Event Tents & Table Services RFP

Background:

From September 23 – October 1, 2017, theWorld Rowing Championships, an international Rowing Regatta organized by FISA (the International Rowing Federation), will be held at Nathan Benderson Park, in Sarasota-Bradenton, Florida. Thisweeklong event is held at the end of the northern hemisphere summer in non-Olympic years and it is the highlight of the international rowing calendar. Rowing takes place in 21 different boat classes for both men and women.

In the forty-eightyears of the event’s existence, the United States has hosted only one World Championship in 1994 at Indianapolis, IN. Twenty-three years later, Sarasota-Bradenton will represent the United States as the host of the 2017 World Rowing Championships.

  1. Objective:
  1. The 2017 WRCHLocal Organizing Committee (LOC) areseeking proposals from qualified vendors to provide temporary tent structures, tables, chairs, any additional supplies and labor for the duration of the event.
  1. Contact Information

The sole point of contact for this Request for Proposal is:

Russ Yurk

Director of Operations

  1. Proposal Conference

A proposalconference and walk through of the facility can be held at the venue if requested.

  1. Written Questions

Any questions concerning this request for proposals must be submitted via emailto the contact informationaboveno later than 5:00 p.m. Monday, November 21, 2016.

  1. ProposalSubmission Date

Proposalsmust be received by the 2017WRCH LOCat the provided contact informationprior to 5:00 p.m. eastern daylight time on Monday, December 5, 2016. Any proposalreceived after this time will not be considered.

  1. Post-ProposalInterview/Presentation

After the proposalsare received, tabulated, and evaluated by the 2017 WRCH LOC, certain bidders may be askedto meet for a proposalInterview/Presentation.

The post proposalinterview may include, but not limited to, a review of the Bid, Alternate Pricing, Unit Pricing, Financial Ability of Bidder to perform the scope of services requested and Bidders approach to the Work. The 2017 WRCH LOCreserves the right to have the Bidder submit further clarification on questions by writing. The 2017 WRCH LOCwill score proposals on a point system, with some criteria being graded on a pass/fail basis. Proposers who fail any criteria may have their proposal rejected.

  1. Scope of Work:
  1. Provide all tents and related structures as outlined in the tent and building structure needs throughout Regatta Island and Champions Row.
  2. Ensure that all structures meet or exceed local ordinances regarding wind load, fire regulations and other safety guidelines. Make all changes requested by government inspectors as needed.
  3. Provide all table/chair (including table linens) needs, as outlined, to all areas throughout Regatta Island and Champions Row.
  4. Set-Up up all structures according to the WRCH agreed upon timeline prior to competition.
  5. Break-Down all structures and table services upon conclusion of event. (Starting October 2).

WRCH Sustainability Guidelines

  1. Non disposable carpet should be used when applicable.
  2. Minimizing theuse of energy should be done by using Energy Star rated electrical equipment when applicable.
  1. Bid Deliverables:

All bid submissions should include the following elements:

  1. Technical Proposal
  2. Description of Bidder – provide a company overview including history, size, number of employees, affiliated companies, etc. The same information should be provided for any identified subcontractors or joint venture partners that would be working on the contract.
  1. Experience of Bidder – List relevant company experience within the past five years, including current contracts and references. In particular, identify any experience on contracts similar in scope and size to the services sought under this request for proposal.
  2. Experience of Key Personnel – Summarize the experience of key personnel and managers who would be assigned to this contract. Onsite Manager must be named in this proposal and the onsite manager must have at least three (3) years of experience in the temporary structure industry. The 2017 WRCHLOC reserves the right to interview and approve the onsite manager.
  1. Price Proposal
  2. Based on the anticipated scope of work, please provide a detailed breakdown of pricing options for the structural and table/chair needs located in attachments 1 and 2.

Note: WRCH 2017 is tax exempt so taxes should not be calculated in bid.

  1. Proposals shall be signed by an authorized representative of the Contractor. All information requested must be submitted to include the following:
  2. Valid corporate paperwork
  3. Any licenses required to do business in Florida
  1. Sustainability

a)Please provide what your company does to support sustainability.

b)How will your company incorporate sustainability into its practices?

  1. Insurance Coverage

Consultant should provide limits in insurance coverage for the following:

  1. Worker’s compensation and employee liability
  2. Commercial General Liability
  3. Automobile Liability
  4. Professional Liability
  5. Ability to add 2017 World Rowing Championships and other parties as requested as additional insured
  1. Proposal Evaluation Process

An evaluation sub-group will be formed to evaluate fully completed proposals. The criteria will include the following:

  • Proven success in executing similar events.
  • Pricing
  • Ability to fulfil equipment needs in-house
  • Commitment to safety
  1. Timeline:
  • November 7–RFP distributed
  • November21 – Deadline for questions to be submitted to WRCH2017
  • November 28 – WRCH2017 to provide answers to questions
  • December 5– Proposals due/reviewed by selection committee
  • December 12- Proposal presentations (if needed)
  • December16 – Bid awarded
  1. Attachments
  • Attachment 1:Table and Chair Needs Outline
  • Attachment 2:Tent and Building Structure Needs Outline

Proposal contact & questions

  • Russ Yurk

Director of Operations

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