Athletic Uniforms.Apparel Exclusivity.pdf

Administration: 616.846.5500 Superintendent: 616.847.7919 Fax: 616.846.9830

REQUEST FOR PROPOSAL

ATHLETIC UNIFORMS, APPAREL AND SPIRIT GEAR EXCLUSIVITY

Due: 2:00PM, Monday, July 12, 2021

PURPOSE

Spring Lake Public Schools is requesting sealed bids for Athletic Uniforms, Apparel and Spirit Gear Exclusivity

The proposal request is for a three (3) year contract with the option to extend the contract for two

(2) additional one-year option periods. The contract will begin August 1, 2021. Vendors that wish to be considered for the bidding of services are required to submit two (2) completed proposals with full name and address of vendor. Submit one (1) PDF copy via email, to Liz Boeve, Director of Operations, Spring Lake Public Schools, lboeve@springlakeschools.org

Proposals must be received no later than 2:00pm on Monday, July 12, 2021 at this address:

Spring Lake Public Schools District Office 345 Hammond Street Spring Lake, MI 49456 Attn: Liz Boeve

Each RFP proposal must be sealed in an envelope indicating “Athletic Uniforms, Apparel and Spirit Gear Exclusivity” package. All RFPs must be received at Spring Lake Public Schools District Office on or before the time shown above or they will not be accepted.

345 Hammond Street

Spring Lake, MI 49456

SPRING LAKE PUBLIC SCHOOLS REQUEST FOR PROPOSAL

ATHLETIC UNIFORMS, APPAREL & SPIRIT GEAR EXCLUSIVITY

SCOPE

Spring Lake Public Schools is accepting sealed Proposals to award a contract to a vendor for the exclusive right to supply Logo/Brand Name Athletic Uniforms, Apparel, Spirit Gear and Accessory Products to the Spring Lake Public Schools District in accordance with the instructions, specifications, terms and conditions, contained in this Solicitation.

CLARIFICATION

Clarifying questions may be directed in writing to Liz Boeve, Director of Operations at lboeve@springlakeschools.org. All questions and answers will be distributed via email to all known responding vendors.

PROPOSALS

Please list and complete the name of your company with address and phone number. An official who is authorized to bind the vendor to its proposal must sign the proposal. For this RFP, the proposal must remain valid for at least (90) days from the submission date. Submit information on the Proposal Form – Attachment A

Provide three (3) School District references for which your company currently holds an Athletic Uniform, Apparel & Spirit Gear Exclusivity. Submit information on the Vendor Professional References Form (Attachment B).

REJECTION OF PROPOSALS

Spring Lake Public Schools reserves the right to reject any and all proposals received as a result of this request, or negotiate separately with challenging applicants. The School district reserves the right to decide not to award a contract as a result of this announcement if it does not receive proposals which it determines to have adequately addressed the requirements.

PRESENTATIONS/INTERVIEW

Vendors may be required to make an oral presentation or be interviewed. Such presentations or interviews provide an opportunity for the vendor to clarify their proposal and to ensure mutual understanding of the requirements.

VENDOR RESPONSIBILITIES

It is the obligation of each vendor to examine instructions, requirements and specifications before submitting a proposal. Submission of a proposal shall be proof that such examinations have been made and that each vendor has recorded his/her own investigation and has become thoroughly familiar with the requirements.

Spring Lake Public Schools will not be responsible for, nor honor any claims resulting from, or alleged to be the result of misunderstanding by the Vendor. Vendor will be required to assume responsibility for packaged service offered in the proposal.

Spring Lake, MI 49456

SELECTION CRITERIA

Spring Lake Public Schools will select the proposal that most closely meets the requirements of the RFP and satisfies the needs of the District.

The following criteria will be used in making the decision:

1. Company Qualifications – the extent to which the company demonstrates the ability to meet all requirements for service and quality.

2. Pricing – while cost is important in choosing a vendor it will not be the sole deciding factor in awarding this contract. Value will be of great consideration when reviewing the vendor’s proposal.

3. Working Relationship – the selected vendor must be flexible in order to meet challenging academic, athletic, and activity schedules.

