RFP- Multiple Promotional Vendors

Cherokee Nation Entertainment, LLC (“CNE”) is looking for multiple experienced promotional product vendors and one company to assist with a website portal and on location shopping spree events for enhanced guest experiences. Guests will go to the website and make cash purchases in exchange for loyalty points. The points can be used at any time or saved to use at the shopping spree event held at the end of the year.

CNE gives away over $1.5M worth of promotional products in any given year and will issue multiple contracts to: one vendor who will assist with the website and shopping events and multiple vendors who will help generate ideas and supply items for monthly giveaways. The companiesawarded contracts will be responsible for working with marketing buyers on any/all promotions including, but not limited to, monthly gifts, VIP gifts, special player gifts, and earn & get gifts.

Objectives

  1. Vendors under contract will assist with idea generation and supplying merchandise for Monthly Property Giveaways:
  2. Vendors will send a list of potential giveaway items, pricing, etc. for properties to make selections for 2 months at a time.
  3. Each month, 7 casinos will give away monthly items to their top casino players at multiple events (table with budgets and quantities provided after receipt of signed NDA). We will give away approximately 5,500 items per month.
  4. All items will be shipped to the casino location in advance of event for distribution
  5. Items will be placed on the website as they are given away and will be available for purchase at annual property shopping spree event, (see objective2) should additional gifts need to be purchased
  6. Property Shopping Spree- Annual shopping spree event, to be held in late November/early December, for all card members to redeem points on or make cash merchandise purchases:
  7. Shopping events will be held at three locations (eachitemshould be shipped to the three locations) Catoosa, West Siloam Springs, and Roland, as display items will be available for cash sale to employees at the close of each event.
  8. Potential purchases will include but are not limited to:
  9. Merchandise- both what was given away during monthly promotions, and all gifts events and additional items as discounted items are available
  10. Travel packages- different location options to be presented by vendor
  11. Live event tickets and experiences
  12. Purchases to be drop shipped or emailed, as necessary, to the card holders home
  13. One Star Shopping Portal- online portal that is linked to the One Star website for members to make every day purchases with cash and earn points for additional items.
  14. Members will use their players club card to register on the website where they can make cash purchases in exchange for loyalty points to be paid by the shopping company
  15. In addition to the players club portal a list of employees will be given to the shopping vendor for an employee discount portal as well. Employees will be given the opportunity to make cash purchases at the discounted rate the guests receive without an option to accrue points.
  16. The website should be live and active for guest access no later than March 31, 2017. Employee access should be live and active no later than April 30, 2017.
  17. Large Promotional Giveaways
  18. Casinos will periodically provide larger ticket items as one time giveaways. A list of these items will be provided to the website portal company so they can list the items for sale on their website as well, both cost in dollars and points should be listed. Potential items can include ATV’s, Riding Lawn Mowers, Jet Ski’s, Boats, motorcycles, and vehicles.

CNE will contract with multiple experiencedpromotional product companies to order all items that the marketing groups may need for a full calendar year beginning on the date contracts are signed. The winning bidders will be awarded one year contracts with the option to renew based off of performance, delivery, and customerservice quality. At the 6 month mark in the contracts,scorecards will be filled out by the end-users involved and presented to the vendors for full review. These scorecards, along with any changes made by the vendors and how responsive they are, will be used to determine if the contract will be extended or terminated on an individual company basis at the end of the contract term.

CNE reserves the right to issue new contracts, extend contracts with current companies, or terminate with no notice as we see fit.

Expectations

The promotional companies will be expected to assist with idea generation, offer exceptional customer service, deliver quality units on time or early (if allowable based on warehouse availability), respond to requests for quotes and questions within forty eight (48) hours (unless otherwise stated), and remain consistent with competitive pricing. The vendors will be expected to check the quality of the items requested and will be required to send samples, if adequate time allows, for viewing before the promotion.If an item is listed on closeout and we purchase before we have warehouse space, the vendor will be expected to store the items for us, at no cost, until such time as space can be made available.

