Bid #25-037

Floyd County Board of Commissioners Invitation to Quote

(Bid No. 25-037)

SPORTS CHAMPIONSHIP RINGS

FOR YOUTH & ADULTS

PARKS & RECREATION

Issue Date: December 23, 2025

All communication concerning this project must be directed to the Purchasing Office until the bid is awarded.

Vendors should not have contact with the Departments.

FLOYD COUNTY BOARD OF COMMISSIONERS

PURCHASING DEPARTMENT

#12 East 4th Ave. Ste. 106

ROME, GA 30161

(706) 291-5118

INVITATION TO QUOTE

Date Issued: December 23, 2025

Sealed bids from qualified testing services will be received by the Purchasing Department of FLOYD COUNTY GEORGIA, via www.floydCountyga.bonfirehub.gov at 11:30 AM legally prevailing time on January 8, 2026, for the purpose of:

Sports Championship Rings for Youth & Adults – Parks & Rec

Bid# 25-037

After that time and in the Purchasing Department Conference Room Suite 106, the bids will be publicly opened and read. No extension of the bidding period will be made.

Additional copies of bidding documents may be obtained at https://floydcountyga.bonfirehub.com, or email Randy E. Self at randy.self@floydcountyga.org or you may get a copy in person at the Floyd County Administrative Building, Purchasing Department, #12 East Fourth Ave, Suite 106, Rome, Georgia 30162. Requests for documents should be filed promptly with the Purchasing Department.

All questions regarding this bid should be sent via the Bonfire website https://floydcountyga.bonfirehub.com or to Randy E. Self at randy.self@floydcountyga.org.

Verbal questions and answers are not binding on any party. Submit questions no later than 5:00 PM, January 6, 2026, questions received after this time may or may not be addressed. Replies will be made by Addenda. Addenda may be issued at any time during bidding period. Addenda will be sent to all known Bidders and Owner. Addenda becomes part of the Contract Documents. Include resultant costs in the Bid Price.

Equal Opportunity Employer

FULL BID PACKAGE MUST BE SUBMITTED VIA BONFIRE

https://floydcountyga.bonfirehub.com

RANDY E. SELF, MBA

PURCHASING DIRECTOR

https://floydcountyga.bonfirehub.com/ mailto:randy.self@floydcountyga.org https://floydcountyga.bonfirehub.com/

FLOYD COUNTY GEORGIA

GENERAL TERMS AND CONDITIONS

INVITATION TO BID

1. CHANGES: No change will be made to this invitation except by written modification by the County Purchasing Office. Requests for interpretation or changes must be in writing, to randy.self@floydcountyga.org directed to the Floyd County Purchasing Department and received at least (5) Five Calendar Days prior to the time set for opening of the bids. Phone (706) 291-5118. All communication concerning this project must be directed to the Purchasing Office until the bid is awarded. Vendors should not have contact with the Departments.

2. FOB POINT: Bid Price to include shipping, packing, crating, and unloading at address in BID INSTRUCTIONS. Title to remain with vendor until fully accepted by the County. Goods damaged or not meeting specifications will be rejected and removed at vendor’s expense. Concealed damaged goods to remain the property of vendor until replaced or removed at County’s direction.

3. RISK OF LOSS: Vendor agrees to bear all risk of loss, injury, and destruction of goods and materials ordered herein which occur prior to delivery to include concealed damage; and such loss, injury, or destruction shall not release vendor from any obligation.

4. BID ACCEPTANCE TIME: Bids requiring acceptance by the County in less than Sixty (60) calendar days could be rejected, unless so stated on BIDDER’S RESPONSE PAGE and accepted by the County.

5. BID IDENTIFICATION: All bids submitted as a result of this invitation must be submitted using the Bonfire website at https://floydcountyga.bonfirehub.com/ .

6. WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only if the request is received prior to the time and date set for the opening of bids. Negligence on the part of the bidder in preparing his bid confers no right of withdrawal or modification of his bid after bid has been opened.

