Project Information

Bid Title

Statewide Service Award Pins

Issuing Agency

State Government of Ohio

Location

Ohio

Published Date

Nov 2, 2025

Closing Date

Nov 24, 2025

Government Level

State & Local

Status

Closed

Ref. #

SRC0000034528

Original Source

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Bid Documents

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Project Description

Solicitation ID:	SRC0000034528
Solicitation Name:	Statewide Service Award Pins
Original Begin Date:	10/31/2025 2:53:16 PM
Begin Date:	10/31/2025 2:53:16 PM
End Date:	11/24/2025 1:00:00 PM
Inquiry End Date:	11/17/2025 8:00:00 AM
Commodity:	Fine jewelry
MBE Set Aside:	MBE Set Aside
Agency:	DAS-Administrative Services State Agencies
Solicitation Status:	Open for Bidding
Solicitation Type:	Invitation To Bid (ITB)

Solicitation General Information

In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
Solicitation ID SRC0000034528
Solicitation Name Statewide Service Award Pins	RFx Type Invitation To Bid (ITB)
Lot # 1	Solicitation Status Open for Bidding
Round # 1	MBE Set Aside
Begin Date 10/31/2025 2:53:16 PM (ET)	Amendment?
End Date 11/24/2025 1:00:00 PM (ET)	Inquiry End Date 11/17/2025 8:00:00 AM
Summary The purpose of this Invitation to Bid is to obtain a Contractor to provide Service Award Pins that will be given to State of Ohio employees in recognition of their years of government service. The State is committed to making more State contracts and opportunities available to minority business enterprises (MBE) certified by the State of Ohio pursuant to Section 123.151 of the Ohio Revised Code and Rule 123:2-15-01 of the Ohio Administrative Code, as those provisions may be amended, renumbered, replaced or otherwise modified. This solicitation is being issued as a minority set aside contract in accordance with Section 125.081 of the Ohio Revised Code. All suppliers must be an Ohio certified MBE as of the solicitation due/opening date. Pursuant to OAC 123:2-14-02 (V), suppliers are required to be certified in the appropriate UNSPS Code for the products, supplies, or services specified in the solicitation. If a certification application has been submitted that needs to be expedited to meet the solicitation due/opening date, contact the Minority Business Development Division at the Department of Development. For more information regarding Ohio MBE certification requirements, including a list of Ohio certified MBE businesses, please visit Development’s Minority Business Development Division web site. Any supplier seeking to submit a response to this solicitation must provide a copy of its Ohio MBE certification with its response. The supplier must maintain a valid certification throughout the term of the Contract, including any renewals. Failure to maintain a valid certification will be considered a breach of the Contract. The UNSPS Commodity Code for this solicitation is 54101500.	Predecessor Contract OT904820 - SERVICE AWARD PINS Amendment #6
Process OhioBuys TRAINNG MATERIALS OhioBuys training materials can be located at this site https://procure.ohio.gov/bidders-and-suppliers/resources/Bidder+and+Supplier+Training/02_OB+training To participate or submit an inquiry for this RFx, you need to be registered in the OhioBuys Supplier Portal. Suppliers are not required at this time to be registered in OAKS. If you have a need to seek technical support, clearly specify you need access to an active Ohio Buys solicitation. Technical Support 1-877-644-6771 If there is a need for technical support during your proposal submission in the last 48 hours prior to the submissions, contact 614-466-5090.  This number is for OhioBuys solicitation technical questions only; there will not be any questions answered regarding the solicitation. Note: Chrome is the preferred browser for OhioBuys. Only have a single window open that is logged into OhioBuys, having multiple windows opened to a single user can create an error.
Ship To
Contracting Entity DAS-Administrative Services 1 Record(s)	Participating Agencies State Agencies 1 Record(s)

Solicitation Documents

Keywords Search Reset Title Type Att. Validity End Date Validity End Date ITB029844 Contract Public Solicitation Documents (Approved) ITB029844 Contract.pdf 1 Record(s)

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STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: SERVICE AWARD PINS

CONTRACT No.: ITB029844

CONTRACT ID: 29844

EFFECTIVE DATES: 3/1/2026 to 2/28/2029

SUPPLIER: UNDEFINED

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. SRC

0000034528. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been

determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the

items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and

Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any

attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the

expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and

Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the

discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement

between the Contractor and the Contracting Agency for any number of times and for any period of time. The

cumulative time of all mutual renewals may not exceed 36 months unless the Contracting Agency determines that

additional renewal is necessary.

This Requirements Contract is available to ALL STATE OF OHIO AGENCIES, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as

determined by the agency. The State makes no representation or guarantee that agencies will purchase the

volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the

following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director

Date

Page 1 of 7

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE

The purpose of this bid is to obtain a contract to provide Service Award Pins that will be given to State of Ohio

employees in recognition of their years of government service.

1.2 REQUIREMENTS

Service pins must be die cast, sterling silver, lapel type pins depicting the Great Seal of the State of Ohio and

other details complete with attached nail and clutch back, packaged in individual boxes. Pins will be in two

styles, silver and gold. The base of the pins will be sterling silver. The gold pins will be gold-plated over the

sterling silver.

