RFP 26-37/AB rmployee service award recognition program

The City of Buena Vista, Virginia is issuing RFP 26-37/AB for an Employee Service Award Recognition Program to provide comprehensive employee recognition and retirement gift services. The procurement seeks a qualified contractor to deliver tiered service awards at five-year milestones, including stainless steel keychains and certificates for five-year employees, stainless steel pens and framed certificates for ten-year employees, stainless steel coasters in acrylic frames for fifteen-year employees, and curated gift selection brochures valued between $50 and $250 in $50 increments for employees with 20-50 years of service. Key deliverables include establishing and maintaining a password-protected website for award tracking and inventory management, as well as providing monthly shipping of awards directly to department locations at no additional cost. Proposals must be submitted by April 28, 2026 at 11:00 AM EST, with written questions due by April 14, 2026. The evaluation will be based on experience (30 points), capability and skills (25 points), services to be provided (20 points), costs (20 points), and minority/woman-owned business participation (5 points). Proposals must demonstrate relevant past project experience with a minimum of five references, detailed scopes of work, qualified staff qualifications, project timelines, and firm fixed-price cost estimates. The contract term is one year with four optional one-year renewal periods, though no guaranteed annual award quantities are specified due to variable year-to-year demand.

For contracts valued at $100,000 or above, the City has established subcontracting goals requiring 3.68% participation from minority-owned businesses and 3.30% from non-minority women-owned businesses, necessitating the use of certified Small, Women, and Minority (SWaM) vendors where applicable. Contractors must carry commercial general liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate, along with workers' compensation coverage as mandated by Virginia statute. All pricing must remain firm fixed-price for the initial contract term and any renewal extensions. The City reserves the right to award to a single contractor or make multiple awards based on evaluation results. While no specific budget range is disclosed in the procurement documents, the scope and requirements suggest a moderate-value services contract subject to Virginia's competitive negotiation procedures and all applicable federal procurement compliance requirements.