Request for Proposal - screen printed tshirts.docx

April 19th 2012

Del-Jen, Inc. / Kittrell Job Corps Center 1096 US Hwy #1 South, PO Box 278 Kittrell NC 27544

RFP: Screen printed shirts and plaques

Request for Proposals (RFP)

To Whom It May Concern:

We would like to offer you the opportunity to provide screen printed shirts and plaques for the Job Corps Center. Our annual spend is estimated between $7,000 and $8,000 per year (at our current pricing) for our center.

We will require the following for your proper proposal: (Please insert responses below for questions 1-33, answers will be evaluated)

1. Provide your proposal for each item emailed to you – found in the Fixed price contract, your proposed pricing for each item, expected to hold until May 31, 2013.

2. We will require online ordering that can be tracked, with reports that our center and the corporate office can review for trends, cost savings, items ordered only from the item list (uploaded into vendor website portal), etc.

3. The item prices agreed upon for this contract period and other related items will be from June 1, 2012 until May 31st 2013.

4. Assess our current and future inventory needs (this includes any future locations beyond the current list below).

5. As necessary, we will conduct several rounds of negotiations for each item (refer to the schedule below).

6. The total solution is of most importance with our vendor choice – this includes service, past history, pricing, commitment of company and representative, cost, and solutions.

7. Provide status of your company type and size. If your company works with other companies such as this, provide your own pricing, as well as another column for this pricing in the MS Excel spreadsheet.

8. Outline how your company addresses Green Procurement according to any Government regulation that applies (City, County, State, and Federal). If Federal refer to the Federal Acquisition Regulation (FAR) (11.002, 11.303, 13.2, 23.2, 23.4, 52.223-1, 52.223-2, 52.223-15, and 52.223-16). For more FAR details, go to www.acquisition.gov/far.

9. If Federal Government is involved, outline how your company addresses Buy American according to the FAR (FAR 25.1, 25.2, 25.501, 25.11, 25.504-1, 52.225-2, 52.225-3, 52.225-4, 52.225-9, 52.225-10, and 52.225-11). For more FAR details, go to www.acquisition.gov/far.

10. Outline what your service contract includes, hours of service, days of the week, turn-around time, and your service ability. Specify delivery time from date of order.

11. Include all other solutions, cost reduction strategies, and ideas in your offer (proposal package) for your total solution to us.

12. Outline Return Manufacturer Authorization (RMA) procedures.

13. Vendors are expected to closely read the terms and conditions and provide binding signatures as applicable in each attachment.

14. Vendors shall provide a profile of the company, such as: Ownership; Location of offices; Number of employees; Company background and history; Company qualifications as a superior service provider for this RFP; and Resumes for key staff to be responsible for contract performance.

15. Pricing shall remain firm for the term of the contract.

16. In case of default by the winning vendor, we may procure the product (s) or service (s) from other sources and hold the vendor responsible for any excess cost occasioned thereby.

17. Any submission not containing total costs will not be considered. No cost increases for the duration of the contract will be acceptable.

18. Awarded Vendor must perform full service support during normal business hours of 8 AM to 5 PM Monday through Friday within the pricing proposed. Deliveries must take place between these same hours.

19. Vendor must provide full time ongoing customer service support for any questions, challenges, and needs. This must be available to the customer at no additional cost. This includes a toll free number.

20. Payment will be made on items purchased with net 30-day terms.

21. No fees, freight, re-stocking, maintenance or charges of any kind will be paid, unless agreed upon for special items.

22. The vendor, if a contract is executed, affirms that he/she is familiar with the conditions under which the work is to be performed.

23. Approximate annual total for goods and/or services identified are between $7,000 and $8,000 (at our current pricing).

24. Our locations are as follows: (as of this RFP letter):

Del-Jen, Inc. / Kittrell Job Corps Center 1096 US Hwy #1 South / PO Box 278

Kittrell NC 27544

25. Who inside your organization would be the main contact regarding customer service issues, orders, and questions?

26. Who inside your organization would be the main contact regarding additional needs and on-going pricing?

27. Please describe your process for issuing credits for billing disputes.

28. Detail any additional services, as it relates to the RFP, which would result in any additional charges if any.

A. General Conditions

The Subcontractor shall at all times abide by the company and locations rules and regulations and security regulations in effect at the site shall be observed (i.e., vehicle searches, securing of goods and personnel belongings, etc.)