No bid may be withdrawn for a period of Sixty (60) days after time has been called on the date of opening.

7. BONDS: NOT REQUIRED FOR THIS BID

8. SITE INSPECTIONS: Not applicable with this invitation.

9. AWARD OF CONTRACT: Award will be made to that responsible bidder whose bid, conforming to the Invitation for Bid, will be most advantageous to the County; Price and other factors considered. The County reserves the right to waive compliance by any applicant with any provision mailto:randy.self@floydcountyga.org contained in this request whenever the County in its sole discretion believes such waiver is in the County’s best interests. A written award mailed (or otherwise furnished) shall be deemed to result in a binding contract without further action by either party. Contract (s), if awarded, will be on a lump sum basis or individual item basis, whichever is found to be in the best interest of FLOYD

COUNTY.

9.1: The vendor, in accepting this contract, attests that he is in compliance with the Nondiscrimination Clause contained in Section 202 of Executive Order 11246, as amended, relative to equal employment opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and prescribed by the Secretary of Labor, which is incorporated herein by reference.

10. EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this invitation shall bind the bidder to all Terms, Conditions, and Specifications set forth in this invitation. Bidders whose bids do not conform should note on separate page if necessary and/or on the BID SCHEDULE. While the County reserves the right to make an award to a nonconforming bidder, when in the best interest of the County, such awards will not be readily made, and bidders are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken by bidder unless it is properly set out as provided above. No exception will be deemed to have been taken by the County unless incorporated in an award resulting from this invitation and so stated.

11. BID RESULTS: Interested parties may review and/or print BID TABULATION @ www.floydcountyga.bonfirehub.gov 24 hours after bid opening or contact Randy E. Self at randy.self@floydcountyga.org should the tabulation not be available on the website.

12. PAYMENT: Payments will be made upon all items completed each month or completion of all work and acceptance by county on invoices submitted and approved by the proper county representative within thirty (30) days receipt of invoice unless paragraph 14 applies. Invoices are to be submitted to: Floyd County Purchasing, P. O. Box 946, Rome, Ga. 30162

12.1 Itemize all invoices in full. Email the original invoice(s) to invoices@floydcountyga.org for payment processing. A shipping or receiving ticket will be signed and a copy left with each delivery.

Each invoice including receiving/shipping ticket is to include the following minimum information:

1. Date invoice is submitted; 5. County department;

2. Purchase order number; 6. Item(s) or service

3. Payment terms; 7. Quantity of each item or service

4. Date of transaction; 8. Bid price of each item or service with any discounts

Invoices received with any of the required information listed above missing may not be considered as a “correct invoice”. All invoices submitted will be closely monitored for accuracy. Any invoice found to be incorrect will be returned to vendor for correction.

12.2 Vendor must furnish delivery receipt with invoice identifying that this order has been delivered in accordance with Specifications, Quantities, and Price as set forth on the purchase order.

A Floyd County employee’s signature must appear on the delivery receipt or invoice.

http://www.floydcountyga.bonfirehub.gov/ mailto:invoices@floydcountyga.org

12.3 Items on this order are exempt from Federal Excise Tax and Georgia Sales and Use Tax. A certificate will be furnished if requested. FLOYD COUNTY is exempt from taxes, but the successful bidder shall pay all taxes required of him by law and FLOYD COUNTY cannot exempt others from tax.

12.4 Payment terms and provisions herein or otherwise found within the contract documents supersede all provisions of the Georgia Prompt Pay Act (House Bill 837; 13 O.C.G.A. Chapter 11

ET. SEQ.).

13. INQUIRIES REGARDING PAYMENT: All inquiries regarding payment of invoices are to be directed to Accounts Payable (706) 291-5113 or Floyd County Commissioners, Attn: Accounts Payable, P.O. BOX 946, Rome, Georgia 30162

14. DISCOUNTS: Prompt payment discounts offered for a period of less than Fifteen (15) Days will not be considered in determining the low bidder on this invitation. However, such discounts, when offered, will be taken provided payment is made within the time specified. Time, in connection with discounts for prompt payments, will be computed from the date of acceptance of work for which payment is claimed, or the date the correct invoice is received by the County, whichever is later.

