- Introduction/Overview:
The 2018 Wood Buffalo Alberta Winter Games Host Society is seeking proposals from clothing distributers to coordinate, brand and supply the official staff and volunteer clothing pieces that will be worn during the 2018 Games, February 16 – 19, 2018.
Clothing provided through this RFP will act as volunteer recognition, uniforms and appreciation pieces. Pieces will be worn leading up to the 2018 Games, during the opening ceremonies, throughout competition, during special events and post event.
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. This event 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.
- Project Scope:
The objective of this project is to design, produce and distribute a high-quality, visible and stylish volunteer package to our workforce and a recognition piece for our Games Ambassadors, as well as to provide a strong visual brand for all games related activities and events. The package must provide a distinct 2018 Wood Buffalo Alberta Winter Games look, incorporating the colors from the Games logo and be suitable for the cold northern climate in Fort McMurray, Anzac and Fort McKay.
The purpose of this RFP is to provide a fair evaluation process for all suppliers and to provide the supplier with the evaluation criteria against which they will be judged.
The 2018 Wood Buffalo Alberta Winter Games Host Society will provide the selected distributer with an outline of the key components the clothing package must include and will rely on the distributer to generate a comprehensive concept and color scheme for Host Society approval. Following agreement on the overall concept and package, the Host Society will work in partnership with the supplier to finalize the branding of each item. All designs must be approved by the 2018 Wood Buffalo Alberta Winter Games Host Society prior to production. The Host Society will count on the experience and the expertise of the chosen provider to provide an accurate sizing formulation.
Following the completion of production the distributer will conduct a thorough inventory and quality inspection to address any inventory or product defect issues. The distributer will also assign one key point person from their organization that will be the primary point of contact throughout the contract and up to and during the games.
- Sponsorship & Social Prosperity
2018 Wood Buffalo Host Games Society is proud to recognize and promote the services and support of our sponsors. We would actively encourage submissions which incorporate a sponsorship element. There is also a desire from the Host Society to ensure that all suppliers are actively engaged in the social prosperity of our community. Proposals that provide an opportunity for the Regional Municipality to cultivate a vibrant, creative and caring community for the wide diversity of individuals and families who live in, work in and visit our region will be looked upon favourably. Contributions to the prosperity of the community could include skill development, resources, givebacks, programming, etc.
4.RFP Submission Requirements
4.1Pricing:
When submitting a proposal, the supplier is requested to include all associated costs within the total project costs provided below. Costs must include, provision of colored proofs for each article of clothing, fabric samples, samples of each item in the clothing package, production, embroidery, screening and delivery to the designated storage location in the Regional Municipality of Wood Buffalo, as well as all applicable taxes. The pricing is on a fixed price basis and the supplier will be contracted to deliver all functions in this document within the stated price. If the supplier has excluded a function or added functions to these requirements, these changes should be noted, clearly indicating the trade off decisions.
Proponents are asked to provide a tiered option with Good, Better and Best including pricing for all packages. These prices must be all inclusive, considering the level of details, colour, trends and quality.
Volunteer Package (Includes 2200 Shell Jackets, Toques & Long Sleeve ¼ zip fleece/sweaters)
Ambassador Identification (Includes 65 Scarves & Toques):
Participant Back Pack (2800)
Director Winter Jackets (30)
Chair Polo & Light Weight Full Zip (100)
4.2 Composition of Clothing ProgramQuantityItemAudienceRange of Sizes
2200Lightweight ¼ Zip long sleeve. Available in Different Colors (Orange/Gold/Blue)Volunteer Workforce ages 16 - 75XS – 4XL
2200Winter toque, beanie style, no ear flaps and no pompomsVolunteer Workforce ages 16 - 75One size
2200Light weight shell jacketVolunteer Workforce ages 16 - 75XS – 4XL
100Long sleeve, light weight full zipGames Chairs & DirectorsS – 4XL
100Short sleeve polo shirt, performance fabric, not cottonGames Chairs & DirectorsS – 4XL
303 in 1 Winter JacketsGames DirectorsS – 4XL
65Winter ScarfEvent AmbassadorsOne Size
65Whimsical toque, include a pompom or something eye catchingEvent AmbassadorsOne Size
2800Participant athletic backpackAthletes, Coaches & OfficialsOne Size
4.3 Sizing
The 2018 Wood Buffalo Alberta Winter Games Host Society will endeavour to provide an accurate breakdown of Male versus Female sizing; however they will draw on the expertise of the supplier in determining required sizing over runs and ensuring the sizing provided reflects the specified target audience (general population). The Host Society does however request sample sizing of all items being provided to ensure sizing standards are met.
