Basic Information

Reference Number

0000051970

Issuing Organization

2018 Wood Buffalo Alberta Winter Games Host Society

Owner Organization

2018 Wood Buffalo Alberta Winter Games Host Society

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

#2018rfml

Title

2018 Wood Buffalo Alberta Winter Games - Merchandise Lisencee

Source ID

PP.OTH.AB.978465.C98573

Details

Location

Canada, Alberta, Wood Buffalo-Cold Lake

Description

Introduction/Overview:

The 2018 Wood Buffalo Alberta Winter Games Host Society is requesting proposals from qualifying companies within the Province of Alberta to become the official Merchandise Licensee for the 2018 Wood Buffalo Alberta Winter Games. The grant of rights we are seeking to license includes sale of licensed merchandise bearing the marks of the 2018 Wood Buffalo Alberta Winter Games through retail/wholesale channels and sales of licensed merchandise prior to and during the Games period from February 16th – 19th, 2018. The term of this contract is from date of acceptance to February 19th, 2018 with a 60 day sell-off period.
The 2018 Wood Buffalo Alberta Winter Games will be held in the Regional Municipality of Wood Buffalo from February 16th – 19th, 2018. The Games will bring together close to 3000 athletes, coaches and officials and will require upwards of 3000 volunteers for event execution. The expected attendance of parents, family and fans visiting the region is estimated at 5000+. The Alberta Winter Games is one of Alberta’s premier sporting events and will host athletes ranging in age from 11 – 17. Sports for the 2018 Wood Buffalo Alberta Winter Games include: Alpine Skiing, Archery, Artistic Gymnastics, Badminton, Biathlon, Boxing, Cross Country Skiing, Curling, Fencing, Figure Skating, Freestyle Skiing, Hockey, Judo, Ringette, Snowboarding, Speed Skating, Squash, Synchronized Swimming, Volleyball and Wrestling, and will take place across 10 venues in our community.
2.Project Scope:
The objective of this project, is for the licensee to select, brand, market and sell a line of quality, visible and stylish souvenirs that will compliment the marketing and event execution strategies of the 2018 Wood Buffalo Alberta Winter Games, providing a strong visual brand for all games related activities. The proposal package must provide a distinct 2018 Wood Buffalo Alberta Winter Games look, incorporating the colors from the Games logo and be suitable for the target audiences:
a) athletes from ages 11 -17
b) travelling family and fans
c) the local community
The purpose of this RFP is to offer a fair evaluation process for all suppliers and to provide the supplier with the evaluation criteria against which they will be judged.
The successful applicant will:
1. Design: Work with the 2018 Wood Buffalo Alberta Winter Games Marketing, Communications and Promotions Coordinator to utilize the approved logo / slogan (see attached Schedules A and B) for use on apparel and other licensed merchandise (if applicable).
2. Produce: Produce the required licensed merchandise and possibly other licensed merchandise as agreed between the parties.
3. Distribute: Distribute and sell all Licensed Merchandise both before and during the 2018 Wood Buffalo Alberta Winter Games through customary retail outlets, and at games time sales concession locations including the Accreditation Centre, the Opening Ceremony venue , and at select sport venue locations to be mutually agreed between the parties, and operated by the Merchandise Licensee during Games-time. The Merchandise Licensee may also elect to sell Licensed Merchandise at the Games Office in a space to be provided by the 2018 Wood Buffalo Alberta Winter Games Host Society and operated by the Merchandise Licensee on terms and conditions to be mutually agreed between the parties.
4. Market: Provide marketing expertise for the sale of merchandise.
5. Commitment: Provide a commitment, financial and otherwise, to benefit the 2018 Wood Buffalo Alberta Winter Games Host Society.
6. Inventory: Organize and assume all responsibility for inventory and storage of merchandise.
7. Discount: Licensee must provide discount on merchandise purchased by the 2018 Wood Buffalo Alberta Winter Games Host Society for giveaways, merchandise promotions and personal use.