15. EXECUTION OF CONTRACT: Subsequent to the award, the successful bidder will be presented with a contract which may be in the form of a purchase order. Contract is to be executed within Ten (10) calendar days of “NOTICE OF AWARD” together with the required payment and performance bonds prescribed in Paragraph 7B. If the contract document is mailed, the date of presentation shall be deemed to be the postmark date. The successful bidder’s proposal and this Invitation for Bid shall be incorporated into the contract, except to the extent that this invitation conflicts with the contract, in which case the provisions of the contract shall take precedent.

16. CERTIFICATE OF INSURANCE: Not applicable for this bid.

17. INCLUSION: All items and/or services standard, expected, necessary, and/or routine to such a project as this and not actually stated in this Invitation for Bid will be the responsibility of the successful bidder to provide at no other cost to the County unless so stated on the successful bidder’s proposal as additional cost items and accepted by the County at the time of the award and/or contract.

18. REGULATORY AGENCIES: Successful bidder will be responsible for all required permits or license required by regulatory agency of the City, County, State, or Federal Governments. Further, successful bidder will be responsible for meeting all requirements of any regulation (s) or guideline

(s) of any of the said Governments or any independent agency recognized by said Governments as publisher of any such regulation (s) or guideline (s).

19. INDEPENDENT CONTRACTORS: The bidder represents to FLOYD COUNTY that he is fully experienced and properly qualified to perform the functions provided herein and that he is properly equipped, organized, and financed to perform such functions. The bidder shall finance his own operations hereunder, shall operate as an independent contractor and not as an agent of FLOYD COUNTY and nothing contained in this Invitation for Bid or a contract resulting from same shall be construed to constitute the bidder or any of his employees, servants, agents, or subcontractors as a partner, employee, servant, or agent of the County nor shall either party have any authority to bind the other in any respect; it being intended that each shall remain an independent contractor.

20. ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that the successful bidder will not assign, transfer, convey, or otherwise dispose of a contract that results from this invitation or his right, title, or interest in or to the same, or any part thereof, without written consent of the County.

21. STARTING TIME: Work will commence within stated calendar days after being issued a “NOTICE TO PROCEED” on the project and commence in a routine, orderly manner until completion and acceptance by the County.

22. INDEMNITY: Successful bidder agrees, if entering into a contract as a result of this invitation, to defend, indemnify, and hold harmless FLOYD COUNTY from any and all courses of action or claims of damages arising out of or related to bidder’s performance or actions or those of his employees or agents, under said contract.

23. TERMINATION: Pursuant to O.C.G.A. 36-60-13, if applicable, any contract resulting from this Invitation for Bid, if not sooner terminated pursuant to the provisions of termination contained herein, is terminable by the Board of Commissioners of FLOYD COUNTY, Georgia on December 31 of each calendar year during the term of said contract, except that said contract shall be renewed automatically on such date, and without any lapse, unless positive action is taken to terminate said contract by the Board in a public meeting and such action entered in the Official Minutes of the FLOYD COUNTY Commission.

24. APPROPRIATION OF FUNDS: Initial contract and any continuation contract (s) will terminate immediately and absolutely at any such time as there are no appropriated and otherwise unobligated funds available to satisfy the County’s obligations under said contract (s).

25. CANCELLATION FOR CAUSE: Should either party fail to comply with the Terms and Conditions of this contract, the aggrieved party must give, in writing, to the other party any complaint for non-compliance to the Terms and Conditions of this contract. The other party shall have Fifteen

(15) calendar days to correct the matter. If corrected to the satisfaction of both parties within the Fifteen (15) calendar days and stated in writing, then the contract will continue uninterrupted. Failure to correct the matter will result in termination of this contract at the end of Thirty (30) calendar days following the date of the initial letter of complaint.

