RFP 26-057 Promotional Products and Custom Logo Apparel & Accessories

Citrus County, Florida is seeking proposals for RFP 26-057 to establish a contract for promotional products and custom logo apparel and accessories. The procurement aims to secure qualified vendors capable of supplying embroidered and screen-printed clothing items including T-shirts, polo shirts, baseball caps, and various promotional items such as litter bags, koozies, pens, pencils, key chains, magnet clips, rulers, mouse pads, and stress balls. Vendors must provide items with permanently affixed County logos or custom designs, meeting specific quality standards with care labels indicating lot numbers, sizes, and fiber content. The initial contract term is two years with options to renew for three additional one-year periods, and the County reserves the right to select multiple vendors. Evaluation criteria include experience and qualifications (25 points), product mix and quality (30 points), price proposal (25 points), required forms and documentation (10 points), production timeframe (10 points), and local vendor preference (5 points). Key deadlines include a question submission deadline of January 21, 2026, proposal due date of February 3, 2026 at 2:00 PM, and a public proposal opening at 2:15 PM via Microsoft Teams. Vendors must provide samples of embroidered garments, screen-printed t-shirts, and at least two promotional items by the submission deadline.

Respondents must meet specific qualifications, including three years of business experience in providing apparel and promotional items, active Florida Sunbiz registration, and liability insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate. No specific set-aside designations for disadvantaged enterprises are mentioned in the documentation. The County currently spends approximately $25,000 annually on promotional products, though no minimum purchase volume is guaranteed. Pricing will be structured as a fixed percentage discount off the vendor's national catalog or website pricing, with vendors required to absorb all setup costs including screen-printing, embroidery digitization, and logo customization. Shipping and freight costs must be included in quoted prices. Successful vendors must designate an account representative, maintain brand control of County logos, submit artwork samples within one week of request, and guarantee product quality with replacement of defective items within 48 hours at no cost to the County. The anticipated contract award is scheduled for March 31, 2026, with the contract commencing upon execution and receipt of a purchase order.