Promotional Item Vendor

The Ontario International Airport Authority (OIAA) is seeking proposals from qualified firms to support the Communications and Marketing Division and OIAA’s broader organizational needs through the provision of high-quality promotional merchandise, branded items, products, and related services.

The selected firm will serve as a promotional merchandise partner and will provide creative product recommendations, sourcing, customization, printing, fulfillment, delivery, and account management services. The intent of this RFP is to establish a reliable contract for distinctive, on-brand, and timely promotional items that support Airport marketing, community engagement, external events, executive gifting, co-branded partnerships, and other OIAA initiatives.

Background

The Ontario International Airport Authority (OIAA) is a joint-powers authority (JPA) formed between the City of Ontario and San Bernardino County as a public agency in Southern California. The OIAA Commission consists of five appointed members. The OIAA is the owner and operator of Ontario International Airport (ONT). ONT is a medium hub airport serving more than 6.4 million passengers per year and is a major air cargo facility in Southern California, with more than 750,000 tons being carried to and from the airport each year.

Project Details

• Reference ID: 2026-RFP-082
• Department: Marketing & Communications
• Department Head: Eren Cello (Chief Marketing & Communications Officer)

Important Dates

• Questions Due: 2026-07-08T21:00:00.000Z
• Pre-Proposal Meeting: 2026-07-01T18:00:00.000Z — https://events.gcc.teams.microsoft.com/event/c97839e7-846e-408d-9f55-9b6ef95f7e50@726bed49-7011-47d7-8024-49cdc0e9cae8

Evaluation Criteria

• Responsiveness (1 pts) —

  Responsiveness will be evaluated for general clarity and whether respondents have followed the directions included in the Submission Instructions and Format as well as included the requirements detailed in the Proposal Content Requirements.

• References (1 pts) —

  Proposers should provide the names and current contact information for three (3) references who have direct knowledge of the proposer’s work and can speak to performance on projects relevant to the services described in this RFP.

  For each of the three references, the proposer shall include the following:

  • Project / Engagement Title
  • Type of Internal Project / Engagement Performed
  • Client Contact Information:
    • Name
    • Title
    • Telephone Number
    • Email Address
  • Approximate Contract or Engagement Value
  • Engagement Duration (start and end dates)
  • Brief explanation of how this project/ engagement is relevant to the OIAA solicitation, including:
    • similarity of scope.
    • complexity of the operations performed.
    • relevance to public sector, airport, or regulated environments.
• Qualifications (20 pts) —

  The respondent has clearly presented projects that provide experience directly relevant to this scope of work and that highlight the qualifications of their team members who will be involved in this project for the OIAA.

• Project Delivery or Work Plan to fulfill SOW (15 pts) —

  The proposer has clearly demonstrated its approach to fulfilling the Scope of Work requirements, including methodologies, processes, fulfillment capabilities, ordering process, communication protocols, account management approach, quality control measures, production and delivery coordination, responsiveness, online catalog or ordering platform, technology tools, turnaround capabilities, and ability to provide timely, efficient, and customer-focused service while meeting the requirements of the Scope of Work.

• Relevant Organizational Experience (15 pts) —

  The proposer has demonstrated relevant experience providing promotional merchandise and related services for organizations with similar operational, branding, marketing, fulfillment, and customer service requirements. Evaluation may include experience, references, project examples, and demonstrated ability to meet client expectations and deadlines.

• Creativity, Product Recommendations, and Brand Alignment (10 pts) —

  The proposer has demonstrated the ability to provide creative, innovative, and brand-appropriate promotional merchandise solutions that align with the OIAA's brand standards, marketing objectives, community engagement efforts, events, executive gifting needs, and overall guest experience.

  Evaluation may include the proposer's ability to introduce new product ideas, emerging trends, unique merchandise concepts, premium and executive gift recommendations, sustainable product options, co-branded opportunities, and other innovative solutions that provide value beyond traditional promotional products.

  Consideration may also be given to the quality, relevance, and diversity of the proposer's product portfolio, including real-world examples that demonstrate successful implementation of similar concepts.

