Custom_Apparel_(Addendum_#1_Revision).pdf

COMPETITIVE BID

FURNISH AND DELIVER

CUSTOM APPAREL

FOR THE

PARKS, RECREATION AND COMMUNITY SERVICES

DEPARTMENT

CITY OF PASADENA, CALIFORNIA

Competitive Bid - Custom Apparel Release Date: Thursday, January 25, 2024

Attachments:

A - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION 11032022

1. Notice Inviting Bids

For

Custom Apparel

Notice is hereby given that the City of Pasadena is calling for sealed bids for the Parks, Recreation and Community Services Department and will receive sealed bids prior to 2:00 pm, Wednesday, February 14, 2024 and will electronically unseal and make them available online (https://procurement.opengov.com/portal/pasadena) for this solicitation named "Custom Apparel" Project ID: 2024-IFB-MS-004.

1. Summary

The City is seeking quotes or proposals for department performance polo and crew neck shirts, jackets, sweatshirts, beanies & hats as outlined in this solicitation.

The City of Pasadena Parks, Recreation, and Community Services Department (PRCS) is seeking to purchase custom apparel for staff uniforms. PRCS provides park maintenance, recreational programming, and community services. Staff includes after school program staff, seasonal day camp staff, special event staff and volunteers, and general office and supervisorial staff. Seeking custom apparel in adult sizing for purchase only. Summer camps are also offered and require youth sizing. Rentals will not be considered. Sample proofs will be required for approval to inspect quality, sizing and color accuracy prior to placing an order.

2. Delivery Instructions

Bids will be received via the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena). A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the Bidder's Submittals/Checklist. Bids will be received prior to the time and date in this Notice Inviting Bids and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/69806

Addenda shall be acknowledged via the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena). Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

3. Pre-bid Conference

See the Timeline in the section named "Instructions to Bidders." If there is a Mandatory pre-bid meeting, bidders are required to attend at the time, date, and location included in the Timeline Instructions to Bidders of this solicitation. If there is a Non-Mandatory pre-bid meeting, bidders not required to attend.

https://procurement.opengov.com/governments/portal/pasadena https://procurement.opengov.com/governments/portal/pasadena/projects/69806?section=616742 https://procurement.opengov.com/governments/portal/pasadena/projects/69806 https://procurement.opengov.com/governments/portal/pasadena https://procurement.opengov.com/governments/portal/pasadena/projects/69806?section=616738 https://procurement.opengov.com/governments/portal/pasadena/projects/69806?section=616738

Each prospective bidder will have the opportunity to clarify and ask questions regarding these Specifications. The Pre-bid Meeting will be held at the time, date, and location in the Timeline of this solicitation.

4. Deadline for Questions

The deadline to submit questions related to this solicitation is Monday, February 5, 2024, prior to 2:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena) Q&A function. Do not contact any other City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

5. Release Date

Release Dated: Thursday, January 25, 2024

MIGUEL MÁRQUEZ

City Manager https://procurement.opengov.com/governments/portal/pasadena

2. Instructions to Bidders

1. Summary

Notice is hereby given that the City of Pasadena is calling for sealed bids for the Parks, Recreation and Community Services Department and will receive sealed bids prior to but not later than 2:00 pm, Wednesday, February 14, 2024 and will electronically unseal and make them available online (https://procurement.opengov.com/portal/pasadena) for this solicitation named "Custom Apparel" Project ID: 2024-IFB-MS-004.

Submittal Instructions

Bids will be received via the City's eProcurement Portal. A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the #Bidder's Submittals/Checklist. Addenda shall be acknowledged via the City's eProcurement Portal. Bids will be received prior to 2:00 pm on Wednesday, February 14, 2024 and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/69806

Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

All bid pricing must be entered into the City's eProcurement Portal or the bid may be considered informal and deemed non-responsive, do not use a separate document attachment to represent your pricing. All required attachments must be completed and uploaded electronically into City's eProcurement Portal prior to the set bid date and time in this Notice Inviting Bids.

