RFP-2025-029-ME Final.docx

Request for Proposals #RFP-2025-029-ME

TICKETING, PARKING, AND TAILGATING SERVICES

Table of Contents

I. Background A. Colorado State University System Background The Colorado State University (CSU) System is comprised of three campuses with very distinct roles and missions, CSU-Fort Collins, CSU‐Pueblo and CSU-Global Campus. The CSU campuses serve the state, region, country, and world, educating nearly 60,000 students annually. Highly skilled graduates number almost 9,000 per year, and more than 250,000 alumni live around the globe.

B. Colorado State University Background Colorado State University in Fort Collins, the System’s flagship institution, is a doctoral-granting research university with a student body of more than 33,000, with one out of four students being first-generation scholars. As the state’s only land-grant institution, CSU has been serving Colorado since 1870. Our world-class research in infectious disease, atmospheric science, clean energy technologies, environmental science, and biomedical technology attracts more than $350 million in research funding annually. Our professional programs in veterinary medicine, occupational therapy, journalism, agriculture and construction management are ranked among the nation’s best.

Colorado State is the “university of choice” for Colorado residents; 30% of all of Colorado’s science, math, engineering and technology majors pursue degrees at CSU.

CSU’s purpose is to ensure students can realize their dreams and impact the world through access to innovative and relevant academic programming, an incomparable student experience, extraordinary faculty and staff, research and new knowledge discovery to solve global challenges, and state-of-the-art working and learning environments.

C. Colorado State University Pueblo Background Colorado State University-Pueblo is a regional, comprehensive, federally designated Hispanic-Serving Institution, serving approximately 4,000 students – 47 percent of whom identify as a minority, including more than 25 percent Hispanic, and 31 percent first-generation. Diverse, intimate, and supportive, the Pueblo campus serves the Southern Colorado area offering both undergraduate and graduate degrees in business, education, engineering, nursing, and the humanities. CSU-Pueblo delivers unique programs in mechatronics, railroad engineering, and automotive industry management.

D. Colorado State University Global Colorado State University Global is the nation’s first independent, 100-percent online accredited public university. With almost 19,000 students in more than 40 countries, CSU Global serves adults, active military, and business professionals who seek flexible educational options. Created to serve modern learners in Colorado and beyond, CSU Global is committed to academic excellence, innovative and outcome-driven learning solutions, and career-relevant degree programs.

D. Purpose CSU Athletics is seeking to award Ticketing, Parking, and Tailgate, VIP Experiences, services to a single vendor that can provide the best overall value to the University. This value will be determined by CSU Athletics staff based on the overall competence, compliance, format and presentation of each RFP response and in-person presentation. Respondents may submit a proposal for all the services entailed in this RFP or may submit a proposal for a specific service identified in this RFP.

E. Goals The goal of this solicitation is to identify a qualified vendor with demonstrated experience of delivering comprehensive on-site ticketing, VIP Experiences, parking, and tailgate operations and customer service for CSU Athletic events. Services will include daily and event day support for football, volleyball, men’s and women’s basketball, and special events, with responsibilities ranging from ticket and parking sales to guest assistance. The vendor will also manage tailgate operations, including sales, logistics, and hospitality, across football and other athletic events, and support regional engagements where CSU Athletics benefits financially. It will be the awarded provider’s responsibility to generate meaningful revenue for the Athletics Department.

Expectations include full-service event-day support encompassing setup, teardown, Direct TV, equipment provisioning, signage, and concierge-style assistance. The selected vendor must demonstrate expertise in high-volume event operations with a focus on customer satisfaction and operational efficiency.

F. Definitions In the following Request for Proposal (RFP) the term “University” shall be understood to mean “The Board of Governors of the Colorado State University System acting by and through Colorado State University.”

The term “Offeror,” as used herein, shall be understood to mean the individual, company, corporation, or firm formally submitting a response to this RFP, and may also be referred to as the “Offeror”, “Vendor”, or “Contractor”.

The term “Response,” as used herein, shall be understood to mean a written offer to provide goods and/or services in accordance with the general conditions, instructions, and specifications stated herein with exceptions clearly stated, and may be used interchangeably with the terms “Proposal” and “Bid”.