1.2.1 Manufacture:

1.2.1.1 All pins must be manufactured from a three-dimensional casting die. Stamped pins are not

acceptable.

1.2.1.2 Pins for years of service from five to 30 must be metal, produced from sterling silver as

defined by industry standards.

1.2.1.3 Pins for years of service from 35 to 50 must be metal, produced from sterling silver as

defined by industry standards, and must be gold-plated over the sterling silver.

1.2.1.4 The diameter of the finished pin must be 5/8” +/- .005” and shall weigh no less than 1.6

DWT. The thickness of the finished pin must be approximately one millimeter.

1.2.1.5 Pins must have a nail permanently attached, centered on the back, approximately ¼” in

length. (Refer to Exhibit 2)

1.2.2 Design:

1.2.2.1

Seal: The seal must show clearly all the traditional details of the Great Seal of the State of

Ohio, that is the sun, sun rays, hills, arrows, and shocked grain. The areas between the

sunrays and behind the arrows and grain must be pierced (cut-out). The Great Seal of the

State of Ohio depicts thirteen sunrays.

1.2.2.2

Inscription: The inscription must be in raised letters and state “THE GREAT SEAL OF THE

STATE OF OHIO”. The pin must have sharp, crisp detail to allow the inscription to be read

from a distance of 12 to 18 inches. The inscription must be centered at the top of the circle,

and the number of years or number of stones must be centered at the bottom of the circle.

(Refer to Exhibits 1 and 2).

1.2.2.2.1 Pins for years of service from five through 15 will have the numbers centered

at the bottom of the circle.

1.2.2.2.2 Pins for years of service from 20 through 50 will have gemstones centered at

the bottom of the circle.

1.2.3 Gemstones:

1.2.3.1

Gemstones must be synthetic full cut Cubic Zirconia (CZ) or Garnet stones that are .03

carat in weight, approximately two millimeters in width, and must be imitation stones cut.

The Garnet stone must also be blood-red.

1.2.3.2 Gemstone type, quality, and placement vary depending upon the number of years of

service. The quantity and placement are as follows:

1.2.3.2.120 years – one Garnet stone centered at the bottom of the pin.

1.2.3.2.2 25 years – two Garnet stones, with a star in between the stones, centered at

the bottom of the pin.

1.2.3.2.3 30 years – three Garnet stones centered at the bottom of the pin.

Page 2 of 7

1.2.3.2.4 35 years- one CZ stone centered at the bottom of the pin.

1.2.3.2.5 40 years – two CZ stones, with a star in between the stones, centered at the

bottom of the pin.

1.2.3.2.6 45 years – three CZ stones centered at the bottom of the pin.

1.2.3.2.7 50 years – three stones centered at the bottom of the pin. The stones will consist

of two CZ stones and one Garnet stone. The Garnet stone will be placed in the

middle of the two CZ stones.

1.2.4 Packaging:

Service pins must be packaged complete with clutch back in individual, plastic presentation boxes

with foam padding and a clear, plastic cover or lid to protect from tarnish.

2 - STANDARD TERMS AND CONDITIONS

The State of Ohio Standard Terms and Conditions (revised 03/31/25) govern this Contract and are incorporated

as if fully rewritten herein.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific

Terms and Conditions; 3) Standard Terms and Conditions.

3.2 - MINIMUM ORDER

The minimum dollar value of any order placed against this Contract for delivery F.O.B. destination, transportation

charges prepaid and allowed, at any one time to one destination, must not be less than $50.00. The minimum order

value shall be firm for the life of the Contract.

For orders totaling less than $50.00, shipment to the ordering agency must be made by freight, parcel post, express

or commercial package delivery; whichever is the most economical method for proper delivery of the item F.O.B.

destination, transportation charges prepaid and added to the invoice. The receiving agency may require a copy of

the freight invoice to substantiate any invoiced freight charges.

3.3 - PRE-PRODUCTION SAMPLES

The Contractor must submit for DAS approval pre-production samples of the pin designs within four weeks of the

award of the contract to show the quality and workmanship of the pins to be delivered. The samples are to be made

from three-dimensional casting dies. One pin sample is to be sterling silver pin from the five to 15 years and the

second is to be gold plated sterling silver pin from the 35 to 50 years pins.

The pins supplied to the Agencies under the contract must be of the same quality and workmanship as the approved

pre-production samples. Failure to maintain the same quality level may be deemed as an event of default. The two

pre-production samples shall become property of the State of Ohio. Any variations between the samples and the

actual product being delivered that are due to manufacturer changes may be acceptable and shall require prior

written approval from DAS.

3.4 – FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract price(s) will remain firm for the first 12 months of the contract. Thereafter, the Contractor may submit

a request to increase their price(s) to be effective 30 calendar days after acceptance by DAS. No price adjustment

will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on

purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting

shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries

made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw

materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation,

Page 3 of 7

to include a comparison list of the contract items and proposed price increases, must be submitted to support the

requested increase. Supportive documentation should include, but is not limited to: copies of the old and the

current price lists or similar documents which indicate the original base cost of the product to the Contractor and

the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's

letterhead, which contain the above price information and explains the source of the increase in such areas as raw

materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other

factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated

into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the

price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary

decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease.

