RFP 24-25 Athletic Apparel and Athletic Equipment (bas rev.1-2 (4).docx

Request for Proposal (RFP)

RFP # 24 - 25

Athletic Apparel and Athletic Equipment

Buchanan County Public Schools 4447 Slate Creek Road Grundy, VA 24614

General Information

RFP NUMBER: 24-25

Title: Athletic Apparel and Athletic Equipment

Attn: Sherry Fletcher, Division Superintendent 4447 Slate Creek Road Grundy, VA 24614 sherry.fletcher@bcpsk12.com

Vendors must ensure that proposals are delivered to the issuing office by the above designated date and time. Alternatively, interested vendors may submit proposals through the Commonwealth's statewide electronic procurement system, known as eVA (www.eva.virginia.org).

Late proposals will not be accepted nor evaluated.

Proposals that do not comply with the requirements of this RFP may be rejected.

Vendors are encouraged to read the entire RFP prior to submitting a proposal. Following receipt of all timely and compliant proposals, BCPS will make a selection of two (2) of the best suited submitting proposals, and will engage in further negotiations thereupon; accordingly, Vendors should ensure that their best terms and pricing are included with their proposals.

BCPS reserves the right to cancel this RFP and/or reject offers, without obligation, as determined in the best interests of the BCPS.

Please be advised that electronic offers are now being accepted through Bid because bid responses are kept securely sealed until the close date has arrived, at which time only those with authorization can open and review submitted bids. Please note Email submittal are NOT accepted.

VENDORS ARE ADVISED TO CAREFULLY READ THE ENTIRE SOLICITATION PACKAGE PRIOR TO PROPOSAL SUBMISSION.

Buchanan County Public Schools

RFP # 24-25

Table of Contents

SECTION

GENERAL INFORMATION

PAGE

TABLE OF CONTENTS

INTRODUCTION & BACKGROUND

INSTRUCTION TO VENDORS

TERMS & CONDITIONS

PROPOSAL EVALUATION

PROPOSAL RESPONSE REQUIREMENTS

EXHIBIT A, SCOPE OF WORK/SCHEDULE OF ITEMS 18

1.0 Introduction and Background

1.1 Introduction

This RFP is to solicit proposals from vendors capable of satisfying the needs of BCPS as stated herein. In addition to soliciting both written and/or electronic responses, this document provides information to assist vendors in preparing their responses and facilitates the subsequent evaluation process. This RFP, and the selected Proposal in response to this RFP, will be incorporated into the contract resulting from this solicitation; provided, however, that the contract may contain terms different from, or in addition to, this RFP.

1.2 Summary of Project Objective

BCPS is soliciting proposals from qualified firms to provide Athletic Apparel and Athletic Equipment for its athletic programs in the Buchanan County School BCPS in accordance with the scope of services specified. Qualified firms that meet all the criteria will be considered. This request for proposal should not be misconstrued as a formal bid. There is absolutely no commitment to purchase or enter into a formal contract. Upon completion of our evaluation of your proposal, we may recommend that a formal contract be established.

1.3 About Buchanan County Public Schools

Our Vision, Mission, and Values describe the culture of the BCPS, who we are, what we believe, and how we go about providing an excellent education for the children of Buchanan County.

BCPS is located in the Southwest of the Buchanan County, Virginia area. We educate approximately 2,300 children and serve over 29,760 residents in 502.9 square miles of land area. Buchanan County is the 24th largest county in Virginia by total area. Buchanan County has seven (7) congressional BCPSs. There are presently four (4) High schools and four (4) Elementary/Elementary schools as well as one (1) Career and Technology school. To learn more about BCPS please visit www.bcpsk12.com

The Remainder of This Page Intentionally Left Blank

2.0 Instructions to Vendors

2.1 Schedule of Events

The following RFP Schedule of Events represents the best estimate of the schedule BCPS will follow, which is subject to change at the BCPS’s discretion. The BCPS has performed extensive planning work and plans to meet the dates described below. The BCPS reserves the right to add or delete events as may be necessary

RFP Posted on https://www.bcpsk12.com RFP Posted on https://www.eva.virginia.gov

November 4, 2024

Deadline for Submission of Proposals

November 15, 2024 @ 2:00 p.m. ET

2.2 Administrative Information

a. During the procurement process, all official communication with vendors should be directed to Becky Harrison unless otherwise specified.

b. BCPS is requesting proposals for the items and/or services described herein. All proposals must be in writing and must be submitted with the name of the firm submitting the proposal, with full address and RFP number.

