-Addendum 73-RFP00725 Event Staffing - Football Games.pdf

WESTERN CAROLINA UNIVERSITY

IMPORTANT BID ADDENDUM

Date: 03/12/2025

FAILURE TO RETURN THIS BID ADDENDUM IN ACCORDANCE WITH INSTRUCTIONS

MAY SUBJECT YOUR BID TO REJECTION ON THE AFFECTED ITEM(S).

Bid Number: 73-RFP00725 Commodity: Event Staffing – Football Games

Addendum Number: 1 Opening Date/Time: 03/19/2025 @ 2:00 PM ET

Agent: Rick Hooper

INSTRUCTIONS:

1. The following concerns the above referenced bid:

NOTE: A QUESTION WAS SUBMITTED BY A VENDOR THAT WE HAVE NOT

BEEN ABLE TO GET INFORMATION TO ADDRESS AT THIS TIME. WHEN THE

INFO BECOMES AVAILABLE ANOTHER ADDENDUM WILL BE POSTED

ADDRESSING THIS QUESTION.

Question: Page 12 Positions - Event Security - can you describe what type of security is needed? Is this unarmed security?

Answer: Unarmed security. And security is part of it, but it’s more crowd management and hospitality

(checking credentials, scanning tickets, ushering, etc.).

Question: Do all hourly positions require the license with the NC Private Protective Services Board? Or is this just for the contracted vendor?

Answer: Contracted vendor only.

Question: Who currently has the contract and what rates are you currently paying?

Answer: Currently we do not have a contract with any vendor.

Question: Does this service currently exist? If yes, who is the current vendor? If yes, what is the current bill rate? If yes, what is the current staff pay rate(s)?

Answer: See reply above.

Question: Section 4.0 Requirements: Are all 86 staff required to be registered as security guards with NC

Private Protective Services? If not, how many are registered as “security guards’ versus “event staff”?

Answer: No one needs to be a registered security guard. All workers can be listed as event staff.

Question: Section 4.0 Requirements: Is Security Armed or Unarmed?

Answer: See reply above.

Question: Section 4.0 Requirements: Is Security responsible for the parking area where patrons will be tailgating? Outside and around the stadium? Or inside the stadium only?

Answer: Security that is working parking is responsible for greeting fans at the head of the lot and the roamer is to patrol the lot making sure fans have parked in the correct spaces and are tailgating responsibly.

Question: Is there a mandatory site visit (I don’t see any information about a site visit in the RFP)? If not, can we do a site visit at our own convenience?

Answer: There is no mandatory site visit. Vendors are welcome to visit campus, but no formal tour will be given. Vendors will tour campus at their on leisure. Awarded vendor will receive an in-depth tour around campus closer to the beginning of football season.

Question: Section 4.0, page 11 the last bullet; Can you clarify the timeframe that the a staff listing must be submitted prior to the game? Or will this be decided between the Athletic Department and the successful bidder once the bid has been awarded?

Answer: Decided between the Athletic Department and the successful bidder once the bid has been awarded.

Question: Section 4.0, page 12 item 5; The item lists metal detectors to be provided, there are many varieties of devices being used ranging from the walk through types to the hand held devices, what type if any metal detectors are to provided?

Answer: We can probably take this part out as we do not use metal detectors, and no metal detectors will be provided.

Question: Section 7.0, Attachment A Pricing; Due to the complexity of an event this size there is typically a site manger assigned who is responsible for the total outcome of the event and has the final say in operational manners. The area supervisors would report to this individual as well as being the on-site contact for WCU's game day supervisor. Is there a way to have this position listed for staffing, or can this be decided between the Athletic Department and the successful bidder once the bid has been awarded?

Answer: Site Manager:

Trey Fisher

Email: Ptfisher@wcu.edu

Cell: 828-508-3960

Question: Attachment B page, item 23; it appears that the link does not work, is there another way to access the correct tax form to provide the requested tax information?

Answer: Link: https://www.osc.nc.gov/state-north-carolina-sub-w-9/open

2. Check ONLY one of the following categories and return one properly executed copy of this addendum prior to bid opening time and date.

Bid has already been mailed. Changes resulting from this addendum are as follows:

Bid has already been mailed. NO CHANGES resulted from this addendum.

Bid has NOT been mailed and ANY CHANGES resulting from this addendum are included in our bid.

Execute Addendum:

BIDDER: __________________________________________________________

ADDRESS (CITY & STATE): _________________________________________

AUTHORIZED SIGNATURE: ________________________DATE: ___________

NAME and TITLE: _____________________________________________

BID NO.___________________________

WESTERN CAROLINA UNIVERSITY

PURCHASING DEPARTMENT

301 H.F. ROBINSON BUILDING

CULLOWHEE, NC 28723

mailto:Ptfisher@wcu.edu