Specifications include, but are not limited to: 3.1 The successful bidder (hereinafter referred to as “Contractor”) shall provide a complete employee service award program in accordance with the requirements specified in this bid. The Contractor’s program shall be designed for efficiency and ease of use by the Placer County Human Resources Department and for the Placer County employees eligible for awards. The Contractor shall be responsible for providing all necessary components, subcontract costs and any other parts/materials required or that are necessary to provide a successful employee service award program for the County. The Contractor’s program shall also provide a warranty for all of the available service awards. All items must have a warranty of at least 90 days or the manufacturer’s standard warranty, whichever is longer. 3.2 The County’s Employee Service Award program is based upon length of service for employees who have a minimum of ten (10) years of service with the County; with awards given at five-year intervals thereafter. Employee Service Awards shall start when an employee has fulfilled ten (10) years of service with the County with increasing award value related to the number of years’ service, i.e., the award value for fifteen (15) years shall be greater than the award for ten (10) years, and so on through the various categories. However, the service award for forty (40) years may be the same as the award for thirty-five (35) years. Bidders will have flexibility in suggesting the items to be offered for each service level. 3.3 If a choice program is selected the brochure will explain to the County employee how to order, giving them several options such as telephone or online ordering. In addition to the service award the Contractor shall prepare and provide an employee recognition packet. The recognition packet shall include (at a minimum): A personalized congratulations letter from the County Executive Officer (CEO) on Placer County letterhead with a scanned signature; A gold electroplated lapel pin with synthetic stones (refer to Attachment C – Placer County Lapel Pins for the progressive designs of each service level lapel pin); and A personalized color certificate of appreciation from Placer County with the County logo (refer to Attachment B – Placer County Logo), employee name, years of service, and scanned signature of the CEO printed on the certificate. 3.4 The Human Resources Department will provide the Contractor with the necessary contact information for each County employee that qualifies for a service award. This information will be sent to the Contractor securely by e-mail and will be formatted to provide specific information including a contact person and address along with all current year’s eligible employees’ ID number, full name, Department ID, hire date and home address. 3.5 The Contractor shall be solely responsible for informing the Human Resources Department regarding which product(s) are discontinued and what new products are available. This notification shall be received by the Human Resources Department not later than April 1 of each year. The Human Resources Department will have the option to approve or reject any of the suggested items and applicable prices. The Contractor shall ensure that replacement items are within the current contract pricing.
