ࡱ>  bjbjqq .ee= 4CCChC~( ~~~~~~~ڀ|n~'''~4~{ { { 'v~{ '~{ { u{vCwH~~0~Gx'{{p''{ '''''~~E6'''~''''''''''''' :  UNIVERSITY OF OREGON (University) REQUEST FOR PROPOSAL (RFP) TITLE: CROWD MANAGEMENT SERVICES (Contractor) RFP No. AD2012-3 Proposals Due Not Later Than: May 10, 2012 at 5:00 PM at Issuing Office. Postmarks will not be considered. Issuing Office: ATHLETIC DEPARTMENT BUSINESS OFFICE Attn: Sharon Bonin, Purchasing 2727 Leo Harris Pkwy Eugene, OR 97401 Section I General Information Purpose: University is soliciting proposals from qualified proposers (Proposer(s)) for experienced and professional contractors with demonstrated expertise and experience in crowd management services. Expected deliverables are listed in Scope of Services, below. It is anticipated that the term of the contract awarded under this RFP, will be for One year(s) with an option, at Universitys sole discretion to extend the contract for TWO additional One year terms. For additional information or clarification of requirements contact: 2727 Leo Harris Pkwy. Eugene, OR 97401 duncan2@uoregon.edu 541-346-5326 Unless otherwise specified, requests for clarification or change of the RFP document must be received by University in writing at least ten business days prior to the Closing Date and Time. Requests for clarification or change must include the reasons for the clarification or change, and any proposed changes to specifications or provisions. University will consider all requests for clarification or change and, if appropriate, amend this RFP by issuing an addendum. University may extend the Closing Date and Time if such information significantly amends this solicitation or if University determines that compliance with the original proposed Closing Date and Time is impractical. This RFP will be posted on the Oregon University System (OUS) website, under Business Opportunities, accessible at https://secure.ous.edu/bid/. Any addenda will be posted to the OUS website. Proposers are responsible for monitoring the OUS website on a periodic basis for any modifications to the RFP. University will not issue individual notifications. All proposals must be received by University's Issuing Office by 5:00 p.m. on or before May 10, 2012 (Closing Date and Time). Postmarks will not be considered. Issuing Office mailing and delivery address, phone and e-mail: ATHLETIC DEPARTMENT BUSINESS OFFICE Attn: Sharon Bonin, Purchasing 2727 Leo Harris Pkwy Eugene, OR 97401 sbonin@uoregon.edu ELECTRONIC submissions are encouraged. Office hours for receipt of proposals are: Monday through Friday 8:00 a.m. to 5:00 p.m. Section II Scope of Services The following services will be provided by the successful Proposer: 2.1 See attached Technical Specifications for Crowd Management Service Contract.. Section III Information to be provided by Proposer in the Proposal Requirements may be designated as Mandatory (M) or Evaluated (E), or both (M/E). (M) - Mandatory Requirement. The Proposer MUST meet this requirement. The determination as to whether the Proposer meets the mandatory specification rests solely with University. If University determines that a Proposer does not meet a mandatory requirement as specified, or has not included mandatory information, the proposal may be deemed non-responsive, and no further evaluation will occur. In addition, wherever the words must, shall, or will appear this denotes a Mandatory requirement. (E) - Evaluated. Proposers are expected to provide comprehensive written responses to evaluated specifications. Points will be awarded based on the degree to which the states evaluators determine that the Proposer meets the requirement. A Proposer which does not respond to an evaluated specification will receive no points for that specification. Proposers must include the following information: Proposals will include the business name, address and telephone number and email of the Proposer, and a cover letter summarizing the proposal. (M) Proposer will list names, titles, and qualifications of the key personnel who will be assigned to this project. Include concise business biographies or resumes of the key personnel who will be doing the work described in the proposal. This information must include their areas of expertise, and their experience with projects of similar scope and nature. Please include projected increases in staff during the contract period. (M/E) Proposer must include a detailed description of procedures and other aspects of the working relationship expected between Proposer's project manager and University's representative, Mike Duncan as well as any other information deemed necessary for the fulfillment of the awarded contract. (M/E) If the Proposer is an entity other than a sole proprietorship, Proposer must submit evidence in the form of a Secretary Certificate (or equivalent documentation) that the individual submitting the proposal is authorized to act for and bind the Proposer in all matters relating to the proposal and possible subsequent contract. If the Proposer is not an entity organized under the laws of the State of Oregon, Proposer must submit a certificate of good standing (or equivalent documentation) that Proposer is in