RFP Band Uniform (HHS).pdf

REQUEST FOR PROPOSAL

Band Uniforms RFP Number: RFP-2026-001 Issue Date: July 31, 2026 Proposal Due Date: August, 31, 2026, 9:00 AM District: Jackson County School System

1. Introduction

Jackson County School System (the District) is soliciting sealed proposals from qualified vendors to design, manufacture, and deliver custom marching band uniforms and related accessories for its high school band program. The District seeks a partner with demonstrated experience providing durable, high-quality uniforms that support student performance, comfort, and long-term value. The District reserves the right to reject any or all proposals, waive minor informalities, and award a contract determined to be in the District's best interest.

2. Project Overview

The District anticipates purchasing approximately 80–140 marching band uniforms. Quantities are estimates only and may increase or decrease. The selected vendor will provide design services, student measuring, manufacturing, delivery, warranty support, and optional replacement uniforms and accessories.

3. Scope of Work

A. Uniform Components

● Custom jacket

● Bibbers/pants

● Shako (if applicable)

● Plume (if applicable)

● Garment bag

● Required accessories

B. Optional Items

● Gloves

● Raincoats

● Color guard uniforms

● Replacement parts

● Alterations

C. Performance Requirements

● Lightweight, breathable construction

● Moisture-wicking performance fabric

● Stretch panels for mobility

● Buttons in sleeves and pants for ease of hemming

● Fade, wrinkle, and shrink resistance

● Machine washable

● Reinforced seams

● Professional appearance after repeated laundering

● Designed for extended outdoor performances above 90°F

● Expected institutional service life of multiple years

D. Design Services

● Collaborative design meetings

● Digital renderings

● Reasonable revisions

● Sample materials and production-quality sample if requested

● District ownership of approved custom design upon final payment

E. Student Measurements

● On-site measuring

● Remote measurement procedures if necessary

● Replacement sizing procedures

F. Replacement Materials

● Include repair kit with matching buttons, snaps, trim, fabric swatches, and related repair materials at no additional cost

G. Care & Maintenance

● Printed and electronic care instructions

● Recommended cleaning, storage and maintenance procedures

● Identify prohibited cleaning methods

H. Delivery

● Provide shipping method and production schedule

● Individually packaged uniforms

● Clearly labeled

● Organized for distribution

● Protective shipping

● Delivery no later than June 17, 2027

4. Proposal Requirements

A. Company Information

Legal name, address, primary contact, website, phone, and email.

B. Executive Summary

Overview of qualifications, proposal, and customer service approach.

C. Vendor Experience and Product Information

Describe K–12 marching band experience, references, product durability, comfort, innovation, customization, expected service life, and climate performance.

D. Design Process

Describe concept development through final approval with an estimated schedule.

E. Production Schedule

Include milestones for design, measuring, manufacturing, shipping, and delivery.

F. Pricing

Provide itemized pricing, shipping, optional items, replacement pricing, minimum orders, and volume discounts. Pricing shall remain valid for 90 days.

G. Warranty & Long-Term Support

Describe warranty coverage, repair process, turnaround times, replacement availability, discontinued material procedures, and guarantee availability of style/materials (or approved equivalent) for at least eight years.

H. References

Provide three comparable 9–12 clients with district, contact name, email, and phone.

5. Evaluation Criteria

Proposals will be evaluated using factors that may include:

Evaluation Criteria Weight

Product Quality & Durability 30%

Cost 25%

Vendor Experience & References 20%

Design & Innovation 15%

Customer Service, Warranty, & Replacement Support 10%

6. Submission Instructions

Submit proposals electronically in PDF format or in a sealed envelope marked 'Band Uniform RFP – Do Not Open Until Official Review.' Proposals are due August 31, 2026, at 9:00 AM.

Submit to:

Melissa Gillespie Jackson County School System 1660 Winder Highway Jefferson, GA 30548 mgillespie@jcss.us mailto:mgillespie@jcss.us

7. Timeline

Milestone Date RFP Issued July 31, 2026

Questions Due August 21, 2026

Addenda Issues (if necessary) August 25, 2026

Proposal Deadline August 31, 2026

Board Approval September 14, 2026

Student Measuring December 1, 2026

Delivery June 17, 2027

8. General Conditions

The District reserves the right to reject any or all proposals, cancel this solicitation, negotiate with vendors, request additional information, waive minor irregularities, and award the contract in whole or in part. Submission of a proposal constitutes acceptance of the terms of this RFP unless specifically noted otherwise.

9. Equal Opportunity

The District encourages participation by all qualified vendors and does not discriminate on the basis of any protected classification under applicable law.

10. Contact Information

All communications regarding this RFP shall be directed to:

Melissa Gillespie Jackson County School System 706-367-5151 ext. 33001 mgillespie@jcss.us