NEW CASTLE COUNTY Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720 (302) 395-5250
ATHLETIC TROPHIES/AWARDS Bid #16C-078
Sealed proposals for: Athletic Trophies/Awards, Bid #16C-078 will be received until 2:00 p.m. Wednesday, October 14, 2015, in the Purchasing Division, New Castle County Government Center, 87 Read’s Way, New Castle, DE 19720 (Telephone: 302/395-5250).
Minority and Women-owned Business Enterprises (MWBE) will be afforded full opportunity to submit proposals, and will not be subject to discrimination on the basis of race, color, national origin, sex, religion, age, disability, or sexual orientation in the consideration of this award.
INSTRUCTIONS TO BIDDERS
Bid envelopes will carry a clear notation in the lower left quadrant, “BID FOR Athletic Trophies/Awards, Bid #16C-078.
Any questions concerning the bid(s) should be directed to the Purchasing Division at (302) 395-5250.
Bidders are responsible for obtaining the bid specifications and all addendums from the New Castle County Purchasing website at www.nccde.org/purchasing.
Fax bids will not be accepted. Bid security is waived.
New Castle County reserves the right to divide the award unless stated otherwise in the specifications.
Awards, if any, will be made by the Purchasing Division to the lowest and best responsible bidder. The County reserves the right to reject all bids and to waive minor irregularities.
NOTE: If required by State of Federal regulations, vendors will provide the M.S.D.S. sheets for the above projects.
09/08/15 Bid #16C-078 Page 1 of 11 NEW CASTLE COUNTY Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720 (302) 395-5250
ATHLETIC TROPHIES/AWARDS Bid #16C-078
Pursuant to County Ordinance 83-172, 87-105, and Delaware State Law, no contract will be awarded to any vendor unless before or in conjunction with the actual award of the contract to such vendor has submitted proof satisfactory to the County or to the awarding agency, or the designated representative of the County or the awarding agency, as the case may be, that it and each and every subcontractor named by it in its bid, if any, will at the time it submits such proof have valid and effective licenses required by the State and the County, and the political subdivisions, if any, in which the project is located, and the United States government, in order for each of them (i) to do business therein; (ii) to comply with all tax laws thereof; and (iii) to perform the labor and/or supply the material involved in the performance of the contract.
Mailing address: Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720
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ATHLETIC TROPHIES/AWARDS Bid #16C-078
GENERAL
New Castle County is seeking bids for athletic trophies and awards.
Brochure: Vendors shall provide one (1) copy of the most current Classic Medallics (New York based) catalog upon submission of bid. Vendors must designate their percentage of discount applicable to all items included in the specific catalog and available to New Castle County.
Vendor must also offer an assortment of individual player awards, trophies, and plaques to choose from.
ITEM 1 - 3" CIRCULAR EMBROIDERED PATCH
Custom designed 3” circular patch with up to 7 colors and approximately 51 – 75% embroidery. Set up charge must be shown separately.
ITEM 2 - INDIVIDUAL ACHIEVEMENT AWARD
6" stainless steel or silver-plated Revere bowl mounted to a cherry veneer cup base, 4 ½ x 4 ½ x 3" (such as Discount 852) with the appropriate sport medallion insert (Classic Medallics 1”) attached to the bowl. Engraving plate (3 ½ x 2"H) must be black aluminum with a silver backing plate for a border. The plate is to be fastened with decorative nails. All lettering and the N.C.C. seal (approximately 1-7/8 diameter) must be engraved on the black plate so that the lettering and logo appear in silver. Bid price to include engraving.
ITEM 3- PLAYOFF TEAM RUNNER-UP AWARD
8" stainless steel Revere bowl mounted to a cherry veneer cup base, 5 ½ x 5 ½ x 4" (such as Discount 853) with the appropriate sport medallion insert (Classic Medallics 1”) attached to the bowl. Engraving plate (4 ½ x 2 ¼ H) must be black aluminum with a silver backing plate for a border. The plate is to be fastened with decorative nails. All lettering and the N.C.C. seal (approximately 1-7/8 diameter) must be engraved on the black plate so that the lettering and logo appear in silver. Bid price to include engraving.
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ATHLETIC TROPHIES/AWARDS Bid #16C-078
ITEM 4 - PLAYOFF TEAM CHAMPIONSHIP AWARD
10" stainless steel Revere bowl mounted to a cherry veneer cup base, 6" x 6" x 4 ½ (such as Discount 854) with the appropriate sport medallion insert (Classic Medallics 1”) attached to the bowl. Engraving plate, 5" x 2 ½ H, must be black aluminum with a silver backing plate for a border. The plate is to be fastened with decorative nails. All lettering and the N.C.C. seal, approximately 1-7/8 diameter, must be engraved on the black plate so that the lettering and logo appear in silver. Bid price to include engraving.
