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Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: E OF CONTENT1INTRODUCTION AND BACKGROUND1.1WHO IS KINGSTON UNITED SOCCER CLUB?1.2PROJECT SUMMARY1.3AGREEMENT TERM1.4SPONSORSHIP: KUSC VALUE1.5COMMITMENT TO THE KINGSTON UNITED SOCCER CLUB1.6KEY DATES1.7COMMUNICATION AND SUPPORT DURING THE RFP PROCESS1.8PROPOSAL ADDENDA AND RULE FOR WITHDRAWAL1.9LEGAL TERMS1.10 PROPOSAL COSTS23DESIGN AND CONTENT2.1COMPOSITION OF CLOTHING PACKAGE2.2KEY PRINCIPLES2.3PROMOTIONAL AND SOUVENIR ITEMSMANDATORY GUIDELINES3.1KEY GUIDELINES FOR THE RFP3.2RFP PRICING3.3RFP QUESTIONS3.4RFP FORMAT3.5REJECTION OF NON-RESPONSIVE PROPOSALS4SELECTION CRITERIA5CONTACT PERSON6LEGAL TERMS
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: Introduction and BackgroundWho is Kingston United Soccer Club?Kingston United Soccer Club is a local sport organization that provides high quality soccerprogramming to the Kingston community. We are a proud member of Ontario Soccer and thusare committed to the long-term development and sustainability of soccer in our community. Weplay a crucial role in developing young soccer players at both the recreational and competitiveprograms. Kingston United Soccer Club is responsible for following Ontario Soccer’s lead indeveloping soccer, providing grassroots programming, providing competitive pathways forathlete development, as well as recruiting and training coaches, officials, and volunteers.1.2Project SummaryThe purpose of this “Request for Proposal” is to identify the “Exclusive Uniform and Apparel”provider for KUSC. This is designed to be a partnership which will greatly benefit bothparticipating parties. KUSC is committed to providing all members with high quality active wearthat is durable and meets each program and teams’ needs. The management team is alsoaccepting proposals for accessories and promotional items related to the uniform and apparelpartnership including, but not limited to, soccer balls, equipment, etc.The proposal will also include a drop shipping store for use by our members and team. Thiswould give our members the ability to purchase uniforms and apparel at competitive memberprice points. This allows for consistent uniform quality and design across all of Kingston United.The purpose of this RFP is to provide a fair evaluation process for all candidates and to providethe candidates with the evaluation criteria for which they will be judged. We require a vendorthat can handle all aspects of the design, production, and delivery of a complete uniform andapparel package for programs, applicable members, and high-performance teams.The management team encourages creative responses and candidates may choose to provideapproaches outside those described below (2 Design and Content).This project will begin immediately following the selection of the vendor.1.3Agreement TermThe term of an agreement shall commence on the selection date specified (section 1.5) for a two-year term with an additional two-year optional extension based on satisfactory performanceduring the preceding contractual term, at the sole discretion of KUSC. KUSC shall not incur anyliability should it choose not to exercise its exclusive option to not renew the agreement for theoption period.
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: ponsorship: KUSC ValueKUSC is comprised of over 1200 players coaches, administrators, volunteers, and stakeholders.The selected vendor will be the corporate sponsor and exclusive provider of uniforms andapparel for KUSC. KUSC would exchange monetary payments for high visibility at all OPDL,competitive grassroots programs, tournaments, and major member meetings.These programs include our five OPDL provincial teams, ERSL and SOSA competitive teams,First Capital Tournament, and all recreational grassroots programming. The OPDL teams play atthe highest level in the province and receive a high degree of visibility across the province.The corporate sponsorship will also include promotion on our website, newsletters, promotionalcampaigns, releases, in person events, as well as a certain number of social media activations ona yearly basis. This contract will tie in directly with our marketing plan which will fully leveragethe partnership. This partnership will also include exclusive offers provided to our memberathletes and parents.If an agreement can be reached, the selected dealer and/or manufacturer will have theopportunity to be named as the “Official Corporate Sponsor of the Kingston United SoccerClub.” Your company can take advantage of the promotion and marketing potential due to theever-increasing exposure of the KUSC programs at the local, regional, and provincial levels.1.5Commitment to Kingston United Soccer ClubKUSC reserves the right to withdraw this RFP at any time and for any reason. Receipt ofproposal materials by KUSC or submission of a proposal to the club confers no rights upon theproposer nor obligates KUSC in any manner.A contract, based on this RFP, may or may not be awarded. Any contract resulting in an awardfrom the RFP is invalid until properly approved and executed by the KUSC Board of Directors.A 2 year contract with options to extend is desired. Any agreements shall be constructed andinterpreted according to the laws of the province of Ontario.
