University of Wisconsin Milwaukee

Purchasing Office

Release Date:: 11/14/2022

REQUEST FOR PROPOSAL: KK23-06-O

Kathy Kercheck: kkerchec@uwm.edu Official Sealed

Event Planner

UWM Jan Serr Studio

Mandatory Site Visit: Vendors must RSVP to kkerchec@uwm.edu by and select which date to attend Jan Serr Studio.by Nov 28, 3:00 pm Kenilworth Square East 1925 E. Kenilworth Place Milwaukee, WI 53202

Choose one of below in your RSVP, see more in section 7.3 Nov 29 @10:00 am OR

Dec 1st @ 2:00 pm

Questions Due Date: Dec 6, 2022 2:00pm

Proposal Due Date: Dec 27, 12pm

(Do not wait until the last minute to send. All replies after 12:00 pm EXACTLY will be rejected. Replies sent to ANY email other than kkerchec@uwm.edu will be rejected.)

RFP Responsiveness: To be responsive, proposers must submit the following materials, or your proposal may not be considered for award:

MANDATORY: Exhibit A: Bidder Required Form, including signature section 8 of form. (Attached within)

MANDATORY: Exhibit B: Proposal Revenue Sheet (excel): see 5.5.1 Must be included as a separate attached file.

MANDATORY: Exhibit C: Narrative Response including Financials MANDATORY: Copy of Food dealer license of RFP responder or caterer/s they will use if awarded contract OPTIONAL: Any exceptions to Contract Terms and Conditions. See Section 10.L. (Proposers to Label Exceptions) This form can be made available in accessible formats upon request to qualified individuals with disabilities.

1.0 GENERAL INFORMATION

1.1 Introduction and Background

Thanks to a generous gift in 2016, the Peck School of the Arts was able to renovate and enhance the Kenilworth Square East, Room 620, which is used for University sponsored and private events. These renovations included a south-facing window with a panoramic view of the downtown skyline, along with a beautiful view of Lake Michigan. These two views as well as additional upgrades to the lighting and acoustics provide a great opportunity to market and utilize the space, now known as The Jan Serr Studio.

The purpose of this document is to provide interested parties with information to enable them to prepare and submit written proposals to be granted a limited license to hold private events, as an Event Planner/Caterer, for the restricted use of The Jan Serr Studio located in the Kenilworth Square East Building, 1925 E. Kenilworth Place. Kenilworth Square East is part of the UWM Peck School of the Arts. The Jan Serr Studio has a capacity of 405 persons and is approximately 7000 sq. ft in size.

Gallery (see Exhibit D on first floor can be used for pre-function receptions. Art may be present and exhibits will not be altered to suit the function.The University of Wisconsin-Milwaukee intends to use the results of this solicitation to award a Contract for providing these event/catering services for an initial term of three years from the date of the award with two one-year renewal options.

1.2 Definitions

The following definitions are used throughout the RFP:

BAFO – means Best and Final Offer

Committee – means the Evaluation Committee which evaluates the Proposals

Contractor – means the Proposer awarded the contract subject of this RFP

JSS – Jan Serr Studio

KSE – Kenilworth Square East

MBE – means Minority Business Enterprises

Proposer – means firm(s) submitting a Proposal in response to this RFP

Proposal – means the response to this RFP submitted by Proposer

PSOA- Peck School of the Arts

RFP – means Request for Proposal

State – means the State of Wisconsin

UWM – means the University of Wisconsin – Milwaukee on behalf of the Board of Regents for the State of Wisconsin Vendernet – The State’s Vendor Notification System

1.3 Organization of the RFP

This RFP is divided into nine main sections. The sections also refer to Exhibits and Addendum when such organization assists in making this document more fluid. The main sections are:

Section 1 – General Information

Section 2 – Scope

Section 3 – Mandatory Requirements

Section 4 – Technical Requirements

Section 5 – Proposal Content

Section 6 – Revenue Proposal

Section 7 – Preparing and Submitting a Proposal Response

Section 8 - Proposal Selection and Award Process Section 9 – Special RFP Terms and Conditions

Section 10 - UWM Contract Terms and Conditions (Detailed in Addendum)

Section 11- RFP Terms and Conditions (Process for the RFP) (Detailed in Addendum)

Exhibit A – Required Bidder Form Exhibit B – Revenue Proposal Form

Exhibit C – Narrative Exhibit D – Room Drawings and Renderings

2.0 SCOPE

The successful Contractor will have up to approximately thirty-six dates per year, possibly more, available to them to schedule events, which may include weddings, receptions, meetings, concerts, conferences, etc., geared toward all income levels and provide, if desired, catered food service and either hosted/open bar or cash bar service. The UWM Peck School of the Arts will have the right to utilize the site for the annual Milwaukee Film Festival to which it is committed, and other potential campus/community/non-profit related events that may come up, during the course of the contract term. The successful Contractor will have the opportunity to book private events. The PSOA reserves the right to utilize the successful Contractor for campus/community/non-profit events, if desired. The PSOA will have the right to reject any proposed events to be scheduled at the JSS.

