HomeMy WebLinkAboutRESPONSE - RFP - 7590 TRANSFORT UNIFORM DIRECT PURCHASE PROGRAMEncore Uniforms
7590 Transfort Uniform Direct Purchase Program
Quote for City of Fort Collins
Company Confidential
TerriJo White
January 22, 2014
III) Proposal
a) Methods and Approach
i) The clothing items included in this quote are provided to
Encore Uniforms by SanMar. SanMar is one of the largest
imprintable apparel suppliers in the U.S. and employs more
than 2400 people in seven locations across the country.
SanMar has been family-owned and customer-focused for
over 40 years. They have the most on-hand inventory
among wholesale suppliers with 7 warehouses with over 3.6
million square feet of inventory space. They can ship to over
99% of the United States population within 2 days. Follows
is some additional information regarding SanMar’s Social
Responsibility:
ii) The following products are recommended for this quote
based on customer feedback, product durability, availability,
and cost. The items selected are recommended by Encore
but there is a wide variety of products available that offer
style and cost flexibility.
iii) Encore Uniforms is located at 1420 Riverside Avenue in Fort
Collins. Our standard operating hours are from 9-6 M-F and
10-2 on Saturday. We carry samples in our showroom for
those products that our larger group clients have approved
for their uniform allowance. Encore has changing rooms
which allows our customers to size product for ordering. All
embellishment artwork and production are done on site at
the Riverside location.
iv) Encore has several models that are being used with existing
larger groups to manage group budgets and allowances.
Customer names have been eliminated to protect account
confidentiality but contact information is available upon
request; follows are some examples:
(1) Account #1; List of approved employees with budgeted
allowance is held by Encore and purchases are tracked at
the individual employee level. Employees come into the
store to try on product and place individual orders.
Invoices are submitted semi-monthly to the customer.
Encore has a customer purchasing credit card on file to
run against the invoices for payment.
(2) Account #2; List of approved employees with budgeted
allowance is held by Encore and purchases are tracked at
the individual employee level. Employees come into the
store to try on product and place individual orders.
Invoices are submitted monthly to the customer. A check
is submitted to Encore based on terms.
(3) Account #3; A website is set up for employees to submit
orders. Each employee is responsible for managing
purchases to their personal allowance. Encore contacts
each employee individually to collect payment using the
employee purchasing card. Product is available in store if
an employee requires sizing and wants to order in store.
(4) Account #4; A website is set up for employees to submit
orders. These orders go directly to the approving
manager and a PO is created. The approved order and
PO is submitted to Encore for processing. Invoices per
PO are submitted to the customer. A check is submitted
to Encore based on terms.
(5) Account #5; A website is set up for the site General
Managers and Assistant Managers to submit orders.
Orders are processed and shipped from the Encore site to
any location in the U.S. Invoices are submitted to the
Customer Corporate accounts payabls. A check is
submitted to Encore per payment terms.
This is not a complete list of the different models used at
Encore but it shows the flexibility we operate with to partner
with our customers.
v) Once the contract is awarded, product selected, and artwork
approved the Transfort employees can immediately begin
the ordering process. Orders will be collected and
processed on a bi-weekly basis. Should all employees order
by March 1, 2014 the April 1 deadline can be met. On-going
ordering will be processed within the requested 10 work day
turn around requirement.
vi) Follows is an example of the invoice information that is sent
to the customer for the Account #1 example:
Account #1
With this model orders are entered in the point of sale register upon ordering. The order
total is compared to the employee allowance balance. If the order exceeds the allowance
the employee payment is collected at the time of order placement. This payment is
entered into the point of sale register as a payment credit to the purchase total. When the
customer invoice is created the point of sale report is run which lists the employee names
and purchase total. Another report is ran which lists the items purchased for the invoice
timeframe. The total of these two reports must equal one another. A formal invoice is
created in the Encore accounting system for the total listed on these two reports. This
invoice total is then processed against a company credit card that is on file at Encore.
The three reports are then emailed to the customer employee in charge of the department
spending along with an allowance status report.
vii) Each major customer has a uniform coordinator who
interfaces with the Encore account manager. These two
individuals are in discussions on a regular basis and
address any product, embellishment, or service issue or
required changes real-time.
b) Qualifications and Experience
i) Encore Uniforms has been in business in Fort Collins for 19+
years
ii) Encore Uniforms offers a full service uniform solution
servicing most industries. The apparel available through
Encore includes:
(1) Corporate apparel such as polos, shirts, jackets, pants,
safety vests, fire retardant, etc
(2) Tactical apparel and accessories for police, security,
fire/EMS
(3) Restaurant apparel and accessories
(4) Medical apparel and accessories
(5) Athletic apparel
In addition to providing apparel the following services are
provided by Encore:
(1) Artwork Design
(2) Embroidery
(3) Screen Printing
(4) Laser Cutting / Engraving
(5) 100s of promotional products such as mugs, tally books,
portfolios, pens, bags, etc.
iii) Some of our customer projects are listed above in section
a)iv. If you wish to contact one of those customers let us
know and we’ll acquire permission for distributing contact
information.
