56-2504JWIFB_Questions for Addendum 1_Final.pdf

Question Number

Question ECU Response

1 Does ECU use metal detectors?

Currently, occasionally in Minges Coliseum. That could change over the course of the contract.

2 What is the allowed overage for call outs?

Athletics will allow for a 10% scheduling overage for callouts, but should only be responsible for the invoicing and/or billing of the number of personnel members who actually report for the shift.

3 How many references are needed? Refer to Attachment E of the bid

4 Expectations on uniform requirements?

Visible colors that are not ECU school colors or that of opposing teams

5 What can the current provider improve on?

ECU has been pleased with the current vendor. Having these services bid is a financial decision.

6 Is there a unified command? A dedicated person is required to be in command central.

7 Customer service training?

The current vendor offers onsite, pre-season orientation for new and returning employees. They are able to view and tour the facilities. ECU does not charge a rental fee for this training.

Is crowd management expected in The Jungle at Clark- LeClair Stadium?

Yes, along with local law enforcement

Aside from the equipment identified in the IFB, does the University require or anticipate any additional equipment to be provided by the awarded vendor?

No

Would you be able to provide your official company name and address for insurance purposes?

East Carolina University, 1000 East 5th Street, Greenville, NC 27858

Please describe the leadership and account management structure the University is seeking from the awarded vendor. Should proposers include a single dedicated account manager or a multi-tiered leadership team?

Please refer to Section 6.1 of the bid. The Contract Manager and the Customer Service Point of Contact can be the same person or different people. However, ECU needs a contact that can answer questions and resolve any situation that may arise.

Will there be complimentary parking for events provided to the management and staff of the awarded vendor?

Yes. The only foreseeable change regarding the current procedure, is for potential pre-announced sellouts; where the need for additional parking may require the vendor to park at another University site. In lieu of this, the vendor would be responsbile for shuttling their staff to the corresponding venue. The vendor would be notified of this possible scenario in advance.

56-2504JWIFB Addendum #1 Addendum Attachment A: Questions and Answers

Can office space and equipment storage be provided to the awarded vendor?

Office space cannot, but equipment storage can be accomodated. The current vendor has a "pod" storage unit, currently housed under the North Side of Dowdy- Ficklen Stadium. Continuing this practice should not be a problem.

To assist with setting billable rates, would you be able to provide hours worked and total spent last fiscal year for these staffing services?

This new bid is separate from any previous agreements.

Estimated hours for events were given in Attachment A.

Are there any academic initiatives you would like this awarded staffing services vendor to support and assist with?

Yes. Athletics hosts ECU Commencement on the football field in May; departmental ceremonies in the basketball arena in December and May; Pitt Community College Commencement in May; all six Pitt County high school graduations in June, etc. There are various other campus/academic functions that we may host while working closely with University officials. Other campus entities may also enlist the assistance of the awarded vendor as well, for small or large scale events, in locations not overseen by Athletics.

4.1 Pricing- would the University rather pay less and

have less staff, or pay more and have a full staff at events?

ECU will review all bids submitted and make a decision as outlined in Section 3.1.

4.5 Background checks - for Athletics it is common to

use surrounding area college NPO’s and groups. Do each and every group member need to have a background check? Or for athletics is this excluded per 4.5e?

Per Section 4.5 of the bid, all personnel that provide services to ECU under an awarded contract, that comes from this bid, are required to have a completed background check. The vendor will be required to certify annually that this has been completed.

4.5.3 a) A cover letter for each employee with photo id representing the company. Is this excluded for Athletics?

Please follow all instructions as listed in the bid document.

For events that staff will not be allowed to park on campus for free, can we bill for shuttles and parking to university only when needed?

Please see the response to inquiry number 12.

Is it the responsibility of the vendor to provide metal detectors and wands? If so, how many are needed per event.

Any current events, that require the need for metal detectors, will have them provided by ECU (directly or indirectly). The vendor is responsible for supplying wands, which may be required instead of mags, or in supplement of mags. The number is dependent on the scale and location of the event (for high school graduations in June, we typically request two for each gate, so 10 total). In some cases, the need and/or use of mags and/or wands may be dependent on the "lessee," and will be discussed with the Vendor prior to the event.

21 Will an office space be provided on campus? Please see the response to inquiry number 13.

What is the process for volunteer groups? Have they been used in the past?

Yes, they have been used in the past, but it is not preferred (due to inadequate training, etc.). The use of volunteer groups should legitimately only be used if the vendor has difficulty in getting to the required call numbers, and should not exceed 10% of the entire staff requirement (so for a football game requiring 280 staff members, the number of volunteers should not exceed 28).

If so, are there any rules regarding using them moving forward?

See above.

If performance is acceptable after year 2, is it possible to extend on a multi-year basis (ex. 5 years) instead of a series of 1-year extensions?

The contract, and any possible renewals, would follow the process outlined in the bid document.

25 How do you currently accept payment for parking? Cash only.

How do you issue parking passes? (hanger tags, bumper passes, papers in the window, etc.)

Hang tags and some pre-printed documentation for use in dashes (visiting team buses, visiting team administration, etc.).

Are supervisors and event managers part of the total call number mentioned in the RFP? Or should we add those positions based on the needs throughout the different venues?

Supervisors and event managers are not part of the total call number mentioned in the RFP. Please add those positions based on the needs throughout the different facilities, or based on your standard ratios for supervisors to event staff (i.e. 12:1). The requested or proposed ratios can and will be discussed in greater detail after the contract is awarded.

Are wands a necessary purchase that each bidder must obtain?

Please see the response to inquiry number 20. The number of wands can be negotiated depending on the venue. This requirement is subject to change based on any security concerns by any and all parties (University, Athletics, Lessee, and/or Vendor).

Can we schedule and bill for 10% over the total call numbers to account for any callouts?

See response on #2: To reiterate, scheduling for up to 110% of the requested staffing, to compensate for potential callouts, is expected; however the final invoicing/billing should not exceed the actual number of personnel members who report and work the event.