Proposals (RFP)

Request for Proposals (RFP)

Contact: Sherwood Chamber of Commerce

Deadline to Respond: April 15th, 2017 (*Apparel, and Insurance March 17th, Awards April 4th, 2017)

Non Profit Tax ID # 93-0938421

Attn: Lana Painter     Subject: Cruisin’ RFP

PO Box 805 / 22566 SW Washington Street #101 Sherwood, OR 97140

chamber@sherwoodchamber.org

December 16, 2016 Updated March 10, 2017

The Sherwood Chamber of Commerce (a non-profit 501 (c) 6 organization) is seeking proposals from Sherwood Chamber Members and others to support and enhance the quality of the 2017 Cruisin’ Sherwood Classic & Custom Car Show.

Selection of Bidders

Selection of the winning bidders will be determined on best cost-value, approach, and timeline.  The winning vendor is preferred but not required to be a Sherwood Chamber of Commerce Member.  Experiences with nonprofit and membership organizations are preferred.  Vendors have the option of submitting bids as in-kind donations to receive sponsorship incentives.

The Sherwood Chamber of Commerce reserves the right to refuse any and all proposals. Proposals not received by the close of business on Friday, April 14th, 2017, Tuesday, April 4, 2017,  or Friday, March 17th, 2017 (for those due) will not be considered.  The Sherwood Chamber of Commerce reserves the right to cancel this RFP at any time.

2017 Cruisin’ Sherwood Classic & Custom Car Show Quotes Requested:

  • Apparel
  • Special Event / Liquor Liability Insurance (Can be provided as separate quotes)
  • Security
  • Customized Dash Plaques/ Magnets
  • Portable Restrooms
  • Radios
  • Fencing
  • Tables / Chairs
  • Printing
  • Awards

*APPAREL

Cruisin’ Sherwood seeks an apparel producer for the following items using the Cruisin’ Sherwood logo (sent upon request)

SCREEN PRINTED
Item Quantity Sizes Quantity for Type
#2000 Gray, Black and White T- Shirts Full Back w/logo “Cruisin’ Sherwood” on front (Six Color Print) 105 varied
18 12- 2XL, 6-3XL
2 4XL 125
 

 

     
#2000 Black Shirts      
One Color Back (Staff Shirts and front Small

logo

15 Varied 15
       
       
       
#2000 Red Shirts One Color Back (Staff Shirts) and front small logo 170 varied
20 15-2XL,5-3XL
5 4XL 200
#2000 GOLD Shirts small logo  Front One Color Back Beer Garden Staff Shirts) 25 varied
5 3-2XL,2-3XL 30
#2000 WHITE Full Front One Color Black (“I’m Faster”) 100 varied
20 19-2XL,1-3XL
5 4XL 125
EMBROIDERY
Item Quantity Sizes Quantity for Type
#1501 Beanie Cap 10 NA 10
Black Structured Cap TBA 30 30
       

*SPECIAL EVENT INSURANCE QUOTE

Name of Event: Cruisin’ Sherwood Classic & Custom Car Show

Date of Event: Saturday, June 10th, 2017

Policy Type(s) Requested:

$2,000,000 Commercial General Liability

Day of Show Activities

Estimated Attendees: 20,000

Use of stationary car exhibitors & food and craft vendors

All are required to provide their own insurance and must list the Sherwood Chamber of Commerce, City of Sherwood, US Bank, and Sherwood School District as additional insured.

  • Burnout Competition
  • Engine Blow Event
  • Entertainment- Stage Bands and Performers
  • Beer Garden
  • Kids Zone Activities
  • No inflatable activities or above ground rides currently proposed
  • Show Estimated Gross Receipts: $45,000
  • No prior losses or claims on 25 year history of the show

City of Sherwood Special Event Insurance Requirements

General Liability of $2,000,000 for death or bodily injury and property damage;

Personal of $2,000,000

Per Occurrence $2,000,000

Fire Insurance of $50,000

  • Name the City of Sherwood, its Elected and Appointed Officials, Officers, Agents, Employees, and Volunteers as Additional Insured
  • Name the Sherwood School District as Additional Insured
  • Name the Mercury Development as Additional Insured
  • Name the US BANK as Additional Insured
  • List the name and date of the event

THE CITY WILL NOT ACCEPT ANY CERTIFICATE OF INSURANCE WITHOUT THE ADDITIONAL INSURED LANGUAGE.

LIQUOR LIABILITY INSURANCE

Same Requirements as City of Sherwood Special Event Insurance Requirements (See above)

Estimated Attendance in Cruisin’ Beer Garden: 2,500

Estimated Sales: $15,000

SECURITY

  • Security Services: 1 Unarmed Standing Site Guards from 8 pm on Friday, June 9th until 6 am on Saturday June 10th, 2017 – 10 hours in total.
  • Services to provide:
  • Enforcement Actions- Ability to contact suspicious persons/ vehicles and enforce property regulations
  • Work with Chamber Volunteers and local police department

CUSTOMIZED DASH PLAQUES

  • 500 Quantity- 30 Mil Round Corner Size Magnets 3 3/8 x 3 7/8
  • Die Cut
  • 4 Color Process

PORTABLE RESTROOMS

  • 7 Handicap Restroom
  • 30 Portable Restroom
  • 1- 250 Gallon Hold Tank
  • 1- 2 Faucet Sink
  • Delivery on Friday, June 9th and Pick Up after 11pm on Saturday, June 10th

RADIOS

  • 35 16 Channel 4 Watt Radios and 35 Speaker, Mic, Headset, or Ear Piece – 17 Ear piece mic /18 Speaker Mic
  • 15 Spare Batteries
  • 3 – 6 Bank Charger
  • Shipping to be delivered by Monday, June 5th no later than 3pm on Tuesday, June 6th.  Will return ship on Monday, June 12th

FENCING

To be used for the Cruisin’ Beer Garden

  • 330- Linear Feet 4’-6′ x 10’ Temporary Fence Panel
    • 22 – 6ft Panels
    • 11 – 4 ft Panels
    • Would like moated section 4’ or under
  • 34- Panel Metal Base
  • 34- Panel Clam
  • Delivery/ Installation- Friday June 9th, 2017 between 10am-11am
  • Pick Up – Saturday June 10th, 2017 at 11 pm or later

 TABLES & CHAIRS

  • 42 x 8 Foot Banquet Tables
  • 6 x Bistro Tables
  • 250 Chairs
  • Delivery- Friday June 9th, 2017 between 11am-12pm
  • Pick Up – Saturday June 10th, 2017 at 11 pm or later

 PRINTING

42260 copies of 8.5 x 11 -80# gloss text end of April first of May Due Date of Printed materials.

*AWARDS

  • 37 categories with 1st and 2nd place trophies (total 74 awards)
  • 10 – 1st place awards including Best of Show
  • Delivery- by Friday, June 9th, 2017
  • Include total cost for 84 awards.  Use the design concept for the awards as part of the creation and bid process.  State any changes to design.
  • 1st and 2nd place should differentiate with Best of Show being slightly different and larger.  All other awards to have the Cruisin’ Logo, Les Schwab logo or at least the name, Sherwood Chamber of Commerce logo, Year, and name of Award.
  • Design Concept:  Industrial or garage like award. An original design can be like gear, wheel, or metal based.  Something an award winner would love and speak car show and Cruisin’ Sherwood.

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