26. LIQUIDATED DAMAGES: NONE FOR THIS BID.

27. ANTI-DISCRIMINATION CLAUSE: "FLOYD COUNTY does not discriminate against any person because of race, color, religion, national origin, or handicap in employment or service provided."

28. COMMODITY STATUS: It is understood and agreed that materials delivered shall be new, of the latest design, and in first quality condition, that all bags, containers, etc., shall be new and suitable for storage, unless otherwise stated by FLOYD COUNTY.

29: CONTRACT ITEMS: Items or services not listed in this contract are to be purchased according to purchasing rules and regulations of the county.

• County departments are not authorized to order any item or service not listed without satisfying said rules and regulations and having a separate purchase order issued to cover such a purchase.

• Vendors receiving contracts as a result of this invitation will be expected to consider this when accepting orders.

• Payment will not be made for any item not covered by this contract unless the stated

Purchasing Rules and Regulations have been met.

30: CHANGES TO CONTRACT: No change will be made to this contract except by written modification by the Contracts Administrator whose name appears on the cover page. Additional items of same brand and similar product required during the course of the contract, will be provided at like discounts to similar items on contract.

31: LOCATION FOR DELIVERY OF GOODS OR EQUIPMENT: Purchase Order or as specified by location

32: Bid Submissions: Submissions will be submitted using Bonfire at https://floydcountyga.bonfirehub.com .

33: TERMS: Pricing requested for a one-year period beginning January 1, 2026 and ending December 31, 2026. Pricing is expected to be held for one year. Price increases should not exceed current CPI standards not to exceed 3%. Notice of price increases should be submitted to the Purchasing Director no less than 45 Days before the end of the current annual term. Additional annual agreement extensions to be offered for up to 3 additional years based on service and pricing that is agreeable to both parties. Termination of this agreement can be issued at any time with 30-day notice from either party.

I acknowledge that I have read and understand the General Terms and Conditions as stated above:

Signature Printed Name Company Name

CHECK LIST

Bidders are required to complete the following Bid Form Appendices and submit with Bid.

___ Vendor Information Page

___ Bidders Declaration Page

___ Certificate of Non-Discrimination

___ Certificate of Non-Collusion

___ Drug Free Workplace Certificate

___ W-9

___ Bid Price Submission Form (submitted separately on https://floydcountyga.bonfirehub.com)

___ Addendums (If any)

The documents above are included within this Invitation to bid. Addendums will be available when issued.

VENDOR INFORMATION

PROPOSAL FORM

TO: Floyd County Board of Commissioners – Purchasing Department 12 E 4th Ave. Rome, GA 30161 - via https://floydcountyga.bonfirehub.com/

BID PKG. 25-037 Sports Championship Rings for Parks & Rec

Firm Name: ______________________________________________

All proposals submitted shall be subject to acceptance or rejection and the Floyd County Board of Commissioners specifically reserves the right to accept or reject any or all proposals, to waive any technicalities and formalities in the RFP process.

The undersigned understands that any conditions stated above, clarifications made to the above or information other than that requested should be under separate cover and to be considered only at the discretion of the Purchasing Department.

Contractor: _________________________________

Address: _________________________________

City, State, Zip Code: _________________________________

Phone Number: _________________________________

Email Address: _________________________________

Print Name: _________________________________

Signature: _________________________________

Date: _________________________________

This proposal shall be signed by a representative who is authorized to contractually bind the contractor

Please Attach Company Contact’s Business Card if possible:

BIDDERS DECLARATION

The bidder understands, agrees and warrants:

• That the bidder has carefully read and fully understands the full scope of the specifications.

• That the bidder has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

• That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to 11:30

AM, January 8, 2026 but may not be withdrawn after such date and time.

• That Floyd County reserves the right to waive compliance by any applicant with any provision contained in this request whenever the County in its sole discretion believes such waiver is in the County’s best interests

• That by submission of this quote the bidder acknowledges that Floyd County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the bidder.