good standing in its state of organization and registered to do business in the state of Oregon. (M) Proposer must submit sufficient evidence of financial capability to meet the responsibilities to perform the contract including balance sheets, income statements and/or financial statements. The successful Proposer to which the contract is awarded may, at the discretion of University, be required to provide periodic (in no case more than two (2) times per year) updates to the financial capabilities report submitted pursuant to this RFP. (M) Proposals must set forth the qualifications of the Proposer to perform the contract, including providing a firm resume, as well as a description of the resources available to Proposer to perform the project. Proposers will verify that the Proposer has any and all licenses (including, but not limited to, software licenses) necessary for the work contemplated under this RFP, as applicable. (M/E) Proposals must include a description of the Proposers experience performing projects similar in type and magnitude to the subject of this RFP. Proposers must include a minimum of five examples. Proposers must also include work samples of similar projects (e.g. photographs, literature, schematics, report samples, etc.). (M/E) Proposals must include a list of five clients and contact information for whom similar projects have been completed by the Proposer. These clients may be contacted by University for an evaluation and assessment of the Proposer's performance. (M/E) Proposals must include a full description of all deliverables identified in Section 2 above. (M/E) A proposed timeline with breakdown of time allocated for implementation and delivery of all deliverables identified in Section 2 above. (M/E) An itemized budget of cost estimates for Work to be performed to complete the Project. The itemized budget must set forth a total price. (M/E) Section IV Proposal Procedures Proposals must be in writing and must be signed by an authorized representative of the Proposer. Alterations or erasures must be initialed in ink by the person signing the Proposal Statement. No verbal proposals will be accepted. Proposals may be submitted manually or electronically. Proposers are encouraged to submit their Proposals electronically to the e-mail address provided in Section I, above. The subject line must clearly state that it is a PROPOSAL, noting the RFP Project Name, RFP Number, and Closing Date and Time. Electronic proposals must be in MS Word or Excel. Supporting documentation such as graphics, pictures, and financial statements may be in .pdf or other appropriate format. All Proposals submitted electronically must be submitted by individuals with authority to legally bind the Proposer. Proposers submitting manually must submit four copies of their proposal, as well as an electronic version on CD or USB device. All manual submissions must be submitted in a sealed envelope appropriately marked. All envelopes in which the RFP, Proposal Statement and your proposal are submitted MUST be clearly marked PROPOSAL, noting the RFP Project Name, RFP Number, and Closing Date and Time. University will not be responsible for the proper identification and handling of Proposals not submitted in the designated manner or format as required by this RFP. It is the Proposers responsibility to ensure that the proposal is received by University at the required delivery point, prior to the Closing Date and Time as indicated in this RFP regardless of method used to submit the proposal. All manual submissions will be made to the address indicated in Section I of this RFP. Unless Proposers are specifically authorized by this RFP to take exceptions or to leave terms open to negotiation, proposals will be a complete offer and fully responsive to this RFP, and must include all information required herein to be evaluated and considered for award. Failure to do so may be deemed sufficient cause for rejection of the proposal as non responsive. Although the general criteria to be used for final evaluation has been provided in this RFP; it is not intended to limit imagination or creativity in preparing a proposal that will accomplish the same goals and expectations. Submission of a proposal constitutes a firm, binding and irrevocable offer for a period of 90 days following the Closing Date and Time. Proposals may be withdrawn at any time prior to the scheduled Closing Date and Time. Withdrawal can only be accomplished by written notification, signed by an authorized representative. Notification of withdrawal may be submitted manually or electronically. The written notification must be received by University prior to the Closing Date and Time. A log of all withdrawn proposals with their dates and times of physical receipt will be kept by University. The envelope or e-mail subject line must be clearly identified with the words PROPOSAL WITHDRAWAL, and must display the RFP Project Name, the RFP number, and proposal Closing Date and Time. Proposers may modify a previously submitted proposal prior to the Closing Date and Time. Modifications must be made in writing and signed by an authorized representative. Modifications may be submitted