Bid 14172R BID 14172R OPENING DATE: 12/23/14 OPENING TIME: 3:00 PM Request for Qualifications - Part I 2015 Little Rock Marathon Participant and Volunteer Shirts Project Intent The City of Little Rock, Parks and Recreation Department is requesting qualifications of screen printing companies and bids from qualified screen printer to provide goods and services related to 2015 Little Rock Marathon participant shirts and volunteer shirts. Desired goods and services include identifying least expensive high quality short-sleeve shirts technical shirts for participants and volunteers of the 2015 Little Rock Marathon. Successful screen printer may be required to produce a sample of the shirts in a timely manner. Budget The budget includes all costs associated with the print and delivery of all participant and volunteer shirts. Eligibility The bid is open to all properly licensed qualified screen printing companies regardless of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. Selection Process Proposals for the 2015 Little Rock Marathon Shirts consist of two separate parts: Request for Qualifications – Part I and Invitation to Bid – Part II. All Request for Qualifications – Part I submissions received by 3:00 p.m. local on 12/23/14 will be opened and reviewed by a selection committee. Then Invitation to Bid – Part II submissions from qualified companies will be opened and reviewed by the selection committee to determine price. The committee reserves the right to change the projected time line. Request for Qualifications (Part I) and Bids (Part II) due and accepted prior to 3:00 p.m. CST Selection committee meets to review Qualifications and Bids from qualified companies Selected company recommended to City Manager Contract prepared and submitted to City Manager for signature Notice to proceed issued February 13, 2015 Mandatory delivery of the medical, water stop volunteer shirts February 21, 2015 Mandatory delivery of Little Rockers participant and volunteer shirts February 25, 2015 Mandatory delivery of the remaining participant and volunteer shirts Response Format Proposals for the 2015 Little Rock Marathon Shirts consist of two separate parts: Request for Qualifications – Part I and Invitation to Bid – Part II. Proposals must be submitted to the attention of Mr. Abdoul Kabaou, Purchasing Manager, City of Little Rock, 500 West Markham, Room 300 (3rd floor), Little Rock, Arkansas 72201, to be received in that office no later than 3:00 p.m. local time, 12/23/14. Submissions must be in a sealed package clearly labeled “Sealed Request for Little Rock Marathon Shirt Proposal”. Failure to comply with instructions contained in the RFP will be cause for rejection. Any proposals received other than stated above or after above-stated time and date will not be considered. It shall be the sole responsibility of the Respondent to have the proposal delivered to the Purchasing Office for receipt on or before the above-stated time and date. If mail or courier sends a proposal, the respondent shall be responsible for its timely delivery to the Purchasing Office. Late proposals shall not be considered and shall not be opened at the public opening and arrangements shall be made for their return at the Respondent’s request and expense. The City of Little Rock reserves the right to accept or reject any or all proposals, to waive irregularities and technicalities and to request resubmission. 1 Bid 14172R Respondent shall provide one (1) original copy of this Request for Qualifications - Part I and all attachments (see below), as well as three (3) copied sets within one sealed envelope clearly marked on the outside “Sealed Request for Little Rock Marathon Shirt RFQ - Part I”. Respondent shall provide one (1) original copy of the Invitation to Bid Form - Part II, as well as three (3) copied sets within one sealed envelope clearly marked on the outside “Sealed Request for Little Rock Marathon Shirt RFP Part - II”. The following information shall be included in the Request for Qualifications - Part I in the following sequence: 1. Firm and Joint Venture Information Statement. On the company’s official letterhead, please provide the following information: Company name, company owner name(s), address, phone number and email address of the primary company submitting the Request for Qualifications - Part I. Company name and physical address of where shirts will be screen printed. State whether or not the satisfaction of this project (acquisition of shirts and printing of said shirts) will be by the company submitting proposal or will company act as an agent and/or will be a joint venture with another company. List all other companies that will be part of the project. The Firm and Joint Venture Information Statement shall be signed above the typed or printed name and title of the signer. The signer shall have the authority to bind the respondent to the submitted bid. 2. Current Work. Provide a list of all work currently under contract with the City of Little Rock. 3. Project Leader and Team. List the name, title, email address, telephone number and primary qualifications of team leader. This person will be the primary contact person shall be directly involved in all phases of the project. 4. Reference Projects. Only work completed for a marathon or half marathon (12000+ participants) will be considered. Provide a brief synopsis of projects completed for any marathon or half marathon (12000+ participants) within the last two years. Include scope of work, total number of participant shirts produced, total number of volunteer shirts produced, location of event, name of event, event contact name, event contact email and event contact phone numbers. 5. Additional Information. Up to three selections of support materials such as reviews, news articles and other related information which you feel supports your firm’s qualification for this project may be included. These shall be bound and contained within the bid. Criteria for Selections. A committee designated by Little Rock Marathon Management will review each Sealed Request for Little Rock Marathon Shirt Proposal packet received. The committee will first evaluate the Sealed Request for Little Rock Marathon Shirt RFQ - Part I and give points based on the following criteria: Company’s past work has been for a US marathon or half marathon with 12,000-plus participants Company’s overall capability to solely handle a project of similar type and complexity Credentials and experience of company Company’s ability to complete the project in required time frame Company located within the State of Arkansas or 150 miles of downtown Little Rock, and able to respond in person, with a site visit if necessary, within 4 hours of initial contact. The selection committee will first review all timely Little Rock Marathon Shirt RFP Part I packets that are not disqualified based on the merit and content of the criteria listed above. Those companies that receive a minimum score of 90% will be considered responsible bidders. The sealed Little Rock Marathon Shirt RFP Part - II packet of qualified responsible bidders will then be opened by the selection committee and the bid containing the lowest bid will be selected. Questions Any questions may be directed to Geneva Lamm, Executive Director, Little Rock Marathon, 500 West Markham, Room 108B1, Little Rock, AR 72201 or email [email protected]. 2 Bid 14172R Little Rock Marathon 2015 participant and volunteer shirts Screen Printer Evaluation Sheet Firm’s name submitting proposal Rank of Selection Rating Company’s past work has been for a US marathon or half marathon with 12,000-plus participants Company’s overall capability to solely handle a project of similar type and complexity Credentials and experience of company Company’s ability to complete the project in required time frame Company located of downtown Little Rock Criteria Marathon/Half Marathon experience Weight 50% Score Company’s work with a marathon or half marathon (12000+ participants) Criteria Sole provider/joint venture Weight 20% Score Company will complete the project or is an agent of a screen printer Criteria Credentials/Experience Weight 25% Score Provide credentials and experience of professionals assigned to manage the project Criteria Schedule Weight 5% Score Note firm’s ability to complete project in required time frame, within budget and location from downtown Little Rock Total 3 100%
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