WSC-2025-002+RFP.docx

STATE OF NORTH DAKOTA

WILLISTON STATE COLLEGE

1410 UNIVERSITY AVENUE

WILLISTON, ND 58801

REQUEST FOR PROPOSAL (RFP)

RFP Title: Official Team Apparel, Uniform, & Equipment Sponsor of Williston State College Athletics RFP Number: WSC-2025-002 Issued: May 6th, 2025

TABLE OF CONTENTS

B. LOCATION OF WORK/TRAVEL 13

ATTACHMENTS

Attachment A – WSC-2025-002 Cost Proposal Attachment B – Technical Proposal Evaluation Worksheet Attachment C – Contract Attachment D – WSC Athletics Graphic & Uniform Guidelines (No response required. For informational purposes only.)

SECTION ONE – INSTRUCTIONS

1.1 PURPOSE OF RFP

The State of North Dakota, acting through Williston State College (the STATE) is soliciting proposals for an Official Team Uniform and Apparel Sponsor for Williston State College Athletics.

1.2 PROCUREMENT OFFICER CONTACT INFORMATION

The Procurement Officer is the point of contact for this RFP. Offerors shall direct all communications regarding this RFP to the Procurement Officer. Do not add the Procurement Officer to any marketing distribution lists.

PROCUREMENT OFFICER: Lindsee Reynen EMAIL: lindsee.reynen@willistonstate.edu

PHONE: 701.774.4200

TTY Users call: 7-1-1

A person or firm interested in submitting a proposal should ensure all communications related to the procurement are only with the designated point of contact. This section does not restrict communication with state officials or any member of the legislative assembly unless the state official or member of the legislative assembly is involved directly with the procurement for which the person is interested or has submitted a bid or proposal (N.D.C.C. § 54-44.4-01.1).

Engaging in unauthorized communication or seeking to obtain information about an open solicitation with any state employee or official other than the responsible Procurement Officer or designee is sufficient grounds for suspension or debarment. (N.D.A.C. § 4-12-05-04(7))

1.3 DEFINITIONS

For the purposes of this RFP, the acronyms and defined terms are as follows:

1.4 RFP SCHEDULE

1.5 ASSISTANCE TO INDIVIDUALS WITH A DISABILITY

Contact the Procurement Officer, as soon as possible, if an individual with a disability needs assistance with the RFP, including any events in the RFP schedule, so reasonable accommodations can be made.

1.6 SECRETARY OF STATE REGISTRATION REQUIREMENTS

The North Dakota Secretary of State has registration requirements for individuals and businesses transacting business in North Dakota. If the successful Offeror is determined to have a registration requirement with the North Dakota Secretary of State, they must be registered before the contract award and registration must remain active for the duration of the contract period (N.D.C.C. § 54-44.4-09.1)

· See the OMB Guidelines to Vendor Registry for more information.

Visit the Secretary of State's Vendor Registration webpage for information on registration requirements and fees. Visit FirstStop, the Secretary of State's business and licensing software, for online form options.

· Check the Business Records database to see if a business is registered.

· Contact Secretary of State's office by email or call 701-328-2900 (choose menu item 2, then option 1).

· If you need to register, fees apply.

· Vendors may need to obtain businesses licenses. See the list of licenses required of businesses in the State of North Dakota. The link includes information on who to contact, application fees, renewal dates, and the legal reference.

1.7 BIDDERS LIST REGISTRATION

Individuals or business entities desiring to be notified of bidding opportunities may apply to be placed on the Bidders List. (N.D.C.C. § 54-44.4-09) Bidders Lists are used to notify vendors when solicitations are issued on the State Procurement Office Online system (SPO Online). Placement on the Bidders List does not guarantee a vendor will receive notice of every solicitation (N.D.A.C. § 4-12-05-01). There are no fees to register as a bidder. The online application form requests contact information for the receipt of solicitation notices. The Bidders List application and SPO Online system use commodity codes to identify categories of goods, services, and information technology.

The commodity codes used for this solicitation are: 200-10, 11, 16, 25, 44, 70, 76, 85, 86, 87, 88, 800-05, 805-22, 23, 24, 30, 40, 61, 69, 81, 88, 89, 90, 94, 96 commodity codes.

Visit the OMB website for instructions and the online Bidders List Application:

Bidders List Registration Website

For assistance with Bidders List Registration, contact State Procurement Help Desk at 701-328-1728 or infospo@nd.gov.

1.8 STATE PROCUREMENT WEBSITE (SPO ONLINE)

This RFP and any related amendments and notices will be posted on the North Dakota OMB website using SPO Online. Offerors are responsible for checking this website to obtain all information and documents related to this RFP: https://apps.nd.gov/csd/spo/services/bidder/main.htm Select “Recent Solicitations”. Recent Solicitations are listed by close date.

Notices related to this RFP will be sent to the Bidders List for the needed commodity or service and other known potential Offerors.