• PROJECT TITLE: Custom Apparel

• DEPARTMENT: Parks, Recreation and Community Services Department

• RELEASE DATE: Thursday, January 25, 2024

• CONTACT: Sabina Almeida

The City is seeking quotes or proposals for department performance polo and crew neck shirts, jackets, sweatshirts, beanies & hats as outlined in this solicitation.

The City of Pasadena Parks, Recreation, and Community Services Department (PRCS) is seeking to purchase custom apparel for staff uniforms. PRCS provides park maintenance, recreational programming, and community services. Staff includes after school program staff, seasonal day camp staff, special event staff and volunteers, and general office and supervisorial staff. Seeking custom apparel in adult sizing for purchase only. Summer camps are also offered and require youth sizing. Rentals will not be considered. Sample proofs will be required for approval to inspect quality, sizing and color accuracy prior to placing an order.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/69806?section=undefined https://procurement.opengov.com/portal/pasadena/projects/69806 https://procurement.opengov.com/portal/pasadena

2. Contact Information

Dealine for Questions

The deadline to submit questions related to this solicitation is Monday, February 5, 2024, prior to 2:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Vendor Registration Instructions & Customer Service information:

Click here to register on the City's eProcurement Portal.

If you are already registered and need help logging in or retrieving your user information use the blue chat bubble on the lower right hand corner of the screen.

Additional instructions are included in this solicitation (See section named "Instructions for Registering onto the City's eProcurement Portal.

Customer Service

For assistance with e-bidding or uploading documents: Contact Open Gov via the blue chat bubble

Monday through Friday 5am - 5pm PST, except statutory holidays

Sabina Almeida Management Analyst IV Email: salmeida@cityofpasadena.net Phone: (626) 744-4732 Department:

Parks, Recreation and Community Services Department

3. Timeline

Vendors are strongly advised to complete and submit all required items sufficiently early before the date listed in this solicitation. Bids must be completed and submitted according to the instructions in this solicitation prior to 2:00 pm onWednesday, February 14, 2024.

Release Project Date January 25, 2024

Question Submission Deadline February 5, 2024, 2:00pm

Bid Submission Deadline February 14, 2024, 2:00pm mailto:salmeida@cityofpasadena.net tel:(626)744-4732

3. General Instructions

1. Pre-Bid Meeting

See the "Timeline" in the Introduction section (#Instructions to Bidders). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

2. General Bid Requirements

To be considered, a bidder must follow the format for bids in the specifications. Bids must be binding and firm. Any bid may be withdrawn before bid opening but not for 120 days after opening.

3. Funding Source

This procurement is funded by:City of Pasadena. Vendors must submit all required document with their proposal.

4. Bidder Must Make Thorough Investigation

It is the bidder's responsibility to examine the location of the proposed work, to fully acquaint themselves with the specifications and the nature of the work to be done. The bidder shall have no claim against the City based upon ignorance of the nature and requirements of the project, misapprehension of site conditions, or misunderstanding of the specifications or contract provisions.

5. Acceptance of Conditions

By submitting a bid, each bidder expressly agrees to and accepts the following conditions:

A. All parts of the Instructions to Bidders and Specifications will become part of the Contract between the selected bidder and the City;

B. The City may require whatever evidence is deemed necessary relative to the bidder's financial stability and ability to complete this project;

C. The City reserves the right to request further information from the bidder, either in writing or orally, to establish any stated qualifications;

https://procurement.opengov.com/portal/pasadena/projects/69806?section=616738

D. The City reserves the right to solely judge the bidder's representations, and to solely determine whether the bidder is qualified to undertake the project pursuant to the criteria set forth herein. The bidder, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder is qualified to perform the project, shall be final, binding and conclusive;

E. The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

F. This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder in the preparation and submission of a bid.

6. Truth and Accuracy of Representation

False, incomplete or unresponsive statements in connection with the bid may be sufficient cause for rejection of a bidder.

7. City Changes to the Bid Documents

The City reserves the right to change any part of these Instructions to Bidders and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each bidder. A bidder's failure to address the requirements of the addenda may result in the bid not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal.

8. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified as the "Project Contact" (Sabina Almeida), above.

