Project Information

Bid Title

Athletic Apparel, Equipment, Uniforms, and Accessory Products

Issuing Agency

Warren County Public Schools

Location

Kentucky

Published Date

Apr 20, 2026

Closing Date

Jun 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-12

Original Source

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Bid Documents

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Project Description

Bid/RFP Number	Bid/RFP Title	Posting Date	Closing Date/Time
2026-12	Athletic Apparel, Equipment, Uniforms, and Accessory Products	April 20, 2026	Thursday, June 4, 2026, 10:00 AM CST

Attachment Preview

SCHOOL DISTRICT OF

WARREN COUNTY PUBLIC SCHOOLS

BOWLING GREEN, KENTUCKY

REQUEST FOR PROPOSAL

RFP # 2026-12

ATHLETIC APPAREL, EQUIPMENT, UNIFORMS,

AND ACCESSORY PRODUCTS

PROPOSAL SUBMISSION DEADLINE:

10:00 AM (CT), THURSDAY, JUNE 4, 2026

All time references in this RFP refer to the Central Time Zone.

Page 1 of 34

INSTRUCTIONS FOR SUBMISSION OF PROPOSAL

IMPORTANT

✔ Proposals shall be received by the deadline for proposal submission noted in Section 2.

✔ Offerors are encouraged to use the following “Proposal Submission Checklist” to ensure they have

included all the items required by the solicitation.

Mail or hand-deliver your Proposal to:

Warren County Schools Board Office

303 Lovers Lane

Bowling Green, KY 42103

● If mailing, allow for ample time for your proposal to be received before the deadline.

● If hand-delivering, allow for ample time for potential long lines at the Board Office and to get through

any security and check-in procedures.

Proposals received after the submission deadline WILL be disqualified.

PROPOSAL SUBMISSION CHECKLIST

A. SUBMIT THE FOLLOWING FOR YOUR TECHNICAL PROPOSAL IN AN ENVELOPE LABELED “TECHNICAL

PROPOSAL.”

• TECHNICAL PROPOSAL RESPONSE (see Sections 4.A.1. – 4.A.4 for content)

• ATTACHMENT A (signed) - SOLICITATION RESPONSE COVER PAGE

• ATTACHMENT B - NON-DISCRIMINATION/MINORITY-OWNED BUSINESS FORM

• ATTACHMENT C (notarized) - REQUIRED AFFIDAVIT FOR BIDDERS, OFFERORS AND CONTRACTORS

• ATTACHMENT D (if applicable) (notarized) - RESIDENT VENDOR AFFIDAVIT

• ATTACHMENT E – REFERENCES

• CERTIFICATE OF INSURANCE REQUIREMENT (see Section 6 for details) - Providing this is optional during

the RFP process but is required within 5 business days of Contract award.

B. SUBMIT THE FOLLOWING FOR YOUR COST PROPOSAL IN A SEPARATE AND SEALED ENVELOPE AND LABEL

THE ENVELOPE “COST PROPOSAL.”

• ATTACHMENT F (signed) - COST PROPOSAL FORM

Both Technical Proposal and Cost Proposal envelopes may be INCLUDED together in a single larger envelope

for mailing or delivery purposes.

Page 2 of 34

SECTION 1. INTRODUCTION

A. STATEMENT OF PURPOSE

This Request for Proposals (“RFP”) is issued by Warren County Public Schools (“the District”) to solicit

proposals from qualified individuals and organizations (“Offerors”) to furnish the goods and services described

in this document. Additional details may be found in Section 3. Scope of Work.

B. LEGAL REQUIREMENTS

Offerors are advised that any contract resulting from this RFP shall comply with all applicable provisions of KRS

Chapter 45A and other statutes and policies noted in this RFP. The Warren County Public Schools Procurement

Manual (as adopted by the Warren County Board of Education) shall be fully incorporated by reference into

this RFP. A copy of this Procurement Manual may be obtained from the District Office upon request at a cost

not to exceed the cost of reproduction.

C. SYNONOMOUS TERMS

As used throughout this proposal and its attachments, the following terms are synonymous:

a. Warren County Public Schools and District are synonymous.

b. Solicitation, Request for Proposals, and RFP are synonymous.

c. Offeror, Supplier, Vendor, Company, Firm, are synonymous.

d. Agreement and Contract are synonymous.

e. Successful Offeror and Contractor are synonymous.

f. Project, Services, Scope, and Work are synonymous.

SECTION 2. SCHEDULE OF EVENTS, COMMUNICATIONS

A. SCHEDULE OF EVENTS

Event

Date

Time (CT)

Release of RFP

4/20/2026

Deadline for written questions from Offerors

Answers for written questions posted

Deadline for Proposals to be submitted

Anticipated Date of Contract Award

Anticipated Contract Start Date

5/6/2026

5/13/2026

6/4/2026

6/26/2026

7/1/2026

3:00 pm

10:00 am

The District reserves the right to adjust these dates during the solicitation process.

B. RFP AND ADDENDA

The RFP and addenda may be downloaded from the District website while the RFP is posted.

C. COMMUNICATIONS

Any questions about the RFP must be submitted by the deadline for written questions specified in the

Schedule of Events. Questions must be submitted by email to the District Finance Director, Kathy Phelps, at

kathy.phelps@warren.kyschools.us.