3.Evaluation Criteria:
The 2018 Wood Buffalo Alberta Winter Games Host Society will evaluate Proposals to determine the proposal(s) that, in its opinion, are the most advantageous to the 2018 Wood Buffalo Alberta Winter Games Host Society. The evaluation will consider the applicants’ financial offer, including proposed royalty payment structure and minimum guarantees. Evaluation may include consideration of other criteria the 2018 Wood Buffalo Alberta Winter Games Host Society considers appropriate to the determination of the most advantageous proposal(s). Applicants should consider any or all of the following without limitation:
· Proposed retail/ wholesale pricing of products;
· Product plan, including the proposed type, style, materials and quality of the products;
· Marketing plan which will include its distribution network, sales strategy and methodology;
· Corporate history and demonstrated business and financial capacity to serve as a licensee;
· Relevant experience, qualifications, reputation and references, particularly the applicant’s depth of experience in similar licensing programs and in working with the sport community;
· Use of quality materials and methods in its production;
· Commitment to working in partnership with the 2018 Wood Buffalo Alberta Winter Games Host Society to ensure a successful licensing program;
· Quality assurance and quality control within the Applicant’s organization to ensure that:
a) the Licensed Merchandise is designed and manufactured to the highest quality standards and comply with all the requirements of the Hazardous Product Act, the Hazardous Product (Carpet) Act, the Textile Labelling Act, the Flammability of Textiles in Canada and with the requirements of specific legislation for particular products.
b) that a high level of service is maintained throughout the licensing program and
c) that potential problems are pro-actively identified and rectified;
· Customer service model and the availability of resources within applicant’s organization to ensure that a consistently high level of service is provided in a timely manner throughout the program;
· Commitment that products delivered through the supply chain will be manufactured and distributed ethically;
· Overall quality of the Applicant’s proposal including completeness and brevity of documentation. The foregoing criteria are not necessarily exhaustive or listed in order of importance and will not necessarily be weighted equally in terms of importance. The 2018 Wood Buffalo Alberta Winter Games Host Society will, in its sole discretion, determine the weighting to be given to the evaluation criteria established for this RFP.

Ability to create online store or willingness to work with Marketing, Promotions & Communications Coordinator to establish and maintain online presence

The Merchandise Licensee scope of services is to utilize the approved Games logo/slogan (Schedule A), to design, produce, distribute and sell all Licensed Merchandise both before and during the 2018 Wood Buffalo Alberta Winter Games Host Society through customary retail outlets, and at Games Time sales concession locations including the Accreditation Centre, the Opening Ceremony venue and at select sport venue locations to be mutually agreed between the parties, and operated by the Merchandise Licensee during Games-time. The Merchandise Licensee may also elect to sell Licensed Merchandise at the Games Office in a space to be provided by the 2018 Wood Buffalo Alberta Winter Games Host Society and operated by the Merchandise Licensee on terms and conditions to be mutually agreed between the parties.
The 2018 Wood Buffalo Alberta Winter Games Host Society Board of Directors must approve the plan, goals and contributions and will oversee the controls for the contract through the Marketing, Communications and Promotions Coordinator. Any unsold inventory will be the responsibility of the Merchandise Licensee and will not be charged to the 2018 Wood Buffalo Alberta Winter Games Host

4.0 Sponsorship
Sponsorship is very important to the 2018 Wood Buffalo Alberta Winter Games Host Society. Given that the Alberta Winter Games is an event for developing athletes ages 11-17 that receives tremendous coverage in both the host community and across the Province there is significant value to potential sponsors to partner with this event. Marketing and promotions plans are in place to provide coverage through digital, print, radio, online and in person community event based initiatives. Details of any proposed sponsorship partnerships should be included in the package proposals.

5.0 Key Components of the RFP Submission
The RFP submission must include the following:

Company Profile, strong consideration will be given to companies based in the Regional Municipality of Wood Buffalo as well as Alberta.
A summary of the proponents’ corporate back ground, history and relevant experience with particular attention provided regarding past experience in working with multi-sport games, major events and/or souvenir sales.
List of current clients and contact information for at least 2 references and permission to contact these references.
Clear indication of any subcontractors who would participate in the production and delivery of the requested items and a summary of their corporate background and relevant experience.
Price and Product List: The 2018 Wood Buffalo Alberta Winter Games Host Society in its sole discretion shall have the unfettered right to accept any proposal, reject any proposal, reject all proposals or award a License Agreement to whomever the 2018 Wood Buffalo Alberta Winter Games Host Society in its sole discretion deems appropriate and in the best interest of the 2018 Wood Buffalo Alberta Winter Games Host Society.