Offerors not having completed the Bidders List registration may request to receive notices related to this RFP by contacting the Procurement Officer in writing with the following information: RFP title, business name, contact person, mailing address, telephone number, and email address.

1.9 AMENDMENTS TO THE RFP

If an amendment to this RFP is issued, it will be provided to all Offerors on the Bidders List for the solicitation and to those prospective Offerors who have contacted the Procurement Officer to receive notices related to the RFP. An Offeror shall include in their proposal any required acknowledgements of amendments to the RFP.

1.10 DEADLINE FOR QUESTIONS AND OBJECTIONS

Offerors should carefully review the RFP including all Attachments. Offerors may ask questions to obtain clarification and request additional information, or object to material in the RFP. Questions and objections must be submitted to the Procurement Officer in writing by the deadline identified in the RFP Schedule. If no deadline is specified, questions or objections must be received at least seven days prior to the Solicitation Closing deadline. The Procurement Officer may elect to respond to questions received after the deadline.

Questions and objections should include a reference to the applicable RFP section or subsection. Email is the preferred method of submission with the RFP number and title cited in the email subject line.

Responses to questions will be distributed as a solicitation amendment unless the question can be answered by referring the Offeror to a specific section of the RFP.

1.11 PREPROPOSAL CONFERENCE OR SITE INSPECTION

The STATE will not hold a preproposal conference or site inspection for this RFP.

1.12 OFFER HELD FIRM

Offerors must hold proposals firm for at least 90 days from the deadline for receipt of proposals (Solicitation Closing). The STATE may send a written request to all Offerors to hold their offer firm for a longer period of time.

1.13 OFFEROR RESPONSIBLE FOR COSTS

Offeror is responsible for all costs associated with the preparation, submittal, and evaluation of any proposal including any travel and per diem associated with demonstrations and presentations.

1.14 TAXES

The STATE is not responsible for and will not pay itemized local, state, or federal taxes. Purchases of tangible personal property made by a state government agency is exempt from sales tax. The state sales tax exemption number is E-2001, and certificates will be furnished upon request by the purchasing agency. The contractor must provide a valid Vendor Tax Identification Number as a provision of the contract.

The purchasing agency will determine if services provided under this contract are Form 1099 reportable. The purchasing agency may require the contractor to submit an IRS Form W-9.

The state tax exemption number should not be used by contractors in the performance of a contract.

A contractor or service provider performing any contract, including service contracts, for the United States Government, State of North Dakota, counties, cities, school districts, park board or any other political subdivisions within North Dakota is not exempt from payment of sales or use tax on materials, tangible personal property, and supplies used or consumed in carrying out contracts. In these cases, the contractor is required to file returns and pay sales and use tax just as required for contracts with private parties. Contact the North Dakota Tax Department at 701-328-1246 or visit their website at https://www.nd.gov/tax/tax-resources/ for more information.

A contractor performing any contract, including a service contract, within North Dakota is also subject to the corporation income tax, individual income tax, and withholding tax reporting requirements, whether the contract is performed by a corporation, partnership, or other business entity, or as an employee of the contractor. In the case of employees performing the services in the state, the contractor is required to withhold state income tax from the employees’ compensation and remit to the state as required by law. Contact the North Dakota Tax Department at 701-328-1248 or visit their website for more information.

1.15 F.O.B. POINT AND FREIGHT

All commodities purchased through this contract will be Free on Board (“F.O.B.”) final destination, freight prepaid. Unless specifically stated otherwise, all prices offered must include the delivery cost.

1.16 PROPOSAL RECEIPT DEADLINE – LATE PROPOSALS REJECTED

An Offeror is solely responsible for ensuring their proposal is received by the STATE prior to the Solicitation Closing deadline identified in the RFP schedule regardless of the method of submission. A solicitation amendment will be issued if this deadline is changed. An Offeror may contact the Procurement Officer to inquire whether their proposal has been received. Proposals delivered late will be rejected pursuant to N.D.A.C. § 4-12-08-13.

1.17 PROPOSAL OPENING

This is an informal Request for Proposal (RFP) process that does not require formal sealed proposals or a public opening. A public opening will not be held.

1.18 AMENDMENT AND WITHDRAWAL OF PROPOSALS

Offeror may amend, supplement, or withdraw proposal prior to the Solicitation closing deadline. No changes will be accepted after the Solicitation closing deadline. After the Solicitation closing deadline, Offeror may make a written request to withdraw their proposal and shall provide evidence that a substantial mistake has been made, at which point the STATE may permit withdrawal.

1.19 NEWS RELEASES

Offerors shall not make any news releases related to this RFP without prior approval of the STATE.

1.20 CONFLICT OF INTEREST

Under state laws and rules, a state employee or official shall not participate directly or indirectly in a procurement when the state employee or official knows of a conflict of interest. Potential conflicts of interest include state employees or their immediate family members employed by the firm, seeking employment with the firm, or with a financial interest in the firm. Potential conflicts of interest will be addressed in accordance with N.D.A.C. § 4-12-04-04. (N.D.C.C. § 12.1-13-03)

Persons employed by the State of North Dakota, or within one year thereafter, may be prohibited from acquiring a pecuniary interest in a public contract or transaction. Offerors should review N.D.C.C. § 12.1-13-02 to ensure compliance and avoid such conflict(s) of interest.