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: ey DatesDates:ContextAugust 23rd 2021KUSC management sends RFP to potential vendorsSeptember 6th 2021Vendors last day to review RFP and ask questions about itSeptember 6th 2021Vendors are to submit their proposal via email by 5:00pmSeptember 13th 2021KUSC management may contact vendors with questionsregarding their proposalsSeptember 30th 2021KUSC management team selects a partner andcommunicates decision to all bidding companies1.7Communication and Support During RFP ProcessThe contact for this project is Daniel Billingsley, Administrator for the Kingston United SoccerClub.Phone number # (613) - 217 - 8828Email: office@kingstonsoccer.caAny questions concerning requirements, contractual terms and conditions, or proposal formatmust be directed to the contact person listed above.1.8Proposal Addenda and Rule for WithdrawalPrior to the deadline date specified for receipt of proposals, a proposal may be withdrawn bysubmitting a written request for its withdrawal to the contact listed above.Unless requested by KUSC will not accept any addenda, revisions, or alterations to proposalsafter the proposal due date.1.9Legal TermsThis RFP document and process is subject to legal terms found at the end of this document.Companies not able to accept these terms should not submit proposals.
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: 613.507.9760www.kusc.ca#DedicatedToDevelopment1.10 Proposal CostsAny costs incurred in the preparation and presentation of proposals in any way whatsoever shallbe wholly absorbed by the vendor.12.1Design and ContentComposition of Uniform and Apparel PackageThe KUSC management team will work in partnership with the selected supplier to develop theexact composition of the 2022 uniform and apparel package. We are including both competitivekits as well as recreation uniforms. While the management team encourages additional items orsuggestions that are not captured below, the following list is required for the package, butquantity and selection may vary:Training Kit (Competitive)ItemDescriptionTeams2 x practiceshirtsAllcompetitiveteamsLight BlueshirtsMaterialDry-fit(athletic)Potential Add-Ons GenderKUSC Logo(mandatory)SizingEstimateMens/womens Youth andAdult sizes(No uni-sex)350# numbersSponsor screening(team dependent)2 x Black Shorts AllcompetitiveteamsDry-fit(athletic)N/AMens/womens Youth andAdult sizes(No uni-sex)3502 x BlackPractice SocksAllcompetitiveteamsSoccerSocksN/AUni-sexYouth andAdult sizes350Navy JacketAllcompetitiveteamsDry-fit(athletic)KUSC Logo(mandatory)Mens/womens Youth andAdult sizes(No uni-sex)350Sponsor screening(team dependent)
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: 613.507.9760www.kusc.ca#DedicatedToDevelopmentNavy erAllBackpack/duffle competitivebagteamsDry-fit(athletic)KUSC Logo(mandatory)Mens/womens Youth andAdult sizes(No uni-sex)350Sponsor screening(team dependent)KUSC Logo(mandatory)Large/small 350bagsSponsor screening(team dependent)Player numberGame Kits (Competitive) – Jerseys are numbered 1 – 18 with call up jerseys being 19 ItemDescriptionTeamsMaterial Potential Add-OnsNavy HomeJerseyAllDry-fitcompetitive (athletic)teamsKUSC Logo (mandatory)# numbersName on backGenderSizingEstimateMens/womens Youthand(No uni-sex)Adultsizes350Sponsor screening (teamdependent)2 x Navy ShortsAllDry-fitcompetitive (athletic)teamsKUSC Logo (mandatory)Mens/womens Youthand(No uni-sex)Adultsizes3502 x Navy HomeSocksAllSoccercompetitive SocksteamsN/AUni-sexYouthandAdultsizes350White AwayJerseyAllDry-fitcompetitive (athletic)teamsKUSC Logo (mandatory)Mens/womens Youthand(No uni-sex)Adultsizes350# numbersName on BackSponsor screening (teamdependent)
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: hing Kits (Competitive)Item DescriptionTeamsTraining shirtPotential Add-OnsGenderAllDry-fitcompetitive (athletic)teamsKUSC Logo (mandatory)Mens/womens AdultSizes(No uni-sex)40Black GameCoaching PoloAllDry-fitcompetitive (athletic)teamsKUSC Logo (mandatory)Mens/womens AdultSizes(No uni-sex)40Black Shorts x 2AllDry-fitcompetitive (athletic)teamsKUSC Logo (mandatory)Mens/womens AdultSizes(No uni-sex)40Black Track Pants AllDry-fitcompetitive (athletic)teamsKUSC Logo (mandatory)Mens/womens AdultSizes(No uni-sex)40Black JacketAllDry-fitcompetitive (athletic)teamsKUSC Logo (mandatory)Mens/womens AdultSizes(No amsKUSC Logo (mandatory)Largebags40Black x 2Material(Coach lettering)(Coach Lettering)Sizing EstimateKUSC recreation teams utilize countries flags to distinguish the teams. We use 13 differentcountries. The number for each team is estimated prior to the season as recreation signs up in thespring. The total for all recreation teams is around 400 players. Each team will include theircountries flag as well as a potential sponsor logo screened on the front.
