Uniform Proposals (Dorchester Baseball)

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DORCHESTER MINOR BASEBALL ASSOCIATION REQUEST FOR PROPOSALS

 

Contract Number: DMBA-01-25

 

Vendors Required for the Supply of Field Uniforms, Branded Apparel and Accessories for the Dorchester Minor Baseball Association (DMBA)

 

CLOSING: February 10, 2025

 

 

TABLE OF CONTENTS

Communications Notice 2 

Request for Proposals Notice 2

Instructions to Suppliers 3-5

Terms of Reference 6-8

Specifications 9

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

COMMUNICATIONS NOTICE

All requests for information, instructions or clarifications on this request for proposals document shall be directed to:

Jacob Van Den Broek

Uniform Coordinator

[email protected]

All questions related to this Request for Proposals (RFP) or any clarification with respect to this RFP must be made no later than three business days prior to the closing time of this RFP in order that DMBA may have sufficient time to respond. DMBA reserves the right to extend the deadline for questions if required regarding this RFP. Written answers or clarifications to issues of substance shall be shared with all proponents and issued as part of the RFP in the form of an addendum. 

 

 

 

 

REQUEST FOR PROPOSALS NOTICE

Closing: February 10, 2025

Overview

The Dorchester Minor Baseball Association (DMBA) is seeking proposals from vendors 

interested in supplying rep uniform packages, local league uniforms, branded apparel 

and accessories for players, families and/or members of the community. The approximate number of uniforms required: Rep/Sel – 145, Local League – 105. The successful supplier will be the approved supplier of choice for the term of the contract. 

 

 

 

 

 

 

 

 

INSTRUCTIONS TO BIDDERS

1. Proposal Submission Information

Proposals shall be submitted by no later than February 10, 2025, to Dorchester Minor

Baseball Association via email to [email protected] and are to include the following:

 

  1. A description of your qualifications (or the qualifications of your team of employees) in delivering the required products along with a listing of the suppliers you can work with to fulfill the proposal. 
  2. A price for both the rep and local league uniform packages as well as a description of the products comprising the package; pricing on additional packages with optional quality levels, if presented; A la carte pricing for each individual component of the uniform package, if purchased at the time of uniform fitting and if purchased later. 
  3. The successful supplier shall provide proposed pricing for up to 2 additional years should the DMBA decide to extend the term of contract. The DMBA reserves the right to extend this contract from a one-year contract to a multi-year contract.
  4. Digital or print copies depicting the product designs that our board executive can view.
  5. A detailed description, with depictions, of any other DMBA branded apparel or accessories, to be classified as apparel, that would be offered for sale along with proposed retail prices and shipping costs or pickup locations (to Dorchester and surrounding area). 
  6. A description and any additional pricing associated with an online storefront. 
  7. A description of the delivery schedule, including any lead time required for orders.
  8. Contact information for two teams/organizations who have been your clients during the last 24 months, whom we can all on as references.
  9. Submission signed by an authorized company representative. All suppliers that submit a proposal will receive an email indicating acknowledgement of receipt. Selected proposal suppliers will be contacted to arrange a presentation with the tendering committee, as necessary. Selected proposal suppliers may be asked to provide samples at no extra cost to DMBA. These samples will be retained by DMBA until the selection process is over.

2. Term of Contract

The term of the contract shall be for a one-year period (“Term 1”) which will commence upon the written approval by the DMBA to the successful supplier:

  • Term 1: January 2025 to December 2025

The term of the contract may be extended by the DMBA for a maximum of two, additional one-year terms (“Term 2”, “Term 3”) at the sole discretion of the DMBA. There is no obligation on the DMBA to extend the contract. Should the DMBA decide to extend the contract, such extension shall be on the same terms and conditions of the original 

  • Term Two: January 2026 to December 2026
  • Term Three: January 2027 to December 2027

DMBA reserves the right to terminate the above said contract on the grounds of poor quality of service. Prices are to remain in effect during the term of contract.