II. Scope and Statement of Needs The successful provider shall provide full-service, turnkey ticketing, parking, VIP Experiences, and tailgating services for CSU Athletics with multiple levels of service as specified herein. Full service shall be defined as providing and making all the necessary arrangements for services as outlined in this Solicitation including, but not limited to: staffing, security, equipment rental, coordination of catering, set-up, clean-up, and television streaming options.

A core expectation of this engagement is that the provider will actively generate revenue for Colorado State University through the execution of these services. Proposers must present a revenue-focused approach that maximizes financial return to CSU Athletics via strategic pricing, upselling, customer engagement, and value-added offerings within ticketing, parking, and tailgating operations.

Further, the successful provider will be required to demonstrate how it expects to provide integrated On-Site Sales, Service, and Operations which encompasses the following:

Ability to provide integrated on-site comprehensive sales, service, and operations which includes:

· Tickets and parking sales

· Tickets and parking customer service

· Tailgate sales

· Tailgate catering sales

· Tailgate Direct TV sales

· Tailgate set-up and clean

· Tailgate bell hop service

A. General Requirements The successful provider must have demonstrated experience in:

a. Providing trained and professional staff to manage all services required for the game day tailgate experiences.

b. Willingness to learn about and consider University services and/or existing CSU partner services to execute game day tailgate services (i.e., catering).

c. Receive reservations, process payments and provide accurate accounting and planned activity for each event the service provider operates during a CSU Football Game Day.

d. Ability and willingness to offer a pregame hospitality option for all fans that does not require paid admission.

The successful provider must agree to have staff onsite to attend event/game management meetings in support of successful event day operations. If both parties mutually agree that the service provider’s staff is not needed at the game management meeting, service provider will provide a detailed report to the CSU Department of Athletics prior to game management meeting so the information can be shared at the meeting.

Service provider understands and agrees to comply with all CSU Game Day policies and procedures. This includes, but is not limited to:

a. Set-up guidelines

b. Clean-up guidelines

c. Securing of all necessary and appropriate approvals and/or permits

d. Traffic regulations

e. Parking regulations

f. Ticket regulations

g. Security

B. Specific Requirements

i. Daily On-Site Ticket and Parking Sales, Operations and Customer Service. CSU’s minimum staffing expectations are 1 manager and 8 sales representatives.

a. Football

b. Volleyball

c. Women’s Basketball

d. Men’s Basketball

e. Special Events

· Football

· Volleyball

· Women’s Basketball

· Men’s Basketball

· Special Events

iii. Specific to the required Tailgate component to the services, the successful provider must demonstrate a plan for the following:

1) Tailgate Sales, and Customer Service On-site sales general manager and sales team and operations general manager to support:

a. Football

b. Other Colorado State Athletic Events

c. Regional Event Support where Colorado State Athletics earns a commission

2) Event Day On-site Tailgate Customer Service and Operations

a. Set-up

b. Clean-up

c. Direct TV Service

d. Ice

e. Coolers

f. Tents

g. Chairs

h. Signage

i. Bell hop service

Set-up and clean-up times will be mutually agreed upon the week of each game by the Service provider and CSU Athletics.

Service provider will need to work with CSU athletics to purchase parking if needed/desired.

Location of parking will be determined based on availability.

CSU Athletics has specific locations designated for visiting team groups. Official visiting team groups shall be referred to the Athletic Department.

C. Financial Responsibilities of Provider The successful provider will be required to operate within Colorado State University’s established financial systems to ensure full transparency and accountability. All revenue for ticketing, parking, and tailgating services will be collected through Paciolan, CSU’s official ticketing software and the vendor’s customized online tailgate registration system.

The compensation structure for the provider will be based on commission percentages, similar to the current model used in the existing vendor contract. Commission rates may vary depending on the type of ticket or package sold, and may also be scaled based on sales milestones. Proposing vendors are expected to include estimated commission percentages and revenue share models as part of their submissions. CSU will retain a defined percentage of revenues from tailgating packages, while vendors will be compensated through agreed-upon commissions on ticket sales.