manually or electronically. The envelope or e-mail subject line must be clearly marked MODIFICATION, and must display the RFP Project Name, the RFP number, and the proposal Closing Date and Time. Verbal modifications or corrections will not be recognized or considered. Proposers are strongly encouraged to utilize the same method of submission, either manual or electronic, throughout the solicitation process (e.g. if your proposal was submitted electronically, proposers are encouraged to submit modifications and requests to withdraw via e-mail; if your proposal was submitted manually, requests for modification or withdrawal should be submitted manually). Requests for change or protests of solicitation specifications or contract provisions must be received by University, in writing, no later than ten business days prior to the proposal Closing Date and Time. No requests for change or protests of solicitation specifications or contract provisions will be considered after the deadline stated above. Such requests for change or protests will include the reasons for the request for change or protest, and proposed changes to specifications or provisions. Envelopes or e-mails containing requests for change or protest must be marked SOLICITATION SPECIFICATION REQUEST FOR CHANGE or CONTRACT PROVISION PROTEST, and must identify the RFP Project Name, RFP number and proposal Closing Date and Time. University reserves the right to amend this RFP, extend the Closing Date and Time, or deny the request or protest. If University deems it necessary to amend this RFP, an Addendum will be prepared and posted to the OUS Business Opportunities webpage: https://secure.ous.edu/bid/. Proposers are responsible for monitoring OUS for any amendments to the proposal. Proposers will not receive an individual notification. Proposers will be required to sign and attach a copy of the Addendum to their proposal. If the Proposer has already submitted a proposal, the Proposer must follow the instructions set forth in Sections 4.8 or 4.9, above. University reserves the right to inquire in writing, and meet with individuals or representatives of a Proposer, for the purpose of clarification of points made in its proposal. University reserves the right, at its option, to reject any or all proposals. Notification of proposal rejection will be made in writing, sent by certified mail. University reserves the right to waive minor informalities and irregularities in proposals. University is not responsible for any costs of any Proposer incurred in connection with submitting or presenting its proposal. All Proposers who respond to solicitations do so solely at their own expense. Proposers agree that University will have the right to review and require modification of any terms or definitions used in the final contract. Failure to agree upon acceptable contract definitions or terms may result in cancellation of the proposed award. This RFP and one copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be retained by Universitys issuing department for the required retention period, and made a part of a file or record which will be open to public inspection. If a proposal contains any information that is considered a "trade secret" under ORS 192.501(2), the Proposer must mark each sheet of such information with the following legend: "This data constitutes a trade secret under ORS 192.501(2), and will not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Failure to mark a specific page with the legend set forth in this Section will conclusively establish that the information on that page does not constitute a trade secret as defined in ORS 192.501(2). The Oregon Public Records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance". See ORS 192.501(2). As such, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. Proposals in which the entire document is marked or otherwise identified in its entirety as confidential or a trade secret may be rejected. University plans to award this project to the firm or individual who best meets the selection criteria detailed in this RFP. It is anticipated that notification of University's decision will be mailed approximately May 31, 2012. Proposal responses must clearly identify the question or request to which the Proposer is addressing and restate the Section number with each response. All responses must be organized in the order in which the question or request was presented in the RFP. Proposals that do not follow the format described in this RFP may at Universitys sole discretion be deemed non-responsive, and receive no further consideration. Section V Evaluation and Award 5.1 Proposals will be evaluated by a committee consisting of representatives of the requesting University department, and other interested individuals, as University deems appropriate (Committee). 5.2 Proposals will initially be evaluated for completeness and compliance with the mandatory requirements of this RFP. 5.3 Those proposals which are incomplete, which do not meet all Mandatory (M) requirements of this RFP, or are otherwise deemed by University to be "non-responsive," will be rejected. 