Uniforms for Youth Cheer Program

CITY OF ALABASTER

1953 Municipal Way, Ste. 201
Alabaster, Alabama 35007

OFFICE OF CITY CLERK – Mark Frey

Project: Uniforms for Youth Cheer

Bid Request Posted this Date: June 14, 2026

Bids to be Opened this Date and Time: July 6, 2026, 9:00 am

To Whom It May Concern:

Bids shall be sealed and delivered to the Office of the City Clerk, City of Alabaster, Alabama, prior to the above specified date and time. Bids shall be publicly opened at the date and time specified above or as soon as practicable thereafter.
To be considered by the City, a bid must comply with Alabama law, including, but not limited to, Ala. Code (1975) §§41-16-50 et seq. and 31-13-1 et seq., and provide documentation of enrollment in the E-Verify program pursuant to Ala. Code §31-13-9.
All bidders must use the bid form provided by the City for the project. This Bid Cover Sheet should be completed and submitted with the bid. Bids completed in pencil will not be accepted. Bids should be clearly marked “SEALED BID” and indicate on the outside of the envelope the project for which the bid is submitted and the date of bid opening. The City reserves the right to require a bid bond, in which case specific information shall be provided with the request for bids.
The City reserves the right to utilize life cycle cost analysis in determining the lowest responsible bidder, in which case specific information shall be provided with the request for bids.

The City reserves the right to accept or reject any or all bids and to waive formalities.

J. Mark Frey, City Clerk

BIDDER

TELEPHONE ______________________________

ADDRESS ________________________________________________

EMAIL ________________________________________________

CITY STATE ____ ZIP

BID AMOUNT (AS PER SPECIFICATIONS) $ (per unit bid)

Note: MUNICIPALITIES ARE EXEMPT FROM STATE SALES TAX

This bid must be signed below by bidder’s principal/officer/agent and notarized:

Authorized-Signature: _______________________________________ Name: __________________________________ Title: ________________________________________

Sworn to and subscribed before me on this ___ day of ___________, 20__. ____________________________________ Notary Public My Commission Expires:

REQUEST FOR BID

UNIFORMS CITY OF ALABASTER YOUTH CHEER

The City of Alabaster is currently accepting proposals for uniforms provided to participants within the Alabaster Youth Cheer Programs.

The City’s requirements are set out in Appendix A

The City will accept bids on the following:

1. Cheer uniforms in compliance with requirements set out in Appendix A for 2026 Cheerleading Programs.

No consideration will be given to any claims based on a lack of knowledge of requirements.

Contact Information:

Please direct all correspondence regarding this RFB to:

City of Alabaster (City Hall)

Attn: J. Mark Frey

1953 Municipal Way, Ste. 201

Alabaster, AL, 35007

Email: mfrey@cityofalabaster.com

Please direct any questions specific to bid specs set out in appendix A directly to:

Alabaster Parks and Recreation

Attn: Morgan Lawley

200 Depot Street

Alabaster AL 35007

205-664-6840

Email: mnlawley@cityofalabaster.com

Bid Due Date:

All bids must be received at Alabaster City Hall (1953 Municipal Way) by July 6, 2026, at

9:00 am.

Table of Contents

Section One: Instructions

1. General Expectations

2. Terms of Contract

3. Schedule

4. Copies Required

5. Official Contact Information

Section Two: Selection Process

1. Selection Committee

2. General Criteria

3. Withdrawal

Section Three: Request for Bid

1. Bid Response Form

2. Credentials

3. Pricing Information

4. Expectations of the City of Alabaster

5. Additional bids

Section Five: Scoring Criteria

1. Scoring Criteria

Section Six: Advertising

1. Direct Mailing

2. Newspaper Advertisements

Section One: Instructions

General Expectations

All bids shall be legibly typed and comply in all regards with the requirements of this RFB.

All bids must be signed in ink in the blank spaces provided herein. If a firm or partnership makes the bid, the name and address of the firm or partnership shall be shown together with the names and addresses of the members. If a corporation makes the bid, an authorized official must sign it in the name of said corporation.

Sealed bids must be submitted, bearing on the outside the name and address of the proposing party, the name of the project for which the bid is submitted and the time and date of the bid opening. If the bid is forwarded by mail, the bid must be enclosed in a sealed package addressed to:

City of Alabaster Attn: J. Mark Frey, City Clerk, 1953 Municipal Way, Ste. 201, Alabaster, AL 35007.

The City of Alabaster reserves the right to solicit additional information or bid clarification from vendors, or any one vendor, should the City deem such information necessary.