• Value-Added Services and Additional Benefits (10 pts) —

  The proposal has demonstrated additional value beyond the minimum requirements of the Scope of Work through value-added services, cost-saving opportunities, operational efficiencies, technology solutions, customer service enhancements, and other benefits that may improve OIAA's overall experience and contract value. Evaluation may include, but is not limited to, complimentary artwork or proofing services, online ordering platforms, enhanced reporting tools, dedicated account support, sustainability initiatives, rush order accommodations, and other innovative services or benefits that provide added value to the OIAA.

• Interviews (at the discretion of the OIAA) (100 pts) —

  The OIAA may determine that it is necessary to conduct interviews prior to final selection. In the event interviews are necessary, the highest-ranking proposers will be invited to the OIAA to make a presentations to the members of the evaluation panel and answer questions. Each member of the evaluation panel will evaluate the interviews and the final scores will be established based on criteria and instructions provided prior to the interview taking place.

  Interviews may be conducted in person at the OIAA's discretion. If an in-person interview is required, shortlisted proposers shall be expected to participate in person.

  As part of the interview process, the OIAA may require shortlisted proposers to provide physical samples of promotional items for evaluation purposes. The OIAA may identify specific items, categories, or quantities to be provided prior to the interview. Samples may be evaluated for quality, durability, creativity, customization capabilities, brand alignment, packaging, and overall suitability for Airport-related needs.

• Cost Proposal (30 pts) —

  Cost Proposals will remain unopened until after all ratings and evaluations of the technical and if conducted, interview portions of this proposal are completed. Cost proposals will only be opened and tabulated by procurement staff. Cost Proposal points shall be calculated as follows:

  

  Table 1 will be weighted at 10 points, Table 2 will be weighted at 15 points, and Table 3 will be weighted at 5 points, for a maximum Cost Proposal score of 30 points. The Cost Proposal score will be summed as follows: Cost Proposal Score = Table 1 Score + Table 2 Score + Table 3 Score

  Pricing shall be all-inclusive and include all costs necessary to provide the item, including setup, customization, imprinting, production, shipping, delivery, and any other associated fees. In addition to the total price provided, proposers shall identify and itemize any setup fees, shipping costs, rush fees, or other charges incorporated into the pricing.

  Table 1 (10 points) Promo Items	Quantity	14-Day Turnaround Price	30-Day Turnaround Price	60-day Turnaround Price
  A - Flyer/Rack Card (5in x 7in) - 100lb, Gloss Finish	100
  D - Luggage Tag	100
  E - Plastic Water Bottle	100
  F - Hand Sanitizer (3.5in x 2.25in)	100
  G - Stress Plane (5.5in x 5.5in)	100
  H - Canvas Tote Bag (15in x 15in)	100
  I - Wooden Glider (8.5in x  9in)	100

   

  Table 2 (15 points) Promo Items	Quantity	14-Day Turnaround Price	30-Day Turnaround Price	60-day Turnaround Price
  A - Flyer/Rack Card (5in x 7in) - 100lb, Gloss Finish	1000
  D - Luggage Tag	1000
  E - Plastic Water Bottle	1000
  F - Hand Sanitizer (3.5in x 2.25in)	1000
  G - Stress Plane (5.5in x 5.5in)	1000
  H - Canvas Tote Bag (15in x 15in)	1000
  I - Wooden Glider (8.5in x  9in)	1000

   

  Table 3 (5 points) Promo Items	Quantity	3-Day Turnaround Price	7-Day Turnaround Price	14-day Turnaround Price
  B - Embroidery (Standard Main Logo)	5
  C - Foam Board/Foam Core (24in x 36in) - 3/16in	5

  The pricing provided in the Cost Proposal shall be incorporated into the resulting contract and shall remain valid for the initial contract term unless otherwise approved by the OIAA PM or OIAA designee.

Submission Requirements

• You acknowledge that you have read and understand the OIAA DBE Program Plan including the Small Business Element? (required) —

  The OIAA DBE Program Plan including the Small Business Element is available by clicking here:

  https://www.flyontario.com/business-development/procurement

  Select the icon that applies.

• Certifications (required) —

  Upload any small business certifications (SBE/SB-Micro/SB-PW/SB etc.) that your organization, partners, or subcontractors hold. If not applicable, upload a document stating "N/A".

