10-02. Specific Terms and Conditions - AAU-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

Athletic Apparel and Uniforms AAU-2026

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide athletic apparel and athletic uniforms for the District. This RFP contract only pertains to the Georgia High School Association (GHSA) recognized sports in Cherokee County. In the best interest of CCSD, this RFP may be awarded to multiple proposers.

CCSD is comprised of six area high schools. Please see the following three-year trend.

CCSD 3-Year Trend for Athletics Participation

2022-23 Female Male Total Cherokee 494 417 911 Creekview 505 565 1070

Etowah 403 545 948 River Ridge 351 420 771 Sequoyah 397 420 817

Woodstock 397 435 832

CCSD 2547 2802 5349

2023-24 Female Male Total Cherokee 511 451 962 Creekview 534 555 1089

Etowah 386 409 795 River Ridge 401 432 833 Sequoyah 429 399 828

Woodstock 383 389 772

CCSD 2644 2635 5279

2024-25 Female Male Total Cherokee 485 446 931 Creekview 547 542 1089

Etowah 397 431 828 River Ridge 428 440 868 Sequoyah 404 439 843

Woodstock 359 461 820

CCSD 2620 2759 5379

The objective of this Request for Proposal (RFP) is to explore opportunities to reduce out-of-pocket costs for students and families across all six CCSD high schools while maintaining school identity, brand choice, and purchasing autonomy. Currently, each school operates under separate vendor agreements, resulting in varied pricing structures, rebate formulas, and discount levels for similar products.

RFP Goals

• Leverage the combined purchasing power of all six schools to achieve better pricing, particularly on custom items (which make up the majority of orders).

• Standardize pricing and rebate structures to ensure fair access across schools.

• Maintain flexibility for coaches and staff to choose preferred brands, local vendors, and carve-outs for specific programs (e.g., cheer, band, spirit wear).

• Ensure no additional administrative burden, cost, or changes to existing ordering processes and timelines.

• Protect existing relationships with local vendors who provide decoration and customization services.

2. All questions regarding the AU-2026 RFP must be submitted through the CCSD Euna Procurement Message

Center by 2:00 p.m. on Thursday, October 2, 2025. Questions must be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Euna Procurement Portal. RFP proposals must be submitted in the portal on Thursday, October 9, 2025, by 9:00 a.m. Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The thirty-six (36) month term for the Athletic Apparel & Uniforms RFP will be December 1, 2025 through November 30, 2028. The term may be extended if requested by the awarded proposer(s) at least 120 days in advance of current term expiration.

5. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet CCSD’s required amounts. The awarded proposer(s) is required to maintain the insurance requirements as specified in CCSD General Terms and Conditions (General Term #30-32).

If awarded, all insurance required limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

6. All proposers, including any persons affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services. Contact of this nature will result in immediate disqualification of the proposer.

7. It is the expectation that the awarded proposer will provide the following:

• Provide competitive, transparent pricing for both stock and custom items, with emphasis on improved discounts for high-volume custom orders.

• Outline rebate structures that scale with consolidated purchasing volume.

• Demonstrate ability to support all six schools with consistent processes, timelines, and service levels.

• Preserve autonomy of schools, teams, and coaches in brand and vendor selection where appropriate.

• Allow flexibility for existing inventory and uniform cycles to continue without forced replacement.

• Provide a hard order by date for both Fall and Spring sports to guarantee product availability and timely delivery.

CCSD is looking for proposer(s) in the following categories of expertise: Providing team uniforms and athletic apparel to all high schools that compete in GHSA sports. Sponsorship opportunities including but not limited to branding and advertisement within CCSD. Proposer(s) are to select their categories of expertise and clearly document their experience and credentials in these categories. Proposers can select one or multiple categories but must show proficiency in a specific category in order to be considered for a recommendation in that category. The scope of services of this solicitation pertains to high schools and any additional school(s) within CCSD that competes in GHSA sports.

Proposers must be able to provide uniforms for the following GHSA Sports Activities:

• Football • Cheerleading • Softball

• Volleyball • Cross Country • Swimming

• Basketball • Wrestling • Gymnastic

• Tennis • Soccer • Track & Field

• Baseball • Lacrosse • Golf

• Flag Football

Option 1 (Brands only) CCSD is seeking proposals from experienced and qualified proposers to provide a district-wide discount of athletic uniforms and athletic apparel. The proposer will ensure that all high schools that participate in GHSA sanctioned sports will obtain the best prices when ordering uniforms and general athletic apparel. The schools will still have the choice in choosing authorized dealers to service their schools, but each dealer will have to agree to the prices set by the proposer and recognize the existing rebate program created by the awarded proposer.