The abovementioned individual shall be the sole point of contact concerning this solicitation. Prospective and

actual Offerors shall not directly contact other District personnel regarding matters concerning this solicitation

or to arrange meetings related to such. Any unauthorized contact may be cause for disqualification of the

Offeror.

Page 3 of 34

D. AMENDMENTS TO THE RFP

Please note that any amendments to a solicitation (such as the revision of the RFP to include the answers to

the written questions) will be posted on the District website where the RFP was originally posted.

It is important for prospective Offerors to check the website regularly for posted addenda. No amendments

will be issued later than seven (7) days prior to the submission deadline of proposals, except for postponing

the date for receipt of proposals, or withdrawing the request for proposals. Each Offeror shall determine prior

to submitting its proposal that it has received all amendments issued. Offerors are responsible for submitting

proposals using the latest version and amendments to the solicitation.

SECTION 3. SCOPE OF SERVICES

A. OVERVIEW

The Warren County Board of Education seeks the goods and services of a qualified vendor to provide athletic

apparel, equipment, uniforms, and accessory products to support its educational and athletic programs. The

District has 4 middle schools and 4 high schools, listed below.

Drakes Creek Middle School

Henry F. Moss Middle School

South Warren Middle School

Warren East Middle School

Greenwood High School

South Warren High School

Warren Central High School

Warren East High School

Scope of Services

The awarded Vendor should be capable of providing a full range of athletic products and related items,

including but not limited to:

➢ Apparel: uniforms, practice gear, footwear, and other team or athletic clothing.

➢ Equipment: wind screens, game and practice balls, helmets, weight‑training equipment, shoulder pads,

and similar athletic equipment.

➢ Major Athletic Installations: scoreboards, videoboards, shot clocks, netting systems, and other new athletic

project components.

➢ Accessories: bags, water bottles, training aids, and other ancillary athletic items.

Competing Quotes for Non‑Apparel Purchases: For non‑apparel purchases exceeding $40,000, the District

reserves the right to solicit and obtain competing quotations at its discretion.

Procurement from Alternate Vendors: If required items are unavailable within four (4) weeks, or when the

District determines that an urgent need exists, the District reserves the right to procure the items from an

alternate vendor.

The District reserves the right to award this contract in whole, in part, to a single or multiple Contractors, or

not at all so that its best interest is served. The District also reserves the right to waive informalities and minor

irregularities in proposals received, to request additional information, and to negotiate with contractors.

B. GENERAL REQUIREMENTS

The Contractor should provide the services described in Section 3.A. Scope of Work.

No employee of the Offeror shall be assigned or allowed on school district property who is a registered sex

offender or who is otherwise prohibited by law from being on school district property.

Page 4 of 34

Dress Code: For services performed on District property, shirts are to be worn; they may not be torn or cut off;

and they may not have unsightly logos or text.

The School District reserves the right to ask the Offeror to remove any employee of the Offeror whom the

district finds objectionable.

Tobacco and Vape Free Campuses: Smoking, tobacco use of any kind, vaping devices, and electronic cigarettes

are strictly prohibited on any WCPS property.

Reports: The Contractor shall maintain and keep a current summary report that will reflect cumulative dollar

figures for items invoiced. This report shall be made available to Warren County Public Schools upon request

(within 14 calendar days) and shall reflect cumulative dollar figures for each product category.

SECTION 4. PROPOSAL CONTENT

IMPORTANT: This Section outlines the items needed in your Technical and Cost Proposals.

All information contained within the Technical and Cost Proposals should be verifiable based upon the

documentation provided. Failure to provide all information, or any inaccuracy or misstatement may be

sufficient cause for rejection of the proposal or rescission of an award. Conversely, the District reserves the

right to ask for specific information from an Offeror, where an Offeror did not provide requested information.

A. TECHNICAL PROPOSAL CONTENT [1,000 POINTS]

Provide responses for the items within the sections below: Company Overview, Mandatory Requirements, and

References, preferably in the order shown. The Technical Proposal should NOT include any references to cost

or pricing.

1. Mandatory Requirements [PASS/FAIL]

Offerors shall meet the following requirements:

a. Actively engaged in the industry for a minimum of 5 years. [PASS/FAIL]

▪ Indicate Yes or No

b. Assign a minimum of two (2) dedicated sales representatives who maintain primary residence in

Warren County or an adjacent county. [PASS/FAIL]

▪ Indicate Yes or No

c. Carry the required amount of insurance stated in Section 7. Terms and Conditions.

This is optional during the RFP process but is required within 5 business days of Contract award

and execution. [PASS/FAIL]

▪ Indicate Yes or No

d. In accordance with KRS 160.380, if required by the District, Contractor agrees to have

background checks obtained at the Contractor’s expense for all workers prior to commencing

any work. [PASS/FAIL]

▪ Indicate Yes or No

Page 5 of 34

Commodity Codes

• NAICS 315990Apparel Accessories and Other Apparel Manufacturing
• NAICS 323113Commercial Screen Printing
• NAICS 424320Men's and Boys' Clothing and Furnishings Merchant Wholesalers
• NAICS 448190Other Clothing Stores

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