4. Technology – the selected vendor must provide a SLPS designated on-line store website.

5. References

CONTRACT TERMS

Contract period is for three (3) years with the option to extend the contract for two (2) additional one-year option periods. The contract will begin August 1, 2021. Such extension(s) will be at the option of the District, subject to same terms, conditions, favorable prices, and mutual agreement between the Vendor and the District.

Read each item below of all requirements. Any exceptions must be stated on the Exceptions to This Solicitation Form – Attachment C.

1. PURPOSE/SCOPE: The purpose of this Request for Proposal is to enter into an agreement with a qualified vendor for the exclusive right to supply Logo/Brand Name Athletic Uniforms, Apparel, and Spirit Gear/Accessory Products to SLPS District. A sports apparel provider would provide the school district product rebates for school athletic uniforms and equipment for a period of up to five years, in exchange for SLPS Athletes wearing exclusively their brand/products during games and other official events, excluding, but not limited to, practices, community events, etc.

Additionally, SLPS solicits product discounts off suggested retail prices on the supplier’s line of products. Currently the District has an exclusive contract for a specific apparel provider, but selects the provider offering best value based on cost and other evaluation factors.

It is also anticipated that any final agreement would cover all sports, including, but not limited to: football, sideline cheerleading, competitive cheer, soccer, lacrosse, volleyball, swimming, basketball, baseball, softball, track & field, cross country, golf, tennis, and wrestling. Additionally club sports: dance, sailing, crew, and skiing.

Spring Lake, MI 49456

2. OTHER CONTRACT INCENTIVES: Vendors are provided the opportunity to offer other incentives for contract consideration. This could include such options as up-front payments to the District, donations to schools, scholarship donations to graduating seniors, educational programs, staff development, or other contract incentives the vendor might elect to propose.

3. PRODUCTS: Examples of equipment, uniform, athletic apparel and accessory products which are included in the RFP are listed below – however, this list may not be exhaustive.

Team uniforms Competition shoes – cleats, turf, training, basketball, volleyball, track, slides Team travel/warm-up suits Sweat pants & sweat shirts Game Day Coaching gear – shorts, pants, polo shirts Game Day Coaching shoes Travel bags Practice Gear Miscellaneous Game Day accessories – socks, etc.

Note: The District reserves the right to incorporate other sports, clubs, School Stores, and Booster Club offerings. The District also reserves the right to add or delete programs as determined necessary by the District Athletic Department and Director of Operations.

4. SAMPLES: May be requested for the purpose of determining the quality and workmanship of the apparel/equipment being proposed. Requested samples shall be delivered to the SLPS District Administrative Offices, 345 Hammond Street, Spring Lake, MI within seven (7) days from the time the vendor is notified.

Samples will be returned to the vendor at NO COST to the District.

5. PRICING: Proposal costs must disclose and include any/all fees, costs or expenses to be charged for the goods and services provided. Submit information on the Cost Sheet Form – Attachment D.

Delivery and any storage costs are the responsibility of the awarded vendor and must be incorporated in bid pricing and paid for by the awarded vendor(s).

The SLPS District is exempt from sales or use taxes. Do not include them in calculating prices. District Tax Exempt form may be obtained upon request.

The vendor will arrange for the return of all erroneously ordered or shipped items at no cost to the District. There will be no restocking fee for returned items that were damaged or shipped by the vendor in error.

Spring Lake, MI 49456

6. ONLINE PURCHASING: The successful vendor shall provide:

An online product catalog including list prices and should be available to all stakeholders.

The ability for other co-curricular programs, including but limited to Student Stores, Athletic Clubs, and Parent Boosters to purchase directly from the vendor’s catalog at SLPS District contracted prices.

The ability for individual families and organizations associated with a school to access a school specific online store vendor site to purchase items branded or directly related to that school.

The ability to limit items available for direct purchase. For example, items that will be solely available from the online store.

7. REPORTING: The awarded vendor shall provide an annual report of:

Items purchased Cost savings from list price and Measure of on time delivery

PROPOSAL SUBMITTAL REQUIREMENTS

Each proposal should be prepared simply and economically. Responses shall be in the same order as the requirements listed below and in the following section.

All forms contained or listed in this RFP, fully completed.

