Plaques and trophies, purchase and delivery of, term contract

Palm Beach County Board of County Commissioners issued Request for Quotation (RFQ) #950618/CR for the purchase and delivery of plaques and trophies under a 12-month term contract with four optional renewal periods. The solicitation encompasses five lots of recognition products: Lot #1 covers standard laminated walnut press board plaques (7x9 to 12x15 inches) with annual quantities ranging from 4 to 50 units; Lot #2 addresses custom plaques with walnut finishes and metal frames (5 to 36 units annually); Lot #3 specifies glass plaques in two configurations (2 units annually each); Lot #4 requests wooden column trophies in single, dual, and triple configurations ranging from 12 to 32 inches in height (5 to 538 units annually); and Lot #5 calls for glass trophies in round, diamond, and clock designs (2 to 4 units annually). All unit prices must be firm and fixed with pricing including set-up charges, engraving, labor, materials, equipment, and transportation. Delivery is required within ten calendar days for Lots #1, #3, #4, and #5, and within four weeks for Lot #2, with F.O.B. destination and the vendor bearing all transportation responsibility and risk in transit. The deadline for quotation submission was September 4, 2018, at 4:00 p.m. Palm Beach County local time, with faxed or emailed responses acceptable. Awards will be made on a lot-by-lot basis to the lowest responsive and responsible quoter, though the County reserves the right to reject awards financially disadvantageous or under $1,000.

Small Business Enterprise (SBE) certified firms submitting proposals within 10% of the lowest bid may receive preferential consideration under the County's evaluation criteria. Local preference ordinances provide a 5% price reduction for Palm Beach County-based vendors and Glades-based vendors in their respective service areas. The solicitation documents do not identify any incumbent vendors or current contractors, nor is specific budget information disclosed; however, awards will be issued only when deemed financially advantageous to the County. The contract requires vendors to maintain the capability to produce various plaque and trophy styles and finishes while meeting specified quality standards and delivery timelines. As a master agreement, the contract allows authorized Palm Beach County departments and agencies to place orders on an as-needed basis throughout the contract term. The County is exempt from federal and state taxes, and payment will be rendered only upon satisfaction and acceptance of delivered items.