6462 - Supply of Trophies, Medals, and Awards for Parks and Recreation Programs, 3.Statement of Work/ SpecificationsCITY OF DENTON
RFP 6462 FOR TROPHIES, MEDALS, AND AWARDS
EXHIBIT 3
SCOPE OF WORK AND TECHNICAL SPECIFICATIONS
The scope of work shall be finalized upon the selection of the Firm. The proposal submission shall
have accurately described your understanding of the objectives and scope of the requested products
and services and provided an outline of your process to implement the requirements of the Scope
of Work and Services. It is anticipated that the scope proposal submission will include, at a
minimum, the following:
TECHNICAL RESPONSIBILITIES AND REQUIREMENTS
A. Background
The City of Denton is accepting proposals from those interested in providing trophies and medals
for the Parks and Recreation department throughout the term contract. The following programs
will need trophies and medals: youth sports, adult sports, 5K race events, holiday events, and
additional recreation programs including special events. The City may require other types of
awards for special events.
For reference, examples of trophies purchased by the Parks and Recreation department are
included in Exhibit 4 of this RFP.
B. General Responsibilities and Requirements
1. QUALITY OF PRODUCT: Trophies shall be durable with a marble base. Trophies with a
single or double column shall be made with plastic type of material for the column. Medals shall
be quality grade with a color graphic and include engraving on the back. Neck ribbons for the
medals should be a solid color or have a sport specific graphic. Race medals shall be custom Mylar
medals with the race logo on them. Damaged products shall be replaced as soon as the damaged
product is returned to the contractor. If the product cannot be replaced, the contractor shall credit
the damaged product from the invoice.
2. DELIVERY: Contractor will ensure all awards are in good condition when delivered.
Contractor shall deliver all products by the required date. If any foreseen delays in production or
delivery issues arise, the City shall be notified immediately to discuss a resolution.
3. EXCESS FEES: The City of Denton will not be responsible for extra fees charged outside of
the pricing sheet, for example – delivery/shipping, engraving, processing, and/or handling fees.
These fees, if any, shall be included in the products’ unit price.
C. City of Denton’s Responsibilities
1. ORDERING: The City of Denton will submit orders for different programs throughout the year.
Race/event orders may be submitted within five (5) days of the required delivery date. Most league
CITY OF DENTON
RFP 6462 FOR TROPHIES, MEDALS, AND AWARDS
program orders will be submitted at least ten (10) days before the required delivery date. Orders
shall include delivery to the specified location, as submitted per each order. The City reserves the
right to cancel or change a product order within one (1) business day without any penalties. A
minimal restocking fee for non-engraved or customized products may be invoiced after City staff
agrees to pay the restocking fee.