The RFP calendar is as follows:

April 19th 2012 RFP begins

May 25, 2012 First round of pricing along with all documents required by mail at the address on the first page with the MS Excel spreadsheet completed and emailed (fax and emailed documents) (on or before date)

TBD Second round of pricing required (if necessary) (on or before date)

TBD Third round of pricing required (if necessary) (on or before date)

June 1, 2012 Announce final vendor (on or before date)

TBD* Winning vendor contract required (on or before date)

TBD* Winning vendor change over plan required (on or before date)

TBD* Winning vendor starts (on or before date)

The winning vendor will commence services after the contract has been signed and approved and will continue through the agreed period.

Responses to this Request for Proposals (RFP) must be submitted and received no later than 5:00 PM (EST), May 25, 2012, to the attention of Kimberly Bray.

Your response must include all attachments in RFP package fully completed as follows:

· RFP Vendor Outline and Expectations;

· RFP Detailed;

· Policies and Procedures;

· Vendor Purchasing Procedures;

· Signature Affidavit;

· Reference Data Sheet;

· RFP Vendor Data Sheet;

· Item Cost Summary (MS Excel spreadsheet – emailed in electronic format); and

· Any other required documents.

All related questions, please email kbray@del-jen.com with your question.

Sincerely, Kimberly Bray Purchasing Specialist Del-Jen, Inc. / Kittrell Job Corps Center

252.438.6161 x 3250 C. 252.213.0200 F. 252.438.5406 kbray@del-jen.com

RFP Vendor Outline and Expectations RFP The steps below are the expectations for you in this RFP process:

1. Any introduction and background about you and your company.

2. An explanation of how you can meet our needs for this RFP.

3. We issue this RFP and any agreement made, contract accepted, and any other written agreement will be made with your company in writing. You must state who will be responsible for managing this RFP and any possible future business agreed upon.

4. Our definitions for the correct understanding of this and any future RFP is as follows:

· We (Del-Jen, Inc./Kittrell Job Corps Center)

· Vendor means a company submitting a proposal in response to this RFP and any future RFP

· Contractor and/or approved Vendor means the vendor (s) awarded the RFP, the agreement, and/or the contract

5. Any questions concerning this RFP must be submitted in writing by email, mail or fax to:

Del-Jen, Inc. / Kittrell Job Corps Center PO Box 278 252-438-6161 x 3250 kbray@del-jen.com

Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the RFP process. If a vendor discovers any significant error, conflict, omission, or other deficiency in this RFP, the vendor should immediately notify the above named individual of such error and request modification or clarification of the RFP document.

6. In the event that any changes need to be made and/or anything clarified, all recipients of the initial RFP will receive these amendments/revisions.

7. There will be no vendor conference unless specified.

8. The contract term and/or approval of approved vendor for the said RFP will be stated on the contract and/or the purchase order submitted to your company. The contract, approved Vendor, and/or agreed upon contract, shall be effective on the date indicated on the purchase order or the contract execution date and shall run for the term specified.

9. The evaluation and selection of a contractor, vendor, and/or contract will be based on the information submitted in the vendor’s proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

10. We are not liable for any cost incurred by Vendors in replying to this RFP.

11. Vendors must submit an original of all materials required for acceptance of their proposal by the stated date on the RFP, as outlined in step 5. Proposals received after stated date will not be accepted. Proposals not including all requested information would not be accepted.

12. The Proposal organization and format should be as follows

· Should be typed and submitted on 8 ½ x 11 inch paper and bound securely (if being mailed).

· Should be organized in the proper sequence as requested in the RFP.

· Should be laid out as per any headings and/or sub headings.

13. Multiple proposals from a vendor are permissible. Each proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response.

14. After all RFP’s are received, we may require a meeting in person. We will contact you if this is required.

15. If the RFP being presented requires a demonstration of your product and/or service, we will contact the top vendors selected for this.

16. The proposal review process – the most important part is that all requirements are met.

17. Accepted proposals will be reviewed by in accordance to our evaluation process. This process can include vendor history, vendor references, vendor pricing, vendor specifics (warranties, delivery, service, etc.), and other comparison criteria. The committee may request oral presentations and/or conduct an on-site visit and use the findings in our scoring process.

18. We reserve the right to reject any and all proposals and to negotiate the terms of the contract with the selected vendor prior to entering into a contract and/or agreement.