To safeguard against lost revenue, theft, or embezzlement, the awarded vendor will have designated personnel working in coordination with the CSU Athletic Department and Ticket Office. The required use of the Paciolan system ensures traceable, verifiable transaction records. Additionally, revenue reconciliations are performed regularly by both the CSU Ticket Office and the Athletic Business Office to align Paciolan records with credit card statements and the broader University financial system. These integrated controls form the basis for secure and accurate financial reporting, and the provider must support and comply with these oversight processes throughout the contract term.

III. Information Required from Respondents

The following describes the minimum information that is required from Offerors. If references are made in your response to accompanying materials, specify document names and pages where the information can be found. Failure to comply with the required format and content of all required information may, at the discretion of the University, result in the proposal being eliminated from further consideration.

A. Cover Letter The Supplier shall furnish a cover letter to introduce the company and its qualifications and to provide a general overview of the Supplier’s proposal.

B. Firm Capabilities and Experience

1. Interested firms should demonstrate substantial experience managing on-site ticketing, parking, and tailgate operations for collegiate or comparable large-scale athletic events. Experience should include day-to-day sales operations, event-day execution, and customer service delivery across multiple sports and event types. Firms must show a proven ability to coordinate logistics, staff management, and hospitality services in dynamic, high-traffic environments. Provide information demonstrating a successful track record supporting Division I athletic programs and delivering revenue-generating solutions through strategic sales and fan engagement initiatives.

2. Firms should demonstrate a strong ability to develop and execute strategic sales initiatives that drive revenue through ticketing, parking, and tailgate offerings. Emphasize innovative approaches to upselling, bundling, and enhancing the fan experience to maximize profitability for CSU Athletics.

3. Include in the response the following

a. Provide a brief overview of the firm’s qualifications and scope of services.

b. Provide a list of no less than three (3) current customers for whom the firm is providing services similar in size and scope. CSU reserves the rights, but not the obligation to contact these customers as references.

C. Team Experience and Expertise

1. CSU seeks a vendor whose team brings extensive, hands-on experience in managing high-volume, customer-facing operations across Division I athletic events. The ideal team will demonstrate a deep understanding of the unique demands of collegiate athletics, including pre-event planning, real-time event execution, and post-event wrap-up across ticketing, parking, and tailgate services. Team members should possess a track record of delivering exceptional customer service in dynamic, fast-paced environments, with proven success in leading sales teams, coordinating logistics, and managing on-site operations for football, basketball, and other large-scale athletic or special events. CSU is particularly interested in teams with direct experience supporting Division I programs, showcasing strong communication, leadership, and crisis-management skills, as well as a commitment to elevating the fan experience. Additionally, the vendor's team should be adept at working collaboratively with university staff, third-party partners, and venue personnel to ensure seamless service delivery from start to finish.

2. Demonstration of Experience and Expertise:

To demonstrate the required qualifications, proposers must submit documentation of relevant experience and expertise, including:

Proposers must validate and confirm all references as current and viable prior to including them in the proposal response.

EXAMPLE:

D. Approach

1. A prospective proposer must approach this project with a comprehensive, turnkey strategy tailored to the unique needs of CSU Athletics. This includes developing a detailed operational plan for daily and event-day ticketing, parking, and tailgate services, supported by a dedicated on-site general manager and trained sales staff. The plan must outline protocols for staffing, training, customer service standards, and technology integration to ensure efficient, scalable, and responsive service across all athletic and special events. The proposer must also articulate a clear understanding of the CSU Athletics brand and fan base, with a commitment to delivering a seamless, high-quality experience that reflects the University's values and enhances event-day operations.

2. In addition, the proposer must present a revenue generation and performance management approach that includes data-driven sales strategies, dynamic pricing models, and real-time performance monitoring. Proposals must demonstrate the ability to analyze trends, adjust offerings based on fan behavior, and capitalize on upsell opportunities to maximize profitability. A successful approach will include collaborative planning with CSU stakeholders, transparent reporting, and ongoing evaluation to ensure continuous improvement and alignment with the University’s goals for revenue growth, fan engagement, and operational excellence.

