HomeMy WebLinkAbout1995-01-24 - AGENDA REPORTS - YOUTH SPORTS UNIFORM PURCHASE (2)AGENDA REPORT
City Manager Approval
Item to be presented y:
John Danielso
CONSENT CALENDAR
DATE: JANUARY 24, 1995
SUBJECT: YOUTH SPORTS UNIFORM PURCHASE ORDER
DEPARTMENT: PARKS, RECREATION, AND COMMUNITY SERVICES
BACKGROUND
As the City Council may be aware, in September 1994, Forsfull Communications was awarded
the bid for youth sports uniforms. This is to inform the City Council that Forsfull
Communications has failed to comply with the terms and conditions of the bid specifications as
follows: (1) failure to provide uniforms for youth basketball; (2) failure to justify excessive unit
pricing; and (3) failure to respond to repeated inquiries; and that staff is recommending
cancellation of the remainder of the contract with this company.
According to specifications contained within Bid No. GS -94-95-04 (Attachment 1), the City was
to supply the uniform vendor with uniform specifications by November 14, 1994, Per the
specifications, the delivery date of the completed uniforms was to be December 2, 1994. The
necessary information was transmitted by the City to Forsfull Communications by the date
specified.
On November 22, 1994, Mr. Fors met with Recreation Coordinator Lisa Baumgartner, the youth
sports coordinator, and stated that he would not be able to fill the uniform order with the
specified tank top shirts. Mr. Fors suggested that the City order t -shirts instead. The matter
was referred to Recreation Supervisor Dianna Boone, who indicated to Mr. Fors that only tank
top shirts, per the bid specifications, could be accepted. Mr. Fors was instructed to call the
Recreation Coordinator by 5:00 p.m. that day (November 22) to indicate whether or not he would
be able to supply the uniforms in time.. Additionally, Mr. Fors was informed that if he was
unable to meet the bid specifications, City staff would be left no option but to fulfill the uniform
requirements via another vendor on the established bid list. By 5:00 p.m. that day, staff had
not received a call from Mr. Fors. Staff in turn called Forsfull Communications, and Mr. Fors
indicated that he was requesting an extension to respond until the morning of November 23.
On November 23, staff called Forsfull Communications and was informed by Mr. Fors that the
tank top shirts, per the specifications, would not be available for another six to seven weeks; this
would put delivery of the items well beyond the specified delivery date of December 2, and
possibly beyond the start date of the first basketball game. Mr. Fors requested an additional
extension to respond until November 28, 1994 to determine if he could expedite the delivery
process to as early as December 16 (14 days beyond the bid specification date of December 2,
1994). Staff informed Mr. Fors that this non -guaranteed delivery date would not be acceptable
and that the City would in fact order the uniforms from the next lowest qualified bidder.
On November 23, 1994, an order was placed with Manana Grafix for the youth basketball
uniforms. The uniform order was received on December 8, 1994 and was complete and acc at
as to color, size, and numbering.p.i
in Agenda Item:
Youth Sports Uniform Purchase Order Page 2
On December 5, 1994, a letter (Attachment 2) was sent to Mr. Fors at 24258 San Fernando
Road, Santa Clarita, California 91321, requesting a meeting at his earliest convenience to
discuss the remainder of the youth sports uniform purchase order.
By December 21, 1994, no response had been received from Mr. Fors. A certified letter
(Attachment 3) was then sent to the above address. Mr. Fors was asked to contact Recreation
Supervisor Dianna Boone to set up a meeting by no later than December 29, 1994. The letter
outlined again that the remainder of the youth sports uniform purchase order needed to be
discussed. Additionally, it was stated that the City had serious questions regarding the unit
pricing on invoices received for previously delivered youth sports uniforms (Attachment 4).
Forsfull Communication's invoice for flag football shirts had a unit pricing approximately
80 percent over what had been expected from the original bid. In fact, Forsfull's unit price was
nearly twice as much as last year's shirts received from a different vendor. Mr. Fors was
informed that this unit pricing discrepancy needed to be cleared up before paymentcould be
processed. A verbal message was also left on Mr. Fors' answering machine, outlining the
problems as stated, requesting that he call staff, and informing him that a letter was being sent
to him that day.
