December 2, 2014
To Whom It May Concern,
The New York State Public High School Athletic Association (NYSPHSAA) is excited to release the attached
Request For Proposal (RFP). For the first time in NYSPHSAA history, the Association is requesting bids for a
statewide adoption to include Section, Regionals and State Championships.
The 11 Sections of NYSPHSAA have provided permission to be included in this RFP, however no Section has
provided their commitment until the terms and conditions are presented and they have an opportunity to
accept those terms and conditions; there will be no “requirement” for individual schools to purchase selected
balls for regular season play.
If you or your designee are interested in being considered for NYSPHSAA Section, Regional and State
Championships’ “OFFICIAL BALL” status for the 2016-2017, 2017-2018, 2018-2019, 2019-2020, 2020-2021
school years; please complete the attached sport specific RFP, place in a sealed container, and return the
enclosed RFP to: Robert Zayas, Executive Director NYSPHSAA, 8 Airport Park Blvd., Latham, NY 12110 by no
later than 4:30 pm, Wednesday, February 11, 2015.
We certainly encourage companies to bid upon multiple RFPs and welcome any proposed “bonus” guaranteed
rights fees for the acceptance of multiple bids by the NYSPHSAA.
The NYSPHSAA is a non-profit, voluntary, educational service organization composed of public, parochial, and
private schools dedicated to providing equitable and safe competition for the students of its member schools.
The NYSPHSAA membership is comprised of 783 high schools outside of the New York City area.
The organization conducts 32 championship events and governs the rules and regulations of high school
athletics in New York State. Membership is open to secondary schools providing interschool athletic activities
for boys and girls in grades 7-12.
If you have any questions pertaining to this RFP, please contact me.
Sincerely,
Robert J. Zayas
NYSPHSAA Executive Director
518.925.6631 (cell)
rzayas@nysphsaa.org
To:
Interested Tennis ball Manufacturers
From:
Robert Zayas, Executive Director
Subject: REQUEST FOR PROPOSAL (RFP) FOR NYSPHSAA “OFFICIAL BALL”
STATUS IN NYSPHSAA SECTION, REGIONAL AND STATE TENNIS
CHAMPIONSHIPS
Date:
December 2, 2014
The purpose of this memorandum is to provide the opportunity for ball manufacturers to
bid on NYSPHSAA Section, Regional and State Tennis Championships’ “OFFICIAL
BALL” status.
If you or your designee are interested in being considered for NYSPHSAA Section,
Regional and State Tennis Championships’ “OFFICIAL BALL” status for the 2016-2017,
2017-2018, 2018-2019, 2019-2020, 2020-2021 school years; please complete, place in
a sealed container, and return the enclosed Request For Proposal (RFP) to: Robert
Zayas, Executive Director NYSPHSAA, 8 Airport Park Blvd., Latham, NY 12110 by no
later than 4:30 p.m., Wednesday, February 11, 2015. RFP’s received after the stated
deadline of 4:30 p.m., Wednesday, February 11, 2015 WILL BE RETURNED,
UNOPENED.
The NYSPHSAA Executive Director shall open timely received responses to the RFP at
8:30 a.m., Thursday, February 12, 2015.
Following a comparative analysis by the NYSPHSAA Administrative Staff and officers of
all received and opened responses to the RFP, the Executive Director shall present his
recommendation to the 11 NYSPHSAA Section Executive Directors for its
consideration. All respondents to the RFP shall be notified of the Executive Director’s
decision by e-mail no later than Friday, February 27, 2015.
CONDITIONS:
NYSPHSAA reserves the right to reject any or all proposals, and to re-advertise this
requirement should NYSPHSAA determine that it is in NYSPHSAA’s best interest to
suspend this solicitation. NYSPHSAA reserves the right to amend product quantities
throughout the duration of the contract, with prior mutual consent of the successful
manufacturer (product quantities may increase/decrease due to modifications to the
Championships format). RFPs must be submitted on the enclosed forms to provide for
a fair comparison with other respondents. No proposal may be withdrawn, and
subsequently, re-submitted, after the RFPs are opened. No agent, real or apparent, is
authorized to make oral modifications, representations, or instructions to the
specifications.
1|Page
12/2/14
REQUEST FOR PROPOSAL (RFP) FOR
NYSPHSAA “OFFICIAL BALL” STATUS IN SECTION, REGION,
AND STATE TENNIS CHAMPIONSHIPS
FOR THE 2016-2017, 2017-2018, 2018-2019,
2019-2020, 2020-2021 SCHOOL YEARS
Background: The New York State Public High School Athletic Association Inc. is a non-profit,
voluntary, educational service organization composed of public, parochial, and private schools dedicated
to providing equitable and safe competition for the students of its member schools.
The organization conducts 32 championship events and governs the rules and regulations of high school
athletics in New York State. Membership is open to secondary schools providing interschool athletic
activities for boys and girls in grades 7-12.
The NYSPHSAA Tennis Championships are contested in one (1) enrollment classification in the Fall
(Girls) and Spring (Boys) Seasons. NYSPHSAA Championship qualifiers are determined through each of
the ten (10) geographic NYSPHSAA Section Tournaments that are comprised of 397 (Girls) and 450
(Boys) member senior high schools sponsoring the sport of Tennis.