E. Technology

F. Reporting

1. Proposers must demonstrate a comprehensive and innovative reporting strategy that provides CSU Athletics with timely, accurate, and actionable insights across all areas of service, including ticketing, parking, tailgate sales, and customer service. Reporting must include real-time and post-event data on key performance indicators such as transaction volume, inventory management, staffing efficiency, response times, and customer satisfaction. The ability to generate both standardized and customized reports for various CSU stakeholders—ranging from Athletics leadership to finance and marketing—will be essential for ongoing operational assessment and decision-making.

2. In addition to core metrics, proposers must showcase how their reporting tools can drive innovation and revenue growth. This includes using advanced analytics and data visualization to identify sales trends, forecast demand, and uncover upsell and bundling opportunities. Innovative strategies might include geo-tracking customer behavior, heat mapping fan traffic, or using predictive modeling to inform pricing and promotional strategies. Emphasis should be placed on leveraging data to create dynamic, targeted recommendations that support fan engagement, operational efficiency, and increased profitability for CSU Athletics.

G. Financial Considerations

1. Proposers must demonstrate the financial strength, stability, and organizational capacity necessary to successfully fulfill the scope of services outlined in this solicitation. This includes the ability to staff and manage multiple, concurrent events across various sports and venues without disruption to service quality or operational performance. Proposers must provide evidence of adequate financial resources to support up-front operational needs such as equipment, staffing, and logistics, as well as the ability to scale services during peak periods or special events. Audited financial statements, bank references, or other relevant documentation may be requested to verify financial solvency.

2. CSU also seeks partners with a proven track record of managing similar contracts with Division I athletic programs or equivalent high-volume, high-visibility projects. Proposers must detail past or current partnerships with collegiate or professional sports organizations that demonstrate an ability to meet complex operational requirements while maintaining fiscal responsibility. The University values firms that can showcase long-term client relationships, particularly where measurable results—such as increased revenue, improved customer service, or enhanced operational efficiency—have been achieved. A demonstrated ability to deliver both financial accountability and operational excellence will be a key factor in the evaluation process.

H. Financial Proposal Proposing vendors must submit a comprehensive Financial Proposal detailing their recommended compensation and revenue-sharing model. The Financial Proposal must include: (1) a breakdown of proposed commission percentages and CSU revenue shares across ticketing, parking, tailgating, and VIP packages; (2) any milestone-based incentive structures that reward high sales performance; (3) acknowledgment of CSU’s financial oversight procedures, including use of the Paciolan system and regular reconciliations; (4) a staffing plan that identifies personnel responsible for financial coordination and compliance; and (5) disclosure of any additional cost assumptions, exclusions, or system integration fees. This initiative is intended to be a revenue-generating enterprise for Colorado State University, and as such, the proposed financial structure should be fair, competitive, and ultimately advantageous to the University. Proposals should reflect full transparency, align with CSU’s operational protocols, and ensure fiscal accountability throughout the contract term.

Use Appendix C – Financial Proposal (will be a separate file in BidNet). Note: There are five [5] worksheets for which to notate the financial proposal. ALL must be returned with the proposal. Failure to do so, may result in disqualification of the entire proposal.

I. Accessibility of Information Communication Technology If you are providing Information Communication Technology, provide certification and attestation documentation related to security and accessibility, including the Higher Education Vulnerability Assessment Tool (HECVAT Lite), version 3.02 or higher, and a current Voluntary Product Accessibility Template (VPAT), referencing WCAG 2.1 standards or higher.

J. Exceptions to the RFP Terms and Conditions Any and all exceptions to the provisions contained in this RFP must be clearly and specifically stated in this section. Failure to specifically state an exception shall be conclusively deemed a waiver of any such objection. Failure or refusal to execute the contract documents as accepted, within the required time stated in this RFP, shall be cause for immediate cancellation of the award.

K. Authorized Agent The attached signature page, Appendix D, must be completed by an authorized agent of the firm and attached to the proposal.

