Competitive Simplified Procurement

Procurement towson.edu/procurement

TU-2615 | Supplemental Event Parking Services | towson.edu/procurement Page | 1

ISSUE DATE: November 20, 2025

SOLICITATION TITLE: Supplemental Event Parking Services

SOLICITATION NO.: TU-2615

DESCRIPTION: Supplemental event parking services for events at Towson University (University). The

University uses these services to back-fill staffing not fulfilled by University staff. The number of anticipated staff needed for each event type varies. However, on average, the University requests approximately two (2) – three

(3) supplemental staff from per event. The University has requested, at most, as many as twelve (12) supplemental staff per event, in recent years.

DEADLINE FOR QUESTIONS: December 1, 2025 @ 3:00 PM

BID DUE NO LATER THAN: December 5, 2025 @ 3:00 PM. Late bids, late requests for modification, or requests for withdrawal will not be considered via eMaryland Marketplace Advantage (eMMA).

Issuing Office (mailing address):

Procurement Department Towson University 8000 York Road Towson, MD 21252

DIRECT QUESTIONS TO: Nneka Gray, Procurement Officer Representative, via email: nnekagray@towson.edu or by Phone: (410) 704-2050.

PROCUREMENT METHOD: This solicitation will be conducted in accordance with the University System of Maryland’s (USM) Procurement Policies and Procedures, Competitive Simplified Procurement.

BASIS FOR AWARD: Award will be made to the responsible bidder(s) who submits the responsive bid(s) determined to be most advantageous to the University. The University reserves the right to award one or more than one contract for services requested herein.

PARKING: All vehicles parked on Towson University property must strictly observe University parking regulations. Each vehicle parked on campus between 6 am and 8 pm, Monday through Thursday, and from 6 am to 3 pm on Fridays, must display a valid University permit unless parked at a paid meter. Parking on sidewalks or unpaved areas is prohibited at all times. All fines for parking or other vehicle violations are the responsibility of the Contractor. This applies to vendors, salespersons, company vehicles, and Contractor employees’ personal vehicles. Long- and short-term permits are available, at designated rates, for vendors with contracts that require them to park regularly on the campus; see the parking website at https://www.towson.edu/parking/visitors/ for permit rates and information to support preparation of Bid/Price Proposal. Parking Transportation phone: (410) 704-7275. NOTE: Include parking fees in Bid/Price Proposal.

SMOKING: Smoking, defined as the burning of tobacco or any other material in any type of smoking equipment, including but not restricted to cigarettes, cigars or pipes, is prohibited on all property owned, leased or operated by the University. This consists of all buildings, including residence halls, leased restaurants and lodging facilities; all grounds, including exterior open spaces, parking lots and garages, on-campus sidewalks, streets, driveways, stadiums, recreational spaces and practice facilities; and in all University-owned or leased vehicles.

The policy applies to all individuals on the University campus, including faculty, staff, students, parents, vendors and visitors. Contractor and its employees and subcontractors who violate the policy may be denied access to the University campus.

https://tu-my.sharepoint.com/personal/nnekagray_towson_edu/Documents/RFP/Parking/nnekagray@towson.edu

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INSURANCE: The Bidder shall secure, pay the premiums for, and keep in force until the expirations of the contract, and any renewal thereof, adequate insurance as provided below, such insurance to specifically include liability assumed by the Bidder under the contract. Upon award, the successful Bidder shall furnish certificates of insurance.

1. Commercial General Liability Insurance including all extensions; $2,000,000 each occurrence;

$2,000,000 personal injury; $2,000,000 products/completed operations; and $2,000,000 general aggregate.

2. Workmen’s Compensation Insurance and Unemployment Insurance as required by the laws of the State of Maryland.

3. If automotive equipment is used in the operation, automobile liability insurance of $1,000,000 combined single limit, each accident.

4. If food products are used in the operation, food products liability insurance, if not included in the Comprehensive, with limits of not less than $1,000,000 for each person and $2,000,000 for each accident.

Each policy for liability protection, bodily injury or property damage must specifically name, on its face, Towson University, as an additional named insured as respects operations under the contract and premises occupied by the Contractor provided, however, with respect to the Contractor’s liability for bodily injury or property damage under items 1-4. above, such insurance shall cover and not exclude Contractor’s liability for injury to the property of the University System and to the persons or property of employees, students, faculty members, agents, officers, regents, invitees or guests of the University System.

