Administrative Document - RFQ #1157.docx

State of Idaho Division of Purchasing for Idaho Department of Labor

RFQ #1157

Promotional Items

Purpose The State of Idaho’s (“State”) Division of Purchasing (“DOP”), on behalf of Idaho’s Department of Labor (“IDOL”) is issuing this Request For Quote (“RFQ”) to solicit Quotes from qualified and experienced vendors (“Bidders”), that can provide logoed and promotional items for recruitment, outreach, marketing, Serve Idaho Commissioners, and AmeriCorps members and staff.

The contact for this RFQ is:

Erik Schmidt, Division of Purchasing Phone: 208-559-0572 Email: Erik.Schmidt@adm.idaho.gov

Background The Idaho Department of Labor (IDOL), on behalf of Serve Idaho (the Governor's Commission on Service and Volunteerism), seeks a qualified supplier to provide high-quality, logoed promotional and branded items on an as-needed, ongoing basis. These items will support recruitment of AmeriCorps volunteers, community outreach, marketing efforts, visibility for Serve Idaho Commissioners, equipping of AmeriCorps members and staff, and events such as the annual Serve Idaho AmeriCorps Conference.

Time lines See IPRO sourcing event.

Specifications See Exhibit A located in the Attachments section in IPRO.

Pre-Award Samples To confirm responsiveness and verify the Bidder’s capability to produce items meeting minimum quality, material durability, embroidery precision, imprinting quality, and conformance to the specifications in Exhibit A, Bidders must submit the following unbranded physical samples as part of their Quote package. Samples must not include AmeriCorps or Serve Idaho logos or any agency-specific branding; generic or sample logos and designs demonstrating the application method are acceptable and preferred to showcase technique.

Submission of all required samples is a pass/fail requirement. Failure to submit all required samples by the Quote deadline will result in the Quote being deemed non-responsive. Samples that are found to be unsatisfactory or that do not meet the specifications set forth in Exhibit A may also result in the Quote being deemed non-responsive.

5.1 Required Samples

Bidders must submit one (1) item from each of the following categories, selected from the Bidder’s standard catalog. Collectively, the five samples must demonstrate a minimum of two (2) distinct imprint methods (e.g., embroidery, screen printing, heat transfer, laser engraving). At least one (1) sample must feature embroidery and at least one (1) must feature screen printing or a functionally equivalent imprint method.

Samples must be logoed or decorated items, but must not include any Idaho state agency, AmeriCorps, or Serve Idaho branding. Generic or sample logos and designs demonstrating the Bidder’s standard production technique are acceptable and preferred.

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5.1.

5.1.1. One (1) apparel item (e.g., polo, t-shirt, jacket, sweatshirt, beanie, or cap) from the Bidder’s standard apparel catalog;

5.1.2. One (1) bag or tote item (e.g., tote bag, backpack, or sling bag) from the Bidder’s standard bags and totes catalog;

5.1.3. One (1) drinkware item (e.g., water bottle, tumbler, or can cooler) from the Bidder’s standard drinkware catalog;

5.1.4. One (1) writing instrument (e.g., pen or stylus) from the Bidder’s standard writing instruments catalog; and

5.1.5. One (1) other promotional merchandise item (e.g., keychain, lanyard, stress ball, or tech accessory) from the Bidder’s standard catalog.

5.2 Submission Requirements

Samples must be new, unused, and representative of the Bidder’s standard production quality. Physical samples must be shipped to:

Division of Purchasing, Dept. of Adm Erik Schmidt, Division of Purchasing 550 W. State St.

Boise, ID 83702

Samples must be received no later than the event close date and time established in the IPRO sourcing event. Bidders bear all associated shipping and packaging costs. Electronic photos or mockups alone will not satisfy this requirement.

5.3 Disposition of Samples

Samples will be retained by the State for evaluation purposes and will not be returned unless the Bidder submits a written request for return — at the Bidder’s expense — with its Quote package. These samples do not constitute an order, will not be used for production, and will not count toward any future contract quantities.

Award Basis and Term Award will be made to the responsive responsible Bidder with the highest average discount percentage, as provided on Submittal Form B, Bid Schedule.

The term of this Contract will be for one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is five (5) years.

Catalog Access Within ten (10) business days of contract execution, the Contractor must provide IDOL with a link to an active online catalog or equivalent documentation (such as a current PDF price list), enabling agency staff to browse and select items. The catalog serves as the reference price list against which the Contractor’s committed discount percentage, as established in the Contract, will be applied to all orders. The catalog must remain accessible and current for the duration of the Contract. Failure to provide the required catalog within the specified timeframe may result in corrective action pursuant to Article 1, Section 4.3 of the Terms and Conditions.

Post-Award Samples Upon written request from IDOL, the Contractor must provide one (1) sample of each requested item (fully branded with AmeriCorps and/or Serve Idaho logos) at no cost to the State. Samples must be delivered within eight (8) business days to the IDOL address, provided in Section 11.

