AMENDMENT
No. 1
“T-SHIRTS WITH COUNTY LOGO”
ITB No. 37-18 (MUNIS 18030)
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
1
AMENDMENT
No. 1
“T-SHIRTS WITH COUNTY LOGO”
ITB No. 37-18 (MUNIS 18030)
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
February 26, 2018
THE ITB FOR THIS SOLICITATION IS HEREBY AMENDED OR CLARIFIED AS SET OUT BELOW. This amendment is considerEd to be an INTEGRAL part of the itb AND MUST BE SUBMITTED WITH YOUR RESPONSE. All other terms and conditions of the ITB remain unchanged and in effect.
TO: All Prospective Offerors:
The Intent to Bid (ITB) “T-Shirts With County Logo” is hereby amended or scope of service clarified as outlined in the following manner:
I. Additions:
II. Deletions:
III. Clarifications or Corrections:
IV. Questions and Answers
1.) Is it possible for us to receive images for the logo?
Answer: The logo is found on page 21 of the ITB.
2.) Is this an all or nothing bid on the specific products?
Answer: It is the County’s goal to award the entire bid to one vendor.
3.) Also, is the Tri mountain brand required or can an alternate product be considered?
Answer: Page 10 states the “proprietary specifications may be waived for functional equivalent offered”.
4.) We are interested in this t-shirt bid and wanted to look at your previous year's bid results (prices and companies). Can you provide this information?
Answer: American Promo is the incumbent. We ask that you fill out a “Citizens Request for Information” form in order to view this information. This may be found on the PACA website under Accessing Public Records. Please note that pricing may have increased since they were awarded the bid in 2015.
5.) Can you send out some information on the screen printing? Need the size of the image to be used on the fronts, page 21. Where asking for back logo, "up to 12" ", is it the same as the front logo, Jefferson circle with division.
Answer: The size of the logo printed by the incumbent was 2 ¾” high. Keep in mind this is a PACA bid and the use of logos and sizes may vary. Also the County shirts was only the font logo and department name. The “back” logo was added for PACA members.
6.) Can you guide us a little on the quantities? The only clause I see relating is on page 6, and it doesn’t give any projection numbers. Is there a quantity that is an expected ballpark that we could price off of?
Answer: For Fiscal Year 2017, Jefferson County Commission spent over $11,000 with the incumbent. However, we expect that volume will increase because this is a PACA bid.
7.) On items 1-6 there was no shirt brand indicated. However on items 7-10 they requested Hanes. Do we need to indicate what shirt brand on items 1-6?
Answer: Yes, please indicate the brand bid. Hanes are for reference, other brands that meet specs would be acceptable.
8.) Is a bid bond required?
Answer: A bond is required if the grand total of all items bid exceeds $25,000.00.
9.) It says that all vendors must be approved by MUNIS. (Not sure what that is) we subscribe with a company called USAOPPS that is how I was able to download the bid.
Answer: Munis is our financial software. Go to to register for downloads.
10.) Max discount for year 2 & 3- would this be off the prices bid for year one?
Answer: Yes, discount would be off initial prices if we extend the bid award.
11.) How do we get bid turned in? can we deliver to courthouse address listed?
Answer: Bids can be turned in online once registered in Munis. Bids may also be delivered to the courthouse address.
12.) Can we be present for bid opening?
Answer: You may be present for the bid opening, but it is not required.
ADDENDUM NO. 1
ITB 37-18 (MUNIS 18030)
“T-SHIRTS WITH COUNTY LOGO”
Receipt of acknowledgment for this addendum is required by signing and returning with your bid response.
ACKNOWLEDGED:
BIDDER:Company:______
Address: ______
Phone No: ______
Authorized by: ______
(Signature & Title)
Date: ______
This addendum must be returned along with bid response.
Note: Signature on this addendum does not substitute for your signature on the original bid document. The original bid document must be signed also.