Each insurance policy shall contain the following endorsements: “It is understood and agreed that the Insurance Company shall notify in writing procurement officer forty-five (45) days in advance of the effective date of any reduction in or cancellation of this policy.” A certificate of each policy of insurance shall be furnished to the procurement officer. With the exception of Workmen’s Compensation, upon the request of the procurement officer, a certified true copy of each policy of insurance, including the above endorsement, manually countersigned by an authorized representative of the insurance company, shall be furnished to the procurement officer. A certificate of insurance for Workmen’s Compensation together with a properly executed endorsement for cancellation notice shall also be furnished. Following the notice of contract award, the requested certificates and policies shall be delivered as directed by the procurement officer. Notices of policy changes shall be furnished to the procurement officer.

All required insurance coverages must be acquired from insurers authorized to do business in the State of Maryland and acceptable to the University. The insurers must have a policyholders’ rating of “A-” or better, and a financial size of “Class VII” or better in the latest edition of Best’s Insurance Reports.

RESERVATIONS: The University reserves the right to reject any or all bids, award the contract in whole or in part, or to make no award, as its best interests may require.

MINORITY BUSINESSES ARE ENCOURAGED TO RESPOND

INCLUDED IN BID PACKAGE:

❖ Specifications ❖ Bid/Price Proposal Form – Provided as a separate Microsoft Excel document.

❖ Exhibit F- Company Profile ❖ Exhibit G- Firm Experience ❖ Exhibit K- Addenda Acknowledgement ❖ General Terms/Conditions for Simplified Acquisitions

BID SUBMITTALS: The following items shall be submitted:

❖ Bid/Price Proposal Form – Provided as a separate Microsoft Excel document.

❖ Exhibit F- Company Profile https://acrobat.adobe.com/id/urn:aaid:sc:us:9b90d220-a681-4b3e-bb53-246c44cb6566 https://acrobat.adobe.com/id/urn:aaid:sc:us:da3c12a6-61c4-48a4-a40f-295df0d64052 https://acrobat.adobe.com/id/urn:aaid:sc:us:d31c8b37-2298-4192-b052-93686d6e750e https://acrobat.adobe.com/id/urn:aaid:sc:us:623438dc-ba78-427e-98aa-06ed86bc7516 https://acrobat.adobe.com/id/urn:aaid:sc:us:9b90d220-a681-4b3e-bb53-246c44cb6566

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❖ Exhibit G- Firm Experience - duplicate as necessary to furnish references for no less than three (3) comparable within the past five (5) years, or currently underway.

❖ Exhibit K (if applicable) ❖ Employee Hiring/Screening Process ❖ Instructions Provided to Employees ❖ One of the following to verify English proficiency: Official certifications, results from language proficiency tests, or a letter of proficiency signed by a third party.

❖ Staffing Plan.

Prices quoted are valid for 90 days unless otherwise noted.

SUBMIT BIDS VIA E-MAIL

❖ Electronic Submittal – submit via eMaryland Marketplace Advantage (eMMA) by the bid due date and time. All other correspondence should be directed to the appropriate procurement representative per the instructions contained in this document (eMMA submission instructions).

https://acrobat.adobe.com/id/urn:aaid:sc:us:da3c12a6-61c4-48a4-a40f-295df0d64052 https://acrobat.adobe.com/id/urn:aaid:sc:us:d31c8b37-2298-4192-b052-93686d6e750e https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor-

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SPECIFICATION

A. SUMMARY STATEMENT

Towson University is seeking the services of a contractor to provide supplemental event parking services to include uniformed parking attendants/front line staff and supervisors for special events, stadium events, arena events, and athletic events. The Contractor shall provide such services on an “as needed” basis according to specified event schedules and the University requirements. There is no guaranteed minimum use.

B. DEFINITIONS

1. Parking Attendant/Front-Line Staff–assigned one or more of the following tasks based on the needs on the university: control access, “stack” parking vehicles in coordination with University staff members, open space counts, directing drivers to available parking spaces, communicating appropriate use of spaces, and verifying validity of permits. The University will direct staff on procedures and approaches to be used for each event.

2. Supervisor – the Contractor’s staff member who will be on site to monitor and supervise contractor staff. The supervisor will ensure staff are properly performing the assigned tasks and serve as a liaison between the contractor and university staff.

C. CONTRACT TERM

1. The term of this contract will be from January 6, 2026, to January 5, 2029, with the University reserving the unilateral right to extend the contract for two (2) one-year renewal periods.

2. Contractor shall ensure proposed rates account for current rate increases in Maryland’s minimum wage law approved by the Maryland General Assembly.