1.21 ATTEMPT TO INFLUENCE PROHIBITED

Offerors must not give or offer to give anything to a state employee or official that might influence or appear to influence procurement decisions. Suspected attempts to influence will be handled in accordance with N.D.A.C. § 4-12-04-05.

1.22 COLLUSION PROHIBITED

Offerors must prepare proposals independently, without collusion. Suspected collusion will be handled in accordance with N.D.A.C § 4-12-04-06.

1.23 PROTEST AND APPEAL

An interested party may protest a solicitation pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-01. When a solicitation contains a deadline for submission of questions and objections, protests of the solicitation will not be allowed if these faults have not been brought to the attention of the Procurement Officer before the specified deadline. If no deadline for questions is specified, protests based upon defects in the solicitation must be made at least seven calendar days before the deadline for receipt of proposals.

An Offeror that has submitted a response to a solicitation and is aggrieved may protest an award or notice of intent to award pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-02. The protest must be submitted in writing to the Procurement Officer during the protest period, which is seven calendar days beginning the day after the notice of intent to award is issued.

The protestor may appeal the decision of the Procurement Officer to the Director of OMB or designee in writing within seven calendar days after receiving notice of the decision pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-03.

1.24 SPECIFICATIONS PREPARED BY NON-STATE PERSONNEL

When a purchasing agency has specifications prepared by someone other than a state employee or official on behalf of the STATE, that person or business entity must be excluded from submitting bids or proposals in accordance with N.D.A.C. § 4-12-06-06.

1.25 SUPPLIER REGISTRATION (PAYEE)

The successful Offeror will be required to complete Supplier Registration, if not already registered as a Supplier. Any individual or business who will be receiving payment from a state agency or higher education institution must complete a registration process to collect important financial and taxpayer information. Payments are generally made by check or automatic clearing house (ACH), and taxpayer information must be collected in compliance with IRS requirements. The State and North Dakota University System (NDUS) have separate financial systems and vendor registration processes.

SECTION TWO – BACKGROUND

2.1 BACKGROUND INFORMATION

Williston State College, located in Williston, North Dakota, is a comprehensive community college offering a range of programs and services to students. Established in 1961, the college has a strong reputation for academic excellence and career-focused education. Williston State College is dedicated to empowering students with the knowledge and skills they need to succeed in their chosen fields and make a positive impact in their communities.

Williston State College Athletics sponsors men’s and women’s basketball, men’s and women’s cross country, softball, baseball, volleyball, men’s hockey, and clary target. Williston State College is a member of the MonDak Conference in the NJCAA.

Williston State College is seeking to hire one brand or distribution partner who can provide a full scope of major collegiate brand apparel. Williston State College will contract with the awardee for two years with the option of eight renewals remaining.

Affiliated Programing:

This award does not prevent other Williston State College programs from purchasing similar items from the awardee, subject to Williston State College Athletic Department's approval.

2.2 BUDGET

Williston State College has not established a budget for this contract.

Williston State College’s spending with the incumbent provider in Fiscal Year 2024-25 was approximately $65,000.

SECTION THREE – SCOPE OF WORK

3.1 SCOPE OF WORK

Williston State College hereafter referred to as “WSC” or “the College” is soliciting proposals to supply Logo/Brand name Athletic Apparel, Uniforms, Equipment and Accessory Products to the WSC Athletics Department.

In support of WSC’s mission and in an effort to maintain the highest quality services for its customers, the College seeks qualified firms to provide footwear, apparel, equipment and accessories for its athletics teams to be used exclusively for training, practice, games, travel, video tape, photographs, conduction or participation in camps or clinics or as is otherwise engaged in athletic activities where such attire is appropriate.

3.2 REQUIREMENTS

· The Offeror awarded the contract will be the Official Team Uniform, Apparel & Equipment Sponsor of Williston State College Athletics.

· Branded gear must be available for the 2025-26 academic year for the following:

· Men’s Basketball – approximately 20 student athletes

· Women’s Basketball – approximately 20 student athletes

· Volleyball – approximately 14 student athletes

· Softball – approximately 24 student athletes

· Baseball – approximately 45 student athletes

· Men’s Cross Country – approximately 15 student athletes

· Women’s Cross Country – approximately 15 student athletes

· Men’s Hockey – approximately 25 student athletes

· Clay Target – approximately 10 student athletes

· Staff/Administration – approximately 10 staff

· Athletic Training Staff – approximately 1 staff

Group 1: Major Sports Apparel

· Examples of uniforms, athletic apparel, equipment, and accessory products included in the RFP are listed below. This list includes, but is not limited to, the following:

· Men’s & Women’s Basketball: Game Jerseys and Shorts, Practice Jerseys and Shorts, Game Shoes, Practice Shoes, Travel Sweats, Travel Backpack, Polo Shirts, Game Socks, Practice Socks, Baseball Style Hats, Stocking Style Hats, Practice T-Shirts, Coaches Sideline Gear.

