Project Information

Bid Title

Provision of an Employee Service Awards Program on a Multi-Year Contract

Issuing Agency

Gwinnett County

Location

Georgia

Published Date

Dec 2, 2025

Closing Date

Jan 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

RP004-26 INV

Original Source

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Bid Documents

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Project Description

RP004-26 INV

Provision of an Employee Service Awards Program on a Multi-Year Contract

Buyer Contact : Jenny.Coleman@GwinnettCounty.com

Opening Date : 01/06/2026 03:00 PM EST

6

Attachment Preview

December 2, 2025

REQUEST FOR PROPOSAL

RP004-26

The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified

service providers for the Provision of an Employee Service Awards Program on a Multi-Year Contract for

the Department of Human Resources.

Proposals must be returned in a sealed container marked on the outside with the Request for Proposal

number and Service Provider name. Proposals will be received until 2:50 P.M. local time on January 6,

2026 at the Gwinnett County Financial Services - Purchasing Division - 4th Floor Charlotte J. Nash Building,

75 Langley Drive, Lawrenceville, Georgia 30046. NOTE THAT THE PURCHASING DIVISION HAS

TEMPORARILY RELOCATED. ALL PROPOSALS MUST BE SUBMITTED AT THIS LOCATION. Any proposal

received after this date and time will not be accepted. Proposals will be publicly opened and only names

of submitting service providers will be read at 3:00 P.M. A list of service providers submitting proposals

will be available the following business day on our website www.gwinnettcounty.com.

Questions regarding proposals should be directed to Jenny Coleman, Purchasing Associate II, at

Jenny.Coleman@GwinnettCounty.com or by calling 770-822-8734, no later than 3:00 P.M. December 12,

2025. Proposals are legal and binding upon the service provider when submitted. Five (5) unbound single-

sided copies (one (1) marked original and four (4) marked copy), and two (2) digital (flash drive) copies

(one (1) technical and one (1) financial) should be submitted.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs

or activities. Any requests for reasonable accommodations required by individuals to fully participate in

any open meeting, program or activity of Gwinnett County Government should be directed to the ADA

Coordinator at the Gwinnett County Justice and Administration Center, 770-822-8165.

The written proposal documents supersede any verbal or written prior communications between the

parties.

Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right

to reject any or all proposals to waive technicalities, and to make an award deemed in its best interest.

Award notification will be posted after award on the Gwinnett County website, www.gwinnettcounty.com

and service providers submitting a proposal will be notified via email.

We look forward to your proposal and appreciate your interest in Gwinnett County.

Jenny Coleman

Purchasing Associate II

The following pages should be returned as part of your proposal document:

Fee Schedule (return in a separate envelope), Page 6

Service Provider Information, Page 7

References, Page 8

Code of Ethics Affidavit, Page 9

Contractor Affidavit and Agreement, Page 10

RP004-26

Page 2

SPECIFICATIONS

I.

INTRODUCTION

Gwinnett County (Gwinnett) offers an employee Service Awards Program that is designed to recognize the

contributions of employees upon reaching specific milestones in their careers with the organization. It is important to

Gwinnett that employees are acknowledged, appreciated and celebrated. This program should provide quality, variety

and meet all branding requirements as outlined below.

II.

PROGRAM REQUIREMENTS

Employees receive a service award gift, Certificate of Special Recognition, and lapel pin in celebration of their 5, 10,

15, 20, 25, 30, 35 and 40 years of employment anniversaries.

The Department of Human Resources (HR) will provide the service provider with a monthly report detailing eligible

employees with the following information: employee name, years of service, department, service anniversary date, and

shipping location.

After receiving this report, the service provider shall provide the employee service award gift packet, certificate of

special recognition, and service award lapel pin as shown below.

Service Award Gift Packet

The service provider will be responsible for sending service award gift packets to the qualifying employee. The packet

should include the following:

1. Instructions for online catalog access and on-line ordering (5, 10, 15, 20, 25, 30, 35 or 40 years of employment)

2. Letter of recognition sent to the employee via email (see sample letter “Appendix A”).

Once the employee places their order, the item is then shipped to the employee’s home address.

Gwinnett requests that service providers offer eligible employees a vast selection of service award gifts. For example,

an employee may choose from a variety of different award gifts (of approximately the same price range) on each

specified anniversary date.

Gwinnett will need to approve all gift selections.

Certificate of Special Recognition

Employees will also receive a Certificate of Special Recognition (see sample certificate “Appendix B”).

HR will provide a template for certificates that meet internal Gwinnett branding requirements. Any potential changes

or modifications require the approval of the Human Resources Director and Gwinnett County Department of

Communications. The certificate should display the Gwinnett County Seal, list the employee’s name, years of service,

and have signature lines to be signed by the Commission Chairperson, County Administrator, and the employee’s

Department Director. There will be occasional requests to have signature lines modified. Gwinnett will provide this

information.

The certificate size should be printed on 8.5”x11” ivory colored, 110 lb. premium cardstock paper. After the service

provider receives the report from HR, certificates should be printed, organized by department, and mailed to HR. The

service provider will also provide a presentation holder/binder for the certificate. The presentation holder/binder shall

be a black, non-padded premium quality leatherette certificate holder, 8.5"x11" in size with a clear acetate overlay for

protection of certificate, four white satin ribbon corners, and an easel backing design for standing on table or wall

mounting, similar to the below image. When possible, the presentation holder will need to be individually sealed to

ensure quality of product.

