Basic Information

Reference Number

0000230809

Issuing Organization

WPFG 2023 Host Society Inc

Solicitation Type

IFB - Invitation for Bid (Formal)

Solicitation Number

RFP004

Title

GAME TIME SIGNAGE AND PAGEANTRY

Source ID

PP.NP.Man..1126251.C110412.C110412

Details

Location

Canada, Manitoba, Winnipeg

DescriptionA - Latest Amendment

REQUEST FOR PROPOSAL (RFP)
Reference Number: RFP004

FOR THE PROVISION OF: GAME TIME SIGNAGE AND PAGEANTRY

To
2023 WPFG Host Society Inc.
457 Main Street
Winnipeg Manitoba

August 23, 2022

REQUEST FOR PROPOSAL - RFP004: Game Time Signage and Pageantry

The World Police & Fire Games 2023 will be held in Winnipeg, MB and the surrounding area from July 28 - August 6, 2023. A comprehensive signage and pageantry program will provide information, awareness and branding of the event at all competition and non-competition venues during Games time. For signage, a comprehensive wayfinding strategy has been established for each venue, taking into consideration each Game client group and their path of travel on venue. Overall the Signage and Pageantry items have to inculcate the “Look and Feel” (branding standards) of World Police and Fire Games Federation and branding plan.

EVENT BRIEF
The World Police and Fire Games (WPFG) is a biennial athletic multi-sport event, open to active and retired law enforcement and fire services personnel throughout the world. The 2023 WPFG Host Society inc. is responsible for planning, coordinating and delivering the 2023 Games which includes 60+ sport competitions and 20 + community and cultural events for 8500+ athletes coming from over 50+ countries to compete in the second largest participating sporting event in the world.
The 2023 WPFG will host events at both single and multi-sport competition venues, with the focus on delivering the best sport technical and athlete experience in 40+ venues throughout Winnipeg and the surrounding area. Events range from traditional multi-sport events such as Soccer, Ice Hockey, Tennis to Police and Fire specific events such as Police Service Dogs, Stair Race and the Ultimate Firefighter.

PROPOSAL INTRODUCTION
Vendors are invited to submit proposals for the provision of the Services and Materials as specified in this RFP, Scope of Services.
This RFP will be conducted with the objective of maximizing the benefit to the 2023 World Police & Fire Games, while offering Vendors a fair and equitable opportunity to participate.
Vendors are advised to pay careful attention to the wording used throughout this RFP. Failure to satisfy any term or condition of this RFP may result in an unacceptable Proposal.
All Proposals must be provided in English.

OBJECTIVE
The WPFG 2023 Host Society needs to provide wayfinding and other branding signage at each venue during games time. The wayfinding/directional signage is to ensure client groups know the best route to access their spaces on venue. The pageantry elements will ensure there is a consistent look and feel across all games time venues.

SCOPE OF SERVICES
The following chart outlines the services and items we require. Prospective vendors may bid on Package A, Package B, or both packages. Each item is marked as Package A (Signage/Wayfinding) or Package B (Pageantry). Please quote on only the items that your business supplies. All of these items must be branded for the WPFG 2023 with the approved logo(s). All hardware required for installation should be included in the package submission details and cost. Please address the cost of shipping/freight and whether it is included or provide an estimate of shipping costs. If any of the elements require specific installation considerations please provide the details and whether your company provides installation services, including related costs.
Package A - Signage/Wayfinding Package
Item/ServiceSpecificationsEstimated Total Quantities
1.Wayfinding Signage 36” x 24” coroplast.
This signage will act as the main wayfinding element that lists all the main spaces within the venue (ex: athlete check in, changerooms, washrooms etc.)
200 - all signs are planned to be the same.

2.Room Identification Signage 8.5” x 11” of a removable wall decal material that will identify what room is behind the door. (Athlete Changeroom, Scoring & Results etc.)
~ 320 - Estimated 8 rooms x 40 venues.

3.Departmental Signage 24” x 18” coroplast.
These signs will be specific to each Department that will identify specific information or directions for the public. (ex: VIP Parking, Concessions, Athlete Weigh In etc.)
~ 400 - Estimated 10 Signs x 40 Venues

4.Directional Signage 12”’ x 18” coroplast.
These signs will provide single or dual directions specific to one location or activity. (Athlete Check in, Registration etc. )
~ 400 - Estimated 10 signs x 40 Venues

5.Arrow Stickers 4” round stickers that can be put on each of the signs above to provide what direction for the public
~ 900 - Estimated 3 sticker designs x 300 each

6.Branded Decals 24”x 4” stickers to modify messaging on certain Signage
~ 800

7. Scoring & Results/Info Board 3’ x 5’ Coroplast with branded border that will display scoring & results and sport info
~ 65

Suggest unique/new materials or approach for any of the items 1-6 advise if there is a new product/method that would achieve the goals

