be found by clicking on the blue link on the attached form. If you have any questions, please give me a call at x1902. Thanks. From: Machin, Olga Sent: Monday, January 07, 2008 8:32 AM To: Medina, Anna Subject: FW; Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Hi Anna, off ached is the contract extension you requested. Olga R. Machin Administrative Assistant II Office of Code Enforcement Ph: 305.416.2073 Fax: 305.416.2006 omachin@ci.miami.fl.us 1 /11 /2008 City of b'Iiami 444 Sot" )nd Soc' i111amf I Fi_, ii730 From: Medina, Anna Sent: Friday, January 04, 2008 4:12 PM To: Mitchell, Francis; Machin, Olga Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Reminder...... please see below. Please submit no later than Fri�day_jangary 11, 200 . From: Medina, Anna Sent: Friday, December 14, 2007 3:02 PM To: Soldevilla, Mario; Pruitt, Barbara; Tang, Sik-Kui (Joe); Lopez, Lourdes; Morales, Victor; Mitchell, Francis; Machin, Olga Cc: Sagesse, Max Subject: Contract Extension Form - Bid No, 04-05-081 Uniforms, Citywide Good Afternoon, Attached please find the Contract Extension form for the above -referenced Bid. Please complete the Contract Extension Form and, if necessary, a Vendor Performance Form, and return both forms to Max Sagesse by e-mail. The Vendor Performance Form_can_be found by clicking on the blue link in the attached document. The deadline for return of completed form(s) is FridaysDecernber_21. 2007. All forms are to be returned to Max Sagesse via e-mail. Failure to meet this deadline date seriously jeopardizes our ability to renew the contract. Legally, expired contracts cannot be renewed. If you should have any questions, please feel free to contact me or Max at xi 913. 1/31/2008 r-,. , Utt of 11 1a l -`:� �� T a e=_,� � � :� � „ .� � ';•tee .r CflNT&4CT EXTENSION YORA5 Date: 12114/07 rom: >GlennMarcas, Director Department of Purchasing To: Department/DivisionlOfiice: solid Waste Department.. Senerai Services Administration Public Works Department .Code Enforcement Department Liaison Name: Mano Spidevlla. DirecAtotmarbam PrUI t.. Asstka-WDiMctor JDT, Tann, Fis l AdMiolstratQr, urdez OM, 6grisIgntit Ctor 06A Victor f4orales, GaD2qe S en tenden Francis PAii&tlejl, / sjs=j Dire or Pubtic WDNs. Dlaa t is him Administrative AsSi�tant ii Subject. Contract Ntmiber.,Bid No. 04-05.081tit}) Expiration Date: February 2008 Did Title: Uniforms, Citvwide 3ption to Renew Year; first Renewal Resolution Numbers):0ff>M59 ......... ................... ........ ......... ....... .......................... Instructions: Please review and comtmete1he Contract extensionform and return to Max Sagesse via e- rnali no iaterthan Brifty.:December21, 2007. NOTE: Failure to meet this deadiine:seriously jeopardizes bur -ability to renew the contract, begatty, e pired contracts =Trot be teneewed. SUMMARYiDESCRIFTION 0F,C0NTRAG7;EvXTENSI0N: f?ieaa-revaluate the contrattor's.perfarnmrice within the Jask contract term: For ratings of'I andlor 2, 'Departments:mustTill-ouis Vendor F'eriormar.a i=omi found af,ns:7/tvr+a,fpr curesn n`Crndax.asp, =iii of i 7botat forms in ttreir-entirety arrl•r tui? tv me vire e mail far furttrr=r Areca rag: - ContractPr's blame: Vendor. Performance: n Hiirdwn Uniforms D(1) Unsatisfactory (2) Needs improvement 0(3) 5susfactory D44) Excellent C0NM-.r DT4S FCtt RZNENVAL; Upon receipt :of department approval, the Purchasing 'Department villi proceed to secure -the appropriate approvals from the City tanager, and the-vandor(s), If, applicable, Should the contmctDr`be unwilling-to'exterd -the contra. -',;a -new:bid, wili.tiave to be obtained and _you: - Mill .be advised, lipar;apprxryal by the ;ity Manager, and a captanee of the extension fay:ttte=suxassfuf:verdor, satires of the `UDntract Award (Renewal) sheet will be posted on the City's Intranet for your ;referenc e, so -that a requisition may be entered into the system. I O, YOU'WMi TD Dh'TEtV`D Tial: ABOYF-REFER7 NCr,II CO Nt"' RACT' ftftndatoay f OidS) YES. 25 'ND D 1f No, Specitr reasons: nUDGrf,T zRl' INFORAIATTON- Are funds budgeted? YES EJ NO —'L 1' jMandat€sry fields) 'Forst Millar Amount: Accourr G.ode(s)': Q0007_.204Q0252200.0000— 0000 Authorizzed By lauren Ri.cltmrld pates 2-08--`D8 {Manchtcry fields' 'TelephoneNumber305-x960-?870 Fax Number,, 305=960-2800 fMandatoryfields) Should you -have arty questions regarding this forret, plaase cDntsct Max Sagesse at (305) d16r9$13 orvia-a4nalt. Cis; tof r demiwas &game VENDOR PERFORMANCE FDRM Use this form to report vendor performance that does not conform to the terms of the Purchase Order and/or contract or indicates corrective action is required by the Purchasing Department- N. 0te once the form is filled -out please perform a file-SaveAs and rename it before attaching, sending or printing theform, DATE: 1-06-0 DEPARTMENT: Folic Works VENPUR.1-larrisor) Uri L)x- ,5 riivisitaN t1 �1�I1S rC`4NTACT PERSON-. !zUren R .C'utacnc ( DEPARTMENT LIAISON: APDDRESS: 7.290 !,T Sweet ( BID NO.: j CITY: ! PURCHASE C)RDER NO,: 04-05-087 O10t i STATE: j AMOUNT: S 5•,382 ZIP CODE: 33142 f PURCHASE ORDER DATE: b-12-07 P14ONE NO- J7- h -2S J RETAILS OF COMPLAINT OR NONPERFORMANCE: Epecity in oetail Attach n second page ii necessary. ornplainnnt s Signature: T = r Title: SpeCiZ b Projects IS -is nt Date: i. Q$-0 Phone No: 305 -960 -?R 7-2 Indicate whether Complaint resoiv to Your ,atisiactior.: -Se d lec - s ACTION TAKEN BY PURCHASING {Specity)- Vendor Notified: A !