RFP Document.pdf

Black Hills State University

Black Hills State University

ATHLETICS DEPARTMENT

RFP #26RFP19059

FIVE-YEAR CONTRACT FOR ATHLETIC APPAREL AND SUPPLIES

Due Date – February 25, 2026

Table of Contents

1. Background

2. Description and Purpose

3. Anticipated Duration and Renewal Options

4. Timeline, Deadline for Responses, Procurement Calendar

5. Contract Specifications

6. Anticipated Compensation Structure

7. Selection Criteria

8. Instructions for Submittal

9. Contract Termination

10. Inquiries

11. Standard Contract

12. Respondent Questionnaire

13. Responses Required

14. Team Roster Data

REQUEST FOR PROPOSAL #

Five Year Contract for Athletic Apparel and Supplies

1. Background

Black Hills State University (BHSU) is a masters-level state university with more than 3,600 students. The campus leads the region in sustainability efforts and maintains top academic programs in business (AACSB Accredited), exercise science, natural sciences, social sciences, the arts, mass communication, health sciences and education. The University, founded in 1883, is located in the northern Black Hills, a region abundant with outdoor activity and culture.

Spearfish, S.D., is recognized as one of the top 10 most livable small towns in the USA and has also been recognized nationally for outdoor recreational opportunities. The second location, BHSU-RC, is in Rapid City, the state’s second-largest city. BHSU, a member of NCAA Division II athletics, offers 14 sports, and has a legacy of champion rodeo teams.

2. Description and Purpose BHSU is requesting written proposals from qualified vendors for a Volume Purchase Agreement for athletic uniforms, apparel and supplies.

3. Anticipated Duration of Contract This is a Request for Proposal for a five (5) year contract commencing on May 1st, 2026, and ending May 30, 2031. Three (3) one-year contract extensions shall be available upon mutual agreement of the parties. The parties shall negotiate each extension between March 1 and April 30. Vendors may propose a different contract term from the above. BHSU reserves the right to negotiate the term and award in the best interest of BHSU. The first year of orders under this contract shall be for the 2026-2027 season.

4. Schedule of Activities: Note: This is an anticipated calendar and may be subject to change.

Release of RFP January 21, 2026

Bidder’s submission of questions or requests for clarification

February 4, 2026, 2pm (MST)

Addendum issued in response to questions and clarifications

February 11, 2026

RFP Response Submission deadline

February 25, 2026, 2pm (MST)

Review of submitted responses completed by

March 11, 2026

Negotiation of contract completed by

Late March/Early April

Contract signing by Early April

5. Contract Specifications The proposal accepted will be based on quality, cost and the ability to provide goods and services as required by BHSU. Proposals will not be awarded solely on price but on what is the best overall value to BHSU.

The successful vendor must be able to fill all orders for uniforms, apparel, supplies and services as needed throughout the life of the contract. BHSU is defining uniforms, apparel, supplies and services as follows:

• Uniforms: Official game clothing including footwear

• Apparel: Sweatshirts, shorts, jackets, hats, practice gear, etc.

• Supplies: Knee pads, socks, sports bras, athletic supporters, etc.

• Services: Screen printing, embroidery, etc.

The vendor must assign a customer service representative to BHSU who has a strong history of good customer service and sufficient staffing to ensure the provision of goods and services outlined in this RFP throughout the life of the contract. The proposed representative’s name and direct phone number must be provided. Vendors must be able to provide samples and meet with a representative of BHSU during the proposal evaluation period to discuss ordering needs and concerns.

The vendor must be able to package and ship in quantities specified on a timely basis.

Merchandise in each shipment must be pre-sorted and packaged by the vendor for distribution to team members. The vendor must guarantee that packaging and shipping shall provide adequate protection against damage and deterioration. All quotations must be FOB destination, freight prepaid. Inside delivery is required. Inspection of goods and services will be conducted by a member of BHSU’s athletic staff at point of delivery. Material not in accordance with specifications will be returned at the vendor’s expense. The preferred vendor must be able to deliver all standard products (unless printed) to BHSU’s athletic equipment room not more than ten days from the date of order. Vendor must provide a proof of screen printing or embroidery to the BHSU Marketing representative prior to printing. Vendors must use the approved BHSU font, colors and logos for all printed goods. The trademarked logo’s cannot be altered, reproduced, or used outside of Black Hills State University.

Bidder must provide detailed information regarding the ordering process proposed, including any subcontractors the bidder intends to use for order fulfillment, product replacement and customer service issues. Vendor must indicate if products will be available to retail stores.