• That the accompanying bid is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

BIDDER:

Company Name: _________________________________________

Phone: _________________________________________________

Name Print: _____________________________________________

Signature: ______________________________________________

Email: _________________________________________________

Date: _________________________________________________

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the bidder agrees as follows:

The bidder agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry or disability. The vendor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry or disability. Such action shall include, but not be limited to the following:

employment, upgrading, demotion, transfer, recruiting, or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the bidder’s non-compliance with this non-discrimination clause, the contract may be canceled or terminated by Floyd County Board of Commissioners. The bidder may be declared, by Floyd County, ineligible for further contracts with Floyd County until satisfactory proof of intent to comply shall be made by the vendor.

The bidder agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

BIDDER ____________________________________

SIGNATURE ________________________________

TITLE ______________________________________

CERTIFICATE OF NON-COLLUSION

By responding to this solicitation, the supplier understands and agrees to the following:

1. That the submitted response constitutes an offer, which when accepted in writing by Floyd County, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and Floyd county; and

2. That the suppler has read the specifications and requirements shown or referenced in the solicitation and that the supplier’s response is made in accordance with the provisions of such specifications and requirements except as expressly stated otherwise in the supplier’s response; and

3. That the supplier guarantees and certifies that all items included in the supplier’s response meet or exceed any and all such stated specifications and requirements of the solicitation except as expressly stated otherwise in the supplier’s response; and

4. That, if awarded a contract, the supplier will deliver goods and or services that meet or exceed the specifications and requirements of the solicitation except as expressly stated otherwise in the supplier’s response, and

5. That the response submitted by the supplier shall be valid and held open for a period of one hundred and twenty (120) days (or such other time period as identified in the solicitation) from the final solicitation closing date and that the response may be held open for an additional period of time subject to the supplier’s consent; and

6. That the supplier’s response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. The supplier understands and agrees that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards; and

7. That the provisions of the Official Code of Georgia Annotated, Sections 36-91 have not been violated and will not be violated in any respect.

DO NOT MODIFY THE BID/PROPOSAL CERTIFICATION TERMS IN ANY WAY. THIS FORM

MUST BE COMPLETED, SIGNED AND SUBMITTED WITH YOUR RESPONSE.

Contractor’s Full Legal Name (PLEASE PRINT OR TYPE): __________________________________

Authorized Signature: __________________________________________________________________

Name and Title of Person Signing: ________________________________________________________

Company Address: ____________________________________________________________________

Phone: ____________________ E-MAIL: __________________________ Date: __________________

FLOYD COUNTY BOARD OF COMMISSIONERS

DRUG-FREE WORKPLACE CERTIFICATE

By signature on this certificate, the Vendor certifies that the provisions of O.C.G.A. Section 50- 24-1 through 50-24-6 related to the “Drug-Free Workplace Act” have been complied with in full.

The Vendor further certifies that:

1. A drug-free workplace will be provided for the Vendor’s employees during the performance of the contract; and

2. Each Vendor who hires a sub-Vendor to work in a drug-free workplace shall secure from that sub-vendor the following written certification: “As part of the subcontracting agreement with (Vendor’s name), (sub-Vendor’s name) certifies to the Vendor that a drug-free workplace will be provided for the sub-Vendor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b)(7).”

By signature on this certificate, the Vendor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of this contract.

Vendor: _______________________________________________________

By: ___________________________________________________________

Name Printed: __________________________________________________

Title: __________________________________________________________

Date: __________________________________________________________

SPECIFICATIONS

Sports Championship Rings For Youth & Adults Parks & Recreation

1. Introduction The Rome-Floyd Parks & Recreation Department is seeking competitive proposals from qualified vendors to supply high quality custom sports championship rings for youth and adult recreation leagues. This initiative aims to streamline procurement, elevate participant experience, and ensure consistent quality across all sports programs.

2. Project Overview This RFP covers the design, production, and delivery of custom sports rings for multiple recreational sports including (but not limited to) football, baseball, softball, volleyball, basketball, cheerleading, and T-ball. Rings will be awarded to league champions, league finalists, league tournament champions and finalists, All-Star Tournament champions and finalists, and select recognition programs. Vendors must provide durable, visually compelling products with scalable pricing for varying team sizes.

