DOC Threading and Embroidery for the Embroidery Shop

The State of Rhode Island Department of Corrections (RIDOC) is soliciting quotations for threading and embroidery materials to support the Rhode Island Correctional Industries (RICI) embroidery shop, which employs approximately 130 incarcerated individuals in vocational training and production of customized embroidered items for state colleges, universities, and agencies. The RFQ26006474 solicitation encompasses a comprehensive range of embroidery supplies including polyester, rayon, cotton, and specialty threads (metallic, fire-resistant, UV-reactive, and glow-in-the-dark variants); thread support materials such as pre-wound bobbins and thread cones; thread management supplies including organizers, racks, and lubricants; embroidery needles in various types; and backing materials with cutting tools—totaling 29 line items across seven distinct product groups. The procurement is structured as a multi-source, fixed-term contract to support RICI's recently acquired embroidery equipment, which includes two Barudan CB3 single-head machines and one Barudan BEKY-S1506CII six-head servo embroidery machine. Vendors must provide detailed discount structures, certify that quoted prices represent the lowest pricing offered to comparable customers, and submit responses electronically through Ocean State Procures by April 27, 2026 at 11:00 AM EDT, with vendor questions accepted through April 13, 2026 at 2:00 PM EDT. The contract period will begin in Spring 2026 for one year with options for renewal for up to four additional 12-month periods, and evaluation will be based primarily on the highest percentage discount offered in each category, though unit pricing may also be considered. All pricing must be quoted as net FOB destination with inside delivery included, delivery must occur within 40 days of order receipt with 48-hour advance notification, and vendors must comply with a net 30 payment schedule following receipt and proof of delivery.

The State of Rhode Island imposes mandatory minority and women business enterprise (MBE/WBE) participation requirements mandating a minimum of 15% of the procurement dollar value be awarded to MBEs and WBEs. Prospective vendors must be registered with Ocean State Procures prior to submission and must maintain General Liability insurance ($1,000,000 per occurrence), Workers Compensation ($100,000 each accident), and Automobile Liability ($1,000,000 per occurrence). All awarded vendors are subject to a 0.33% contract administrative fee, effective January 1, 2026, which will be withheld by the State at invoice payment. No incumbent vendors, current contractors, or specific budget ranges are identified in the solicitation documents; however, the procurement supports an established correctional industry program with defined operational infrastructure. Vendors must complete and submit Exhibit A bid sheet with unit pricing for each item and may apply optional group percent discounts, with shipping, handling, packaging, and delivery charges to be clearly itemized in vendor invoices with no additional separate charges permitted.