Patches

The Kentucky Department of Fish and Wildlife Resources (KDFWR) issued a Request for Bids (RFB) for the procurement of embroidered patches for use in conservation education programs and camp operations. This solicitation seeks bids for 25 distinct patch designs in varying quantities, including educational patches (Archery, Gun Safety, Naturalist, Outdoor Survival, Boating, Casting, and Swimming), specialized program patches (Outdoorswoman, Outdoorsman, Venture, and camper year designations), camp-specific chevron patches for Camp Earl Wallace, Camp John Currie, and Camp Robert Webb, and KDFWR departmental patches in three sizes (Large, Medium, and Small). Total quantities range from 100 to 5,000 patches per line item, with all patches measuring 3 to 5 inches in diameter or height and featuring 2 to 6 thread colors in machine embroidery on twill backgrounds. Patches must meet strict technical specifications including a 6.5 to 7.5-ounce cotton-polyester blend background (minimum 50 percent polyester), rayon machine embroidery with specific stitch density and underlay requirements, overlock borders with no monofilament thread, and plastic film backing bonded to withstand 300 degrees in alkaline solution. Bidders must submit pricing as a per-patch unit cost for each line item, with all associated costs including artwork, setup fees, packaging, handling, and shipping included in the quoted price. Bid evaluation allocates 90 points to total cost and 10 points to guaranteed delivery date, with the contract awarded to the lowest responsive and responsible bidder. The RFB was issued on January 27, 2023, with written questions due by February 3, 2023, and sealed bids due electronically by 12:00 p.m. Eastern Time on February 15, 2023; award notification was anticipated for February 22, 2023, with contract execution expected February 24, 2023. The initial contract term is one year with four optional one-year renewal periods, subject to written approval from both parties and potential renegotiation of terms. Patches must be delivered within 60 days of delivery orders to three designated camp locations or directly to KDFWR headquarters in Frankfort, Kentucky, as specified per individual orders.

No set-asides, incumbent protections, or specific disadvantaged enterprise restrictions are identified in the solicitation. Bidders must be registered with the Commonwealth eProcurement System and are required to submit comprehensive bids including a signed transmittal letter, completed solicitation form, minimum three current customer references, and the completed bid form. Foreign entities must provide a certificate of authority from the Kentucky Secretary of State within 14 days of bid opening. All bidders must certify through required affidavits that they have no campaign finance violations and that their pricing is independently determined. No incumbent vendors or current contractors are identified in the available documentation, and no existing infrastructure or technology integration requirements are specified. No specific award value or budget range is provided in the solicitation documents, indicating that the contract award will be determined solely through competitive bid evaluation based on the established scoring methodology.