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2011-064-1457 - P.O. to ADK Sports City of Miami Gardens Agenda Cover Memo Council Meeting Date: April 13, 2011 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No Funding Source: General Fund Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: IITB#1011020 Replacement & Refurbishing of Football Uniforms X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communcation Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) N/A X Sponsor Name Dr. Danny Crew, City Manager Department: Parks & Recreation Department Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA AUTHORIZING THE CITY MANAGER TO ISSUE PURCHASE ORDERS TO ADK SPORTS, INC., ON AN AS NEEDED BASIS, NOT TO EXCEED THE BUDGETED AMOUNT OF $73,156.00 FOR THE REPLACEMENT AND REFURBISHMENT OF FOOTBALL UNIFORMS; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: Background The City of Miami Gardens Parks and Recreation Department is entering its 2nd season of the CMGYS football and cheerleading activities. The initial season had approximately 1,800 participants. The provision of football uniforms was competitively bid and Council authorized the City Manager to execute a purchase order from the selected uniform vendor for $177,309.00. It was determined that there were a total of 708 sets of uniforms that were either never provided or deemed inferior to the bid specifications. The total amount paid to the vendor reflected only what met the City’s specifications for quality and quantity delivery. April 13, 2011 City Council Meeting Add on Item 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 In addition, 4 sets of uniforms were damaged thru normal wear and tear throughout the season. Therefore, it became necessary to solicit for replacement of uniforms never provided by the initial vendor, as well as soliciting for the refurbishing of existing uniforms. Current Situation City Staff prepared specifications for uniform solicitation and posted it on Demandstar on December 16, 2010. A broadcast notice was sent to 169 vendors. Nine (9) vendors requested bid packages. One (1) vendor attended the pre‐bid meeting. The bids were opened on January 20, 2011. Three (3) bids were received and publicly read. Only one (1) bid was determined to be responsive, as the bid provided prices for replacement and refurbishing. The vendor is ADK Sports, Inc. and is located in the City of Miami Gardens. The non‐responsive bids would not replace the existing uniforms of inferior quality. The responsive bid was evaluated for compliance with specifications and compliance with ability to provide needed quantity within the required time frame. A copy of the bid document and submittals are available for review at the Assistant to the Mayor and Council’s office. The replacement football uniforms include game jerseys and game pants. The uniforms encompass the necessary items for gameday. The replacement/refurbishing items consist of the following: • Football Game Jerseys: seven hundred twelve (712) @$63.00/each • Football Game Pants: seven hundred and twelve (712) @$50.00/each Staff is recommending award for the replacement and refurbishing of game jerseys and game pants in the amount of $73,156.00, to ADK Sports, Inc. It should be noted that the recommended award amount represents the remaining balance not paid to the previous vendor. Hence, there would be no increase beyond the budgeted amount for uniforms. Additionally, Staff inquired with the recommended vendor to ascertain whether they would be hiring new employees if awarded this purchase order. We were informed that no additional employees would be needed. Proposed Action: That the City Council authorize the City Manager to issue a purchase order to ADK Sports, Inc., in an amount not to exceed $73,156.00 for the replacement and refurbishing of football game jerseys and game pants. Attachment: Tabulation sheet Refurbishing ITB#10‐11‐020 REPLACEMENT & REFURBISHING OF FOOTBALL UNIFORMS January 20, 2011 @2:00 p.m. ADK Sports, Inc. Nationwide Apparel Riddell/All American* Miami Gardens, FL Miami Gardens, FL Elyria, OH Bid Item Est. Qty. Unit Price Total Price Unit Price Total Price Unit Price Total Price Replace Uniforms Bulldog Jersey 222 $63.00 $13,986.00 no bid no bid Bulldog Pant 222 $50.00 $11,100.00 Cowboy Jersey 74 $63.00 $4,662.00 Cowboy Pant 74 $50.00 $3,700.00 Raven Jersey 148 $63.00 $9,324.00 Raven Pant 148 $50.00 $7,400.00 Rams Jersey 222 $63.00 $13,986.00 Rams Pant 222 $50.00 $11,100.00 Viking Jersey 185 $63.00 $11,655.00 Viking Pant 185 $50.00 $9,250.00 TOTAL $96,163.00 $0.00 Jerseys 1037 $108.00 $111,996.00 no bid $3.75 $3,888.75 Pants 1037 included $4.80 $4,977.60 TOTAL $111,996.00 $8,866.35 Replace team jerseys Total ADK Sports 1700 $108.00 $183,816.00 Nationwide App. $131,920.00 Riddell/American 1700 $97.80 $166,260.00 ADK Sports ‐shipping is extra ‐approx. $1,000.00 Riddell/American ‐replacement uniforms do not match existing uniforms Matty's Sports bid is non‐responsive