1
AMENDMENT
No. 1
“T-SHIRTS WITH COUNTY LOGO”
ITB No. 37-18 (MUNIS 18030)
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
Page 1 of 28
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION ROOM 830
716 RICHARD ARRINGTON JR BLVD NORTH
BIRMINGHAM, AL 35203
OFFICE: (205) 325-5381/FAX: (205) 214-4034
CHARLES LINDSEY: PRINCIPAL BUYER / February 8, 2018MICHAEL MATTHEWS: PURCHASING AGENT / MUNIS 18030/ITB #: 37-18
TO: / Prospective Bidders
INVITATION TO BID NUMBER: / 37-18 (Full document can be downloaded at )
MUNIS ITB NUMBER: / 18030
SEPARATE SEALED BIDS FOR: / T-SHIRTS WITH LOGO (CC 20085)
INVITATION TO BID RESPONSES WILL BE RECEIVED BY: / Charles Lindsey, Principal Buyer
Room 830, 716 Richard Arrington Jr. Blvd North
Birmingham, AL 35203-0009
***IMPORTANT SOLICITATION DATES***
INQUIRY DEADLINE: / BID DUE DATE: / BID OPENING DATE:February 21, 2018
5:00 p.m. (CST) / February 28 , 2018
11:59 PM (CST) / March 1, 2018
10:00 AM (CST)
Responses to this Invitation to Bid may be submitted via or by US Postal Service
***ALL VENDORS ARE REQUIRED TO REGISTER IN MUNIS TO ACCESS BIDS***
MUNIS #18030 T-SHIRTS WITH LOGO (CC:20085)- ITB 37-18
BID OPENING WILL BE HELD AT:
Jefferson County Courthouse
Purchasing Department, Room 830
716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203-0009
NOTIFICATION OF INTENT
All recipients of this solicitation notice must indicate intent to submit a bid. Those vendors submitting a Notification of Intent will be sent a complete copy of the bid, any related addendum, answers to inquiries, etc. pertaining to this ITB. Notification of intent must be faxed to (205) 214-4034 or e-mailed to Charles Lindsey at and Valerie Henderson at . Please send by February 21, 2018.
TELEPHONE INQUIRIES – NOT ACCEPTED
Telephone inquiries with questions regarding clarification of any and all specifications of the ITB will not be accepted. All questions must be written and faxed to (205) 214-4034 or e-mailed to Charles Lindsey at and Valerie Henderson at .
Submissions may be withdrawn, modified, and resubmitted prior to the formal bid opening due date. Any submission modification(s) submitted after the “Bid Opening Due Date” may not be considered.
The County reserves the right to accept or reject any or all bids, or any part of any bid, and to waive any informalities or irregularities in the bid.
All costs incurred by the company to respond to this solicitation will be wholly the responsibility of the Bidder. All copies and contents of the bid, attachments, and explanations thereto submitted in response to this ITB, except copyrighted material, shall become the property of the Jefferson County Commission regardless of the Consultant selected. Response to this solicitation does not constitute an agreement between the Bidder and the County.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not open, any bid responses which are received later than the date and time indicated above. Late bid responses will be retained in the bid file, unopened.
Released by: CHARLES LINDSEY
______
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INVITATION TO BID # 37-18
MUNIS #18030
(CC 20085)
“T-Shirts with Logo”
BID DUE: FEBRUARY 28, 2018
Charles Lindsey, Principal Buyer
Room 830*716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203
Phone: (205) 214-8589 ext.1814
Email:
PURCHASING ASSOCIATION OF CENTRAL ALABAMA TO ALL BIDDERS:
The attached ITB/RFP presents a cooperative bid/proposal for the Purchasing Association of Central Alabama (PACA) members below:
Page 1 of 28
Alabama School of Fine Arts
Alabaster Board of Education
Bessemer, City of
Bessemer Board of Education
Bibb County Board of Education
Birmingham Board of Education
Birmingham-Jefferson Civic Center
Birmingham Public Library
Birmingport Fire Districts
Blount County Board of Education
Cahaba Valley Fire & Rescue
Center Point, City of
Center Point Fire District
Chelsea, City of
Chilton County Board of Education
Chilton/Shelby Mental Health Board
Clay, City of
Concord Fire Department
Eastern Valley Volunteer Fire Dept.
Fairfield Board of Education
Forestdale Fire Department
Four Mile Fire Department
Fultondale, City of
Glennwood Fire District
Gardendale, City of
Helena, City of
Homewood, City of
Homewood Board of Education
Hoover, City of
Hoover City Schools
Hueytown, City of
Indian Ford Fire District
Irondale, City of
Jasper City Schools
Jefferson County 911 Emergency
Communication District, Inc.