c. All proposals must be in writing and be clear, concise, accurate, and legible so that there is no doubt as to the intent and scope of the proposal.

d. Electronic proposals must be uploaded and submitted through https://www.bcpsk12.com or the eVA website (https://www.eva.virginia.gov) on or before the due date and time. Please ensure that your submission is complete and accurate, and includes all proposal content, descriptions, pricing, and signatures. If the proposal contains multiple files, the vendor shall combine all files into one single file.

e. Late offers. Offers received after the date and time set for the deadline shall be considered non- responsive and returned to the Vendor.

f. Proposals may be withdrawn, in writing, at any time prior to the time and date set for receipt.

g. Proposals shall be submitted as follows (See also Section 5 Proposal Response Requirements).

h. Proposals should include a transmittal letter, executive summary, technical proposal, and price proposal.

i. The technical proposal shall present a full and complete description of how the vendor proposes to meet the requirements of this RFP.

j. Proposals should include recent and relevant references for projects of similar size and scope.

2.3 Proprietary/Confidential Information.

Any restrictions of the use or inspection of material contained within the proposal shall be clearly stated in the proposal itself. Written requests for confidentiality shall be submitted by the vendor with the proposal. The vendor must state specifically what elements of the proposal are to be considered confidential/proprietary and must state the statutory or other legal basis for the request. Confidential/Proprietary information must be readily identified/marked. Neither a proposal in its entirety, nor price information will be considered confidential and proprietary. Any information that will be included in any resulting contract cannot be considered confidential and/or proprietary.

Vendor acknowledges that they may come into contact with confidential information contained in the records or files of the BCPS in connection with any resulting contract or in connection with the performance of its obligations under any resulting contract. The successful vendor shall keep such records and information confidential and shall comply with all laws and regulations concerning the confidentiality of such records to the same extent as such laws and regulations apply to the BCPS. The successful vendor shall notify its employees that they are subject to the confidentiality requirements as set forth above, and shall provide each employee with a written explanation of the confidentiality requirement before the employee is permitted access to confidential data. Successful vendor(s) shall provide and maintain a secure environment that ensures confidentiality. The confidentiality of all information will be respected and no confidential information shall be distributed or sold to any third party nor used by the successful vendor(s) or its assignees and/or subcontractors in any way except as authorized by any resultant award. Confidential information shall not be retained in any files or otherwise by the successful vendor(s).

2.4 All proposals must be valid for a minimum of 90 calendar days from the date proposals are due. All responses and accompanying documentation will become the property of the BCPS at the time the proposals are received.

2.5 n/a.

2.6 Any person, firm, corporation, or association submitting a proposal shall be deemed to have read and understood all the terms, conditions, and requirements in the RFP.

2.7 BCPS reserves the right to cancel this RFP in whole or in part, at any time, without penalty

2.8 Vendors may make written inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities and no phone calls will be accepted.

The BCPS requires that all inquiries be sent by https://www.bcpsk12.com e-mail to the issuing office. Please ensure the RFP number and title is included in the subject line of all communications. Responses to inquiries may be published as an amendment to RFP. Vendors should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the RFP during the solicitation period. Vendors should not contact any other BCPS office or individual regarding this RFP. Vendors are responsible for monitoring https://www.bcpsk12.com and https://www.eva.virginia.gov for amendments/modifications of this RFP. Vendors are required to acknowledge receipt of all amendments in the cover letter of their proposal.

2.9 n/a.

3.0 Terms and Conditions

3.1 All participating vendors, by submitting a proposal, agree to comply with all of the conditions, requirements, and instructions of this RFP as stated or implied herein. Any exceptions may render a proposal non-responsive, at the sole discretion of the BCPS. All costs related to the preparation of the proposal, incurred by the vendor, shall be the sole responsibility of the vendor.

3.2 The issuance and approval of this document does not constitute any contractual obligation against the BCPS. This is a request for a proposal to enter a written agreement that the named vendor shall sell to the BCPS during the contract period, the goods, wares, merchandise, or services at the unit prices indicated, based upon subsequent encumbrance documents and/or contract(s) issued by the BCPS. No contractual or purchase obligations shall arise unless and until a contract is signed by all parties to such contract.

3.3 BCPS is tax-exempt for Federal taxes under chapter 32 of the Internal Revenue code (certificate #98-02138) and from all City and State sales and use taxes (see CRS section 39-26-114).