By January 10, 1995, no call or communication had been received from Mr. Fors. A certified
letter (Attachment 5) was then sent to Mr. Fors, reiterating the aforementioned issues.
Mr. Fors was informed of staffs intent to terminate the remainder of the uniform purchase
order for failure to comply with the terms and conditions of the bid specifications.
On January 12, 1995, Mr. Fors called Recreation Coordinator Lisa Baumgartner, asking when
he could expect payment. Ms. Baumgartner asked if she could transfer his inquiries to
Recreation Supervisor Dianna Boone; to which Mr. Fors declined.
Manana Grafix, the second low qualified bidder in Bid No. GS -94-95-04, has been contacted by
staff. Manana Grafix has confirmed its bid and its current willingness to perform the balance
of the uniform purchase order at the quantities and prices set forth in its original bid.
This matter has been reviewed with the City Attorney, who has confirmed the existence of
grounds for the City's termination of the purchase order with Forsfull Communications and
awarding the unperformed balance of the purchase order to the second low bidder.
RECOMMENDATION
City Council authorize the option of cancelling the purchase order with Forsfull Communications
for youth sports uniforms, and awarding the remainder of the purchase order to the next lowest
qualified bidder as determined in Bid No. GS -94-95-04, Manana Grafix,
ATTACHMENTS
1. Bid Specifications
2. Letter Dated December 5, 1994
3. Letter Dated December 21, 1994
4. Unit Pricing
5. Letter Dated January 10, 1995
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counci11 agunifrm jhd
FOR PUBLICATION THREE TIMES
Friday, August 12, 1994
Sunday, August 14, 1994
Wednesday, August 17, 1994
NOTICE INVITING BIDS
Sealed bids will be received until 11:00 AM on Monday, August 29, 1994, by the City Clerk
of the City of Santa Clarita, 23920 Valencia Boulevard, Suite 301, Santa Clarita, California,
91355, at which time they will be publicly opened and read at said address for the purchase
of -
GS -94-95-04
Youth Sports Uniforms
(T -Shirts, Tank Tops, Shorts, Hats)
Specifications may be picked up at the City of Santa Clarita, General Services Division,
23920 Valencia Boulevard, Suite 250, Santa Clarita, California, 91355. Specifications may
also be sent Federal Express by phoning (805) 286-4183. Please have your Federal Express
account number available. Please refer to specifications for complete details and bid
requirements.
The specifications in this notice shall be considered a part of any contract made pursuant
thereto.
Donna M. Grindey
City Clerk
1
Daily News
Newhall Signal
bidinvit.dmw
CITY OF SANTA CLARITA
INVITATION TO BID
BID N GS -94-95-04
BID OPENING: August 29, 1994
The City of Santa Clarita invites sealed bids for:
Youth Sports Uniforms
(T -Shirts, Tank Tops, Shorts, Hats)
Terms of payment: Subtotal•
Delivery: Tax:
TOTAL:
1. Return original of Bid to: City of Santa Clarita
23920 Valencia Blvd., Suite 300
Santa Clarita, CA 91355
2. Prices shall be F.O.B. Destination or for the service rendered.
3. .Bid prices shall be honored by bidder for sixty (60) days or for the. stated contract. period.
4.. Bids must be on this Bid form and signed by the.. vendor's authorized representative.
BIDDER TO READ
I have, read, understood, and agree to the terms and conditions on all pages of this bid/proposal. The undersigned
agrees to furnish the commodity or service stipulated on this bid/proposal as stated above.
Company:
Name (Print)- Signature:
Company Phone No.- Title of Person Signing Bid-
Bid No: GS -94-95-04
BID INSTRUCTIONS
1, Alternatives: Any changes or alternatives must be set forth in a letter attached to this bid. The City has
the option of accepting or rejecting any alternative bid..