The awarded Contractor will, at its own cost, market the use of the JSS through press releases, targeted marking materials such as brochures, direct mail, and advertising in selected publications, such as newspapers and magazines, and the Contractor’s own website. In addition, the Contractor’s name, company background, and contact information will appear on the PSOA website under the “Catering” and “Venue” sections. Interested parties will be referred to contact the Contractor directly for their venue and catering needs.

Proposers are encouraged, but not required, to offer investment in the property including, but not limited to tables, chairs, renovation of the bridal suite location and additional remodeling, etc. Renovations to the space will need to be done in consultation with UWM Facilities Services.

Total annual revenue figures from current Contractor for past 3 years are as follows:

Projected yr not completed

3.0 MANDATORY REQUIREMENTS

The proposer’s response must include a narrative response, along with Revenue Proposal, Exhibit B, in order to be scored by the evaluation committee.

Proposer must meet all local health code requirements and laws and must supply a copy of their/their caterer/s Food Dealer License with their RFP response. If these items are not supplied with the proposal response, that response will not be forwarded to the evaluation committee for scoring.

4.0 TECHNICAL REQUIREMENTS

4.1 Scheduling

Current open dates for the use of the Facility shall be provided to the Entity within three (3) business days after the execution of this RFP. Schedules containing available dates for Entity will be given to Entity nine (9) to twelve (12) months in advance. Available dates are not firm. UWM will honor the dates that they give to Entity as available, but in the instance where the Contractor does not book on one of those dates and UWM has a need arise that will fill that date, UWM reserves the right to do so. In the event where the Contract is up for renewal and one or both parties decide not to renew, the Contractor must hold all future bookings and follow through on the services for those events as if they were within the contracted time frame. They will be unable to continue to book future events and the relationship will cease upon final event date fulfillment.

Contractor may elect to use any of the open dates and times as provided by the Peck School of the Arts and as modified, as a result of UWM bookings. The PSOA Facilities Director will work with the Contractor to confirm availability of the dates and times Contractor has expressed interest in, and will work with the Contractor to confirm, within 48 hours of when the Contractor has expressed an interest in booking specific dates. It is to the PSOA Facilities Director’s discretion to determine whether the Contractor will be allowed to book events at the JSS later than 7 business days prior to the event. Peck School of the Arts and Contractor agree to communicate regularly in good faith regarding planned bookings, so as to minimize any potential conflicts and to work through, to the maximum extent possible, any issues of concern. Peck School of the Arts reserves the right to deny any requested booking for any reason at its sole discretion. For UWM events for which it is seeking only cash bar service by Contractor, UWM will contact Contractor no later than fourteen (14) days prior to the event to determine availability.

4.2 Prime Contractor and Subcontractors Subcontractors can be used in rare instances where the Prime Contractor may be overextended in their workload. If a Subcontractor is to be utilized, approval from the University must be obtained beforehand and the Proposer must clearly explain the Subcontractor’s role in participation. The Prime Contractor will be responsible for Contract performance when Subcontractors are used. However, when Subcontractors are used, they must abide by all terms and conditions of UWM and the Contract. Subcontractor will also be required to provide the same level of insurance as the Prime Contractor.

4.3 Marketing

Contractor will, at its own cost, market use of the Facility for Non-UWM Events as described in Section 2.0 of this RFP. Any marketing using UWM media including web pages and publications shall conform to UWM’s standard policies and procedures. Proposer will provide, in electronic and hard-copy format, marketing pieces used in promoting events/catering at the University for approval prior to advertising. Approval will go through the Facilities Director.

4.4 Communications

Both the Contractor and Peck School of the Arts should direct all communications, questions, requests, and arrangements regarding the use of the JSS and this Contract to the Facilities Director.

4.5 Available Spaces

This limited license includes only those open dates and times as provided by the Peck School of the Arts in writing no later than three (3) calendar dates following the final execution of this RFP, with new dates given within nine (9) – twelve (12) months out, as modified from time to time by Peck School of the Arts. In addition, Contractor may contact the Facilities Director to make arrangements to tour the Facility outside of the license hours for marketing or planning purposes. The Peck School of the Arts reserves the right to continue to book UWM sponsored and other events in the Facility, during the open dates and times, provided it has not received a request from Entity in the last 48 hours to book that date per Section 4.1 Scheduling.

4.7 Parking Any and all parking fees for Non-UWM Events are the responsibility of the Contractor and/or attendees. Entity and/or attendees may choose from the following five (5) different parking options:

Option #1 Parking Lot Rental – 2nd Floor Housing Garage-$12/space/weekday before 4pm, $5/space/weekday after 4pm and weekend day. 10 spaces available in summer months, during the school year 10 – 30 though this number always changes due to how many permits are sold. Approval for each event needs to be approved by UWM Transportation Services.

Option #2 Parking Lot Rental – 1st Floor Public Garage-$12/space/Monday – Sunday 30 spaces available. Approval needed by UWM Transportation Services.

Option #3 Street Parking - Free. Non-metered street parking is free. All free street parking around

Kenilworth Square East is one (1) hour parking. After one (1) hour has passed, there is a risk of being towed.

