RP004-26 Provision of an Employee Service Awards Program on a Multi-Year Contract

Gwinnett County's Board of Commissioners is seeking competitive sealed proposals for an Employee Service Awards Program through a multi-year contract with the Department of Human Resources. The program will recognize employee service milestones at 5, 10, 15, 20, 25, 30, 35, and 40 years, providing customized gift packets, Certificates of Special Recognition, and lapel pins. The service provider must deliver online catalog access, recognition letters, premium cardstock certificates with county seal, black leatherette certificate holders, and gold-plated lapel pins with colored synthetic stones specific to each service year. The county anticipates approximately 892 annual employee awards. The evaluation process will be conducted in three phases: Phase I awards up to 80 points for experience and quality, Phase II awards up to 20 points for cost proposals, and Phase III allows optional interviews worth up to 10 points. Proposals are due by 2:50 P.M. on January 6, 2026, with a public opening at 3:00 P.M. the same day. The initial contract term runs from March 1, 2026, through December 31, 2026, with potential automatic renewal for four additional one-year periods.

Bidders must comply with Georgia Illegal Immigration Reform Enhancements for 2013, requiring E-Verify compliance, and carry appropriate insurance as specified by county requirements. Firms currently on the Gwinnett County ineligible source list are prohibited from submitting proposals, including those debarred, suspended, or placed on the ineligible list. Proposers must submit five unbound single-sided copies (one marked original, four marked copies) and two digital copies on flash drives, along with completed Service Provider Information, References, Code of Ethics Affidavit, and Contractor Affidavit and Agreement forms. The award costs are estimated to range from $53-$65 for five-year service awards to $425-$519 for 40-year awards, with lapel pins priced at a fixed $4 each. Vendors must provide a minimum of three professional references demonstrating similar scope and complexity. Questions regarding the solicitation should be directed to Jenny Coleman, Purchasing Associate II, by 3:00 P.M. on December 12, 2025. The total anticipated contract value is not explicitly stated, but based on the estimated annual quantities and award prices, the multi-year contract could potentially range between $50,000 to $75,000 annually.