 

3. Terms and Conditions 

  1. DMBA is not responsible for any expenses incurred by suppliers in preparing and submitting a response to this RFP.
  2. Proposals that are submitted late or handwritten will not be accepted.
  3. Any modifications or withdrawal of proposals must be done so in writing prior to the closing date of this request for proposals.
  4. DMBA reserves the right to modify any or all specified items in this request for proposals with sufficient notice in writing to the successful supplier. 
  5. DMBA is not under any obligation to award a contract and reserves the right to terminate the RFP process prior to award.
  6. The successful supplier shall not assign or sub-contract any portion of its contract without prior written consent of the DMBA.
  7. If the successful supplier fails to carry out the agreement satisfactorily, DMBA will, by giving written notice, specifying the default requiring remedy. If the specified default is not remedied within two (2) weeks from giving written notice, DMBA reserves the right to terminate the contract immediately. 

 

4. Pricing

Prices contained in a proposal shall not be permitted to change after the closing date 

except, in the instance of variation due solely to an increase or decrease in the rate of applicable taxes beyond the control of the supplier, occurring after the time and date of submission of its proposal, in which case the variation shall alter the pricing of the proposal only to the extent of the tax increase or decrease; where the DMBA exercises its discretion to correct a patent computational or other mathematical error evident on the face of the proposal. The prices contained in a proposal shall include the purchase price for all the materials, labour costs, service costs, warranty costs, delivery, operating and disposal costs to carry out the supply described in this RFP. All prices shall be quoted exclusive of Goods and Services Tax, Provincial Sales Tax, Harmonized Tax or other applicable sales or Value Added Taxes, imposed under the laws of Ontario and the laws of Canada applicable therein. 

 

5. Reserved Privileges of the DMBA

The DMBA shall have the following reserved privileges, which may be exercised or waived in its absolute discretion:

  1. the DMBA may reject any proposal, the lowest proposal or all proposals, or may cancel the RFP and require the submission of new proposals. 
  2. where in the view of the DMBA, an insufficient number of proposals have been received in response to this RFP, the DMBA may publish a further such request (on the same or revised terms from the original request).
  3. the DMBA may accept any proposal conditionally; and
  4. the DMBA may reject a proposal submitted by a person or business which in the opinion of the DMBA or its professional advisors, does not possess the experience, or financial, technical, or other resources that may reasonably be expected to be necessary to carry out the obligations that the supplier proposes to assume under the terms of its proposal. 

 

6. Patents and Copyrights

The successful supplier shall defend, indemnify and save harmless the DMBA from all and 

every claim for damages, royalties, or fees for the infringement of any patented invention or 

copyright occasioned by them in connection with work done or material furnished by them 

under the contract. No illegal commerce or gray market goods shall be supplied to the DMBA, and every person supplying goods or goods and services to the DMBA shall be deemed to have warranted hat they are genuine and lawfully supplied. 

 

7. Standard Warranty 

The successful supplier shall promptly repair or replace, at no cost to the DMBA, all 

defects in materials or workmanship of which the Successful Supplier has been properly 

notified within a period of one week from the date of supply.

 

 

 

 

 

 

 

TERMS OF REFERENCE

1. Product 

Appendix A outlines the detailed product requirements and estimated quantities for: 

  • On-field rep.
  • On-field local league; and
  • Branded apparel and accessories. In general, the successful supplier shall provide clothing/uniforms and apparel that are:
  • Branded with a logo to be provided to successful supplier (sublimation).
  • Available in colors specified by DMBA.
  • Durable, comfortable, functional and appropriate for any gender.
  • Available in youth and adult sizing, extra small (XS) to triple extra large (XXXL) with options for premium sizes. 
  • Considered “wash and wear” and do not require special cleaning requirements, such as dry cleaning. Clothing shall be wrinkle resistant, pre-shrunk and resistant to fading, and suitable for sport activities.

 

2. Ordering / Distribution

The successful supplier shall provide an ordering and distribution method that 

allows for:

  • Convenient and timely ordering, shipping and returns processes. 
  • Sizing charts for each clothing item.
  • Multiple shipment options such as:
  • Ability to have clothing directly shipped to a coach or team rep.
  • Ability to have clothing directly shipped to a central contact.
  • Pickup / retail store front an asset but not required.

 

The successful supplier shall be responsible for the development of an order process in 

electronic format acceptable to the DMBA. At a minimum, the order form and process shall 

include product columns for:

  • Rep or local league option.
  • Player’s name. 
  • Supplier’s product code and description. 
  • Available sizes by product. 
  • Available colour by product.
  • Applicable pricing. 
  • Team name
  • Delivery location. 

 

 

 

3. Orders

It is the intent that the DMBA will place a bulk uniform order once or twice per year depending on team requirements. 

