2-RFP-27-001, Team Dealer.docx

MSD OF WARREN TOWNSHIP

RFP-27-001

Request for Proposals For:

Districtwide Team Dealer Services – Athletic Apparel, Uniforms & Equipment Purchasing

Proposal Due Date and Time:

October 9, 2026 @ 3:00 PM ET

Nicole Kenney, Procurement Specialist on behalf of MSD Warren Township nicole@buywithindigo.com 317.509.7483

Section One - RFP Overview I. Introduction

MSD of Warren Township (Warren) is soliciting competitive proposals through this Request for Proposals (RFP) in accordance with applicable Indiana Code 5-22-9, district policies, and administrative guidelines. The district is seeking proposals from qualified Adidas-authorized team dealers to establish a comprehensive, districtwide partnership for the purchase of athletic apparel, uniforms, footwear, equipment, spirit wear, and related products and services. The selected Team Dealer will support Warren's transition from its current direct relationship with Adidas while expanding service and purchasing opportunities across the district beginning no later than July 1, 2027.

This solicitation package is being posted for potential respondents on https://indigo.bonfirehub.com as well as publicly advertised in accordance with Indiana Code. Only electronic proposal submissions submitted through the Indigo Procurement Portal will be considered.

II. Summary of Key Dates & Milestones

The following timeline is only an illustration of the RFP process. Some dates are binding as described within this document and others are subject to change. At the conclusion of the evaluation process, all respondents will be informed of the award.

Issue of RFP (Newspaper Notices 9/18, 9/25) Friday September 11, 2026

III. Background, Scope of Work & Vendor Qualifications

Background MSD of Warren Township is seeking to establish a strategic, districtwide Team Dealer partnership that builds upon the district’s existing exclusive relationship with Adidas while providing a broader and more coordinated approach to athletic, extracurricular, and school-based apparel and equipment purchasing.

Warren currently maintains a direct partnership with Adidas. As the district transitions its purchasing model, Warren will be required to purchase Adidas products through an authorized Adidas team dealer no later than July 1, 2027. Maintaining the benefits, product access, brand standards, service, and value associated with the district’s Adidas relationship is therefore a foundational component of this solicitation. Firms will need to either demonstrate current authorization to serve as an Adidas team dealer or support Warren's Adidas relationship and provide a plan on how they will support the district’s requirements for Adidas purchasing.

Warren intends to complete this RFP process and establish a contract with the selected Team Dealer prior to January 2027, with purchasing anticipated to begin transitioning to the selected dealer in Spring 2027. This advance transition period is intended to provide sufficient time for implementation, account setup, pricing and product planning, ordering processes, and coordination among Warren, adidas, and the selected Team Dealer prior to the July 1 requirement.

At the same time, Warren views this transition as an opportunity to create a broader partnership serving the entire K–12 organization, rather than limiting the relationship to high school athletics or traditional competitive sports. The district envisions the selected Team Dealer serving schools, athletic programs, student activities, clubs, performing arts programs, departments, staff, and other district programs as needs arise. This may include everything from varsity uniforms and athletic equipment to middle school programs, elementary school apparel, drama or performing arts apparel, spirit wear, staff apparel, and other school-based needs. Warren currently estimates approximately $200,000 in annual Adidas purchases, with the potential for annual adidas spend to reach or exceed $300,000 as the partnership expands beyond traditional high school athletics and is adopted more broadly throughout the district. These amounts are estimates provided for informational purposes only and do not constitute a guaranteed purchase volume or minimum commitment by Warren under the resulting Team Dealer agreement.

Additionally, Warren currently maintains certain direct or specialized supplier relationships for specific product categories, including football helmets and protective equipment, and anticipates that some of these relationships may continue outside of the resulting Team Dealer agreement. Warren therefore does not intend for the resulting agreement to require exclusive purchasing of all athletic equipment, apparel, decoration, or related products through the selected Team Dealer. Proposers are nevertheless encouraged to identify categories in which they can provide additional savings, service, convenience, or value to the district.

Warren is seeking a partner that can deliver measurable value across the entire K–12 organization. District schools and programs have historically benefited from promotional and incentive opportunities available through other partnerships that are no longer available. Warren therefore encourages proposers to bring forward creative approaches to districtwide rebates, credits, allowances, incentive programs, sponsorship support, promotional products, fundraising opportunities, complimentary goods or services, online stores, and other value-added programs that benefit Warren’s schools, programs, students, and staff. The district is particularly interested in a Team Dealer that approaches the relationship as a long-term partnership and can demonstrate how its proposed model will create value beyond simply fulfilling product orders.