For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease.

Failure to comply with this provision will be considered as a default and will be subject to the

“Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

3.4 - DELIVERY

Supplies will be delivered to the participating agency within 30 days after receipt of order. The delivery location

will be noted on the purchase order issued by the participating agency.

3.5 - MINORITY BUSINESS ENTERPRISE (MBE) SET ASIDE

The State is committed to making more State contracts and opportunities available to minority business enterprises

(MBE) certified by the State of Ohio pursuant to Section 122.921 of the Ohio Revised Code and Rule 123:2-14-01

of the Ohio Administrative Code, as those provisions may be amended, renumbered, replaced or otherwise

modified. This solicitation is being issued as a minority set aside contract in accordance with Section 125.081 of

the Ohio Revised Code. All suppliers must be an Ohio certified MBE as of the solicitation due/opening date.

Pursuant to OAC 123:2-14-02 (V), suppliers are required to be certified in the appropriate UNSPS Code for the

products, supplies, or services specified in the solicitation. If a certification application has been submitted that

needs to be expedited to meet the solicitation due/opening date, contact the Minority Business Development

Division at the Department of Development. For more information regarding Ohio MBE certification requirements,

including a list of Ohio certified MBE businesses, please visit Development’s Minority Business Development

Division web site.

Any supplier seeking to submit a response to this solicitation must provide a copy of its Ohio MBE certification with

its response. The supplier must maintain a valid certification throughout the term of the Contract, including any

renewals. Failure to maintain a valid certification will be considered a breach of the Contract.

The UNSPS Commodity Code for this solicitation is 54101500 – Fine Jewelry.

3.6 - DIES

The awarded contractor must manufacture the dies for the pins and may be required to manufacture replacement

dies to ensure the highest quality of workmanship possible is maintained during the term of the contract. All dies

manufactured as a part of fulfillment of this contract shall become the property of the State of Ohio and must be

returned to DAS Office of Procurement Services upon expiration or cancellation of the contract.

The cost of developing the initial dies is to be included in the bid price for the pins. Dies must be replaced when

the crispness of the lettering can no longer be maintained. Clear, concise detail must be maintained on all lettering

and portions of the panoramic view. There will be no charge for replacement dies during the term of this contract.

All replacement die costs are to be reflected in the unit price of the service pins. Bids containing separate pricing

for the replacement dies may be deemed not responsive.

3.7 – INSURANCE REQUIREMENTS

The STANDARD TERMS AND CONDITIONS, V. LIABILITY PROVISIONS, C., 1., has been removed and replaced

with the following:

Commercial General Liability: written on an "occurrence" basis, including products and completed operations,

property damage, bodily injury and personal and advertising injury with limits of no less than $1,000,000 per

occurrence. If a general aggregate limit applies, either the general aggregate limit will apply separately to this

Page 4 of 7

project/location or the general aggregate limit will be twice the required occurrence limit. Defense costs are outside

of the policy limit. The State of Ohio, its officers, officials and employees are to be covered as additional insureds

on the commercial general liability policy with respect to liability arising out of work or operations performed by or

on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or

operations.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the State will

calculate the low lot total by multiplying the unit cost by the estimated usage listed in the item grid and then adding

each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being

deemed not responsive.

5.2 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be

determined by multiplying the unit cost by the estimated usage listed in the item grid and then adding each of the

totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not

responsive.

5.3 - DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested,

the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If

not provided as part of the bid response, the Bidder must provide said literature within seven calendar days after

notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature

either as part of their bid response or within the time specified herein will deem the bidder not responsive.

5.4 - COST ALLOCATION

As a baseline for evaluation of price adjustment requests, the Bidder(s) must provide a cost allocation for the

percentage of total costs for the costs of materials, labor, utilities, transportation, and overhead. The bidder(s) must

submit a cost allocation where indicated in the questionnaire as part of their bid response. The sum of all

percentages must be equal to 100 percent. No modifications to the cost allocation will be allowed during the term

of the Contract.

5.5 – PRODUCT SAMPLES

The bidder(s) may be required to submit samples of the supplies being offered in the bid. The sample(s) only must

meet the requirements detailed in Section 1.2.1 Manufacture on page 2 of this ITB. The samples will be used in

the evaluation process to determine the lowest responsive and responsible bidder. If not included as part of their

bid response, the bidder must provide the samples within seven calendar days after notification. Failure to provide

the samples within the stated time period may result in the bidder being deemed not responsive. After award of the

contract, the samples will be used as a basis of comparison with actual product delivered under contract. Any

variation between the samples and product being delivered is considered as an event of default. Any variations

between the samples and actual product being delivered that are due to manufacturer changes may be acceptable

and shall require prior written approval from DAS.

Page 5 of 7

Commodity Codes

• NAICS 332999All Other Miscellaneous Fabricated Metal Product Manufacturing
• NAICS 453998All Other Miscellaneous Store Retailers (except Tobacco Stores)

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