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Eastern Michigan University of Connecticut REQUEST FOR PROPOSAL For Event Staffing RFP# KA051908 Issue Date: 5/19/2008 Mandatory Pre-Proposal Conference: Tuesday, June 3, 2008 @ 10:00 AM (EDT) Proposal Due Date: Wednesday, June 18, 2008 @ 2:00 PM (EDT) Issued by: Kristin Allen University of Connecticut 3 No. Hillside Road, Unit 6076 Storrs, CT 06269-6076 Email: [email protected] Fax: (860) 486-5051 ________________________________ Name of Vendor Table of Contents Section Item Page Numbers 1 Introduction and Demographics 3 2 Definitions 4 3 Scope 5 – 8 4 Terms and Conditions 9 – 22 5 Specifications & Proposal Requirements 23 – 45 6 References 46 - 48 7 Agreement Format 49 – 54 8 Form of Proposal/Pricing 55 – 56 9 Commission on Human Rights and Opportunities Contract Compliance Regulations - Bidder Contract Compliance Monitoring Report 57 – 60 10 SEEC Form 11 61 Governor’s Memorandum – State Ethics Policy 62 Directions 63 Attachments: Non-Discrimination Certification (Corporate) Non-Discrimination Certification (Individual) Form 1 – Gift and Campaign Contribution Certification Form 5 – Consulting Agreement Affidavit Form 6 – Affirmation of Receipt of State Ethics Law Summary 2 Section 1 Introduction and Demographics Introduction: The University of Connecticut (“UConn”) located in Storrs, CT is interested in receiving proposals from qualified and experienced providers for the provision of stadium and parking services at University of Connecticut athletic events. UConn will pursue cost effective proposals for the provision and management of ushers, stadium attendants, ticket takers, and parking lot attendants for selected events in UConn’s Harry A. Gampel Pavilion, George J. Sherman Family Sports Complex, Morrone Stadium, and the Mark A. Freitas Ice Forum. The events to be covered are men’s basketball, women’s basketball, field hockey, women’s lacrosse, track and field, women’s soccer, men’s soccer, women’s ice hockey, men’s ice hockey, as well as various special events held by any department at the University of Connecticut that requires these types of services. The required services will vary depending upon each game being covered. The service schedules will begin with the Fall seasons. Additional locations and/or sports/events may be added during the term of the contract. This Request for Proposal is part of a competitive procurement process, which helps to serve the best interests of the University of Connecticut. The Request for Proposal format is being used in this request rather than the “Request for Quotation”. The “Request for Quotation” (bid) format is used when goods or services being procured can be precisely described. Price is generally the determining factor in the award. With a Request for Proposal, price may or may not be the determining factor. The award made to the vendor whose proposal is determined to be the most advantageous to the University of Connecticut taking into consideration the evaluation factors set forth in the Request for Proposal. Demographics: The University’s main campus in Storrs provides high quality educational resources to 16,348 undergraduate students and over 4,000 graduate students. There are over 11,000 students living on campus in 72 residence halls. Approximately 5,500 people are employed at the Storrs campus, making it a community of over 22,000 people. 3 Section 2 Definitions 2.0 "Campus" means University of Connecticut Storrs Campus, including but not limited to any and all athletic facilities, business offices, student facilities, including residence halls, University owned apartments, classrooms, restaurants, concession stands, snack bars, convenience stores and dining halls, in any and all other buildings or facilities which currently comprise the campus of the University of Connecticut, or which may be acquired or constructed during the term of the anticipated Event Staffing Agreement and which are operated by, or directly in conjunction with, the University. 2.1 The word "University", or "UCONN", or a pronoun used in its place shall mean the University of Connecticut main campus at Storrs, Connecticut. 2.2 "Supplier", “Contractor”, “Vendor”, “Provider” and "Respondent" refer to a Company responding to this Proposal. 4 Section 3 Scope 3.0 Scope: The University of Connecticut is seeking proposals from qualified vendors to provide the University with Event Staffing services at its main campus in Storrs, Connecticut. 3.0.1 We are requesting that each respondent provide a plan to support its proposal, as discussed in greater detail in the following pages. 3.0.2 The expectations and rights of each party should be anticipated, identified and reviewed at the outset and throughout the Event Staffing Agreement to create and continue a positive, productive and lasting relationship. 3.1 General: The University anticipates an Event Staffing Agreement which is expressly conditioned upon the performance of the Event Staffing supplier's obligations and commitments as identified in the anticipated agreement. 