NYSPHSAA State Championship Souvenir & Program Vendor Due Date: June 10, 2016 * Bids must be delivered in a sealed envelope. (Please provide 4 copies of the bid)
NEW YORK STATE PUBLIC HIGH SCHOOL ATHLETIC ASSOCIATION 8 Airport Park Boulevard, Latham, NY 12110 April 16, 2016 REQUEST FOR PROPOSAL The New York State Public High School Athletic Association (NYSPHSAA) invites you to submit a proposal outlining your plan to be the Exclusive State Championship Souvenir Vendor and State Championship Program Vendor of the NYSPHSAA as defined in the following document. I. GENERAL INSTRUCTIONS Submit four (4) copies of your proposal in a sealed envelope, bearing the complete name and return address of the organization submitting the RFP by June 10, 2016. RECEIPT, WITHDRAWAL AND OPENING OF PROPOSALS The established due date is the date announced for receipt of proposals or receipt of modifications to proposals, if any. Proposals may be modified or withdrawn prior to the established due date by written notice to the NYSPHSAA. Our policy requires sealed bids or proposals. Therefore, the NYSPHSAA cannot accept offers which are transmitted using facsimile or email. This may not apply to amendments and addenda which do not refer to pricing or to the transmittal of supplemental product literature, drawings and the like. Proposals will be opened in the presence of a committee of NYSPHSAA employees and/or officers. Proposals will be time stamped upon receipt and held in a secure place until the established due date. Proposals are shown only to NYSPHSAA personnel having a legitimate interest in this particular procurement action until selection of a successful offer is determined. PROPOSALS All costs incurred by the submitting organization, including preparation and transmittal or for any materials involved shall be borne by that organization. The contents of any proposal shall not be available to competing organizations or any other person. All proposals will be considered valid for a period of 90 days following the deadline. AWARD PROVISIONS The award shall be made to the responsible organization whose proposal is most advantageous to the NYSPHSAA, taking into consideration the specified evaluation criteria. The NYSPHSAA shall provide a written determination of the winning bidder.
If a lump sum prior to September of each contracted year is not preferred, then the required payment schedule to NYSPHSAA each year will be as follows: 25% September 1 st 25% January 1 st 50% July 1 st Once awarded, any contract issued as a result of this solicitation will be the final expression of the agreement between the parties and may not be altered, changed or amended except in writing. The contract between the NYSPHSAA and the successful organization shall be deemed to contain the terms and conditions of this request for proposal, unless expressly stated otherwise in writing. Given the market potential of the NYSPHSAA and its events, we believe there is added value in granting an exclusive state championship souvenir contract (for both garments and programs) to market throughout the year and during state events. Any contract awarded as a result of this RFP will be in effect for an agreed period of no less than three (3) years following award. Regardless of the termination date, any incomplete services will be carried to completion by the original contractor, but without unduly prolonging the process. DUE DATE, TIME, AND PLACE Proposals must be delivered on or before the due date and time specified. Late proposals will not be accepted. Office hours for receipt of proposals are Monday through Friday, from 8 am to 4:00 pm. local time, excluding holidays. A confirmation email will be sent to the bidder s lead contact. Mailing and Delivery Address: Deadline for Submission: New York State Public High School Athletic Association Date: June 10, 2016 Attn: Joe Altieri (Assistant Director) Time: 4:00 pm 8 Airport Park Boulevard Latham, NY 12110 CONTRACT PERSONNEL All questions regarding this RFP (technical and otherwise) should be directed to Joe Altieri at 518.690.0771 or via email: altieri@nysphsaa.org. II. NYSPHSAA BACKGROUND INFORMATION The New York State Public High School Athletic Association (NYSPHSAA) is the state s governing body for high school and middle school athletics and activities throughout the state. With over 1,500 member schools (782 high schools), the NYSPHSAA oversees 32 interscholastic sports and is the nation s third largest state association. The NYSPHSAA also produces and hosts 32 state championship events at high schools, event arenas, public parks, and local universities on a yearly basis. These sites are chosen by using a bid process. Overall, NYSPHSAA is responsible for nearly 600,000 student-athletes participating in interscholastic athletics in New York State, As a member of the National Federation of State High School Associations (NFHS) based in Indianapolis, Indiana, the NYSPHSAA has national contacts and exposure. The NFHS and the NYSPHSAA have joined together to produce all rules for activity and athletic events the students of New York currently use.
