IFQ-26-37 Annual Contract - Custom Street Pole Banners

The City of Winter Haven is seeking quotations for an annual contract to supply custom street pole banners under solicitation IFQ-26-37, with a submission deadline of May 5, 2026, through its online procurement portal. The contract involves the production and delivery of double-sided banners in two sizes—18"x36" and 24"x72"—made from fade-resistant Sunbrella fabric with four-color printing, stitched edges, top and bottom pockets, and two grommets per banner. Performance includes delivering pre-production digital proofs within one week of order and completing full production within three weeks of proof approval. The initial contract term is one year, with the option to extend for up to three additional years by mutual written consent, limited to a maximum 5% annual price increase unless justified by industry data, and may be extended month-to-month for up to six months if a replacement solicitation is pending. All work is F.O.B. Winter Haven, Florida, and acceptance occurs upon delivery at that location. Vendors must submit a single consolidated file via the portal containing mandatory documents including an IRS Form W-9, a completed Procurement Affidavit, an ACORD Form 25 or equivalent Certificate of Insurance showing $1 million each in general liability, workers’ compensation, and business automobile liability coverage with the City named as additional insured, and Sunbrella color samples. Compliance with Florida statutes is required, including use of E-Verify for new hires, submission of a labor coercion affidavit, and disclosure of affiliations with foreign countries of concern under data privacy laws. The City applies a local preference for vendors physically located within its utility service area. Bids are evaluated using a Lowest Price Technically Acceptable (LPTA) methodology, where technical compliance—including experience with prior banner production and submission of required samples—is a threshold prerequisite, and the lowest-priced acceptable bid will be selected. No federal acquisition regulation clauses apply, and representations such as UEI, CAGE, or socioeconomic certifications are not required. Payments will be processed based on the W-9 information to the City’s designated procurement address, with no formal invoicing system specified. Protests must be accompanied by a $1,000 bond and are reviewed by a committee with final authority resting with the City Manager.