Homecoming Shirt and Spirit Shop

Request for Proposals Memorandum
To: Prospective Bidders
From: Nicole Spruell, Director of Communications
Date: 6/01/2026
Re: Homecoming T-Shirts and District Spirit Shop
Location : De Soto #73 School District
De Soto #73 School District is requesting competitive quotes from vendors for Homecoming T-Shirts and
District Spirit Shop. Enclosed is a Request for Proposal (RFP), responsive Proposal will comply with
all federal, state and local regulations. Information regarding the services to be provided, information
which must be submitted as part of the Proposal, and related details are included in the accompanying
RFP.
Proposals will be accepted no later than 11:00 a.m., Thursday June, 18 2026. No late submittals will be
accepted. The Board of Education reserves the right to accept or reject any or all Proposals, to waive
any irregularities, and to accept the Proposal that is in the best interest of the District.
Questions may be directed to Mrs. Nicole Spruell, Director of Communications, via phone at (636)
243-2691 or via email at spruell.nicolem@desoto.k12.mo.us
Proposal bid packet and specifications may be obtained by accessing the District Website at
www.desoto.k12.mo.us/administration/request_for_bids
Interested firms are to submit two (2) copies of their response to the RFP. Proposals shall be delivered in sealed
envelopes clearly marked as indicated below.
De Soto #73 School District
Attn: Nicole Spruell
610 Vineland School Road
De Soto, MO 63020
RE: Homecoming T-Shirts and District Spirit Shop
Important Dates
PRE-BID MEETING/SITE VISIT............Call to Request Site Visit
RETURN DATE and TIME..................... 11:00 a.m., Thursday June, 18 2026 local time
BID OPENING DATE and TIME .........................Thursday June, 18 2026 at 11:05 a.m. at the
Central Office, 610 Vineland School Road, De Soto, MO 63020
All proposals submitted with RFP Bid Form must be delivered to the Superintendent Office
before 11:00 a.m., Thursday June, 18 2026 to be considered for evaluation. Proposals received after
this time may not be accepted and may be returned to the vendor unopened.
De Soto #73 School District
REQUEST FOR PROPOSAL
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Title: Homecoming T-Shirts and District Spirit Shop
Issue Date: 6/01/2026
Contact Person: Nicole Spruell Phone: (636) 243-2691
Email: spruell.nicolem@desoto.k12.mo.us
RETURN PROPOSAL NO LATER THAN: Thursday June, 18 2026 before 11:00 a.m. CST
RETURN PROPOSAL AND ADDENDA TO:
De Soto #73 School District
ATTN: Nicole Spruell
610 Vineland School Road
De Soto, MO 63020
RE: Homecoming T-Shirts and District Spirit Shop
Location: De Soto #73 School District
Request for Proposal Specifications
The De Soto #73 School District is seeking competitive bids for Homecoming T-Shirts and District Spirit Shop.
Below are the Minimum Specifications:
Specifications
Product Specification:
The De Soto #73 School District is seeking proposals from qualified vendors to provide design,
production, and delivery services for annual Homecoming T-Shirts and to establish a District Spirit Shop
for students, staff, families, and community members.
The selected vendor will partner with the district to:
Design and produce Homecoming T-Shirts for district-wide participation
Develop and manage an online (and optional in-person) Spirit Shop offering branded apparel and
merchandise throughout the school year
Ensure high-quality products, competitive pricing, and timely delivery aligned with district events
and timelines
This partnership is intended to enhance school spirit, promote district branding, and provide accessible
apparel options for the school community.