D. CONTRACTOR REQUIREMENTS & QUALIFICATIONS

The Contractor shall:

1. Have at least five (5) years of experience providing parking attendants and supervisors for parking events. As proof of meeting this requirement the Bidder shall submit Exhibit F- Company Profile to describe the company.

2. Complete the Firm Experience form (Exhibit G- Firm Experience – duplicate as required), providing not less than three (3) comparable projects similar in size and scope, previously undertaken by the Bidder within the past five (5) years, or currently underway. Comparable projects shall include events with a minimum of 1,000 vehicles.

3. Ensure all staff effectively communicate in English with University staff and customers as proof of meeting this requirement the Bidder shall submit one of the following official certifications, results from language proficiency tests, or a letter of proficiency signed by a third party.

4. Have staffing services available to the University at any time during the year as proof of meeting this requirement the Bidder shall submit a staffing plan.

E. EVENT SCHEDULING

The Department of Parking & Transportation Services will be the campus coordinator for all services.

https://acrobat.adobe.com/id/urn:aaid:sc:us:9b90d220-a681-4b3e-bb53-246c44cb6566 https://acrobat.adobe.com/id/urn:aaid:sc:us:da3c12a6-61c4-48a4-a40f-295df0d64052

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The chart below shows a sample of the events where supplemental staff may be used to support University events. While not very common, there are times that staffing requests or modifications to existing requests could be put in with only 2-5 days’ notice.

*Event Type

Advanced

Notice of

Event

*Estimated

Hours Typical Staff Requested

Football 2-3 months 6-8 Parking Attendants/Front Line Staff and

Supervisor

Lacrosse 1-2 weeks 4-6 Parking Attendants/Front Line Staff and

Supervisor

Basketball 1-2 weeks 4-6 Parking Attendants/Front Line Staff and

Supervisor

Athletic Tournaments 1-2 weeks 6-8 Parking Attendants/Front Line Staff and

Supervisor

Other Minor Events 1-2 weeks 2-3 Parking Attendants/Front Line Staff

Other Major Events 2-3 months 3-8 Parking Attendants/Front Line Staff and

Supervisor

Commencements 2-3 months 8-12 Parking Attendants/Front Line Staff and

Supervisor

The Contractor shall:

1. On an annual basis support an estimated 750 hours for Parking Attendants and an estimated 24 hours for Supervisors.

2. For Major and Athletic (football, basketball) events, provide a Supervisor to oversee and direct the supplemental staff. The contractor will be assigned a particular area or task where their supervisor will manage the task and the contractor staff based on direction from the University.

3. For minor events, provide front line staffing who will take direction from University supervisors.

4. Work with the Parking & Transportation Services’ Assistant Director of Operations, or designee to coordinate all services.

5. Confirm requests for services with the University via email to the Assistant Director of Operations or designee within forty-eight (48) hours.

6. Provide a main contact person, phone number, e-mail address, and an alternate for the following

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a. Event Scheduling – with whom all scheduling requirements will be handled.

b. Management Staff – whom will be available on event days to resolve questions and/or issues with assigned staff.

7. Attempt to fulfill any short notice requests placed less than 48 hours’. Inability to fulfill a short notice request will not be held against the Contractor.

8. Upon confirmation of staffing services, provide requested staff to support the event. If unable to provide the staffing support after confirmation, the Contractor shall be responsible for reimbursing the University for the cost of replacing the staff.

9. Provide staff that can be utilized at one or more location throughout the campus.

10. As requested, designate a staff member who will be on-site and responsible for ensuring staff reporting, complete a sign-in and sign-out log with the designated Supervisor, and updating the Supervisor on any issues, lateness, no-shows, etc. The sign-in and sign-out log will be used to verify attendance and invoicing.

a. Hours worked by staff shall be rounded to the nearest ¼ (quarter) hour.

b. Staff working more than 5 hours for an event will be provided 30-60 minutes of unpaid time for a meal break. The length and assigned time of the meal break will be at the discretion of the University. Meals will not be provided by the University.

11. Maintain their own records with regards to staff provided and hours worked. In the event of a discrepancy, University records will supersede the contractor records.

12. Remain on-site beyond the original end time to support events for occurrences such as event delays and heavy volumes. Contractor will be compensated by the University at the established hourly rate for additional hours used.

13. Notify the Assistant Director or designee, in writing, within two (2) business days of any condition or circumstance resulting from acts of the University or University personnel that interfere with the proper performance of the contract’s specifications.

