Proposals (RFP)

Proposals (RFP)

Request for Proposals (RFP)

Deadline to Respond: April 14th, 2017

Contact: Sherwood Chamber of Commerce

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

 

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 15th, 2016 will not be considered.  Proposals for Apparel and Insurance because the nature of both need to be received by March 15, 2016. 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 $1,000,000

Per Occurrence $1,000,000

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: $10,000

SECURITY

  • Security Services: 1 Unarmed Standing Site Guards from 7 pm on Friday, June 9th until 6 am on Saturday, June 10th, 2017 – 11 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 and Pick Up

RADIOS

  • 35 16 Channel 4 Watt Radios and 35 Speaker, Mic (18) and (17) Ear Piece
  • 15 Spare Batteries at least
  • 3 – 6 Bank Charger
  • Shipping

FENCING

To be used for the Cruisin’ Beer Garden

  • 330- Linear Feet 4’-6′ x 10’ Temporary Fence Panel
    • 24 – 6ft x 10 ft Panels
    • 9 – 4 ft x 10 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 11th, 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.  Provide a design concept for the awards as part of the process.
  • 1st and 2nd place should differentiate with Best of Show being slightly different.  All other awards to have the Cruisin’ Logo, Year, and name of Award

 

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