19. When creating your proposal, it would be in your best interest to include the following:

· Your Organizations Capabilities – describe the firm’s experience and capabilities in providing similar services/products to others. Be specific and identify projects, dates, other customers, results, and any other pertinent information.

· Provide an overview for any staff that we would be working with if you are selected as an approved vendor.

· Include a list of others, which can be used as references in the area of the product, service, and/or project specified in the RFP. Include their name, address, and phone number.

20. We will evaluate the pricing and cost using a standard quantitative calculation where the most points will be awarded to the proposal with the lowest cost.

21. The selected vendor that becomes the approved vendor will follow and uphold the timely delivery of all goods, services, and/or projects. If not, the approved vendor will be liable for any costs accrued because of this deficiency.

22. The following forms must be completed and submitted along with your proposal. These forms are labeled as follows (each form is identified with a File Subject name at the end of each form/document):

· RFP Detailed

· Policies and Procedures RFP

· Vendor Purchasing Procedures

· Signature Affidavit

· RFP Vendor Data Sheet

· Reference Data Sheet

RFP Detailed To:

We request pricing/quotation from your company for the item (s) listed above. As you are working on this RFP, please keep in mind our mission statement: To reduce the costs of goods and services, thus keeping more revenue short and long-term. This is without jeopardizing quality and service and long-term relationship with our vendors.

To provide the best value for all goods and services required in operating our company. This requires vendors to provide quality goods or services, delivered timely, with appropriate warranties, and competitively priced.

The purpose of an RFP is to serve as a basis for obtaining a supply, service, or item suitable for our companies needs in a cost effective manner, taking into account, the costs of ownership and operation as well as initial costs. It is our policy, that specifications permit maximum practicable competition consistent with the objective of our clear requirements.

PLEASE PRINT LEGIBLY OR TYPE ALL INFORMATION REQUESTED BELOW

Company Name

Business Address

City, State, Zip Code

Phone Number

Fax Number

Contact – Company Representative

Business License Number

Email Address

Company Website

In order to comply with the Internal Revenue Service (IRS) code relating to filing of informational returns on IRS Form 1099, we must have on file the Federal Employer Number (EIN), or if the vendor is a private individual, the Social Security Number, as well as the type of business. In addition, if an account is filed with an incorrect name or taxpayer identification number (TIN), and it is not corrected, we may be required by law to begin withholding 31%.

CORPORATION PARTNERSHIP FEDERAL EIN: ____________________________

SOLE-PROPRIETOR / INDIVIDUAL SOCIAL SECURITY NUMBER: ___________________

INDIVIDUAL’S NAME: _____________________________________________________

RFP Request and Application Form

A vendor cannot be added to the vendor RFP list until this form has been completed in its entirety and returned.

Good and/or Service Quality - Product Acceptability

· With the invitation of this RFP, evaluation criteria will be used to in determining product acceptability. Depending on what the specific good and/or service is we may require the submission of bid samples, technical data, descriptive literature, and any other material to determine the quality. We may also ask you to provide: Inspection of workmanship, quality, and testing of the said product; Examination of finish, taste, appearance and/or feel; and any other area, such as packaging, that effect said product.

· The evaluation process is only to determine if the vendor’s offering is acceptable as set forth in the RFP.

· See the following 2 pages outline titled “Policies and Procedures”.

Delivery time - Timeliness of delivery

· Extension of delivery time – Any extension of time on delivery of goods, services, and/or project completion must be requested in writing by the vendor and approved in writing by us. We expect reasonable delivery of goods and/or services.

· No additional charges may be added to the invoice and/or purchase order, except when approved in writing.

· We reserve the right to reject any deliveries or not to pay for projects completed until agreed upon specifications are met. This pertains to any product or projects that are damaged do not meet specifications agreed upon contractually, and/or over shipment of any product.

· See the following 2 pages outline titled “Policies and Procedures”.

· See the following 1 page outline titled “Vendor Purchasing Procedures”.

Warranties – For goods, services, and contracts

· The RFP proposal should include warranty, bonding, security requirements, contract terms and conditions.

· The warranty shall be specified in regards to the term, what is covered, and the conditions for the warranty.

· See the following 2 pages outline titled “Policies and Procedures”.

Price – Good, Item, Service, and Contract Pricing

· Any price submitted by the bidder for said goods, services, contracts, and/or anything else identified in the RFP, will be the price, if agreed upon, and the chosen bidder, for the said time period of the RFP proposal and/or contract.