Addenda (if any) shall be made available to each Proposer. A proposer’s failure to address the requirements of any and all addenda may result in the proposal not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The Proposer is responsible to register on the City's eProcurement Portal and follow the project, Custom Apparel, to insure they receive all RFP documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

9. Notice Regarding Disclosure of Contents of Document

All bids accepted by the City at the time of bid opening shall become the exclusive property of the City. Upon opening, all bids accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each bid which are identified by the bidder as business or trade secrets and plainly marked as "trade secret," "confidential," or "proprietary." Each element of a bid which a bidder desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required under the California Public Records Act or otherwise by law (despite the bidder's request for confidentiality), the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

10. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

A. The quality of the material offered;

B. The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

C. Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

D. The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

E. The character, integrity, reputation, judgment, experience and efficiency of the bidder;

F. The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

G. Litigation by the bidder on previous orders or contracts with the City;

H. The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

11. Errors and Omissions

Bidders shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders or Specifications. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

12. Patent Feed; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

13. Taxes

Price bid shall include all federal, state, local and other taxes.

14. Local Bidders; Refund of Sales and Use Tax

For the purpose of determining the lowest bidder on a contract for materials and supplies only, 1.75% of that portion of the bid subject to sales or use tax shall be deducted from any bid where it is determined that if such bidder were awarded the contract, the City would receive a refund of the 1.75% sales and use tax pursuant to the Uniform Sales and Use Tax Ordinance of the City of Pasadena.

15. Special Requirements of Contractors

There is a separate packet of forms as part of these specifications that a bidder must complete to establish compliance with a number of special City of Pasadena requirements, including, but not limited to, Equal Employment and Affidavit of Non Collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them shall be grounds, in the sole discretion of the City, for rejection of any bidder.

16. Public Contract Code Sec. 9204 New Public Works Claims Procedure

As detailed in the Section Titled #Public Works Claims Procedure new Public Contract Code Section 9204, effective January 1, 2017, specifies new procedural requirements for claims submitted by a contractor on any public works project.

17. Equivalents to Specifications

The material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids. Questions requesting approval of equals must be submitted before the deadline for questions to the City contacts listed in the Bid Invitation.

Bidder must provide all information (no pricing) in order for the City to determine if the product offered is an equal to the manufacturer specified and/or meets the technical specifications. This includes details for each item to which a proposed equal will be taken, proposed make and model specifications, and any other information on the material specified herein regarding approved equals requested. Bidder must state brand name and/or manufacturer of each item proposed and include detailed specifications. All guarantees and/or warranties must also be stated. Parts and materials must be latest model or current date and meet specifications or be equal to the specifications.

During the question and answer period for this solicitation (Custom Apparel; 2024-IFB-MS-004), the City reserves the right to determine whether equivalents meet the bid specifications of the City, and are equal to the manufacturer specified or the stated technical specifications. The decision of the City regarding equality shall be final.

18. Protest Procedure https://secure.procurenow.com/portal/pasadena/projects/69806?section=undefined

This procedure specifies the process to be utilized by the City of Pasadena in resolving protests regarding this solicitation. In order for a protest to be considered by the City of Pasadena, it must be submitted in accordance with the procedures outlined in the FORMAL SOLICATION PROTEST PROCEDURE found at the following link: (https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/). A protest submitted that is not in accordance with this procedure, may be returned to the submitting party without any further action by the City of Pasadena.

19. Small Business Development Center (SBDC)

If you need business-related Technical Assistance with preparing your written proposal, or if you need assistance responding to this solicitation, you may request it through the SBDC. Email:

sbdc@pasadena.edu. Phone: 626-585-3105, or visit our website: www.pccsbdc.org

About the Pasadena City College Small Business Development Center

Our program is dedicated to promoting economic growth in our community. We provide confidential, no cost one-on-one business consulting to assist with business startups, growth, loans, marketing, government contracting, technology and more. We have the resources to help you start, grow or manage your business! We also offer workshops at no cost to help you strengthen your business knowledge and apply it immediately to your business plans. Whether starting a new business or running an existing business, we can help you guide your business to a successful future.

About the Pasadena City College SBDC Team

Our team is pleased to offer our consulting services in English, Spanish and Italian if needed.

Please contact us at 626.585.3105 to schedule your appointment.