2. Preparation: All proposals must be typed or written in black ink. Errors may be crossed out and corrected
in ink, then initialed in ink by the person signing the bid.
3. Submitting Proposals: (a) The bid must be submitted on this form (attachments accepted) in a sealed
envelope with the bid number and closing date on the outside. (b) Proposals/corrections received after
the closing time will not be opened.
4. Failure to Submit Bid: Your name may be removed from the mailing list if the City receives no response
to this bid.
5. Rejection: The City reserves the right to reject any or all bids and to waive any informality in any bid.
6. Taxes, Charges and Extras: (a) Bidder shall show as a separate item California State Sales and/or Use
Tax. (b) The City is exempt from Federal Excise Tax.. (c) Charges for transportation, containers,
packing, etc, will not be paid unless specified in bid.
7.. Awards: The City reserves the right to make an award based on partial items unless the bid submitted is
marked "All or none."
8. Default: In case of default by the vendor of any of the conditions of this bid or contract resulting from
this bid, the vendor agrees that the City may procure the articles or services from other sources and may
deduct from the unpaid balance due the vendor, or collect against the bond or surety, or may invoice the
vendor for excess costs so paid, and prices paid by the City shall be considered the prevailing market price
at the time such purchase is made.
9. Assignment: No assignment by the vendor of contract or any part hereof, or of funds to be received
hereunder, will be binding upon the City unless such assignment has had prior written approval and consent
of the City,
10. Termination: The City reserves the right to terminate any service or requirement contract resulting from
this bid without penalty upon thirty (30) days written notice to the vendor.
11. Indemnification: The bidder guarantees and agrees to indemnify, defend and hold harmless the City and
its elected and appointed officers, agents and employees against any or all loss, liability, damages, claims
or costs arising out of defective material and products, faulty work performance, negligent orunlawful acts,
and non-compliance with any applicable local, state or federal codes, ordinances, orders or statutes
including the Occupational Safety and Health Act (OSHA) and the California Industrial Safety Act. This
guarantee is an addition to and not intended as a limitation on any other warranty, expressed or implied.
12. Non -Discrimination. Bidder agrees that the "Certification of Non -Discrimination by Contracts" attached
and executed by bidder and on file with the City is specifically made a part of the bid by this reference.
13. Bonds:. When deemed necessary by the City, bid bonds shall be furnished by all bidders in the amount of
at least 10 % of the bid to guarantee that bidders will enter into contract to furnish goods at prices stated.
Bid No: GS -94-95-04
BID INSTRUCTIONS (continued)
Likewise, a Performance Bond shall be required of the successful bidder when stated in the specification
(cash deposit, certified or cashier's check or money order may be substituted in lieu of either bond).
14. Payment: (a) Bidder shall state payment terms offered. (b) Payment will be made on the pay period after
receipt and acceptance of goods and/or services and upon using department confirmation ofsuch
acceptance.
15. On -Site Inspection: When deemed necessary by the City, an on-site inspection date and time. will be so
designated. Bidder is responsible for inspecting and understanding the total scope of the projects (i.e.,
specifications, quality, and quantity of work to be performed.)
16. Specifications: Materials differing from stated specifications may be considered, provided such differences
are clearly noted and described, and provided further that such articles are considered by the Purchasing
Agent to be in all essential respects in compliance with the specifications.
17. The use of the name of a manufacturer, or any specific brand or make, in describing any item contained
in the proposal does not restrict bidders to the manufacturer or specific article, this means is being used
simply to indicate a quality and utility of the article desired; but the goods on which bids are submitted
must in all cases be equal in quality and utility to those referred to. Exception is made on those items
wherein identical supply has been determined a necessity and the notation NO SUBSTrrUTE has been
entered.
18. Tae City reserves the right to reject the bid of any bidder who has previously failed to perform properly,
or complete on time, contracts of a similar nature, or to reject the bid of a bidder who is not in a position
to perform such a contract satisfactorily. The City expressly reserves the right to reject the bid of any
bidder who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita.