4.4 Delivery & Storage
The successful proponent agrees to deliver to a designated storage space in the Regional Municipality of Wood Buffalo, at no charge all the items of the 2018 Wood Buffalo Alberta Winter Games Clothing program by January 5th, 2018
4.5 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.
4.6 Key Components of the RFP Submission
The RFP submission must include the following:
- Comprehensive information for the complete package. It must include an all inclusive cost per piece, including taxes, shipping, embroidery/screening and logos.
- A clear listing of each proposed item and quantity to be included within the proposed package, ensuring to met all criteria in “Composition”, with the incorporation of additional items encouraged within the total project cost
- The items as requested should be with the Games Branding colors, as provided in Appendix 1. Suggestions surrounding color combinations and complementary colors based on current trends should be provided
- Detailed description of the style and make of each item including material type as well as cold weather rating (if applicable)
- An exact sample of the style or make of each article of clothing would enhance the proponents bid
- 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 large bulk purchases
- 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.
- Examples of relevant and related projects
- A separate outline of any potential sponsorship programs, or contributions to the social prosperity of the region
- Confirmation of the ability to meet the delivery deadlines as provided and any black out dates
- List of current clients and contact information for at least two references and permission to contact these references
- Strong consideration will be given to companies based in the Regional Municipality of Wood Buffalo as well as Alberta
- Confirmation that you have Comprehensive General Liability Insurance at a minimum of two million dollars
4.7 Contract TimelinesRFP OpensMarch 16th, 2017
RFP ClosesApril 7th, 2017
Presentations/Interviews with Short Listed CompaniesMid April 2017
Contract SignedLate April 2017
Final Sign Off on Games Winter PiecesMay 2017
Final Sign Off on Pre-Games PiecesMay 2017
Delivery of pieces identified as Pre-Games wearJune 2017
Order completed and delivered to Games operation CentreJanuary 5th, 2018
2018 Wood Buffalo Alberta Winter GamesFebruary 16th – February 19th, 2018
4.9 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.
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 an electronic copy forwarded.
- Four hard copies of the proposal must be submitted accompanied by an unaltered completed Request for Proposals cover page. This page must 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 must be firm and be all inclusive of applicable taxes, shipping, embroidery/screening and logos
- The supplier must commit to the Host Society adjusting the purchase numbers +/- 5% while guaranteeing the same pricing.
Evaluation Scale
Proposals meeting all mandatory criteria will be further assessed using the following weighted scale:
Criterion% Score
Quality of clothing30%
Pricing based on costs per uniform package & sponsorship30%
Creative concept (story boards, designs, styles etc)15%
Past experience, packaging, storage and delivery10%
Company location, social prosperity 15%
4.10 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 and graphics) prepared as part of this RFP. Licensing and marketing rights will not be granted to the successful proponents.
4.11 RFP Format and Submission Instructions
Please ensure your response to this RFP includes the following items:
- Title page, RFP number (#2018gvrp) 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 and electronic copy and 4 Hard copies of their proposal to the following address:
2018 Wood Buffalo Alberta Winter Games
8329 Fraser Avenue
Fort McMurray, Alberta
T9K1W3
4.12 Communication during the RFP Process