Option #4 Street Parking – Paid. All of the paid street parking around Kenilworth Square East is for a two (2) hour duration. The fee for paid street parking meters are variable based on location.

Option #5 Secure Auto Parking manages a lot to the south of the Kenilworth Square East Building and can be reached at (414) 847-5723

Parking violations are subject to enforcement under Wis. Admin. Code UWS Chapter 18. https://docs.legis.wisconsin.gov/code/admin_code/uws/18 4.8 Reporting/Post-Event Fees 4.8a. Revenue share: Contractor shall send PSOA a statement of Revenue Share within 15 days of the end of the month events are held stating revenue figures and what UWM’s share of per that event/s. Within 15 days of statement receipt, UWM PSOA shall receive revenue check.

4.8b Reporting: Contractor must provide, on a quarterly basis, a consolidated report of the number and types of events the company has hosted in the previous quarter, overall, not just related to the JSS, along with income and expenses. This report would be reviewed at a quarterly meeting between the Contractor and PSOA staff.

The University reserves the right to talk to, at any time, any of Contractor’s clients that utilize the JSS In addition, the Contractor may incur a post-event fee of $150 for each hour that Contractor or any of its attendees remained at the Facility beyond the booked hours for the event.

4.9 Event-Planning Services

Contractor will provide to its clients professional event-planning services in connection with the Non-UWM Events at the Facility and will manage the events in a manner consistent with professional event-planning. In doing so, Contractor will manage all communications and arrangements with its own clients and vendors. Contractor will dedicate a professional event planner and a lead service staff member at each event. If the individual that the PSOA Facilities Director has worked with regarding a specific event will not be present at that event, a contact person at the event must be indicated. Contractor will provide all necessary wait staff, chefs, and bartenders for any event and provide, food preparation, serving, and clean up. If Contractor SHOULD want to use any PSOA services, services, lighting and/or sound staffing there would be a $20-45/hr/individual charge(cost depends on the level of expertise required) for this. The UWM PSOA Facilities Director will have the ability to agree to or deny any request for this.

4.10 Applicable Rules

a. Contractor and all its invitees and attendees shall at all times abide by all applicable Federal, State, and local laws and regulations (“Applicable Rules”), including UWS Chapter 18 of the Wisconsin Administrative Code regarding Conduct on University Lands. State law strictly forbids the use of all University Facilities, including the Peck School of the Arts, for political fundraising (making or receiving a contribution for a political purpose). (Wis. Stats. 11.36. https://docs.legis.wisconsin.gov/code/admin_code/uws/18) Contractor shall also abide at all times with the requirements of the local police or fire departments and shall obtain and pay for all necessary permits and licenses. Should Contractor violate any of the Applicable Rules, Contractor agrees that Peck School of the Arts has the right to terminate the Contract without refund or compensation to Contractor.

b. Use of Facilities Agreement of Contractor shall be reviewed and approved by UWM before booking initial event.

Use of Facilities Agreement shall be between the Contractor and their client, and shall not name UWM as a party of the Agreement.

Use of Facilities Agreement must include reference to applicable rules and regulations stated above. The included Use of Facilities Agreement will be modified, as necessary, to reflect the terms on this contract, including that no deposit fees will be required.

4.11 Special Utility or Apparatus

Any special utility, mechanical or electrical equipment, lighting, sound or staging apparatus provided by any non-Peck School of the Arts source for a Non-UWM Event must be disclosed and described in detail and approved by the Facilities Director in writing no later than fifteen (15) business days prior to the event.

4.12 Cleanup/Damages

It is expected that the Facility will be left in reasonably clean condition after any Non-UWM events. For Non-UWM Events, the Contractor will be expected to remove all trash, clean any spills, replace small trash container bags to remove any food waste that may be in them and restore the JSS to the condition it was in prior to the event. Large rolling trash cans will be at Facility for use and Contractor is expected to empty these cans into the dumpster, which is located in the loading dock area. For UWM sponsored events for which the Contractor provides hosted/open bar service, the Contractor will be expected to clean up the bar areas as described above but is not responsible for the other areas used for the Event. Peck School of the Arts shall have the right to impose additional charges to Contractor then those provided for in this Contract in the event of any damages, loss, destruction of property, or unusual clean-up (any required cleaning beyond the scheduled routine cleanings of the Facility) or restoration, following the event.

4.13 Deliveries/Loading

Contractor shall not engage in any delivery, unloading or loading outside of the time period booked for a Non-UWM Event, unless arranged with the Facilities Director at least 48 hours in advance of intended delivery time. All equipment connected with any UWM or Non-UWM event/function must be removed immediately following the event/function unless otherwise arranged in advance or Peck School of the Arts grants permission. Access to the loading dock area is not assured unless written arrangements are made with the Facilities Director to accommodate access to the loading dock area with delivery vehicles.

4.14 Advertising

Any Non-UWM Event held by Contractor at the Facility pursuant to this Contract shall not be advertised to be or in any way implied to be a function of UWM or the Peck School of the Arts without the prior written consent of the Dean of the PSOA. Such consent may not be given without the prior submission of all copy intended to be used in any media to the Facilities Director. The distribution of any promotion materials shall be solely the responsibility of the Entity.

