RFQ27006983 Solicitation Specifications.pdf
PDF 194 KB Posted
- Attached to
- CCRI Knight Mascot Costume
- Solicitation number
- RFQ27006983
- Issued by
- Providence County, Rhode Island
About this file
This is a Request for Quotation (RFQ) specification document issued by the Community College of Rhode Island (CCRI) for the design and production of a modern Knight mascot costume. CCRI seeks a qualified vendor to create a modular, high-quality costume suitable for athletic events, campus activities, and promotional appearances. The costume must accommodate performers ranging from 5'4" to 6'0" in height and include required components such as a ventilated knight helmet (faceless, masked, or hybrid design), detachable cape with CCRI branding, foam shield with emblem, foam weapon accessory, padded chest armor, knight-style tunic, knee-high boots, elbow-length gloves, and a two-piece moisture-wicking underlayer in CCRI official colors. The production timeline spans 5 to 7 months total, with design and consultation requiring approximately 2 months or less and costume production and delivery taking 2 to 4 months. The initial contract period begins approximately November 1, 2026, for 6 months from purchase order issuance, with the option for renewal for up to one additional 12-month period at the State's discretion. No specific response deadline, bid opening date, or award date is provided in the document.
The final cost must include design services, production of the custom mascot costume, shipping, and a 2-year warranty covering defects in material and workmanship. The RFQ requests additional cost information for hourly rates for cleaning, maintenance, and repair services (including shipping costs), and optional annual warranty fees for years 3 through 5. All materials must be flame-retardant and meet safety standards, with the costume designed for full mobility and including internal cooling or ventilation features. Vendors must provide marketing references with contact information for previous clients and submit sketches and images of prior mascot projects, preferably from other colleges, as part of their bid submission. Insurance requirements include general liability of $1,000,000 per occurrence with matching general aggregate and products/completed operations aggregate limits, workers compensation of $100,000 per accident and disease, automobile liability of $1,000,000 per occurrence, and crime coverage of $500,000 per occurrence or 50% of contract amount, whichever is greater. The State reserves the right to deem vendors failing to demonstrate comparable past performance as non-responsible.
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2021-1.B Page 1 of 3 Revised 01/17/2023
RFQ27006983
Solicitation Specifications
CCRI Knight Mascot Costume
SECTION A. BACKGROUND
The Community College of Rhode Island is the largest public institution in the state, providing high-quality academic programs and career-oriented training for full- and part-time students, recent high school graduates, and adult learners.
Named the 2019 Two-Year College of the Year by Education Dive magazine, CCRI enrolls more than 13,000 students in credit-bearing degree and certificate programs and an additional 8,500 individuals in Workforce Development programs and adult education courses annually.
With campuses in Warwick, Providence, Newport, and Lincoln and satellite campuses in Westerly and Woonsocket, CCRI meets Rhode Islanders where they are, offering an outstanding college education leading to strong learning outcomes, successful degree attainment, and job placement opportunities. Students can choose from more than 90 majors and programs and seven academic career paths. CCRI also offers online, hybrid, and in-person options in addition to seamless transfer opportunities for students looking to continue their education at a four-year college or university.
The Community College offers extensive community programming as well, opening its facilities for public use, sponsoring programs on issues of public concern, and offering workshops and seminars for businesses, government agencies, and individuals seeking to improve their skills or enhance their lives.
The purpose of this RFQ is to identify a qualified vendor that will exemplify our institution’s mission by providing the design and production of a modern, high-quality, long-wear collegiate mascot costume representing a Knight. This costume will be used for athletic events, campus activities, and promotional appearances. The design must reflect CCRI’s branding and be suitable for high-energy performances including dancing and sports-related movement, with the highest caliber of services delivered to the Community College of Rhode Island community.
SECTION B: SCOPE OF WORK AND REQUIREMENTS
Costume Overview:
• The mascot costume should be modular, allowing for ease of wear, maintenance, and replacement of individual components. The overall aesthetic should be bold, spirited, and modern, while maintaining the traditional knight theme. The costume must be durable, breathable, and constructed with high-quality materials suitable for extended wear and frequent use.
2021-1.B Page 2 of 3 Revised 01/17/2023
Required Components:
• Headpiece - Knight helmet design with mesh ventilated front for visibility and airflow.
Must be lightweight and securely fastened. CCRI is considering two design approaches:
faceless or masked for the headpiece or a hybrid of the two.
• Cape - Detachable cape made of lightweight, durable fabric. Should feature CCRI branding or logo.