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ mailto:sbdc@pasadena.edu https://www.pccsbdc.org/

4. General Specifications

1. BID PROPOSAL QUANTITIES

The quantities contained in the bid documents are approximate only and are for the sole purpose of comparing bids. The City may, in accordance with the specifications, order more equipment and/or materials as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of material actually provided as determined by the City and accepted at the unit prices noted in the bid.

2. EVALUATION OF BID

Bids will be evaluated based on the lowest Grand Total Price submitted in the Bidders' Proposal.

The contract award will be made from among responsive and responsible bidders. In case of a discrepancy between the unit prices and item total, the unit price shall govern. In the event of a discrepancy between the item totals and the grand total price the item totals shall prevail. The prices will be subject to adjustment by the City on that basis in the event of discrepancy and bid awarded.

3. PRICE ADJUSTMENTS

At the conclusion of the first contract year and prior to the commencement of the second contract year or any subsequent contract extension period, the contractor may request unit price increases. Under no circumstances shall the City accept price increases, which exceed the rate of the then current Consumer Price Index (C.P.I.) for the latest available preceding 12 month period.

4. SAMPLE CONTRACT

A sample of the contract the successful bidder will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

5. SUBSTITUTION FOR PATENTED AND SPECIFIED ARTICLES

Wherever these Specifications specify any material or process by patent or proprietary name, or by name of manufacturer, such specification is only for the purpose of describing the material or process desired and shall be deemed to be followed by the words and/or approved equivalent.

Any bidder may offer in the proposal any material or process that is equivalent in every respect to the material or process specified. This statement of alternate unit shall clearly describe the material or process for which the substitution is proposed and shall provide technical data establishing equivalency.

6. BID YOUR FULL EQUAL OR BETTER

Materials and equipment furnished shall be new, complete, ready-for-use and of the latest model, shall not have been used in demonstration or other services and have all the usual equipment as shown by manufacturer’s current specifications and catalogs unless otherwise specified.

7. DURATION OF CONTRACT

The initial term of the contract resulting from these Specifications shall be for three years from the date of execution by the City. The contract may be extended for two optional one-year extension periods subject to the approval of the City Manager.

8. WARRANTY

Contractor shall provide factory warranties on all materials furnished against defects in materials and/or workmanship. The factory warranty shall become effective on the date of delivery and acceptance by the City. Should any defect in materials or workmanship appear during the warranty period, the Contractor shall repair or replace the same at no cost to the City.

9. DEFECTIVE MATERIALS:

Any materials not conforming to requirements of this Specification shall be considered defective.

All such materials, whether in place or not, shall be immediately removed from the site of the work. Any defective materials installed shall be removed and replaced by the City and all costs of removal and replacement shall be deducted from any amounts due or to become due to the Contractor. No rejected materials, the defects of which have been subsequently corrected, shall be used.

10. RECEIVING AND INSPECTION:

Deficient parts will be rejected and the Contractor will be required to make the necessary adjustments or replacements. It shall be the Contractor’s responsibility to pick up any rejected parts, make the necessary corrections, and deliver materials at no additional cost to the City.

11. Equivalents to Specifications

The material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids. Questions requesting approval of equals must be submitted before the deadline for questions to the City contacts listed in the Bid Invitation.

Bidder must provide all information (no pricing) with their bid in order for the City to determine if the product offered is an equal to the manufacturer specified and/or meets the technical specifications. This includes details for each item to which a proposed equal will be taken, proposed make and model specifications, and any other information on the material specified herein regarding approved equals requested. Bidder must state brand name and/or manufacturer of each item proposed and include detailed specifications. All guarantees and/or warranties must also be stated. Parts and materials must be latest model or current date and meet specifications or be equal to the specifications.

During the question and answer period, the City reserves the right to determine whether equivalents meet the bid specifications of the City, and are equal to the manufacturer specified or the stated technical specifications. The decision of the City regarding equality shall be final.

5. City Requirements

There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.

1. Pasadena Operating Companies

If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.

2. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

3. Declaration of Non-Collusion by Contractor

This form is only applied for formal solicitations at $25,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the #Bidder's Submittals/Checklist.

