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.
SUBMISSION REQUIREMENTS
The proposal submission must include:
- Name and reference number of the Request for Proposal being addressed;
- Name of Package(s) addressed in the Proposal;
- 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 pricing breakdown;
- Sample pictures and specifications of the goods or physical samples; and
- Company profile including qualifications, relevant experience and list of current references.
All proposals must submit pricing of the services in the following format, accompanied with sample photos of any goods being proposed.
Goods/ Service Description of Good or Service Standard Price Proposal pricing Quantity
List the Good or Service Provide a brief description of the good or service and List the standard retail price Proposed partnership pricing Quantity min for
what is included proposed partnership pricing
Ex: water bottle750ml, durable plastic, BPA free, $ 3.45 $ 3.00 1000-3000
Ex: water bottle750ml, durable plastic, BPA free, $ 3.25 $ 2.80 3001-5000
Ex: water bottle750ml, durable plastic, BPA free, $ 3.25 $ 2.50 5000+
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. Any proposals that consider a sponsorship component should outline the details of what would be considered in such a sponsorship arrangement.
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 30%
Local Winnipeg Manitoba presence 20%
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 Thursday, July 14, 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 July 28, 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.