`� �;r Vendor i/leeting: Resolved: yes No Debarred: Yes No Suspended Yes No Other Action, ;yTF: 1 a APPROVED: Purchasing Director or I esignee gv1 i iG2 ' n� ---A'.- 10 �� ;1 NATURE OF COMPLAINT Piave an "X" in each box that applies Late Delivery ❑ Shipment glade Collect Unaut roamed Substitution Failure; to Furnish Prig List/Gatalog Pooraualitj, of • ood J Failure to Realace Damsged Goode, Failure to Respond to Latter Repair parts Not Available or Return Lail Ll Snipmenz of U&k Goods 0 Poor- Service ? i Shipment of Damaged Goods __-_, _ y - raliurE to R�s�-end to 5�ii.�ice - �; Shi _f . . _ ,.. �nipr*�n< o; used ,��'onls Service Gall Failure to .Provide Warranty --' Failure to Respond in Timely ❑ Overshmment or Undershipment of GD -ods Manner to Service Call rt- Inuorrect Invoice (s) -j Failure to Mee, Specifications 1ii Other, Specify: L poor VVcrkmanship ,� Other, Specify: RETAILS OF COMPLAINT OR NONPERFORMANCE: Epecity in oetail Attach n second page ii necessary. ornplainnnt s Signature: T = r Title: SpeCiZ b Projects IS -is nt Date: i. Q$-0 Phone No: 305 -960 -?R 7-2 Indicate whether Complaint resoiv to Your ,atisiactior.: -Se d lec - s ACTION TAKEN BY PURCHASING {Specity)- Vendor Notified: A !`� �;r Vendor i/leeting: Resolved: yes No Debarred: Yes No Suspended Yes No Other Action, ;yTF: 1 a APPROVED: Purchasing Director or I esignee gv1 i iG2 ' n� ---A'.- 10 �� ;1 MEdina, Anna From: Medina, Anna Sent: Wednesday, January 09, 2008 9:37 AM To: Byrnes, Terry Cc: Sagesse, Max Subject: FW: Contract Extension Form - Bid No, 04-05-081 Uniforms, Citywide Attachments: Vendor Performance Form- Harrison Uniforms.doc Terry, attached please find another vendor performance form for the Uniforms contract. Please ad�dse. Thanks. From: Richmond, Lauren Sent: Tuesday, January 08, 2008 4:30 PM To: Medina, Anna Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Hi Anna, Attached please find the requested form. Hope all is well with you. Thanks! From: Medina, Anna Sent: Tuesday, January 08, 2008 3:58 PM To: Richmond, Lauren; Mitchell, Francis Cc: Smith, Timothy; Sagesse, Max; Byrnes, Terry Subject: RE: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Hello all, Thank you for submitting the form. I noticed that you gave the vendor a rating of "needs improvement". Since you gave them this rating, you will also need to submit a Vendor Performance Form. You can find that form by clicking on the blue link that was on the original form I e-mailed out, or you can go to our website, go to Forms and click on Vendor Performance. If you have any questions, please give me a call at x1902 or e-mail me back. Thanks. From: Richmond, Lauren Sent: Tuesday, January 08, 2008 3:40 PM To, Mitchell, Francis; Medina, Anna Cc: Smith, Timothy Subject: RE: Contract Extension Form - Bid No, 04-05-081 Uniforms, Citywide rave IL Ul :, Good Afternoon, Attached please find the contract extension form for Harrison Uniforms. Thank you. From: Mitchell, Francis Sent: Friday, January 04, 2008 4:26 PM To: Smith, Timothy; Richmond, Lauren Subject: FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Lauren, Please complete the survey and forward to Anna. Francis Mitchell, M.S., P.E. Assistant Director of Public Works City of Miami - Riverside 444 SW 2nd Avenue, 8th Floor Miami, Florida 33130 (305) 416-1200, (305) 416-1218 From: Medina, Anna Sent: Friday, January 04, 2008 4:12 PM To: Mitchell, Francis; Machin, Olga Subject, FW: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Importance: High Reminder...... please see below. Please submit no later than Friday, panuary 11, 2008. From: Medina, Anna Sent: Friday, December 14, 2007 3:02 PM To: Soldevilla, Mario; Pruitt, Barbara; Tang, Sik-Kui (Joe); Lopez, Lourdes; Morales, Victor; Mitchell, Francis; Machin, Olga Cc: Sagesse, Max Subject: Contract Extension Form - Bid No. 04-05-081 Uniforms, Citywide Good Afternoon, Attached please find the Contract Extension form for the above -referenced Bid. Please complete the Contract Extension Form and, if necessary, a Vendor Performance Form, and return both forms to Max Sagesse by e-mail. The Vendor Performance Form can be found by clicking on the blue link in the attached document. The deadline for return of completed form(s) is Friday, December 21, 2007. All forms are to be returned to Max Sagesse via e-mail. Failure to meet this deadline date seriously jeopardizes our ability to renew the contract. Legally, expired contracts cannot be renewed. If you should have any questions, please feel free to contact me or Max at x1913.