Request for Qualifications for Event Competition Bib Supply Services for the Olympic Authority

The New York State Olympic Regional Development Authority (referred to as the Olympic Authority) has issued a Request for Qualifications (RFQ) to establish a pre-qualified pool of vendors capable of supplying athlete bibs for multiple competitions and events held over the course of one year at various Olympic venues in New York State, including Lake Placid, Wilmington, North Creek, and Highmount. This RFQ seeks qualified vendors who can meet the Olympic Authority’s minimum standards for product quality, delivery responsiveness, and pricing. Vendors responding to this RFQ must submit detailed information on baseline pricing, service capabilities, and key personnel by the July 31, 2025 deadline. Following vendor selection, each pre-qualified vendor will enter into a Master Agreement governing the terms and conditions of future work authorizations or purchase orders for individual projects, with no set minimum or maximum order quantities defined in this pre-qualification phase. The contract term is one year, and the RFQ allows for continuous applications and participation in upcoming assignments as dictated by event-specific needs. Vendors must fully comply with detailed specifications, including adherence to international sport federation standards—most notably those set forth by the Fédération Internationale de Ski (FIS)—covering bib dimensions, materials, graphics placement, and fastening methods. The bibs are used across a range of Olympic competitions and may feature event identifiers, sponsor logos, numeric designations, and leader markers which are strictly visual markings without barcoding or military specification labeling. All vendors are responsible for furnishing all labor, materials, and services needed to meet these requirements along with submission of artwork for approval prior to production. Insurance requirements include comprehensive commercial general liability coverage of at least $5 million per occurrence, along with statutory workers’ compensation and employer liability insurance. Further, the Olympic Authority must be named as an additional insured on relevant policies. The procurement and contract administration processes include mandatory record retention of six years post-final payment and are managed through designated points of contact based in Lake Placid. Payment is made after submission of invoices referencing the Master Agreement and specific work authorizations. The evaluation of proposals considers technical capabilities, cost competitiveness, availability, and prior performance, although explicit weighting or scoring criteria were not detailed. Importantly, all submissions must be physically delivered by the stated deadline to the Olympic Authority’s administrative office, with no provision for electronic proposal submission, and vendors must certify that submitted information is truthful and authorized. Pre-qualified vendors will be eligible for direct award opportunities under the Master Agreement as future Olympic events are scheduled.