IFQ-26-33 Annual Contract - Graphic Tees and Hats

The City of Winter Haven is seeking Quotes for IFQ-26-33 Annual Contract - Graphic Tees and Hats. Quotes are to be submitted through the Procurement Portal no later than 2:00 pm on Thursday, April 30, 2026.

Project Details

• Reference ID: IFQ-26-33
• Department: Procurement
• Department Head: Bethany Owen (Procurement Manager)

Important Dates

• Questions Due: 2026-04-30T18:00:00.000Z

Evaluation Criteria

• Scope of Work —

  The City of Winter Haven, FL requires the purchase of T-Shirts and Hats.

  T-Shirt #1

  • Quantity: 850
  • Shirt Brand: Gildan Softstyle T-Shirt
  • Shirt Color: Likely Heather Oatmeal
  • Front: Three color screen print, full front design
  • Left Sleeve: Three color screen print, logo
  • Back: square logo on top center- two colors

   

  T-Shirt #2

  • Quantity: 50
  • Shirt Brand: Gildan Softstyle T-Shirt
  • Shirt Color: Likely Gold  or Heather Galapogos Blue
  • Front: Three color screen print, full front design (same design as shirt 1)
  • Left Sleeve: Three color screen print, logo (same design as shirt 1)
  • Back: One color imprint “EVENT STAFF”

   

  Polo

  • Quantity: 20 men, 20 women
  • Shirt Brand: Nike Dri-FIT Classic Polo (Men) (Women)
  • Shirt Color: Likely White
  • Front: Three color embroidery, front chest logo area
  • Front: Name embroidery, one color, front chest opposite logo
  • Left Sleeve: Three color embroidery, logo

   

  Hat

  • Quantity: 50
  • Hat Selection: New Era Tech Mesh Cap
  • Hat Color: Likely Flag League Navy, Maybe Charcoal.
  • Front: Up to Three colors in the max 1.75” x 5” size.
  • Back: Embroidery – one color embroidery in the max size.

   

   

  The City may request samples as needed.

• Product Substitutions —

  No substitutions are allowed where indicated.  If quoting any brand other than those listed, identify the brand and part number in the space provided.  If pounds, length, ounces, package or box quantities, etc. are different than what is listed or implied by manufacturer’s part number, your differences must be noted. Substitutions must be equal to or exceed the quality of the item described.  Any reference to brand name is intended to be descriptive and not restrictive.  City of Winter Haven, FL personnel will determine the acceptability of a substitute.

  Bidder shall supply only the brand name bid, however, should the Bidder experience difficulty or delays in obtaining supplies of the brand bid, Bidder may substitute an approved equal after receiving permission from the City of Winter Haven, FL Purchasing Manager or designee.  The cost of substitution shall not be greater than bid price.

• Delivery —

  City of Winter Haven, FL

  City Hall

  451 Third Street NW

  Winter Haven, FL 33881

   

   

  All deliveries shall be made within fifteen (14) business day after the order is placed. Each delivery shall be signed for by an approved onsite City Representative.

   

Submission Requirements

• Delivery/Completion can be made in ______ from receipt of order. (required) —

  Example: 10 days

• Procurement Affidavit (required) —

  Please download the affidavit below, complete, and upload.

• Please provide your W9. (required)
• Please provide a summary of this request: (required)
• Does this involve custodial services? (required)
• Are there required deadlines for project completion? (required)
• Provide deadline information: (required)
• Is a Pre-Bid/Proposal needed? (required)
• Is the Pre-Bid/Proposal Mandatory or Non-Mandatory? (required)
• Is a site visit needed? (required)
• Is your site visit Mandatory or Non-Mandatory? (required)
• Is this a one-time purchase? (required)
• Will you need an annual contract? (required)
• Please state the number of renewals desired? (required)
• Escalator clause at renewal? (required) —

  CPI or stated %

• What is your desired start date? (required) —

  Example: April 5, 2026

• What is your desired end date? (required)
• Do you anticipate your project cost to be OVER $30,000? (required)
• Have you received quotes? (required)
• Please indicate if you have attached qutoes: (required)
• Is a specific brand/model desired? (required)
• Would a sole source apply? (required)
• Location of Project or Delivery Address of Product? (required)
• Do you have a completion deadline? (required)
• Do you want to Award to Multiple Vendors (required)
• Budget or project cost? (required) —

  Example: $150,000

• Please indicate who should be invited to this bid and include their email address: (required)
• Do you want to Award via Lump Sum or Itemized? (required)
• Do we have a current contract you could use? (required)
• Have you checked if this is available through State Contract or Co-Ops? (required)
• Have we previously bid this out or is there a similar project? (required)
• Please provide information: (required)
• Have you informed your vendor this will go out to bid and they must bid on it to be considered? (required)
• Does the bidder have to bid all items or can they "cherry pick"? (required)

Questions & Answers