Project Description:
1. Homecoming T-Shirts
The vendor shall:
Collaborate with district representatives to create a custom Homecoming T-Shirt design utilizing a
single-color shirt with a one-color design
Provide design concepts that align with the one-color requirement and allow for revisions
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Provide inclusive sizing (youth through adult, including extended sizes)
Ensure consistent print quality and durability
Provide itemized pricing (including bulk pricing tiers)
Manage order collection and customer service
Sort all orders by building and individual classes/classrooms prior to delivery to support district
distribution needs
Deliver all orders within an agreed-upon timeline prior to Homecoming events
Provide a sample/proof for approval prior to production
2. District Spirit Shop
The vendor shall:
Develop and maintain an online Spirit Shop platform branded for De Soto #73 School District, as
well as individual online storefronts for each school, including the Early Childhood Center, De
Soto Primary, De Soto Intermediate, De Soto Middle School, and De Soto High School.
Offer a variety of customizable apparel and merchandise (e.g., shirts, hoodies, hats, accessories)
Include multiple design options featuring district branding (e.g., logos, colors, mascots)
Allow for seasonal or event-based product updates
Provide secure online payment processing
Offer direct-to-home shipping and/or bulk delivery options
Ensure user-friendly navigation and accessibility for families and staff
Provide customer service support for orders, returns, and exchanges
Collaborate with the district to establish a defined percentage or dollar amount of proceeds that
will be returned to the district as part of a revenue-sharing agreement
3. Branding and Design Requirements
All designs must align with district branding guidelines
Use of district logos must be approved prior to production
Vendors must demonstrate the ability to create engaging, school-appropriate designs
4. Pricing and Revenue Structure
Provide clear pricing for all items, including bulk discounts
Outline any profit-sharing or fundraising opportunities for the district or student groups
Disclose all fees, including shipping and service charges
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5. Timeline and Delivery
Vendors must demonstrate the ability to meet strict deadlines, particularly for Homecoming, and
must also organize and separate T-shirt orders by classroom and building to ensure accurate and
efficient distribution.
Provide estimated turnaround times for both Homecoming apparel and Spirit Shop orders
6. Experience and Qualifications
Vendors should have prior experience working with school districts or similar organizations
Provide examples of previous work and references
Demonstrate capacity to handle large-volume orders
Cost Breakdown Format:
Vendors must provide a clear, detailed cost proposal using the format below. All pricing should be
transparent and inclusive of any applicable fees.
1. Homecoming T-Shirts Pricing (Based on single-color shirt with a one-color design and
approximately 2,500 - 3,000 Shirts)
Cost per T-Shirt by size:
Youth XS-XL: $______/ shirt
Adult S-XL: $_______/ shirt
Adult 2X: $_______/ shirt
Adult 3X: $_______/ shirt
Adult 4X: $_______/ shirt
Adult 5X: $_______/ shirt
Design/setup fees (if applicable): $______
Screen printing/production costs (if applicable): $______/ shirt
Additional color or design variation costs (optional): $______/ shirt
Shipping/delivery costs (if applicable): $______
Rush order fees (if applicable): $______
2. District Spirit Shop Pricing
Proposed revenue-sharing model (percentage or fixed amount returned to the district): ______
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3. Discounts and Incentives
Staff order discounts (if applicable): ______
Fundraising incentives or bonuses: ______
The De Soto #73 School District reserves the rights to reject and approve individual options without a cost
variance on an individual option.
MATERIALS:
Vendors must clearly specify the materials used for all apparel items and ensure consistency, durability,
and comfort appropriate for student, staff, and community use.
1. Homecoming T-Shirts
Shirts must be made from high-quality materials suitable for large-scale wear and repeated
washing
Vendors must specify fabric type and blend (e.g., 100% cotton, cotton/polyester blend, tri-blend,
moisture-wicking performance fabric)
Shirts must be pre-shrunk or have minimal shrinkage after washing
Printing method (e.g., screen print, heat transfer, sublimation) must be specified
Ink quality must ensure durability without excessive fading, cracking, or peeling
Vendors should indicate available color options and fabric brands (if applicable)
2. District Spirit Shop Apparel
Vendors must provide a range of material options across all apparel types, including but not limited
to:
Cotton and cotton blends
Polyester and performance fabrics
Fleece and heavyweight materials for outerwear
Materials should be appropriate for seasonal use (lightweight and heavyweight options)
All items must meet quality standards for comfort, durability, and long-term wear
Decoration methods (e.g., embroidery, screen printing, heat press) must be identified for each item
type
3. Quality Assurance
All materials must be free from defects and consistent across orders
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Vendors must outline quality control procedures during production
Samples may be requested prior to final approval
Replacement policy for defective or damaged items must be included
4. Compliance
Materials must comply with applicable safety and manufacturing standards
Vendors are encouraged to identify any environmentally friendly or sustainable material options
We reserve the right to order more or fewer than the approximate quantities listed above, based on the
district's budget and the pricing determined through the bidding process.