· Women’s Volleyball: Game Jerseys, Shorts and Leggings, Practice T-Shirts, Shorts and Leggings, Game Shoes, Training Shoes, Travel Sweats, Travel Backpack, Polo Shirts, Game Socks, Practice Socks, Stocking Style Hats, Coaches Sideline Gear.

· Men’s & Women’s Cross-Country: Sublimated Competition Jerseys and Shorts, Event Specific Competition Shoes, Training Shoes, Travel Sweats, Travel Backpack, Polo Shirts, Competition Socks, Practice T-Shirts and Shorts, Baseball Style Hats, Stocking Style Hats, Coaches Sideline Gear, Outdoor Gear (i.e. Coats, Undershirts, Thermals).

· Softball: Game Jerseys and Pants, Practice T-Shirts, Pants and Shorts, Game Cleats, Baseball Style Caps, Practice Cleats, Training Shoes, Travel Sweats, Travel Backpack, Polo Shirts, Game Socks, Practice Socks, Coaches Sideline Gear, Outdoor Gear (i.e. Coats, Undershirts, Thermals).

· Baseball: Game Jerseys and Pants, Practice T-Shirts, Pants and Shorts, Game Cleats, Baseball Style Caps, Practice Cleats, Training Shoes, Travel Sweats, Travel Backpack, Polo Shirts, Game Socks, Practice Socks, Coaches Sideline Gear, Outdoor Gear (i.e. Coats, Undershirts, Thermals).

· Men’s Hockey: Game Jerseys and Pants, Practice T-Shirts, Pants and Shorts, Game Cleats, Baseball Style Caps, Practice Cleats, Training Shoes, Travel Sweats, Travel Backpack, Polo Shirts, Game Socks, Practice Socks, Coaches Sideline Gear, Outdoor Gear (i.e. Coats, Undershirts, Thermals).

· Clay Target: Competition Jerseys, Travel Sweats, Travel Backpack, Polo Shirts, Practice T-Shirts, Hats, Stocking Style Hats.

· Group 1 items exclude hard equipment including, but not limited to, the following: baseball and softball bats, baseball and softball fielding gloves, baseball and softball catchers' equipment, baseball and softball batting helmets, hockey pads, hockey sticks, hockey helmet.

· Group 1 items exclude footballs, volleyballs, and basketballs for competition, due to Conference regulations and/or NJCAA exclusivity contracts.

· If Offeror cannot provide sufficient apparel or equipment, such as event specific footwear or other necessary equipment/accessories, Williston State College can use other providers for those items.

Apparel & Equipment General Conditions

· Williston State College reserves the right to add or delete programs to the above list, as determined necessary by the WSC Athletic Department.

· Game uniform designs must be approved by the Athletic Director or Associate Athletic Director and Head Coach.

· There must be consistent branding (color, font, design) on all apparel/uniforms. Please see attachment titled “WSC Athletics Graphic & Uniform Guidelines” for all details. The Offeror must provide a physical proof of screen printing or embroidery to College representative prior to printing. Offeror must use the approved College Athletic font, colors, and logos for all printed goods.

· To maintain brand consistency, physical branding materials must be rendered in approved Williston State College Athletic font, colors, and logos

· The offeror's inventory must consistently include popular items like sweatshirts, polos, shorts, and beanies to meet ongoing purchase demand.

· In addition to the standard equipment provided, Williston State College may, at its own discretion, order specific medically necessary items, such as special shoes, to address individual athletes' needs.

· Offeror must ensure availability of a wide variety of sizes for each apparel item, including accommodating big and/or tall student-athletes and coaches.

· Offeror certifies that items of apparel, sports equipment, materials, or supplies to be furnished under the resulting contract will be manufactured in compliance with all applicable labor and occupational safety laws, including, but not limited to, child labor laws, wage and hours laws, and workforce safety laws.

· Offeror certifies that no apparel, sports equipment, materials, or supplies furnished to the College under the resulting contract will be, or will have been, produced, in whole or in part, by sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor, or exploitation of children in sweatshop labor.

· If Offeror lacks sufficient apparel or equipment, Williston State College may customize alternative brands with the official logo, as outlined in the athletic brand guidelines.

· Williston State College may at its discretion purchase additional products, including but not limited to recovery products, training equipment, or "smart products," from the offeror as needed.

· All jersey designs, including the placement of Williston State College’s name, the NJCAA logo, and numbers, require approval from the Athletic Director or Associate Athletic Director.

Ordering and Receipts

· The Offeror must provide an efficient ordering and delivery process to accommodate scheduled and unscheduled (emergency) purchases.

· Williston State College’s preference is having an offeror that can embellish and emborder gear prior to arrival.

· Preference will be given to suppliers that will have no requirements for a minimum quantity of orders.

