REQUEST FOR PROPOSAL
MERCHANDISE CONCESSIONAIRE
THE ARIZONA SPORTS FOUNDATION DBA FIESTA BOWL
THE VALLEY OF THE SUN BOWL FOUNDATION CACTUS BOWL
April 2018
Purpose
The purpose and intent of this Request for Proposal (hereinafter referred to as “RFP”) is to solicit proposals to establish a contract through competitive negotiations with a qualified source to provide merchandising and concessionaire services to the Fiesta Bowl and Cactus Bowl (hereinafter referred to as the “Bowl(s)”) post season football games and their respective ancillary events. Companies submitting proposals are hereinafter referred to as “Proposer.”
Scope of Concessions
The official hotels and other ancillary events are critical components in servicing the Bowl games. For the purpose of this RFP please submit your proposal to include:
An “Official Game Merchandise Store” for a minimum of 2 days prior to the event at the following hotels (currently as follows):
Team Hotels (4): Hyatt Gainey RanchCactus Bowl
Wild Horse PassCactus Bowl
Scottsdale Plaza ResortFiesta Bowl
Fairmont PrincessFiesta Bowl
In addition to hotel locations, the RFP should include: (2) Alumni Hotels, (2) Pep Rally events and (2) Band hotels as well as stadium day concession sales, Fiesta/Cactus Bowl office store and internet store. The RFP should include the number of concession booths that will be set up in the stadiums used for the post season football games. There are two (2) pre-game parties that will be included as a scope of work but need not be included in this RFP. However, if there is reason to believe that your organization does not have the bandwidth to operate all sites simultaneously we ask that you disclose those concerns in the response to this RFP.
Events:Fiesta Bowl Football GameThe University of Phoenix Stadium
Cactus Bowl Football GameChase Ballpark
History by the Numbers
Below is a list of past events and attendance information. Our attendance is based on tickets sold.
EventAttendance
2017-18 Fiesta Bowl Football Game53,500
2017-18 Cactus Bowl Football Game29,000
2016-17 Fiesta Bowl Football Game (Semi Final)68,000
2016-17 Cactus Bowl Football Game30,500
2015-16 Fiesta Bowl Game67,700
2015-16 Cactus Bowl Game36,000
Bid Instructions
Two copies of the proposal must be received by event representatives at the event offices by April 30, 2018 to be considered.
Fed-Ex or U.S. mailed proposals should be sent to:
Peggy Eyanson
Senior Director of Business Operations
The Arizona Sports Foundation
7135 E Camelback Ste. 190
Scottsdale, AZ 85251
E-mailed proposals should be sent in a single pdf document to:
Term
The contract period shall begin as soon as the bid is awarded and end on March 31, 2019. A comprehensive review will take at the conclusion of the term in an effort to determine what changes and/or improvements should be made and whether the parties wish to continue the arrangement. If both parties agree to continue, and with whatever changes they agree to make, the contract period will continue through March 31, 2021.
Grant
Contract is for the exclusive rights (except as noted) to sell Bowl merchandise, as approved, in the venue(s) where the game is held. Exclusive rights also extend to the official hotels and to official events. In addition to the rights to sell official merchandise, this contract includes the right/expectation to provide on field merchandise to the winning participant in each of the two Bowl games at no cost to the Bowl organization. Exclusive rights to sell championship caps and t-shirts for each of the Bowl games will be extended for the term of the agreement.
Post-Bid Discussions
The Bowl reserves the right to conduct discussions with one or more of the Proposers, to accept revisions of proposals, and to negotiate price changes. The Bowl also reserves the right to not award the bid to any of the Proposers if they deem that to be in their best interest.
Oral Presentation
Proposers submitting proposals that are deemed to be the most advantageous to the Bowl may be requested to give an oral presentation to the selection committee.
Inquiries
All inquiries, request for clarification or interpretation, or notification relating to this RFP must be directed via email to:
Evaluation and Award Criteria
The Bowl will rate each Proposer based upon the criteria listed below. A detailed outline for each of the following areas should be forwarded as part of your proposal. The rating will be based on a combination deemed by the Bowl as the most beneficial to the organization and its events.
Percentages of Retail: Proposer will pay a percentage of retail sales made at the stadium, host hotel(s) and the other covered events for the Bowls to the Bowl. The proposed percentage should be based on the criteria listed below.
1.Proposer providing personnel support for the events at the host hotel(s) and events.
2.Proposer will pay expenses associated with credit card fees, taxes, labor, tents, tables, chairs, signage, utilities, parking and other supplies necessary for each event.
3.Proposer will propose to pay an Advance on or before execution of the agreement.
4.Proposer will offer apparel and headwear free of charge, with a total wholesale value of $10,000 for each year of the contract to be used for internal purposes.
5.Proposer will maintain an online store and be responsible for costs associated with the sale and shipment of goods.
6. Proposer will assume liability for costs of any merchandise that is not sold at the events.
Merchandising Plan: Proposer will propose a general merchandising plan for the two (2) Bowl games and the team hotels as well as the plan for an online merchandise store. The merchandising plan should include the following:
1.List of products typically offered at events similar to those of the Bowl
2.Pictures or renderings of event set-up for Bowl games
3.Pricing strategy for each product and anticipated sales for each venue
4.Staffing outlines and dates of operation for each event, internet and hotel
*If Proposer plans to purchase product from other manufacturers, then those manufacturers must be licensees of the Bowl through the current avenue utilized by the Bowl. If Proposer plans to produce its own merchandise, then royalties on the greater of (i) the invoiced selling price or (ii) the Licensee’s regular wholesale price must be paid, in addition to the percentage paid on the retail sales at the venue, and the Proposer must hold a bowl license agreement separate from the concessionaire agreement.
Enhancements: Meeting the minimum specifications in this RFP is essential to a successful bid. Please indicate any additional enhancements to which you are willing to commit, for our consideration.
Staff: Proposer will provide a list of the staff that would be involved in the
Bowl account. This staff listing should cover at least the following positions: director, licensing personnel, artists, accounting personnel, and on-site event coordinator.
Vendors: Proposer will provide a list of the vendors that are currently used or would be proposed to work with for the Bowl program. The Bowl can recommend local groups, if requested.
Experience: Proposer will provide a list of all the events in which it will be involved during the timeframe surrounding the timeframe of the events of this RFP. Also, Proposer will provide information outlining previous concessionaire/event merchandising experience; with references (bowl game references are preferable).
Accounting System: Proposer will propose a plan for accounting for beginning inventories and sales made each day in each venue, using a system that provides an accurate audit trail. Royalties must be paid within thirty (30) days following the Bowl events.
Other: Proposer will provide any outlying information that should be taken under advisement with regards to this RFP. This may include items such as storage space, equipment or other items that the Bowl will be expected to provide. It is understood that storage or warehouse space is not available other than what is arranged with hotels and event venues between the proposer and the venue.