Promotional Items

The City of Waxahachie, located in Ellis County, Texas, is seeking proposals for a comprehensive promotional items contract through RFP 2024-08-03. The procurement aims to source high-quality, durable custom promotional items featuring the city's logo, including mugs, tote bags, notebooks, hand fans, stainless steel mugs, ballcaps, pens, and backpacks. Vendors must provide product samples for evaluation and offer a catalog discount percentage. The evaluation process will utilize a 100-point scale, with 40% weighted on cost, 20% on quality of services, 20% on delivery timeline and approach, and 20% on vendor experience. Key procurement dates include a non-mandatory pre-proposal meeting on October 3, 2024, a question submission deadline of October 10, 2024, and proposal responses due by October 15, 2024, at 2:00 pm. The proposed contract term is two years with three additional one-year renewal options, which will automatically renew unless either party provides a 90-day cancellation notice. Vendors must submit unit costs for quantities ranging from 20 to 5,000 items across different product categories.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. Vendors are required to submit a completed conflict of interest questionnaire, most recent W-9, and four professional references. The city reserves the right to award a single contract, split awards, or make no award based on what best serves its interests. A notable feature of this procurement is the allowance for cooperative purchasing, enabling other government entities to potentially utilize the contract. While specific budget ranges are not detailed, the multi-tiered pricing structure suggests flexibility in procurement volume. The promotional items will showcase the city's unique branding, which emphasizes its identity as the "Crape Myrtle Capital" and "Gingerbread City," with logo designs available in both one-color and full-color versions to accommodate various printing and branding requirements.