The bidder must demonstrate how order tracking and inventory availability will be provided to

BHSU.

BHSU spends on average approximately $200,000.00 annually on uniforms, apparel and supplies.

6. Anticipated Compensation Structure The proposal should include: significant discount off retail price and multiple options for uniforms, apparel and supplies; a product credit based on quantity purchased; an initial lump sum product credit at contract signing; product credit for accomplishments such as teams entering an NCAA Tournament and achievement of Coach of the Year designation; and cash payments, etc. Bidder must indicate what constitutes BHSU’s “total quantity purchased” on which credits will be calculated.

As additional quantities of uniforms, apparel or supplies may be needed over the course of a season, prices should hold firm within each year throughout the duration of the contract. A price adjustment will be considered one year after the initial signing of the contract and every year thereafter for the duration of the contract only if an escalation in cost to the vendor can be documented. The escalation in cost should be a component of the CPI or other documented evidence of increased costs to the vendor to provide the products.

During the term of the contract, each sport’s new purchases (including coaches, staff and student-athletes) shall be for the awarded vendor’s products where appropriate on a phased-in basis.

Bidder must indicate how product information relating to each sport referenced above will be provided to BHSU.

Bidder must indicate how sizing and shoe fittings will be handled.

Bidder must indicate if they are unable to provide products for any of the sports mentioned above. Bidder must also indicate any individual products commonly used for the sports referenced above that they cannot provide (i.e. bats, helmets, etc.).

7. Selection Criteria

BHSU will select a vendor on the basis of information provided in response to this RFP and shall select the vendor that best serves the interests of BHSU. Proposals will be evaluated on the following criteria:

a. Quality of products and services offered. We are looking for a name brand product with international recognition as a standard of quality.

b. Pricing structure for the products and services outlined in the RFP.

c. Bidder’s past experience with providing products and services to institutions of higher education similar in size and nature to BHSU.

d. Quality of the references from the bidder’s existing customers, including but not limited to the quality of the product, the timeliness of services and production and the level of customer service provided to the college.

e. Turnaround time to provide products and services outlined in this RFP.

f. Value of product credits offered and other financial considerations.

8. Instructions for Submittal Proposals should be submitted via email in a PDF or Microsoft Word format to Barb Mustard at barbara.mustard@sdsmt.edu by the RFP Response Submission Deadline listed in the Schedule of Activities.

Submittals shall include:

a. A cover letter clearly addressing any concerns taken to the terms and conditions contained within this RFP.

b. List of colleges or universities currently being supplied.

c. Names and qualifications of officers and key personnel of bidder, including customer service representative to be assigned to BHSU’s account.

d. List of any subcontractors utilized.

e. Completed Respondent Questionnaire.

mailto:barbara.mustard@sdsmt.edu

BHSU will select the proposal who, in the judgment of BHSU offers the best value response to the goals and performance requirements outlined in the RFP. Award of this contract is expected to be made no later than late March or early April 2026.

BHSU reserves the right to reject any or all proposals if it is in the best interest of the University to do so. BHSU reserves the right to cancel and terminate the contract with 30 days written notice in the event that the services provided by the contractor prove to be unsatisfactory.

Proprietary names are used in this RFP for information purposes only and not to limit competition. If a bid is based on similar products, the bidder must provide full information in the proposal or in an attached letter establishing the equivalency of the proposed product to the quality standard required by the RFP. BHSU reserves the right to accept the proposal deemed best for Black Hills State University.

9. Contract Termination

The contract shall terminate on the date specified in the contract, unless this date is properly amended in accordance with all applicable laws and regulations prior to this date, or unless terminated or suspended under this section upon prior written notice to the vendor. BHSU may terminate or suspend a contract if the vendor breaches any material term or condition or fails to perform or fulfill any material obligation required by the contract, or in the event of an elimination of an appropriation or availability of sufficient funds for the purposes of the contract, or in the event of an unforeseen public emergency mandating immediate department action.

Upon immediate notification to the other party, neither BHSU nor the vendor shall be deemed to be in breach for failure or delay in performance due to the acts of God or other causes factually beyond their control and without their fault or negligence. Subcontractor failure to perform or price increases due to market fluctuation or product availability will not be deemed beyond the vendor’s control.