The City of Alabaster reserves the right to reject any and all bids, to waive informalities or irregularities in the bid submission process, and to negotiate further with any bidding parties. Any disputes, or interpretations, will be resolved by the City of Alabaster and will be final.

Any material supplied by a Bidding Party that may be considered confidential, to the extent it is allowed under Public Records Law, must be so marked with statutory exemption asserted.

Terms of Contract

The successful bidding party or parties of this process will provide uniforms within delivery guidelines and quality expectations. Payment terms are net thirty days after receipt of acceptable merchandise. The city does not pay delivery charges, finance charges, interest, or late fees. All items to be delivered to the City of Alabaster, 200 Depot Street, Alabaster, Alabama 35007, and risk of loss of goods shall not pass to the City until delivery and possession by authorized personnel of the City Parks and Recreation Department. Uniforms must be delivered at least 14 calendar days prior to the start of the season, unless otherwise agreed by the City in writing.

Minimum Uniform numbers for each sports season are for historical guidance and planning purposes only and are not a guarantee of units to be purchased. Successful bidders must be able to supply the minimum uniforms without backorders within the time frames required by this bid.

The City reserves the right to reject any and all bids which are inconsistent with regard to service, experience and compliance with specifications. The City accepts no responsibility for expenses incurred in the bid preparation and presentation. Such expense is to be borne exclusively by the bidding party.

Schedule

Requests for Bids opening will be at Monday July 6, 2026, at 9 am, or as soon as practicable thereafter. All submitted packets must arrive at Alabaster City Hall prior to this time to be considered. Bids must arrive in a sealed and clearly labeled enclosure.

Copies Required

Each bid must include one (1) signed original and two (1) copy and one (1) digital copy (USB), for a total of two (2) printed copies and one (1) digital copy, for submission.

Official Contact

Bids are due no later than Monday July 6, 2026, at 9 am. Each bid should be sealed and addressed to:

City of Alabaster Attn: J. Mark Frey, City Clerk, 1953 Municipal Way, Ste. 201, Alabaster, AL, 35007

Any questions should be directed to:

Alabaster Parks & Recreation Department, Attn: Morgan Lawley, 200 Depot Street, Alabaster, AL, 35007

mnlawley@cityofalabaster.com 205-664-6840

Section Two: Selection Process

Selection Committee

The review and selection of valid and on-time bids will be done by a committee consisting of the Parks and Recreation Director, City Clerk and/or City Administrator. The City Attorney may be included if specific questions of legality arise in the selection committee. The committee will make a recommendation indicating their preferred bid to the City Council who will then approve City Staff to commence final contract negotiations and contract execution.

Withdrawal

A bid already received may be withdrawn from consideration by the City of Alabaster only if the proposing party furnishes the City with a written notice that the bid is withdrawn prior to the time stated for the opening of the bids.

Section Three: Request for Bid Form

Bid Response

Submitted By: _____________________________

Contact: _____________________________

Address: __________________________________________________________

Daytime Phone: (____ ) _______________ Fax: (____ ) _______________

Date: _____________________________

The undersigned, through the formal submittal of this bid response, declares that they have examined all related bid documents and read the instructions and conditions, and hereby proposes to supply materials and/or services as specified in accordance with the bid documents herein.

The Bidding party, by their signature below, hereby represents as follows:

(a) That no Councilmember, official, officer, agency or employee of the City of Alabaster is financially interested directly or indirectly in this bid or the compensation to be paid hereunder, and that no representation, statement or statements, oral or in writing, of the City, its Council, officers, agents, or employees had induced them to enter into this bid and the papers made a part hereof by its terms;

(b) That this bid is made without connection with any person, firm or corporation submitting a bid for the same service, and is in all respects, fair and without collusion or fraud.

The names of the principal contacts of the organization submitting this bid, or of the partnership, or of all persons interested in this bid as principals are as follows:

Name Title: _____________________________

Name Title: _____________________________

Name Title: _____________________________

(If Sole Proprietor or Partnership)

In witness hereto, the undersigned has set his (its) hand this ___ day of______, 20__.

Name of Firm _____________________________

Authorized Signature of Bidding Party _____________________________

(If Corporation) In witness whereof the undersigned corporation has caused this instrument to be executed by its duly authorized officers this __ day of ______, 20__.

Name of Corporation _____________________________

By _____________________________

Title _____________________________

Please answer the following questions regarding your organization and bid. Please be as specific as possible.

1. Credentials:

a. In one page or less, describe and explain your organization.

b. Please list three (3) references and their contact information, that you have similar contracts with or have served and include dates of service. Additionally, please ensure that of those, two (2) references are from government, public or nonprofit organizations. The City of Alabaster reserves the right to contact any and all references listed as well as any other entities that your organization does business with and to determine your responsibility as a bidder.

