Promotional Items - Prisons

The City of Philadelphia is seeking quotes on promotional items for the Philadelphia Department of Prisons under a micro purchase due October 20, 2026, with award to the lowest responsive and responsible bidder.

Bidders must quote all eight line items to be eligible for award; the City reserves the right to award as a whole or by line item at its discretion. Submission of a voluntary LGBTQ Applicant Opportunity Data form is available to vendors with LGBTBE certification through the National LGBT Chamber of Commerce (NGLCC) or the Independence Business Alliance (IBA), or other third-party certifications including ESMDC, PAUCP, Disability:IN, or WBENC.

The scope comprises eight promotional items, each at a quantity of 1,000 units: reusable non-woven shopping bags (80 GSM polypropylene, black with yellow logo printing), retractable ballpoint pens (translucent black barrel with chrome accents and yellow logo printing), 12-ounce yellow plastic cups (BPA-free polypropylene with black logo printing), foam stress relievers in football and basketball shapes (brown and orange respectively with yellow logo printing), 3-inch by 3-inch yellow adhesive notepads with 100 sheets per pad (black logo printing), SPF 15 moisturizing lip balms in plastic tubes (0.15 oz with yellow labels and black logo printing), and multi-connector charging cables with fabric casing and key ring attachment (6 3/8 inches with black logo printing). All items must be printed with the Philadelphia Department of Prisons logo and website URL. Artwork proofs require prior approval, and delivery must be completed within forty-five days of approved artwork. No partial deliveries are permitted without written authorization. All costs—materials, printing, artwork preparation, proofing, packaging, shipping, freight, handling, and delivery—must be included in the bid price.

The contract term is 365 days from the purchase order's effective date. Quotes remain valid for 60 days from submission and must be submitted electronically through PHLContracts. A completed Consent and Authorization Agreement must be submitted by bid closing. The City requires general liability insurance of $500,000 per occurrence and workers' compensation at statutory limits. All pricing must be net and exclusive of taxes; the City is exempt from federal excise, transportation, and Pennsylvania Sales and Use taxes.