Patches

The Commonwealth of Kentucky Department of Fish and Wildlife Resources issued a Request for Bid (RFB 758 2100000307) to establish a Master Agreement for the procurement of embroidered patches across 25 line items totaling approximately 62,350 patches. The solicitation encompasses various patch designs including educational program patches (Archery, Gun Safety, Naturalist, Outdoor Survival, Boating, Casting, and Swimming), achievement patches (Outdoorswoman, Outdoorsman, and multi-year camper designations), camp-specific chevron patches for Camp Earl Wallace, Camp John Currie, and Camp Robert Webb, and Kentucky Department of Fish and Wildlife Resources departmental logo patches in three sizes. All patches must meet stringent technical specifications including twill background fabric with a minimum 50% polyester-cotton blend, rayon embroidery thread, overlock borders, specific stitch density requirements, and plastic film or plasticized non-woven bonded backing; all associated costs including artwork, setup fees, packaging, handling, and shipping are included in the unit price quoted on a per-patch basis. The RFB was issued on December 22, 2020, with vendors' written questions due by December 29, 2020 at 10:00 AM ET and bid closing on January 11, 2021 at 1:30 PM ET. Electronic submission through the Kentucky eProcurement system is required; paper bids are non-responsive. Award will be made on a best-value basis with price weighted at 90 points and delivery time at 10 points, where the lowest bidder receives maximum price points and subsequent bidders are scored proportionally; delivery time must be stated in working days with late deliveries incurring a one percent per day deduction from invoices. The initial contract period is one year from the date of award with four optional one-year renewal periods available at mutual written agreement of all parties, subject to renegotiation of terms and conditions.

Kentucky resident bidders and qualified bidders—including Kentucky Correctional Industries and Kentucky Industries for the Blind—are eligible for reciprocal and preference points respectively as defined in KAR 200 5:410. The incumbent vendor is Emblems Inc. dba The Emblem Authority, with previous awarded unit prices ranging from $0.19 to $1.15 per patch depending on design and minimum order quantities, and total expenditures of approximately $23,000 over the past three years. All bidders must comply with Kentucky tax registration requirements, Secretary of State registration for foreign entities, Annual Affidavit certifications, and Equal Employment Opportunity requirements where applicable, with the Commonwealth retaining the right to request updated affidavits at any time and to disqualify bidders for failure to maintain compliance. Prices must be quoted as F.O.B. Destination Freight Prepaid and Allowed and shall remain firm for the first twelve months, with any increases thereafter requiring written justification based on industry-wide price changes and at least 30 days' notice. Patches will be shipped to three designated Kentucky Department of Fish and Wildlife Resources camps—Camp Robert Webb in Grayson, Camp Earl Wallace in Monticello, and Camp John Currie in Benton—or directly to the KDFWR central office at #1 Sportsman's Lane in Frankfort, Kentucky 40601. For questions regarding the solicitation, vendors should contact Keith Srutowski at 502-564-7007.