ITEM 5 - REGULAR SEASON TEAM RUNNER-UP AWARD
A high quality gold-tone metal Loving Cup, approximately 8 ¼ cup (Freeman D-015) with a lid and appropriate metal sports figure (approximately 6"H) mounted on a cherry veneer cup base, 5" x 5" x 3 ½ (such as Discount 853). Total height of finished trophy to be approximately 18 inches tall. Engraving plate (4" x 2"H) must be black brass with a gold-tone backing plate for a gold border. All lettering and the N.C.C. seal (approximately 1-7/8 diameter) must be engraved on the black plate, so that the lettering and logo appear in gold. Plate is to be attached with decorative nails. Bid price to include engraving.
ITEM 6 - REGULAR SEASON TEAM CHAMPIONSHIP AWARD
A high quality gold-tone metal Loving Cup, approximately 10 ¼ cup (Freeman D-001) with a lid and appropriate metal sports figure (approximately 6"H) mounted on a cherry veneer cup base, 5 ½ x 5 ½ x 4" (such as Discount 853). Total height of finished trophy to be approximately 20 inches tall. Engraving plate (4 ½ x 2 ¼ H) must be black brass with a gold-tone backing plate for a gold border. All lettering and the N.C.C. seal (approximately 1-7/8 diameter) must be engraved on the black plate, so that the lettering and logo appear in gold. Plate is to be attached with decorative nails. Bid price to include engraving.
NOTES
A. Samples of Items 1 through 6 are available for inspection at the Sports and Athletics Section (Monday through Friday, 8:00 a.m. – 4:00 p.m. upon request. Please call (302) 395-5890.
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ATHLETIC TROPHIES/AWARDS Bid #16C-078
B. Engraving: A Times Roman font must be used for engraving on all items. Approximately 250 items will be engraved per year; engraving is in excess of 10,000 letters per year. Price should include Diamond Tip or Laser Engraving on all items.
PRICING
Vendor shall quote delivered prices for all New Castle County Government locations. Vendor must quote on all items. Medallion attachments, sports figures, and engraving are to be included in the price bid for Items 1 - 6.
DELIVERY
Vendor shall be able to deliver within ten (10) working days of placement of order. Delivery date must be met by vendor.
WORKMANSHIP
All trophies and engravings shall be due in a first-class, workmanlike manner, and in a standard acceptable in the industry. All trophies shall be delivered fully assembled and complete at the time of delivery. Vendor shall specify the type of material trophies are made of (wood, plastic, metal, marble, etc). Besides the major bid items, numerous championship awards for individual team players may be ordered throughout the year in the price range of $4 to $15. They may include, but are not limited to, various styles of plaques, pins, paperweights, trophies, and certificates. In addition, an assortment of trophies (24"H - 36"H) are ordered on separate occasions for special sports tournaments.
LENGTH OF CONTRACT
January 1, 2016 through December 31, 2016. Prices shall be firm through this period. Orders may not begin until the spring sports season, and follow with summer, fall and winter.
This contract may be extended for three (3) additional years, one (1) year at a time, by mutual agreement of both parties.
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ATHLETIC TROPHIES/AWARDS Bid #16C-078
NOTE
It is the intent of New Castle County that minority-owned businesses shall have the maximum feasible opportunity to participate in the performance of contracts in the capacity of prime vendor.
FUNDING OUT
The continuation of this contract is contingent upon funding appropriated by County Council.
FORM OF PROPOSAL
On the attached form showing price per item, total price, and signed by an official of the firm.
ADDITIONAL ITEMS/SERVICES
Not all items will necessarily be purchased. New Castle County may require other related services and/or products and/or equipment not specifically listed. Vendor may be given the opportunity to provide a quote. Should New Castle County deem the quote to be non-competitive, New Castle County reserves the right to seek proposals from other vendors. Gift certificates may also be awarded when deemed appropriate.
INSURANCE
New Castle County requires proof of insurance showing automobile and general liability coverage.
INDEMNITY
Vendor shall indemnify, defend and hold harmless New Castle County from and against any and all claims, demands, suits, judgments, costs, and expenses asserted by a person or persons, including, but not limited to, agents, employees, or volunteers of vendor, by reason of death or injury to persons, or loss or damage to property, resulting from operations or use of services, products and/or equipment purchased hereunder, or sustained in or upon the premises of the County.
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ATHLETIC TROPHIES/AWARDS Bid #16C-078
LOCATION
Vendors must have a location for pickup in New Castle County for emergencies.
BASIS OF AWARD
The Division of Purchasing shall award this contract to the lowest responsible and responsive bidder(s) who best meets the terms and conditions of the bid. The award will be made on the basis of price, product evaluation, and prior history of service capability.
