Football Stadium – Shading Structures/Awnings UNC Charlotte Department: Venue Management/Athletics

University of North Carolina at Charlotte

REQUEST FOR INFORMATION RFI #66-150060JV

Issue Date: Feb. 19, 2015

Submissions will be received until 2:00 PM, March 19, 2015

Direct ALL inquiries concerning this RFI to: Josh Van Dyck [email protected]

Deadline for questions: March 4, 2015 2:00 PM

SEND ALL INFORMATION TO THE BELOW ADDRESS:

RFI # 66-150060JV UNC Charlotte Purchasing Department (Reese Bldg.) 9201 University City Blvd Charlotte, NC 28223

Instructions to Respondents

1. UNC Charlotte is not obligated to any course of action as the result of this RFI. Issuance of this RFI does not constitute a commitment by UNC Charlotte to issue a Request for Proposal or to award any contract. 2. All responses, inquiries, or correspondence relating to or in reference to this RFI, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by respondents shall become the property of the University when received. 3. UNC Charlotte will not pay for any information herein requested, nor will it be liable for any other costs incurred by any respondent related to the preparation or delivery of the response to this RFI. 4. By submitting a response, respondent agrees that UNC Charlotte may copy the response information for purposes of facilitating review or to respond to a formal public records request. The respondent consents to such copying by submitting a response and warrants that such copying will not violate the rights of any third party. UNC Charlotte will have the right to use ideas or adaptations presented in the response. 5. Any request for confidential treatment of information must be included in a cover letter with the respondent’s RFI response. The request must also include the name, address, and telephone number of the person authorized by the respondent to respond to any inquiries concerning the confidential status of the materials. All materials which are requested to be held confidential are to be marked confidential. 6. Ideas, approaches, and options presented by respondent may be used in whole or in part by the University in developing a Request for Proposals (RFP) should the University decide to move forward with seeking outside services. Further, combinations of ideas from various respondents may also become part of an RFP, based on the consideration of the various submissions and the needs of the University, which may differ from respondent’s experiences in other places. 7. This solicitation is simply a request for information that addresses the questions posed below. Please do not submit any proposed solutions or pricing with your response to this RFI. 8. As part of your response to this RFI, please feel free to include any additional comments or suggestions that your company believes would be helpful.

Section I: Introduction

The University of North Carolina at Charlotte was established in 1965 by the North Carolina General Assembly which transformed Charlotte College, with beginnings in 1946, into a campus of The University of North Carolina. It is organized into the following seven colleges: College of Arts & Architecture, College of Liberal Arts & Sciences, College of Business, College of Education, College of Engineering, College of Health and Human Services, and the College of Computing and Informatics. It offers a broad array of degree programs at the undergraduate, graduate, and doctoral levels and also in graduate certificate programs Enrollment is approximately 27,000 with 19 percent of the students pursuing graduate degrees. The University is expected to reach enrollment of 35,000 students by the year 2020. Jerry Richardson Stadium, a 15,000-seat facility that was built so that it is expandable to 40,000 seats, houses the 49ers football program which took the field for the first time in the inaugural 2013 season. The Football Stadium Complex includes the 15,000 seat Jerry Richardson Stadium, the Judy W. Rose Football Center, McColl-Richardson Field and two practice fields. A 6,636 square-foot press box, complete with media seating, a university box and television and radio booths adorn the west sideline at the concourse level. The field house includes coaches offices and meeting rooms, locker rooms and weight and training rooms as well as a 1,920 square-foot Academic Center, a 2,757 square-foot tiered classroom and a 5,947 square-foot Championship Terrace. McColl-Richardson Field, the approximately 98,000 square-foot stadium field, is a synthetic playing surface with inlay graphics and lines. A full-length practice field and an 80-yard practice field are set off the east entrance. The Bermuda turf sod practice fields total approximately 145,000 square feet.

Section II: Purpose

The University of North Carolina at Charlotte, hereinafter referred to as ‘University,’ seeks information through this Request for Information (RFI) to define the methodology, time, resources, tools, etc. that should be included in a future Request for Proposals (RFP) that will be issued to address shading structures for Jerry Richardson Stadium. The University may choose to issue an RFP to obtain these services, however, this RFI is not a guarantee that an RFP will be issued for some or all of the services about which ideas and approaches are being sought. This is a request for information only and not an offer to contract; an RFP may or may not follow this RFI.

Section III: Scope

The University is interested in collecting information from external contractors, also referred to as ‘respondents,’ about how best to meet the objective and goals stated below. Respondents should submit information that will meet or exceed requirements stated in this document.

Overview: The University is seeking attractive shading structures for Jerry Richardson Stadium to cover areas of the exposed concourse and Championship Terrace areas. Shading will be used for home football games, as well as for potential rental events at the stadium. We prefer that these not be permanent structures, and we would like to minimize alterations to the existing stadium structure. Ideally we would like for a potential shading contractor to be able to provide install, breakdown and removal when not in use, storage when not in use, and all maintenance.

Purpose: The purpose of the shading structures will be to protect fans and staff from weather conditions. In addition to being functional, the shading structures should also be visually pleasing to the eye. The

primary considerations will be quality and effectiveness of product, quality of service, and economy of price to the University.

Materials/Type of Structure: We would like for potential suppliers to suggest the type of structure and materials to be used, based on the criteria described in this document. We would also be interested in having the shading materials in University colors (green, gold, and white) or complimentary colors. We would also have interest in adorning the shading materials with the 49ers logo, however this is not necessary, especially if costs increase due to the additional graphics.

Rent vs. Purchase: The University is interested in either rental or purchasing options. However in either case, the University would prefer that the vendor provide storage for the materials when not in use but it is not required. We would like to know the space needed to store the materials as the stadium does not have adequate storage space available.