CCSD views shoes as equipment and not part of the uniform. Payment for services will be the responsibility of the local school, and the amount will be determined by the number of team uniforms and volume of athletic apparel ordered.

Option 2 (Dealers only) CCSD is seeking proposals from experienced and qualified dealers to provide a district-wide discount of athletic uniforms and athletic apparel. The proposer will ensure that all high schools that participate in GHSA sanctioned sports will obtain the best prices when ordering uniforms and general athletic apparel. The schools will choose a dealer to service their school, and the dealers will set the prices and rebate program for the different brands they offer to the schools. CCSD view shoes as equipment and not part of the uniform. Payment for services will be the responsibility of the local school, and the amount will be determined by the number of team uniforms and volume of athletic apparel ordered.

8. Opt-Out Provision Coaches and teams will retain the option to purchase from their preferred brand or vendor. Participation in the unified purchasing contract is encouraged but not mandatory; no coach, team, or program will be restricted from exercising brand preference or maintaining trusted vendor relationships.

9. Proposers must outline all discounts proposed for athletic uniforms as well as general athletic apparel. Proposed sponsorship opportunities, and all dealer/retailers that CCSD can utilize to purchase your products should be included. Proposers must include pricing schedules and specifications for optional equipment, upgrades and accessories, where applicable.

10. To be considered for award, all proposers are required to provide samples for the items provided in the RFP submission. It is mandatory that all samples are delivered to CCSD by Thursday, October 16, 2025. All samples must be shipped to Attn: Tonya Sebring; 1205 Bluffs Parkway; Canton, GA 30114, no later than 4:00 p.m. EST.

11. Proposers must provide a company overview to include the following:

a. Corporate name, address, and telephone number of the corporate headquarters and local office.

b. The name and phone number of one individual who will be the company’s primary contact with CCSD for negotiation and the name of the project manager.

c. A brief history of the company and the present organizational structure.

12. Proposers must provide a copy of their business license indicating that the proposer can conduct business in

Cherokee County, Georgia and documentation showing that the proposer is properly registered to conduct business in the State of Georgia.

13. Proposers must describe the financial status of the firm; include the audited financial statements (income statements and balance sheets) for the past two (2) accounting years.

14. Proposers must describe in detail the methodology and procedures that will be used to accomplish the requirements for this RFP. This includes planning and implementing a district wide sponsorship program with multiple dealer/retail sites available for schools to purchase athletic uniforms, and athletic apparel. CCSD views shoes as equipment and not part of the uniform.

15. Describe the rebate or incentive program on all items purchased by the school. All proposed incentives or loyalty programs must be of equivalent measurable value and fully transparent. The District reserves the right to verify that all pricing, incentives, and adjustments must remain competitive and compliant with CCSD standards throughout the contract term. No preference will be given to any vendor-specific incentive programs.

The proposer must provide a clear mechanism for verifying the value and usage of these incentives. The proposer must have the ability to track and report on any rebates, promotions, or incentive programs offered (e.g., vendor loyalty credits or discounts).

Detailed catalog-based pricing must remain fixed throughout the contract period unless otherwise requested and approved by the District in writing. Competitive catalog-based pricing must ensure that any adjustments to pricing are clearly outlined.

Options for additional services, such as team stores, customization (e.g., embroidery, screen printing), and bulk order capabilities.

16. Brands – Describe the plan to provide multiple authorized dealers to service all high schools and any additional school(s) within CCSD.

Dealers – Describe how you will service school accounts with your sales representatives.

17. The proposer must provide products, services and support. The proposer must provide a hard order by date for both Spring and Fall sports to guarantee product availability. The Supplier and its distributors must be able to provide services and timely deliveries to CCSD high school locations.

18. Describe potential advertising/branding opportunities that might exist at the school and CCSD per CCSD policy.

19. Explain equity in pricing for male/female uniforms in regard to gender equity (comparable selection, price, and quality).

20. Describe the allowance for sports that are not fully serviced by the proposer.

21. Discuss any other value-added components that would be a part of the district wide RFP contract. Example: The coverage might extend to community sports teams in each school zone or spirit wear sales for the booster club at the high school level.

22. Invoices will be sent to individual schools listed on the purchase orders.

23. ACH/EFT payments are highly recommended. If awarded, the proposer(s) may submit payment information with the W-9. ACH/EFT requires the following information:

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

24. Any deviations to the above specific terms must be stated with written documentation clarifying any such nonconformity and must be submitted with proposal response.

25. The services being sought under this RFP are professional in nature. Submissions will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 30 points Price

• 30 points Quality

• 30 points Services

• 10 points Qualifications/ Experiences/References