ATTACHMENT A
Pennsylvania State System of Higher Education
Bloomsburg University of Pennsylvania
REQUEST FOR PROPOSAL
COMMENCEMENT CEREMONY RENTAL SERVICES
1 GENERAL INFORMATION
A. Purpose - This request for proposal #RO6851 provides interested vendors with sufficient information to prepare and submit proposals for consideration to the Director of Purchasing for rental service in connection with commencement ceremonies on May 7, 2011.
B. Response Date - This RFP is issued by Robert Hakim, Director of Purchasing at Bloomsburg University. He is the sole contact for the RFP (see exception below) and can be reached at 570 389-4311, To be considered, a printed copy of your proposal must be received by Monday, February 14, 2011. Late, incomplete or proposals sent via email or fax will not be considered.
1. Anne Broyan, Graduation Coordinator, 570 389-5338, , may be contacted by Monday, February 7, 2011 if you would like to review the event site or have specific questions regarding the event; after February 7 please contact Robert Hakim.
C. Economy of Preparation - Proposals should be prepared simply and economically, providing a straight-forward, concise, but adequate description of the vendor’s ability to meet the requirements of the RFP. All information required must be submitted with the proposal for consideration.
D. Evaluation Criteria
1. Cost
2. References/customer service
3. Quality of proposal/approach to handling the event/layout
4. Capabilities and experience
5. Pictures
Proposal - One original and four copies of your proposals should be sent to Robert Hakim, Director of Purchasing, Bloomsburg University, 400 East Second Street, Waller Administration Building, Room 38, Bloomsburg, PA 17815. On the outside of your proposal, indicate that it is a response to RFP RO6851, due 1 p.m., February 14, 2011.
2 TECHNICAL SPECIFCATIONS
A. General Specifications
1. Provide rental serviced including planning, set-up, installation and removal for this high-profile event to be held on the Academic Quad (see site and stage plan, Attachment B) and Nelson Field House (see floor plan, Attachment C), at Bloomsburg University of Pennsylvania in a prompt, professional manner and to provide all equipment necessary for this type of venue as outlined herein. The equipment listed below is what we feel is required; it is not intended to be all-inclusive.
2. Event – Saturday, May 7, 2011, Undergraduate commencement ceremonies; two ceremonies, 10 a.m. and 3:00 p.m, over by 5:30.
3. Set-up, install and strike all equipment. Set-up to be complete by 8 a.m. on May 7 and removal before 10 AM on Monday, May 9, 2011.
B. Nice Day Plan
1. One white tent, 40’ x 50’ frame, used to cover Student Services Center stage area with gable/cantilevered end to extend up to front step of stage.
2. One white tent, 15’ x 15’ frame, for use by Brass Quintet.
3. Provide one white tent 12’ x 12’ frame, for event operation. University IT personnel requires 12’ x 6’ for their operation, if sound people require additional space, a larger tent may be used.
4. Provide/install/remove special event flooring that will be solid and stable deck for disability seating of wheelchairs and also walkways. Criteria is for grass protection and safety of participants.
a) Require approximately 8’ x 600’ of walkways and 1,500 square feet of areas for wheelchair/disability seating.
b) Vendor to provide samples (for example, Event Deck Manufacturing ED1 system) of event decking/flooring at time of site visit for review and approval
5. 5,500 clean, white folding chairs.
6. Two bleachers 17’ x 45’, seating 250 each - please note: only two bleachers are required, not three per attachment B.
7. Sound system to provide complete and adequate sound to cover outdoor venue with seating for 5,500 to include:
a) Two-man crew, including operator, available on Saturday, May 7
b) All speakers (main/sub/secondary) to cover area with full-range reproduction. (Delay system will be required)
c) All amplification necessary to drive speakers
d) All speaker stands and dressings as required
e) All cables needed to create a full working system
f) Mixer and operator for event (with CD playback and record abilities)
g) Three lecterns to be approved by the university prior to delivery-one central lectern to be larger and more distinguished.
h) Minimum 18” gooseneck mic on each lectern with additional gooseneck or low profile (i.e. PCC) mic for backup use
i) Minimum of two lavaliere mics on standby
j) Minimum of two wireless Hand Held mics on standby
k) Additional vocal mic capable of reproducing a vocal quartet (from stage) complete with mic stand (this mic should be cordless)
l) Additional instrumental mics as necessary to reproduce brass quintet
m) Full stage monitor system for platform party and quintet (min. six speakers – two channels – NO hot-spot speakers.) Additional monitors on separate channel required for Brass Quintet as well
n) Cable troughs/masking as needed for safety and visual taste. This masking will include any facility cables that run in same path as well
o) Provide university with amount of voltage and amps that will be required. (If this request is excessive, seek university approval prior to submitting bid)
p) Provide for Emcee mic or talk-back mic at sound mix location for announcements as needed
q) Everything required (whether stated or not) to provide professional sound reinforcement for university commencement program, including a professional, finished look that is safe and secure
r) Complete sound system must be fully operational by 3:00 pm on Friday, May 6. Must be checked by a member of the Commencement Staff
C. Rain Day Plan
1. 1,800 18” chairs with protective caps on legs and clean. Vendor to supply sample for evaluation and approval.