IV. Administrative Information A. Issuing Office This Request for Proposals (RFP) is issued for the State of Colorado, Board of Governors of the Colorado State University System, by the Colorado State University Office of Procurement Services. This RFP is governed by the Colorado State University Procurement Rules in effect at the time of its issuance and may differ from the State of Colorado Procurement Code and Rules. This RFP is not governed by or subject to the State of Colorado Procurement Code or Rules.

B. Purpose This Request for Proposal provides prospective Offerors with sufficient information to enable them to prepare and submit proposals.

C. Definitions In the following Request for Proposal (RFP) the term “University” shall be understood to mean “The Board of Governors of the Colorado State University System acting by and through Colorado State University.”

The term “Offeror,” as used herein, shall be understood to mean the individual, company, corporation, or firm formally submitting a response to this RFP, and may also be referred to as the “Offeror”, “Supplier”, or “Firm”.

The term “Response”, as used herein, shall be understood to mean a written offer to provide goods and/or services in accordance with the general conditions, instructions, and specifications stated herein with exceptions clearly stated, and may be used interchangeably with the term “Proposal”.

D. Scope This Request for Proposal contains the instructions governing the proposals to be submitted and the material to be included therein, mandatory requirements which must be met to be eligible for consideration, and other requirements to be met by each proposal.

E. Schedule of Activities

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F. Request for Proposal - Respond and Responsibilities of Offerors All interested individuals/firms are invited to submit a proposal in accordance with the policies, procedures, and dates as set forth herein.

G. Inquiries Prospective Offerors may make written inquiries by e-mail concerning this Request for Proposal to obtain clarification of requirements. Answers to any inquiries will be published on Rocky Mountain E-Purchasing System (BidNet) as a modification to the Request for Proposal as soon as possible after. No inquires will be accepted after 5:00 P.M. on Thursday, May 29, 2025. Inquiries should be directed to the following using the e-mail address:

Email: civic.csu@civicinitiatives.com CC: Melinda.Easley@colostate.edu

The Procurement Official listed herein is to be the SOLE point of contact concerning this RFP. Offerors shall not directly contact other personnel regarding matters concerning this RFP or to arrange meetings related to such. Attempts to obtain information by means other than the Procurement Official may be grounds for disqualification.

H. Addendum or Supplement to Request for Proposal In the event it becomes necessary to revise any part of this Request for Proposal, an Addendum to this RFP will be published on BidNet. Offerors shall not rely on any other interpretations, changes, or corrections.

I. Proposal Submission Your written Proposal with complete pricing information must be submitted to the University’s Procurement Office via BidNet by 3:00 P.M. on Tuesday, June 17, 2025. The file name should be “RFP-2025-029-ME.”

UNDER NO CIRCUMSTANCES WILL A TELEPHONE, FAX OR HARDCOPY PROPOSAL BE ACCEPTED.

The University reserves the right, in its sole discretion, to reject any and all proposals and to waive informalities and minor irregularities in proposals received and to accept any portion of a proposal or all items bid if deemed in the best interest of the University to do so.

The Colorado State University Procurement Rules require that contracts be awarded to responsible bidders only. Bidder responsibility is a determination made in the sole discretion of CSU. The University reserves the right to make this determination at any time in this RFP process, and may not make a responsibility determination for every Offeror.

Factors to be considered in determining whether the standard of responsibility has been met include whether an Offeror has:

J. Confidentiality Any restrictions on the disclosure or use of Confidential Information contained within a bid or proposal must be clearly stated in the bid or proposal itself. The Colorado Open Records Act, C.R.S. sec 24-702-201 et seq., applies to all documents submitted in response to this solicitation. The Open Records Act specifically states that the following are considered confidential: “Trade secrets, privileged information, and confidential commercial, financial, geological, or geophysical data.” The Bidder or Offeror must designate documents as Confidential Information that fall into these categories by clearly and conspicuously marking the documents. Confidential Information shall not include any subsequent contractual terms or pricing that result from the Bidder or Offeror’s submission.

If Confidential Information is submitted, it must be submitted as a separate file, with the file name clearly and conspicuously marked with: “Confidential Information RFP 2025-029-ME, Athletic Ticketing, Parking, and Tailgating.” Failure to comply with this requirement shall render all materials received from Offeror as non-confidential after the award.