2. Pricing Information: Please enclose a list of those items you propose to offer and a unit cost and pricing list pertinent to your bid as well on the attached form.

3. Expectations the Bidding Party would have for the City of Alabaster: Please outline any and all expectations, being as specific as possible, your organization would have for the City of Alabaster should your bid be chosen, including time frames for submission of sizes, quantities, and logos, and digital artwork.

4. Compliance: The Successful Bidder(s) must comply with all local, state and federal laws.

5. Award: The City shall award the contract to the lowest responsible and responsive bidder.

Section Four: Scoring Criteria

Pricing in conformity to requested product /services 100 Points

Specifications in conformity to requested bid 100 Points

Section Five: RFB Advertisement

Newspaper Advertisement

Shelby County Reporter/Alabaster Reporter

The City of Alabaster Parks and Recreation Department is currently accepting bids for youth cheerleading uniforms.

The city will be accepting bids that conform to the specifications set out in the bid packet, available online.

Bids are due no later than Monday July 6, 2026, at 9 am at City of Alabaster, Attn: J. Mark Frey, City Clerk, 1953 Municipal Way, Ste. 201, Alabaster, AL, 35007. Interested parties can obtain bid packets online and further information from the City of Alabaster Parks and Recreation Department by calling 205-664-6840 or emailing mnlawley@cityofalabaster.com or visiting  http://www.cityofalabaster.com

Delivered to:

Alleson Sports*	1-800-641-0041	2921 Brighton-Henrietta TL RD Rochester NY 14623	wduke.alleson@icloud.com
BSN Sports*	1-800-899-0149	Po Box 7726 Dallas TX 75209	ejacobson@bsnsports.com
Hibbett Sports	205-252-8035	1318 1st ave N Bham AL 35203	teamsales@hibbett.com
Moutain Brook Sporting Goods	205-870-3257	66 D Church st Bham AL 35213	mbsgorders@gmail.com
Varsity Sports	205-981-0291	157 Resource Center Parkway suite 102 Bham AL 35242	info@varsitysportsbham.com

Bid Response Cover Submittal

(Must Accompany all Bids)

Submitted By: _____________________________

Contact: _____________________________

Address: __________________________________________________________

Daytime Phone: (___ )_______________ Fax: (___ )_______________

Date: _____________________________

The undersigned, through the formal submittal of this bid response, declares that they have examined all related bid documents and read the instruction and conditions, in accordance with the bidding documents herein.

The Bidding Party, by their signature below, hereby represents as follows:

(a) That no Councilmember, official, officer, agency or employee of the City of Alabaster is financially interested directly or indirectly in this proposal or the compensation to be paid hereunder, and that no representation, statement or statements, oral or in writing, of the City, its Council, officers, agents, or employees had induced them to enter into this proposal and the papers made a part hereof by its terms;

(b) That this bid is made without connection with any person, firm or corporation submitting a proposal for the same service, and is in all respects, fair and without collusion or fraud.

The names of the principal contacts of the organization submitting this bid, or of the partnership, or of all persons interested in this bid as principals are as follows:

Name Title _____________________________

Name Title _____________________________

Name Title _____________________________

(If Sole Proprietor or Partnership)

In witness hereto, the undersigned has set his (its) hand this ___ day of______, 20__.

Name of Firm __________________________________________________________

Authorized Signature of Bidding Party _____________________________

(If Corporation) In witness whereof the undersigned corporation has caused this instrument to be executed by its duly authorized officers this __ day of ______, 20__.

Name of Corporation __________________________________________________________

By _____________________________

Title _____________________________

2026 BID RESPONSE FORM

Bids should be presented in substantially the following format:

	Description	Per Unit Costs
	Cheer Uniform Total SHELL + SKIRT + BLOOMERS + SHOES + POMS + BOW + BACKPACK = PER UNIT COST

Date: ___________________

Bidder: __________________

Signature: _________________________

Appendix A

CHEER 2026	DESCRIPTION	ITEM #	QTY
SHELL	Youth Champion Heritage Double knit shell white/black	Item Number: 1163TG (Girls)	150
SKIRT	Youth Champion Heritage Double knit Skirt white/black	Item Number: 1163BG (Girls)	150
BLOOMERS	Champion- Spirit Flex Boy Cut Brief (Black)	Item # 8216BG	150
SHOE	Kaepa Cheerlyte Shoe (White)	Item # 20211NG Girls	150
POM	Champion plastic solid 6" Poms 2 POMS (Black)	Item # P125NN	300
BACKPACK	Challenger Glitter Backpack	Item # 4037NN	150
Bow	Champion red bow	Item # 25101AN	150