Alternative Bid Option (please list item as alternative bid option) also requested for the following:
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Request for Proposal Bid Form
(Please submit completed Bid Form with your proposal documents)
Name of Bidder:
Address (Street):
Address (City, State, Zip Code):
Phone #: Fax #: Email Address:
The undersigned acknowledges the receipt of the follow Addenda:
Addendum No._____ Date: ___________ Addendum No._____ Date: ___________
Base Bid Price:
Please provide a detailed cost breakdown as well as the total cost associated with Homecoming T-Shirts and any proposed Spirit Shop
services. The undersigned bidder agrees to provide all products and/or perform all services required as specified in this Request for
Proposal for the total sum of:
1. Homecoming T-Shirts Pricing (Based on single-color shirt with a one-color design and
approximately 2,500 - 3,000 Shirts)
Cost per T-Shirt by size:
Youth XS-XL: $______/ shirt
Adult S-XL: $_______/ shirt
Adult 2X: $_______/ shirt
Adult 3X: $_______/ shirt
Adult 4X: $_______/ shirt
Adult 5X: $_______/ shirt
Design/setup fees (if applicable): $______
Screen printing/production costs (if applicable): $______/ shirt
Additional color or design variation costs (optional): $______/ shirt
Shipping/delivery costs (if applicable): $______
Rush order fees (if applicable): $______
2. District Spirit Shop Pricing
Proposed revenue-sharing model (percentage or fixed amount returned to the district): ___
3. Discounts and Incentives
Staff order discounts (if applicable): ______
Fundraising incentives or bonuses: ______
Completion/Delivery Date (Products/services) will be discussed with the district at the time of bid award.
The Proposer hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the
prices quoted, in accordance with all terms and conditions, requirements and specifications of the original Request for Proposal (RFP)
and as modified by any addenda thereto. The De Soto #73 School District and the Board of Education would like to thank Bidders for
their responses. Please complete the bid form, note any necessary modifications and submit.
________________________ _________________________ _______
Authorized Signature Printed Name Date
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GENERAL CONDITIONS
ALL INTERESTED PARTIES SUBMITTING A PROPOSAL IN RESPONSE TO THIS REQUEST FOR
PROPOSALS SHALL BE EXPECTED TO OBSERVE THE CONDITIONS AND REQUIREMENTS SET
FORTH IN THESE GENERAL CONDITIONS. SUCH CONDITIONS AND REQUIREMENTS SHALL FORM
AN INTEGRAL PART OF THE CONTRACT TO BE AWARDED BY THE DISTRICT. THE OWNER
RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS AND TO WAIVE ANY TECHNICALITIES
THEREIN.
Proposals, prices, terms and conditions shall remain firm for a period of ninety (90) days from the due date for
Proposals or until the time when the District takes official action on the Proposals.
The District reserves the right to modify the specifications prior to the Proposal submission deadline and will
endeavor to notify all potential Companies that have received a copy of the specifications, but failure to notify shall
impose no obligation or liability on the District.
