ONE-TIME PURCHASE OF SELECT PROMOTIONAL ITEMS AND MAILING

Number

Title

12/16/2025 10:00 AM

1/2/2026 2:00 PM

1/7/2026 2:00 PM

Nia Pearson nia.pearson@pgworks.com

RFQ - Small Dollar Purchase

Appoinvoices@pgworks.com,
800 W. Montgomery Ave - Attn: Accounting,
Philadelphia , Philadelphia PA 19122 US

VARIOUS,
PHILADELPHIA, PA US

PLEASE SUBMIT A BID FOR A ONE-TIME PURCHASE OF SELECT PROMOTIONAL ITEMS AND MAILING TO PGW EMOPLOYEES.

**NO SUBSTITUTES/ALTERNATIVES**

***BIDS WILL BE DEEMED NON-RESPONSIVE IF BIDDERS: ***

- TAKES EXCEPTIONS TO PGW'S SPECIFICATIONS OR TERMS AND CONDITIONS.

- FAILS TO PROVIDE PRICING AND LEAD TIME ON ALL ITEMS.

- BID DOES NOT MEET THE REQUIRED SPECIFICATIONS.

BIDDERS ARE REQUESTED TO QUOTE THE FOLLOWING:

PAYMENT TERMS: NET 30 DAYS, FREIGHT: PAID, F.O.B.: DESTINATION.

SPECIFICATIONS:

-      REVIEW PRE-SELECTED ITEMS LIST UNDER “DOCUMENTS” TAB

- PGW LOGO IMPRINTED OR EMBROIDERED ON ALL ITEMS

- BIDDER MUST INCLUDE SEPARATE LINE FOR ARTWORK/IMPRINT COSTS (IF

APPLICABLE)

- BIDDER MUST INCLUDE A SEPARATE LINE FOR SET UP COSTS (IF APPLICABLE)

- ESTIMATED EMPLOYEES – 638. EMPLOYEES WILL SELECT FROM 1 (ONE) PROMO ITEM FROM THE LIST.

-     BIDDER MUST BE ABLE TO SNAIL SELECTED MAIL ONE (1) ITEM PER EMPLOYEE.

- MUST PROVIDE ESTIMATES OF BOTH 1ST CLASS AND STANDARD RATE MAILING. STANDARD RATE MAILING.

-     AWARDED VENDOR MUST EMAIL "PROOF" OF ITEM FOR APPROVAL BEFORE MASS

DISTRIBUTION.

-           AWARDED VENDOR WILL RECEIVE LIST OF EMPLOYEE ADDRESSES.

- MUST BE ABLE TO SUPPLY ALL ITEMS LISTED.

ANY QUESTIONS OR REQUEST FOR CLARIFICATION REGARDING THIS RFQ AND THE ATTACHED DOCUMENTS MUST BE SUBMITTED VIA PGW.PROCUREWARE.COM BY 2:00PM EST ON, FRIDAY, JANUARY 2, 2026.

PLEASE REVIEW AND SUBMIT BID VIA PGW.PROCUREWARE.COM BY 2:00 PM EST ON JANUARY 7, 2026.

VENDOR SHALL PROVIDE PRICING IN ACCORDANCE WITH THE SPECIFICATION AND PRICING STRUCTURE SET FORTH IN THE REQUEST FOR QUOTE (RFQ)# 35820.

ONCE THE CONTRACT AGREEMENT IS AWARDED, THE AWARDED VENDOR MUST ADHERE TO WHAT HAS BEEN QUOTED OR THIS COULD CAUSE THE ORDER TO BE SUBJECT TO CANCELLATION.

***PLEASE NOTE THAT PGW IS ELIGIBLE TO PARTICIPATE IN COSTARS, NJPA, OMNIA PARTNERS, NASPO AND/OR STATE/CITY OF PHILADELPHIA CONTRACT PRICING.  PLEASE INCLUDE THE CONTRACT NUMBER ON YOUR RFQ IF APPLICABLE.

ADDITIONAL NOTES :

(1)  THE BASIS OF AWARD FOR THE SUCCESSFUL VENDOR SHALL RESULT IN ONE (1) PURCHASE ORDER TO THE LOWEST, RESPONSIVE, AND RESPONSIBLE VENDOR. IF LOWEST BID PRICE IS EQUAL, THE FOLLOWING FACTORS WILL BE TAKEN INTO CONSIDERATION TO DETERMINE THE AWARD:

a. LEAD-TIME

b. BEST AND FINAL OFFER (BAFO)

VENDORS WILL BE NOTIFIED ACCORDINGLY BY THE RESPECTIVE BUYER IF ANY OF THESE FACTORS ARE APPLIED.

(2)  ANY PURCHASE ORDER RESULTING FROM THIS REQUEST FOR QUOTATION IS SUBJECT TO CANCELLATION BY PGW UPON THIRTY (30) DAYS WRITTEN NOTICE.

(3)  ANY BIDDER THAT HAS HAD A PURCHASE ORDER WITH PGW TERMINATED DURING THE PREVIOUS THREE (3) YEARS DUE TO BREACH OR DEFAULT MAY BE DEEMED NON-RESPONSIBLE AND NON-QUALIFIED FOR THIS RFQ.

(4) CONTRACTOR WILL BE BOUND BY PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND SUSPENSION OF VENDORS.  SUSPENSION OR DEBARMENT OF CONTRACTOR BY PGW PURSUANT TO PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND SUSPENSION OF VENDORS AND CONTRACTORS WILL BE CONSIDERED AS DEFAULT BY CONTRACTOR.

(5)  THE SUCCESSFUL BIDDER MUST REMIT ALL INVOICES ELECTRONICALLY TO APPOINVOICES@PGWORKS.COM FOR ELECTRONIC PAYMENT.  FOR ASSISTANCE OR QUESTIONS REGARDING INVOICING, PLEASE CONTACT PGW ACCOUNTS PAYABLE AT 215-684-6980.

PROCUREWARE SITE NAVIGATION :

-“DESCRIPTION” TAB – Review RFQ requirements & note your intention to bid.

-“BID DOCUMENTS” TAB – Download Bid Documents & Terms & Conditions of Bidding

-“CLARIFICATIONS” TAB – Enter & review questions pertaining to the RFQ

- “RESPONSE” TAB:

QUESTIONS- Answer required questions & upload completed required documents.

PRICING – Review items list & enter bid pricing.

- “CALENDAR” TAB – Review all events for RFQ