Jefferson County Board of Education
Jefferson County Assisted Housing Corp
Jefferson County Economic & Industrial Development Authority (JCEIDA)
Jefferson County Housing Authority
Jefferson County Library Coop
Jefferson State Community College
Kimberly, Town of
Lawson State Community College
Leeds Board of Education
Leeds, City of
McAdory Fire Departments
Midfield, City of
Midfield Board of Education
Minor Heights Fire Department
Morris, Town of
Mountain Brook, City of
Mountain Brook Board of Education
North Shelby Fire Department
Palmerdale Fire Department
Pelham, City of
Pelham Board of Education
Pell City School System
Pickens County Board of Education
Pinson, City of
Pleasant Grove, City of
Rocky Ridge Fire/Rescue
Shannon Fire Department
Shelby County Board of Education
St. Clair County Board of Education
Tarrant, City of
Tarrant City Board of Education
Trussville Board of Education
Trussville Volunteer Fire Department
Tuscaloosa City Schools
Tuscaloosa County Board of Education
Tuscaloosa County Commission
Vestavia Hills, City of
Vestavia Hills Board of Education
Walker County Board of Education
Warrior, City of
Warrior River Fire & Rescue Service
Winston County Schools
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Other government entities and all school systems within Jefferson County and counties adjoining thereto may elect to participate in this cooperative proposal. Vendors must agree that if any additional government entity does join the Association, vendors shall honor prices on this Request for Proposal for those additional entities that may join the Association.
ITB/RFP #:37-18 (MUNIS 18030)
Commodity: “T-Shirts with Logo”
Principal Buyer:CHARLES LINDSEY
Telephone:(205) 214-8589 EXT: 1814
The proposal award will be made by the Jefferson County Commission on behalf of the Association in accordance with the provision of the intergovernmental agreement between the Jefferson County Commission and the members of the Association. Each participating governmental entity of the Association will be responsible for issuing its own purchase orders, delivery instructions, invoicing, insurance requirements, and issue its own tax exemption certificate as required by vendors.
This cover letter is considered an integral part of this Request for Proposal document and shall be included by reference into any contract.
Acknowledged by
______
Vendor NameAuthorized Signature/Title
Page 1 of 28
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION ROOM 830
716 RICHARD ARRINGTON JR BLVD NORTH
BIRMINGHAM, AL 35203
OFFICE: (205) 325-5381/FAX: (205) 214-4034
CHARLES LINDSEY: PRINCIPAL BUYER / February 8, 2018MICHAEL MATTHEWS: PURCHASING AGENT / MUNIS 18030/ITB #: 37-18
INVITATION TO BID
THIS IS AN ONLINE BID. Responses to this Invitation to Bid must be submitted via All vendors are required to register in Munis to access bids.
Bids will be accepted until 11:59 P.M. (5 P.M., if mailed) Central Time (standard or daylight savings time, as applicable) on Wednesday, February 28, 2018. Bids submitted after this date and time will not be considered.
Bids will be publicly opened at 10:00 A.M. on Thursday, March 1, 2018.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not open, any bid/proposal responses which are received later than the date and time indicated above. Late bid/proposals will be retained in the bid/proposal file, unopened.
TERM OF CONTRACT
Any contract resulting from this ITB will become effective upon bid award (or within 30 days of award notification, approval of the County Commission and purchase order is issued). However, the contract may be extended, at the County’s option, for a period of up to (2) additional 1 year terms until 2021.
REQUIREMENTS
- Bidder must be licensed to do business in the State of Alabama, if required by Alabama law, and licensed to do business in Jefferson County if located here or required by law.
- Each bidder will furnish a bid bond with response or cashier's check for five (5%) of any bid exceeding $25,000. BIDS SUBMITTED WITHOUT THE BID BOND WILL NOT BE CONSIDERED.
BUSINESS LICENSE
In the event you receive a notification of intent to award letter, you will be required to provide your Jefferson County business license within 7 days of receipt of notice of intent to award. If you are not currently registered with Jefferson County Revenue Department, and do not have a business account number, applications may be obtained by logging on to Once you have logged on, click on Business License and then **New Applicants. Failure to submit the requested information may result in the notice of intent to award being revoked.
Remainder of page intentionally left blank.
INVITATION TO BID
TELEPHONE INQUIRIES – NOT ACCEPTED
Telephone inquiries with questions regarding clarification of any and all specifications of the ITB will not be accepted. All questions must be e-mailed to Charles Lindsey at and Valerie Henderson at .
