Promotional items, purchase/delivery, term contract, pre-qual

Palm Beach County's Board of County Commissioners, Purchasing Department, is issuing a Request for Pre-Qualification (RPQ) to establish a vendor list for supplying promotional items on a term contract basis. The procurement seeks to pre-qualify multiple vendors capable of providing personalized promotional items across over 50 product categories, including bags, beverage coolers, bracelets, cups, exercise equipment, keychains, lanyards, pens, sunglasses, umbrellas, and similar items that comply with Consumer Product Safety Commission standards and are free of defects and recalls. All items must be capable of personalization through screen printing, laser engraving, sublimation, or similar methods. Required qualifications for vendors include maintaining current Florida business licenses, compliance with E-Verify employment eligibility verification requirements, registration in the County's Vendor Self Service system, and maintenance of factory/manufacturer warranties on all furnished items. The initial submission deadline is February 11, 2021, at 4:00 p.m., with the County permitting new vendor submissions at any time thereafter for evaluation and addition to the pre-qualified list. Award of individual projects will be made to the lowest responsive and responsible vendor following a competitive quote process, with setup charges included in item costs and no separate setup fees permitted. Delivery must occur within fifteen business days of artwork approval and issuance of a delivery order on an F.O.B. destination basis, with all transportation costs borne by the vendor, and payment rendered only upon County satisfaction and acceptance following inspection and proper invoicing.

The County applies a 5 percent Small/Minority/Women Business Enterprise (S/M/WBE) preference to responsive, responsible vendors certified as small businesses whose quotes fall within 10 percent of the lowest bid price, and a 5 percent local preference for vendors maintaining a permanent place of business in Palm Beach County or the Glades. The term contract will run for sixty months or until estimated funding is expended, with an anticipated total contract value of $1,142,500 over the entire contract period. However, no commitment is made to any pre-qualified vendor regarding specific work amounts or compensation, and the County reserves the right to increase or decrease the anticipated contract value or re-advertise at any time after the anticipated value is reached. The procurement does not identify any incumbent vendors or current contractors. This is a term contract with multiple award potential, meaning several vendors may be pre-qualified and called upon on an as-needed basis, with individual project quotes required within five business days of County notification.