3.3 Value: Fiscal year 2008 expenditures are estimated at $240,000.00 for these services which are currently provided in-house. 3.4 Term of Contract: The term of any contract resulting from this RFP will be one (1) year: August 1, 2008 – July 31, 2009. By mutual written agreement of both parties, this contract may extend for four (4) additional one (1) year periods or parts thereof. Such intent to renew shall be conveyed in writing by the Purchasing Department to the vendor ninety (90) days prior to the effective date. 3.5 Service Commencement: The service commencement date shall be August 1, 2008 or when an agreement is fully and duly executed. 3.6 Terms and Conditions: The terms and conditions should be reviewed very carefully to ensure full responsiveness to the RFP. 3.6.1 The anticipated Event Staffing Agreement will be, in form and substance, consistent with applicable University policy, regulation, and State of Connecticut statutes and regulations regarding the creation and execution of such Contract. The failure of any respondent to receive or examine any contract, document, form, and addendum or to visit the sites and acquaint itself with conditions there-existing will not relieve it of any obligation with respect to its proposal or any executed contract. The submission of a proposal shall be conclusive evidence and understanding of the University's intent to incorporate such terms and conditions into the Event Staffing Agreement. 3.7 Specifications: The RFP including specifications in Section 5 must be responded to on a point by point basis so the University can evaluate how the respondent plans to meet these requirements. Respondents must use the RFP numbering scheme in their response to allow for efficient evaluation. See 3.10.3 for additional details. 3.8 Estimated Timetable: The following schedule will apply to this RFP. Release of RFP 5/19/2008 Mandatory Pre-proposal Conference 6/3/2008 @ 10:00 AM (EDT) Closing Date for Inquiries 6/10/2008 Submission of RFP due 6/18/2008 @ 2:00 PM (EDT) Anticipated Award Date August 1, 2008 5 3.9 Inquiries: Direct all inquiries relative to the conditions and specifications listed herein to: Kristin Allen University of Connecticut Purchasing Department 3 North Hillside Road, Unit 6076 Storrs, CT 06269-6076 Email: [email protected] Fax: (860) 486-5051 3.10 Submission Format: The following process so described is intended to ensure that all Respondents have equal access to information relative to this RFP. No information communicated verbally shall be effective unless confirmed by written communication from the Purchasing Department of the University of Connecticut. In all cases, no verbal communication will override written communications and only written communications are binding. 3.10.1 An original and six (6) copies of the proposal must be submitted in a sealed envelope to the address below. The sealed parcel shall further be identified with the name and address of the bidder and the designation “RFP# KA051908– Event Staffing Proposal.” University of Connecticut Purchasing Department Attention: Kristin Allen 3 North Hillside Road Unit 6076 Storrs, CT 06269-6076 On or before 2:00 p.m. on Wednesday, June 18, 2008 @ 2:00 PM (EDT) Any RFP proposal received after that date and time will not be considered and will be returned to the sender unopened. 3.10.2 Proposals should be presented in a format that can easily be incorporated into a contract between the respondent and the University of Connecticut, encompassing the guidelines detailed in the Request for Proposal as required by the University. Faxed proposals will not be accepted. 3.10.3 Each proposal must include a table of contents with page numbers for each of the required components of the proposal. 3.10.4 Pricing will be indicated on the Form of Proposal. 3.10.5 All required signatures must be affixed where applicable. 3.10.6 Each proposal must include the following or shall be deemed non-compliant: 3.10.6.1 An original and six (6) copies of the complete proposal response; 3.10.6.2 An exact copy of the "Form of Proposal"; 6 3.10.6.3 A comprehensive point-by-point response to all items listed herein, where applicable; 3.10.6.4 A completed "Bidder Contract Compliance Monitoring Report”; 3.10.6.5 Signature Authorization Documentation as discussed in Section 4.6; 3.10.6.6 Minimum of five (5) references – including email addresses; 3.10.6.7 All applicable mandatory Affidavits as discussed in Section 4.35; 3.10.6.8 Non-Discrimination Certification as discussed in Section 4.36. At the specified time stated in 3.10.1, all proposals received as stipulated, shall be publicly opened and dated. However, due to the complexity of the bid, only the names of the respondents will be read as no immediate decision will be made. All information will be confidential until after review and action by the Evaluation Committee.
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