Due regard will be given for the protection of proprietary information contained in all Proposals received. However,
vendors should be aware that all materials associated with the procurement are subject to the terms of the Freedom
of Information Act (FOIA) and all rules, regulations and interpretations resulting therefrom. Proposals containing
data that the Company does not want used or disclosed for any purpose other than evaluation of the Proposal may be
restricted, provided the Company marks the cover sheet of the Proposal with the following legend: "Technical data
contained on pages _____ and _____ in this Proposal furnished in connection with the Request for Proposals
of the De Soto #73 School District shall not be used nor disclosed except for evaluation purposes, provided
that, if a Contract is awarded to this Company as a result of or in connection with the submission of this
Proposal, De Soto #73 School District shall have the right to use or disclose technical data to substantiate the
award of a Contract."
The above restriction does not limit the District's rights to use or disclose without the Company's permission any
technical data obtained independently from another source. Proposals shall not contain any restrictive language
different from the above legend. Proposals submitted with restrictive legends or statements which differ from the
above will be treated under the terms of the above legend. The District assumes no liability for disclosure or use of
unmarked technical data and may use or disclose the data for any purpose.
The Company shall not, under penalty of law and immediate disqualification of the Proposal, offer or give any
gratuities, favors or anything of monetary value to an officer, employee, agent, or Board of Education member of
the District for the purpose of influencing favorable disposition toward a submitted Proposal or for any reason while
a Proposal is pending or during the evaluation process.
No Company shall engage in any activity or practice, by itself or with other Companies, the result of which may be
to restrict or eliminate competition or otherwise restrain trade. Violation of this instruction will result in immediate
rejection of the Company's Proposal.
The District may accept one part, aspect or phase, or any combination thereof, of any Proposal unless the Company
specifically qualifies its offer by stating that the Proposal must be taken as a whole.
The District may award a contract based upon the initial Proposals received without discussion of such Proposals.
Accordingly, each initial Proposal should be submitted with the most favorable price and service standpoint.
To facilitate consideration of the Proposals, the District may, at its option, conduct interviews after receipt of the
Proposal. If this is necessary, the Company will be contacted to arrange a time for an interview.
The District reserves the right to hold negotiations in an attempt to clarify and qualify terms of any Proposal. The
District reserves the right to negotiate final contract terms with any Company, regardless of
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whether such Company was interviewed or submitted a best and final Proposal. The District may accept any
Proposal as submitted whether or not negotiations have been conducted between the parties. Neither the
commencement nor cessation of negotiations shall constitute rejection of the Proposal or a counteroffer on the part
of the District.
The District reserves the right to withdraw the award to a successful Company within 30 days of the award if, in the
opinion of the District, the successful Company is unable or unwilling to enter into a form of contract satisfactory to
the District. The District shall be entitled to do so without any liability being incurred by the District to the
Company.
In the event of a conflict between the Proposal and the RFP, the District shall resolve any inconsistency in favor of
the RFP. Additionally, the District shall in good faith decide all inconsistencies and/or disputes pertaining to the RFP
and the Proposal. The Company agrees to abide by the decisions of the District. Any ambiguity in the Proposal
because of omission, error, lack of clarity or noncompliance by the Company with specifications, instructions and
all conditions of bidding shall be construed in the favor of the District.
All of the terms and conditions of this RFP are deemed to be accepted by the Company and incorporated into the
Company's Proposal submission. The terms and conditions stated in this RFP and the successful Company's
response to this RFP shall be incorporated into a final Agreement between the District and the successful Company.
Any conflict in the wording between the final Agreement and the wording of the terms and conditions of this RFP
and the response of the Company shall be resolved in favor of the District and shall be deemed to be incorporated
into the final Agreement.
The successful Company must not at any time assign any portion of its contract with the District nor shall it assign
the contract without the written permission of the District. The successful Company must not, at any time, change
sub-consultants approved by the District without written permission of the District, other than as listed in the bid
submission.
The District may terminate the Agreement immediately without further cost or liability in the event
of the occurrence of any of the following: insolvency of successful Company; liquidation or dissolution of
successful Company; the institution of any voluntary or involuntary bankruptcy proceeding by or against the
successful Company; assignment by successful Company for the benefit of creditors; or the appointment of a
receiver or trustee to manage the property of the successful Company.
