BC Rugby Tender for Apparel Provider/Sponsor

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1 BC Rugby Tender for Apparel Provider/Sponsor 1. Introduction & Background The British Columbia Rugby Union, commonly known as BC Rugby, is the not-for-profit governing body for Rugby within the Canadian Province of British Columbia. BC Rugby has recently set a new Strategic Plan which charts a course to measurably grow, develop and manage BC Rugby to be a leading sporting organisation within Canada. BC Rugby is seeking a partnership that supports our ambitions to: - Grow participation amongst all ages and genders, throughout the Province; - Engage with new audiences, as participants and supporters; - Support a high-performance pathway that develops players and coaches to lead National Teams to success; and, - Ensure the financial accessibility and sustainability of Rugby in BC. BC Rugby oversees the design and delivery of domestic competitions for youth and senior teams, owns and manages invitational and recreational tournaments, develops and tours numerous XVs Teams and Sevens Teams. We deliver various programs from introductory to high-performance Rugby, and recruit professional staff, coaches, officials, therapists and numerous volunteers in the delivery of these activities. 2. Purpose & Scope A dedicated apparel supplier is required to elevate the BC Rugby Brand, providing appropriate sporting kit to allow players and team staff perform to their best ability and endear pride in our sport and community. The scope of the partnership can be broken down into the following areas: a) Team Kit meeting the physical demands of male and female Rugby players, correctly representing the BC Rugby brand and those of its sponsors, BC Rugby Teams will require playing kit (jersey, shorts and socks) and training kit which will vary based on season but may include training t-shirts, singlets, hoodies etc. b) Off-field Kit - promoting the BC Rugby Brand and those of its sponsors, BC Rugby apparel is required to ensure our leaders can represent our sport professionally on the field or in the boardroom. c) Branded Merchandise a. BC Rugby Generic promoting the BC Rugby Brand and those of its sponsors, BC Rugby apparel merchandise will need to be available to players

2 and supporters to purchase. Point of sale would ideally be facilitated online as well as at events and tournaments. b. Event/Team Specific promoting specific events and the associated sponsors, event specific merchandise will need to be designed to sell at the event while team specific apparel may be ordered on an ad hoc basis. c. BC Rugby Bear Mascot - promoting the BC Rugby Brand and those of its sponsors, the BC Rugby Bear Mascot will need a new jersey! d) General Sales ideally facilitated through an integrated online platform, promote the supplier s branded apparel and potentially extend exclusive offers to the BC Rugby community. 3. Statement of Requirements A supplier must be able to provide clear and complete details against the following minimum requirements: a) Apparel: The supplier will need to provide the following items, complying with World Rugby Laws and Regulations as required: i. Playing jersey, available for male and female players ii. Playing shorts, available for male and female players iii. Knee-high sport socks Additionally, the supplier will need to provide the following items for training and/or off-field representation: i. Smart polo shirt, available in men s and women s cuts ii. Training t-shirt and/or singlet, available in men s and women s cuts iii. and winter headwear iv. Sweater/Hoodie or equivalent v. Wind and water proof jacket If any of the following additional items are offered by the supplier, please include details within response to this tender invitation: i. Sport bags & luggage ii. Compression sportwear iii. Rugby protective wear compliant with World Rugby Laws and Regulations iv. Rugby footwear v. Athletic footwear For any of the above items, samples should be made available to BC Rugby as part of a tender submission. For approximate annual order information, please see Appendix 1.

3 b) Design: The supplier will need to work collaboratively with BC Rugby s Marketing & Communications Manager to ensure the correct representation of the BC Rugby Brand and that of its sponsors. Please see Appendix 3 for BC Rugby Brand guidelines. c) Design Process: The supplier will need to work collaboratively with BC Rugby to ensure selected players are provided a playing jersey in their size with their earned positional number. d) Consistency: The supplier will need to ensure design consistency across apparel items, as well as ensuring material, cut and colour consistency with repeated items from year to year. e) Timelines: The supplier will need to communicate definitive design, order and delivery timelines to ensure punctual delivery to BC Rugby s offices in Vancouver, Canada. f) Cost: The supplier will need to provide itemised price list for 2018, including RRP, as well as specific details on taxes, import duties and delivery charges. It should also be made clear if and how prices fluctuate annually. g) Point of Sale: The supplier will need to provide an ordering system for BC Rugby to place high quantity orders and an ordering system or online platform to facilitate general sales to the BC Rugby community. h) Activation: The supplier will need to provide draft plans for activation and joint promotion, utilising key BC Rugby properties, including the BC Rugby Bear mascot, to engage with the Rugby community. See Appendix 2 for more details on BC Rugby calendar highlights for activation. 4. Procurement Timeline Event Date Deadline for queries of clarification September 29, 2017 Deadline for submission October 13, 2017 Interview of short-list at BC Rugby Offices October 23-27, 2017 Finalisation of agreement with preferred supplier November 2017 Commencement of Partnership January 1, 2018 Earliest first delivery Late February, 2018