Any notice shall be deemed delivered and received when submitted in writing in person or when delivered by any other appropriate method evidencing actual receipt by the college or the vendor. Any written notice of termination or suspension delivered to the vendor shall state the effective date and period of the notice, the reasons for the termination or suspension, if applicable, any alleged breach or failure to perform, a reasonable period to cure any alleged breach or failure to perform, if applicable, and any instructions or restrictions concerning allowable activities, costs or expenditures by the vendor during the notice period.

10. Inquiries Inquiries, questions or requests for clarification may be addressed via email to:

Barb Mustard Director of Business Services barbara.mustard@sdsmt.edu

Questions or requests for clarification should be submitted by February 4, 2026, via email to barbara.mustard@sdsmt.edu. BHSU will respond to all inquiries through an addendum to the RFP. Responses will be in the form of an addendum to the RFP on the Office of Procurement Management web site at: https://postingboard.esmsolutions.com/3444a404- 3818-494f-84c5-2a850acd7779/events mailto:chris.phillips@usd.edu mailto:barbara.mustard@sdsmt.edu https://postingboard.esmsolutions.com/3444a404-3818-494f-84c5-2a850acd7779/events https://postingboard.esmsolutions.com/3444a404-3818-494f-84c5-2a850acd7779/events

11. Standard Contract The winning vendor will be required to sign a Standard Contract with the State of South Dakota. All terms of the South Dakota Standard Contract shall apply, whether they are reflected in this RFP or not. In instances where there is inconsistency between the South Dakota Standard Contract and the specifications of this RFP, the South Dakota Standard Contract shall prevail. State of South Dakota terms and conditions may be viewed at https://boa.sd.gov/central-services/procurement-management/docs/QuoteTerms.pdf.

12. Respondent Questionnaire The respondent recognizes that in selecting a provider of the requested services and items, BHSU will rely on the answers provided in response to this section. Accordingly, respondent warrants to the best of their knowledge that all responses are true, correct and complete.

BHSU reserves the right to confirm the information provided.

a. Company profile

• Number of years in business.

• Type of operation: Individual, partnership, corporation, government

• Number of employees.

• Annual sales volume.

• Are you a minority, women-owned or small business?

• Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity?

• Provide a customer reference list of at least (5) references for higher education institutions, preferably similar in size and nature to BHSU, for whom vendor has provided products and services similar to those indicated in the RFP. For each reference please include the following information:

o Name of customer o Customer contact information o Date of work performed and length of business relationship o Brief description of work performed

b. Warranty and ordering requirements

• Describe the warranty provided on the products.

• Do you have a minimum order requirement? If so, please describe?

• Do you offer discounted terms if invoices are paid within 10 days? If so, please describe,

• Do you accept credit cards?

https://boa.sd.gov/central-services/procurement-management/docs/QuoteTerms.pdf

13. Responses Required

Please provide on a separate document responses to the following questions:

a. List any other labels/brands your company offers.

b. Indicate the proposed discount and what the discount applies to (retail, wholesale, list price, etc.)

c. Provide a link with pricing to products offered. If an alternative approach to pricing is proposed, describe in detail on an attached sheet.

d. How often do prices change and on what basis?

e. Indicate proposed amount of product credit based on quantity purchased.

f. Indicate proposed amount of product credit available at contract signing.

g. Indicate proposed amount of product credit for accomplishments such as teams entering the NCAA Tournament, Coach of the Year Awards, etc.

h. Explain the process to order screen print or embroidered products including the cost involved.

i. Describe any other programs/incentives that your company offers.

j. Describe how campus retail operations can utilize the contract to purchase current merchandise and apparel.

k. Describe how the ordering process works for campus retail operations.

l. Indicate the turnaround time to provide products and services outlined in this RFP from time of order to delivery to BHSU.

m. Describe the shipping method or methods you propose to use to provide product to BHSU and the estimated time of delivery after order placement.

n. Describe the adjustment process used to correct errors in shipments, defective goods, etc.

o. Provide the name of the customer service representative who will be assigned to BHSU’s account and describe the person’s background and experience, the number of years with the company, similar accounts served and the person’s direct telephone number.

p. Indicate the process and timeline associated to switch over to a new vendor if the contract is not awarded to BHSU’s current supplier.

14. Athletics Team Roster Sizes and Replacement Dates

Sport Roster Size (24-25 Seasons)

Football 125

Women’s Soccer 33

Softball 23

Men’s Basketball 18

Men’s Cross Country/Track 49

Women’s Cross Country/Track

Women’s Golf 9

Women’s Basketball 14

Volleyball 16

Triathlon 10

Total (unduplicated) 345