· We are against any anticompetitive practices – this is a practice among bidders, which reduce or eliminate competition or restrains trade. An anticompetitive practice can result from an agreement or understanding among competitors to restrain trade such as submitting collusive bids or proposals, or result from business actions, which have the effect of restraining trade, such as controlling the resale price of products. We will not tolerate any identical bids or proposals, group’s boycotts, tie-in sales, resale price maintenance, rotated low bids or proposals, and sharing of the business.

· Every solicitation shall provide that by submitting a proposal, the vendor certifies that the price submitted was independently arrived at without collusion.

· See the following 2 pages outline titled “Policies and Procedures”.

· See the following 1 page outline titled “Vendor Purchasing Procedures”.

List the types of goods and/or services we have requested in the RFP

See the attached fixed price contract, items list included

List any pertinent information about certain procedures your company has that would affect pricing

Company Representative Signature

Company Representative Printed Name

Signature Date

Policies and Procedures RFP Bids/Proposals

It is our policy to obtain competitive bids or quotations wherever and whenever possible. All quotations are to be solicited through our RFP process. Requests for quotations are issued when written bids are requested. They are due by the date and time specified on the RFQ (request for quotation) or RFP (request for proposal). Late bids are not accepted. We prefer that bids are faxed and/or emailed in proper Microsoft Word and Excel attachment.

Bid/Proposal Lists

We maintain lists of interested and responsible vendors. To be placed on our listing, vendors should fill out our RFP Form along with a short letter stating the goods and/or services offered along with information on their firm and any other requested information.

Sales Calls

Competitive bid and the best quality of the goods and/or services are our focus for purchasing decisions.

Shipment

Delivery in almost all cases will be made FOB destination. COD deliveries cannot be accepted. Our payment is Net 30 upon the completion and delivery of the product (s) and/or service (s). We will not pay for any good and/ or service in advance, unless agreed upon by both parties. All deliveries must have a Purchase Order Number.

Delivery

Requirements are specified on all bids, purchase orders, and our File labeled “Vendor Purchasing Procedures”.

Inspection

Your shipment will be inspected at delivery as to condition, quantity and conformity to specification (s). Non-conforming shipments will not be accepted.

Billing

Our purchase order number must appear on all documents relative to the order. An original invoice must be submitted for payment. Accounts payable is unable to pay on statements.

Payment

Payment is made to the vendor after receipt of invoice and delivery of all materials and/or services covered by the purchase order. The accounts payable section of the Finance Department will process all payments for all goods and services received.

Gifts and Gratuities

We maintain a strict policy prohibiting the acceptance by its employees of gifts (in any form including discounts, services, products, etc.) and/or gratuities from any supplier or potential supplier. Violation of this policy will eliminate a vendor from our approved vendor list. We encourage you to reduce the cost of your service or product to us by the amount you might otherwise provide in the form of gifts and/or gratuities.

Purchasing Practice

· To purchase the best value obtainable securing the maximum benefit for each dollar expended.

· To give all qualified vendors an equal opportunity to respond to RFPs and RFQs.

· To respect our procedures, guidelines, vendors, and our company. To accord vendor representatives the same treatment we would like to receive.

· To strive constantly for greater knowledge of purchasing methods and the goods and goods and/or services we buy.

· To conduct ourselves with fairness and dignity and to demand honesty and truth in buying and selling.

· To cooperate with all organizations and individuals engaged in enhancing the development and standing of our company and the purchasing profession.

· To remember that everything we do reflects on the entire purchasing profession and our company, and to govern our every action accordingly.

Our selection criteria and format for all vendors is as follows (the vendor that rates the best for all categories will be chosen):

· Service – proven track record of customer service to the end user and to the facilitator of your services (if applicable) – a guarantee that you will provide the best service. A list of three similarly sized facilities is required – with contact names, telephone numbers, and addresses that utilize your service. Identify the following: What service is and any other related service topics.

· Optimum financial package – lowest price and best value to our organization.

· Assurance of delivery times – not only documented, but a proven history with other clients. Ensure all goods and/or services are delivered in a reasonable time.

· Reasonable reimbursement turnaround time or replacement of defective items (RMA).

· Follow the procedures and guidelines with our vendor purchasing procedures.

· Include a list of any third party providers whose services are required for you to provide the services quoted (if applicable).

· Training – provide any necessary training to our company personnel for the use of your goods and/or services at no cost, unless agreed upon.