The vendor acknowledges that the BCPS is a public entity subject to the Virginia Freedom of Information Act, §2.2-3700, et. seq., C.R.S. (“FOIA”). Consequently, the proposal, including any accompanying information/documentation that the vendor submits in conjunction therewith is presumptively public records available for public review under FOIA, unless the information/documentation is clearly marked as “trade secrets, privileged, or confidential commercial information.” The BCPS initially will withhold any information/documentation marked as such from public review until the BCPS has given the vendor notice of any request for review. The vendor will have 48 hours in which to advise the BCPS whether it wants the BCPS to retain the information/documentation from public review. If so, the vendor will set forth, in writing, the legal reasons that it believes the information/documentation is not subject to public review under FOIA. If the BCPS decides not to produce the documents for public review, the vendor will indemnify and hold the BCPS harmless from any liability and cost, including attorney’s fees, which may ensue in the event of litigation. The BCPS will have the further right to retain its own legal counsel to defend any claims under FOIA for which the vendor will reimburse the BCPS its reasonable attorney’s fees, and costs occasioned therewith.

3.4 F.O.B. Destination.

All vendors shall quote prices based on F.O.B. destination; freight prepaid. Accordingly, the unit cost of each item bid shall include handling, shipping and freight charges. Vendors shall hold title to the goods until they are delivered to, and accepted by, an authorized BCPS representative.

3.5 In the event that any gratuities or kickbacks are offered or tendered to any BCPS employee or a subcontractor as inducement for award of a subcontract or order, the vendor’s proposal shall be disqualified, or award terminated, and shall not be reinstated.

3.6 No proposal shall be accepted from, nor any purchase order/contract be awarded, to any vendor that is in arrears upon any obligations to the BCPS, or that otherwise may be deemed irresponsible or unreliable.

3.7 Vendor shall not employ, retain, hire, or use any individual that has been convicted of any felony charges as the same is defined under the laws of the State of Virginia in the performance of the services to be rendered and materials to be provided to the BCPS pursuant to this proposal unless the vendor receives prior written permission.

3.8 The BCPS shall have the right to cancel RFP for any reason, including for unavailability of funds and/or if the BCPS no longer requires the supplies/services.

3.9 By submission of a proposal, the vendor certifies that the proposal has been arrived at independently and submitted without collusion with any other vendor, and that the contents of the proposal have not been communicated to any person not an employee or agent of the vendor or its surety on any bond furnished herewith, and will not be communicated to any person prior to the official opening of the proposal.

3.10 The apparent silence of any specification and any supplemental specifications as to any details or the omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship is to be first quality. All interpretations of the specification shall be made upon the basis of this statement.

3.11 The BCPS reserves the right to reject any and all proposals or parts thereof. The BCPS further reserves the right to accept a proposal other than the lowest priced proposal, which proposal in all other respects complies with the RFP, provided that in the sole judgment and discretion of the BCPS, the proposal is best overall value.

3.12 BCPS will consider all relevant factors related to overall value and function, including but not limited to life cycle costing, product performance, quality of workmanship, suitability for a particular purpose, delivery dates, availability of item, or other such values or functions which may justify differential pricing.

3.13 Termination. BCPS reserves the right to terminate all or part of any resultant contract with or without cause by giving the contractor at least a 30-day notice. Any monies that have been paid for in advance shall be prorated to the date of termination and refunded to the BCPS. Nothing herein shall be construed as giving the contractor the right to perform the services contemplated under this agreement beyond the time when such services become unsatisfactory to the BCPS. In the event that the vendor shall be discharged before all the services contemplated hereunder have been completed, or the services are for any reason terminated, stopped or discontinued because of the inability of the vendor to serve under this agreement, the BCPS shall only pay for that portion of the work which shall have been satisfactorily completed at the time of termination.

3.14 The inital award term shall not exceed one year. The BCPS reserves the right to renew and extend the executed contract agreement pertaining to all prices, terms, conditions and specifications upon mutual written agreement between the BCPS and successful vendor(s) for up to four (4) additional one-year periods. The total term of the award shall not exceed five (5) years unless determined, by the BCPS, to be in its best interests.

3.15 The venue for legal action regarding or arising out of the transaction covered herein shall be solely in the Circuit Court in and for Buchanan County, State of Virginia. The laws of the State of Virginia shall govern this and subsequent transactions.