Samples of relevant and related projects.
A separate outline of any potential sponsorship programs, or contributions to the social prosperity of the region.

Approach and methodology.
Financial benefit to the 2018 Wood Buffalo Alberta Winter Games Host Society, including a predetermined royalty expressed as a percentage of the wholesale price to retailers or as a percentage of the retail price to end customers; including an advance on signing and a minimum guaranteed royalty amount over the term of the agreement, which may be recouped from sales of Licensed Merchandise.

Confirmation of the ability to meet the delivery deadlines as provided and any black out dates.
Confirmation that you have a minimum of two million dollars in comprehensive General Liability insurance.
Confirmation of all required permits and licensing for conducting business in the Regional Municipality of Wood Buffalo.

6.0 Contract Timelines
RFP OpensMarch 16th, 2017
RFP ClosesApril 7th, 2017
Presentations/interviews with shortlisted companiesMid April 2017
Contract signedLate April 2017
Initial presentation of souvenir lineMay 2017
Final sign-off on souvenir lineMay 2017
Implementation of salesOctober 2017
2018 Wood Buffalo Alberta Winter GamesFebruary 16th – February 19th, 2018

7.0 Evaluation
This section details all the mandatory and desirable criteria against which proposals will be evaluated. Proponents should ensure that they fully respond to all criteria to receive full consideration during evaluation.
7.1 Mandatory Criteria
Proposals that do not demonstrate that they meet the following mandatory criteria will be excluded from further consideration during the evaluation process:
Criteria

The proposal must be received on or at the closing location before the specified closing time.

The proposal must be submitted in English and in a formal physical presentation, as well as provide an electronic submission.

Four hard copies of the proposal must be submitted with one including an unaltered completed Request for Proposals cover page. This page is to include an originally signed Proponent section with the first copy.

Storyboards, color combinations and detailed description of the style and make of each item.

Pricing of each item both cost and retail must be provided.

The supplier must commit to the Host Society to provide a percentage of all souvenir sales and provide a comprehensive system for reconciliation.

7.2 Evaluation Scale
Proposals meeting all mandatory criteria will be further assessed using the following weighted scale:
Criterion% Score
Quality of Items20%
Price range of items20%
Percentage revenue for Host Society25%
Creative Concept (story boards, designs, styles etc.)15%
Past experience, packaging, storage and delivery5%
Company location, social prosperity 15%

8.0 Intellectual Property Rights:
The 2018 Wood Buffalo Alberta Winter Games Host Society will be the owner of the intellectual property rights including copyright, trademark, and design in any product (such as artwork, photography & graphics) prepared as part of this RFP. Licensing and marketing rights will not be granted to the successful proponents. Unsuccessful proponents do not have the rights to produce the suggested designs, or any designs, with the supplied 2018 Wood Buffalo Alberta Winter Games’ branding.

9.0 RFP Format and Submission Instructions
Please ensure your response to this RFP includes the following items:

Title page, RFP number (#2018rfml) and revision number, your company name, address, website address, telephone number and key contact person.
Table of Contents
An introductory letter signed by the person or persons authorized to sign on behalf of the company.
A one page summary of the proposal.
The body of the proposal including features benefits and uniqueness of your proposal. Please ensure it is clear how you will meet the requirements of this proposal.
Include two references your organization has previously worked for.

Bidding companies are asked to send an electronic copy and four hard copies of their proposal to the following address:
2018 Wood Buffalo Alberta Winter Games
8329 Fraser Avenue
Fort McMurray, Alberta
T9K1W3

10.0 Communication during the RFP Process
General Inquiries
Michelle Toner
Games Manager
(780) 750 8198
Michelle.Toner@2018awg.ca

Branding/Logo Inquiries
Eden Boutilier
Marketing, Communications & Promotions Coordinator
(780) 750 8196
Eden.Boutilier@2018awg.ca