Height of Structures: Please recommend a suggested height for installation.

Storage Spaced Needed: Please let us know approximately how much storage spaced will be needed for the structures and materials.

Specific Areas to Shade: A. First Aid/Player Guest Check-in, left of Gate 1 o The stadium currently uses a 10x20 foot tent in this area. B. West Concourse – between building 2B and the Press Box C. West Concourse – between building 2A and the Press Box D. West Concourse – between building 4A and the Press Box E. Current Tent/Canopy Locations (See Appendix A for locations.) o The stadium currently uses 10x20 foot tent outside of Gate 1. o The stadium currently uses a 10x10 foot tent outside of Gate 2. o The stadium currently uses a 10x10 foot tent just inside Gate 3 o The stadium currently uses a 10x20 foot tent outside the commissary entrance. F. First Aid, near Commissary o The stadium currently uses a 15x30 foot area for first aid. The area is reduced for cooler games to 15x15. G. East Concourse – north of Gate 4 o The stadium currently has a 30x55 foot tent in this area. H. East Concourse – south of Gate 4 o There is currently nothing in this space. I. Championship Terrace o This is the focal point for the stadium and requires an especially attractive treatment. Product should provide shade but also provide rain protection. o The Championship Terrace currently uses two 20x30 tents and two 20x20 tents on the terrace with one tent of each on either side of the brick entry way. See Appendix A for layout. o The Championship Terrace receives more frequent use and a permanent structure is an option here. We think an awning attached to the brick that can be raised and lowered on an as needed basis could work best; however other options temporary and permanent will be considered.

Open Areas Not to be Shaded: A. Areas immediately inside the gates/important to ingress and egress of the stadium B. Areas in front of point of sale locations at concession and merchandise pods C. Areas that need to remain clear due to fire safety regulations 4

3rd-Party Engineering Analysis: The University is interested in knowing if additional services, such as engineering analysis by a 3rd-party engineering firm, will be necessary, in particular if minor alterations are needed to existing structures.

Schedule: Structures need to be in place by mid August, 2015. We intend to leave the structures in place for the entire home football season, and then have them taken down and stored by the supplier during the offseason. Stadium Diagram and Photos: Please see appendices below to see views of stadium and shaded areas. For cardinal directions, see stadium architectural drawing below.

Your Response: Please provide a response containing your suggested solution to the needs described above. Please include the following information if possible: o Method and materials suggested for both concourses and Championship Terrace o Amount of alterations to existing structures needed o Recommendation for renting versus purchasing o Options for customization (colors, logos) if applicable o Timing – how long does install take, etc. o Storage capabilities o Examples of other similar successful implementations o Pictures of similar installations to what you are recommending o Life expectancy of product Section IV: Submission

Content and Format The University expects a concise and detailed response to this RFI. Your response should outline options and approaches the University may wish to consider should it decide to proceed in seeking analysis, design, and implementation of shading structures for Jerry Richardson Stadium. Respondents are encouraged to suggest additional options or ideas that should also be considered, even if they are not specifically outlined in the scope of this RFI, if the respondent considers these to be essential to drive innovation, improve performance, and achieve maximum cost savings. Please also include a brief executive summary of your company with your submission.

Respondents shall submit their information packet via one (1) paper, hard copy and one (1) electronic copy on a USB thumb drive or CD no later than 2:00 PM, March. 6, 2015. Submissions should be clearly labeled with the RFI number and sent to the address listed on page #1 of this document. If the respondent fails to provide pieces of requested information, the University may, at its sole option, ask the respondent to provide the missing information, or may evaluate the submittal without the missing information.

APPENDIX A - STADIUM MAP/CURRENT TENTED AREAS

APPENDIX B - STADIUM PICTURES

The above picture shows the West Concourse between buildings 2A and 2B. The distance between the two buildings is 36’.

The above picture shows the West Concourse between building 2B and the south end of the Press Box. There is 57’ 6 ¼” feet between the two buildings. On gameday there are typically mobile concession units and waste receptacles in this area.

The above picture shows the West Concourse between the Press Box and buildings 2A and 4A. There is 33’ 6 ½ “ feet between the Press Box and buildings 2A and 4A which you see on the left. The length of the Press Box is 172 feet.

The above pictures show the West Concourse just north of the Press Box. This is another high traffic area on gameday that holds mobile concessions units and waste receptacles. 8

This picture shows the West Concourse between the north end of the press box and Building 4B. This area is a high traffic area on game days with mobile concession units and waste receptacles in the area. There is 72’ 2” feet between the Press Box and Building 4B.

This picture shows the Northeast Concourse. Per the map in Appendix A, we have a First Aid Tent in this location. There is 65’ 2” feet from the corner of the fence to the Commissary.

The above picture shows the East Concourse which is the most open area of the stadium. On gamedays we have a large tent to protect the fans from the heat in this location. Please see the map in Appendix A. Mobile concession units, sponsor tents and waste receptacles are also place in the area. There is 81’ feet between the buildings and the top of row of seat and 194’ feet from the north end of building 6A to the south end of 6A.

This picture shows the southern part of the East Concourse just before building 8B. There is 37’ 10 ¼” feet between buildings 8A and 8B. 10

APPENDIX C - CHAMPIONSHIP TERRACE

The Championship Terrace’s 5,947 square feet of space holds recruiting and donor meals on game days. We currently place two, 20x30 tents and two 20x20 tents in this space to protect the food and guests from the elements. One of each tent is placed on either side of the brick entry into the Judy Rose Football Center. See Appendix A.

This picture shows the Championship Terrace from the West, which is also the main point of entry for the donor guests. The terrace forms the south part of the concourse and faces north towards the bulk of Jerry Richardson Stadium. 11