1309490-event.pdf

21 May 2025

Promotional Apparel Preferred Vendor Auburn University is seeking sealed proposals from qualified delivery service providers to established non-exclusive preferred relationships to provide promotional apparel to university campus units.

21 May 2025

Open 4/22/2025 12:00 AM CDT Type AU - Request for Proposal Close 5/21/2025 10:30 AM CDT Number AU-2025-0000876 Currency US Dollar

Sealed Until 5/21/2025 10:30 AM CDT

Contacts Amanda Hallmark amh0271@auburn.edu

Phone +1 334-844-3559

Commodity Codes Commodity Code Description 80140000 Marketing and distribution 53000000 Apparel and Luggage and Personal Care Products 53101600 Shirts and blouses 53102700 Uniforms 53103000 Tshirts 82121500 Printing

21 May 202521 May 202521 May 202521 May 202521 May 202521 May 202521 May 202521 May 202521 May 2025 mailto:amh0271@auburn.edu

Auburn University Request for Proposal

Promotional Apparel Preferred Vendor

RFP Opening Date: May 21, 2025 (10:30 AM CST)

Proposals received after the date and time specified above will not be considered.

**All questions related to this RFP must be submitted through the Sourcing Event Q&A Board found within this solicitation.**

Auburn University bid openings will be done solely through the JAGGAER Sourcing Event Portal. In order to comply with State of Alabama bid law, bid openings will now be made public via the below conference call information.

Telephone: Meeting ID: 819 3159 5507

Dial: +1 305 224 1968 (US Toll) or +1 309 205 3325 (US Toll)

If you wish to listen to bid openings, please make sure your microphone is muted, as only PBS staff should be speaking during these openings.

Please note that when opening an RFP, PBS staff will only read the vendor names of responses received. RFP pricing will not be read aloud as additional factors are involved in the evaluation.

TABLE OF CONTENTS

Section I: Request for Proposal

Section II: Instructions to Proposers

Section I. Request for Proposal

A. Intent and Scope for the Auburn University Promotional Apparel Preferred Vendor Contract

Auburn University is seeking sealed proposals from qualified delivery service providers to established non-exclusive preferred relationships with no more than Twenty (20) Promotional Apparel Suppliers to provide promotional apparel to university campus units using Chart A university funds.

AU currently maintains relationships with approximately 500 licensees that produce a wide range of products to help promote the University's brand. Auburn University's Office of Trademark Management & Licensing oversees the external use of Auburn's brand, including approving all products available at retail outlets or purchased for internal or external promotional purposes. While the suppliers that are ultimately selected will be considered preferred and listed as Promotional Apparel Suppliers on our website (licensing.auburn.edu), we reserve the right to refer internal campus groups to companies that hold retail licenses with Auburn in special situations. Auburn University also reserves the right to go outside of this list of preferred suppliers for large projects that require bids and specialized products.

Description

As some products purchased through this program are non-royalty bearing, the Office of Trademark Management & Licensing will require quarterly reporting for all ICS licensees via CLC and separate Auburn reporting. The selected licensees will be awarded preferred Promotional Apparel Supplier status for a term of three years with the opportunity for two one-year rollovers. However, suppliers/licensees will be subject to an annual review and may be subject to cancellation if performance is poor. Promotional Apparel Suppliers may NOT sell to retail outlets unless separately licensed for those channels through the University’s licensing agency.

Any department or organization wishing to order an Apparel item with Auburn University (Chart A) funds will be required to obtain three (3) quotes from the preferred Promotional Apparel Suppliers unless the preferred supplier has a nationally cooperative contract that has been competitively bid. AU’s Office of Trademark Management & Licensing will provide a web-based form to streamline this process. Quotes may be requested for an entire order/project, not necessarily by individual product, and are valid for 12 months. Reorders may be placed at the same quoted price without requesting new quotes.

B. Proposal Overview and Definitions

Proposals will be received until 10:30 AM CDT on the specified date.