5.4 The second phase of the evaluation process will involve an evaluation and allocation of points to all responsive proposals. The Committee will evaluate each responsive proposal received, as follows: Selection Criteria. 1. See Attached 5.5 The apparent successful Proposer will be notified in writing of its status, and a contract will be provided to the apparent successful Proposer, in substantially similar form to the one included with this RFP. All other Proposers will be notified in writing that the apparent winning proposal has been selected. It is anticipated that the Award Notice will be released on or about May 31, 2012. 5.6 Protest of the selection or award may be made pursuant to the conditions and limitations of OAR 580-061-0145. Section VI Contract Award The contract award will be pursuant to a separate agreement, incorporating relevant provisions of both the RFP and the successful Proposers response either by actual written incorporation or incorporation by reference and any additional contractual language that may be required by University policy or by law. If you have questions or concerns regarding any of the terms and conditions contained in this RFP, you must address those during the time prescribed for questions. No additional or supplemental terms and conditions submitted by a Proposer as part of its response will be evaluated or considered. If additional or supplemental terms and conditions, either intentionally or inadvertently appear separately in a Proposal (e.g. in transmittal letters, specifications, literature, price lists or warranties), it is understood and agreed that the terms and conditions contained in this RFP are the only terms and conditions applicable to this RFP and any ensuing Agreement, and the Proposer's authorized signature affixed to its Proposal attests to this. If you condition your Proposal on any additional terms and conditions, which have not been accepted by a written addendum to the RFP, your Proposal may be deemed nonresponsive. Section VII Proposal Statement I have read all of the terms and conditions of this Request for Proposal (RFP). I understand that by signing below and submitting my Proposal, if awarded the contract, I will be bound by the terms and conditions of this RFP and my Proposal. Certificate of Compliance Oregon State Laws I, the undersigned, being first duly sworn, Please Initial _____ hereby affirm, under penalty of perjury, as provided in ORS 305.385(6), that to the best of Proposers knowledge, Proposer is not in violation of any of the tax laws described in ORS 305.380(4). _____ certify under penalty of perjury that Proposer is aware that the State Board of Higher Education has instituted policies that prohibit sexual harassment that Proposer will adhere to Universitys policy prohibiting sexual harassment in their interactions with members of Universitys community. _____ certify under penalty of perjury that Proposer does not discriminate on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation. _____ certify under penalty of perjury that Proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining required subcontracts. Business Designation (check one): ( Corporation ( Partnership ( Sole Proprietorship ( Governmental/Non-profit ( Limited Liability Company Above information must be provided prior to the Closing Date and Time for the proposal to be considered responsive. RFP Project Name: _________________________________ RFP Number: _________________________________ The individual(s) signing this Proposal Statement warrants under penalty of perjury that they have authority to bind the Proposer by their signature. Signature: ______________________________________________ Dated: ______________________________________________ Name: ______________________________________________ Title: ______________________________________________ Firm: ______________________________________________ Address: ______________________________________________ ______________________________________________ ______________________________________________ E-mail: ______________________________________________ Phone: (____)______________ ADDENDUM 1 Price Information Crowd management service for athletic and special events: Time Hours Unit Unit Price July 1, 2012 through June 30, 2013 60,000 hours staff/hour $ 1,200 hours supervisor/hour $ July 1, 2013 through June 30, 2014 60,000 hours staff/hour $ 1,200 hours supervisor/hour $ July 1, 2014 through June 30, 2015 60,000 hours staff/hour $ 1,200 hours supervisor/hour $ QUESTIONNAIRE Crowd Management Service Contract Please take the time to fill out and return by 5/10/12 NAME OF CONTACTOR QUESTIONNAIRE APPLIES TO:____________________________ COMPANY RESPONDING TO QUESTIONNAIRE: NAME: TITLE: ________________________________ PHONE: ______________________________ TYPE OF FACILITY: ____________________________ CAPACITY: ___________________ TYPE OF SERVICES CONTRACTOR PROVIDES: PLEASE RATE THE CONTRACTOR ON THE FOLLOWING QUESTIONS USING A SCALE OF 1-4: 1 = Outstanding 2 = Professionally Competent 3 = Needs Improvement 4 = Unsatisfactory ACCOUNT MANAGERS PERFORMANCE Crowd management for sporting events. __________ Crowd management for concerts, etc. (Non-athletic events) __________ Problem solving skills. __________ Flexibility with last minute changes in event requirements __________ (staffing increases/decreases, placement, responsibilities, etc.) Attention to Guest Service issues __________ Knowledge of your contract requirements. __________ Response to correspondence, problems, or questions, returning phone __________ calls/emails. Correct invoice itemizing services provided, received in a timely manner. __________ SERVICE QUALITY Employees are on time for work. __________ Employees appearance (uniform) __________ Employees appearance (personal grooming) __________ Employee training __________ Supervisor training __________ Overall rating of crowd management services provided. __________ Contractor maintains quantity of strained staff on payroll to provide service __________ Instructions given by Facility Representatives carried out __________ Employees (all levels) interaction with Facility staff __________ Employees (all levels) interaction with Facilitys patrons __________ Employees look for opportunities to be helpful to guests __________ How was the Contractor and its employees communication with you and/or your staff: __________ Prior to your event(s) __________ During your event(s) __________ After your event(s) __________ GENERAL QUESTIONS How long has Contractor been providing crowd management service to your organization? What was the highest spectator attendance and for what event? What, if any, improvements would you recommend for this contractor? Would you renew their contract? Is there additional information you would like to provide or comments you would like to make? Thank you for your time and attention: Please return to: UO Athletics Business Office Attn: Sharon Bonin 2727 Leo Harris Parkway Eugene, OR 9701 Technical Specifications for Crowd Management Service Contract I. Purpose of Bid The University of Oregon Athletic Department (Department) is seeking an experienced and professional contractor (Contractor) with demonstrated expertise and experience in crowd management services (ticket taking, ushering, parking, and crowd control), able to do the following: -serve athletic and other events with up to 58,000 spectators in attendance -provide patron safety and policy enforcement -as the primary point of contact for most guests at events, provide outstanding customer service -interact with Department and patrons in a courteous and professional manner The Contractors performance in crowd management reflects directly upon the University of Oregon as a whole and the Athletic Department specifically. The Contractor providing crowd management services will accept immense responsibilities for patron safety, comfort, and enjoyment. Quality personnel, thoroughly trained in all aspects of customer service, crowd safety and control, are an absolute necessity for Department activities. Crowd management personnel will be expected to enforce Department policies with regard to game and event management, facility and patron safety. All personnel will be expected to be thoroughly trained in all aspects of the Departments policies and procedures. II. Guest Service The goals and responsibilities of the Contractor are expected to go beyond the traditional role of a crowd management provider. The Department requires a Contractor that embodies a larger focus on guest service, as a defining element for guests attending events at University of Oregon Athletic Department facilities. III. Qualifications of Contractors The Department will require that contractors demonstrate expertise and experience in the field of major spectator event crowd management and crowd control, and the ability to provide personnel who are thoroughly trained to facilitate crowd safety, control, and movement, and to respond to such emergencies as may occur. Proposals will be considered only from Contractors who meet the following minimum requirements: Contractors must have a minimum of three (3) years successful experience in the operation and management of crowd management services. Contractor must have a record of safe and satisfactory performance as evidenced by references and returned directly to the Department and received by the department by the closing date. Contractor must submit a list of all events worked and attendance in the last year. Department may contact any of these venues for references. Contractor must be able to provide a minimum of 450 trained personnel for any single event during the entire length of the contract. Contractor must have experience working at events with more than 20,000 spectators in attendance. Contractor must submit to the Department a detailed explanation of the Contractors philosophy and training procedures in the following areas, including copies of the training manuals and any other printed material: Definition of Guest Service Crowd control management Ticket taking and admission control Contraband identification, control and confiscation Emergency first aid procedures Evacuation procedures Contractor must submit to the Department a description of general hiring and recruiting practices, including their policy on background checks. Contractor must submit to Department details of a