4. SAMPLE CONTRACT

A sample of the contract the successful bidder or proposer will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

5. CHANGE ORDER MANAGEMENT

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

6. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

7. Pasadena Business License

Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

8. Invoice Submission Portal

Invoice Submission Portal https://procurement.opengov.com/governments/portal/pasadena/projects/69806?section=undefined https://www.cityofpasadena.net/finance/licenses/business-licenses/

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

9. Acceptance of Conditions

By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:

• All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;

• The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;

• The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;

• The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.

10. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

• The quality of the material offered;

• The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

https://invoice.cityofpasadena.net/PortalGuide.pdf

• Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

• The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

• The character, integrity, reputation, judgment, experience and efficiency of the bidder;

• The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

• Litigation by the bidder on previous orders or contracts with the City;

• The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

11. Pasadena Living Wage Ordinance

If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

12. Errors and Omissions

Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

13. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/

14. Taxes

Price bid or Price Proposals shall include all federal, state, local and other taxes.

15. Certificate of Insurance

Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.

16. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The winning proposal/bid may be required to submit a completed and signed IRS Form W-9.

Failure to submit this form may result in the response being deemed non-responsive.

Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf

17. LIMITATIONS ON LIABILITY

Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item;

and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsivness.

18. Recycled Product Procurement Mandates Pertaining to Local Governments [22150 - 22154]

This section is only applied when buying paper products.

Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.

SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.

All vendors providing Paper Products and Printing and Writing Paper shall:

• Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, PCC Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.

• Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.

19. Compliance with the Levine Act (Government Code Section 84308) https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fleginfo.legislature.ca.gov%2Ffaces%2Fcodes_displayText.xhtml%3FlawCode%3DPCC%26division%3D2.%26title%3D%26part%3D3.%26chapter%3D3.5.%26article%3D&data=05%7C01%7Cawatson%40cityofpasadena.net%7C307f17457fcb49d363c108dbba309d38%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638308490511442074%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=kSzPLWUdh6HYJTjfSaMqzITXO6TDf1tcUTo%2BcAV5SJw%3D&reserved=0

The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $250 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract.

Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.

6. Bid Specifications

1. General Information

The Parks, Recreation and Community Services Department is seeking a vendor to provide custom apparel for staff use.

All product quantities are approximate. Actual quantities may vary and are contingent upon City requirements at time of order. Payment will be made by the City based upon the unit price times the actual numbers ordered plus sales tax and delivery charges.

2. Ordering, Shipment and Delivery

All orders will be made from a single, city point of contact, project manager. Orders must be shipped complete. Bidder must have an electronic means of notifying the City when an order cannot be shipped complete. Shipment must be made within 30 calendar days of ordering.

3. Order Acceptance

City will inspect items upon delivery. Acceptance is provided within four (4) business days.

Packing slips for all items must be provided at time of delivery for accountability. Orders will be inspected by staff on site to confirm quantities and correct sizes are received.

4. Delivery Locations and Days/Hours

Deliveries will be accepted Monday through Friday from 8am to 3pm at the following locations:

City Hall

100 North Garfield Avenue, Suite N255

Pasadena, CA 91101

All deliveries must be accompanied by a packing slip indicating those items actually delivered.

5. Defective Items

Any defective items will be replaced at no additional costs by the vendor.

6. Logos and Design

Various custom apparel pieces require logo designs. Upon contract award, City will provide these logo files in a vector or PDF format. Sample photos attached. Sample apparel proofs will be required for approval to inspect quality, sizing and color accuracy prior to placing an order.

7. Invoice Submittal

The City pays invoices within 30 days of receiving the goods. (Net 30) All vendor invoices shall be submitted electronically through the City’s invoice portal.

https://invoice.cityofpasadena.net/Login.aspx?ReturnUrl=%2fsecure%2fdefault.aspx

To set up an account, a vendor number is needed which will be available once a contract has been successfully executed.

Note: City staff cannot accept any vendor invoices. Invoices submitted to city staff will not be processed.

8. Scope of Work

The City of Pasadena is seeking bids for an assortment of clothing including track jackets, water resistant jackets, caps, T-shirts and sweatshirts. All of the aforementioned clothing items must be either silk-screened with the City logo or embroidered.