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: eation KitsItem DescriptionTeamsMaterialPotential Add-OnsGenderSizingEstimateJerseyAll TeamsAthleticwearKUSC logo, SponsorlogoUni-sexYouth XS- AdultXL400Black ShortsAll TeamsAthleticWearKUSC logo, SponsorlogoUni-sexYouth XS- AdultXL400Black SocksAll TeamsAthleticWearKUSC logo, SponsorlogoUni-sexYouth XS- AdultXL4002.2Key PrinciplesThe following key principles will be paramount: 2.3AffordabilityHigh quality, comfort, practicalityItems can be worn outside of the soccer settingItems available in a wide range of sizes for both genders where applicableSupports and highlights our brandCurrent style acceptable for all agesClothing will instill a sense of unity and pride across all levels and ages within the clubAbility to generate public interest and demandRevenue generation from uniform, apparel, and fan wear sales for KUSCPromotional and Souvenir ItemsAlthough not a requirement under the terms of this proposal, the KUSC management teamencourages vendors to include potential ideas regarding additional swag items, trinkets, gifts, andsouvenirs. These items would be included in a club store for parents to purchase. If the vendorchooses to bid on souvenir items, please include a comprehensive list of suggested ideas.
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: Mandatory GuidelinesKey guidelines for the RFPA full document provided will be necessary for the acceptance of a proposal. We encouragevendors to create a presentation to be pitched to our business development committee over videocall. The pitch will be highly favorable for the company proposing. The pitch must includeeverything that is required in this RFP. 3.2Please provide pricing per item per sectionPlease provide pricing per kit (training, game, coach, recreational)Please provide a timeline highlighting key milestones, approvals, and deliverablesThe RFP must include the cost of additions logo placementsPlease include options of turnaround times including express and cost efficientRFP PricingThe total package must include provision of color drawings, samples of each item of clothing inthe package, production, delivery, and all other tasks associated with the development,production and delivery of the uniform and apparel package. The selected vendor will appointone key staff as a main point of contact during our partnership.Pricing shall be based on discount off current published manufacturer’s list price, FOBdestination. The pricing requested is on a fixed basis throughout the contract and the vendor willbe contacted to deliver all functions in this document for the stated price.Supplier shall provide KUSC with copies of price list as issued by manufacturer and as requestedby KUSC. If the vendor has excluded functions or added functions to these requirements, thesechanges should be noted, clearly indicating the trade-off decisions.The corporate sponsorship will be based on an annual value of between 40,000 – 50,000 totalannual value inclusive of financial, in kind, promotional, product and discount payments.3.3RFP Questions1.Please describe your expertise and experience in the world of sport and/or withnon-profit organizations.2.List three contracts your firm has completed within the last three years that bestreflect your work and briefly describe the role your firm played in each project.
