T-Shirts with County Logo

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

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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.

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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

***IMPORTANT SOLICITATION DATES***

Page 1 of 28

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

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

1. 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.

1. 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.