· The Offeror shall allocate sufficient lead time for Williston State apparel purchases. A collaborative schedule will be established outlining specific periods for order placement, order modification, and timely delivery execution.

· The Offeror must be able to package and ship, in quantities specified, on a timely basis. Team Gear in each shipment must be pre-sorted and packaged by the Offeror for distribution to team members. The Offeror must guarantee that packaging and shipping shall provide adequate protection against damage and deterioration.

· The inspection of goods and services will be conducted by a Williston State College Representative at the point of delivery. Material not in accordance with specifications will be returned at the Offeror’s expense. The College reserves, at its sole discretion, the determination as to whether products delivered meet College standards.

Warranty, Returns & Replacements

· Offeror shall guarantee the original purchase for a period of not less than one year from the date of purchase and acceptance by owner, that Offeror will replace or repair any defective product during the guarantee period, excluding any item which has been subjected to accident, alterations, abuse, misuse or neglect by the College or its employees or that is caused by normal wear and tear.

· Williston State College reserves the right to return any promotional items found to be defective, ill-fitting, or inconsistent with expectations.

· Offerors should demonstrate clear commitment to addressing return, replacement, and warranty items quickly.

Partnership with Williston State College Athletics

· Williston State College owns most of the facilities we compete in. Sponsorship elements such as permanent signage, digital and other media opportunities are available.

· Offeror must be available for multiple service visits per year (as needed) to campus to meet with coaches, directors of operations, and/or administration for quality assurance and relationship building.

Brand/Marketability:

· Enhance Williston State College’s athletics brand with current student-athletes, prospective student-athletes and fans.

· Open and continual communication with Williston State College athletics administration on all branding initiatives.

· There must be consistent branding (color, font, design) on all retail items. Please see attachment titled “WSC Athletics Graphic & Uniform Guidelines” for all details.

To preserve a strong and consistent brand image, Williston State College works closely with its retail partners, including the Williston State College Bookstore. Though independent in their purchasing decisions, the bookstore understands and commits to upholding the core brand identity guidelines.

PRICING

Respondents shall provide pricing and all fees, product line discounts, costs or expenses to be charged for goods and services provided. Pricing shall be all-inclusive.

LOCATION OF WORK/TRAVEL

No on-site work is required.

RISK MANAGEMENT

The contractor will take appropriate measures to ensure the safety of their employees, state employees, the public, and property. The contractor must identify any potential risks, issues and problems associated with the project and identify ways to mitigate those potential risks.

CONTRACT TERM, SCHEDULE, AND DELIVERABLES

1. Contract Term This contract will be for a two-year period, with options for eight one-year renewal options. See the attached contract.

2. Schedule and Deliverables The STATE has identified the following deliverables which are significant work products or milestones in the project. The STATE requires these deliverables to be addressed in the Contract Schedule, at a minimum. The contractor shall develop a schedule for accomplishing the Scope of Work, including these specific deliverables. The final schedule shall be agreed upon between the STATE and the successful Offeror and incorporated into the contract. The approximate schedule for this contract is as follows:

a. Contract start: July 1st, 2025

b. “Kick off” meeting/conference call: Within two weeks of contract signing

c. Contract Closeout Plan: By June 30th, 2027

3.3 EXPERIENCE AND QUALIFICATIONS

1. Minimum Qualifications No specific minimum qualifications have been set for this RFP.

1. Experience The Offeror must meet the following experience requirements to be considered for contract award. A proposal from the Offeror that does not meet minimum experience requirements will be rejected. The Offeror must provide sufficient information regarding each of the items below so the College can thoroughly evaluate your firm’s qualifications and proposal for our search process.

You may include support literature and attachments to the summaries requested below:

a. Describe the vendor’s expertise and experience with programs of this type.

b. Include details of the vendor’s background and its size and resources as well as details of experience relevant to the proposed project. Include individuals assigned to work with the College including their contract information, role, and a description of their experience.

c. Please include how long your firm has been in business and include any mergers or acquisitions. The College requires assurance that the offered products function properly. Vendors shall provide a listing of at least three (3) references from current or former clients at institutions similar to WSC. Please include name, title and telephone number for a contact person at each institution.

SECTION FOUR – PROPOSAL INSTRUCTIONS

4.1 PROPOSAL PREPARATION

The STATE discourages overly lengthy and costly proposals. An Offeror must prepare their proposal using the prescribed proposal format and provide all the requested information; this will enable the proposal to be evaluated fairly and completely. If an Offeror submits more than one proposal, each proposal must be prepared in accordance with these instructions.

Each proposal will include a Technical Proposal and a Cost Proposal prepared in accordance with these instructions. The Technical Proposal and the Cost Proposal must be submitted as separate documents, clearly labeled with the name of the Offeror, and marked “Technical Proposal” and “Cost Proposal.” Costs must not be revealed in the Technical Proposal. Options may be discussed in the technical proposal, but all cost information must be in the Cost Proposal only. DO NOT submit documents that are embedded into proposal documents or that contain links to documents on an external website.