11.0 TERMS AND CONDITIONS
1. Proposals will be marked with their receipt time at the closing location. Only complete proposals received and marked by the 2018 Wood Buffalo Alberta Winter Games Host Society before the closing time will be considered to have been received on time. In the event of a dispute, the proposal receipt time as recorded by the 2018 Wood Buffalo Alberta Winter Games Host Society at the closing location shall prevail. Proposals will be reviewed privately at the offices of the 2018 Wood Buffalo Alberta Winter Games Host Society.
2. It is the responsibility of each proponent to ensure that its proposal is received at the closing location before the closing time and the proponent assumes the entire risk of failure of the 2018 Wood Buffalo Alberta Winter Games Host Society to receive its proposal at the closing location before the closing time. Proposals received at the closing location after the closing time shall not be considered.
3. If a proponent discovers that it has made an error in its proposal, the proponent may submit a correction notice to the 2018 Wood Buffalo Alberta Winter Games Host Society at the closing location, but it must be received prior to the closing date and time for the RFP.
4. All proposals submitted by proponents in response to this RFP must be submitted in English.
5. When proposals have been received and an award made, the successful proponent will be held to its proposal as of the closing of the RFP irrespective of subsequent representation that mistakes have been made in the proposal originally submitted.
6. Notwithstanding item 5 above, if it appears that an error has been made in a proposal, the 2018 Wood Buffalo Alberta Winter Games Host Society may, in its sole discretion, before awarding a contract, communicate with the potential contractor to ascertain if it will provide services at the quoted price(s) or withdraw the proposal. If the potential contractor is permitted to withdraw its proposal, the potential contractor will not be considered part of this RFP.
7. The 2018 Wood Buffalo Alberta Winter Games Host Society reserves the right to award this contract in part or in full, on the basis of the proposals received unless the potential contractor specifies that its proposal is valid only for the complete service.
8. Potential proponents must comply with all applicable laws.
9. Potential proponents are solely responsible for their own expenses, if any, in preparing a proposal in response to this RFP and subsequent negotiations with the 2018 Wood Buffalo Alberta Winter Games Host Society, if any.
11. All inquiries related to this RFP are to be directed in writing to the 2018 Wood Buffalo Alberta Winter Games Host Society at the address as noted on this RFP. Information obtained from any other source is not official and may be inaccurate. Inquiries and responses may be distributed to all potential proponents at the option of the 2018 Wood Buffalo Alberta Winter Games Host Society.
12. The 2018 Wood Buffalo Alberta Winter Games Host Society will not be obligated in any manner to any potential proponent whatsoever until a contract has been issued by the 2018 Wood Buffalo Alberta Winter Games with respect to a proposal.

Schedule A
Branding Standards and Logo Approval
To ensure a consistent and appropriate look for the 2018 Wood Buffalo Alberta Winter Games, marketing and logo use guidelines and branding standards have been developed.
Logo usage:

Logos for external party use need to be provided in the correct format from the Marketing, Communications & Promotions Coordinator.
All logo usage must be approved by the Marketing, Communications & Promotions Coordinator, the Games General Manager or the Director of Promotions.
The coloured logo must only be reproduced on the white or light background or a background that does not have any pantones in it that are within the logo.
The black logo may be used for producing on a light background when the colour logo does not work. The white logo may be used for reproducing on a dark background.

Logo spacing:

Our primary logo is vertical, a secondary logo has been developed horizontal. Preference is to the usage of the vertical logo, however in some cases where space is an issue the horizontal logo will need to be used.
To ensure the logo stands on its own, please leave at least ¼ of the logo’s width on the vertical logo, or ¼ of the logo’s height on the horizontal logo (adjustable to changes in size of the logo) as a blank amount of space bordering the logo.

Fonts:

The 2018 Wood Buffalo Alberta Winter Games has purchased fonts for promotional use. When creating textography for the Games please ensure to use the official fonts. Communicate with the Marketing, Communications and Promotions coordinator to obtain the appropriate fonts.

Dates

Publication

2017/03/16 12:05:05 PM MDT

Bid Intent

Not Available

Question Acceptance Deadline

2017/04/06 04:00:00 PM MDT

Questions are submitted online

Closing Date

2017/04/07 04:00:00 PM MDT

Contact Information

Michelle Toner

7807508191

gamesadmin@2018awg.ca

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

Criteria

The proposal must be received on or at the closing location before the specified closing time
The proposal must be submitted in English and in a formal physical presentation as well as an electronic submissions provided.
Four hard copies of the proposal must be submitted including an unaltered Request for Proposals cover page including an originally - signed Proponent section with the first copy.
Storyboards, color combinations and detailed description of the style and make of each item
Pricing of each item both cost and retail must be provided.
The supplier must commit to the host society to provide a percentage of all souvenir sales and provide a comprehensive system for reconciliation.

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