  1. Rep and local league uniforms shall be provided in full no later than May 1st of each year, with fittings and ordering taking place no later than March 31st of that year.
  2. Select rep/select team(s) will require spring tryouts and may not be ordered by deadline. Seeking input on lead times required in this case. 
  3. The successful supplier shall make uniforms and apparel available during the term of the contract. If extra needs to be added on to the original order, the extra will be priced at the volume pricing and not as an individual price. DMBA will do their best to avoid this situation.
  4. Apparel should be available for pre-orders to be delivered at the time of uniform delivery. However, apparel should also remain available throughout the remainder of the season for any additional ordering which may arise.

 

4. Delivery

The successful supplier shall deliver to the location listed on the order form and shall be accompanied with a packing slip. If the supplier does not meet the agreed upon delivery dates stated in 3 Orders above, 5% of the total invoice will be held back from final payment.

 

5. Invoicing

DMBA asks that all invoicing be itemized with details of the items being billed as identified in 2. Ordering / Distribution, with Value Added Taxes to be listed separately. Deposits will be paid in advance; however, balance will be retained until the final delivery of all items.

 

6. Sizing / Measurement

The successful supplier shall provide on-site measurements on at least two occasions in February (rep/select) and at least two occasions in March (local league) each year. The DMBA will work with the successful supplier to coordinate locations, dates and invite applicable players to streamline the sizing process and reduce costs incurred by the successful supplier, as necessary. 

In addition, where no drop in on-site measurements is available, the successful supplier shall be required to provide sizing items for the membership. Samples for apparel must also be available at the time of uniform fitting. 

 

 

 

7. Product Guarantees and Warranty

The successful supplier warrants that the goods supplied are new and unused and of the most recent models and incorporate all recent improvements in design and materials.

Garments shall be free from manufacturing defects, imperfections, wrinkles, tears, holes, or other blemishes and design deficiencies that may affect the appearance or operation of the clothing at the date of delivery.

DMBA will promptly notify the successful supplier in writing of any claims arising under this warrant. Upon receipt of such notice, the successful supplier shall, with all reasonable speed, replace the defective goods, without extra cost to DMBA.

If the successful supplier, having been notified, fails to remedy the defect(s) within a reasonable period, DMBA may proceed to take such remedial action as may be necessary, at the successful supplier’s risk and expense and without prejudice to any other rights which the DMBA may have against the successful supplier under contract. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SPECIFICATIONS

 

The requirements for on-field uniforms and minimum specifications are detailed below. 

Unless specified, the uniform packages will contain one of each item listed with additional purchases available on an a la carte basis. 

 

Team and sponsor (if applicable) Logos/names will be provided by DMBA later. 

Note: while current manufacturer is noted, it is done so only for quality reference. DMBA 

is open to products from alternate vendors provided the quality is equivalent to or greater than the quoted standard. 

 

1. On-Field Rep 

DMBA currently has 11 rep/select teams, with approximately 12-14 players per team plus coaches and managers. 

 

Item Description Colour / Logo Photo (reference only)

 

  1. Pants/Knickers – AK STYLE - BA1390
  2. Hat – CAPAMERICA STYLE – 8508 INCLUDES FLAT EMBRODIERED LOGO ON FRONT
  3. Jerseys – FULLY SUBLIMATED 100% POLYESTER BUTTON UP

 

2. On-Field Local League (LL)

DMBA typically fields between 7 to 10 LL teams per season, with approximately 12-14 players per team plus coaches and managers.

 

Item Description Colour / Logo Photo (reference only)

 

  1. Pants/Knickers – AK STYLE - BA1390-012
  2. Hat – CAPAMERICA STYLE – 8508 INCLUDES FLAT EMRODIERED LOGO ON FRONT
  3. Jerseys – AK - 100% POLYESTER, PRESSED LOGO AND NUMBER ON BACK

3. Apparel 

Specific requirements are not specified. Seeking descriptions / information regarding available apparel products, being any DMBA branded apparel or accessory that lies outside of the official DMBA uniform standard. Examples, such as hoodies, jackets, bags, t-shirts, warm up jackets etc., however, the DMBA remains open to product types. Please note that in all cases, DMBA will not necessarily select the Proposal with the lowest prices. Consideration will be given to price, quality, design, desirability of the style and service, as well as any value-added items