Specific items detailed in the Pricing section represent the initial items, product number, color, size and quantities. However, garments may have color, size and quantity changes during the contract term. Additional items may be required throughout the contract year for new employees or otherwise. Note:

Submitted prices are to include all charges for labor, administration, materials, manufacture, supplies, shipping/handling, delivery/unloading, insurance, and equipment necessary to supply the commodities as listed within this Invitation for Bid in addition to fees for artwork, setup, embroidery, silk screening. Each item should include aforementioned costs. Sample apparel proofs will be required for approval to inspect quality, sizing and color accuracy prior to placing an order.

All items to be embroidered with City seal (gold thread on navy items).

T-shirts and sweatshirts are to have the City seal screen printed on the left chest. All other items are to be embroidered (hats, polo shirts, jackets).

Various program based items will include department logo and program logo. Placement will be determine by city staff.

Items requiring either a silk-screened or embroider logo are indicated in the Pricing section as well. NOTE: the City will only pay for set-up fee(s), if any, once during the five-year contract term.

9. Specifications

The following items are required. Quantities noted in pricing matrix.

1. Polo Shirt, Navy Blue

Navy blue collared shirt, placket with two or three buttons, no pocket. Gildan dry blend (65% polyester, 35% cotton) or similar. REQUIRED: Women’s sizing/fit and men’s sizing/fit for the same style of shirt required.

Sizing: Variety; Small-4XL required; Men's and Women's cuts required.

Customization:

Embroidery over left-hand breast plate. 2 color embroidery; gold and white for City seal. Seal 2.5 inches across, 2.5 inches tall and white lettering for “Parks, Recreation & Community Services” text under seal. Total lettering 3.5 inches wide. Capital letters 3/8 tall; lowercase letters 1/4 inch tall. Text on two lines; first list “Parks, Recreation &” at 3 inches long and second line of “Community Services” at 3.5 inches long. Total distance from top of seal to bottom of last line of text is 3.5 inches. The proof or sample of the product provided must be approved by the City before the order is fulfilled.

2. Coaching/Outdoor Activity Fitness Instructor Shirt, Navy Blue

Navy blue crew-neck shirt; dry performance material. 90% polyester, 10% spandex UPF 50+, short sleeve

Sizing: Variety; Small-4XL required

Customization:

Silk screen or digital printing (not embroidery). 2 color; gold and white for City seal. Seal 2.5 inches across, 2.5 logo inches tall and white for “Parks, Recreation and Community Services” text under seal. Total lettering 3.5 inches wide. Capital letters 3/8 tall; lowercase letters 1/4 inch tall.

Text on two lines; first list “Parks, Recreation &” at 3 inches long and second line of “Community Services” at 3.5 inches long. Total distance from top of seal to bottom of last line of text is 3.5 inches. The proof or sample of the product provided must be approved by the City before the order is fulfilled.

3. Summer Day Camp Staff and Camper Shirt

Staff; Crew-neck shirt; dry performance material. 100% moisture-wicking polyester. Sports Tech Performance shirt or similar. Color may vary by year.

Youth; Crew-neck shirt; 50% polyester, 50% cotton, short sleeve crewneck shirt, with silkscreen of department name/logo and program name

Sizing: Adult & Youth Sizes; Extra Small-4XL, Toddler Sizes; 3T-5T, required

Summer Day Camp color will vary

Customization:

Large multi-color Summer Day Camp logo (see attachments) silk screen or digital printing (not embroidery). Ten inches across, 6.5 inches tall. The proof or sample of the product provided must be approved by the City before the order is fulfilled.

4. Crewneck Sweatshirt (no hood), Navy blue

Navy blue heavy blend crewneck sweatshirt. Long sleeve. 60% polyester, 40% cotton, rib knit collar, cuffs and waistband, with spandex

Sizing: Variety; Small-4XL required in Universal Fit. No Men's or Women's sizing needed.

