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Texas A&M University Texas A&M University RFP Main #21-0030; Special Effects for Sporting Events Page 1 of 21 DIVISION OF FINANCE Procurement Services REQUEST FOR PROPOSAL Special Effects for Sporting Events RFP Main #21-0030 PROPOSAL MUST BE RECEIVED BEFORE: 2:00 p.m. CST on June 28, 2021 MAIL PROPOSAL TO: HAND DELIVER AND/OR EXPRESS MAIL TO: Texas A&M University Texas A&M University Procurement Services Procurement Services P. O. Box 30013 Purchasing & Stores Building College Station, TX 77842-3013 Agronomy Road 1477 TAMU College Station, TX 77843-1477 Show RFP Number, Opening Date and Time on Return Envelope NOTE: PROPOSAL must be time stamped at the Texas A&M University Department of Procurement Services before the hour and date specified for receipt of proposal. Sealed proposals will be received until the date and time established for receipt. REFER INQUIRIES TO: Patty Winkler, C.P.M. Assistant Director Texas A&M University Procurement Services email: [email protected] PO Box 30013 Purchasing & Stores Building College Station, TX 77842-3013 Agronomy Road Phone 979-845-4570 1477 TAMU Fax 979-845-3800 College Station, TX 77843-1477 Texas A&M University RFP Main #21-0030; Special Effects for Sporting Events Page 2 of 21 Table of Contents SECTION 1. INTRODUCTION 1.1 Introduction 1.2 Brief History and Current Organization 1.3 Scope of Work 1.4 Award 1.5 Schedule of Events SECTION 2. REQUIREMENTS 2.1 Technical Proposal 2.2 References SECTION 3. GENERAL INFORMATION 3.1 Submittal Deadline and Location 3.2 Submittal Instructions 3.3 Texas A&M Contacts 3.4 Inquiries and Interpretations 3.5 Electronic State Business Daily Website 3.6 Open Records 3.7 Terms and Conditions 3.8 Proposal Components SECTION 4. GENERAL TERMS AND CONDITIONS 4.1 General 4.2 Final Review and Approval 4.3 Definitions 4.4 Time of Performance 4.5 Default 4.6 Termination 4.7 Agreement Amendments 4.8 Independent Vendor Status 4.9 Right to Audit 4.10 Sales and Use Tax 4.11 Observance of Texas A&M Rules and Regulations 4.12 Non-Disclosure 4.13 Publicity 4.14 Severability 4.15 Non-Waiver of Defaults 4.16 Governing Law 4.17 Intellectual Property 4.18 IT Accessibility SECTION 5. CONTRACTUAL REQUIREMENTS 5.1 Texas Public Information Act 5.2 Insurance Requirements 5.3 Indemnification 5.4 Other Benefits 5.5 Alternative Dispute Resolution 5.6 Prohibition Involving Human Trafficking 5.7 Not Eligible for Rehire 5.8 Boycotting Israel 5.9 Business with Certain Countries & Organizations 5.10 Billing Resolutions Texas A&M University RFP Main #21-0030; Special Effects for Sporting Events Page 3 of 21 5.11 Payment SECTION 6. EXECUTION OF OFFER 6.1 Proposer Affirmation 6.2 Texas Family Code Section 231.006 6.3 Substitute W-9 6.4 Direct Deposit 6.5 Signature SECTION 7. RESPONDENT’S QUESTIONAIRE/COMPANY EXPERIENCE 7.1 Company Profile SECTION 8. PRICING SECTION 9. EVALUATION CRITERIA FOR AWARD 9.1 Evaluation Information 9.2 Demonstration/Presentation 9.3 Evaluation Criteria and Weights SECTION 10. NON-COLLUSION AFFIDAVIT Appendix A – Insurance Requirements Texas A&M University RFP Main #21-0030; Special Effects for Sporting Events Page 4 of 21 SECTION 1 INTRODUCTION 1.1 Introduction Texas A&M University, subsequently referred to as Texas A&M, Athletics is seeking competitive proposals and intends to enter into an agreement with a partner to Furnish Special Effects at all home football games/events in Kyle Field as well as additional home A&M Athletics events needed (inclusive but not limited to soccer, baseball, softball, track & field, basketball, etc.). By submitting responses, each respondent certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed. Each respondent also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Respondent. RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED. 1.2 Brief History and Current Organization Texas A&M Established in 1876, Texas A&M has since grown to become a world leader in teaching, research, and service, with an international reputation for excellence in both academics and athletics. With an enrollment of more than 70,000+ students at the main campus in College Station, Texas A&M is the fourth largest among U.S. universities and graduates more than 17,000 students each year. More than half of the university’s 400,000 alumni, known as “former students,” have graduated since 1999, reflecting Texas A&M’s mercurial growth. Our athletics department is committed to building champions through academic achievement, athletic excellence, and national recognition of student-athletes, teams, and