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: .Provide three client references. We will not contact your references unless yourfirm is one of the final candidates.4.Tell us why your firm is interested in being the official supplier for the appareland uniforms for KUSC.5.Please describe in detail how you would rectify any issues with quality or finalproducts i.e. misprints, discrepancies between samples and final product, latedelivery, etc.RFP FormatThe response format will be evaluated based on the following areas to include:1. Title Page: your legal company name and any other subsidiary name your companyhas, address, telephone number, and contact person.2. An introduction letter signed by the person or persons authorized to sign on behalf ofthe company3. A summary of your proposal and answers to the RFP questions found in 3.3.4. Full description of your proposal, please divide this by section.5. Breakdown of cost per section per item.3.5Rejection of Non-Responsive ProposalsProposals shall be considered non-responsive if they contain omissions, alterations ofunacceptable conditions or limitations, or other irregularities of any kind. KUSC may rejectproposals considered non-responsive.
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: ection CriteriaThe following criteria will be the basis upon which the KUSC management team will evaluateproposals: Place of manufacturing / warehouseBrand name recognitionFinancial incentives to KUSCPricing discounts on all uniforms, spirit wear, apparel to KUSCCommitment to Federal, Provincial and Municipal regulations and bylawsCommitment to environmental sustainabilityOnline customer facing designer with save and share features for standard designlines and custom design lineseCommerce fundraising on apparel purchasesComplete in-house decoration services (sublimation, embroidery, screen print, heattransfer)Quick Turn decoration options (10 days or better)Ability to do custom uniform options both traditional cut/sew and sublimationSpirit wear / Fanwear eCommerce store options that don’t require the members tomanage dailyAbility to pick pack and ship all orders direct to consumer or sorted and packedindividually by team member to a team representativeClub discountso For athletes, coaches, and administratorsBoth female and male cutsProduction turnaround timeo 4 - 6 weeks after ordersAbility to hold a in house supply for last minute registrantsDelivery timeOverall costAdditional Benefitso Corporate benefitso Promotion and Marketingo On demand purchasing for players and parentsQualityCreativity
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: tact PersonProposals are to be submitted to:Daniel BillingsleyAdministrator for Kingston United Soccer Club35 Terry Fox DriveKingston, Ontario, K7M 8N4Tel # (613) – 217 – 8828office@kingstonsoccer.caProposals are to be submitted via e-mail, in PDF format, to the e-mail address listed above.Proposals will not be accepted after the deadline.
Kingston United Soccer Club35 Terry Fox Drive, Suite 201Kingston, ON K7M 8N4Tel: alYou must follow these guidelines and requirements when preparing and submitting yourproposal:A. Late proposals will not be accepted, opened, or read, under any circumstances.B. Once the KUSC Management Team is in receipt of the proposal, we will not allow anychanges or modifications to the submission. Please make sure that the submission is final.C. Once submitted, the Vendor’s proposal can be withdrawn at any time before September6th 2021.D. The statements made in the proposal are binding; therefore, an authorized representativeof the company, preferably an officer, must sign the proposal.E. The Vendor is bound by the price quoted subject to any changes by KUSC managementteam in design and must provide written notice to the KUSC management team.F. Should the vendor wish to change the costing model as per the RFP they must providewithin 90 days’ written notice to the KUSC management team. In this case, the KUSCmanagement team retains the right to seek out other vendors for that item.G. The Vendor’s quote must include all associated costs, taxes, fees, shipping/handling, andduties.H. The proposal must clearly state any need for sub-partners, the work they will perform,their legal and subsidiary names, addresses, telephone numbers, email addresses andexpertise. The KUSC management team will not refuse a proposal based upon the use ofsub-partners; however, we retain the right to refuse the sub-partners you have selected.I. By submitting the proposal, the Vendor agrees to all the terms and conditions of thisRequest for Proposal.J. The KUSC management team and the partner agree that all details of this Request forProposal process, including both financial information and proposal concepts, shall beconfidential during this process, and thereafter, and do whatever is reasonably necessaryto preserve such confidentiality.K. The Vendor agrees to notify and seek approval in writing from the KUSC managementteam prior to making any announcements of the awarding of the RFP, partnership withKUSC partners, or the use of any graphics or logos.L. OFA will not be liable for any costs or expenses incurred in the preparation of thisproposalM. The Vendor, if chosen, shall undertake to indemnify KSUC against claims and litigation(including legal fees) related to/arising from the activities of the service provider.
www.kusc.ca #DedicatedToDevelopment 1.4 Sponsorship: KUSC Value KUSC is comprised of over 1200 players coaches, administrators, volunteers, and stakeholders. The selected vendor will be the corporate sponsor and exclusive provider of uniforms and apparel for KUSC. KUSC would exchange monetary payments for high visibility at all OPDL,