• Upload your organizations current W-9 form (required) —

  The form must be signed and dated with the last 12 months. The latest tax form can be found here: https://www.irs.gov/forms-instructions. 

• Affidavit of Non-Collusion (required) —

  This form must be notarized prior to submission. Failure to provide a notarized version may result in disqualification.

  Please download the below document, complete, sign, and upload.

• Confidentiality and Non-Disclosure Form (required) —

  Please download the documents below, complete, and sign.

• Supplier Information Form (required) —

  Please download the below documents, complete, and upload.

• Conflict of Interest Disclosure —

  All persons or organizations seeking contracts or agreements with the OIAA must complete and submit this OIAA Conflict of Interest Disclosure Form along with the bid/proposal.

  NOTE: Failure to comply with this requirement may cause your proposal to be declared nonresponsive.

  Any questions regarding the information required to be disclosed in this form should be directed to OIAA’s General Legal Counsel, especially for any “yes” responses to questions in this form, which may also disqualify your organization from submitting an offer on the bid/proposal.

• Conflict of Interest Form (required) —

  Please download the document below, complete, and sign.

• Upload Completed Conflict of Interest Form (required) —

  Upload completed and signed document here.

• Small Business & Subcontractor Letter of Intent (LOI) (required) —

  Please download the below document, complete, and upload it in this section. 

  This form must be completed for each small business subcontractor included in your proposal. If you are partnering with multiple small businesses, please upload a separate form for each.

   If not applicable, upload a document stating "N/A".

• List of Subconsultants (Bidder's List Collection Form) (required) —

  Please download the below document, complete, and upload to include the requested information for the prime contractor/consultant(s) and subcontractor(s)/subconsultant(s).

  If the prime contractor is the only bidding entity and there are no subconsultants or subcontractors, please complete and return the form with only the prime bidder’s information.

• Draft Contract Terms —

  Proposers should anticipate entering into an agreement with the OIAA that will be largely similar to that of the draft included in this solicitation.

• Please download the below documents. (required)
• By selecting the box below, you confirm that you have read and understood the Draft Contract Terms. (required) —

  NOTE: Questions regarding the terms and conditions of the draft contract should be submitted during the open RFI period of this solicitation.

• Proposal Section (required) —

  Submit your proposal solely in this section. Failure to do so may result in the proposal being deemed invalid.

• Cost Proposal (required) —

  Submit your cost proposal solely in this section. Failure to do so may result in the proposal being deemed invalid.

• B) Conditional - Administrative Requirements for successful Proposer —

  Administrative Requirements due prior to award of contract:

  • Certification of Insurance
  • Copy of successful Proposer's City of Ontario Business License
• Certificate of Insurance Requirement —

  Please download the document below for the type of insurance required from successful proposer.

• City of Ontario Business License (required) —

  Please confirm that you will provide a copy of your City of Ontario Business License and/or confirmation response prior to Award of Contract and/or Commencement of Work.

• Budgetary Information (required) —

  Please enter the spend codes for this project:

  • Spend Category
  • Cost Center
  • Activity Code
• Worktag (required) —

  Is there a Worktag associated with this purchase/project?

  • If yes, enter the number below.
  • If not, enter NONE.
• Approvals (required) —

  Has this request been approved by the requesting department head and the Finance department?

• Project Deliverables or Anticipated Functions (required) —

  List and/or describe in detail all the tangible results, products, or services that the project is expected to produce. Be sure to include the number of each item needed if applicable. 

• Supplier Qualifications (required) —

  Please list all qualifications for a supplier to be deemed acceptable. Include any relevant industry standards, product types, manufacturing requirements, quality control regulations, or years of experience required.

• General Description (required) —

  Provide a brief description of the project, including its objectives, purpose, any relevant goals, and expected outcomes.

• Project Resources (required) —

  Identify the work plan required for the project, including equipment, materials, and any external resources.

• Terms and Conditions (required) —

  List any desired contract terms and conditions such as length of contract, options for renewals, and conditions for renewal.

• Acceptance Criteria (required) —

  Please list any product/good/service/software requirements that would deem a proposal acceptable.

• Specs or Service Requirements (required) —

  Please list any measurements, specifications, or dimensions required for this product/good/service.