Awards and Trophy Needs Fy26-One Year Contract with Two-One Year Options

The City of Providence, Rhode Island, through the Board of Contract and Supply, is issuing an Invitation for Bids (IFB) for Awards and Trophy Needs for Fiscal Year 2026, targeting the Recreation Department's procurement for 11 Recreation Centers. The solicitation seeks qualified vendors to supply a comprehensive range of awards and trophies, including sport-oriented medals, plaques, single and double post trophies, and custom banners. Bidders must submit two copies of their bid to the City Clerk's office, with evaluation criteria focused exclusively on overall unit pricing. The contract structure includes an initial one-year term with two additional one-year renewal options, allowing potential three-year engagement. Key dates include a question submission deadline of July 18, 2025, at 4:00 PM, and a bid opening scheduled for July 28, 2025. Vendors must provide detailed pricing for various trophy and award types, with prices required to remain firm for the base year. Potential price adjustments in option years are limited to a 3% annual increase based on the Consumer Price Index (CPU-U) for the Northeast Region.

The procurement includes a significant Minority and Women Business Enterprise (MBE/WBE) participation goal of 20%, requiring bidders to complete specific participation forms or submit a waiver request if unable to meet this requirement. Vendors must demonstrate availability during working hours, meet mandated due dates, and provide high-quality materials. While no specific budget range is explicitly stated, the comprehensive nature of the solicitation suggests a substantial procurement across multiple Recreation Centers. The contract requires vendors to be responsive, capable of delivering diverse award types, and committed to meeting the Recreation Department's programming needs. Bidders must showcase their ability to provide a wide range of trophy and award options, from standard sports medals to custom banners, with competitive and consistent pricing. The procurement emphasizes not just price, but also vendor reliability, material quality, and commitment to diversity in contracting.