Scope of Work The selected Team Dealer will provide a comprehensive source for athletic, extracurricular, and school-based apparel, uniforms, footwear, equipment, accessories, spirit wear, and related products and services throughout MSD of Warren Township. The resulting agreement is intended to provide District users with competitive pricing, broad product access, reliable service, efficient ordering and fulfillment, and value-added programs while maintaining Warren's existing Adidas partnership.

Adidas Products and Partnership Support. The Team Dealer shall be authorized by adidas to sell and service Adidas team products and shall provide Warren access to products, programs, pricing, customization options, and other benefits available through the district's Adidas relationship. The Team Dealer will coordinate with Warren and Adidas as necessary to facilitate an orderly transition from direct purchasing to dealer-supported purchasing no later than July 1, 2027.

Apparel, Uniforms and Footwear. The Team Dealer shall provide access to uniforms, team apparel, footwear, warm-ups, practice apparel, coaches' and staff apparel, spirit wear, and other related products. The district’s current discount for footwear is 45% and 50% for all other Adidas items. While Adidas is Warren's exclusive athletic brand partner where applicable, the Team Dealer should maintain access to a broad portfolio of other manufacturers and product categories necessary to meet District needs not fulfilled by Adidas.

Athletic Equipment and Supplies. The Team Dealer shall provide equipment and supplies supporting Warren's athletic and activity programs, including equipment appropriate for individual and team sports, training and conditioning, physical education, athletic facilities, coaches, officials, and related program needs. Warren seeks a partner capable of serving as a comprehensive athletic supply resource rather than solely an apparel provider.

Decoration and Customization. Services may include screen printing, embroidery, heat application, numbering, lettering, logo application, uniform customization, and related decoration services. Warren currently utilizes local and specialty decorators for certain needs and intends to retain flexibility in how products are decorated. The Team Dealer should permit Warren, at the district's discretion, to purchase blank adidas or other apparel through the Team Dealer and have such products decorated by another qualified provider selected by Warren, provided such decoration complies with applicable Adidas and district brand standards. Proposers shall clearly identify any manufacturer, warranty, contractual, or other restrictions applicable to this practice.

Districtwide Service. Services must be scalable across Warren's K–12 environment and available to schools, athletic departments, extracurricular programs, clubs, performing arts programs, district departments, local youth programs, and other authorized users. The selected Team Dealer should provide dedicated account management and an effective process for quoting, ordering, artwork approval, order tracking, issue resolution, returns, exchanges, backorders, substitutions, and time-sensitive needs.

Ordering, Fulfillment and Online Stores. Warren is interested in efficient purchasing solutions that may include online catalogs, team or school stores, roster-based ordering, individual participant ordering, fundraising stores, bulk purchasing, and direct-to-school or direct-to-consumer fulfillment where appropriate. Proposers should describe available technology, ordering tools, reporting capabilities, administrative controls, and any integrations or electronic purchasing capabilities available to the district.

Value-Added Partnership. Warren seeks a partner that brings measurable value beyond product fulfillment. Proposers are encouraged to offer districtwide rebates, credits, allowances, incentive programs, sponsorships, promotional products, fundraising opportunities, complimentary goods or services, volume-based benefits, or other programs that create value for Warren's schools and programs. Proposed benefits should clearly identify eligibility requirements, calculation methodology, restrictions, expiration provisions, and how Warren will track and utilize earned value.

Award of this RFP does not obligate the District to purchase all athletic, apparel, equipment, decoration, or related requirements exclusively from the selected Team Dealer unless expressly provided in the resulting agreement.

Vendor Qualifications Proposers must demonstrate the organizational capacity, manufacturer relationships, product access, personnel, technology, and experience necessary to successfully support a large K–12 public school district and the full scope of services contemplated by this RFP.

Adidas Authorization & Partnership Requirement. The Proposer should be a current authorized Adidas team dealer capable of directly supporting MSD of Warren Township under the district’s existing Adidas partnership. If the Proposer is not an authorized Adidas team dealer, the Proposer must clearly describe its proposed approach and any partnerships or arrangements that will enable the district to satisfy the requirements of its existing Adidas relationship. Proposers must provide sufficient documentation for Warren to verify their authorization or proposed arrangement and demonstrate their ability to provide the required Adidas products, pricing, services, and benefits to the district.