3.16 Indemnification.

The vendor agrees to indemnify and hold harmless BCPS, its agents, the Membe of its Board, and employees from and against all liability, claims, and demands, on account of injury, loss, or damage, including without limitations claims arising from bodily injury, personal injury sickness, disease, death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or are in any manner connected with this contract, if such injury, loss, or damage is caused in whole or in part by, or is claimed to be caused in whole or in part by, the act, omission, error, professional error, mistake, negligence, or other fault of the vendor, any subcontractor of the vendor (at any tier), or any officer, employee, representative, or agent of the vendor or which arise out of any workman's compensation claim of any employee of the contractor or of any employee of any subcontractor of the contractor. The vendor agrees to investigate, handle, respond to, and to provide defense for and defend against, any such liability, claims, or demands at the sole expense of the vendor. The vendor also agrees to bear all other costs and expenses related thereto, including court costs and attorney fees, whether or not any such liability, claims, or demands alleged are groundless, false, or fraudulent.

3.17 Insurance.

The successful vendor agrees to procure and maintain, at its own expense, a policy or policies of insurance sufficient to insure against all liability, claims, demands, and other obligations assumed by the vendor pursuant to the indemnification section of this RFP. The BCPS shall have no responsibility or liability for such insurance coverage. The vendor shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to the indemnification section of this proposal by reason of its failure to procure or maintain insurance, or by reason of its failure to procure or maintain insurance in sufficient amounts, durations, or types. The successful vendor(s) shall procure and maintain, and shall cause any subcontractor of the vendor to procure and maintain, the minimum insurance coverage’s listed below. Such coverage’s shall be procured and maintained with insurers on forms acceptable to BCPS. Insurance certificates shall name BCPS as an additional insured on the policies of insurance required.

All coverages shall be continuously maintained to cover all liability, claims, demands, and other obligations assumed by the contractor pursuant to the indemnification section of this proposal. In the case of any claims made policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage. Coverage required includes:

(a) Workmen's compensation insurance to cover obligations imposed by applicable laws for any employee engaged in the performance of work under this contract.

(b) Commercial general liability (including contractual liability covering the indemnification in paragraph 2 above) with limits not less than $1,000,000 combined single limits per occurrence for bodily injury and property damage, and $2,000,000 aggregate.

(c) Comprehensive automobile liability insurance with minimum limits of $1,000,000 combined single limits per occurrence for bodily injury and property damage insuring each of contractors’ owned, hired or non-owned vehicles assigned to or used in performance of the services and $2,000,000 aggregate

The vendor shall provide a certificate of insurance to be completed by the vendor’s agent/broker as evidence that the policies providing the required coverage’s are in full force and effect. The certificate shall indemnify this contract and shall provide that the coverage’s afforded under the policies shall not be canceled, terminated or materially changed until at least 30 days prior written notice has been given to the issuing office.

3.18 The successful vendor, whether under separate contract or not, shall not assign any part or whole of this offer, contract, or agreement to another party, subcontractor, or company nor shall they assign any money due or to become due hereunder, without the previous written consent of the BCPS.

3.19 Warranty of Supplies.

The vendor certifies and warrants for a period not less than one year from date of acceptance, all products and supplies furnished under the award will be free from defects in material or workmanship and will conform to all requirements of the award contract. The successful vendor agrees to replace any failing products, supplies, parts, etc., at no charge to the BCPS. Any products and supplies replaced will begin a new warranty period upon acceptance by the BCPS.

3.20 Warranty of Services.

n/a Buchanan County PUblic Schools

3.21 The items on this proposal will be provided on a vendor furnish and install basis unless otherwise indicated. The successful vendor will have complete responsibility for the items or system until acceptance by the BCPS. Any special installation preparation and requirements will be submitted to the BCPS with the initial proposal.

All transportation and coordination arrangements will be the responsibility of the vendor. The delivery of equipment and product will be coordinated so that items will be delivered directly to the installation site unless otherwise specified. This will minimize the risk of damage and avoid double handling by BCPS receiving personnel.

3.22 Invoices/Payments.

Payment terms are Net 30. By submitting a proposal, vendor agrees the BCPS, at its sole discretion, may make payment via check, ACH, or by School/BCPS credit card. Payments will be made no more frequently than once in a 30-day period with the exception of School/BCPS credit card purchases. For supplies, partial payments for partial shipments will not be made unless specifically authorized herein. Payment will be made when all supplies or services have been received and accepted. All supplies on a single order should be shipped together and complete. In the unlikely event of a late payment, the BCPS will not pay late or interest charges. In order to receive a payment under any resultant award, the vendor shall have a current IRS W-9 on file with the School/BCPS. BCPS has implemented an electronic card payment program that enables payments to be processed faster and more efficient. By response to this RFP vendors consent to this process as well as individual BCPS credit card transactions, at no additional cost to the School/BCPS.