Throughout the remainder of this Request for Proposal, all entities involved will be referred to as follows:

o Auburn University will be referred to as “University” or “AU”.

o Commodity/Service Provider will be referred to as “Contractor” or “Supplier”.

o This document will be referred to as “RFP”.

C. Bid Conditions and Contract Expectations

Term: The University proposes the initial term of the agreement for Promotional Apparel shall be three (3) years, with two (2) one-year renewal options, with the consent of both parties.

Award: It is the intention of Auburn University to award this RFP to no more than Twenty (20) suppliers.

Services Expected Upon Award:

o Business Review Meetings:

In order to maintain the partnership between the University and the Contractor, the University requires a Business Review meeting. This meeting shall be held on at least an annual basis, if not more frequently. The business review meeting shall include, but not be limited to, the following:

Review of Contractor performance.

Review of minimum required reports.

Review of continuous improvement plans.

o Reporting:

Minimum required reports.

Total dollars spent by University.

Current and historical cost of goods with documentation.

Supply chain shortages.

Any information relating to any current or anticipated production or delivery delays.

o Payment:

Purchasing Card is Auburn University preferred method of payment for all orders under $5,000. If a contractor charges a fee for credit cards purchases, it must be included in quote price.

o Minimum Qualifications:

In order to be considered, suppliers must:

1. 1. Understand AU trademark licensing and campus branding policies OR show a willingness to learn and strictly adhere to these University policies.

2. 2. Carry a minimum of $1 million of general product liability insurance naming Auburn University as an additional insured. Additional insurance may be required for higher liability products such as consumables. This is a standard procedure with all AU licensees and additional information will be provided by CLC once awarded (in the event the company is not already licensed with AU).

3. 3. Demonstrate an ability to make products available to University departments.

4. 4. Attend ICS licensee training that will provide updates on University policy changes, special campaigns or University-wide marketing efforts.

5. 5. Purchase a booth at the annual vendor fair hosted by AU Procurement & Payment Services which will serve as an opportunity to showcase products to campus units and leaders of student organizations.

At the time of this RFP, the cost is $550 for a 10x10 space, but AU reserves the right to increase due to increasing costs of hosting the event.

6. 6. Submit quarterly and annual review documents to maintain the license for the full three – five (3-5) year term.

o CLC Requirements:

To be considered for this preferred relationship, a company must be licensed as an Internal Campus Supplier (ICS) through the University's licensing agent, the Collegiate Licensing Company (CLC), or be willing to complete the licensing requirements of Auburn University and the CLC prior to accepting orders or being included on the preferred list.

All companies should have completed the licensing process no more than 60 days after theaward. Visit CLC.com to see the application requirements and approximate costs for licensure.

Auburn University makes no guarantee of any minimum yearly spend requirements or commitments to any of the selected contractors – some will sell more than others over the program term. However, over the previous four years (July 1, 2021-February 2025), Auburn University departments, student organizations and other groups have spent approximately $12.1 million dollars on promotional products and apparel (Promotional products RFP will be issued separately), some of which are royalty bearing while others are exempt as detailed in the following pages. Please note that this RFP is only for preferred suppliers servicing campus units spending Chart A university funds. Other suppliers may be identified and made available to student organizations, affiliate groups and campus units paying with other funds.

Auburn University will assess a licensing rights fee of $5,000 per supplier annually. Companies also awarded promotional products rights for campus in the separate RFP will be assessed an additional licensing rights fee.

All companies must submit artwork through CLC’s Brand Manager 360 with product details and customer information, including the correlating Trademark Reference Number.

Section II. Instructions to Proposers

A. Proposal Response

Proposals should be submitted to the Procurement & Business Services Sourcing Event Portal on or before the time and date set for closing.

Pursuant to the provisions of the State of Alabama Competitive Bid Law rules and regulations adopted there under, sealed bids will be received on the items noted herein by Procurement and Business Services of Auburn University, until the date and time stated.

All bids are to be "F.O.B. Destination - Freight Prepaid and Allowed."

