RFQ _ All Star Packages 2026.pdf

P.O. Box 248 | 1345 Highway 98 W | Danielsville, GA 30633 | P: 706-795-6270 | F: 706-795-3818

REQUEST FOR QUOTE

ALL STAR PACKAGES 2026

FOR MADISON COUNTY RECREATION DEPARTMENT

Madison County Recreation Department Request for Quote – All Star Packages

Madison County Recreation Department is soliciting quotes in order to identify individuals and/or businesses to supply all-star packages for their athletic seasons; spring, fall, and winter. The department operates the following sports for all-stars: baseball, softball, soccer, volleyball, and basketball with potential new program of flag football. This RFQ is designed for those interested in creating a contract relationship to provide t-shirts, water bottles, etc. for the department.

Questions may be addressed to the recreation department; (706) 795-6270. Quotes should be sealed and clearly marked on the outside of the envelope: “Quote for 2026 All Star Packages.” The Board of Commissioners reserves the right to reject any and all bids. All quote packages must contain O.C.G.A 13-10-91 E-Verify Affidavit in order to be considered.

The quotes are due by 9:30am on Friday, June 13, 2025 at the following physical address:

Madison County Board of Commissioners County Clerk’s Office Attn: Madison County Recreation Department PO Box 147 Danielsville, GA 30633

ARTICLE I

TERMS AND CONDITIONS

I. This RFQ does not commit MCRD to award a contract. No other party, including any proposer, is intended to be granted any rights hereunder. Quotes which, in the sole discretion of MCRD, do not meet the minimum requirements, including without limitation the minimum quote submission requirements, may not be reviewed. This RFQ and the process it describes are proprietary to MCRD and are for the sole and exclusive benefit of MCRD. Any response, including written documents and verbal communication by any proposer to this RFQ will become the property of MCRD and if required by law may be subject to public disclosure by MCRD or any authorized agent of MCRD. MCRD is not liable for any costs associated with the development, preparation, transmittal or presentation of any quote or material(s) submitted in response to this RFQ.

II. It shall be the proposer’s responsibility to review and verify the completeness of its quote. MCRD may request additional or clarifying information or more detailed information from any proposer at any time, including information inadvertently omitted by a proposer. MCRD may request to contact clients referenced in the quote. MCRD also reserves the right to conduct investigations with respect to the qualifications of a proposer.

III. Verbal communication made by any MCRD employee or agent of MCRD with respect to this RFQ is not binding and shall not in any way be considered as a commitment by MCRD. Only written responses to questions submitted in writing to MCRD or written addenda to this RFQ issued by MCRD will be considered binding on MCRD.

IV. MCRD reserves and may exercise the following rights and options with respect to evaluation of quotes and selection for negotiation:

a. To reject any and all quotes and re-issue the RFQ at any time prior to execution of a final contract if, in MCRD’s sole discretion, it is in MCRD’s best interest to do so;

b. To supplement, amend, substitute or otherwise modify this RFQ at any time prior to selection of one or more respondents for negotiation and to cancel this RFQ with or without issuing another RFQ;

c. To accept or reject any or all of the items in any quote and award the contract in whole or in part if it is deemed in the MCRD 's best interest to do so;

d. To reject the quote that, in MCRD 's sole judgment, has been delinquent or unfaithful in the performance of any contract with MCRD or another government entity, is financially or technically incapable or is otherwise not a responsible proposer;

e. To reject as informal or non-responsive any quote which, in MCRD’s sole judgment, is incomplete, is not in conformity with applicable law, is conditioned in any way, deviates from this RFQ or contains erasures, ambiguities, alterations, or items of work not called for by this

RFQ;

f. To waive any informality, defect, non-responsiveness and/or deviation from this RFQ that is not, in MCRD’s sole judgment, material to the quote;

g. To permit or reject, at MCRD 's sole discretion, amendments (including information inadvertently omitted), modifications, alterations and/or corrections of quotes by some or all of the respondents following quote submissions:

h. To request that some or all of the proposers modify quotes based upon the evaluation of

MCRD.

V. MCRD may enter into negotiations for a contract, on terms and conditions satisfactory to MCRD with one or more selected proposer(s). However, MCRD reserves the right to terminate any negotiations at any time or conduct simultaneous, competitive negotiations with multiple proposers. MCRD reserves the right to negotiate acceptable terms in an otherwise unacceptable quote. Such negotiations may result in changes in terms material to this RFQ; in such an event, MCRD shall not be obligated to inform other proposers of the changes, or permit them to revise their quotes accordingly, unless MCRD, in its sole discretion, determines that doing so and permitting such is in MCRD's best interest. Should negotiations not prove satisfactory with the selected proposer(s), MCRD reserves the right to discontinue negotiations. Additional individuals/businesses may be asked to enter into negotiations, and/or MCRD may solicit new quotes.

ARTICLE II

BACKGROUND

All of MCRD’s parks are host to a variety of athletic programs and other events throughout the year. Our colors are red, black, and grey/silver. We are looking for items similar to those listed below. The vendor has the ability to make package deals specific to the sport.

Shirts – design on front, name & jersey number on back. Give options for dri-fit versus cotton/poly shirts.

Basic Package:

• Baseball/Softball – Short Sleeve Shirt

• Soccer – Long Sleeve Shirt

• Volleyball – Short Sleeve Shirt

• Basketball – Long Sleeve Shirt

• Flag Football – Long Sleeve Shirt

• Coaches – same per sport listed above

Additional Package Options:

• Hats

• Visors

• Drawstring Bags

• Headbands

• Socks

• Other

Projected number of all-star participants/coaches per sport per season for year:

Spring 2026 Fall 2026

Sport Participants Coaches Sport Participants Coaches

Baseball 48 13 Soccer 48 12

Softball 48 13 Volleyball 50 15

Flag Football Potential NEW Program

Winter 2026

Sport Participants Coaches

Basketball 80 24

ARTICLE III

QUOTE PROCESS

Please send your quote and any other pertinent information to the address below prior to 9:30am on Friday, June 13, 2025.

Quotes should be sealed and clearly marked on the outside of the envelope: “Quote for 2026 All Star Packages.” The Board of Commissioners reserves the right to reject any and all bids. All quote packages must contain O.C.G.A 13-10-91 E-Verify Affidavit in order to be considered.

Madison County Board of Commissioners County Clerk’s Office Attn: Madison County Recreation Department PO Box 147 Danielsville, GA 30633

The team of MCRD employees will review the quote submitted and select a preferred vendor prior to Friday, June 13, 2025. Our selection criteria may include, but not limited to the following:

1. Turn-around time between placement of order and estimated date to receive.

2. Overall quality of items related to the cost.

3. References – Current customer comments or other relevant references.

4. Additional Information – If you have any other relevant information you would like to share please feel free and do so.

Thank you for providing your quote for the Madison County Recreation Department. The department looks forward to reviewing your quote.