Package B - Pageantry Package

Item/ServiceSpecifications/Estimated Quantity
1.Canopy Tents 10’ x 10’ with Games branding. No sidewalls.
30

2.Flutter Flags   7 ‘ tall, single image, double sided flex look flutter flag with hardware for indoor and outdoor installation
~ 156- 3 colored designs 52 of each

3.Flutter Flags 10 ‘ tall, single image, double sided flex look flutter flag with hardware for indoor and outdoor installation
~ 32 - single design for all flags

4. Table Skirts Full wrapped table cloth/skirts for 6’ tables. Multi color
~54 - 3 colored designs 18 of each color

5. Window decal banner wrap   18” wide window decal that runs the length of the window with Games branding.
2000 feet cut by installer to fit the window on site.

6. Wall decal banner wrap 18” wide window decal that runs the length of the window with Games branding.
2000 feet cut by installer to fit the window on site.

7. Fence Banner Scrim 10’ panels x 6’ tall fence banner scrim branded.
~250 units

8. Backdrop Banner stand 10’ x 10’ backdrop with 2 sided design.
~ 50

9. Horizontal Pop up Banner displays   Small sized 3.94 ‘ x 2.30’ ; Medium Sized 6.56’ x 3.28’~ 250
~ 250

10. Barricade Wraps Bike Rack barricade Wraps
~ 250

Suggest unique/new materials or approachFor any of the items 1-10 advise if there is a new product/method that would achieve the goals

SUBMISSION REQUIREMENTS
The proposal submission must include:

Name and reference number of the Request for Proposal being addressed;
Introductory letter of intent;
Names, functions and experience of staff assigned to the project;
Name of the primary contact person;
Proposed methodologies and detailed timeframe for all project elements;
Complete budget with breakdown; and
Company profile including qualifications, relevant experience and list of current references.

All proposals must submit pricing of the services in the following format, in Canadian funds, accompanied with sample photos of any goods being proposed.
Goods/ ServiceDescription of Good or ServiceStandard PriceProposal pricingQuantity
List the Good or ServiceProvide a brief description of the good or service and what is includedList the standard retail priceList the proposed partnership pricingList any quantity minimums required for proposed partnership pricing
Ex: Flutter Flags7 ‘ tall, single image, double sided flex look flutter flag with hardware for indoor and outdoor installation
Standard Price Proposed Price Quantity
$ 325.00ea $ 300.00 1-25
$ 300.00ea $ 275.00 26-50
$ 275.00ea $ 250.00 51-100

All materials provided in the submission will become the property of the 2023 World Police & Fire Games.
Any proposals that include goods or services to be offered on a “Value In Kind” basis should be outlined in the submission. An estimate of the valuation of any in kind donations should also be included.

EVALUATION
The Proposals will be evaluated on the basis of the completeness and suitability of the response for the WPFG 2023.
Evaluation of submissions will be based on the following criteria:
Proposed Pricing for Goods & Services 40%
Ability to fulfill mandate/technical requirements 25%
Local City of Winnipeg presence 25%
Previous experience/proven success/References 10%
Total 100%
2023 World Police & Fire Games reserves the right to reject all or any proposals.

DEADLINE
Any questions or requests for clarification should be submitted by 12:00 noon CST on Tuesday, September 20, 2022. Questions must be submitted via email to: Supreet Thind at sthind@wpfg2023.com. Questions submitted and answered may be shared with other parties confidentially to ensure all those involved have the same information.
Please submit your proposal to:
Supreet Thind
Coordinator, Finance & Administration
2023 World Police & Fire Games
800-457 Main Street
Winnipeg MB.
Email: sthind@wpfg2023.com
Proposals must be received by September 23, 2022, 4:00 pm CST.
Thank you for your interest in becoming part of this exciting event. All those who submit a proposal will be informed as to whether it has been accepted. The successful proposal will form part of an agreement outlining the goods and services to be provided.

Dates

Publication

2022/08/23 03:42:21 PM CDT

Bid Intent

Not Available

Question Acceptance DeadlineA - Latest Amendment

2022/09/20 12:00:00 PM CDT

Questions are submitted online

Closing DateA - Latest Amendment

2022/09/23 04:00:00 PM CDT

Contact Information

Supreet Thind

4319981986

sthind@wpfg2023.com

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

Any questions or requests for clarification should be submitted by 12:00 noon CST on Tuesday, August 30, 2022. Questions must be submitted via email to: Supreet Thind at sthind@wpfg2023.com. Questions submitted and answered may be shared with other parties confidentially to ensure all those involved have the same information.

Please submit your proposal to:
Supreet Thind
Coordinator, Finance & Administration
2023 World Police & Fire Games
800-457 Main Street
Winnipeg MB.
Email: sthind@wpfg2023.com

Proposals must be received by September 12, 2022, 12:00 pm CST.

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