The Division of Purchasing reserves the right to reject any or all bids in whole or in part, to make multiple awards, partial awards, award by types, award by sections, item by item, or lump sum total, whichever may be most advantageous to New Castle County. There is no guarantee that New Castle County will grant to any awardee any request for services and/or products.
Pursuant to County Code, New Castle County reserves the right to purchase goods, contractual, and professional services from other governments and cooperative purchasing agreements when it is determined by the Office of Administrative Services to be in the best interest of the County.
Bid will be evaluated based on the approximate quantities indicated under each item. This is for evaluation purposes only. New Castle County may or may not purchase the quantities shown. Vendors must quote on all Items 1 through 7. Failure to bid on all items will result in the rejection of your bid.
Award will not be divided.
DELAWARE LABOR
New Castle County encourages the use of Delaware Labor.
SUPPLIER DIVERSITY
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ATHLETIC TROPHIES/AWARDS Bid #16C-078
New Castle County encourages supplier diversity among firms. Please provide information on your firm’s effort to encourage supplier diversity in your workforce and in the selection of sub-contractors.
STATE OF DELAWARE BUSINESS LICENSE
Within seven (7) days from receiving a notice of award, the successful vendor shall either furnish the County with proof of a Delaware Business Licensure or initiate the process of application where required. An application may be requested in writing to: Division of Revenue, Carvel State Building, PO Box 8750, 820 N. French Street, Wilmington, DE 19899 or by telephone to (302) 577-8200.
CONTRACT ACCESSIBILITY
This contract shall be accessible to State agencies, political subdivisions, school districts, and volunteer fire companies.
CONFIDENTIALITY
All documents submitted as part of the vendor’s bid/proposal will be deemed confidential during the evaluation process. Vendor proposals will not be available for review by anyone other than New Castle County’s Evaluation Committee or its designated agents. There shall be no disclosure of any vendor’s information to a competing vendor prior to award of the contract.
New Castle County is a public agency and is subject to the Freedom of Information Act (FOIA). Firms must designate those items that are considered “trade secrets” as defined in the Delaware State Code Title 29, Chapter 100. Vendor(s) are advised that once a proposal/bid is received by NCCo and a decision on contract award is made, its contents will become public record and nothing contained in the proposal will be deemed to be confidential except those proprietary items marked as “trade secrets”.
FORM OF PROPOSAL UNIT
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ATHLETIC TROPHIES/AWARDS Bid #16C-078
PRICE
ITEM 1 3” Circular Embroidered Patch Approx. Quantity: 550 $______
ITEM 2 6" Silver Revere Bowl (Individual Achievement Award) Approx. Quantity: 3 $______
ITEM 3 8" Stainless Revere Bowl (Playoff Team Runner-Up Award) Approx. Quantity: 70 $______
ITEM 4 10" Stainless Revere Bowl (Playoff Team Championship Award) Approx. Quantity: 70 $______
ITEM 5 18" Metal Loving Cup (Regular Season Team Runner-Up Award) Approx. Quantity: 5 $______
ITEM 6 20" Metal Loving Cup (Regular Season Team Championship Award) Approx. Quantity: 80 $______
ITEM 7A % of discount off Classic Medallics catalog for items not listed. Vendor shall submit one catalog with the bid. Successful vendor will be required to submit an additional catalog upon award of bid. ______%
ITEM 7B Set up Charge for Patches $______
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ATHLETIC TROPHIES/AWARDS Bid #16C-078
SIGNATURE PAGE
Name of Company
Address
Telephone Number Fax Number
Signature Federal Tax ID Number
Printed Name (Email Required) Date
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ATHLETIC TROPHIES/AWARDS Bid #16C-078
NEW CASTLE COUNTY, DELAWARE PROCUREMENT AFFIDAVIT
AUTHORIZED REPRESENTATIVE
I HEREBY AFFIRM THAT:
I am the (title) ______, and I am duly authorized to represent and bind (business) ______(the “Business”), and that I possess the legal authority to make this Affidavit on behalf of myself and the Business for which I am acting.
I FURTHER AFFIRM THAT:
Neither I, nor to the best of my knowledge, information, and belief, the Business, nor any of its officers, directors, partners, members, affiliates, or any of its employees directly involved in obtaining or performing contracts with public bodies has been excluded from receiving Federal contracts, certain subcontracts, and certain Federal financial and non-financial assistance and benefits, pursuant to the provisions of 31 U.S.C. 6101, note, E.O. 12549, E.O. 12689, 48 CFR 9.404, and each agency’s codification of the Common Rule for non-procurement suspension and debarment.
I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION, AND BELIEF, AFTER DILIGENT INQUIRY.
Date:______By:______Name:
Title: (Authorized Representative and Affiant)
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