4.15 Additional Services/Vendors

Peck School of the Arts shall not be responsible for procuring any external services or items needed by Contractor during its use of the Facility. Contractor agrees that only vendors that are pre-approved in writing by the Facilities Director may provide services at the Facility. Any A/V, or other equipment to be utilized in the space must be reviewed by the PSOA 4.16 Quality of Food and Beverage

Contractor shall ensure that all food and beverages served at the Facility hold on-going, high quality standards regardless of the price of the function they are servicing. We will rely on testimonials and feedback from the House Manger to ensure that these standards are being upheld. The PSOA reserves the right to review food and beverage offerings.

4.17 Dress Code

Standard dress code for event staff (UWM) is black dress pants and black dress top. Appropriate attire based on type of event is desired. Alterations to the standard dress code are subject to prior approval from the Facilities Director.

4.18 Performance/Recording Rights

Contractor shall be solely responsible for procuring all necessary performance and recording rights for any Non-UWM Event and to pay all royalties in connection therewith.

4.19 PSOA Staffing

Peck School of the Arts shall have the exclusive right to determine and provide the appropriate level of any additional staffing, which may include additional House Managers, Cash Handlers, Security, Sound and Lighting Technicians, Janitorial Services, etc., for any Non-UWM Event. The Facilities Director, shall at all times, have exclusive control and authority for the direction and co-ordination of its staff. There shall be no interference by Contractor with this authority or any sharing of any authority or control with Contractor. Should Peck School of the Arts staffing be required for a Non-UWM Event, Contractor would be subject to the following fees:

House Manager, Cash Handlers, and Janitorial Services - $33/hour/person

Sound and Lighting Technicians- 45/hour/person

Security - $33/hour/person

Police Officer - $49.90/hour/person 4.20 Alcohol

Contractor agrees that it will not sub-contract the services outlined herein to any other vendor for any event at the Facility without prior written approval of the Dean of the PSOA. Through all times during this Contract, Contractor shall maintain any required liquor license and all bartenders used at the Facility shall be the Contractor’s employees who have trained under the “Safe Serve”, or similar program and/or hold a bartender’s license. Contractor will provide copies of these licenses or certificates of completion to UWM upon request. For PSOA events there is a possibility that the PSOA may use the Contractor to serve alcohol of those PSOA events at no cost to us.

4.21 Soda Beverages

Pepsi is the current holder of the UWM pouring rights contract. We encourage the use of Pepsi products at the University.

4.23 Building Identification

Contractor agrees that in all public and private announcements of its event to use the following names, in full, to identify the building as “Kenilworth Square East”, and the assembly space within as “The Jan Serr Studio”.

4.24 Naming Rights

The Kenilworth Square East Building and the Jan Serr Studio, specifically, have additional areas that may be offered for naming rights. These include a balcony, large window in the Jan Serr Studio with a southerly view of the city of Milwaukee, gallery space and possible other locations. If naming of these spaces occurs, during the RFP process or during the three-year contract, proposers will be required to include these names in all marketing and other materials associated with the spaces.

5.0 PROPOSAL CONTENT/RESPONSE: Proposers must include a narrative response covering every requirement below, in order from 5.1 – 5.6 5.1 Organization Requirements Possible Points: 300 5.1.1 Describe the firm's capabilities in providing the required service. Include your company’s philosophy and approach to planning an event. What steps to you take to ensure that you are identifying, and meeting the client’s needs and wishes? Be specific and identify how many years the company has been in business, the type of events you have planned, and hosted, both catered and non-catered, dates, number of attendees, and venues used. It is expected that the awarded proposer will be preparing and serving all of their food. If there are particular items that you would generally need to sub out, please note those items.

5.1.2 Have you catered for events with specific food requirements i.e. allergies, religious and cultural, vegan, kosher, etc.? Please be detailed and identify the event, what your experience level has been in these areas, and what you do if there is some requirement that you can’t meet. Is there any food requirement that you can’t meet that you are aware of, within reason?

5.1.3 Please provide a detailed marketing plan which will provide a clear and detailed description of what your company is going to do to build the business. What form of public relations are you currently doing? What do you foresee doing in the future?

5.1.4 List all potential subcontracted providers your company would use to administer this program. Include what service or product they would provide to you as a subcontractor, as well as their organizational experience and capabilities in providing similar services to those required in this RFP.

5.1.5 Explain in full detail the price range of events you have serviced and those you are capable of servicing. Please be specific and list dollar amount, menu items you provided for that price, number of attendees, quality of product, etc.

5.1.6 Provide a detailed accounting of how your bartenders are trained (i.e. save serve, etc).

5.2 Staff Qualifications Possible Points: 150 List the names of the key staff members that you would be assigned to service this contract, if awarded. Provide resumes describing the educational and work experiences, certifications and/or credentials, and all affiliations/memberships for each of the key staff and subcontractors who would be assigned to the project. Also include their experience working in a multi-cultural environment. At a minimum, include the following individuals: Vendor’s Event Client Liaison(s), Marketing Coordinator(s), UWM Liaison(s), and On-Site Event Day Manager(s) 5.3 Staff Qualifications - Proposer References: Provide below on Exhibit A, Bidder Required Form – References. This form is attached within.