F. CONTRACTOR PERSONNEL

The University reserves the right to request removal of any contractor staff member who is not performing their tasks appropriately and/or not providing the appropriate level of customer service. In instances of inappropriate behavior, a contractor staff member will be given the opportunity to correct said behavior.

Continued failure to meet appropriate behavior standards will result in the contractor being asked to remove the staff member and not assign the staff member to any future events. The University will not be charged for any of the removed staff members’ hours. The University reserves the right to approve/disapprove any staff proposed or provided by the contractor.

The following shall be submitted with the Bid:

1. Submit a detailed description of their employee hiring process, including background checks, testing, and English language competency verification.

2. Submit any written guidance given to all applicable staff.

3. Identify any subcontractors in the bid. Use of any other subcontractors shall only be permitted with prior written consent from the University. The Contractor shall ensure subcontractors meet or exceed the same contractor requirements and qualifications contained herein. The Contractor is to be responsible for the performance of any subcontractor. The University reserves the right to approve/disapprove subcontractors staff proposed or provided by the contractor.

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G. UNIFORMS

All staff shall wear proper uniform at all times. The Contractor shall provide appropriate uniforms, including rain gear. Uniform requirements shall be as follows:

1. Company shirt (polo, button down, or t-shirt).

2. Dark slacks (no jeans or shorts).

3. Hats (optional).

4. Closed toe footwear.

5. Reflective vests as the outermost garment with accommodation for storing permits.

6. No logo or graphics other than company name and logo on any attire or hats worn by staff and visible to the public.

7. All staff will be in the same attire (i.e. same color/style shirts, slacks and hats).

8. All staff must maintain a professional appearance (i.e. tucked-in shirts, no torn articles, or unclean clothes, etc.).

H. EQUIPMENT

On occasion, the University, may request the Contractor to provide additional equipment listed below at no additional for their staff. Over the past two years, contractors have only been required to provide any of this equipment 1-2 times. If needed, the University will notify the Contractor in advance.

Please note: There are no specific office areas available for storage of equipment and supplies. All equipment and supplies would need to be stored in the Contractor’s vehicle.

1. Flags – Orange or Yellow to assist with stack parking.

2. Flashlights with cones for evening events.

3. Radios for contractor supervisor and contractor staff to communicate. (Note: If applicable, the University will provide the contractor supervisor with a University radio so they can communicate with University staff).

I. CANCELLATION FEES

The Contractor may bill cancellation or staff fee if written notice, sent via email, is provided less than twenty-four (24) hours before the scheduled start of the event. In this instance, the University will be responsible for payment of a percentage of the scheduled service, indicated in the Bid/Price Proposal Form.

The Contractor may not bill a cancellation or staffing fee, if written notice, sent via email, is provide twenty-four (24) hours or more before the scheduled start of the event.

J. INVOICING

1. Invoices shall be submitted to the university within fifteen (15) business days of event completion.

2. Submit the sign-in and sign-out log completed for each event with each invoice.

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K. UNIVERSITY PROPERTY DAMAGE

The Contractor shall:

1. Repair and restore to its original conditions any equipment, materials, or surfaces damaged by its employees.

2. Be responsible for any loss or damage to their own materials, supplies, and equipment, and to the personal property of his/her employees.

3. Be responsible for any loss or damage to University property or property belonging to University employees when such loss or damage may be attributable to the actions or negligence of their employees.

L. PERFORMANCE STANDARDS

So as to ensure timely and safe service, the University reserves the right to impose reduction of payment for specific unsatisfactory performance. These situations will be discussed with the contractor prior to the imposition of any payment reduction.

1. 10% hourly rate reduction – each staff member out of proper uniform or behaving unprofessionally.

Reduction only applied to each employee found to be in violation. Reduction will be calculated using the following formula: (scheduled shift hours x hourly pay rate) x 10%= payment reduction. Shall the staff member need to be removed from service, please review Section E13 of this specification.

2. 20% hourly rate reduction – each staff member who arrives late by fifteen (15) minutes or more to the specified meeting location. Reduction will be applied to each employee found to be in violation and only for billable time using the following formula: [(scheduled shift hours – minutes late) x hourly pay rate] x 20% = payment reduction.

3. 40% hourly rate reduction – each staff member who arrives late by thirty (30) minutes or more to the specified meeting location. Reduction will be applied to each employee found to be in violation and only for billable time using the following formula: [(scheduled shift hours – minutes late) x hourly pay rate] x 40% = payment reduction.