The company awarded the One Star portal and shopping spree events will automatically be included as a promotional products vendor and sent requests for quotes on various items. Each vendor will be awarded part of the $1.5M worth of sales. What each company offers for pricing and customer service will determine the sales percentage they receive throughout the year.

Each item that the marketing groups decide to purchase will be sent to every vendor that is awarded part of this contract for a quote. This will help CNE ensure that pricing remains competitive across all products and we verify we are receiving products at, or under, fair market value. If yourquote is returned after therequested time, without written permission from the buyer,your quote will not be considered.

If any items are damaged during shipping, we will attempt make note on the shippers BOL and inform the vendors immediately.If we cannot note on the BOL, photos will be taken of the condition of the box and items and will be provided. Upon notification of missing or damaged items, a revised invoice or the shipment of additional products will be determined on a case by case basis.

Additional assistance will be given to the vendor and team upon request, regarding any possible delays in delivery, with full understanding that if something is not delivered on time, the vendor will be held responsible (not to include Acts of God such as earthquakes or severe weather conditions).

Additional Requirements

All vendors must be able to acquire and maintain a CNGC license for the duration of the contract. If license is revoked for any reason, the contract with that vendor will be terminated without prior notice, and the awarded company shall be paid only for the services provided, less any damages or costs incurred by CNE.

At its sole discretion, CNE reserves the right to (1) withdraw this Request for Proposal (RFP) without notice, (2) accept or reject any or all submittals, and (3) accept submittals which deviate from the RFP as CNE deems appropriate and in its best interest. CNE reserves the right to negotiate with any, all, or none of the applicants responding to the RFP. Following submission, the applicant agrees to deliver such further details, information, and assurances relating to the purpose of promotional items. Presentations regarding submissions may be required at the sole discretion of CNE and may include a review of past services offered at other locations.

Any and all costs and expenses associated with the preparation of any report or statement in response to the RFP shall be borne by the applicant.

Evaluation and Selection Criteria

Selection of the awarded companies will be based upon the following criteria:

  1. TERO preference, including but not limited to CNGC licensing restrictions and minority owned businesses
  2. Shopping event abilities (examples of previously hosted events required if bidding on this option)
  3. Website capabilities
  4. Pricing of items on attachment (spreadsheet to be provided after receipt of NDA)
  5. Incentives offered such as free shipping, buy one get one items, quantity discounts, 1st right of refusal on new products to market
  6. Business history including no less than three previous client references. Please note we will run a D&B report on all vendors who submit bids and this will be taken into consideration when awarding contracts
  7. Reference checks of service abilities and quality of products from references

Terms and Conditions of the Contract

The term of this contract will be for twelve (12) months from contract execution. Thereafter, CNE will have the option to renew said contract for a period of one (1) extenuating year. CNE may terminate the contract without penalty at any time, with or without cause, by giving the awarded company thirty (30) days prior written notice of its election to terminate. In the event the awarded company fails to perform services or is in default under the terms of the contract, CNE may terminate the contract immediately and the contractor shall be paid only for the services provided, less any damages or costs incurred by CNE in the termination of the contract.

Submission Requirements

SEALED BIDS DUE NO LATER THAN 2:00 PM ON Friday, February17, 2017

SEALED bids can be submitted to the attention of Katrina Blevins at 777 West Cherokee St. Catoosa, OK 74015 or hand delivered to Cherokee Nation Entertainment, Attn: Katrina Blevins at 1102 N. 193rd E. Ave, Catoosa, Ok 74015. Proposals MUST include a copy of your TERO Certification, front and back, to qualify for TERO preference.

Bid Timeline

RFP PostedFriday January 27, 2017

Mandatory Pre-bid Conf. CallFriday February 3, 2017

RFP ClosesFriday February 17,2017

Bid openingMonday February 20, 2017

Vendor presentations (if bidding website option)Feb 21-23 as needed

Bid awardedMonday February 27, 2017