2. Provide protective floor covering to cover wood gym floor for area 83’ x 105’ = 8715 sq ft.
3. Six floor fans to circulate air.
4. Supply full and complete audio system capable of providing ample sound for the venue and seating as described. Such system will likely require a minimum of two main source locations with a delay installed between them.
a) Supply 2 low profile wedge type speakers for the main platform, and 2 additional monitor speakers for the musical accompaniment group.
b) Supply all power necessary to provide this sound if power needs exceed 4 @ 20 amp 110vac circuits.
c) Distribution, cabling and safety will be the responsibility of the vendor.
d) The complete sound system and room setup must be fully operational by 3:00 pm on Friday, May 6. Must be checked by a member of the Commencement Staff.
5. Two lecterns must be supplied for main platform. Lecterns must be approved by the university prior to delivery. Photos (all sides) with dimensions will be acceptable.
6. Vendor must supply minimal / direct lighting for the main platform. Lighting should be unobtrusive and can be on a truss unit or booms.
a) Power/cabling and control for lighting are the responsibility of the vendor. Lighting must be capable of highlighting the front ¾ of the main platform evenly and completely.
b) Vendor should provide a generator for lighting power. Generator will be positioned outside of the building. Generator may be used for vendor sound as well.
7. Vendor is to supply black duvetyn or commando cloth curtains at least 12’ high the entire visible width of the wall behind the stage. This curtain will extend beyond the ends of the stage. Installation, pipe and bases are likewise the responsibility of the vendor. 8’ high curtains are UNACCEPTABLE.
3 INFORMATION REQUIRED IN PROPOSAL RESPONSE
A. To enable Bloomsburg University to evaluate all proposals on an equal basis, the following are required from each vendor submitting a proposal:
B. A description of the vendor’s capabilities, prior experience and examples of similar events, preferably in higher education.
C. A detailed proposal and timetable describing how the vendor will approach this event.
D. Cost data enclosed in a SEALED ENVELOPE and submitted as a separate item with the proposal packet. All costs should be accurate and comprehensive, inclusive of all costs involved. Except to the extent the University agrees otherwise in writing, any cost, expenses or components not stated in the response shall be the Proposer’s responsibility, and not that of the University. Cost data will not be reviewed until the technical evaluation is complete.
1. Provide a net deduct, from the overall price, to omit the rain day plan from your proposal. At this time, it is the intention of the university to have ceremony rental services in place for both plans on Saturday May 7th. However, due to budgetary restraints it may be necessary to omit the rainy day plan. This decision will be made in February at the time the RFP is awarded.
2. In your proposal, please provide separately any additional considerations with the associated cost which you feel would be helpful or necessary for the success of this event. The cost for this section will not be included in the evaluation of the cost, but may be added to the cost of the event after the evaluation has been completed.
E. Provide references from three organizations with whom you have worked in the last three years in an event of similar size and scope. Please include a name and phone number for reference.
F. Provide sketch/drawings showing the proposed layout for all equipment.
G. Provide pictures or video of all chairs, bleachers, lecterns, stage cover that will be used for this event
H. Proof of liability insurance as required in Attachment D, section 1.1 D. Failure to provide this information could be cause to reject your bid.
I. Include any information that will aid in the evaluation of your bid response
4 TERMS AND CONDITIONS
A. Bloomsburg University of Pennsylvania is an agency within the Commonwealth of Pennsylvania. Attachments E contains the contractual terms and conditions for the Commonwealth of Pennsylvania. A response to this RFP will demonstrate your acceptance of these terms. These documents will be used to form the contract between Bloomsburg University and the vendor who will be awarded this RFP; it does not have to be completed with your RFP response.
B. To be considered, you must submit a complete response to this RFP providing all the information required. Submittals must be signed by an official(s) authorized to bind the company to the provisions in this RFP and the submitted response.
C. The contents of this RFP, the vendor’s response and all addenda will become part of the contractual documents insofar as any such terms may be superseded by the final written agreement.
D. Bloomsburg University encourages responses from small firms, minority firms, women owned firms, and firms which have not previously worked with Bloomsburg University and will consider joint ventures which will enable these firms to participate.
E. All responses to this procurement opportunity are subject to the Pennsylvania Right-to-Know Law, 65 P.S. §67.101 et seq., (Act 3 of 2008). The Right-to-Know Law permits any requestor to inspect and/or copy any record prepared and maintained or received in the course of the operation of a public office or agency that is not subject to the enumerated exceptions under the law. If your response to the procurement opportunity contains a trade secret or confidential proprietary information, you should include with your response a separate signed written statement to that effect. Should your response become the subject of a Pennsylvania Right-to-Know Law request, you will be notified by the procurement office to identify all trade secrets or confidential and proprietary information that is included in your response. The agency will then determine whether the claimed trade secret or confidential and proprietary information is subject to disclosure.
F. Distribution and replication of this RFP is permitted only with written approval from the University.
G. The University is not liable for any costs incurred prior to issuance of a contract. The vendor may also be requested to make an oral presentation by the University. The purpose of such a presentation is to provide the vendor an opportunity to elaborate on their qualifications to insure thorough mutual understanding. Any oral presentation will also be at no cost to the University.
H. The University reserves the right to reject any and all responses received as a result of this RFP.
I. Timely information on filing a bid protest may be found at http://www.bloomu.edu/departments/purchasing/TermsConditions.htm or by calling the purchasing office, 570 389-4311
J. The University will award this contract to the lowest responsive responsible vendor and shall have the right to waive technical defects if in the best interest of the Commonwealth.
K. Payment Terms – full payment upon successful completion of this contract, net 10 days
L. A site map of Bloomsburg University is available from http://www.bloomu.edu/current/parkmap.php.
M. Certificate of insurance – Attachment D