RFP Houston Super Bowl volunteer uniform

Houston Super Bowl Host Committee

Request for Proposals - Volunteer Uniform

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RFP: Volunteer uniform

Date: 04/12/2016

Table of Contents


Background for RFP

The Houston Super Bowl Host Committee

Volunteer Program summary

Project Overview

Scope – detailed uniform requests

Contract Deliverables and Requirements, Evaluation

Administrative information & schedule of RFP

Instructions o Prices o Experience o Production o Warehousing & Distribution o NFL Business Connect

Time-line – schedule of RFP events

Addendum A – Application & Supporting Documentation

Additional terms



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The Houston Super Bowl Host Committee

The Houston Super Bowl Host Committee (HSBHC) is the centralized planning entity for Super

Bowl LI and acts as the liaison between the NFL, City of Houston, Harris County and the local

community. The Host Committee is a private non-profit 501(c)(6) Texas corporation, and is

responsible for Super Bowl LI festivities and logistics.

Background for RFP

Super Bowl LI takes place on February 5, 2017. It represents the third time Houston has hosted the

big game. Super Bowl LI presents the opportunity to showcase Houston as an innovative, cutting

edge city, and to look forward to the future of the game over the next half century.

The Host Committee is tasked with building, exciting and inspiring the local community to provide

an unforgettable, once in a lifetime experience for all incoming Super Bowl fans, guests, sponsors,

media and the community at large.

The Houston Super Bowl Host Committee is to partner with a chosen supplier to plan, produce,

and fulfil the necessary required uniform for all volunteer requirements including up to 10,000

volunteers1 whom will be operational across Super Bowl LI festivities.

For more information about the Houston Super Bowl Host Committee, and the volunteer program

please visit our website at www.housuperbowl.com & www.housuperbowl.com/volunteer

Volunteer Program Summary

Volunteers will be at the heart of Houston Super Bowl operations and celebrations, impacting the

experience of Houstonians, and all visitors to the area. They will serve as the first and last touch

point for all guests to the city, and be located in key public areas of major footfall during the lead up

to and on the day of Super Bowl LI. It’s well known and frequently stated that volunteers are a key

indicator to the delivery and success of large scale events. In order to therefore create a cohesive

team of volunteers whom are passionate ambassadors for Houston, and the HSBHC, we are

seeking to provide a unique, desirable, functionable, high quality uniform.

Core uniform requirements include:

1 Please note the 10,000 number is an indicative figure at this time. A finalized number will be confirmed with the chosen supplier.

http://www.housuperbowl.com/

http://www.housuperbowl.com/volunteer



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Quality – In representing the HSBHC the volunteer uniform should wear well, and look equally good on the last shift, as per the first.

Practicality – Comfortable to wear and conducive to the Houston climate. Final design ensures volunteers are easily identifiable in a crowd and at night.

Flexibility – Items can be layered, male and female complimentary versions, sizes for all.

Uniqueness & Desirability – Final agreed design assures Houston and the values of the HSBHC can be represented. Volunteers feel proud to wear, and project success and professionalism.

Sustainability – the making of products causes minimal environmental harm, and has a positive impact on the people and communities associated with its activities.

Project Overview

Scope – Detailed uniform requests

All proposed products should not bear any marks or logos of the manufacturer of the apparel, thus

fully ‘white-labelled’ both on the interior and exterior. The only branding permitted are those logos

provided by HSBHC.

Apparel items meet those requirements documented in this RFP. The desire is to work in

collaboration with the chosen supplier and applicable local partners in Houston to design the final

look and finish of the defined items, shared below.

Table A represents an overview of items under consideration by HSBHC.

Table A

Item Style &

Size range

Details Total

Quantity

Lightweight waterproof Jacket (Male)

Lightweight

waterproof Jacket

(Female)

S-4XL

XS-2XL

- Color – (Houston Red) Pantone 187C, Steel Gray Pantone 10C2

- Material: Waterproof/ Breathable - Enable unique final design (embroider

and / or screen print) to be incorporated as part of final finish

10,000

Please note

all figures are

approximate

at this time.

2 Existing HSBHC brand colors. Final colors for uniform to be confirmed with chosen supplier as part of uniform design process.