4 5. Process for Tenderers a. Queries of Clarification: you may submit, by no later than 4:00 pm PST on September 29, 2017, any queries that you have relating to this Tender. Please submit such queries by to As far as is possible, BC Rugby will respond to all reasonable requests for clarification, if made before the deadline, no later than October 6, b. Submission: only submissions received by the deadline of 4:00pm PST October 13, 2017, will be considered by BC Rugby. Submissions must demonstrate their proven track-record to meet the Statement of Requirements, and are recommended to include any additional merchandise and service that can support our objectives. Submissions and samples can be posted to BC Rugby at W Broadway, Vancouver V5Y 3W2. c. Evaluation: submissions will be considered against the following criteria, in order: i. Ability to meet all stated requirements; ii. Pricing structure, sponsorship and/or rebate package presented; iii. Quality of clothing, including available male and female cuts and fabric used, as evidenced by samples provided; iv. Contractual terms and conditions proposed, including minimum 24- month term; v. Performance guidelines, including details on penalties for failure to perform; vi. Service level including ordering system and delivery lead times; vii. Plans to activate the partnership and support the promotion of Rugby throughout BC; viii. Evidence of applicant s ability to fulfil and deliver orders accurately and on time; ix. Testimonies from existing sporting customers; and, x. Design and coordination between on and off field apparel.

5 Appendix 1 Approximate Annual Order for BC Rugby Teams BC Rugby will be responsible for the direct purchase of the following Team needs (NB. May vary year to year based on season & budget): Teams Senior Men s & Women s 15s Teams U23/U19 Men & U20 Women s 15s Teams (3 Teams) Age-grade Boys & Girls 15s Teams (9 Teams) Age-grade Boys & Girls 7s Teams (8 Teams) No. of Delivery Individuals Required 70 Late May/early June 75 Late May/early June Team Kit Jersey x 2 Shorts x 2 Socks x 2 Jersey x 2 Shorts x 2 Socks x Early July Jersey Shorts Socks 120 Mid- February Jersey Shorts Socks Off-Field Kit Training singlet Training t-shirt Smart collar shirt Training singlet Training t-shirt Smart collar shirt Training t-shirt Training singlet Sweater/Hoodie Estimated annual volume by item: Item Estimated Annual Volume Playing Jersey 700 Playing shorts 700 Playing socks 700 Training t-shirt or singlet 600 Smart collar shirt 200 Potential additional business: BC Rugby would work with the winning tender to solicit orders from regional teams that compete at BC Rugby s Provincial Regional Championships. In 2017, over 1,000 players took part in this competition.

6 Appendix 2 Calendar Highlights for Activation January BC Rugby Conference & Hall of Fame Dinner The Conference brings together coaches, officials and administrators from Rugby clubs and schools for a 2-day conference. The conference is punctuated by the Hall of Fame Dinner which celebrates and recognises exceptional contributions from individuals. February/March BC Rugby 7s Teams The Elite Boys and Girls 7s programs culminate in youth representative sides and, along with U23 Men s and Women s Teams, compete in invitational tournaments at home and aboard, as well as the U18 National 7s Championships. March Vancouver Rugby Festival & Kick-off Luncheon The week of the HSBC Canada Sevens kicks off with a fundraising Luncheon hosted by BC Rugby. This is followed by the Vancouver Rugby Festival which is an invitational sevens tournament for elite, open, age-grade sevens teams and includes an over-40s 15s division. May BC Rugby Club Finals The BC Rugby Club Finals bring together 9 divisional Championship matches of Senior Club 15s rugby, which are highlighted by the Women s and Men s Premier Leagues Finals. In 2017, over 1,500 adult spectators supported their Clubs teams in their bid for a Provincial Championship. July Provincial Regional Championships Over 1,000 youth rugby players represent their region at a 3-day 15s Rugby tournament that acts as a critical point in the selection of BC Rugby age-grade Teams. July/August BC Rugby 15s Teams BC Rugby s Provincial 15s Teams run from Senior Men and Women s Teams through to age-grade Teams. In 2017, eight age-grade teams competed at National-level competition, while the BC Rugby U18 Boys and Girls Teams went on tour to Ireland. More information on BC Rugby s Teams, events and tournaments are available at bcrugby.com.

7 Appendix 3 BC Rugby Brand Guidelines

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