programs. We are a proud member of the Southeastern Conference, with more than 650 Texas A&M student-athletes competing at the NCAA Division 1-A level in 20 varsity sports. Texas A&M’s Kyle Field has been the home of the Aggie football team since 1905.Over a two-year span (2014-15), Kyle Field underwent one of the largest and most extensive redevelopment projects in the history of collegiate athletics. The redeveloped Kyle Field features an expanded seating capacity of 102,733, making it one of the five largest stadiums in collegiate football. The $485 million redevelopment was completed in two phases and made its debut for the 2015 season. The Aggies have welcomed more than 100,000 fans per contest to Kyle Field since the start of the 2014 season, including the stadium record of 110,633 for the Ole Miss game on Oct. 11, 2014. Prior to the redevelopment, the most recent major improvement was the $32.9 million north end zone expansion, which was completed in 1999. The formation of the Bernard C. Richardson Zone raised Kyle Field’s capacity to 82,589. “The Zone” opened at full capacity for the first time for the annual Texas A&M-Texas grudge match in 1999 and a then state- record football crowd of 86,128 watched the Aggies tally a hard-fought 20-16 victory over the archrival Longhorns. The stadium record was broken six times since the 1999 game and stood at 90,079 (9-6 win over Nebraska in 2010) prior to the redevelopment. Kyle Field was named for Edwin Jackson Kyle, who served as Texas A&M’s dean of agriculture and athletic council president. Kyle donated a 400 x 400-foot area of the southern edge of campus that had been assigned to him for horticultural experiments. The permanent seating on the east and west sides of Kyle Field were added in 1927 and the horseshoe was completed in 1929. The stadium was expanded in 1967 to include two decks of grandstands, and the third decks were added to the east and west sides in 1980. The Aggies played on grass through the 1960s, but A&M became one of the many schools that switched to artificial turf in the early 1970s. Grass returned to Kyle Field in 1996 and the Aggies currently play on grass. 1.3 Scope of Work Texas A&M University, subsequently referred to as Texas A&M, Athletics is seeking competitive proposals and intends to enter into an agreement with a partner to Furnish Special Effects at all home football games/events in Kyle Field as well as additional home A&M Athletics events needed (inclusive but not limited to soccer, baseball, softball, track & field, basketball, etc.). Available services are inclusive of CO2/Cryo/Fog, pyro, confetti and fireworks. Texas A&M University RFP Main #21-0030; Special Effects for Sporting Events Page 5 of 21 Specifications/Requirements • Dates of Service – all home football games at Kyle Field during the Fall season and annual Spring game as requested. Service shall also be made available for additional A&M Athletic regular season sporting events when needed. • All special effects services scheduled must be in place and tested a minimum of one (1) hour prior to venue gates opening. • The following shall be the minimum equipment requirement for each home game: Six (6) CO2 Cryo Jet Heads (hoses and tanks) with a minimum of two (2) 8ft truss Two (2) high output fog machines Open to substituting nitrogen for CO2 effects; depending on cost Two (2) technicians on-site to execute requested services that are SEO licensed for pyrotechnics and FEO licensed for flame effects. • All licensed pyrotechnicians must have at least two (2) years of experience relevant to the effects used. • Shall provide qualified pyrotechnicians who will deliver, setup, execute and take down the pyrotechnic display, in addition to conducting an after-display search of the grounds in an effort to locate and dispose of any unexploded fireworks. • Pyro flame effects from a minimum of two (2) on-field boxes with custom A&M branding. Flame units must: Be battery operated and capable of self-contained operations in excess of 12 hours. Be operated wirelessly with system containing unique frequencies and wired operation as backup method. Be capable of visual warning mode with armed. Have moisture resistant circuitry, capable of operating in high humidity & rainy environments. Contain two (2) electromagnetic valves connected in series for additional system safety. Not have a standing pilot and must produce effect using direct-spark technology. Be capable of multiple equipment mounting options (base, truss, speaker stand, etc.).
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