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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #7095 Date: 01/28/2020 Commission Meeting Date: 03/12/2020 Type: Resolution Subject: Accept Bid - Alina Sportswear Purpose of Item: Requesting Department: Department of Procurement Sponsored By: District Impacted: All The nature of this item is to authorize a resolution of the Miami City Commission, accepting the bids received on November 25, 2019 pursuant to IFB 1121381 from the lowest responsive and responsible Bidders, Alina Sportswear, Inc. ("Alina") and Proud TShirts Corp. ("Proud TShirts") for the provision of t-shirts, polo shirts and guayabera/cubavera, on an as needed basis, for an initial contract term of two (2) years, with the option to renew for three (3) additional two (2) year periods, allocating funds from the user Departments and Agencies various sources of funds, subject to availability of funds and budgetary approval at the time of need; Authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including, the City of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with applicable regulations, as may be necessary for said purpose. Background of Item: On October 29, 2019, the Department of Procurement ("Procurement"), issued IFB No. 1121381, under full and open competition. As required by the Procurement Code, the IFB was advertised and issued online. On November 25, 2019, at the bid closing seven (7) bids were received. All bid responses were evaluated and tabulated following the guidelines directed in the IFB. The bid received from All -Star Custom Apparel and Design, was deemed non -responsive as the company failed to acknowledge the Addenda and Bid on the new line items as required by the IFB. Additionally, the evaluation of the bids, determined that one (1) vendor met the requirements of the local preference. The tabulation showed that pursuant to Section 18-85, Competitive Sealed Bidding, Subsection (a), of the Procurement Code, Alina Sportswear, Inc.'s ("Alina") price was within 15% of the lowest responsive and responsible non -local Bidder. As such, a best and final offer ("BAFO") letter was sent to the non -local lowest Bidder and the local Bidder who met the requirements of the local preference. The BAFO resulted in Alina, the local vendor, offering the lowest best and final offer. Procurement is recommending award of Groups 1 and 3 to Alina Sportswear, Inc. the lowest responsive and responsible Bidder after the best and final offer, and award of Group 2 to Proud TShirts Corp., the lowest responsive and responsible Bidder per bid specifications. The estimated contract amount is $192,884.86 annually (approximately $1,543,078.89 for all eight (8) years). Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $192,884.86 Annually (Approximately $1,543,078.89 for eight (8) years in the aggregate) General Account No.: Various sources of funds from the user Departments and Agencies. Department of Procurement Office of Management and Budget Office of Management and Budget Office of Management and Budget City Manager's Office City Manager's Office City Manager's Office Legislative Division Office of the City Attorney Office of the City Attorney Office of the City Attorney City Commission Office of the City Clerk Reviewed B Annie Perez Denise Lee Jacques Joseph Christopher M Rose Sandra Bridgeman Denise Lee Arthur Noriega V Valentin J Alvarez Pablo Velez Barnaby L. Min Victoria Mendez Maricarmen Lopez City Clerk's Office Department Head Review Budget Analyst Review Budget Analyst Review Budget Review Assistant City Manager Review City Manager Review City Manager Review Legislative Division Review ACA Review Deputy City Attorney Review Approved Form and Correctness Meeting Rendered Completed 02/13/2020 12:58 PM Skipped 02/14/2020 12:09 PM Completed 02/21/2020 10:22 AM Completed 02/26/2020 3:47 PM Completed 02/27/2020 5:02 PM Skipped 02/26/2020 2:33 PM Completed 03/02/2020 11:57 AM Completed 03/02/2020 12:45 PM Completed 03/02/2020 4:52 PM Completed 03/02/2020 4:58 PM Completed 03/03/2020 2:53 PM Completed 03/12/2020 9:00 AM Completed 03/18/2020 11:52 AM City of Miami Legislation Resolution Enactment Number: R-20-0078 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 7095 Final Action Date:3/12/2020 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BIDS RECEIVED ON NOVEMBER 25, 2019 PURSUANT TO INVITATION FOR BID ("IFB") NO. 1121381 FOR A CONTRACT FOR THE PROVISION OF T-SHIRTS, POLO SHIRTS, AND GUAYABERA/CUBAVERA SHIRTS, ON AN AS NEEDED BASIS, FROM THE TWO (2) LOWEST RESPONSIVE AND RESPONSIBLE BIDDERS, ALINA SPORTSWEAR, INC., A FLORIDA PROFIT CORPORATION, AND PROUD TSHIRTS CORP., A FLORIDA PROFIT CORPORATION, FOR VARIOUS CITY OF MIAMI ("CITY") DEPARTMENTS FOR AN INITIAL TERM OF TWO (2) YEARS WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL TWO (2) YEAR PERIODS; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS FROM THE USER DEPARTMENTS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVALS AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, IN COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), INCLUDING THE CITY'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND, REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, on October 29, 2019, the City of Miami's ("City") Department of Procurement ("Procurement") issued Invitation for Bid ("IFB") No. 1121381 under full and open competition to establish a contract for the provision of T-shirts, polo shirts, and guayabera/cubavera shirts, on an as needed basis, for various City departments for an initial contract term of two (2) years with the option to renew for three (3) additional two (2) year periods; and WHEREAS, on November 25, 2019, Procurement received seven (7) bid responses, all of which were evaluated and tabulated pursuant to the guidelines required by the IFB; and WHEREAS, pursuant to said evaluation and tabulation, the two (2) lowest responsive and responsible bidders are Alina Sportswear, Inc., a Florida profit corporation ("Alina"), and Proud Tshirts Corp., a Florida profit corporation ("Proud Tshirts"); NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The bids received on November 25, 2019 pursuant to IFB No. 1121381 for a contract for the provision of T-shirts, polo shirts, and guayabera/cubavera shirts, on an as needed basis, from the two (2) lowest responsive and responsible bidders, Alina and Proud Tshirts, for various City departments for an initial term of two (2) years with the option to renew for three (3) additional two (2) year periods is accepted. Section 3. Funds are allocated from the various sources of funds from the user departments and agencies, subject to the availability of funds and budgetary approvals at the time of need. Section 4. The City Manager is authorized' to negotiate and execute any and all other documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, prior budgetary approvals, in compliance with all applicable provisions of the Code of the City of Miami, Florida, as amended ("City Code"), including the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations as may be deemed necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: ndez, ity Attor ey 3/3/2020 1 The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions.