27SA-333 Employee Service Awards Recognition Program

New Castle County
Purchasing Division
87 Reads Way
New Castle, DE 19720
(302) 395-5250
Bid# 27SA-333
Employee Service Awards Recognition Program
Attachment A - Scope of Work/Specifications
New Castle County is seeking sealed bids for priced proposals for the Employee Service
Awards Recognition Program.
Vendor shall be responsible for providing all necessary components, subcontract costs
and any other parts required and/or necessary to provide a complete and operational
program.
The specifications contained below shall be construed as the minimum acceptable
standards for an Employee Service Awards Recognition Program.
Vendor is responsible for the overall approach of the Employee Service Awards
Recognition Program.
Vendor will be required to work in conjunction with New Castle County staff throughout
the project.
Vendor shall meet as requested to resolve any problems that may occur.
Vendor's proposal must include a representative sample of a letter, hard copy and online
brochure, online order form, and 5-year certificate example. Proposed cost for these
items should be indicated.
The selected Vendor should provide a selection of high quality products per anniversary
year.
New Castle County desires to implement a program that allows for recognition at 5 years
of service, 10 years of service, 15 years of service, 20 years of service, 25 years of service,
30 years of service, 35 years of service, 40 years of service, 45 years of service, and 50
years of service.
Costs should include award item and shipping. There should be a recognizable increase in
the value of items as the years of service increase. Proposer will have flexibility in
suggesting the items to be offered for each service category.
In evaluation of these items, consideration will be given to the quality, variety,
4/15/26 Bid# 27SA-333 Page 1 of 4

New Castle County
Purchasing Division
87 Reads Way
New Castle, DE 19720
(302) 395-5250
Bid# 27SA-333
Employee Service Awards Recognition Program
workmanship, and appearance of selection of choices for each service category.
The vendor will be required to respond to emails within 2-3 business days.
Prior to final award of the contract, New Castle County may request to see actual samples
of the items for inspection and approval. All items must have a guarantee of at least 90
days or the manufacturer's guarantee, whichever is longer. Proposed cost for each award
level (5, 10, 15, 20, 25, 30, 35, 40, 45, and 50) by year needs to be provided in the Proposer
proposal.
In addition to service awards, the Vendor must prepare and provide the following to be
presented to the recipients in advance of award selection:
* Personalized congratulatory letter on New Castle County letterhead with
scanned signature of the County Executive.
* Personalized color certificate of appreciation with New Castle County's seal logo,
employee name, years of service, and scanned signature of the County
Executive.
* The selected Vendor's Catalog/Brochure shall be available in an electronic (web-
based) format and in hard copy format with the ability for New Castle
employees to view and order awards via a New Castle County branded portal,
New Castle County specific webpage, or other web-based application. All costs
associated with the creation, distribution, management, set-up, interface, and
delivery of all catalog/brochures shall be borne by the vendor.
The Vendor shall provide a secure electronic data interchange (e.g., FTPS) of employee
information. The vendor shall verify annually with New Castle County Human Resources,
the names, service dates, and contact information about the eligible employees for the
current award year.
Vendor shall provide award packets containing letter, certificate and award brochure for
the appropriate years of service award within 30 days of receipt of recipient list. The
award packets shall be sorted by department and years of service when shipped to New
Castle County. New Castle County shall be invoiced for award packets within 30 days of
shipment.
4/15/26 Bid# 27SA-333 Page 2 of 4

New Castle County
Purchasing Division
87 Reads Way
New Castle, DE 19720
(302) 395-5250
Bid# 27SA-333
Employee Service Awards Recognition Program
New Castle County employees must be able to view and order awards via a secure online
web portal or application and have the option to mail or phone orders as needed.
Vendor shall develop and submit a preliminary list of gifts for each of the years of service
categories (5, 10, 15, 20, 25, 30, 35, 40, 45, and 50). New Castle County encourages the
Vendor's proposal to include a range of different priced potential award options to be
included. The vendor shall be responsible for all customer service and warranty related
to items awarded.
Delivery of gift selection shall be in the name of the employee to the address specified by
the employee when the award is selected/ordered. All employee service award items
should be delivered within four (4) weeks of order placement. A tracking number should
be provided via email to the NCC employee for every award that is shipped.
Vendor is responsible for reminder emails to award recipients at 30, 60, 90 days, etc.,
until New Castle County informs of the cut-off date for orders.
Vendor is responsible for monthly invoicing to include redemptions and non-responder
reports.
Personalization and New Castle County logo are not a requirement. If the awarded
vendor would like to offer this as an option within the budget, that is acceptable. The
vendor will provide the certificates which contain the logo and employees' names.
The awarded vendor is expected to recommend a variety of gift options at each service
level to support an annual service award program that aligns with the budget ranges
listed below.
Service Awards (Price ranges exclude shipping and are based on anniversary year.)
* 5 Years: $15-$30
* 10 Years: $30-$45
* 15 Years: $45-$60
* 20 Years: $60-$75
* 25 Years: $75-$90
* 30 Years: $90-$110
4/15/26 Bid# 27SA-333 Page 3 of 4

New Castle County
Purchasing Division
87 Reads Way
New Castle, DE 19720
(302) 395-5250
Bid# 27SA-333
Employee Service Awards Recognition Program
* 35 Years: $110-$130
* 40 Years: $130-$160
* 45 Years: $160-$200
* 50 Years: $200-$250
New Castle County will provide the congratulatory letter with Logo and Signature to
awarded Vendor.
New Castle County will provide an employee data file indicating service award year and
email address for follow-up reminders: 30/60/90 days.
4/15/26 Bid# 27SA-333 Page 4 of 4