19. If at any time during the life of this contract, the successful bidder reduces his price or prices to others
purchasing approximately the same quantities as contemplated by this contract, the contract prices shall be
reduced accordingly, and the contractor/vendor will immediately notify the Purchasing Agent, City of Santa
Clarita.
20. Prices bid shall remain firm through the first 40 day period of this contract, 7f at any time during the
remaining months of the contract, should there be an industry -wide increase in prices to jobbers or
wholesalers, unit prices shown herein may be increased by the same percentage. Such increases under this
contract shall be effective only after receipt of certified manufacturer's price increase by the Purchasing
Agent, City of Santa Clarita.
21. Supplier agrees to comply with the provisions of the Occupational Safety and Health Act of 1970 (or latest
revision), the State of California Safety Orders, and regulations issued thereunder, and certifies that all
items furnished under this bid will conform and comply with the indemnity and hold harmless clause for
all damages assessed against buyer as a result of suppliers failure to comply with the Act and the standards
issued thereunder and for the failure of the items furnished under this order to so comply,
22.. Contract delivery shall begin no later than fifteen (15) days from receipt of order. Unless otherwise
specified, delivery shall be FOB, the site of user division. The bidder will not be held liable for failure
to puke delivery because of strikes, conscription of property, or acts of God.
CITY OF SANTA CLARITA
SPECIFICATION FOR YOUTH SPORTS UNIFORMS
SPORT: Order: 08/29/94
Receive: 09/07/94
Flag Football
T-shirt 50/50 Screen Star Best.
T-shirts with team colors and logos which are similar to professionals, but do not infringe
upon any trademarks - at least 10 logos and 10 colors.
Individually numbered, six inch number on the back of T-shirt.
Team name across front of shirt at chest.
City seal on left sleeve of shirt 3" in diameter,
T-shirts to be packaged by team, in an individual box/bag with coaches name, team name,
division and area written on package.
Youth T -Shirts
Small (6-8), Medium (10-12), Large (14-16)
Adult T -Shirts
Small (32-34), Medium (36-38), Large (40-42), X -Large (44-46)
Approximately 195 Youth T -Shirts
Approximately 200 Adult T -Shirts
Uniform Specifications
Page 2
SPORT:
Basketball Shirts
Order: 11/14/94
Receive: 12/02/94
- 50/50 Augusta Brand Tank Top or equivalent.
- Tank tops with team colors and logos which are similar to professionals; but do not
infringe upon any trademarks - at least 12 logos and colors.
- Individually numbered 6 inch number on the back of shirt and smaller 2 inch number on
front of tank on upper left side.
- Team name across front of shirt at chest.
Youth T -Shirts
Small (6-8), Medium (10-12), Large (14-16)
Adult T -Shirts
Small (32-34), Medium (36-38), Large (40-42), X -Large (44-46)
Approximately 760 Youth T -Shirts
Approximately 875 Adult T -Shirts
Basketball Shorts
50/50 Heavyweight Jersey knit short, no pocket, with 5" inseam for youth sizes and 7"
inseam for adult sizes, elastic waistband.
- Colors to match T-shirts.
Complete Uniforms (shirts & shorts) packaged by team in a box/bag with coaches name,
team name, division and area written on package.
Youth Shorts (waist size)
Small (16-18), Medium (20-22), Large (24-26)
Adult Shorts (waist size)
Small (28-30), Medium (32-34), Large (36-38), X -Large (40-42)
Approximately 875 Youth Shorts
Approximately 600 Youth Shorts
Uniform Specifications
Page 3
SPORT:
Softball/T-Ball Shirts
Order: 02/20/95
Receive: 03/10/95
- T-shirts 50/50 Screen Star Best
- T-shirts with team colors and logos which are similar to professionals, but do not infringe
upon any trademarks - at least 12 logos and colors.
- Individually numbered 6 inch numbers on the back of T-shirt.
Team name across front of chest.
- City seal on left sleeve of shirt, 3" in diameter.