3. Scope of Work The vendor will supply custom championship and finalist rings for all recreation leagues operated by the Parks & Recreation Department, as well as for seasonal league tournaments. Covered sports include, but are not limited to: Baseball, Softball, T-Ball, Football, Cheerleading, Flag Football, Volleyball, Basketball, Adult Softball, and Challenger Sports.

Annual Volume Expectations In 2025, the department purchased a total of 2,790 rings. Historical volume includes:

• 670 Basketball Rings

• 1,340 Baseball/Softball Rings

• 150 Football Rings

• 40 All-Star Baseball Rings

• 260 Adult Softball Rings

• 275 Cheer Rings

• 75 Volleyball Rings

Vendors should anticipate similar annual volume with potential seasonal fluctuations.

Ring Specifications Rings must be high-quality, budget friendly zinc alloy products. Premium metals are not required.

Rings will be produced in multiple tiers:

• Champion

• Finalist

• Seasonal Tournament Variants (aligned with seasonal or holiday themes)

Vendors should offer a broad catalog of designs, themes, and color combinations to avoid repetitive use across seasons.

4. Vendor Qualifications Vendors must demonstrate the ability to produce and deliver high quality zinc alloy rings suitable for youth and adult recreation programs. A diverse design catalog with sport specific, seasonal, and multicolor options is required. Vendors should have proven experience supplying large volume orders with rapid turnaround timelines.

Specify what a vendor must bring to the table — experience, credentials, references, and any technical capabilities.

5. Proposal Requirements Proposals must include:

• Executive summary

• Catalog of available ring styles, seasonal themes, and color options

• Detailed pricing structure for Champion, Finalist, and seasonal/tournament tiers

• Delivery and logistics plan ensuring rings arrive within one week of order (2day shipping preferred)

• Sample rings, if submitted, packaged securely and clearly labeled with vendor name and product description

• Description of vendor responsibilities for order processing, invoicing, packaging, and sample fulfillment List the mandatory components of each submitted proposal, such as:

• Executive summary

• Technical plan

• Project approach

• Cost breakdown

• Timeline

• Key personnel

6. Evaluation Criteria Evaluation will consider:

• Quality, durability, and visual appeal of zinc alloy rings

• Breadth and flexibility of design options and seasonal themes

• Ability to meet strict one week delivery requirements

• Pricing competitiveness based on annual ring volume

• Vendor reliability, customer service responsiveness, and history with similar organizations

• Quality and clarity of any provided samples

• Costs

• Capability

• Experience

• Timelines

• Value-Adds

7. Budget Parameters Vendors should submit clear pricing for each ring tier, noting cost efficiencies for bulk orders aligned with annual volume projections. The department prioritizes budget-friendly options without sacrificing quality or design diversity. Vendors may submit a quantity-based pricing plan or submit a pricing guide based on the overall quantity of rings purchased by RFPRA in 2025.

8. Submission Instructions Vendors must submit complete proposals by the stated deadline. All proposals must be delivered electronically in PDF format, with optional physical samples submitted separately. Questions may be submitted during the open inquiry window as specified by the department.

9. Terms & Conditions Vendors are responsible for timely production, secure packaging, safe shipping, and accurate invoicing once a purchase order is issued. Samples requested by the department must be provided at no cost. Standard legal, insurance, confidentiality, and procurement policies of the department apply. Vendors will be liable for anything that may happen to the products in shipping from the Vendor to RFPRA.

Please acknowledge that you understand the Specifications and have notated alternate specifications if applicable:

BIDDER:

Company Name: _____________________________________________________________ Name Print: ________________________ Signature: ________________________________ Phone: ____________________ Email: ___________________________________ _____

BIDDERS ADDENDA ACKNOWLEDGEMENT

Bidder acknowledges receipt of the following addenda:

Addendum No. Date

Signed this _________day of _______________ 202___

Signature: ________________________________________________

Title: ____________________________________________________

Company: ________________________________________________