contingency staffing plan for inclement weather. Contractor must submit to Department a summary of key staff that will be assigned to Department events and their experience, levels of training and references. These key staff must be available, upon request, for interviews with the Department during this bid process. IV. Hiring University Student-Athletes Contractor must obtain clearance from the Department to hire any University Student-Athletes from the Department prior to actual hiring. Contractor will strictly follow all instructions given by the Department. Contractor will inform Department of intent to hire any Student-Athlete for any position prior to actual hiring. V. Scope of Services The services to be provided by Contractor shall include but not be limited to providing trained personnel as follows: Supervisors: Contractor must assign supervisors to each event with at least 4 years of direct management experience in crowd management services. The number of supervisors will range from 1-10 depending on facility and type of event. Usher: Uniformed attendant who aids guests by providing directional guidance between facility entry points and seating or other guest use areas. Crowd Control Attendant: Uniformed attendant who directs crowd movement, and enforcement of facility rules and regulations governing the event. Ticket Taker/Admission Control Attendant/Pass Door Attendant: Uniformed attendant who accepts tickets from guests, provides directional guidance and secures doors/gates from unauthorized entry; checks for contraband as established by the Department: monitors entry of persons, supplies and equipment into the facility through pass entry. Parking Entry Attendant: Uniformed attendant who accepts parking fees and monitors parking credentials. Attendant will provide general information to guests. Parking Attendant: Uniformed attendant who aids patrons by providing directional guidance while entering and/or exiting facility parking areas. Attendant monitors credentials distributed by the Department for reserved or special parking. Attendant secures area from unauthorized entry. Alcohol Monitors: Uniformed attendant who monitors the consumption and condition of legal age drinkers, regulates the laws of the State of Oregon covering under age drinkers, set up and enforced by the Oregon Liquor Control Commission. These attendants must be certified by a licensed OLCC instructor. Key positions shall be staffed by the same personnel event to event. These positions shall be identified by the Department prior to assignments being made by the Contractor. There must be staff in each facility area that are certified by the American Red Cross in primary first aid. Proof of certification must be presented upon request. These individuals shall be drawn from the personnel listed above in this section. The Department requires all employees to be trained in the layout of Department facilities and be generally informed of game day operations and activities. This information is provided by the Department to Contractor on an event by event basis. It is Contractors responsibility to distribute this information to all employees. Contractor will be expected to hold on-site training sessions twice yearly. Trainings are to familiarize employees with layout and policies specific to each facility, as well as to discuss guest service standards. These sessions will be at Contractors expense. Employees required to attend these sessions shall include primary supervisor, assistant supervisors, and all other key personnel who are responsible for training front-line personnel. VI. Contractors Work Schedule Contractor shall provide crowd management personnel as needed for UO Athletic events, activities and special events at all Department facilities. Required number of personnel varies from 1 to 450 depending on needs of the event. The approximate number of intercollegiate athletic events is 7 football games, 16 volleyball matches, 20 mens basketball games, 19 womens basketball games, 6 track meets, 30 baseball games and 60 various other events. Advance notice will be given to Contractor of additional events and activities. However, Contractor should be able to mobilize event services on short notice if circumstances occur in which the Department has also been given short notice. VII. Specifications Employees All employees shall be at least 18 years of age or older. All employees performing lead positions shall have at least 150 hours experience in crowd management services within the previous 18 month period. Also, all employees contracted to perform in a security capacity must possess the appropriate certification by the Oregon Department of Public Safety Standards and Training. Evidence of such training shall be provided upon request. When excess or emergency staffing is required, Contractor and Department shall confer as to placement of less experienced personnel. B. Uniforms All personnel shall be neatly and cleanly dressed in uniforms, kept in good repair, readily identifying them as Contractors employees from the front and as crowd management personnel from the front and back. All shirts and jackets shall have an identification number