K. News Releases News releases pertaining to this procurement or any part of the subject shall not be made without prior written approval from the Colorado State University Office of Procurement Services.

L. Response Material Ownership All material submitted regarding this RFP becomes the property of the University and will only be returned to the Offeror at the University’s option.

M. Incurring Costs Notwithstanding any other statement, representation, or information acquired by an Offeror the University shall not be liable for any cost incurred by Offerors prior to issuance of an agreement, contract, or purchase order for such cost.

N. Acceptance of Proposal Content The contents of the proposal (including persons specified to implement the project) of the Selected Supplier(s) will become contractual obligations if acquisition action ensures. Failure of a Selected Supplier to accept these obligations in a contract, purchase order, or other commitment voucher may result in cancellation of the award.

O. Acceptance Time The University intends to make a bid selection for contract negotiation within the period indicated in the Schedule of Activities, subject to amendment.

P. Additional Data The Offeror should submit any additional information or data not requested in this RFP which the Offeror believes should be considered in the evaluation of a response.

Q. Evaluation and Award All proposals submitted in response to this RFP will be evaluated by a committee of University personnel. Contracts/Purchase Order(s) will be awarded to the Bidder whose proposal, conforming to this RFP, will be the most advantageous to the University, price and other factors considered. Due to the evaluation procedure for the Request for Proposal, lowest dollar price MAY or MAY NOT indicate the successful awardee. Price constitutes only one of several evaluation criteria.

The Evaluation Committee will judge the merit of proposals received in accordance with the criteria described below (in no particular order):

· Approac

· Financial Considerations

· Firm Capabilities and Expertise

· Team Experience and Expertise

· Technology and Reporting

R. Standard Contract The successful Offeror will be required to enter into an agreement with the University. The University’s Required Contract Provisions – General Terms and Conditions are contained within the sample independent services contract included and made part of this solicitation. Failure or refusal to execute the contract documents as accepted, within the required time period stated in this RFP, shall be cause for immediate cancellation of the award. NOTE: NOTWITHSTANDING ANY OTHER PROVISION CONTAINED IN THIS RFP OR OTHER CONTRACT DOCUMENT ARISING FROM THIS RFP, THE UNIVERSITY IS SIGNIFICALY LIMITED IN ITS ABILITY TO “INDEMNIFY,” “DEFEND,” OR “HOLD THE CONTRACTOR HARMLESS” WITH RESPECT TO THIRD-PARTY CLAIMS THAT MAY BE BROUGHT AGAINST THE CONTRACTOR. The University is a governmental entity within the scope of the Colorado Governmental Immunity Act, CRS secs. 24-10-101, et seq., as now and hereafter amended, and nothing in this RFP or any contract arising from this RFP shall be applied or construed as a waiver of governmental immunities.

S. Exceptions Any and all exceptions to the provisions contained in this RFP must be clearly and specifically stated in a separate document, entitled “Exceptions to the RFP Terms and Conditions,” Section III.I, included with the Offeror’s Proposal. Failure to specifically state an exception shall be conclusively deemed a waiver of any such objection.

T. F.O.B. Point All prices bid shall be F.O.B. Colorado State University, freight included, and shall include performance to the satisfaction of the specifications listed in this RFP and to the satisfaction of the Evaluation Committee.

U. Specification Requirement All proposals must meet or exceed the specifications provided herein. Evaluation of the extent to which proposals meet specifications will be performed SOLELY and determined SOLELY by the evaluation committee in concurrence with the Colorado State University Procurement Office.

b. May:

Indicates something that is not mandatory but permissible/desirable.

c. Shall, Must, Will:

Indicates mandatory requirement. Failure to meet these mandatory requirements will result in disqualification of your proposal as non-responsive.

d. Should:

If the proposer fails to provide recommended information, the University may at its sole option, ask the proposer to provide information or evaluate the proposal without the information.

V. Payment Terms Complete payment by Colorado State University will be made ONLY after acceptance by performance (all specifications met, and services accepted by the Department as satisfactory in all requirements). Alternate payment proposals will be reviewed and evaluated by the interested department and the Procurement Office.