4.2 PROPOSAL SUBMISSION INSTRUCTIONS

EMAIL

Sealed proposals are required; therefore, proposals cannot be submitted by email to the Procurement Officer.

SUBMIT IN PERSON, BY MAIL, OR DELIVERY SERVICE

Offerors may submit proposals in person, by mail, or delivery service. Offerors may email proposals to a third party to place in a sealed envelope and deliver by the Solicitation Closing deadline.

Clearly address all envelopes or packages as follows:

RFP #: WSC-2025-002

RFP Title: Official Team Apparel, Uniform, & Equipment Sponsor of Williston State College Athletics ATTN: Lindsee Reynen Williston State College 1410 University Avenue Williston, ND 58801

The STATE assumes no responsibility for delays caused by any delivery service. Postmarking by the Solicitation Closing deadline shall not substitute for actual proposal receipt by the STATE. The STATE’s time of receipt will be used to determine timely receipt.

COPIES OF TECHNICAL AND COST PROPOSAL

Offeror shall submit four (4) copies of their Technical Proposal.

Offeror shall submit four (4) copies of the Cost Proposal in a separate, sealed envelope, clearly labeled “Cost Proposal.”

UPLOAD RESPONSE THROUGH THE STATE PROCUREMENT ONLINE SYSTEM (SPO ONLINE):

Offeror may electronically submit proposals through the State Procurement Office Online system (SPO Online) by the Solicitation Closing deadline.

DO NOT WAIT UNTIL THE “LAST MINUTE” TO SUBMIT A RESPONSE. We recommend uploading your response 24 hours prior to the Solicitation Closing deadline.

Offeror must begin the electronic submission process well in advance of the Solicitation Closing deadline to allow for transmission and resolution of any technical difficulties. Be advised that the STATE is not responsible for an Offeror’s failure to timely submit a proposal due to any technical difficulties. If you experience any technical difficulties, contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701-328-2740.

If documents are in the process of being uploaded when the Solicitation Closing deadline occurs, the upload process will stop. The attempted submission will not be uploaded successfully and is ineligible for consideration. The STATE takes no responsibility for electronic submissions that are captured, blocked, filtered, quarantined, or otherwise prevented from uploading by any anti-virus or other security software.

1. This solicitation is posted on SPO Online at: https://apps.nd.gov/csd/spo/services/bidder/main.htm

2. Select “Recent Solicitations” and find the solicitation. Solicitations are listed by close date.

3. Use “Upload Response” to upload a maximum of five (5) clearly labeled documents before the Solicitation Closing deadline provided in the RFP Schedule.

4. Offeror must upload their Technical Proposal and Cost Proposal in separate files.

5. The maximum file size allowed is 50 MB per file.

6. There is a 50 character file name limitation for the document being uploaded.

7. There is 75 character limit in the TITLE field within SPO Online.

8. All SPO Online field entries must be alphanumeric. Dashes and underscores are allowed; however, the system DOES NOT accept other special characters such as apostrophe, & symbol, quotation marks, etc.

9. DO NOT submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files.

10. Offeror will receive an email confirmation from infospo@nd.gov that the upload response was received including the “File Description” for the uploaded files. Review this email to ensure all files were successfully uploaded. If Offeror DOES NOT receive an email confirmation, the upload was NOT successful, and the files will need to be uploaded again. If Offeror does not receive an email confirmation after the reattempt, contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701-328-2740.

Visit https://www.omb.nd.gov/sites/www/files/documents/doing-business-with-the-state/procurement/spo-electronic-response-external-job-aid.pdf for the SPO Electronic Response Job Aid which describes how to submit an electronic response.

4.3 PROPOSAL FORMAT

Prepare the Technical Proposal and Cost Proposal in accordance with these instructions.

Technical Proposal – Format the proposal with the following labeled sections:

Section 1 – Cover Letter Section 2 – RFP Amendments Section 3 – Scope of Work Strategy Section 4 – Experience and Qualifications Section 5 – Contract Provisions Section 6 – Open Records and Confidentiality

Cost Proposal – The Cost Proposal must be a separate document. Format the Cost Proposal following the RFP instructions.

4.4 TECHNICAL PROPOSAL

SECTION 1 – COVER LETTER

Proposals shall include a cover letter that includes the following:

1. The name of the Offeror, name of the person to contact regarding the proposal, email address, telephone number, and mailing address.

2. Offerors are instructed to review the “Conflict of Interest” provisions in RFP Section 1 “Instructions.” If the firm, its employees, or subcontractors working on the contract have an apparent or actual conflict of interest, provide a statement disclosing the circumstances of the apparent or actual conflict of interest. Otherwise, provide a statement that your firm, employees, and subcontractors do not have a conflict of interest.