Qualified Proposers should also demonstrate substantial experience providing team dealer services to K–12 school districts or similarly complex organizations; access to a broad range of athletic apparel, uniforms, footwear, equipment and supplies; dedicated account management and customer service resources; reliable fulfillment and issue-resolution processes; decoration and customization capabilities; online ordering and store technology; and the financial and operational capacity necessary to support Districtwide implementation and ongoing service.

Warren will also consider the Proposer's ability to provide a flexible service model that supports the district's existing relationships with local and specialty vendors, provides transparent and competitive pricing, accommodates both large program purchases and smaller school or activity needs, and creates measurable value for the district through rebates, incentives, sponsorships, promotional programs, or other value-added offerings.

IV. Communication, Questions & Answer Period

All questions must be submitted through the Messages section of the RFP posting on the Indigo Procurement Portal by the deadline listed in the Summary of Key Dates and Milestones. The public Q&A feature is enabled which means all responses will be posted directly within the project on the portal for all potential respondents to review or dependent on the number of questions submitted, a file will be posted with all questions and answers in the Files section of the RFP. Only written responses posted in the system or an attached file are considered official, binding, and part of the solicitation.

Potential respondents seeking verbal communication or a response to a question after the deadline passes, the respondent must contact the person listed in the Indigo Procurement Portal directly via email. Respondents may not rely on verbal communications, informal conversations or information obtained from media or social media sources. If any revisions or clarifications to this RFP are required, an Addendum will be issued through the procurement portal. The district may extend the proposal deadline if necessary to accommodate the release of new information.

V. Proposal Due Date & Time

Respondents must submit a response before the proposal due date and time outlined in the Summary of Key Dates and Milestones. The proposal response must follow the format indicated in the Proposal Preparation and Submission section of this document. No other method will be accepted. Proposals must be submitted electronically through the Indigo Procurement Portal.

Proposals not submitted by the deadline cannot be considered; nor will sending it via email or hand delivery be viable alternatives. The district accepts no obligations for costs incurred by respondents in anticipation of being awarded.

Section Two - RFP Preparation & Submission

I. Proposal Submission Requirements – Requested Information

Respondents must submit a complete proposal through the Indigo Procurement Portal by the deadline listed in the Summary of Key Dates and Milestones. Late submissions will not be considered. Costs incurred in the submission of responses to this RFP or in making studies, designs, estimates, or other preparation of responses are the responsibility of the responder, not the district.

All files must be submitted in the electronic formats requested within the portal; if no specific format is listed, vendors are encouraged to use commonly accepted file types such as PDF or Microsoft Office. Any confidential information must be clearly marked and submitted only through the designated “Confidential Information” upload field. The district is not responsible for disclosing information that is improperly labeled or uploaded elsewhere in the system.

The Proposal should clearly describe the vendor’s approach to delivering the services outlined in this RFP. The proposal should be concise and organized according to the sections below.

The Technical Proposal shall not exceed fifteen (15) pages, excluding the Cover Letter, Pricing Proposal, required forms, Adidas authorization documentation, and requested appendices.

1. Cover Letter

· Statement of interest, primary contact, and summary of relevant experience.

· Primary contact name, email address, and phone number for this solicitation.

· Contact name, email address, and phone number responsible for contract negotiation, if different.

· Name and title of the authorized signatory for contract execution, if different.

· Disclosure of any pending or recent legal, regulatory, or contractual actions that could materially impact the Respondent’s ability to perform.

2. Company Experience & Qualifications Provide a concise overview of the Respondent’s qualifications and experience relevant to this RFP, including experience serving K–12 school districts and managing comparable team dealer relationships. Describe the breadth of manufacturers, products, and services available through the Respondent and provide three current K–12 customer references. Documentation confirming current status as an authorized Adidas team dealer capable of servicing Warren’s account or applicable proposed alternative model.

3. Account Management & Customer Service Describe the proposed account management and customer service model for Warren, including the personnel who will directly support the district, service levels and responsiveness, order and issue resolution, and support for time-sensitive or seasonal needs. Describe how the Respondent will support and grow the relationship across Warren’s entire K–12 organization, including athletics, schools, programs, clubs, performing arts, staff, and other District users, and identify any service-level commitments or performance guarantees offered.

