HomeMy WebLinkAbout2002-10-08 - AGENDA REPORTS - YOUTH SPORTS UNIFORM BID (2)CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager ApprovIV /
Item to be presented by: Susan Andrade -Wax
DATE: October 8, 2002
SUBJECT: YOUTH SPORTS UNIFORM BID AWARD
DEPARTMENT: Parks, Recreation, and Community Services
RECOMMENDED ACTION
City Council disqualify the bid from All Star Embroidery as non-responsive, award an annual
contract for the purchase of youth sports uniforms to Promotional Design in the amount of
$76,705.41, and authorize transfer of $7,200 from Council Contingency account number 2250-
7401 to Youth Sports account number 7242-7313 to cover the additional expense.
BACKGROUND
Each year, the City offers youth summer and winter basketball, softball/t-ball, and flag football
leagues. These sport activities are an important recreational and social resource for local youth.
As part of the program fee, the City provides team uniforms for each participant. In August of
this year, a Notice Inviting Bids, PS -02-03-02, was issued and advertised. A total of three (3)
responses were received. On August 26, 2002, the sealed bids were opened and read by the City
Clerk. The results of the bids are shown below.
Vendor Location Bid
All Star Embroidery Newhall, CA $70,949.22
Promotional Design Green Bay, WI $76,705.41
All American Marketing Valencia, CA $80,620.05
The solicitation required respondents to provide both work and financial references to assist
staff in determining the lowest responsive and responsible bidder. The apparent low -bidder, All
Star Embroidery, failed to provide work references that substantiated the ability to produce the
quantities required as outlined in the bid package. The apparent next lowest bidder,
Promotional Design, was able to meet the requirements of the solicitation. Staff considers
Promotional Design to be the lowest responsive and responsible bidder, and recommends that
the bid from All Star Embroidery be disqualified as non-responsive.
Agenda Item:
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The base budget for Youth Sports in Fiscal Year 2002-2003 is $71,500, minus $2,000 in
operating costs, leaving $69,500 for uniforms. In order to meet the price of the apparent
successful low bidder, the base budget amount will need to be increased by $7,200. Increasing
this total would enable the City to continue to provide uniforms for all teams and program staff.
ALTERNATIVE ACTION
1. Reject all bids and direct staff to revise the specifications and re -bid.
2. Other action as determined by the City Council.
FISCAL IMPACT
Funds in the amount of $71,500 from account number 7242-7313 have been budgeted in Fiscal
Year 2002/2003 for team and staff uniforms. An additional increase of $7,200 from the Council
Contingency Fund to Youth Sports account, number 7242-7313, is necessary in order to award
the contract to Promotional Design. The current balance in the Council Contingency is
$1,814,456. Approval of this request would leave a remaining budget of $1,807,254.
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