· Support documentation – provide any manuals that cover procedures, steps, policies and any other pertinent details for the use of your goods and/or services.

If you are selected as the winning vendor, you will help us by:

· Keeping us informed concerning new items, trends, and pricing.

· Remembering that authorized purchasing personnel and management may only make contractual commitments.

· Checking with us before leaving demonstration or loaner equipment or supplies with departments.

· Aiding us in obtaining the greatest yield for our time, effort and the company’s dollars.

· Supplying goods or services that meet our requirements as to quality, quantity, completeness, timeliness of delivery, quoted cost and as warranted.

RFP/RFQ Purpose

Reduce the costs of goods and/or services, thus keeping more revenue short and long-term, without jeopardizing quality and service and long-term relationship with our vendors.

Vendor Company Name

Printed Name - Company Representative

Signature – Company Representative

Date of Signature

Vendor Purchasing Procedures

Review the following Purchasing procedures below, fill out the information requested, and sign this form stating your understanding and cooperation of each guideline.

1. When shipping goods and/or releasing services, a Purchase Order must appear on all of your shipping documents, packages, and invoices.

2. No order can be shipped to us without a Purchase Order. We will not receive any goods and/or services without an authorized Purchase Order. If you have a Standing Order, a Blanket Purchase Order, and/or a service contract with us, you will need a PO issued by us.

3. All invoices must be mailed to: Accounts Payable Department

4. Vendor invoices will not be paid unless shipping and billing instructions are followed exactly.

5. The price listed on the Purchase Order is the maximum price we are agreeing to pay for the item (s) specified. If you are unwilling to sell the item at that price or less, do not ship the item to us. Shipping or delivering the item will constitute your agreement to the price identified on the Purchase Order as the maximum you can charge.

6. All orders must be shipped to the Attention: Receiving Department. Goods delivered must be accepted through the Receiving Department for us to accept your product.

7. If the items, the item numbers, the item cost or anything else to do with the items being purchased are wrong, please notify us before shipping the product.

8. Receiving hours are Monday through Friday from 7:00 A.M. until 4:00 P.M. and Saturday from 7:00 A.M. until 1:30 P.M. All deliveries must be made within these hours. After hour deliveries need prior approval by the Purchasing and Receiving Departments.

9. Provide W9 form and updated W9 forms to us as required by law.

10. Provide any updated information to us about your company, as you deem appropriate.

11. We reserve the right to audit Vendors in regards to the signed contract (i.e., agreed upon pricing).

12. If any goods being purchased require an MSDS, it is mandatory that we receive the MSDS with the goods being received. We reserve the right to either refuse shipment and/or not pay the invoice without proper MSDS.

Vendor Name

Vendor Representative

Vendor Signature

Date of Signature

Note: This form in no way binds us into a legal contract with any vendor. This form is for informational purposes only. The purpose is to help potential vendors and approved vendors understand our Purchasing Procedures.

Signature Affidavit

In signing this proposal, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other vendor competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other vendor or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this proposal, hereby agrees with all the terms, conditions, and specifications required by the County in this RFP, and declare that the attached proposal and pricing are in conformity therewith.

Name

Title

Signature

Company Name

Street Address

City

State

Zip Code

Phone

Fax

Email Address

Date

RFP Vendor Data Sheet Proposing Company

Proposing Company Name

Phone

Fax

Address

City

State and Zip

Email Address

Contact Person

Name

Title

Phone

Address

City

State and Zip

Email Address

Reference Data Sheet Provide the following:

· Company name;

· Address;

· Contact person;

· Phone number; and

· Appropriate information on the product (s), service (s), and/or contracts used for three or more others similar to those included in the RFP.

Note: If vendor is proposing any arrangement involving a third party, the names references should also be involved in a similar arrangement.

Company Name

Address

Phone

Contact Person

Good (s) and/or Service (s) used:

Company Name

Address

Phone

Contact Person

Good (s) and/or Service (s) used:

Company Name

Address

Phone

Contact Person

Good (s) and/or Service (s) used:

Company Name

Address

Phone

Contact Person

Good (s) and/or Service (s) used:

Company Name

Address

Phone

Contact Person

Good (s) and/or Service (s) used:

Company Name

Address

Phone

Contact Person

Good (s) and/or Service (s) used:

Company Name

Address

Phone

Contact Person

Good (s) and/or Service (s) used:

image2.png