RFP001 - Marketing Promotional Items

REQUEST FOR PROPOSAL - RFP001 Marketing Promotional Items

Marketing promotional items are required to distribute to various parties in order to promote the World Police & Fire Games 2023 which will be held in Winnipeg, MB and the surrounding area. 

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 Games are hosted in a different country and region of the world every two years.The 2023 WPFG Host Society inc. is responsible for planning, coordinating and delivering the 2023 World Police & Fire Games which includes 62 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. 
Thousands of the world’s best and brightest Police, Firefighters and Law Enforcement professionals will set their sights on Winnipeg as we host the 2023 World Police & Fire Games from July 28 - August 6, 2023. More than 8,500 athletes from across the globe, 150 media, hundreds of VIPs, 500 officials and thousands of visitors will join us for the 10-day event which will be the largest participation sport event in Manitoba’s history.
The 2023 WPFG is scheduled to host 60+ competitive sports throughout Winnipeg and the surrounding area. These sports 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. These competition events will be hosted at both single and multi-sport competition venues, with the focus on delivering the best sport technical and athlete experience.

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 design, choose and source branded, promotional items that will be distributed to many parties before and during the Games. The main goal of giving away branded items is to bring awareness of the event to individuals and organizations. One key goal is to recruit athletes to register for and compete in the Games and to bring their families and friends along to experience Winnipeg, Manitoba, and Canada. The Host Society wishes to encourage local individuals and companies to participate in some aspect of the games by providing sponsorships, volunteering, providing goods and services or attending competitions as spectators. Promotional items may also be used for staff, volunteers, athletes, and sponsors to commemorate their involvement in the Games.  The items should be portable and something the recipient will use and find desirable.
 
SCOPE OF SERVICES
The following chart outlines the services and items we require. All of these items must be branded for the WPFG 2023 with the approved logo:
Item/Service                          Specifications                                                     Estimated Quantity
Scarf                                 Acrylic knitted soft fabric                                              3,000
Pens                                 push-action plastic ballpoint                                       10,000
Lanyard                            neck lanyards                                                               4,000
Magnet                             custom magnets, any material                                     4,000
Key Chain                         steel construction with custom shape/design                  500
Notebook                          hardcover, not spiral bound                                             200
Water Bottles                    steel construction, insulated, leak proof cap,durable recyclable  3,000
Water Bottles                    lightweight, plastic, durable, reusable, BPA free            5,000
Cell Phone Wallet             silicone, phone stand                                                     3,000
Glacial Cooling Scarf        as recommende                                                             3,000
Buffs / Gators                   lightweight Seamless Reusable, Washable                    3,000
Face Mask                       3-ply adult mask washable, reusable, flexible wire noseband,
                                        adjustable size at ear loops                                            3,000
lip balm                            individual tube style, paraben free                                10,000
sunglasses                      UV protection, unisex                                                      5,000
Tatoos                             durable, temporary, custom shape/design, water soluble  10,000
stress ball                       sports themed                                                                10,000
stickers                           individual or multiples on a sheet                                   10,000
carry all bag                   lightweight, water resistant, draw string, backpack style   5,000
playing cards                 a full deck                                                                          5,000
sticky notes                    individual pads of notes, minimum 25 sheets                   5,000
baseball cap                  unisex, adjustable size                                                      5,000
suggest 5 unique items at a price point <$1.00Cdn                                              10,000 each
suggest 5 unique itemsat a price point of $1.00-$2.50Cdn                                   10,000 each

• The logo and brand elements to be used in the branding of each item will be provided by WPFG 2023.
• 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.

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