3. The cover letter must be signed by an individual with authority to bind the Offeror. By signing the cover letter, an Offeror certifies that it complies with:

a. All the requirements, terms, and conditions as set forth in this RFP.

b. The requirement that the Offeror’s proposal accurately describes the goods and services being offered to the STATE, and the proposal will be held firm for the period specified.

c. All local, state, and federal laws, rules, code laws, rules, code, regulation, and policies, including those relating to nondiscrimination, accessibility, civil rights, and equal employment.

d. The requirement that this proposal was prepared independently without collusion.

SECTION 2 – RFP AMENDMENTS

Provide signed copies of all Solicitation Amendments issued by the STATE that were required to be acknowledged by Offerors.

SECTION 3 –SCOPE OF WORK STRATEGY

Offeror must review the requirements and deliverables provided in RFP Section 3, Scope of Work.

1. Applicable Directives. The Offeror must identify any state and federal requirements that apply to the contract.

2. Strategy for Scope of Work Requirements. The Offeror must provide narrative statements to demonstrate their understanding of the scope of work requirements. Explain the proposed strategy to accomplish the scope of work, meet all requirements, and provide the deliverables described in the scope of work within the STATE’s project schedule.

3. Value-Added Options. Offerors may include any optional services or goods that are not required by the STATE but are within the scope of work (e.g., an option for a higher level of service, equipment accessories, extended warranty options, etc.). Describe any value-added options being offered.

4. Location of Work. The proposal must respond to the STATE’s Location of Work instructions within the RFP Scope of Work. Describe where the work will be performed and any proposed travel.

5. State Furnished Property and Services. Provide a detailed breakdown of the Offeror’s expectations for STATE resources that will be needed for the project, including number of staff, qualifications, roles and responsibilities, and time requirements for the various phases of the project.

6. Risk Management. Offerors must describe measures to be taken to ensure the safety of its employees, state employees, the public, and property. Offerors must also identify any pertinent issues and potential problems related to the project and describe how those potential issues and problems could be mitigated.

7. Project Management Plan. The proposal must describe how the contractor intends to manage the project to ensure the work is accomplished on time, within budget, and meet quantity and quality standards. Offerors may provide a narrative or organizational chart to illustrate the lines of authority and accountability.

8. Proposed Schedule and Deliverables. The proposal must provide a timeline for accomplishing the work, in consideration of the STATE’s Contract Schedule within the RFP Scope of Work.

SECTION 4 –EXPERIENCE AND QUALIFICATIONS

Mandatory Requirements. An Offeror must provide information to demonstrate meeting the Offeror Experience and Qualifications Requirement in RFP Section 3, Scope of Work, Experience and Qualifications.

Experience and Qualifications of the Firm Provide a brief history and describe the organization of the firm. Describe the number of years the Offeror has provided the type of work requested in this RFP. Describe specific experience of their firm in completing similar projects. Provide a description of the project, approximate time frame of the project, and contact information for the customer. Offerors may provide letters of reference from customers.

References Provide three (3) references for similar projects the Offeror has completed. Offerors must include the name of a contact person, address, email, and telephone number. Offerors are responsible for providing accurate reference contact information and are instructed to notify the reference that the STATE may be contacting them. Reference checks may begin within one (1) business day of the Solicitation Closing deadline. Evaluation may be impacted if the STATE is unable to contact the reference or the reference does not provide the requested information in a timely fashion.

SECTION 5 – CONTRACT PROVISIONS

Offeror shall review the RFP Section 6 and the STATE’s contract – Attachment C.

The proposal must indicate whether the Offeror accepts the terms and conditions in the STATE’s contract.

An Offeror may state that they accept the STATE’s contract as written.

An Offeror may state any objections or propose changes or additions to the STATE’s contract. Describe the changes to the contract being proposed or provide a red-line of the STATE’s contract. Offeror is not to submit their own contract or standard terms and conditions with their proposals. Offeror should address the specific language in the attached contract and submit any proposed changes.

North Dakota procurement statutes, rules, and policies allow some negotiation of the terms and conditions. No changes to the terms and conditions will be permitted without prior written approval from the STATE.

SECTION 6 – OPEN RECORDS AND CONFIDENTIALITY

All proposals and other material submitted become the property of the STATE and may be returned only at the STATE’s discretion. The State of North Dakota has broad open records laws. Proposals received are exempt from open record requirements until an award is made, in accordance with N.D.C.C. § 54-44.4-10(2). After award, proposals are subject to the North Dakota open records laws. Proposals or portions of proposals may be confidential only if specifically stated in law.

Offerors are instructed not to mark their entire proposal as “confidential”.

Offeror must provide one of the following in their proposal:

· Provide a statement indicating that their proposal does not contain any confidential information, OR

· Make a written request to hold confidential any trade secrets and other proprietary data contained in their proposal. Offeror must clearly identify the material considered confidential and explain why the material is confidential. See the North Dakota Office of the Attorney General website for additional information at https://www.legis.nd.gov/cencode/t44c04.pdf and https://attorneygeneral.nd.gov/open-records-meetings If the STATE receives a request for public information, the Procurement Officer, in consultation with the Office of the Attorney General, shall determine whether the information is an exception to the North Dakota open records laws, and the information shall be processed accordingly.

