RFP003 - Games Time Volunteer Uniform Kit

REQUEST FOR PROPOSAL (RFP)
Reference Number: RFP003 

FOR THE PROVISION OF: Games Time Volunteer Uniform Kit

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

July 4, 2022

REQUEST FOR PROPOSAL - RFP003 Games Time Volunteer Uniform Kit

The World Police & Fire Games 2023 will be held in Winnipeg, MB and the surrounding area from July 28 - August 6, 2023. There will be 3,000-4,000 volunteers required in order for the Games to be successful. While volunteers will have various duties throughout the planning and execution of the Games, these ‘Games Time Volunteers’ are a particular group who will become involved from January 2023 through to the completion of the Games. They will be responsible for everything from driving VIP guests to setting up sport competition venues.

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 WPFG, 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 design, choose and source branded clothing and items that will be distributed to volunteers for use during the Games. The main areas of focus are to ensure the Games Time Volunteers are recognizable, have a uniform appearance, have a positive experience and have the items they require to conduct their duties. The items provided in the Games Time Volunteer Uniform Kit should be of good and durable quality, should identify the volunteers, and be useful to them.

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 (Apparel) or Package B (Supplies). 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:

Package A - Apparel Package
Item/Service                                                                                       Specifications                                                                                                                               Estimated Total Quantities
Jacket: qty 1 in each Volunteer kit (Apparel Package A)               lightweight, windbreaker style, water resistant, zipper closure, medium quality, brand colour      3,000-4,000

T-shirt: qty 2 in each Volunteer kit (Apparel Package A)               unisex, medium quality, cotton/polyester, brand colour                                                                      6,000-8,000

Baseball cap: qty 1 in each Volunteer kit (Apparel Package A)    unisex, adjustable size, medium quality                                                                                                3,000-4,000

Package B - Volunteer Supply Package
Item/Service                                                                                        Specifications                                                                                                                                         Estimated Quantity
Carry all bag: qty 1 in each Volunteer kit (Supply Package B)      lightweight, water resistant, draw string, backpack style OR 
                                                                                                             Lightweight, water resistant, fanny pack or cross body bag with water bottle holder                   3,000-4,000
Water Bottle: qty 1 in each Volunteer kit (Supply Package B)       lightweight, plastic, durable, reusable, BPA free                                                                                 3,000-4,000

Appreciation Gift: qty 1 per Volunteer (examples are key
chain sunglasses, cell phone wallet) (Supply Package B)             souvenir item, cost under $3 including taxes & shipping                                                                   3,000-4,000

Suggest 2 unique items we did not list: qty 1 per Volunteer
to become Appreciation Gift (Supply Package B)                            useful for summer time, identifies volunteers                                                                                      3,000-4,000

• The logo and brand elements to be used in the branding of each item will be provided by WPFG 2023.
• A secondary logo may be required on some items, so please consider and quote on pricing for 2 (two) logos.
• The supplier will provide the resources for graphic design application of the WPFG brand and logo on all items with the oversight and approval of the WPFG.
• Total cost for Apparel Package A (1 jacket, 2 T-shirts, 1 baseball cap) should fall within $30.00-$40.00Cdn with taxes and freight included. Please show total Apparel Package A cost in your submission.
• Total cost for Supply Package B (1 carry all bag, 1 water bottle, 1 gift) should fall within $15.00-$25.00Cdn with taxes and freight included. Please show total Supply Package B cost in your submission.
• Total cost for the entire package must be under $60.00Cdn including taxes and freight.
• All items must be received in Winnipeg, MB by May 1, 2023. Please consider this when creating your timeline.

1. Name and reference number of the Request for Proposal being addressed;
2. Name of Package(s) addressed in the Proposal;
3. Introductory letter of intent;
4. Names, functions and experience of staff assigned to the project;
5. Name of the primary contact person;
6. Proposed methodologies and detailed timeframe for all project elements;
7. Complete budget with pricing breakdown; 
8. Sample pictures and specifications of the goods or physical samples; and
9. Company profile including qualifications, relevant experience and list of current references.