The NYSPHSAA has a state committee for all of its sports resulting in more than 350 members working on our behalf during the course of the year. Nearly 1,000 more volunteers assist in the operation of our state tournaments. The vendor of choice will be entitled to full souvenir concession rights at State Tournaments, which encompasses the semifinals and finals. Full souvenir concession rights includes clothing garments, promotional items and tournament programs at all NYSPHSAA State Championship Events. The official vendor is cautioned that all advertising/merchandise connected with the NYSPHSAA must be suitable for children. If any of this is deemed inappropriate, the advertisement/merchandise will not be allowed. Violations will be grounds for cancellation of the contract. The vendor will be afforded the opportunity to promote themselves as the Exclusive/Official Souvenir Vendor of the NYSPHSAA s State Championship Events or similar and will have the exclusive right to sell merchandise at/for these events. Furthermore they will be permitted to display one banner in the competition area of State Tournaments (semifinals, finals only) as an official vendor of NYSPHSAA. Signage at their venue/booth will be permitted as well. III. SALES AND HISTORICAL FIGURES So that you can submit an educated, thought out proposal in both parties best interests, we have provided you with sales figures of souvenir garments for each sport in addition to state tournament attendance (semifinals & finals only), athlete participation, and production and sales figures of state tournament programs. These figures are primarily for the 2013-2014 and 2014-2015 school years year and are a snapshot in time. The figures are consistent in relation to past years however it should be pointed out that they are not guaranteed or permanent. See below. IV. RESPONSE FORMAT - General Your response to this proposal must demonstrate that your organization can and will meet all requirements of NYSPHSAA State Championship Events. Accordingly, please submit detailed and specific information as requested in the below sections. You are requested to submit four (4) copies of your response/proposal on or before the due date and time. Please be sure that the signature page is signed and that all submittals are included. In your proposal, please include the following explanation to the questions below. If the section indicates REQUIRED, we simply require a response to that section. About your organization (REQUIRED) In one page or less, describe your organization. Who are the key personnel who will be involved in the performance of this contract and what is their level of authority? Where are your offices located? Is there local representation? Provide us proof your organization has financial stability. Let us know your requirements for space at our events. For example, electric, five 6 tables and 100 square feet of space.
About your products (REQUIRED) In one page or less, discuss your product. What types of souvenirs will you sell at state championship events? What are the prices of these products? Discuss the quality, life, and brand of these products. Given the number of spectators/participants at each event, how long does a typical order take and how will you accomplish taking a number of orders at the same time? Should a particular item sell out, will your company be able to take care of these orders at a later date? What are your online capabilities? Please understand designs for all garments for all events are to be approved by the NYSPHSAA office. About tournament programs (REQUIRED) In one page or less, discuss your plan to produce 29 state tournament programs. Please keep in mind numerous events fall on the same weekend. Discuss your pricing and selling plan as well. Would you consider working with ad sales individuals and committees currently hired by NYSPHSAA? If so, what % of sales would you afford them? Additionally, NYSPHSAA currently utilizes several pages in its programs to recognize sponsors, Association staff and officers, and its student-athlete programs (20-25 pgs). Would you be able to satisfy that? Program specs we are looking to achieve in this contract: 8.5 x11 size, 80lb cover, full-color cover, 70lb gloss text for inside, coil bound required on large books, saddle stitch on smaller books. Sample programs available upon request. Selling at Multiple Events (REQUIRED) The NYSPHSAA hosts 32 state championships events over three sports seasons. These events can take place at or around the same time in various locations across New York. Will your company be able to cover ALL of these events? How will this be accomplished? Discuss the measures your company will take to make sure all state championships are treated equally. How will your company make arrangements to set up at various venues? Annual Payments to NYSPHSAA (REQUIRED) In one page or less, based upon your assessment of the value of this proposed contract, discuss the annual revenues that will be paid to the NYSPHSAA. Some form of a sales report will be required to be submitted to NYSPHSAA following each event. What type of sales summaries will be provided to the NYSPHSAA after each event and what timeframe will you submit the reports? Added Value (REQUIRED) In one page or less, please indicate if you plan on other value-added services including worker/volunteer items. We currently receive approximately 1,000 complimentary items annually from vendors for our working volunteers at events. Additional Information In one page or less, please provide us with any additional information that you feel is pertinent to share in this proposal. V. EVALUATION PROCESS & CRITERIA Interested organizations will submit their packages as required by this document. The NYSPHSAA will establish a committee to review all responses. Each committee member will evaluate the proposals. Evaluation criteria will be based on, but not limited to, service level, stability, experience, management, economic contributions, product prices, and professionalism. Final award of the contract will be announced between July 1-20, 2016. Upon the announcement, the vendor will be afforded the opportunity to produce an item for purchase for guests at the annual Central Committee meeting in August.