W. RFP Opening Due to the complexity of this Request for Proposals, information provided at the Proposal Opening shall be restricted to the NAME AND NUMBER OF RESPONDERS. Inspection of the Offerors’ proposals will not be allowed until after the award notification letters are mailed.

X. Term It is the intent of this RFP to secure a contract with an initial term of three years, with the option to extend, upon mutual agreement, for two additional one-year periods.

Y. Resident Bidders Any Offeror who wishes to be considered a “resident bidder” for the purposes of the tie bid procedure provided in C.R.S., Sections 8-18-101 and Rule V.CC.2 of the CSU Procurement Rules shall include with their bid proof that he/she meets the definition of Resident Bidder, in absence of which, any preference will be waived.

Z. Mandatory Pre-Proposal Conference A mandatory virtual pre-proposal conference will be held to provide prospective offerors an overview of the solicitation and an opportunity to seek clarification on the RFP requirements. Attendance is required for all interested offerors, as key information will be shared. This conference is not a substitute for the formal question-and-answer process outlined in the Schedule of Activities. Information exchanged during the conference is informal and non-binding; official responses will only be provided to written inquiries submitted in accordance with Section I, Inquiries.

AA. Oral Presentations/Site Visits Offerors may be selected to attend a proposal presentation to the evaluation committee. Presentation times will be randomly assigned to Offerors that are in the competitive range.

AB. Selection of Proposal The University reserves the right to hold discussions with Offerors who have been found to be in the competitive range, and such discussions may result in the University conducting Best and Final Offers.

A presentation and/or demonstration may be requested by the competitive range vendors prior to award. If the University requests presentations by the competitive range Offerors, committee members may revise their initial scores based upon additional information and clarification received in this phase. However, a presentation/demonstration may not be required, and therefore, complete information should be submitted with your proposal.

The University, at its discretion, may utilize a Best and Final Offer (BAFO) stage. If this phase is utilized, the purchasing agent shall submit to the vendors most likely to receive the award, requests for specific clarification and allow vendors to enhance their pricing. The Procurement Official shall coordinate the Offerors’ responses for review by the evaluation committee. The Procurement Official shall be the SOLE point of contact throughout the process for all Offerors. If the University requests Best and Final Offers by competitive range Offerors, committee members may revise their initial scores based upon additional information and clarification received in this phase. In lieu of revising scoring, the University reserves the right to evaluate BAFOs by use of a narrative.

Upon review and approval of the evaluation committee’s recommendation for award, the Director of Procurement Services, or designee, will approve the recommendation and an Award letter will be issued to the successful Offeror.

AC. Award of Contract The award will be made to the responsible Offeror(s) who’s Proposal, conforming to the RFP, will be the most advantageous to Colorado State University, after consideration and evaluation of the criteria presented in this RFP. Procurement Services, after review and approval of the evaluation committee's written recommendation, will notify all Offerors via email of the results of the RFP evaluation. The posting will be an announcement of "Notice of Intent to Make an Award" which will name the apparent awardee/contractor, pending execution of a contract. A contract must be completed and signed by all parties concerned with reasonable promptness after the award. In the event the parties are unable to enter into a contract within a reasonable time, as determined by the University, the University may elect to cancel the Award and may make an award to the next highest-ranking Offeror, cancel the solicitation, or make such other disposition or award as the University deems most advantageous. All awards and subsequent contracts are subject to the policies, procedures, and approval of the CSU System and its Board of Governors. No contracts shall be entered into until all such approvals are secured.

