Sports team apparel, season staff shirts and camp shirts.
| Location: | Kansas |
|---|---|
| Posted: | Mar 4, 2026 |
| Due: | Mar 24, 2026 |
| Agency: | Shawnee County |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 012-26 |
| Publication URL: | To access bid details, please log in. |
| Request | Department | Description | Due Date |
| Parks and Recreation | Sports team apparel, season staff shirts and camp shirts. | 3/24/2026 2:00 PM |
Attachment Preview
SHAWNEE COUNTY
REQUEST FOR PROPOSAL
(RFP)
Quotation Number: 012-26
Date Issued:
03-04-2026
Closing Date:
03-24-2026 2:00pm
Vendor Name: ______________________________
Address: ___________________________________
Phone Number:______________________________
THIS IS NOT AN ORDER
1. In communications, always refer to the above quotation number.
2. All prices and conditions must be shown. Additions or conditions not shown on this bid will not be
allowed.
3. Shawnee County reserve the right to accept or reject any part of, or all of, any bid or proposal.
4. All prices quoted are to be less Federal Excise Tax and Kansas Sales Tax.
5. Price quoted shall remain firm for ninety (90) days after bid closing date.
*SHAWNEE COUNTY HAS AN ELECTRONIC BID SYSTEM*
All vendors are required to create an online portal account (www.snco.gov/purchasing) in order to receive
or submit bid requests. All responses must be submitted through the bid portal
ITEM AND DESCRIPTION
Shawnee County Parks + Recreation (SCP+R) is requesting proposals for the design and purchase of
Sports Team Apparel, Seasonal Staff shirts and Camp shirts per the following minimum
requirements.
SCOPE & INFORMATION
SPORTS DIVISION
T-SHIRT SPECIFICATIONS - SPORTS
Fabric
50/50 poly-cotton blend is preferred
100% preshrunk cotton and tie-dye option, if applicable
Color
Minimum of twenty (20) color options must be available
Sizes and quantity will vary per order
Youth sizes
Extra-small, Small, Medium and Large
Adult sizes
Small, Medium, Large, XL, 2XL, 3XL, 4XL and 5XL
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Total Quantity Approximately 6,000+ per year
ADDITIONAL APPAREL (MISC) SPECIFICATIONS - SPORTS
Item(s)
Reversible jerseys
8oz, 50/50 cotton/polyester hooded sweatshirt is preferred
Hats and Visors
Color
Numerous color options must be available for jerseys/hoodies
Sizes and quantity will vary per order
Youth sizes
Extra-small, Small, Medium and Large
Adult sizes
Small, Medium, Large, XL, 2XL, 3XL, 4XL and 5XL
Total items
Approximately 500 jerseys, 300 hoodies, 500 hats/visors
DESIGN
1. Sports designs must include SCP+R logo within a sport-specific design created by the vendor.
2. Shirts and jerseys may include addition of a sleeve logo(s) for sponsorship recognition to be priced as
an add-on. Sponsor logos would be single color, placed on both sleeves.
3. Sports staff shirts and miscellaneous items may only need SCP+R logo.
4. Numbers should be six inch (6”) tall on back of T-Shirts and Jerseys in a contrasting color.
DELIVERY
1. Team shirts and jerseys for sports must be separated and bagged; coach/team name and league clearly
labeled.
2. All sports orders will deliver to SCP+R Sports Office at Bettis Sports Complex, 3025 SE Croco Rd.,
or have available for team pick up (if local).
3. Must be available within two weeks of order date.
ADDITIONAL ORDERS
1. Any late registrations would require an additional order to be made and need guarantee of delivery
within four (4) business days.
2. Shipping/handling or freight should be at minimal additional expense to the County.
3. Additional orders must be delivered to SCP+R Sports Office or have available for team pick up (if
local).