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Long sleeve top (Half zip or equivalent) male Long sleeve top (Half zip or equivalent) female

S-4XL

XS-2XL

- Color – (Houston Red) Pantone 187C, Steel Gray Pantone 10C

- Breathable - Enable unique final design (embroider


10,000

Polo shirt (Male

Polo shirt (Female)

S-4XL

XS-2XL




10,000

Backpack N/A - Color – (Houston Red) Pantone 187C, Steel Gray Pantone 10C

- Zipped front pocket - Side mesh water bottle pockets - Adjustable shoulder straps - Indicative sizing 18” H x 15” W x 6” L - Enable unique final design to be

incorporated (embroider and / or screen print) as part of final finish

10,000

Hat / Cap Adjustable - Color – Steel Grey Pantone 10C - Enable unique final design (embroider


- One size fits all/adjustable

10,000

Water bottle N/A - Color – (Houston Red), or (Steel Grey) - Water volume (approx.): 25 OZ/.75L - Overall dimensions: 3” x 3.5” x 10” - Enable unique final design (embroider


10,000

Volunteer Lanyard NA - Work with Super Bowl LI Accreditation - HSBHC Volunteer design

10,000



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Table B represents an overview of items under consideration by HSBHC for operational events in

2016

Table B

Item Style &

Size range

Details Total

Quantity

Long sleeve top (Half zip or equivalent) male Long sleeve top (Half zip or equivalent) female

S-4XL

XS-2XL




Up to

1,000

Polo shirt (Male

Polo shirt (Female)

S-4XL

XS-2XL




Up to

1,000

Administrative Information

Host Committee Contact:

All questions or inquiries should be sent to [email protected]

Andy Newman, Director, Volunteer Programs – Houston Super Bowl Host Committee

Due Date:

Proposals must be received no later than May 6th 2016. Proposals can either be emailed to

[email protected] or mailed to the below address.

Samples of your products / prior work are welcomed in support of your proposal.

Andy Newman


1331 Lamar Street, Suite 510

Houston

TX, 77010

mailto:[email protected]

mailto:[email protected]



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In order to be considered, proposals must be fully received by the time specified. Any proposals

received post May 6th 2016 will not be considered.

Instructions

Prices

Prices quoted shall be net and should include:

All comparative product option variances e.g. half-zip / full-zip / no-zip / button etc. for long-sleeve top.

All options pertaining to brand/logo(s) and final design application. Including embroidered / screen print on front / back / sleeve.

Preparation, setup charges.

All transportation and final delivery of uniforms (ready for use),

Outsize charges, damage/replacement charges and any other miscellaneous charges. Such miscellaneous charges shall be identified and included in prices submitted.

Costs per item for 8,000, 9,000, 10,000, 11,000, 12,000 in quantity. Please include any discounts or in-kind contributions / donations for consideration.

Experience Please include examples of relevant experience, specifically as it relates to providing clothing/attire on this scale or for large scale events. Recent client case studies of similar work including potential samples should be submitted as part of tender.

Production Confirm if you can produce and deliver the defined services in-house? If not please explain any additional needs for subcontractors and where relevant, previous experience of working with those subcontractors. In addition, please state the procurement locations for base product and value adds e.g. embroidery / screen printing.

Warehousing & Distribution If available, please Indicate as part of your tender if you have warehousing or comparative space to store materials locally in Houston until the requirement to distribute (estimated Jan 2017). Please document if said space could function as a Uniform Distribution space, providing photos of venue. Please specify within your tender what if any resources, infrastructure, additional facilities are included to support the distribution of uniforms.



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NFL Business Connect Business Connect is the NFL’s supplier diversity program designed to connect diverse, local

businesses to contracting opportunities related to the Super Bowl. The program’s goal is to

increase opportunities for qualified, experienced and certified local enterprises to conduct Super

Bowl business.