RFP FOR NYSPHSAA CHAMPIONSHIP SOUVENIRS AND PROGRAMS Starting September 2016 THE UNDERSIGNED AGREES TO FURNISH SERVICES AS REQUIRED BY THE TERMS AND CONDITIONS OF THIS PROPOSAL DURING THE TIME PERIOD SPECIFIED. PLEASE RETURN THIS PAGE COMPLETED IN FULL WITH YOUR PROPOSAL. NAME OF ORGANIZATION STREET ADDRESS CITY/STATE/ZIP TELEPHONE NUMBER E-MAIL ADDRESS AUTHORIZED SIGNATURE ( ) (Type or print name above) Title Annual Payments to NYSPHSAA Annual In-Kind Contributions $
2016-2017 NYSPHSAA Championship DATES/SITES Fall 2016 Oct 29-31... G Tennis... TBA Nov 12... B/G Cross Country... Chenango Valley State Park (4) Nov 12-13... G Soccer... SUNY Cortland, Homer HS, Tompkins Cortland CC (3) Nov 12-13... B Soccer... Middletown HS (9) Nov 12-13... Field Hockey... Maine Endwell HS (4) Nov 18-19... G Swimming/Diving... Ithaca College, Ithaca (4) Nov 18-19... Football East Semifinals... Dietz Stadium, Kingston (9) Nov 18-19... Football West Semifinals... Cicero-No. Syracuse HS (3) Nov 19... B Volleyball... Suffolk County Community College (11) Nov 19... Federation Cross Country... Bowdoin Park, Wappingers Falls (1) Nov 19-20... G Volleyball... Glens Falls Civic Center (2 Presented by Presented by Nfinity Nov 25-27... Football Finals... Carrier Dome, Syracuse (3) Presented by the American Dairy Association and Dairy Council Winter 2016-2017 Feb 24-25... Wrestling... Times Union Center, Albany (2) Feb 25... Girls Gymnastics... Cold Springs Harbor HS (8) Feb 25... Rifle (Regional)... TBA Feb 27-28... B/G Skiing... Bristol Mountain (5) March 3-4... Boys Swimming/Diving... Nassau Aquatics Center, Long Island (8) March 4..Cheerleading. SRC Arena, Syracuse (3) March 4-5... B/G Indoor Track/Field... Ocean Breeze Athletic Complex (Staten Island) March 4-5... B/G Bowling... TBA March 11-12... Ice Hockey... Harborcenter, Buffalo (6) March 17-19... Girls Basketball... Hudson Valley Community College, Troy (2) Presented by the American Dairy Association and Dairy Council March 17-19... Boys Basketball... Binghamton (4) Presented by the American Dairy Association and Dairy Council March 24-26... Boys/Girls Federation Basketball Tournament of Champions...Civic Center, Glens Falls (2) Spring 2017 June 1-3... B Tennis... TBA June 2-4... G Golf... Bethpage State Park (Yellow Course) (8) June 3-5... B Golf... Cornell University (4) June 9-10... B/G Track & Field... Union Endicott HS (4) June 7... B Lacrosse East Semis... TBA June 7... B Lacrosse West Semis... TBA June 10... Softball... TBA June 10-11... Baseball... Binghamton (4) June 10-11... G Lacrosse... TBA June 11... B Lacrosse Finals... TBA Updated 4/5/16