4. Ordering, Technology & Fulfillment Describe the proposed customer experience from quote and order placement through fulfillment, delivery, and post-order support. Include available ordering and e-commerce tools, online or team stores, order tracking and reporting, fulfillment options, shipping practices, and the Respondent’s ability to accommodate District purchasing and payment processes. Address how returns, exchanges, backorders, substitutions, damaged products, and other fulfillment issues are managed.

5. Decoration & Customization Describe available screen printing, embroidery, numbering, lettering, heat application, artwork, and other customization capabilities, including typical turnaround times and pricing methodology.

6. Transition & Implementation Provide a concise implementation plan describing how the Respondent will transition Warren from direct Adidas purchasing to the proposed Team Dealer model.

7. Pricing Proposal Provide a clear description of the pricing and financial value offered to Warren under the proposed partnership. At a minimum, Respondents must quantify the proposed discount for all Adidas apparel (use subcategories, if applicable) and Adidas footwear, including the price basis from which each discount is calculated. Respondents should also describe and quantify, to the extent possible, pricing or discounts available for other products and services and any additional rebates, credits, allowances, incentives, promotional support, sponsorships, complimentary products or services, or other value offered to the district. Clearly identify any applicable thresholds, exclusions, fees, or conditions associated with the proposed pricing or incentives.

II. Access to Public Records Act (APRA)

Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq., and, after the contract award, the solicitation file may be posted on the Indigo Bonfirehub website and may be viewed and copied by any member of the public, including news agencies and competitors. The responses are deemed to be “public records” unless a specific provision of IC 5-14-3 protects it from disclosure. Respondents claiming a statutory exception to the APRA must indicate which specific provision applies to which specific part of the response.

Please note citing “Confidential” on an entire section or within the body of a written response is not sufficient or acceptable. Confidential information should ONLY be uploaded in the Confidential Information Section of RFP on the Indigo Procurement Portal. If the Respondent does not identify the statutory exception, the district will not consider the submission confidential. Furthermore, the district takes no responsibility for disclosing confidential information that is improperly submitted by a Respondent.

Section Three - Proposal Evaluation & Award I. Proposal Evaluation Overview

The district reserves the right to reject any or all proposals, waive informalities or irregularities, and request clarification of any proposal when determined to be in the district’s best interest. The district may defer award for up to 120 days following the proposal due date, and all proposed pricing and terms must remain firm during this period.

Respondents should submit their best technical and pricing terms with their initial proposal. The district may request additional information, conduct interviews, negotiate with one or more finalists, and/or request revised or best and final offers prior to award. Nothing contained in this RFP or a proposal submitted in response shall create an obligation on behalf of the district until a final agreement is approved and executed.

II. Evaluation Process & Criteria

The district will first review proposals to determine whether Respondents meet the requirements of the RFP and are responsive and responsible. Respondents must demonstrate a viable approach for satisfying Warren’s existing Adidas relationship requirements, either as an authorized Adidas team dealer or through a clearly identified partnership or arrangement with an authorized dealer. Proposals that do not demonstrate an acceptable approach for meeting this requirement will not proceed to further evaluation. Responsive proposals will then be evaluated based on the Technical Proposal (60 points) and Pricing & Value Proposal (40 points) for a total of 100 points.

Following evaluation of the written proposals, the district may establish a shortlist of the highest-ranked Respondents. Shortlisted Respondents may be invited to an in-person interview with the district to further evaluate the proposed partnership, account team, customer service approach, pricing, and other proposal elements. The district may conduct final negotiations and/or request revised pricing or best and final offers from one or more finalists before making an award recommendation.

III. RFP Award & Contracting Overview

The district intends to select the Respondent whose proposal and any subsequent interviews or negotiations are determined to provide the best overall value to Warren, considering both technical capabilities and pricing. The district reserves the right to negotiate final pricing, incentives, service commitments, contract terms, and other elements of the proposed partnership prior to award.

Respondents will receive notice of the district’s award through the Indigo Procurement Portal upon the approval by the MSD of Warren Township Board of Education. Following Board approval, the selected Respondent will complete all required documentation and execute the final agreement prior to commencement of services. The district intends to establish a three-year agreement with the successful vendor resulting from this RFP process.

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