Proposer(s) must include in their proposal a list of organizations and/or clients (no more than four (4)) with whom the proposer has done business with over the last five (5) years who demonstrate similar business needs to those specified in this RFP. Include basic contact information for each reference (company name, contact name, address and telephone number), as well as a brief description of the project, assignment, or service(s) involved in the business relationship. Potential subcontractor providers cannot be listed as references. References shall be provided in EXHIBIT A: BIDDER REQUIRED FORM – REFERENCES, any narrative you need to supply to satisfy the above specifications is also allowed. Attach additional sheets if necessary..

The University will determine which, if any, references to contact to assess the quality of work performed. The results of any references will be provided to the Evaluation Committee for this RFP and used when scoring the Proposal.

UWM reserves the right to contact any vendor references not listed, which may become known to UWM.

5.4 Recordkeeping and Reporting Possible Points: 50 5.4.1 Describe in thorough detail the process your company uses for record keeping. Give details on customer files, contracts, financials, etc.

5.4.2 Explain payment process. Do you use cash registers at cash bar? Are register tapes kept on file? What forms of payment do you accept (cash, check, credit card)? How do you process the payments you receive? When is payment due from clients?

5.5 Financials Possible Points: 150

5.5.1 Proposers must provide financial documentation to provide evidence of company viability. This documentation may include a Dunn and Bradstreet report, balance sheets, or any other documentation that the proposer feels will make its case to show proof of financial soundness and in a good financial position to execute this contract.

5.6 Value-Added Capabilities Possible Points:100 Proposers are encouraged to exceed mandatory performance requirements and should state any value-added capabilities in their RFP response. List any additional, beneficial services that your organization is willing to provide to improve and/or augment the program (e.g. comprehensive website, informational home mailings, etc.) at no additional cost. Describe any capital investment that you would make in the space. You should indicate the dollar amount you would spend on upgrades.

6.0 REVENUE PROPOSAL Exhibit B Possible Points: 250 6.1 General Instructions on Preparing and Formatting Revenue Proposals

Proposers may bid on lot 1 or lot 2 or both.

Proposers to use Exhibit B Attachment word doc, which is the Jan Serr 22/23 rate sheet, to base their revenue proposals on.

Exhibit B MUST BE ATTACHED AS A SEPARATE EXCEL DOCUMENT.

Proposers may provide revenue proposals in one of two ways, as follows:

6.1.a - First Option Lot 1 Straight percentage of total revenue per event to UWM.

Percentage

Predicted total revenue share for UWM year one

Predicted total revenue share for UWM year two Predicted total revenue share for UWM year three

Predicted total revenue share for UWM year four 6.1.b- Second Option Lot 2 Hybrid Model (75% of room fee to UWM + financial incentive/structure on top of that/event to be proposed by vendor (Vendors to use Excel sheet space below Lot 2 to describe incentive/structure on top of room fee)

Predicted total revenue share for UWM year one

Predicted total revenue share for UWM year two Predicted total revenue share for UWM year three

Predicted total revenue share for UWM year four

6.2 Fixed price period

The awarded Proposer must hold the revenue proposal fixed for the first year of the contract. The University reserves the right to negotiate more competitive revenue fees with the Proposer during years two, three, four, and in any renewal periods, if market conditions warrant it. At no time will the revenue value of the contract be reduced.

7.0 PREPARING AND SUBMITTING A RESPONSE

Calendar of Events

Listed below are specific dates and times of actions related to this RFP. It is the Proposer’s responsibility to check VendorNet regularly for any RFP amendments.

7.1 Communication/Questions

The only permissible communication regarding this RFP is in writing. No phone questions or inquiries will be acknowledged to ensure fairness to all Proposers in receiving information related to this RFP.

Any contact with UWM employees (except with or authorized by the RFP Manager) is strictly prohibited between the time that the RFP is released and contract award. Any Proposer who fails to adhere to this provision may be disqualified and their Proposal may be rejected.

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP. If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Proposer should immediately notify the below named individual of such error and request modification or clarification the RFP.

If a Proposer fails to notify the Purchasing Office of an error in the RFP document which is known to the Proposer, or which must have reasonably been known to the Proposer, then any Proposal submitted shall be at the risk and if awarded a contract, the Proposer shall not be entitled to additional compensation or time by reason of the error or its later correction.

Questions concerning this RFP shall be submitted in writing to the RFP Manager listed below by the questions due date and time on cover sheet of this RFP:

Kathy Kercheck Email: kkerchec@uwm.edu

Please label subject line of the email “RFP # KK-06-O Question.”

UWM shall provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. Any Proposer in need of reasonable accommodations should contact the RFP Manager at kkerchec@uwm.edu Any contact with University employees concerning this RFP are prohibited, except as authorized by the RFP manager during the period from date of release of the RFP until the intent to award, is released. Contacting anyone other than the Designated Contact(s) above may disqualify your proposal

7.2 Addendum

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided in the same manner the RFP was released.