RECREATION DIVISION
T-SHIRT SPECIFICATIONS - RECREATION
Fabric
50/50 poly-cotton blend is preferred
100% preshrunk cotton and tie-dye option, if applicable
Color
Minimum of twenty (20) color options must be available
Sizes and quantity will vary per order
Page 2 of 13
Youth sizes
Extra-small, Small, Medium and Large
Adult sizes
Small, Medium, Large, XL, 2XL, 3XL, 4XL and 5XL
Total Quantity
Approximately 300 adult intermittent/seasonal staff shirts annually
Approximately 350 adult camp staff shirts seasonally
Approximately 850 youth camp shirts semi-annually
ADDITIONAL APPAREL (MISC) SPECIFICATIONS – Camps/Centers
Item(s)
8oz, 50/50 cotton/polyester hooded sweatshirt is preferred
Hats and Visors
Color
Numerous color options must be available for jerseys/hoodies
Sizes and quantity will vary per order
Youth sizes
Extra-small, Small, Medium and Large
Adult sizes
Small, Medium, Large, XL, 2XL, 3XL, 4XL and 5XL
Total items
Approximately 300 hoodies, 300 hats/visors
DESIGN
1. Recreation camp designs must include SCP+R logo within a camp-specific design created by the
vendor.
2. Camp designs include the following:
a. Back to Nature – Outdoor camp offering a variety of challenging and interesting activities
include: sports & games, crafts, silly camp songs, canoeing, archery and swimming.
b. Camp Connections (Lake Shawnee) – Outdoor camp offering a variety of challenging and
interesting activities include: sports & games, crafts, canoeing, archery and swimming.
c. Camp Connections (Shawnee North) - Outdoor camp offering a variety of challenging and
interesting activities include: sports & games, crafts, canoeing, archery and swimming.
d. Passport to Adventure – Outdoor camp offering a variety of challenging and interesting
activities include: sports & games, crafts, canoeing, archery and swimming.
e. Gage Park Civitan Camp - Civitan is designed for young people ages 8-17 or up to 21, if
enrolled in high school next fall, with developmental, cognitive, and behavioral disabilities. A
variety of challenging and interesting activities include: sports & games, crafts, silly camp
songs, and swimming.
f. Fun Zone – Outdoor camp offering a variety of challenging and interesting activities include:
sports & games, crafts, canoeing, archery, field trips, and swimming.
3. Recreation and staff shirts may only need SCP+R logo.
DELIVERY
1. All Rec orders will deliver to SCP+R Admin Office, 1800 SE 21st St, or have available for SCP+R
pick up (if local).
2. Must be available within two weeks of order date.
ADDITIONAL ORDERS
1. Any late registrations would require an additional order to be made and need guarantee of delivery
within four (4) business days.
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2. Shipping/handling or freight should be at minimal additional expense to the County.
3. Additional orders must be delivered to SCP+R Admin Office or have available for SCP+R pick up (if
local).
CONTRACT AWARD
RFP award will be awarded to one vendor. Contract award will be for 3 years with option to renew an
additional 2 years.
RFP QUESTIONS
All questions regarding this RFP should be submitted through the Shawnee County Online Bid Portal. The
last day to submit questions: 03/19/2026 by 5:00 pm (local time). Questions submitted after this deadline
will not be answered.
RESPONSE REQUIREMENTS
Responses should assume that the county has had no previous knowledge of their products, services or
capabilities. Emphasis should be placed on a clear complete presentation of factual information. They
should include the following:
Cover Letter: Cover Letter stating that the vendor formally submits their proposal for consideration
in the selection process for this RFP. The letter shall briefly state the Proposer’s understanding of the
work to be done, the commitment to perform and work within the time period, a statement of why the
firm believes itself to be best qualified to perform the services and a statement that the proposal is a
firm and irrevocable offer for ninety (90) days from the date of the Proposal opening.
Signed bid form
Attachment 1 which includes:
o Pricing schedules
o References, three (3) that demonstrate experience with-in the last 5 years on similar projects
o Contact Information
PLEASE SUBMIT ATTACHMENT 1 AS THE FIRST PAGE OF YOUR BID
BID RESPONSE
Document Information: The bid portal will only allow one PDF document uploaded for a response. It is
your responsibility to make sure the uploaded file is the correct, complete and contains all required
information and signatures. The document file name should only contain spaces and letters or numbers,
please do not use special characters or dashes. The file can be changed until the bid close time.