3.23 News releases, including social media, pertaining to this RFP and/or any resultant award shall not be made without the BCPS’s written approval.

3.24 The successful vendor may be required to furnish performance and/or payment bonds or, at the BCPS’s discretion, an irrevocable letter of credit from a local financial institution in the amount of the total contract cost. When a performance bond is furnished by the successful bidder, it must be executed by the owner, a general partner, or if a corporation, the secretary’s signature and the seal of the corporation must be affixed.

3.25 n/a.

3.26 The BCPS requests that any member school of the BCPS may avail itself of this contract and purchase any and all items specified herein from the successful vendor(s) at the contract price(s) established herein. Each BCPS member school using a contract resulting from this RFP may place its own orders, issue its own purchase orders, and be invoiced there from and make its own payments.

3.27 The BCPS will not accept gifts or gratuities from vendors. The BCPS may request product samples from vendors for evaluation purposes with disposition of those samples to be at the discretion of the BCPS.

3.28 The BCPS has not employed a pre-qualification process; therefore, vendors are neither pre- qualified/approved nor precluded from responding to this RFP.

3.29 Minimum Qualifications. In order for proposals to be evaluated and considered for award, they must be deemed responsive to this RFP. To be determined responsive, submitted documents shall conform in all material respects to the requirements stated herein and vendors shall document and validate the capability to fully perform all requirements defined by the RFP. Factors to be considered in connection with a vendor’s capability to fully perform all requirements of the RFP include, and may not be limited to experience, integrity, reliability, capacity, financial stability, and other factors required to provide the products and/or services defined herein.

3.30 The BCPS will not consider and/or reimburse vendors for any costs or expenses incurred in preparing and/or submitting proposals in response to this RFP, attending meetings, presentations, or other necessary requirements.

3.31 No Obligation, Right of Rejection, and Multiple Award. The inquiry made through this RFP implies no obligation on the part of the BCPS.

3.32 This RFP does not constitute an offer or a contract with any proposed vendor or other party. The decision to reject a proposal is solely that of the BCPS. The BCPS reserves the right to reject any or all Proposals, in whole or in part, or to accept or reject all or any part of any proposal. Proposals received from debarred or suspended vendors will be rejected. The BCPS may reject any proposal that is not responsive to all of the material and substantial terms, conditions, and performance requirements of this RFP. The BCPS further reserves the right to award all, part, or none of the component/functional areas included in this RFP. In addition, the BCPS reserves the right to make one or more awards to competing vendors for all or subsets of functionality as a result of this RFP or as otherwise determined in the BCPSs best interests. The BCPS reserves the right to reject any proposal determined to be nonresponsive. The BCPS reserves the right to negotiate with any or all vendors with respect to any or all terms of a proposal or contract. The BCPS also reserves the right to refrain from making an award if it determines it to be in its best interest. The BCPS reserves the right to abandon the project and/or to re-advertise and solicit other proposals at its discretion. If a proposal is selected by the BCPS for negotiation of a contract, any final contract will be in substantial compliance with this RFP however, vendors are advised that any final contract may deviate from the RFP as the parties may agree during the course of negotiations. The BCPS reserves the right to cancel this solicitation or to change its scope if it is considered to be in its best interests. The BCPS reserves the right to waive irregularities or minor informalities in proposal content or to request supplemental information from vendors.

3.33 Contract Type.

The contract resulting from this RFP shall be in form and content satisfactory to the BCPS and shall include, without limitation, the terms and conditions provided for in this RFP and such other terms and conditions, as the BCPS deems necessary and appropriate. The standard of performance for the contract resulting from this RFP shall be in accordance with the highest applicable standards in the industry. The contract resulting from this RFP shall be firm fixed-price unless otherwise stated.

3.34 Contract Changes.

Changes to any terms and conditions must be by written modification fully executed by both parties.

3.35 Contract Approval.

Vendors understand that this RFP does not constitute an offer or contract and does not obligate the BCPS to award a contract. The BCPS’s obligation will commence only following the BCPS’s approval and a fully executed contract. The BCPS will not be responsible for any work done or expense incurred by any vendor, or any subcontractor, at any tier, prior to the contract start date set by the BCPS.

3.36 Federal, State, and Local Requirements.

The vendor must comply with all known Federal, State, and local requirements that apply to the proposal, evaluation, and subsequent contract.