Youth T -Shirts
Small (6-8), Medium (10-12), Large (14-16)
Adult T -Shirts
Small (32-34), Medium (36-38), Large. (40-42), X -Large (44-46)
Approximately 1,500 Youth T -Shirts
Approximately 590 Adult T -Shirts
Softball/T-Ball Hats
- Ball hats poly mesh, adjustable snap back for size change.
- Single letter of team name on front of hat in logo script.
- Hat color to match T-shirt.
- Complete uniforms (shirts and hats) to be packaged by team in an individual box/bag with
coaches name, team name, division and area written on package.
Approximately 650 Youth Fats
Approximately 1,150 Adult Hats
Uniform Specifications
Page 4
SPORT:
Summer Basketball - Shirts
Order: 06/05/96
Receive: 06/14/95
Shirts - 50/50 Augusta brand tank top or equivalent.
Tank tops with team colors and logos which are similar to professionals, but do not
infringe upon any trademarks at least 12 colors and logos.
Individually numbered 6 inch number on the back of shirt and smaller 2 inch number on
front of tank on upper left side.
Team name across front of shirt at chest.
Youth T -Shirts
Small (6-8), Medium (10-12), Large (14-16)
Adult T -Shirts
Small (32-34), Medium (36-38), Large (40-42), X -Large (44-46)
Approximately 100 Youth T -Shirts
Approximately 300 Adult T -Shirts
Summer Basketball - Shorts
50-50 Heavyweight Jersey Knit short, no pocket, with 5 inseam for youth sizes and 7"
inseam for adult sizes, elastic waistband.
Colors to match T-shirts.
Complete uniforms (shorts and shirts) packaged by team in a box/bag with coaches name,
team name, division and area written on package.
Youth Shorts (waist sizes)
Small (16-18), Medium (20-22), Large (24-26)
Adult Shorts (waist sizes)
Small (28-30), Medium (32-34), Large (36-38), X -Large (40-42)
Approximately 100 Youth Shorts
Approximately 270 Adult Shorts
Uniform Specifications
Page 5
Additional Specifications
The City will be notified of any uniform type substitution in writing. A sample of substitution will
be provided to the City prior to substitution approval..
Additional uniforms ordered after the bulk order must be received within five (5) working days of
the order date. Delivery of add-on orders must be made directly to the Sports Office or City Hall
by the vendor within the normal working hours of those offices.. Shipping/handling costs incurred
from these additional orders will be paid by the City at a maximum of $15 per week .
Spot checks will be done on order to ensure that specifications are met, and that correct sizes,
quantities and colors are received.
Vendor "shall provide satisfactory customer service to the City and shall be responsive to any
complaints received by the Recreation Coordinator or her designee. Satisfactory customer
service shall be defined by a resolution to any complaints within one (1) week of receipt by
vendor.
Inaccuracies according to the bid specifications must be remedied by vendor within three (3)
working days. Any staff hours needed to correct the problem may result in a deduction of those
hours from the bill.
As a result of these errors/discrepancies, contract may be cancelled or result in non -renewal.
This will be up to the sole discretion of the Recreation Coordinator and Supervisor in charge of
Youth Sports.
All invoices must be received within 30 days after delivery of goods
LAB:mdb
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City of
Santa Clarita
George Pederson
Mayor
Jo Anne Darcy
Mayor Pro Tem
Carl Boyer
Councilmember
Jan Heidt
Councilmember
Hamilton C. Smyth
Councilmember
23920 Valencia Blvd..
Suite 300
Santa Clanta
California 91355 -2196
December 5, 1994
Phone
(805)259-2489
Fax
(805) 259-8125
James Fors
Forsfull Communications
24258 San Fernando Road
Santa Clarita, CA 91321
Dear Mr. Fors:
This letter is in follow up to the conversation we had regarding youth sports
uniforms. You said that you are waiting for a confirmation from the uniform
supplier stating that they would be delivered by December 16, 1994, at best, and
they may possibly be as late as the first or second week in January.
