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 09/08/15 Bid #16C-078 Page 2 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 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. 09/08/15 Bid #16C-078 Page 3 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 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. 09/08/15 Bid #16C-078 Page 4 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 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. 09/08/15 Bid #16C-078 Page 5 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 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.