RP004-26

Page 3

Service Award Lapel Pin

Employees reaching career milestones with Gwinnett will receive a service award lapel pin that identifies years of

service with an accompanying-colored synthetic stone. HR will place an annual order for lapel pins. These pins are

then distributed to department liaisons.

The design for the service lapel pin shall be the standard 5/16” x 1-1/8” (see attached drawings “Appendix C”) and

gold-plated.

The color scheme for the synthetic stone will be black onyx (5 years), ruby (10 years), sapphire (15 years), emerald (20

years), amethyst (25 years), yellow topaz (30 years), diamond (35 years) and aquamarine (40 years).

In the middle of the circle will be the raised black/brown recessed tone shape of the Gwinnett logo. The service year

will also be included in the middle of the logo with black/brown recessed tone. All service years will bear a 2.0 mm

synthetic stone located in the center, under the logo.

Arched around the inside of the circle will be raised black/brown recessed lettering “Gwinnett County” at the top.

Each pin should be backed with a military or magnetic clutch. Please provide a sample of each. Each pin should be

individually packaged in a plastic bag.

III. INFORMATION REQUESTED IN PROPOSALS

Proposals should be responsive to all items noted in the request for proposal. It may also include supplemental

material(s) that further illustrate the responder’s ability to successfully provide the scope of services outlined in this

request.

A. Experience and Professional Qualifications

Please provide an overview of the responder’s organization/firm, including at minimum: historical background,

location(s) of business, length of time in the business, and organizational structure.

B. Quality

Please provide extensive detail on the process of quality control within the responder’s organization. Please

detail any warranty programs included with gifts/products. Specific to the pins, jewelry that causes

discoloration of skin, items that break or malfunction easily, or items of inferior quality are unacceptable.

C. Selection and Variety

Please provide a catalogue that indicates several different gifts available for each specified anniversary date.

Selection that allows a choice between multiple gifts in the same price range is desired.

RP004-26

Page 4

D. Design and Production

Please provide samples that meet the design and branding requirements for service award packet, certificate,

certificate holder, and lapel pins. Please provide five (5) samples of each with your proposal.

E. Service and Invoicing

Exceptional customer service is a huge part of any service provider partnership. The service awards program

is a reflection of Gwinnett. Any questions or problems that may arise should be resolved as quickly and

efficiently as possible. Monthly invoices should include employee name, employee number, item number

ordered, location mailed, etc.

F. References

Gwinnett requires a minimum of three (3) references where work of a similar size and scope has been

completed. Information provided should be complete, current, and easily verifiable. Failure to supply complete,

current, and easily verifiable information as requested may be reflected in the score for this criteria.

G. Cost (to be submitted in a separate sealed envelope)

Gwinnett anticipates the average cost of awards to be similar to the following:

Years of

Service

5

Anticipated Award Cost

Range

$53 - $65

Anticipated Lapel

Pin w/Stone

$4

10

$65 - $79

$4

15

$75 - $92

$4

20

$90 - $110

$4

25

$162 - $198

$4

30

$268 - $327

$4

35

$350 - $428

$4

40

$425 - $519

$4

Proposed pricing must include all costs, including but not limited to imprinting, freight, administrative costs,

dye cutting, gift, and lapel pin. Service provider will be responsible for shipping and handling of returned items.

RP004-26

Page 5

IV. Selection Criteria

A selection committee will be established consisting of staff members and one independent evaluator. Gwinnett will

evaluate each submittal carefully. Proposals will be evaluated based on the following criteria:

Criteria

Phase I

A.

B.

Experience and Professional

Qualifications

Quality

C.

Selection and Variety

D.

Design and Production

E.

Service and Invoicing

F.

References

Sub-Total/Points

Phase II

Cost (to be submitted separately in a sealed envelope)

Phase III

Optional Interview

Total Points

Points

15 points

15 points

15 points

15 points

10 points

10 points

80 points

20 points

10 points

110 points

Basis of Short-Listing / Selection

Phase I – Initially, proposals will be evaluated based on their relative responsiveness to the criteria described above

and will be scored based on the point values as shown.

Phase II – Service providers may be short-listed for further consideration. The Cost Proposals of the short-listed

service providers from Part I will be opened, reviewed, and scored with the lowest cost receiving the most points and

the other service providers receiving proportional points based on the differences in proposal costs.

Phase III – At Gwinnett’s discretion, or as deemed in Gwinnett's best interest, service providers may be short-listed a

second time for an interview/demonstration. At this time, Gwinnett may request further information, explanations,

clarifications, presentations, interviews, demonstrations, or meetings with some or all of the remaining service

providers.

If interviews are necessary for selection, evaluation will be performed using a 0–10-point scoring system.

All presentations/interviews will be the sole responsibility of the proposing service providers and at no cost to

Gwinnett.

If an agreement with the highest ranked service provider cannot be reached, Gwinnett may then negotiate with the

second-ranked service provider and so on until a satisfactory agreement has been reached.

Gwinnett reserves the right to cancel the Request for Proposal for any reason and at any point in the selection process

if deemed appropriate by Gwinnett.

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541612Human Resources Consulting Services

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