15-RFP BP-250176 Clothing and Other Garments- Scope of Work.pdf

RFP BP-250176 Clothing and Other Garments Scope of Work

Overview

The Dallas Independent School District (“The District”) is seeking proposals from qualified vendors to supply clothing and other apparel of various colors and sizes for District-wide use on an as-needed basis. The successful vendor will provide high-quality apparel, customization services (such as screen printing and embroidery), and efficient delivery to various locations within the District.

SCOPE OF PRODUCTS

1. Apparel and Wearable Items

The District requires customized wearable items for students and staff that reflect campus or District identity. This category covers spirit and recognition apparel and is distinct from uniform procurement, which is expressly excluded from this contract. Apparel items include, but are not limited to:

• Embroidered or screen-printed jackets and other outerwear

• Embroidered or screen-printed sweaters

• Embroidered or screen-printed t-shirts (various weights and blends)

• Embroidered or screen-printed sweatshirts and hoodies

• Embroidered or screen-printed cardigans

• Embroidered or screen-printed button-up shirts (long & short sleeve)

• Embroidered or screen-printed polo shirts (long & short sleeve)

• Screen printed t-shirts (custom designs)

• Other printed/customized apparel and accessories

All apparel items must be produced with the school or District logo as directed, using embroidery or screen-printing methods appropriate for the garment type and intended use.

Vendors must be able to accommodate various sizes, colors, and fabric types as specified per order. Products must be durable, color-fast, and manufactured to meet industry-recognized material quality standards.

SCOPE OF SERVICES

Vendors must be capable of providing the following customization and production services in support of the products described above. Services include, but are not limited to:

1. Graphic Design

Professional graphic design services to support the development of custom artwork, logos, layouts, and visual elements for use on apparel and other garments. All design work must be reviewed and approved by District prior to production.

2. Customized Artwork

Creation of original or adapted artwork for use on specific products as directed by the District. Artwork must comply with branding standards established by the District or individual campuses.

3. Embroidery

Digitized embroidery services for application on apparel items including shirts, jackets, sweaters, and outerwear. Embroidery must reproduce school and District logos accurately and meet durability standards appropriate for the garment material.

4. Screen Printing

Screen printing services for apparel and other garments. Vendors must be able to produce multi-color prints with consistent quality across order quantities. Screen printing must adhere to logo specifications provided by the District.

SCOPE REQUIREMENTS

LOGO USE AND INTELLECTUAL PROPERTY

All items produced under this contract must be customized with the official logo of the District or the designated campus logo as specified by order. Vendors are strictly prohibited from creating or operating standalone websites, storefronts, or online platforms that offer items customized with the District or campus logos without a formal royalty agreement authorized by the District. Any use of District or campus intellectual property outside of direct order fulfillment under this contract requires prior written approval and an executed royalty agreement with the District. Vendors must adhere to all logo use guidelines and branding standards provided by the District.

ORDERING AND DELIVERY

All orders under this contract will be placed centrally through the District Purchasing Department via the issuance of a purchase order.

Order delivery must be conducted during school business hours. Vendors must coordinate delivery logistics accordingly and ensure that shipments are directed to the locations specified on each purchase order. Deliveries must be made complete, undamaged, and in accordance with the specifications confirmed at the time of order placement. Vendors must maintain responsive communication channels to address order status inquiries, proofing approvals, and any issues that arise during fulfillment.

CATALOG AND PRICING

Vendors must submit an Excel spreadsheet file using the template, titled DISD Vendor Catalog for Punchout or Internal Store Template, provided by the District that includes, at minimum, the item number, item description, catalog pricing, and discount pricing for all catalog items being offered.

Vendors awarded under this contract may submit catalog additions on a quarterly basis throughout the school year. The school year for purposes of this contract is defined as beginning July 1. Quarterly submission windows will align with the start of each quarter following the July 1 school year commencement. Catalog additions submitted during an approved quarterly window must be provided in the same Excel spreadsheet format required for the original catalog submission, using the template, titled DISD Vendor Catalog for Punchout or Internal Store Template, provided by the District and must include the item number, item description, catalog pricing, and discount pricing for each newly added item. Catalog additions are limited to the introduction of new items not previously included in the vendor's awarded catalog and do not constitute a modification of previously approved pricing. All catalog additions are subject to review and written acceptance by the District Purchasing Department before the new items may be offered or ordered under the contract.

Vendors must also complete and submit the internal store template, titled DISD Vendor Catalog for Punchout or Internal Store Template, provided by the District as part of their proposal response. Submission of the completed DISD Vendor Catalog for Punchout or Internal Store Template is a mandatory requirement. Proposals that do not include the fully completed DISD Vendor Catalog for Punchout or Internal Store Template may be deemed nonresponsive and disqualified from further evaluation.