• Shield - Foam or lightweight plastic shield with CCRI emblem. Must be easy to carry and safe for crowd interaction.
• Spear or Sword - Foam or soft plastic weapon accessory. Must be safe for public use and match the knight theme.
• Chest Piece - Separate football-style padded chest armor. Should be lightweight and visually bold.
• Skirt / Bottom - Knight-style tunic or skirt bottom. Must allow full range of motion and the ability for the wearer to sit comfortably.
• Boots - Knee-high boots with non-slip soles or boot overlays suitable for wearers' own sneakers. Designed for comfort and durability. Should be suitable for a range of men’s and women’s shoe sizes.
• Gloves - Elbow-length gloves with grip texture. Must allow dexterity.
• Underlayer - Primary suit covering torso and limbs. Designed for flexibility and breathability. Should reflect armor-like texture and CCRI colors. Two-piece moisture-wicking base layer (top and bottom) for comfort and hygiene. Must be machine washable. Multiple sizes suitable for both slim and bigger builds, unisex, for heights ranging from 5'4" to 6'0".
Additional Requirements:
• Costume must be designed for performers ranging from 5'4" to 6'0" in height.
• All materials must be flame-retardant and meet safety standards.
• Costume must allow for full mobility, including dancing, running, jumping, and sitting.
• All components must be easily cleanable or machine washable.
• Costume must include internal cooling options or ventilation features.
• Costume must utilize the CCRI Official Color Palette (included in Appendix B).
• Final design must be approved by CCRI prior to production.
Appendices:
• Appendix A – Current CCRI Mascot
• Appendix B – CCRI Graphic Style Guide
For reference, CCRI likes the following mascots:
• New England Patriots' Pat Patriot (face option)
• University of Central Florida Knightro (mask option)
• Rutgers University Scarlet Knight (mask option)
• Carleton College Knight (mask option)
2021-1.B Page 3 of 3 Revised 01/17/2023
Production Timeline:
• Process should include: Needs Assessment, Costume Illustrations and Approval, Materials Selection and Procurement, Costume Development, and Design Approval and Shipment.
• Total production time from first meeting to final product should be no longer than 5 to 7 months.
• Design and consultation to final costume design - approximately 2 months or less.
• Production of custom costume and delivery – 2 to 4 months.
Warranty and Support Details
• 2-year warranty for defects in material and / or workmanship is to be included in the bid price.
Final cost should include the following:
• Design services,
• Production of final CCRI Mascot,
• Shipping,
• And 2-year warranty as specified.
Additional costs being requested for informational purposes:
• Hourly rates for cleaning and maintenance / repair o Hourly rates are to include shipping costs from CCRI to vendor and return shipping.
• Annual warranty fee for years 3 through 5 o To be optioned at the sole discretion of the State.
SECTION C. PAST PERFORMANCE AND REFERENCES
Please provide marketing references and contact information for previous clients as an attachment to this bid.
Please include sketches and images of other mascot projects, preferably from other colleges, as an attachment to this bid.
The State reserves the right to deem vendors failing to demonstrate comparable past performance as non-responsible.
| HEADER |
| Description: CCRI is soliciting a vendor to design a Mascot costume. This will include discussions with the CCRI Marketing Department and production. The vendor will be working closely with the CCRI Marketing Director throughout this process.CCRI is s... |
| CONTRACT TERMS |
| The initial contract period will begin approximately 11/1/2026 for 6 months from the issuance of the Purchase order. Contracts may be renewed for up to 1 additional 12-month period at the sole discretion of the State of Rhode Island. |
| Insurance Requirements |
| In accordance with this solicitation, or as outlined in Section 13.19 of the General Conditions of Purchase, found at https://rules.sos.ri.gov/regulations/part/220-30-00-13 and General Conditions - Addendum A found at https://www.ridop.ri.gov/documen... |
| General Requirements: |
| 13a) ☒ Liability - combined single limit of $1,000,000 per occurrence, $1,000,000 general aggregate and $1,000,000 products/completed operations aggregate. |
| 13b) ☒ Workers compensation - $100,000 each accident, $100,000 disease or policy limit and $100,000 each employee. |
| 13c) ☒ Automobile liability - $1,000,000 each occurrence combined single limit. |
| 13d) ☒ Crime - $500,000 per occurrence or 50% of contract amount, whichever is greater. |
| SECTION A. BACKGROUND |
| SECTION B: SCOPE OF WORK AND REQUIREMENTS |
| SECTION C. PAST PERFORMANCE AND REFERENCES |
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