Patches

The Kentucky Department of Fish and Wildlife Resources (KDFWR) issued a Request for Bids (RFB 660 2300000346) for the procurement of embroidered patches for conservation education programs and camp operations. This solicitation encompasses 25 line items representing 15 distinct patch designs in varying quantities and sizes, including conservation education patches (Archery, Gun Safety, Naturalist, Outdoor Survival, Boating, Casting, and Swimming), specialty patches (Outdoorswoman, Outdoorsman, and Venturer), camp-specific chevron patches (Camp Earl Wallace, Camp John Currie, and Camp Robert Webb), camper achievement patches (2nd Year and 3rd Year), and KDFWR departmental patches in three sizes (Large, Medium, and Small). Quantities range from 100 to 5,000 patches per line item, with patches measuring 3 to 5 inches and featuring embroidered designs in 2 to 6 thread colors. All patches must meet strict quality specifications including twill background fabric (minimum 50 percent polyester), machine embroidery with rayon yarn, overlock borders, and heat-bonded plastic film backing. Bidders must submit pricing on a cost-per-patch basis with all costs including artwork, setup fees, packaging, handling, and shipping incorporated into the unit price. The RFB was released on December 21, 2022, with written questions due by December 29, 2022, and bids due electronically by 12:00 p.m. Eastern Time on January 19, 2023. Contract award is anticipated for January 26, 2023, with contract execution expected by February 16, 2023. The evaluation criteria allocate 90 points to total cost (with the lowest responsive bid receiving maximum points) and 10 points to guaranteed delivery date, with delivery required within 60 days of a delivery order.

Bidders must submit all 25 line items or their bid will be deemed non-responsive, and the contract will be awarded to the lowest responsive, responsible bidder under a Group All requirement. All bids must be submitted electronically to FW.Solicitations@ky.gov with paper bids automatically rejected; bidders must be registered in the Commonwealth eProcurement System and must provide completed solicitation forms, references from a minimum of three current customers, certificates of authority (if applicable), transmittal letters with authorized signatures, and the bid form as separate attachments. The initial contract term is one year with options to renew for four additional one-year periods, subject to written approval from both parties and potential renegotiation of terms for extended periods. Previous award pricing for similar patches has ranged from $0.18 to $1.08 per patch depending on design complexity and order quantity, suggesting an estimated total contract value in the range of several thousand dollars across all 25 line items. Patches will be shipped to three KDFWR camp locations or directly to KDFWR headquarters as specified on individual orders. The KDFWR reserves the right to reject any or all bids, and no prior commitment or obligation exists.