Customization:

Embroidery over left-hand breast plate. 2 color embroidery; gold and white for City seal. Seal 2.5 inches across, 2.5 inches tall and navy blue lettering for “Parks, Recreation & Community Services” text under seal. Total lettering 3.5 inches wide. Capital letters 3/8 tall; lowercase letters 1/4 inch tall. Text on two lines; first list “Parks, Recreation” at 3 inches long and second line of “Community Services” at 3.5 inches long. Total distance from top of seal to bottom of last line of text is 3.5 inches. The proof or sample of the product provided must be approved by the City before the order is fulfilled.

5. Three Season Softshell Jacket, Navy Blue (with water resistant detachable hood)

Sizing: Variety; Small-4XL required

Fit loose zipper closure with detachable hood, 100% polyester material, 100% nylon lining, cuffs at 88% polyester and 12% elastane, storm technology repels water without sacrificing breathability, 2-layer outer fabric with fully taped seams is 100% water proof and windproof, interior woven lining for added comfort and warmth front hood adjust for optimal fit and protection, secure zip hand pockets and 11" left chest pocket, knit cuffs with built-in thumbholes help keep the cold out, bungee adjustment bottom hem for secure fit.

Customization:

Embroidery over left-hand breast plate. 2 color embroidery; gold and white for City seal. Seal 2.5 inches across, 2.5 inches tall and white lettering for “Parks, Recreation & Community Services” text under seal. Total lettering 3.5 inches wide. Capital letters 3/8 tall; lowercase letters 1/4 inch tall. Text on two lines; first list “Parks, Recreation &” at 3 inches long and second line of “Community Services” at 3.5 inches long. Total distance from top of seal to bottom of last line of text is 3.5 inches. The proof or sample of the product provided must be approved by the City before the order is fulfilled.

6. Warm up Track Jacket, Navy Blue

100% polyester microfleece lining, regular fit, full zip with stand-up collar, front pockets, ribbed cuffs and hem

Sizing: Variety, Small-4XL required

Customization:

Embroidery center-hat. 2 color embroidery; gold and white for City seal. Seal 2.5 inches across,

2.5 inches tall. The proof or sample of the product provided must be approved by the City before the order is fulfilled.

7. Adjustable Visor, Navy Blue

90% Polyester/10% Spandex - Body; 100% Polyester - Back of Front Panel, curved bill and adjustable hook and loop fastener strap

Customization:

Embroidery center-hat. 2 color embroidery; gold and white for crown and key. Seal 2.5 inches across, 2.5 inches tall. The proof or sample of the product provided must be approved by the City before the order is fulfilled.

8. Beanie, Warm Knit, Navy Blue

12 inch long unfolded / 9 inch long folded warm knit beanie, navy blue, 100% acrylic knit, stretchable fabric will pull-on closure

One size

Customization:

Embroidery center-hat. 2 color embroidery; gold and white for City seal. Seal 2.5 inches across,

2.5 inches tall. The proof or sample of the product provided must be approved by the City before the order is fulfilled.

9. Flex-Fit Baseball Hats, Navy Blue

Flex-fit baseball style hat or similar. Navy blue; 100% polyester.

Sizes: S/M and L/XL

Customization:

Embroidery center-hat. 2 color embroidery; gold and white for City seal. Seal 2.5 inches across,

2.5 inches tall. The proof or sample of the product provided must be approved by the City before the order is fulfilled.

10. Snapbacks Baseball Hats, Navy Blue

Snapback baseball style hat or similar. Navy blue; 100% polyester.

Sizes: S/M and L/XL

Customization:

Embroidery center-hat. 2 color embroidery; gold and white for City seal. Seal 2.5 inches across,

2.5 inches tall. The proof or sample of the product provided must be approved by the City before the order is fulfilled.

11. Various Program Based Shirts Polyester & Cotton Shirts

Sizes: Small-4X

• R.O.S.E. internship program: Black shirt - 50% polyester, 50% cotton, short sleeve crewneck shirt

• Recreation Aide: Black shirt - 50% polyester, 50% cotton, short sleeve crewneck shirt

• Parks Make Life Better! shirt - 50% polyester, 50% cotton, short sleeve crewneck shirt (color varies)

• Teen Programming: Black shirt - 50% polyester, 50% cotton, short sleeve crewneck shirt

• Boxing Camp: Yellow shirt - 90% polyester, 10% spandex, short sleeve crewneck shirt

• Parks After Dark:…