3.37 Conflict of Interest.

The vendor shall, at all times, observe and comply with all Federal, State, and local laws, ordinances and regulations, including any amendments and revisions thereto, which in any manner affect the vendor or services and/or items to be provided, specifically and not limited to any laws relating to conflicts of interest. Failure to comply with any applicable laws may result in termination of the contract; forfeiture by vendor of all benefits of the contract; retainage by the BCPS of all services performed and/or supplies delivered; and the recovery by the BCPS of all consideration, or the value of consideration, paid to the vendor pursuant to any awarded contract.

3.38 n/a.

Responding vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. Vendor shall comply with the regulations found within 45 CFR Part 620, "Government Debarment and Suspension (Non-procurement)."

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4.0 Proposal Evaluation

4.1 The BCPS will conduct a fair and impartial evaluation of the proposals received in response to this RFP. The objective of the evaluation is to determine the proposal that most effectively meets the BCPS’s needs, constituting the best proposal and providing the best value. Award will be made to the responsible vendor(s) whose proposal, conforming to the RFP, will be most advantageous to the BCPS, constituting the best proposal and providing the best value, taking into consideration, among other things, price, quality of product, fitness of products, past performance and experience with third parties, financial stability, and technical capability.

4.2 Evaluation process.

The award decision ultimately is a business judgment reflecting an assessment of the relative merits of the proposals as judged by the BCPS, in its sole discretion, which represents the best value for the BCPS. A brief overview of the evaluation process is as follows, and may be modified at the BCPS’s discretion.

· Review of all the proposals received for compliance with the RFP.

· Requests for clarification may be made. One, some, or all vendors may be asked for clarification. Such requests may be made at any time during the evaluation process.

· Selection of two or more offerors deemed to be duly qualified and best suited among submitting bids.

· Negotiation with the offerors so selected

· Determination about the best proposal and best value.

4.3 The BCPS reserves the right to negotiate the final terms and conditions of any one or more contracts to be executed. In the event the BCPS and a vendor are unable to agree upon all contract provisions, the BCPS reserves the right to cease negotiations and negotiate with one or more other vendors, or to reject all proposals with no obligations.

4.4 Dissemination of Information.

During the solicitation and evaluation process and up and to award, no information will be provided concerning proposals received other than, number of proposals received and names of vendors. Any information requested after award must be submitted directly to Human resources. Please visit https:// www.bcpsk12.com for further information.

Buchanan County Public Schools

5.0 Proposal Response Requirements

5.1 Transmittal Letter and Executive Summary

TAB 1 should contain the transmittal letter and executive summary and be limited to four pages.

The transmittal letter shall be signed by an authorized representative of the vendor such as the owner, partner, or in the case of a corporation, the president, vice president, or other corporate officer(s) responsible for binding the vendor.

The transmittal letter must provide the vendor’s primary contact information, including the following:

1. Name of the vendor representative

2. Title

3. Name of company

4. Address

5. Telephone number

6. E-mail address

7. Signature of authorized officer of the firm

A signature on the transmittal letter provides the BCPS with the vendor’s acknowledgement and acceptance of the RFP and execution of it during the discharge of any subsequent contract. It shall be clearly understood that by submitting a proposal in response to this solicitation the vendor shall be deemed to have accepted all specifications, terms, general conditions, and requirements set forth unless otherwise clearly noted and explained in the vendor’s proposal. Any exceptions or exclusions may render the proposal non-responsive.

The executive summary may be incorporated as part of the transmittal letter and should include the following:

1. A brief summary of the proposal contents

2. Discussion of unique aspects, strengths, or value added components being offered

5.2 Company Background and References

TAB 2 of the proposal shall include company background information and client references.

Vendors should identify and include client references that may be contacted by the BCPS for evaluation purposes. Vendors shall provide at least three (3) references of similar clients with whom the vendor has worked during the past five (5) years that are of similar size and scope to this requirement. The BCPS reserves the right to contact any reference, whether provided by the vendor or obtained by the BCPS, in connection with evaluation of this RFP.

5.3 Proposed Product(s) and Services

TAB 3 of the proposal must include a summarized narrative description of the capabilities for each requirement presented throughout the RFP, for the purpose of providing the BCPS with a high-level understanding of the proposed solution. The narrative should be written for an audience of the end-user community.

Descriptions should include all products proposed by third-parties to meet the BCPS’s Functional and Technical Requirements identified in this RFP.

5.4 Proposed Team Resources

TAB 4 of the proposal should include the project and implementation team organizational structure, project roles and responsibilities, and key team member resumes of the proposed project personnel resources. The implementation team as well as the personnel involved in live operation and ongoing support and maintenance shall be included as necessary/required.