Because of this, the City will not be purchasing youth sports basketball uniforms
through Forsfull Communications. As is stated in Bid #GS -94-95-04, the date to
order tank tops and shorts for youth basketball is 11 /14/94, and the date to receive
said uniforms is 12/2/94.
I would like to meet with you to discuss the remainder of the contract for youth
sports uniforms at your earliest convenience. Please contact meat 255-4910 and
I will arrange a time which is convenient for you to meet.
Sincerely,
Dianna Boone
Recreation Supervisor
DJB:skh
cc: Lisa Baumgartner, Recreation Coordinator
John Danielson, Parks and Recreation Superintendent
Rick Putnam, Director of Parks, Recreation, and Community Services
Jesse Juarros, General Services Manager
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PAINTED ON RECYCLED PAPER
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Santa Clarita
23920 Valencia Blvd Phone
Suile120 (605) 255-4910
City of Santa Clarita Fax
California 91355-2196 (805) 255-1996
December 21, 1994
James Fors
Forsfull Communications
24258 San Fernando Road
Santa Clarita, CA 91321
Dear Mr. Fors:
This letter is in follow up to our last letter which was sent on December 5, asking
you to contact us regarding the remainder of the formal bid contract for Youth Sports
uniforms. We have not heard from you as yet, and would like to set up a meeting
for December 27, 28, or 29, 1994, between 8:00 a.m. and 4:00 p.m. I left a
message on the answer machine reached by calling 255-3677, asking you to contact
me, and I am following up to be sure you received the message.
On Monday, December 19, we received two invoices, one for trophies and the other
for uniforms. They are dated December 7, even though we received them on
December 19. We have a question on the pricing for both invoices, which we need
to clarify with you before these invoices can be processed. When we project the
unit prices out for the quantities which will be supplied under the formal•bid contracts
for the remainder of the year, the totals exceed the amount on which the bid was
awarded.
Please contact -us regarding these matters at your earliest convenience at 255-4382.
We look forward to hearing from you.
Si cerely,.
-�Zfbr4�
Dianna Boone
Recreation Supervisor
DJB:skh
cc: Rick Putnam, Director of Parks, Recreation, and Community Services
John Danielson, Parks and Recreation Superintendent
Jesse Juarros, General Services Manager
Lisa Baumgartner, Recreation Coordinator
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?aJNTED ON RECYCLED PAPER
3
UNIT PRICING COMPARISON
The following prices were received on August 29, 1994, and have since become public record
for GS -94-95-04.
COMPANY
BID
AVERAGE PRICE PER UNIT
(6,365 shorts & shirts)
Garment Concepts
$37,679.60
$5.91
Paragon Process Printing
$40,704.10
$6.39
All American Marketing Group
$36,952.49
$5.80
Manana Grafix
$33,546.13
$5.27
Forsfull Communications
$31,097.52
$4.88
Previous year's (1993-94) actual prices from other vendor: $3.75 to $3.95
Forsfull Communications actual price on invoice ranges from: $7.75 to $9.75
Marketing Design and
Marketing Communications
Specialty Advertising
Design
CITY OF SANTA CLARITA - PARKS and RECREATIONAL DEPT. December 7, 1994
att- Ms. Lisa Baumgartner
23910 Valencia Blvd., Suite 120
SANTA CLARITA, CAR 1355
VENDOR # 06521
Forsfull Communications Remit Address:
24258 N. San Fernando Road_ P. 0. Box 221510
Santa Clarita;-CA 91321 - Santa Clarita, CA 91322-1510
REGARDING: INVOICE FOR SERVICES RENDERED TOWARDS PURCHASE ORDER # 10716 -
Flag Football uniforms as specified by Ms. Lisa Baumgartner in its entirety and includes the following:
• 50150 Screen Star Best T-shirts with individual team colors • Team logos imprinted per teams specified
alon with 3" city seal • Six inch numbers on back of uniforms • Uniforms packaged by coach, team etc.