All post-award samples must incorporate the official AmeriCorps and/or Serve Idaho logos exactly as provided by IDOL and in strict accordance with the AmeriCorps Brand Guidelines (attached in IPRO) and any agency-provided Serve Idaho branding instructions. The Contractor must apply logos using the approved imprint method, size, placement, and color specifications indicated in the agency's written request or subsequent mockups. Digital proofs of the proposed logo application must be submitted to and approved by IDOL prior to production of the sample. Non-compliant samples (including but not limited to distorted, unbalanced co-branding, unauthorized alterations, or deviations from guidelines) will be rejected, and the Contractor must provide corrected or replacement samples at no cost to the State.

The State will not accept or pay for any items produced prior to approval of the sample(s). Rejected items (due to non-compliance with specifications, poor quality, or branding issues) will not be paid for by the State. The Contractor must, at its expense, remove or dispose of rejected items upon State direction. Upon written request from the Contractor and at the Contractor's expense, the State may return unused samples after final approval of production items; otherwise, samples become State property.

Quantities The quantities of items included in this RFQ are anticipated and not guaranteed. Estimated quantities are listed in Submittal Form B.

Acceptance The Contractor must provide a proof to IDOL for approval prior to production.

IDOL must have a minimum of fourteen (14) calendar days after receipt of goods to inspect products and ensure quality and accuracy.

In the event the specifications are not met, the Contractor must pick-up, correct any discrepancies, and re-deliver within thirty (30) calendar days after notification from IDOL, at no additional cost to IDOL.

If corrected items are rejected upon re-inspection, or if the Contractor fails to complete corrections within the required timeframe, IDOL may initiate contract administration action pursuant to the Terms and Conditions, including but not limited to issuance of a written notice of default or cure notice under Article 1, Section 4.1, and exercise of any remedies available under Article 1, Section 4.3. Nothing in this section limits the State’s rights and remedies under the Terms and Conditions.

Delivery The Contractor must deliver ordered items FOB Destination, with freight prepaid and allowed. Lead times and delivery dates must be clearly communicated prior to order placement. Standard delivery must target ten to fourteen (10–14) business days after receipt of order (ARO) after final proof approval; complex customization or high-volume orders may require mutually agreed extended timelines. IDOL delivery address is:

Idaho Department of Labor Attn: Central Receiving 317 W. Main St.

Boise, ID 83735

Order Acknowledgement Order acknowledgements are required to be sent via email to the agency designated ordering contact upon receipt of the order. At a minimum, the acknowledgments must include Purchase Order number, ship to and bill to information, estimated delivery date, and backorder information if applicable.

Shipping Notification Shipping notifications must be sent to the agency designated ordering contact upon shipment of the order via email. At a minimum, notifications must include the following: Purchase Order (PO) number, ship-to address, carrier name, tracking number, estimated delivery date, description of items being shipped, and quantity of items being shipped.

Product Modification or Substitution The Contractor must contact IDOL in writing immediately upon learning of product modification or substitution. IDOL must require a sample of the product change and will then provide Contractor with acceptance of product modification or substitution in writing within thirty (30) calendar days of receipt of required samples. In the event the product(s) is not accepted, IDOL will work with the Contractor to identify a suitable replacement within thirty (30) calendar days of providing written notice of rejection. If an agreeable replacement cannot be identified within that period, IDOL may initiate contract administration action pursuant to the Terms and Conditions, including but not limited to issuance of a written notice of default or cure notice under Article 1, Section 4.1, and exercise of any remedies available under Article 1, Section 4.3.

Additionally, before a substitution item will be allowed, the item must be subject to the Product Acceptance listed in Section 10.

In the event a product modification or substitution involves a product recall or known regulatory non-compliance, the Contractor’s obligations must also be governed by the Terms and Conditions, Article 2, Section 3.

Price Adjustments The Contractor's committed discount percentage(s), as established in Submittal Form B and incorporated into the Contract, must remain firm and must not decrease below the level established at contract award for the duration of the Contract, including any renewal periods.

The Contractor must provide IDOL and the State with a current published catalog or price list post-award, which serves as the price basis against which the committed discount percentage is applied. The Contractor must notify IDOL and the State in writing at least thirty (30) calendar days prior to any update to the published catalog or price list. Price list updates must be accompanied by documentation demonstrating a general commercial price increase. The committed discount percentage must be applied to the updated price list at no less than the discount percentage established at contract award.

Price list update requests must be supported by one of the following:

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15.1.1. Annual Consumer Price Index (CPI)-based adjustment documentation;

15.1.2. Raw-material index adjustments (e.g., cotton, resin, aluminum); or

15.1.3. Manufacturer price-change pass-through with supporting documentation.

Price list update requests not supported by one of the above methods, or lacking adequate documentation, must not be approved. The State reserves the right to reject any proposed price list update.

Response Submit your quote via IPRO so that it is received by DOP prior to the deadline established in the IPRO sourcing event.

Quotes must be submitted through IPRO and must include all Required Submittal Items (see below).

When submitting via IPRO, enter a total cost of “$0.01” in the IPRO price field. This is a required system entry only and does not represent your bid. Your binding discount percentages are contained solely in Submittal Form B (Bid Schedule), which must be uploaded as part of your submission.

Exhibit A – Specifications Submittal Form A - Background, Declarations, & Certifications Submittal Form B – Bid Schedule

Submittal Form A – Background, Declarations, & Certifications Submittal Form B – Bid Schedule Pre-Award Samples (per Section 5)