A clear distinction shall be made to identify vendor resources, sub-contractor/third party resources, and BCPS resources roles and responsibilities.

Key Team Member Resumes shall be specific to the actual personnel to be assigned to this project for all primary roles.

The BCPS reserves the right to require that background checks be conducted on any and all individuals conducting work as either employees or independent contractors of the vendor, or who are otherwise providing services on the vendor’s behalf in connection with the project including, without limitation, employees and independent contractors of any third-party companies or firms included in the vendor’s proposal.

5.5 Price Proposal (Under Separate Cover)

TAB 5. The vendor’s price proposals shall be provided separately from all tabs of the vendor’s technical proposal. Pricing information/proposal shall be in sufficient detail to allow an appropriate evaluation.

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EXHIBIT A – SCOPE OF WORK/SCHEDULE OF ITEMS

The Buchanan County School BCPS (BCPS) is soliciting proposals with qualified and experienced Sports Apparel and Equipment dealer(s) in order to procure a full range of sports uniforms, practice apparel, t- shirts, shorts, warm-ups, socks and athletic equipment for schools and BCPS stadiums. Shoes are not part of uniform or apparel. Student athlete discount for shoes is strictly optional. This would be for the different sports programs on as –needed basis. Proposals that are a cooperation between manufacture and a local reseller are encouraged.

The BCPS is looking for an offeror who can provide a complete program, pricing, and incentives for Buchanan County School BCPS and their booster clubs, PTA, or other support organizations.

The BCPS intends to enter into agreement for apparel including, but not limited to, game uniforms, practice gear, t-shirts, pants, hats, shorts, warm-ups, travel bags, practice bags, sports bras, socks, polo shirts, coaches apparel and spirt packs and athletic equipment and supplies for our athletic programs. Shoes will be optional for players and coaches.

The BCPS understands that Offerors may not be able to provide all of the items requested in this RFP. Offerors must describe in its proposal how it will meet the needs of the BCPS, and identify any needs that it cannot meet.

Services:

Offerors shall provide information regarding the silk screening, tackle twill and embroidery process, including the lead time necessary to complete this work, the cost and any subcontractors used by the Offerors. Any subcontractor used by the awarded vendor must be approved by the BCPS. Although the successful Offeror may be requested to silk screen, tackle twill and embroider uniforms prior to product being delivered, the BCPS reserves the rights to purchase silk screening, tackle twill and embroidery as needed from other vendors to cover its requirements.

On-line school store (cloud based system) If offered

The school is interested in the option of an on-line school store for purchase of spirit wear. If this is something that your company can provide, please describe the features, functions and any profit sharing that is available.

In an effort to provide transparency regarding data collection and management to our internal and community stakeholders. Buchanan County School BCPS utilizes internal security policies and practices that were developed using industry standard frameworks, such as SOC 2, NIST, etc. as the base work. It is required that any vendor that we partner with also utilize these or similar security frameworks. These data security practices ensure that providers align with CCSD’s data security requirements as well as the

Virginia Student Data ecurity and Transparency Act. This framework includes but is not limited to:

Virginia Student Data Security and Transparency Act. This framework includes but is not limited to:

PricingData encryption at all times (at rest and in transit) Encryption of user credentials at all times (at rest and in transit)

Knowledge of type of data that is collected for system use and how that data will be used

Knowledge of how and who data is shared

Knowledge regarding who has access to collected data

Documented auditing controls

Documented data retention and destruction policies

Proposed pricing should be based on discount off current published manufacturers’ list price and inclusive of shipping to BCPS location (FOB Destination).

Offeror’s pricing structure shall remain firm through the term of the contract. The awarded vendor(s) may update the manufacturer’s price list during the contract period on anniversary dates or as issued by the manufacturer to reflect new products, supplier’s price changes, and deletion of discontinued products, etc. However, all percentage discounts bid shall remain firm (or discounts increase) for the duration of the resulting contract.

Offeror shall provide the BCPS with copies of price list(s) as issued by the manufacturer and as requested by the BCPS.

Offeror should provide a discount schedule for goods and costs of services such as but not limited to embroidery, screen printing, twill tackle. Provide a clear detail for a % discount the department would receive on ALL apparel and uniforms. Provide any additional incentives or discounts based on volume or other benchmarks. Provide a detailed description of financial or merchandising considerations of incentives. Include any vale added concepts

Contract prices may be subject to increase or decrease during the contract period in accordance with changes made by the manufacturer in their established nationally distributed price list or published catalog. Catalog or price lists may indicate increases or decreases in pricing, but the percentage discount originally accepted for award shall not be decreased during the contract period. Any request for discount decrease shall be accompanied by specific documentation from the manufacturer showing that it cannot support the discount on the product without undue hardship. Reduction in discount from that originally accepted may result in deletion of item from award or cancellation of agreement. Price decreases or discount increases are permitted and encouraged at any time.