Provide a brief history of the supplier, including any supplemental information such as product catalogs, product samples, etc., which may be of assistance to the evaluation committee in determining the qualifications of the offer or responding to this RFP.

Identify all key staff to be assigned to SLPS.

Indicate all costs to the District associated with the program and define details on a price schedule.

Provide example of LEAD TIMES for a custom team uniform order. Explain the process and expectations.

Any firm failing to submit information in accordance with the procedures set forth herein may be considered non-responsive and disqualified.

PROPOSAL NEGOTIATIONS

The District may negotiate with the offer or prior to a final agreement. If the District is unable to negotiate a satisfactory contract with the offer or, the District in writing, end negotiations with that offer or and proceed to negotiate with the next offer or until a successful contract agreement is reached or negotiations with all ranked proposers end.

At its sole discretion the District reserves the right to award an agreement without negotiation based upon written proposals.

Spring Lake, MI 49456

ATTACHMENT A

PROPOSAL FORM

Failure to complete this form shall result in your Proposal being deemed non-responsive and rejected without further evaluation.

We, _________________ , (Company Name)

Of, (Business Address) (Zip Code)

The undersigned, having fully and carefully read and examined the Request for Proposal (RFP) Documents, hereby offers to Spring Lake Public Schools a Proposal to provide Exclusive Athletic Uniforms, Apparel & Sprit Gear in accordance with the solicitation documents, price, and in a manner set out therein and certifies the following:

a. The undersigned affirms that they are duly authorized to execute this contract, to fully comply with the terms and conditions of this Request for Proposal, including all forms and attachments included herein, that this company, corporation, firm, partnership or individual has not prepared this Proposal in collusion with any other Bidder, and that the contents of this Proposal as to prices, terms or conditions of said Proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this solicitation.

b. Furthermore, no gift has been given to District personnel as consideration for award or possible award of any contract.

Signatures: Signed and submitted by:

(Signature of person authorized to sign) (Print name of person authorized to sign)

Name of person to contact regarding this Proposal: ______________________________________________________

Title: Email Address: _____________

Spring Lake, MI 49456

ATTACHMENT B

VENDOR PROFESSIONAL REFERENCES

A minimum of three (3) references is required. Vendor must show evidence of completion within the last two years of at least three (3) school district contracts involving work similar to that described in the proposal documents. All references listed should be within the State of Michigan, preferably West Michigan.

Reference #1:

School District:

District Contact Name:

Term of Contract:

Phone & Email: ______________________________________________________________________

Reference #2:

School District:

District Contact Name:

Term of Contract: ________

Phone & Email:

Reference #3:

School District:

District Contact Name:

Term of Contract:

Phone & Email:

Spring Lake, MI 49456

ATTACHMENT C

EXCEPTIONS TO THIS SOLICITATION

Does the Prospective Bidder have any deviations to any conditions and/or specifications/scope of services listed in this document?

No

Yes

If yes, noted in writing herein:

Spring Lake, MI 49456

ATTACMENT D

COST SHEET

Sample Discounts could be:

Volume: ______________% on all products

Tiered: Purchases up to $ _____________will receive a ________% discount

$ ___________ to $__________ will receive a _______% discount

$ ___________ and up will receive a _________% discount

Product Line:

Uniforms will receive ____________% discount

Equipment will receive __________% discount

Accessories will receive _________% discount

Sample additional Incentives may include, but are not limited to:

Fees for 100% exclusivity

Incentive bonuses tied to annual expenditure thresholds

Promotional merchandise

Vendors must provide a separate, signed proposal page outlining any proposed discounts from clothing manufacturer (Nike, Under Armor, Adidas, Reebok, etc.)

Website: ________________________________________________________________________________________________________

Product Manufacturer: _______________________________________________________________________________________

Spring Lake, MI 49456

ATTACHMENT D (continued)

COST SHEET

Creation Costs:

Embroidery tape: ____________________________ Silk Screens: _______________________________

Campus logo (One time charge): __________________________

Cost per item to embroider: __________________ Cost per item to screen: ____________________

How will items be shipped/delivered: _______________________________

Proposed Discount (if applicable):_ _______________________________

Detailed Description of Promotional Merchandise Package (use additional sheet if necessary):