AD. Cooperative Purchasing It is the intent of this solicitation and any resulting Agreement to allow for cooperative purchasing. Accordingly, any public body (to include government/state agencies, political subdivisions, etc.), cooperative purchasing organizations, public or private health or educational institution, or any University related foundation may access the Agreement if authorized by the Selected Supplier(s). The Selected Supplier(s) will notify the University in writing of any participating entities who were denied access to this Agreement and why. Participation in this cooperative procurement is strictly voluntary. If authorized by the Selected Supplier(s), the Agreement may be extended to the entities indicated above to purchase goods and services in accordance with the Agreement. As a separate contractual relationship, the participating entity will place its own orders with the Selected Supplier(s) and will fully and independently administer its use of the Agreement to include contractual disputes, invoicing and payments without direct administration from the University. No modification of the Agreement or execution of a separate agreement is required to participate; however, the participating entity and the Selected Supplier(s) may modify the terms and conditions of the Agreement to accommodate specific governing laws, regulations, polices, and business goals required by the participating entity. Any such modification will apply solely between the participating entity and the Selected Supplier(s). The Selected Supplier(s) will notify the University in writing of any such entities accessing the Agreement. The Selected Supplier(s) will provide semi-annual usage reports for all entities accessing the Agreement. The University will not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Selected Supplier(s) to extend the Agreement. It is understood and agreed that the University is not responsible for the acts or omissions of any entity and will not be considered in default of the Agreement no matter the circumstances. Use of the Agreement does not preclude any participating entity from using other agreements or competitive processes as needed.

AE. RFP Cancellation Colorado State University reserves the right to cancel this Request for Proposal at any time prior to award, without penalty.

AF. Insurance The Contractor shall obtain and maintain at all times during the performance of any contract or purchase order, insurance as specified in the Request for Proposal. If insurance requirements are not specified in the RFP, the Contractor represents that at the time of acceptance of any contract or purchase order, the Contractor maintains comprehensive general liability insurance in an amount not less than $1,000,000, combined single limit; worker’s compensation insurance as required by law; and automobile liability insurance for all vehicles to be used by Contractor in the performance of the specified work. Upon request, Contractor shall provide proof of such coverages. Self-insurance programs do not meet the state’s or the University’s insurance requirements unless the Contractor provides satisfactory evidence of a loss reserve fund of not less than the minimum coverage amount specified in the solicitation, plus excess liability coverage as appropriate to the industry; financial statements of the business; and proof of Department of Labor certification of self-insurance program for worker’s compensation.

AG. Accessibility of Information Communication Technology Colorado State University is committed to making our campus accessible by acquiring Information Communication Technology (ICT) in compliance with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, pursuant to Section §24-85-103 (2.5), C.R.S. Supplier shall also comply with all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

ICT means any and all technology used for the creation, manipulation, storage, display, receipt, or transmission of electronic data and information. Examples include but are not limited to; computers, information kiosks, transaction machines, telecom equipment, office machines (copiers/scanners), software and applications, websites, videos and electronic documents.

Appendix A: CSU Athletics Division – Operational Overview

1. Seating Capacity

2. Parking Capacity

3. Average Ticketing Sales

4. Average Parking Sold

5. Tailgating Packages Customer packages may include:

- Tents

- Chairs

- Televisions

- Catering

6. Athletic Event Seasons

7. CSU Staffing Support to Contractor Support provided by:

- External Affairs Team

- Ticket Operations Team

- Marketing Team

- Content Team

8. Scope Considerations Tailgate packages offered may include catering. Food, merchandise, or other tangible goods are not part of the core Scope of Work unless bundled with tailgate services.

Appendix B: Signature Page

THIS COMPLETED PAGE MUST BE INCLUDED WITH THE OFFERORS PROPOSAL

(COMPANY NAME)

(COMPANY ADDRESS)

(COMPANY CITY, STATE AND ZIP CODE)

(COMPANY PHONE NUMBER)

(COMPANY FAX NUMBER)

(TYPED NAME AND TITLE OF AUTHORIZED AGENT)

(SIGNATURE OF AUTHORIZED AGENT)

(EMAIL ADDRESS OF AUTHORIZED AGENT)

(DATE)

(COMPANY’S FEDERAL EMPLOYEE IDENTIFICATION NUMBER)

Appendix C – Financial Proposal

The Financial Proposal EXCEL Workbook is listed as a separate file in BidNet. There are five [5] separate worksheets within the single workbook. Please take care in filling out ALL five worksheets. Failure to return a COMPLETE Financial Proposal may deem the proposal as non-responsive and may be disqualified from further evaluation.

NOTE: Firms MUST submit the full Financial Proposal as a separate file in the BidNet application.

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