New products will be considered for inclusion provided they are pertinent to the award description and offered to the BCPS at the same terms and conditions as in the original bid and at pricing or discounts deemed to be reasonable and in the best interests of the BCPS

Included in your response

· Provide a list of any services provided and fees associated with those services.

· Describe your policy for exchanges and any possible restriction to that policy. This should include stock item exchanges, returns, incorrect sizing, special order exchanges, etc.

· Provide a list of all high quality, nationally recognized brands that the vendor is capable of procuring or supplying for each category in apparel and equipment. Please be aware that the BCPS would be ordering both youth and adult sizing.

· Provide definitions and identify stock items vs special order items.

· Provide a detailed description of the customer service plan to include ordering process, return process and delivery schedule along with recommended methods to ensure compliance and accountability.

· Discuss any inventory in stock or inventory plan to ensure ordered items are received in a timely manner. The BCPS expects the awarded vendor to maintain a business establishment with adequate inventories of the offered products and should be capable of processing and shipping large numbers of various orders.

· Provide name, title, and professional experience of assigned account manager.

· Provide the address of your location(s), or the location of the branch that would be serving Buchanan County School BCPS. Provide how you will serve all the high schools, middle schools, and elementary schools and special programs.

· Proposals will be accepted from manufacturers or established authorized dealers of the manufacturer only. Any dealer submitting a response hereby guarantees that it is an authorized dealer of the proposed manufacturer, that the manufacturer has agreed to supply the dealer with all quantities of the products required by the dealer in fulfillment of its obligation under any resultant contract with the BCPS, and that the vendor will provide a certificate from the manufacturer acknowledging the authorization of dealership. If vendor is found to be non-authorized, the BCPS reserves the right to reject said proposal.

· Is Offer is available to other BCPS and their support organizations (School Booster Clubs or PTA) which wish to participate in this RFP award? Please state in your proposal.

· If providing information on an on-line school store the following questions shall be responded to:

· Provide copy of Privacy/Security policy

· Have you experienced any security breaches? If yes, explain.

· Provide an overview of cyber security insurance coverage.

· Do you have a Chief Information Security Officer or equivalent position?

· Describe how permissions will be managed for participant users and your internal staff and BCPS users.

· Provide a brief overview of the type of PII data that is maintained in your system.

· If not fully proprietary, describe any parts of your system that are managed by a third party.

· At the time of contract termination, describe your retention policy/requirement for collected PII data.

· Provide existing policies or business agreements in place between external vendors/customers that may have access to and/or share responsibility of housing data in vendor hosted solution. Include descriptions of any assurance if there is compiling of customer data.

· Provide your system security plan (SSP) or equivalent documentation to address security compliance

· Provide vendor documentation and examples on how secure coding practices are followed, e.g. OWASP or CERT

Warranties – Describe available warrantiesCHSAA

Regulations - All bid responses shall be compliant in all respects to the BCSAA (Buchanan County Schools Athletic Association) and NFHS (National Federation of State High School Associations)

Marketing - Describe any marketing and/or advertising partnership that would result in the award of this RFP. Such program should include mediums such as, but not limited to, facility signage, official game-day programs, web page advertising, tickets, hospitality, etc.rules and regulations. Proposals should not place the BCPS in any positions of sanctions, violations or probation under BCSAA and NFHS rules.

List high Schools and middle schools and # of elementary

I. Fall (August – November):

1) Cross Country (B/G)

2) *Football (could be Decembers after State Championship)

3) Golf (B)

4) Volleyball

5) Football Cheer

6) Competition Cheer

7) Esport

8) Theater

I. Winter (December – February):

1. Basketball (B/G)

2. Scholastic Bowl

3. Wrestling

4. Indoor Track (B/G)

5. Basketball Cheer

II. Spring (March – May):

1. Baseball

2. Golf (G)

3. Soccer (G)

4. Tennis (G)

5. Track and Field (B/G)

6. Softball III. Each School has a Unified Program

IV. Middle School Athletics

1. Track and Field

2. Basketball (B/G)

3. Wrestling

4. Volleyball

Also, have many Activities and clubs in High School, Middle School, and Elementary.

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