c) Terri Jo (TJ) White will be the primary contact for this
contract
d) Lead-Time is impacted by the stitch count of the artwork
but for a standard City of Fort Collins logo most orders can
be delivered in 2 weeks or less
e) Prices
Item# Description Sewing Qty Unit $ Ext $
1 Softshell LC Emb 82 39.98 3278
2 Jacket LC Emb 82 49.68 4074
3 Polo LC Emb 123 26.38 3245
4 Oxford SS LC Emb 164 22.98 3769
5 Oxford LS LC Emb 82 22.98 1884
6 Pants n/a 287 23.55 6759
7 Shorts n/a 82 20.98 1720
8 Vests LC Emb 82 25.98 2130
9 Sweatshirt LC Emb 82 18.55 1521
10 Knit Cap Ft Emb 82 7.98 654
11 Cap Ft Emb 82 7.98 654
1230 29688
f) Sustainability
i) See section a)i. San Mar Social Responsibility document
ii) Each garment has the care instructions on it’s tag. All
items are wet wash friendly and are also used by
laundered service providers.
iii) Products do not have a guaranteed lifespan due to the
suppliers’ inability to control the users wear and care
conditions. Products selected have been given high
praise by our customers and product quality and
consistency are above industry normal standards.
IV. Alterations:
Description Comment Price
1-Taking up and
tapering pants
Pants can be taken
in but they are not
constructed to be let
out. Size availability
should minimize this
requirement.
20.00
2-Taking up and
letting out waist
Pants can be taken
in but they are not
constructed to be let
out. Size availability
should minimize this
requirement.
15.00
3-Shortening or
lengthening trousers
No Charge for pants
that are not available
in required pre-
hemmed lengths
15.00
4-Taking up and
tapering of shirt
body and sleeves
18.00
5-Taking up sleeve
length
12.00 Short Sleeve
18.00 Long Sleeve
6-Sewing Patches Patches that are
embroidered by
Encore are charged a
logo embroidery fee
of $6.50 with no
additional fee to sew
onto garment
3.50 per patch
Average 14.50
3. Tailoring
Encore employees are available full time to assist with tailoring
measurements. Tailoring is done by a contracted seamstress
who is available on an on-call basis as needed.
V. Vendor Statement
Firm Name: Encore Uniforms
Address: 1420 Riverside Avenue, Ste 102
City,State,Zip: Fort Collins, CO 80524
Email Address: tjholthouser@yahoo.com
Phone: 970-482-6922
Bidders Name: TerriJo (TJ) White
Signiture: TJ White
Primary Services Issues Contact: TJ White
Telephone: 970-482-6922
Email: tjholthouser@yahoo.com
I. PRICING SCHEDULE – PURCHASE PROGRAM ITEMS; INITIAL ORDER:
ENCORE
ITEM
# DESCRIPTION
SEWING
REQUIREMENTS
EST.
QUANTITY
PER UNIT
PURCHASE PRICE
EXTENDED
TOTAL
1
Softshell Jacket (Water
repellent or water resistant
material). Colors: Navy, Black.
Direct Embroidery of
Transfort Logo 82 $39.98 $3,278.36
2 Mid-Layer Jacket. Colors:
Navy, Black, Khaki.
Direct Embroidery of
Transfort Logo 82 $49.68 $4,073.76
3
Polo Shirt (High Quality). Can
be 2 or 3-button style. Colors:
Navy, Black, Green.
Direct Embroidery of
Transfort Logo 123 $26.38 $3,244.74
4
Short Sleeved Button Up
Oxford Shirt, button-down
collar, breast pocket. Colors:
Navy, Black, Green.
Direct Embroidery of
Transfort Logo 164 $22.98 $3,768.72
5
Long Sleeved Button Up Oxford
Shirt, button-down collar,
breast pocket. Colors: Navy,
Black, Green.
Direct Embroidery of
Transfort Logo 82 $22.98 $1,884.36
6 Pants, wrinkle-resistant finish.
Colors: Navy, Black, Khaki. 287 $23.55 $6,758.85
7 Shorts, wrinkle-resistant finish.
Colors: Navy, Black, Khaki. 82 $20.98 $1,720.36
8 Fleece Vest, full-zip front.
Colors: Navy, Black.
Direct Embroidery of
Transfort Logo 82 $25.98 $2,130.36
9
Crew neck Sweatshirt. Can be
cotton/poly blend, minimum 9
oz or higher. Colors: Navy,
Black.
Direct Embroidery of
Transfort Logo 82 $18.55 $1,521.10
10 Knit Cap. Colors: Navy, Black. Direct Embroidery of
Transfort Logo 82 $7.98 $654.36
11 Baseball Cap, solid, adjustable.
ALTERATIONS: Price for alteration services, as follows:
Description
Price, each
1 – Taking up and tapering of pants
$20.00
2 – Taking up and letting out waist
$15.00
3 – Shortening or lengthening trousers
$15.00
4 – Taking up and tapering of shirt body and sleeves
$18.00
5 – Taking up sleeve length
$12.00 short
sleeve; $18.00
long sleeve
6 – Sewing patches (i.e., emblems) onto Uniforms (is in addition to items
purchased with Direct Embroidery included) $3.50
Total
$101.50
Total divided by 7 = Average Cost of Alterations
$14.50
Colors: Navy, Black.
Direct Embroidery of
Transfort Logo 82 $7.98 $654.36
Total Cost for Initial Order: 1230 pieces $29,689.33