The Business Connect Program is open to businesses in the Greater Houston area that are

certified in one or more of the following categories:

• Minority-Owned Enterprise (MBE)

• Woman-Owned Enterprise (WBE)

• Disabled Veteran-Owned Enterprise (DVBE)

• Lesbian, Gay, Bisexual, or Transgender-Owned Enterprise (LGBTE)

Participation in the Business Connect Program requires businesses to be at least 51% owned in

one of the certification categories and have its organizational headquarters or an established office

in the Greater Houston area. Additionally, businesses must be in operation for a minimum of three

years at the time of application.

As part of your tender please specify if you are part of Business Connect.

Time-line – schedule of RFP events Request for proposals issued 04/12/2016

Proposal deadline to be received by Host Committee

05/06/2016

Shortlisted organizations informed 05/20/2016

Presentations and due diligence 05/27/2016

Contract awarded 06/17/2016

Uniform items and design finalized Summer 2016 (to reflect required lead times)

Production of sample products with final design End Q3

Final products delivered to HSBHC December 2016



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Addendum A- Application & Supporting Documentation In addition to your tender document please complete and include the following application form.

Name of registered business

Registered business address (include applicable

regional venues)

Year business was established

Name of all key contacts associated with this tender

including role titles

Name:

Position:

Email

Tel:

Name:

Position

Email

Tel:

Share details & applicable samples pertaining to

your top 3 projects which align to your tender.

Where are your materials / products sourced?

Where will the final print and production be

completed?

Please provide details about the assured factory

and working conditions as to where the products

are produced.

Please provide any applicable information

pertaining to sustainability in the production of your

items.

Signature______________________________ Date ______________________________



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Additional Terms

1. The Host Committee reserves the right to postpone, accept or reject any or all proposals, in

whole or in part, received in response to this RFP from a single applicant or multiple

applicants at any time, at its sole discretion. The Host Committee may permit applicants to

resubmit applications at any time, at its sole discretion. The Host Committee reserves the

right to engage in, postpone or withdraw from further negotiations with any applicant who

submits an RFP. The Host Committee reserves the right to amend, modify, or supplement

the requirements described in this RFP. The Host Committee reserves the right to work in

conjunction with an NFL Partner to supply uniform for volunteers and at its sole discretion, to

suspend, modify or terminate the process of considering a single or multiple applicants at

any time.

2. This RFP is in no way an agreement, obligation or contract. No contract or other binding

obligation on the Host Committee will be created or implied unless and until an agreement

has been executed on the terms and conditions mutually acceptable to the parties. In no

way is the Host Committee responsible for any costs whatsoever, whether direct or indirect,

incurred by applicants in the preparation, submission, or otherwise relating to this RFP.

3. The issuance of this RFP does not impose any obligations on the Host Committee to select

or enter into a binding legal relationship with any of one or more applicants. The Host

Committee reserves the right to seek other methods of organizing and coordinating the

services sought under this RFP and may do so at any time without contracting with any third-

party(ies).

4. Each applicant is responsible for ensuring the accuracy of the information contained within

the application. If applicants make assumptions about the meaning or accuracy of

information contained within the application, they should state the assumptions in the

application. The Host Committee may consider the completeness of content and adherence

to the requirements.

5. Each applicant agrees to indemnify and hold the Host Committee harmless against all

claims, proceedings, losses, damages, liabilities and expenses arising from any response

given or act taken by such applicant with respect to this RFP or any subsequent

communications.

6. This RFP and any related information, evaluation criteria, discussions or negotiations are

Confidential Information. You agree that you will not disclose any Confidential Information to

any third party except with the express written consent of the Host Committee, or unless

such disclosure is required by law.



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7. The applicant waives all rights to intellectual property, copyrights or trademarks that it

creates or produces in relation to any response to this RFP and waives any attribution,

integrity and moral rights with respect to the work. The Host Committee asserts all

intellectual property rights on any intellectual property produced in the creation or

submission of an application in response to this RFP.

8. All of the terms and conditions contained herein hereby supersede, nullify and prevail over

any and all previous communications, representations or agreements made by the Host

Committee in any request for services or other communication, whether conflicting or

inconsistent, in whole or in part.

9. Each applicant agrees that such applicant shall abide by all applicable federal, state, and

local laws, rules, and regulations with respect to such applicant’s response to this RFP.

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RFP Houston Super Bowl volunteer uniform