Promotional items

The West Virginia Department of Health and Human Resources, Bureau for Children and Families (BCF), issued Agency Request for Quote (ARFQ) BCF2200000013 on February 16, 2022, for the procurement of customized promotional items to support Adult Protective Services initiatives in Monroe County. The solicitation requests five line items totaling 1,375 units: 150 Kapston San Marco Messenger Bags (navy with faux brown leather trim and custom logo), 150 Imprinted Monticello Padfolios (faux leather in navy, brown, or black with full color imprint), 700 Soft Touch Pens with Stylus (blue barrel with silver trim imprinted with agency name and phone number), 175 Lanyards (navy blue with detachable clip and agency branding), and 175 two-ply adjustable face masks (charcoal with purple Elder Abuse Awareness ribbon logo). All items must feature Adult Protective Services branding with the agency phone number 1-800-352-6513 and the state seal or Elder Abuse Awareness imagery. The contract will be awarded to the vendor providing the lowest overall total cost meeting all mandatory specifications, with delivery required within 30 calendar days of purchase order receipt to the BCF Nicholas County Office in Summersville, West Virginia. The solicitation deadline was March 3, 2022, at 1:00 p.m. EST, with vendor questions due by February 24, 2022. Vendors must submit complete pricing information on the provided Exhibit A pricing page, and incomplete submissions may result in disqualification. Awarded vendors must submit proofs to BCF for approval prior to production, and delivery terms are F.O.B. destination with vendors responsible for all shipping costs and risk of loss.

The solicitation does not specify particular set-asides for disadvantaged enterprises or restrictions on vendor eligibility; however, international vendors from countries including India and Canada are eligible to bid provided they comply with all solicitation requirements, including the 30-day delivery timeline. No incumbent vendors or current contractors are identified in the procurement documents. The procurement is covered in part or in whole by federal funds, requiring all bidders to acknowledge and adhere to federal provisions for federally funded procurements as outlined in Attachment 1. Vendors must accommodate the delivery location's lack of loading dock or forklift facilities in their shipping arrangements. Unacceptable items will be returned at vendor expense with no restocking charges, and vendor defaults include failure to provide items meeting specifications, non-compliance with applicable laws, and failure to remedy deficient performance upon request. No specific budget range or award value is disclosed in the solicitation documents. Interested vendors should direct inquiries to the buyer, Roberta A. Wagner, at (304) 558-0437 or roberta.a.wagner@wv.gov, or contact the Administrative Services Assistant at the BCF Commissioner's Office at (304) 356-4528.