Closing Date: Bids will be received until 2:00 p.m. CDT on the scheduled closing date. The online bid
portal will not accept any new bids after this time.
Signature of Bids: Each bid must show in the space provided the complete business or mailing address of
the bidder and must be signed by him/her with his/her usual signature.
Withdrawal of Bids: Bids already submitted may be withdrawn on the Electronic Bid System or upon
proper identification of bidder and provided request is received prior to time of closing. Negligence on the
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part of the bidder in preparing the bid confers no right for the withdrawal after the time set for closing of
bids.
Submitting Multiple Bids: The online bid portal will only allow one file to be uploaded per bid, per
company. If you are submitting multiple bids, please complete the Multiple Bids Cover Page and attach as
the first page of your bid upload. The document can be found under Purchasing in the bid portal.
Register Your Company: If a mandatory pre bid meeting is listed, you must be registered in our bid portal
for us to record you as an attendee. If you are not marked as attended, the system will not allow you to
upload a bid response. To receive automatic updates on RFP subscribe to the bid types. If a RFP has a
mandatory pre bid meeting it will be clearly marked on the RFP and in the bid portal.
Please Submit Your Bids Early: In case you have problems getting your bid to upload and need assistance,
we suggest you submit before 1:30 pm. Please contact us at once if you have issues uploading. Our system
will not allow any bids to be uploaded after 2:00 pm. If your pricing changes, you can replace your bid in
the system any time before the 2:00 closing.
Bid Openings: All bids submitted before the specified bid closing time shall be opened and properly
recorded on the bid tabulation sheet. Subsequent to the bid opening, all bids shall be thoroughly evaluated
and a determination made as to their compliance with applicable specifications. The appropriate County
department head shall make this determination. Upon completion of the above determination, an analysis of
all bids submitted shall be prepared and formally presented to the Board of County Commissioners for
acceptance and approval of the lowest and/or best bid. The Board of County Commissioners reserves the
right to accept or reject any and/or all bids and to waive any irregularities or informalities therein.
Notice to Successful Bidders: The successful bidder will be notified by email or telephone as soon as
possible after bids have been opened, tabulated, and analyzed.
Notice to Unsuccessful Bidders: Unsuccessful bidders will not be notified.
Submission of Questions: All questions must be submitted through the bid portal. Respondents are
encouraged to review all RFP documents prior to submitting questions. By submitting questions the bidder
acknowledges that they have reviewed the RFP in full and make reasonable efforts to locate answer prior to
submitting the question to the portal. The County reserves the right not to respond to questions that are
duplicate, irrelevant, or demonstrate that the respondent has not reviewed the RFP in full.
Disclosure of Proposal Content and Proprietary Information: All proposals become the property of the
Shawnee County. The Open Records Act (K.S.A. 45-215 et seq) of the State of Kansas requires public
information be placed in the public domain at the conclusion of the selection process, and be available for
examination by all interested parties. No proposals shall be disclosed until after a contract award has been
issued. Shawnee County reserves the right to destroy all proposals if the RFP is withdrawn, a contract award
is withdrawn, or in accordance with Kansas law. The online bid portal will not accept late proposals.
How to include Proprietary Information in your proposal: Trade secrets or proprietary
information legally recognized as such and protected by law may be requested to be withheld if
clearly labeled "Proprietary" on each individual page and provided in a clearly marked and separated
with the Proprietary Divider page, section within the pdf file uploaded to the online bid portal. Only
one file is allowed to be uploaded to the bid portal. Pricing information is not considered proprietary
and the bidder's entire proposal response package will not be considered proprietary.
Proprietary Divider Page: This document is available to be downloaded in the bid portal
underneath the Purchasing section.
All information requested to be handled as "Proprietary" shall be submitted in the separate section
from the main proposal and clearly labeled and section off by the divider page. The bidder shall
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