7.3 Site Visit (Mandatory)

Proposer must visit the UWM site prior to submitting a Proposal. Site Inspections will occur on the following dates and times. This is the time for vendors to ask in person questions that will help them complete their RFP response. Questions can also be submitted via email to kkerchec@uwm.edu with a Questions deadline of 2pm on Dec. 6th:

All proposers visiting site must RSVP by to Kathy Kercheck kkerchec@uwm.edu by Nov 28, 3pm. Parking instructions and further info will be emailed to all those who RSVP with one of the following times chosen.

Tuesday, Nov. 29, 2022 at 10am Thursday, Dec 1, 2022 at 2pm

7.4 Submission of the Proposal –

PROPOSALS MUST BE EMAILED TO:

Kathy Kercheck at kkerchec@uwm.edu The University accepts completed proposals e-mailed to kkerchec@uwm.edu prior to the stated due date and exact time. The Time of Email Receipt of bid to kkerchec@uwm.edu will be considered the time stamp.

Proposals received after the due date will be considered late and will not be accepted as a legitimate proposal. Submitting a proposal to any other e-mail address than kkerchec@uwm.edu does not constitute receipt of a valid proposal by Procurement. Proof of transmission does not constitute proof of receipt. Do not risk emailing your proposal at last minute.

Email submissions may not be greater than 30 megabytes. Any email file greater than 30 megabytes will be rejected by the email server. It is the responsibility of the sending party to confirm emailed responses were received by the Purchasing office prior to proposal due date.

Electronic or digital signatures are acceptable.

The response should be organized and each section should be clearly marked. The contents within should reference the section or exhibit number assigned in the RFP. Failure to submit as indicated may disqualify your proposal.

8.0 PROPOSAL SELECTION AND AWARD PROCESS

The evaluation and selection of a Proposer and the contract will be based on the information submitted in Proposer’s Proposal plus references and (any oral presentations, if applicable.) Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

8.1 Preliminary Evaluation

The Proposals will be reviewed initially to determine if the Mandatory Requirements are met. Failure to meet the Mandatory Requirements will result in rejection of the Proposal. In the event that all Proposers do not meet one or more of the Mandatory Requirements, UWM reserves the right to continue the evaluation of the Proposals and to select the Proposal which most closely meets the requirements specified in this RFP.

8.2 Proposal Scoring

Accepted Proposals will be reviewed by an Evaluation Committee (“Committee”), consisting of members who have been selected because of their professional expertise and knowledge of the service(s) that are the subject of this RFP. Proposers may not contact members of the Committee except at the RFP Manager’s specific direction.

The Committee will score all accepted Proposals against the criteria stated herein. Proposals from Certified Minority Business Enterprises (“MBE”) may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses (Wis. Stats. 16.75(3m). The Committee's scoring will be tabulated and Proposals ranked based on the numerical scores received. The Committee may review references and use the results in scoring the Proposals.

8.3 Revenue Proposal Scoring

The cost Proposals will be calculated with the most points awarded to the Proposal with the lowest cost. Other cost Proposals will be assigned points that correlate to those assigned to the lowest cost Proposal.

8.4 Evaluation Criteria

The Proposals will be scored using the following criteria: My thoughts, but up for discussion

DESCRIPTION

PERCENT

POSSIBLE POINTS

Organizational Capabilities

30%

Staff Qualifications

15%

Recordkeeping/Reporting 5%

Value Added Services 10% Financials 15% Cost Proposal 25%

Total:

100% 1000

8.5 Oral Presentation/Interview of Top Scoring Proposers

Top scoring Proposers based on an evaluation of the written Proposal may be required to participate in an oral presentation/interview to support and clarify their Proposals, if requested by UWM. UWM will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the Proposer. Failure of a Proposer to participate on the date scheduled may result in rejection of the Proposer's Proposal. UWM reserves the right to make the determination as to the highest-ranked Proposal based on quality points alone (excluding points associated with the Cost Proposal).

Failure of a proposer to conduct a presentation on the date scheduled or allow an on-site/proposer site visit may result in rejection of the Proposal. These events cannot be used as an opportunity to alter Proposals submitted. The evaluation committee members will be allowed to modify their individual scores, after any oral presentations, if desired.

8.6 Award and Final Offers

UWM will compile the final scores for each Proposal. The Award will be granted in one of two ways. The Award may be granted to the highest scoring responsive and responsible Proposer. Alternatively, UWM reserves the right to request one or more respondents to a Best and Final Offer (“BAFO”) process. BAFOs may be used when no single response addresses all the specifications, when the costs submitted by all bidders are too high, when two or more bidders are virtually tied after the evaluation process, or when all bidders submitted responses that are unclear or deficient in one or more areas. If a BAFO is utilized, Proposers may be required to submit revisions to the RFP response. UWM will send out a BAFO request to invited respondents that will set forth the areas of the Proposal to be covered, and the date and time by which the BAFO must be returned. All respondents will be treated equally and no information will be transmitted from one respondent about the other respondent’s offer during the process. UWM reserves the right to apply additional criteria not listed in the original RFP to the BAFO process, but any additional criteria will be disclosed to Proposers in the BAFO request. Proposers should not expect that a BAFO will be requested.

