The Vendor is required to provide a secure web‐based system for online ordering of college-branded promotional products and apparel, on an as-needed basis.
- The College serves roughly 43,000 students each year, through credit and noncredit programs, at nonresidential campuses located in county.
- To support students’ academic and professional goals, the College employs more than 3,365 faculty, administrators, and staff.
- Provide the labor, equipment, supplies, materials and infrastructure to provide secured online ordering and delivery of branded promotional products and apparel to the College.
- Provide a fully automated ordering and delivery system which will include easy‐to‐use, convenient, and secure online ordering with e‐mail confirmation of orders.
- The online ordering site will provide ordering capabilities, order management, shipping, tracking options, secure credit card and purchase order payment processing, and customer service support.
- Create, provide, and maintain a college-branded website for college employees to place orders for promotional products and apparel.
- The contractor shall only accept orders through the college website and shall not accept e-mailed, phoned, faxed, or similarly transmitted orders.
- The following functionality must be included on the site:
• User‐friendly, online‐store‐style interface with images/thumbnails of items available for purchase and their prices and tracking system to allow requestors to check the status of their orders.
• Secure login for authorization and departmental identification.
• Products approved for production, following college’s brand guidelines.
• Payment via secured credit card system or by purchase orders.
• Customer service availability for general and custom needs.
• Provide access to stored department records of previously approved and ordered items for quick recall and reorder by college users.
• Provide training on use of the contractor’s system through a customized, self-paced, online instructional demonstration/manual on the college’s branded website hosted by the contractor, maintained for the duration of the contract, and updated, when necessary, for ongoing user training.
• Have full reporting capabilities, including item descriptions, quantities, order and delivery dates, department/office names, payment type (p-card vs. Purchase order number), and unit and total dollar amounts. All reports must include the corresponding invoice number.
- Online Ordering Process
• Provide and require a unique user name and password to log onto the online system website.
• Provide system security that allows multiple security and approval levels. Provide buttons designating “new order”, and “revised order” or similar.
• Provide an e-mailed confirmation receipt of the order with final invoice and shipping tracking number.
• Show quantities and prices of products, including a list of all contract items, on the college’s branded home page.
• Allow and highlight certain data fields to be designated as required input data fields.
• Provide capability for drop-down menus, subject to agency department request and approval, department and office names; campus street address, city, state, zip code; the college standard area code and exchange plus an “other” selection for a nonstandard area code and telephone number;
• Include a comments section for special notes, issues, requests, and purchase order number insertion for billing, and provide a system to provide feedback and confirmation about comments section text.
- Provide the necessary print quality and quality assurance; customer service protocols and system adaptability for special requests and new designs; and technology including online proofing and approval processes, ability to provide visual customized catalog of college products, other customizable options, database capabilities allowing information storage and retrieval, order tracking, shipping tracking number, system security, billing options, and usage reports.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: January 30, 2026