4.5 COST PROPOSAL

Cost Proposal Format. Cost proposals must be prepared as a separate document from the technical proposal, clearly labeled, “Cost Proposal”.

Offeror must complete the Cost Proposal - Attachment A or prepare a Cost Proposal following the same format.

Value-Added Options. Offeror may include pricing for any value-added options that are described in the Offeror’s proposal as options, but not included in the total cost. Any options must be within the scope of work. (e.g., an option for a higher level of service, equipment accessories, extended warranty options, etc.). Provide details related to initial cost, reoccurring costs, and options. The STATE shall not consider these costs as part of cost evaluation scoring.

All costs must be stated in U.S. currency. Any commodities being imported must be identified, and the price must include any applicable shipping and handling, customs, brokerage agency fees, and duties.

Offeror should describe any discount terms for prompt payment. Discounts for prompt payment will not be considered in evaluating costs.

Offerors should take into consideration the following items in their response:

· Fill out and return the Cost Proposal sheet,

· Provide the total financial package for the contract per year for each of the 5 years with details of the requirements of Williston State College and the Offeror,

· Provide all discounts offered,

· Provide a description of the Achievement Incentives offered,

· Provide a description of Signing bonus,

· Provide a description of financial considerations – annual cash and/or promotional value,

· Provide a description of financial incentives – conference/national championships, NJCAA Tournament appearances, etc.

SECTION FIVE – AWARD AND PROPOSAL EVALUATION

5.1 AWARD

The STATE intends to award a contract to the responsible Offeror whose proposal is determined to be responsive to the requirements of the solicitation and is determined to be the most advantageous in consideration of the RFP evaluation criteria.

5.2 RESPONSIVENESS

All proposals will be evaluated to determine if they are responsive to the requirements of the solicitation. The STATE reserves the right to waive minor informalities in accordance with N.D.A.C. chapter 4-12-10. Minor informalities are insignificant omissions or nonjudgmental mistakes that are matters of form rather than substance, evident from RFP document, with a negligible effect on price, quantity, quality, delivery, or contractual conditions that can be waived or corrected without prejudice to other Offerors. Responsive proposals will be evaluated by the Procurement Officer or evaluation committee using the evaluation criteria stated within the RFP.

5.3 RESPONSIBILITY – SUPPLEMENTARY INVESTIGATION

The STATE reserves the right to contact references, other customers, including state and local government agencies, regarding past experience with the Offeror. Prior experience of the state agency or institution with any prospective Offeror may also be taken into consideration during evaluation.

The STATE may, at any time, make a supplementary investigation as to the responsibility of any Offeror in accordance with N.D.A.C. § 4-12-11-04. This investigation may include, but is not limited to, financial responsibility, capacity to produce, sources of supply, performance record, or other matters related to the Offeror’s probable ability to deliver if a contract is awarded to the Offeror. If it is determined that an Offeror appears not to be sufficiently responsible, the proposal will be rejected.

5.4 EVALUATION CRITERIA

Proposals will be evaluated using a 100 point scale. The evaluation committee will award points based on the questions in the Technical Proposal Evaluation Worksheet – Attachment B. The Technical Proposal evaluation score and Cost Proposal evaluation score will be added together to determine the total evaluation score. After the initial evaluation, the evaluation committee may determine which proposals are reasonably susceptible for award and continue the evaluation process with only those Offerors. Offerors whose proposals are not selected for further evaluation may request a debrief from the Procurement Officer after an award notice is issued. The final evaluation score will consider information received by the STATE, including but not limited to, discussions with Offerors, demonstrations, presentations, site visits, reference checks, and best and final offers.

The evaluation criteria and relative weight is as follows:

Technical Proposal Evaluation: 60 Points A. Quality of Product & Availability – 25 Points

a. Ability to provide high quality products as listed in the scope of work.

b. Commitment to meet specific branding (color, logos, cohesive look across all apparel, etc.)

c. Flexibility to use other brands for event specific equipment/accessories if sufficient items aren’t available from successful respondent.

d. Ease of ordering to accommodate scheduled and unscheduled (emergency) purchases. Ease of ready to wear/use product delivery.

B. Brand/Marketability – 15 Points

a. Social media content/frequency

b. Creative incentives

c. Proposed items for special events/tournaments

d. Brand cohesiveness

C. Expertise, Qualifications, References – 20 Points

a. Ability to meet deliverables listed in the RFP.

b. Experience providing goods and services to NJCAA or to other higher division (D1, D2, D3) institutions.

c. Timely and professional customer service

d. Accessibility of Offeror representative to the WSC Athletics administration, coaching staff, directors of operations, etc.

e. References Cost Proposal Evaluation: 40 Points A. Financial Considerations – 40 Points

a. All cost proposals MUST be submitted on Attachment A

Minimum Technical Score: Technical proposals must receive at least 50 percent of the total points available for the Technical Score to be considered responsive to the RFP requirements.

Preference…