INTERPRETATIONS AND ADDENDA
No interpretation or modification made to any respondent as to the meaning of the ITB shall be binding on the Jefferson County Commission unless submitted in writing and distributed as an addendum by the Jefferson County Purchasing Department. Interpretations and/or clarifications shall be requested in writing and directed to Charles Lindsey, Principal Buyer, Jefferson County Purchasing Division, 830 Courthouse, 716 Richard Arrington Jr. Blvd. North, Birmingham, AL 35203, (Fax 205 214-4034) or email: . Verbal information obtained otherwise will not be considered in awarding of contract. All addenda shall become part of the ITB.
LANGUAGE, WORDS USED INTERCHANGEABLY
The word COUNTY refers to the JEFFERSON COUNTY COMMISSION and/or JEFFERSON COUNTY, ALABAMA throughout this document. Similarly, RESPONDENT, VENDOR, and BIDDER refer to the person or company submitting an offer to sell its goods or services to the COUNTY. The words PROPOSAL, QUOTATION, and ITB are all offers from the BIDDER. The County has established for the purposes of this RFP that the words SHALL, MUST or WILL are equivalent in this ITB and indicate a mandatory requirement or condition, the material deviation from which shall not be waived by the County. A deviation is material if, at the sole discretion of the County, the deficient response is not in substantial accord with this ITB’s mandatory condition requirements. The words SHOULD and MAY is equivalent in the BID and indicates very desirable conditions or requirements but are permissive in nature. Deviation from, or omission of, such a desirable condition or requirement will not in and of itself cause automatic rejection of a proposal, but may result in being considered as not in the best interest of the County.
DELIVERY
Delivery will be to Jefferson County location(s) as stated on purchase order. PACA Members will be responsible for issuing their own purchase orders, delivery instructions, invoicing, insurance requirements, and issue their own tax exemption certificate as required by vendors.
INVOICING
All invoices* must agree with the purchase order in description and price and include the following information:
1) Purchase Order Number;
2) Ship-to Department name and address.
In order to ensure prompt payment, ALL ORIGINAL INVOICES MUST BE SENT TO:
Jefferson County Commission
Finance Department
Room 820, Courthouse
716 Richard Arrington Jr. Blvd, North
Birmingham, AL 35203
*If invoice does not agree with purchase order, credits or a corrected invoice will be required in order for the County to process payment.
Invoices that do not reference an authorized Purchase Order will be returned to the vendor.
INVITATION TO BID
THIRD-PARTY “REMIT-TO”
If Bidder has a third-party “remit-to” company, that information must appear on the Bidder’s response. Jefferson County will send payment to the company designated by Bidder on its response, but will not be responsible for resolving payment issues, should the Bidder change payment processing companies after a payment has been mailed or without forty-five (45) days written notification to the Purchasing and Accounting division of Jefferson County.
Purchase orders will be issued as deliveries are required.
F.O.B. Destination via best way.
CANCELLATION
Failure to deliver as specified and in accordance with the bid submitted, including promised delivery, will constitute sufficient grounds for cancellation of the order at the option of the County Commission.
TERMINATION OF CONTRACT
This contract may be terminated by the County with a thirty (30) day written notice to the other party regardless of reason. Any violation of this agreement shall constitute a breach and default of this agreement. Upon such breach, the County shall have the right to immediately terminate the contract and withhold further payments. Such termination shall not relieve the contractor of any liability to the County for damages sustained by virtue of a breach by the contractor.
PRICES
Include transportation (including fuel surcharge, if applicable), handling, packaging, service charges.
PRE-PAYMENTS
No prepayments of any kind will be made prior to shipment.
If mutually agreed upon, additional contracts may be executed, based upon this bid for the same item(s) or related types and/or sizes.
Bidder agrees that Jefferson County will be charged no more for item(s) bid than the State of Alabama, and that in the event of a price reduction; the County will receive the benefit of such reduction on any undelivered portion of contract.
PRICE REDUCTION
In the event of a general price reduction, the County will receive the benefit of such reduction on any undelivered portion of contract.
SAMPLES
Bidder will furnish a sample of each item on which he has bid under separate cover, plainly referenced to the bid number. Samples will be returned, if picked up by the bidder within thirty (30) days following bid opening.