228 Youth Shirts @ $ 7.75 each. $ 1767.00
142 Adults Shirts @ $ 8.75 each: $ 1242.50
002 XXL Adult @ $ 9.75 each $ 19.50
001 XXXL Adult @ 9.75 each: $ 9.50
TOTAL COST: $ 3038.75
SALES TAX. $ 250.69
TOTAL: $ 3289.44
Augusta Athletic uniform samples as ordered by Ms. Lisa Baumgartner described as follows:
• Augusta 50150 tank tops (styles 180-181-185)in vanouscola, -sizes-21 @ 572 ea.: S 120.31
• Augusta -50/50 jersey knit, shorts (styles 990-991)vanous colors/sizes-17 @ 6.47 ea.: $ 110.08
TOTAL COST: $ 230.39
SALES TAX: $ 18.99
SHIPPING: $ 36.57
TOTAL: $ 185.95
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THANK YOU FOR YOUR BUSINESSM
18547 Soledad Canyon Road, #391 • Canyon Country, CA 91351 • (805) 251-5727
$25.00 Service Fee on all returned checks
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City Of
Santa Clarita
23920 Valencia Blvd.
Suite 300
Santa Clarita
California 91355 -2196
January 10, 1995
Phone
(805) 259-2489
Fax
(805) 259-8125
James Fors
Forsfull Communications
24258 San Fernando Road
Santa Clarita, CA 91321
Dear Mr. Fors:
A letter was sent to you on December 5, 1994, asking you to contact us regarding
the remainder of the formal bid contract for youth sports uniforms. We followed
up with a telephone call and certified letter on December 21, 1994, because we
never heard from you. It is now January 10, 1995, and you have failed to
cooperate with each of these requests.
As shown in the December 5 letter, Bid #GS -94-95-04 states that the date the City
is to supply the vendor with the sizes needed for youth sports basketball uniforms
was November 14, 1994. This was done via FAX on November 14, 1994. The
date we were scheduled to receive the basketball uniforms was
December 2, 1994. Said uniforms have not been received by the City to date..
Per our conversation, you stated that you were awaiting a confirmation from the
uniform supplier you contacted for a delivery date of December 16, 1994, at best.
Thus, you failed to perform your contract with the City to supply tank tops and
shorts in the time frame listed in the bid specifications. We were required to utilize
the next best bidder, and received the uniforms in less time than the formal bid
allowed. ;-
As stated in the letter of December 21, we received two invoices from Forsfull
Communications, one for flag football trophies, and the other for flag football
uniforms. We received them on December 19, although they are dated
December 7. Based on the next best bidder's prices, we have a dispute with the
unit prices listed on both invoices. When we multiply the unit prices on your
invoices by the number of units listed in the formal bids, both reflect a total cost
which is higher than any of the bids received for either uniforms or trophies. You
failed to respond to our request to discuss this with you. This situation needs to
be resolved, and until it is, payment for these invoices will be withheld.
Based upon your failure to supply the materials listed in the uniform bid, and the
pricing on the invoices which do not reflect the amount the bid was awarded on,
we are recommending to the City Council that we terminate
® S
PRINTED ON RECYCLED PAPER
James Fors
January 10, 1995
Page 3
with Forsfull Communications. We need to meet with you to resolve the pricing
on the invoices. Please call me at (805) 255-4910 to arrange a meeting prior to
January 19, or come to City Hall, 23920 Valencia Blvd., Suite 120, weekdays
between 7:30 a.m. and 5:30 p.m. If you respond in writing, please send it to my
attention at the above address, postmarked no later than January 17, 1995. In my
absence, please speak to John Danielson, the Parks, Recreation, and Community
Services Manager.. In his absence, please speak with Rick Putnam, Director of
Parks, Recreation, and Community Services.
Sincerely,
Dianna Boone
Recreation Supervisor
DJB:skh
cc: Lisa Baumgartner, Recreation Coordinator
John Danielson, Parks and Recreation Superintendent
Rick Putnam, Director of Parks, Recreation, and Community Services
Jesse Juarros, General Services Manager
Carl K. Newton, City Attorney
forsAO.djb
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