Alabama law (Section 41-4-116, code of Alabama 1975) provides that every bid submitted and contract executed shall contain a certification that the supplier, contractor, and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered, collecting, and remitting Alabama state and local sales, use, and/or lease tax on all taxable sales and leases into Alabama. BY SUBMITTING THIS BID, THE BIDDER IS HEREBY CERTIFYING THAT THEY ARE IN FULL COMPLIANCE WITH ACT NO. 2006-557, they are not barred from bidding or entering into a contract pursuant to 41-4-116, and acknowledges that the awarding authority may declare the contract void if the certification is false.

Bidder certifies that neither it, nor any of its employees who will provide or perform services under this contract have been debarred, suspended or declared ineligible as defined in the Federal Acquisition Regulation (FAR 48 C.F.R. Ch. 1 Subpart 9.4). Bidder will immediately notify the University if the Bidder or any of its employees who will provide or perform services under this contract is placed on the Consolidated List of Debarred, Suspended, and Ineligible Bidders.

AU reserves the right to award in whole or in part, by line item, or make multiple awards, where such action serves Auburn University’s best interest.

Proposers may withdraw proposals at any time prior to the time and date set for opening.

The University reserves the sole and exclusive right to reject or accept any or all proposals and to waive any informality in proposal. The best interest of the University and their subsequent facilities shall be considered as the number one determining factor in selecting or not selecting a Proposer.

No department, school, or office at the University has the authority to solicit official proposals other than Procurement and Business Services. All solicitation is performed under the direct supervision of the Chief Procurement Officer and incomplete accordance with the University policies and procedures.

The University reserves the right to conduct discussions with proposers, and to accept revisions of proposals, and to negotiate price changes. The University will make reasonable efforts to protect proprietary information, but all records are subject to State of Alabama open records laws.

Proposers submitting proposals which meet the selection criteria, and which are deemed to be the most advantageous to the University may be requested to give an oral presentation to a selection committee. Procurement and Business Services will schedule the presentations.

The University is committed to the development of Small Business and Small Disadvantaged business (SB & SDB) suppliers. If subcontracting is necessary, the contractor will make every effort to use SB & SDB in the performance of this contract. Reporting will be required throughout the duration of the contract indicating the extent of SB & SDB participation.

The Suppliers shall indemnify, defend, and hold harmless the University, its officers, agents, and employees from any claims, damages, and actions of any kind or nature arising from or caused by the use of any materials, goods, equipment, or services furnished by the Supplier, provided that such liability does not attribute to the sole negligence of the University.

The successful supplier will have to attest to the following: By signing this contract, the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the state of Alabama, Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.”

Read and comply with all instructions, specifications, General Terms and Conditions, and Bid Conditions.

Section I. Request for Proposal

Required to View Event

Prerequisites Required to Enter Bid

21 May 2025

1. Please confirm that you have read the terms and conditions.

2. Please upload a completed & notarized Vendor Disclosure Statement.

3.

If you have an office within or employ any individuals who reside or work within the State of Alabama, please upload your E-Verify Memorandum of Understanding (MOU).

If there is no office within the State, nor any individuals residing or working within the State, please upload a statement confirming this information.

4. PLease confirm that you have read the cancellation clause listed herein.

21 May 202521 May 202521 May 202521 May 202521 May 202521 May 202521 May 2025

Buyer Attachments

1. Apparel RFP- Final.docx

21 May 202521 May 202521 May 202521 May 202521 May 202521 May 2025 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzA5NDkwLTE4MDg3NjE0ODRBcHBhcmVsIFJGUC0gRmluYWwuZG9jeA%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9

Questions Required Questions

There are no Questions added to this event.

21 May 202521 May 202521 May 202521 May 202521 May 2025

Product Line Items Product Line Items

There are no Items added to this event.

21 May 202521 May 202521 May 202521 May 2025

Service Line Items Service Line Items

There are no Items added to this event.

21 May 202521 May 202521 May 2025