2013 Fall Sports Souvenir Sales XC VBALL G SWIM G SOCCER G TENNIS F HOCKEY B SOCCER FOOTBALL TOTALS SS T-Shirt 63 213 123 221 46 60 18 172 916 LS T-Shirt 720 59 177 13 36 185 156 58 1404 Hoodie 329 113 139 223 28 47 108 63 1050 Polo Shirts 21 8 3 32 1/4 Zip Top 136 80 146 78 29 40 47 21 577 Sweatpants 242 129 189 194 48 105 80 53 1040 Shorts 29 34 10 73 Baseball Hats 49 8 9 20 8 24 9 127 Back/Cinch 42 7 23 10 82 Packs Windshirts 21 21 Jackets 54 54 Wicking T's 76 53 38 48 95 310 Knit Hats 194 49 48 1 36 19 347 Performance 108 48 19 55 230 L/S 2014 Fall Sports Souvenir Sales XC VBALL G SWIM G SOCCER G TENNIS F HOCKEY B SOCCER FOOTBALL TOTALS SS T-Shirt 72 239 121 132 27 32 202 162 987 LS T-Shirt 520 177 212 143 30 176 171 69 1498 Hoodie 317 96 149 150 27 60 124 42 965 Polo Shirts 8 10 6 24 1/4 Zip Top 166 102 159 119 33 48 60 23 710 Sweatpants 213 164 190 222 40 82 85 26 1022 Shorts 23 33 5 61 Baseball Hats 70 12 30 26 9 6 18 18 189 Back/Cinch 47 6 20 3 6 82 Packs Windshirts 39 26 65 Jackets 22 22 Wicking T's 89 56 21 51 47 55 319 Knit Hats 223 27 40 68 12 44 27 441 Performance 155 62 28 63 308 L/S Singlets 69 69
2014 Winter Sports Souvenir Sales B SWIM BOWL B BBALL G BBALL INDOR TRACK G GYM SKIING HOCKEY WRESTLING CHEER TOTALS SS T-Shirt 170 188 241 136 529 68 69 77 402 223 2103 SS Tech T 59 55 32 105 18 51 122 38 480 LS T-Shirt 70 74 65 83 255 45 25 155 18 790 Hoodie 111 104 51 48 254 30 50 59 168 18 893 Polo/Golf 7 16 10 15 3 20 71 Wicking L/S 56 27 37 25 18 163 1/4 Zip Top 68 35 20 43 120 26 32 20 66 430 Sweatpants 74 105 40 40 133 58 34 24 137 30 675 Shorts 72 20 36 19 117 264 Baseball Hat 25 44 15 39 4 15 29 171 Back/Cinch Pack 20 18 4 0 20 2 4 14 82 Laced Shirt 18 18 Laced Hood 18 18 Knit Hat 60 20 8 37 3 13 4 24 169 Jacket 25 26 5 56 Towel 25 26 5 56 Shooter Shirt 23 23 2015 Winter Sports Souvenir Sales B SWIM BOWL B BBALL G BBALL INDOR TRACK G GYM SKIING HOCKEY WRESTLING CHEER TOTALS SS T-Shirt 208 206 221 148 533 36 71 60 440 701 2624 SS Tech T 71 29 85 48 140 21 34 149 105 682 LS T-Shirt 84 91 78 125 190 56 32 177 103 936 Hoodie 122 99 38 46 277 40 55 23 212 117 1029 Polo/Golf 2 14 10 20 5 25 76 Wicking L/S 56 42 12 48 24 65 94 341 1/4 Zip Top 83 51 26 69 128 33 37 27 88 542 Sweatpants 87 90 28 50 105 42 33 10 144 135 724 Shorts 67 29 25 15 108 244 Baseball Hat 25 12 48 18 52 6 20 40 221 Back/Cinch Pack 23 17 6 8 29 5 7 95 Laced Shirt 17 17 Laced Hood 25 25 Knit Hat 30 27 12 48 6 23 17 48 211 Jacket 30 20 20 5 75 Singlets 42 42 Shooter Shirt 29 29