at least in height on the left chest. Uniform shall consist of tee or polo style shirt as described and long pants. There may be positions where blazers, dress shirts or blouses and slacks are required. Name tags may be required in specific venues. C. Appearance In an effort to project a uniform appearance which promotes safety for employees, instills confidence in guests, and enhances a team-work approach to guest service, the following guidelines will apply to all personnel. Grooming: Men clean shaven or neatly trimmed beard any mustache shall be neatly trimmed hair longer than shoulder length shall be braided or pulled back to center back nape in a ponytail and secured with a band hair shall be clean Women hair longer than shoulder length shall be braided or pulled back to center back nape in a ponytail and secured with band. hair shall be clean Accessories (men & women) earrings shall not exceed one pair, one earring in each lower ear lobe, no larger than stud size body piercing jewelry shall not be visible rings shall not exceed two bracelets shall not exceed two necklace(s) shall not be visible sunglasses shall be worn out-of-doors only and shall be non-reflective/no mirror finish only message buttons distributed by Department shall be visible only plain hats, hats representing Contractor or hats distributed by Department may be worn with bill forward D. Equipment Contractor shall supply all equipment and supplies necessary to provide crowd management services, including but not limited to rain gear and two-way communications equipment in minimum quantities as listed below. Personal restraining devices or any type of weapon is prohibited. The Department reserves the right to inspect and approve any equipment used in the performance of duties. Quantities: Contractor must have the ability to provide a minimum of thirty (30) radio communicators capable of providing private communications on at least three (3) separate licensed FCC frequencies. Shirts, jackets, raingear, etc. to equip 450 or more personnel Traffic control and safety vests and equipment, including but not limited to flash lights and directional flags for all traffic and parking staff. Vehicles to transport lead workers and area supervisors during parking, such as motorcycles, ATVs, golf carts, etc. Miscellaneous equipment may include barricades, cones, ropes, caution tape, etc. In addition to equipment specified above, Contractor shall supply and store up to 50 type 1 barricades, 150 traffic cones, 200 delineators and 75 stanchions for additional event management (i.e. Lane Transit District park & ride area). VIII. Licensing and Registration Contractor shall be responsible for being in compliance with all State laws and regulations regarding licensing and registration to provide crowd management service and otherwise conduct its operations. Proof of licensing and registration shall be available upon request. IX. Invoicing and Payment Contractor shall submit an itemized invoice following each event for services performed. Department shall make payment to Contractor in accordance with Departments regular payment procedure. X. Price Adjustment Prices shall be firm throughout the term of the contract, including extensions. No price changes will be allowed unless State minimum wage is increased during the term of the contract. If an increase occurs, Contractor will inform Department immediately of proposed adjusted wages based solely on the minimum wage increase and related payroll costs (FICA, medicare, etc). XI. Contact Persons Contractor shall designate at least one but no more than two persons responsible for Contractors work under this contract. Contractor shall provide to the Department the names, addresses, telephone numbers and email addresses of such person(s) and shall keep this information current at all times. XII. Performance Contractor shall perform all services required by this contract within the time specified, including extensions. All services shall be performed in a professional manner. Unless the means or methods of performing a task is specified elsewhere in the contract, Contractor shall employ methods that are generally accepted and used by the industry. Failure to meet the performance requirements of this contract shall constitute breach of contract. Department, upon written notice to Contractor, may cancel the whole or any part of this contract with no further liability or obligation to Contractor except payment for services previously and satisfactorily performed: If Contractor fails to provide the services required by this contract within the time specified or fails to perform any other provision of this contract; and If Contractor, after receipt of written notice from Department, fails to make corrections within the number of days specified in the written notice. The rights and remedies of Department provided in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law or under this contract. The Contractor shall abide by the attached University of Oregon Golf Cart Guide. XIII. Termination This contract, including extensions, may be terminated by Department at its discretion, upon 30 days written notice with no further liability