Name of Manufacturer:
Name and Title of Contact Person:
Mailing Address of Contact Person:
Business Telephone Number of Contact Person: (
Business Fax Number of Contact Person: (
E-Mail Address of Contact Person:
)
)
_____________
Web Site of Manufacturer (if applicable): www.
2|Page
12/2/14
ANNUAL SECTION, REGION AND STATE TENNIS CHAMPIONSHIPS PRODUCT
REQUIREMENTS FOR “OFFICIAL BALL” STATUS
(Subject to Change by Mutual Consent)
Sport: Tennis
Season: Fall (Girls) and Spring (Boys)
# of Classifications: 1
GIRLS (FALL)
# of Participating
Schools By Section
(# of canisters requested)
BOYS (SPRING)
# of Participating
Schools By Section
(# of canisters requested)
SCHOOLS CANISTERS
Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
Section 7
Section 8
Section 9
Section 10
Section 11
NYSPHSAA
Schools Total:
Canisters Total:
50
38
47
19
61
46
10
49
24
0
53
(96)
(30)
(120)
(48)
(50)
(48)
(62)
(75)
(96)
(0)
(120)
(120)
397
865
SCHOOLS CANISTERS
Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
Section 7
Section 8
Section 9
Section 10
Section 11
NYSPHSAA
Schools Total:
Canisters Total:
51
46
49
31
76
55
8
52
30
0
52
(96)
(30)
(120)
(48)
(50)
(48)
(62)
(75)
(96)
(0)
(120)
(120)
450
865
The entire product needs for the NYSPHSAA Tennis Championships adoption are represented above as
1730 canisters. The “Section” quantity includes all balls needed for Sectional Finals or events staged at a
neutral site hosted by the Section; the host school for other sectional events will be responsible for
providing the adopted ball for play. The NYSPHSAA office will ensure the “official ball” is utilized at all
regional and championship events. NYSPHSAA will provide a detailed mailing list, including product
distribution requirements, in advance of the championships each year of the agreement.
The 11 Sections of NYSPHSAA have provided permission to be included in this RFP, however no section
has provided commitment until the terms and conditions are presented and they have an opportunity to
accept the terms and conditions.
3|Page
12/2/14
PROPOSED PRODUCTS FOR NYSPHSAA “OFFICIAL TENNIS BALL” STATUS
Please provide detailed information on the proposed product and financial commitment
to be provided to NYSPHSAA for consideration for “Official Ball” status. Examples of
complete descriptions shall include: product name, model/stock number, retail value of
product, and detailed description of product. PROPOSALS FROM MANUFACTURERS
MUST BE ACCOMPANIED BY EXACT SAMPLE OF PRODUCT TO NYSPHSAA
OFFICE (ATTN: ROBERT ZAYAS, NYSPHSAA EXECUTIVE DIRECTOR) BY THE
STATED RFP DEADLINE.
Additional information may be attached as necessary to demonstrate quality and
acceptance for high school competition in New York.
Proposed Financial Company Commitment: $______________ (Per Year)
Product Name (s)
Product Model/Stock Number(s)
Retail Value of Product Range: $ _____ - $_____ each (predicted school cost)
Percentage increase in Product cost for five year period: %____ not to exceed
Are you willing to place the NYSPHSAA logo on the proposed product for NYSPHSAA
Championship play?
YES
NO
Are you willing to provide an on-site presence for promotional opportunities at the
NYSPHSAA Championship (Final) site?
YES
NO
If yes, please provide additional information:
Detailed Description of Product Proposed for NYSPHSAA Section, Regional and
Championship play (please attach additional material if applicable).
4|Page
12/2/14
RESPONSIBILITIES OF NYSPHSAA, INC. (TENNIS)
1.
Designate the “Product” as the "Official Ball" of the respective participating NYSPHSAA
Sectionals, Regionals and Championships.
2.
Use the above designated “Product” exclusively in participating NYSPHSAA Sectionals,
Regionals and Championship Contests.
3.
Provide a full-page ad for COMPANY, at no charge, in the appropriate NYSPHSAA
Sectional/ Regional (if applicable) and Championship programs. COMPANY will provide
camera-ready artwork for inclusion in the souvenir program.
4.
Display COMPANY provided banner(s) in a strategic location(s) during the appropriate
NYSPHSAA Section, Region and Championship (Finals) Contests.
5.
Publicize, on a "commercially reasonable effort" basis, the “Product” in photos,
newsletters, press guides, or any such materials. Upon final execution of agreement,
announce via NYSPHSAA Website www.nysphsaa.org, Facebook, Twitter and memos to
all Athletic Directors, and head coaches of the affected sport, the adoption of the
“Product” as the "Official Ball" of the participating NYSPHSAA Section, Region and
Championship.
6.
COMPANY will receive marketing support and services conducive with similar level
partners of NYSPHSAA.
7.
NYSPHSAA and COMPANY will work together in providing additional promotional
responsibilities which will mutually benefit NYSPHSAA member schools, NYSPHSAA
Sections, NYSPHSAA, and the COMPANY.
Briefly provide any other information not included in this RFP pertaining to your Company:
By my signature below, I acknowledge that the information contained in this document, including
any financial or promotional incentives offered, cannot be treated as confidential by the New
York State Public High School Athletic Association, Inc. (NYSPHSAA), and may be subject to
disclosure to third parties.
By:
Date:
Title:
Company: _______________________
5|Page
12/2/14