2014 Spring Sports Souvenir Sales BASEBALL B LAX G LAX SOFTBALL B GOLF G GOLF B TENNIS TRACK & FIELD TOTALS SS T-Shirt 312 186 120 280 32 34 51 928 1943 LS T-Shirt 95 73 19 15 12 201 415 Hoodie 51 16 26 72 9 33 15 262 484 Polo/Golf 5 10 3 58 76 Tech Shirt 35 52 43 57 20 5 21 79 312 1/4 Zip Top 29 18 29 88 15 27 25 179 410 Sweatpants 5 16 78 5 9 6 164 283 Shorts 41 30 19 13 9 73 185 Baseball Hat 21 22 12 14 12 7 27 164 279 Back/Cinch Pack 4 88 92 Visors 7 6 10 15 3 2 6 36 85 Singlets 40 40 Jackets 32 8 59 99 Wick Sleeveless 27 27 3/4 Sleeve BB 43 50 93 L/S Performance 21 21 Racer Back Jersey 0 2015 Spring Sports Souvenir Sales BASEBALL B LAX G LAX SOFTBALL B GOLF G GOLF B TENNIS TRACK & FIELD TOTALS SS T-Shirt 176 157 137 320 22 34 55 973 1874 LS T-Shirt 105 66 12 22 18 71 294 Hoodie 50 18 29 64 7 22 14 217 421 Polo/Golf 2 11 72 85 Tech Shirt 30 62 53 81 9 16 143 394 1/4 Zip Top 33 28 35 75 13 33 18 191 426 Sweatpants 18 49 6 9 3 183 268 Shorts 35 12 20 11 7 77 162 Baseball Hat 23 7 16 20 10 13 27 184 300 Back/Cinch Pack 3 16 2 93 114 Visors 6 6 18 4 5 40 79 Singlets 53 53 Jackets 28 17 9 11 70 135 Wick Sleeveless 25 63 88 3/4 Sleeve BB 36 64 100 L/S Performance 25 25 Racer Back Jersey 21 21
Summary of Program Sales Sports (listed by season) Approximate Quantity Ordered Pages 2013/14 2014/15 G Tennis 130 48 + cover 105 83 Cross Country 900 130 + cover 648 352 Field Hockey 300 52 + cover 234 163 G Soccer 500 60 + cover 440 265 B Soccer 500 62 + cover 388 377 G Swimming 450 52 + cover 392 440 Boys Volleyball combined with girls (2012) since both now conducted at same venue G Volleyball (and boys) 575 82 + cover 420 456 Football E 500 94 + cover 315 266 Football W 500 94 + cover 341 269 Football Finals 1,100 90 + cover 524 522 Cheerleading E 300 36 + cover 122 200 Cheerleading W 500 40 + cover 311 200 Cheerleading-C 200 40 + cover n/a 200 Skiing 150 60 + cover 73 86 Wrestling 1,300 154 + cover 929 887 B Swimming 550 56 + cover 298 321 G Gymnastics 200 56 + cover 116 83 Bowling 450 68 + cover 326 350 Ice Hockey 450 72 + cover 293 323 Indoor Track 750 88 + cover 551 564 G Basketball 700 100 + cover 391 378 B Basketball 2,600 108 + cover 1,251 1,272 B Golf 150 48 + cover 72 77 G Golf 100 44 + cover 68 73 B Tennis 125 52 + cover 73 82 Track & Field 1,100 98 + cover 979 1,023 G Lacrosse 325 60 + cover 269 317 B Lacrosse Finals 600 56 + cover 439 427 Softball 350 78 + cover 253 274 Baseball 500 68 + cover 321 338