8.7 Award Statement

The contract will be awarded to the highest scoring Proposer providing contract negotiations are successful.

8.8 Notification of Intent to Award

All Proposers who respond to this RFP will be notified in writing of UWM’s intent to award the Contract as a result of this RFP.

8.9 Appeals Process

The appeals process applies only to those solicitations for contractual services that result in a Contract greater than $50,000. Notices of Intent to Protest and protests must be made in writing to University of Wisconsin - Milwaukee. Protestors should make their protests as specific as possible and should identify the Wisconsin State Statutes and Wisconsin Administrative Code provisions that are alleged to have been violated.

The written Notice of Intent to Protest the Notice of Intent to Award a Contract must be filed with:

Brian Klinger, Director of Procurement – UW Milwaukee Purchasing Office briank@uwm.edu and received no later than five (5) business days after the Notice of Intent to Award is issued.

The actual written protest must be received in his office no later than ten (10) business days after the Notice of Intent to Award is issued.

The decision of the University of Wisconsin - Milwaukee may be appealed to the Secretary of the Wisconsin Department of Administration within five (5) business days of issuance, with a copy of such appeal filed with the University of Wisconsin - Milwaukee. The appeal must allege a violation of a Wisconsin State Statute or a Provision of the Wisconsin Administrative Code.

Under no circumstances will UWM sign Proposer’s contract or document.

9.0

SPECIAL RFP TERMS AND CONDITIONS

9.1 Minority Business Enterprise (MBE)

The State of Wisconsin has a goal of placing five percent (5%) of its total purchasing dollars with Certified Minority Business Enterprise firms. Authority for this program can be found in Wisconsin State Statues 15.107(2), 16.74(4), 16.755 and 560.036(2). The State is committed to the promotion of minority businesses in the State’s purchasing program.

With this procurement, the Contractor is encouraged to purchase services and supplies from Minority Business Enterprises (MBEs) that are certified by the State of Wisconsin, Department of Commerce, Bureau of Minority Business Development. The University may require the Contractor to meet with the University to identify MBE Subcontractors for the provision of services for this Contract. A list of Certified MBEs and the services and commodities that they provide is available from the RFP Manager. The list is also published on the internet at:

http://www.doa.state.wi.us/mbe/minority_search.asp?locid=0 For more information, call (608) 267-3293.

9.2 University Access to Spaces

Authorized representatives of the Peck School of the Arts shall have unlimited access at all times to all spaces occupied by Entity. Entity agrees that Peck School of the Arts retains at all times the right to conduct public, non-public, University business or other activities, whether educational in nature or not, in all areas adjacent to the designated limited license spaces identified in this Contract.

9.3

HVAC

Contractor acknowledges that it has examined the spaces within the Facility that will be made available to it under this Contract and understands that only normal electrical and Heating/Ventilation/& Air Conditioning service will be provided.

9.4 Personal Property Contractor agrees that the Peck School of the Arts will not provide any level of security for any personal property or equipment of any kind or size whether left, kept, used or stored within the spaces included in this limited license Contract or anywhere else in the Kenilworth Building. Any personal property left on the premises of the Facility at any time is solely at the risk of the Contractor and/or its invitees and attendees without any responsibility on the part of the Peck School of the Arts. Peck School of the Arts is hereby given the right to take and retain possession of any personal property of the Contractor or its invitees/attendees that may be left on the premises following any event and to sell the same without notice, at either public or private sale, in satisfaction of all debts which may become due hereunder to the Peck School of the Arts.

9.5 Kenilworth Operations

The Peck School of the Arts retains the right to administer and operate all spaces of the Facility as it sees fit.

9.6 Inspection

UWM reserves the right to inspect Facility at any time without prior notice.

9.7 Deliveries/Loading

Contractor shall not engage in any delivery, unloading or loading outside of the time period booked for a Non-UWM Event, unless arranged with the Facilities Director at least 48 hours in advance of intended delivery time. All equipment connected with any UWM or Non-UWM event/function must be removed immediately following the event/function unless otherwise arranged in advance or Peck School of the Arts grants permission. Access to the loading dock area is not assured unless written arrangements are made with the Facilities Director to accommodate access to the loading dock area with delivery vehicles.

9.8 Insurance

See – Insurance Coverage for insurance requirements. Any subcontractors being used will be subject to providing proof of insurance and the same level of coverage.

9.9 Modifications to Facility

No modifications or alterations may be made by any person to Kenilworth Square East without the prior written approval from the Facilities Director and an authorized representative of the UWM Office of Campus Facilities Planning.

No Smoking/Controlled Substances

There shall be neither smoking of any substance nor possession of any controlled substances in any of the facilities of the Peck School of the Arts at any time. No alcoholic beverages may be brought into Kenilworth Square East at any time except by an alcohol provider approved by UWM in conjunction with a catered event/function.