or obligation to Contractor except payment for services previously and satisfactorily performed. XIV. Estimate of Purchase Department makes no guarantee as to amount or type of purchases to be made under this contract. This contract will not infer that the Department will schedule and pay 60,000 staff hours. XV. Estimates Not Binding Any estimate or other information provided by Department regarding this service is for information only and shall not be relied upon by any Contractor. By submitting a proposal, Contractor assumes all risk of personally investing the site and the conditions relating to the performance of this contract. Department neither represent nor warrants the accuracy of any estimate or information; and Contractor agrees to bear exclusive responsibility for, and to accept all risks associated with, its preparation of its proposal and the reasonable costs of the performance of this contract. XVI Insurance Requirements If Contractor is required to obtain liability insurance under the Insurance section of the Contract, Contractor will obtain comprehensive general liability insurance with a broad form CGL endorsement or broad form commercial general liability insurance, with a minimum combined single limit of not less than $1,000,000 for each occurrence and $2,000,000 aggregate covering bodily injury and property damage, and will include personal and advertising injury liability, products liability, and contractual liability coverage for the indemnity provided under this Contract. It will provide that University and officers and employees are additional insureds. Self-insured retentions may be acceptable in lieu of the above requirements. Any self-insured retentions must be declared to and approved by the University. University may require Contractor to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. If Contractor is required to obtain automobile insurance under the Insurance section of the Contract, Contractor will obtain commercial automobile liability insurance with a minimum combined single limit of $1,000,000 for each accident and $2,000,000 aggregate for bodily Injury and property damage, including coverage for owned, hired and non-owned vehicles, as applicable If insurance is required under the Contract, Contractor must provide proof of coverage in the form of a Certificate of Insurance, which proof must be received prior to Contractors use of the Facilities. The Description of Operations must include, University as an additional insured, using the exact language as follows: University of Oregon, their officers and employees. The Certificate of Insurance will provide that the insurance company will give a 30-day written notice to the University if the insurance is cancelled or materially changed. In addition to the Certificate of Insurance, if requested by University, Contractor will provide an endorsement from the insuring company, naming University as additional insured using the exact language as follows: University of Oregon, their officers and employees as additional insured. XVII. Employee Dishonesty and (when applicable) Money and Securities Contractor shall obtain, at Contractors expense, and keep in effect during the term of the contract, Employee Dishonesty, and (when applicable) Inside/Outside Money and Securities coverage for state-owned property in the care, custody and control of the Contractor. Coverage limits shall not be less than $25,000 per occurrence. The coverage shall include a loss payee endorsement naming the University of Oregon and its officers and employees as additional insured under the Contractors Employee Dishonesty policy. XIII. Price Information I, the undersigned, submit the following proposal for furnishing crowd management personnel and affiliated support to the University of Oregon Athletic Department, Eugene, Oregon, beginning July 1, 2012 or the first work day following the date of issuance of a Notice to Proceed, whichever is later, for the period of the contract, including all extensions. All work performed under this contract shall be paid on a flat rate basis as submitted by the Contractor. A change to the flat rate shall only occur in the case of an unanticipated change in the minimum wage. Estimated annual total number of staff hours: 60,000 Estimated annual total number of supervisor hours: 1,200 XIV. Award Procedures The Institution will evaluate each proposal received based on the selection criteria as follows: 1. Experience with relevant events 2. Training 3. Cost 4. External References 5. Years of crowd management experience. Proposers are urged to organize their proposal(s) in accordance with the Selection Criteria set forth above. The Institution may also consider and assess other factors, including but not limited to, information submitted in response to this RFP; best value; experience working with other organizations, including higher education institutions; financial condition of the proposer; resources of the proposer; and clarification provided in response to inquires by the Institution. The Institution may request to meet with the Proposer to discuss the submitted proposal.     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