In the event the Board of Education of the District fails to approve the appropriation of funds sufficient to provide
for the District's obligations under the Agreement, or if the funds are not appropriated due to federal, state or local
action, the District shall have the right to terminate the Agreement by providing written notice to the successful
Company and the District will thereby be relieved from all further obligations under the Agreement.
The submission of a Proposal will be construed to mean that the Company is fully informed as to the extent and
character of the supplies, materials, equipment, and service in complete compliance with the specifications.
Prices shall be net, including transportation and delivery charges, to the destination indicated in the Proposal. Title
shall not pass until items have been delivered to the acceptance by the District.
In all specifications, the words "or equal" are understood to follow each item description. The decision of the
District as to whether an alternative or substitution is in fact "equal" shall be final.
All interested Companies submitting a Proposal in response to this RFP shall be expected to observe the conditions
and requirements set forth in the RFP. Such conditions and requirements shall form an integral part of the contract to
be awarded by the District.
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PROPOSALS:
1) All proposals must be submitted in writing and in accordance with instructions provided by the District.
2) Proposals received after the time stated in the notice to Interested Parties may not be considered. The
Interested Party assumes the risk of any delay in the mail or in the handling of the mail by employees of the
District. Whether sent by mail or by means of personal delivery, the Interested Party assumes responsibility
for having his proposal deposited on time at the place specified.
3) General and special instructions, in connection with each item against which a proposal is submitted, must
be given to constitute a proposal.
4) The submission of a proposal will be construed to mean that the Interested Party is fully informed as to the
extent and character of the supplies, materials, equipment, and service in complete compliance with the
specifications.
5) No charge will be allowed for federal, state or municipal sales and excise taxes because the District is
exempt from such taxes. The proposal price shall be net and shall not include the amount of any such tax.
6) In all specifications, the words "or equal" are understood to follow each item description. The decision of
the District as to whether an alternate or substitution is in fact "equal" shall be final.
7) Prices shall be net, including transportation and delivery charges, to the destination indicated in the
proposal. Title shall not pass until items have been delivered to and accepted by the District.
PRODUCT OR SERVICES INCLUDED:
The interested party shall furnish all labor, materials and equipment necessary to perform the scope of work and any
services under the Contract, with direction from the District.
PRICE ESCALATION CLAUSE:
No increase in overhead and/or profit to the Vendor will be allowed. At the time of request, the interested party
must furnish written substantiation of increase by its supplier/manufacturer to the Purchase Officer. Such
substantiation shall be in the form of invoices, receipts and/or other appropriate documentation showing costs in
effect at the time of proposal versus cost in effect at the time of the request for price escalation. Any price increase
must be substantiated to the satisfaction of the District and shall only be effective upon acceptance by the District in
writing.
MATERIAL LISTED:
Each Interested Party shall submit, on attached sheets, the exact names of the various items on which it is submitting
proposals. Items shall be clearly marked and fully describe any variations from that specified. While the District
has used considerable efforts to ensure an accurate representation of information in this RFP document, the
information contained herein is provided solely as a guideline for proposers. The information is not guaranteed or
warranted to be accurate by the District, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP
document is intended to relieve proposers from forming their own opinions and conclusions in respect to the matters
addressed in this RFP document.
INSURANCE:
The Vendor, at its sole cost and expense, shall obtain and maintain a General Commercial Liability Insurance policy,
which includes coverage for contractual liability, products liability and completed operations and property damages.
The interested party will also keep in force and effect throughout the Term workers' compensation insurance to the
extent required by law.
INDEMNIFICATION AND HOLD HARMLESS:
The Vendor shall indemnify and hold harmless the District and its Board of Education, officers, employees, agents,
representatives and volunteers from all suits, actions, losses, damages, claims, or liability of any character, type, or
description, including but not limited to, all expenses of litigation, court costs, penalties, and attorney's' fees
whatsoever of any kind or nature, arising directly or indirectly from the negligence of the interested party, its agents,
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