9.10 No Hazardous Materials/Equipment

There shall be no harmful, corrosive, or combustible solvents, chemicals, materials or equipment using said substances in any of the facilities at any time. Fireworks, explosives, firearms, and electrical or illuminating equipment and apparatus, are not allowed in any of the facilities at any time without the written approval of the Facilities Director.

9.11 Equipment

Contractor shall furnish, at their own cost, any equipment needed in operating their business that is not already provided by UWM.

9.12 No Combustibles

Contractor shall not put up or operate any engine, motor or machinery in the facility or use oils, burning fluids, camphine, kerosene, naphtha, gasoline, paint or other substance which, in the opinion of UWM is highly combustible. Entity shall not use any agent other than electricity for illuminating the Facility without the written approval of the Facilities Director.

9.13 Candles

Candles or any other type of open flame is prohibited in the Facility except to the extent approved in writing by the Facilities Director in designated containers. To the extent use of candles is approved, Entity is responsible to monitor the Facility for possible fire for one half-hour following extinguishment of the candles.

9.14 No Smoking/Controlled Substances There shall be neither smoking of any substance nor possession of any controlled substances in any of the facilities of the PSOA at any time. No alcoholic beverages may be brought into the KSC at any time except by an alcohol provider approved by UWM in conjunction with a catered event/function.

9.15 No Animals

No animals, except those trained for and used as aids by individuals with a disability or approved in writing by the Facilities Director, shall be allowed on the premises at any time. Prior to approval by the Facilities Director, the use of any animals must comply with all USDA applicable regulations and must be approved by a qualified expert in this field, and have prior written approval from a representative of the UWM Office of Environmental Health, Safety and Risk Management.

9.16 Security & Police

Contractor may not use or permit the use of private security services at the Facility. If UWM deems it necessary, or Entity desires to have, UWM may elect to provide police/security services at Entity’s cost. There is a minimum of 4 hours required for UWM Police/Security Officers at a rate of $43/hour per officer. In the event of any safety incident at an event at the Facility, Entity should call the UWM Police Department’s emergency line at 414-229-9911.

9.17 No Assignment

Entity may not assign any rights under this Contract.

9.18 Code of Conduct

The Entity, its employees, and any of its Subcontractors shall not engage in any abusive, threatening, or disorderly conduct while on University property.

9.19 Ejection of Persons

Peck School of the Arts reserves the right to eject, at any time, any objectionable person(s) from the Facility upon the exercise of this authority by the Facilities Director or the designated House Manager; or by a police officer who has reasonable suspicion that the individual(s) has violated any provision of State law including any Wisconsin Administrative Code provision or municipal ordinance.

9.20 Attendance Maximums

Contractor shall not permit attendance at any Non-UWM Event in excess of the capacity of the licensed areas of the Facility which is 405.

9.21 Interpretation

Any matters not addressed by this Contract or any matter of interpretation of this Contract shall be resolved at the sole discretion of the Facility.

9.22 Authority

Contractor and Facility represent and warrant that the individuals signing this Contract on their behalves are fully authorized to do so.

9.23 Building Identification

Contractor agrees that in all public and private announcements of its event to use the following names, in full, to identify the building as the UWM Kenilworth Square East Building, and the assembly space within as The Jan Serr Studio.

9.24 Entire Contract

This Contract, including attachments, is the entire understanding between the parties concerning the subject matter hereof, and it supersedes all prior representations and Contracts, oral or written and may not be modified unless in writing signed by authorized representatives of both parties Section 10 -UWM’s Contract Terms and Conditions

a. Term: The term of this Contract shall commence upon date of fully executed contract and expire in four years from that date, unless earlier terminated as set forth herein. Two optional one-year contract extensions available in year 5 and 6 of contract. This contract shall automatically be extended into its next term, unless the Contract Administrator is notified in writing by the Contractor; or the Contractor is notified by the Contract Administrator in writing per termination clause 10-j.

UWM and Contractor shall negotiate revenue percentage of year 5 and year 6, if renewing, 3 months before renewal date.

End of Final Contract Term: When the contract is in its final year, and no additional contract extensions are available, UWM intends to issue a new request for proposal to continue this service. Upon new contract AWARD, current Contractor must discontinue marketing, and booking ANY additional dates. For bookings extending beyond the contract end-date, for which current Contractor has an executed contract with a client, Contractor will be allowed to host that event under the same terms and conditions of final year of contract. The PSOA Director will work with last year Contractor and newly awarded Contractor with respect to any issues that may arise regarding use of furniture or other assets set in place by the newly awarded Contractor. The UWM PSOA Director will work with and detail operating procedures for any transition to a new Contractor, including, but not limited to use of assets. The PSOA will have the option of buying out any, or all, Contractor supplied equipment to include, but limited to, kitchen equipment, tables, chairs, etc, upon lapse or termination of the Contract, at a depreciation rate to be negotiated.

b. Integration: The following documents shall constitute the entire agreement between UWM and Contractor with respect to the subject matter set forth herein: (1) this Contract, including documents incorporated by reference;…