Tent Table Chair Event Rental 2022_Final FM and RMS Comments Consolidated (002).pdf

Request for Proposals

Tent, Table, Chair, & Event Rental Services

TABLE OF CONTENTS

Section I: Request for Proposal

Section II: Instructions to Proposers

Section III: Form of Proposal

Section IV: Evaluation Criteria

Section I. Request for Proposal

A. Intent and Scope for the Auburn University Tent, Table, Chair, & Event Rental Contract

Auburn University is seeking sealed proposals from qualified, experienced, financially sound, safe and responsible Suppliers to provide tent, table, chair, and event rental services for departments on campus as needed. The University recognizes that some suppliers may have different equipment types and sizes. A multi-vendor contract may be awarded to allow the University access to complete product lines, freedom of choice to match the particular need, and sufficient sources of supply in case of material shortages.

The general and technical specifications, together with the related information, and any addenda, comprise the requirements for this project. The Supplier must begin providing the products and/or services on the date stated in the Bid Conditions and the execution of a contract.

Suppliers submitting bids are required to be within a 200-mile radius of the Auburn University campus. Further, all Suppliers are required to provide demonstrated samples of projects and experiences related to the estimated 2019-20 event schedule provided on Attachment E.

It should be noted that the project specifications listed in this RFP are an estimate of jobs that may be planned. The scope and timing of future events are subject to change and may be more or less complex (both in equipment and staffing needs) than the specifications provided in this RFP. Auburn University makes no guarantee of any minimum yearly spend requirements or commitments to any of the selected supplier.

While this RFP includes an estimate of events hosted by the Auburn University’s Athletics Department, any department will be encouraged to use this contract exclusively for all of their tent, table, chair, and event rentals.

B. Proposal Overview and Definitions

• Proposals will be received until 10:30 AM CDT on the specified date.

• Throughout the remainder of this Request for Proposal, all entities involved will be referred to as follows:

o Auburn University will be referred to as “University” or “AU”.

o Commodity/Service Provider will be referred to as “Supplier” or “Supplier”.

o This document will be referred to as “RFP”.

C. Bid Conditions and Contract Expectations

Term: The Initial Term of the Contract awarded by this RFP shall be for a one (1) year period.

Qualifications for this Contract must be met for the duration of the contract.

Upon mutual agreement between the successful Supplier(s) and the University, this Contract may be renewed annually four (4) times up to a period of five (5) years with the same qualifications and under the original terms and conditions if it is in the best interest of the University. Annual renewal shall be contingent upon the University’s satisfaction with the Supplier’s performance and compliance with the RFP requirements. The successful Supplier(s) should furnish the written agreement to Auburn University ninety (90) days prior to the renewal year.

Section II. Instructions to Proposers

A. Proposal Response

• Proposals should be submitted to the Procurement & Business Services Sourcing Event Portal on or before the time and date set for closing.

• Pursuant to the provisions of the State of Alabama Competitive Bid Law rules and regulations adopted there under, sealed bids will be received on the items noted herein by Procurement and Business Services of Auburn University, until the date and time stated.

• All bids are to be "F.O.B. Destination - Freight Prepaid and Allowed."

• Alabama law (Section 41-4-116, code of Alabama 1975) provides that every bid submitted, and contract executed shall contain a certification that the vendor, supplier, and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered, collecting, and remitting Alabama state and local sales, use, and/or lease tax on all taxable sales and leases into Alabama. BY SUBMITTING THIS

BID, THE BIDDER IS HEREBY CERTIFYING THAT THEY ARE IN FULL

COMPLIANCE WITH ACT NO. 2006-557, they are not barred from bidding or entering into a contract pursuant to 41-4-116, and acknowledges that the awarding authority may declare the contract void if the certification is false.

Bidder certifies that neither it, nor any of its employees who will provide or perform services under this contract have been debarred, suspended or declared ineligible as defined in the Federal Acquisition Regulation (FAR 48 C.F.R. Ch. 1 Subpart 9.4).

Bidder will immediately notify the University if the Bidder or any of its employees who will provide or perform services under this contract is placed on the Consolidated List of Debarred, Suspended, and Ineligible Bidders.

• AU reserves the right to award in whole or in part, by line item, or make multiple awards, where such action serves Auburn University’s best interest.

• Proposers may withdraw proposals at any time prior to the time and date set for opening.

• The University reserves the sole and exclusive right to reject or accept any or all proposals and to waive any informality in proposal. The best interest of the University and their subsequent facilities shall be considered as the number one determining factor in selecting or not selecting a Proposer.

• No department, school, or office at the University has the authority to solicit official proposals other than Procurement and Business Services. All solicitation is performed under the direct supervision of the Director of Procurement and Business Services and incomplete accordance with the University policies and procedures.

• The University reserves the right to conduct discussions with proposers, and to accept revisions of proposals, and to negotiate price changes. The University will make reasonable efforts to protect proprietary information but all records are subject to State of Alabama open records laws.

• Proposers submitting proposals which meet the selection criteria and which are deemed to be the most advantageous to the University may be requested to give an oral presentation to a selection committee. Procurement and Business Services will schedule the presentations.

• The University is committed to the development of Small Business and Small Disadvantaged business (SB & SDB) suppliers. If subcontracting is necessary, the supplier will make every effort to use SB & SDB in the performance of this contract.

Reporting will be required throughout the duration of the contract indicating the extent of SB & SDB participation.

• The Suppliers shall indemnify, defend, and hold harmless the University, its officers, agents, and employees from any claims, damages, and actions of any kind or nature arising from or caused by the use of any materials, goods, equipment, or services furnished by the Supplier, provided that such liability does not attribute to the sole negligence of the University.

• The successful supplier will have to attest to the following: By signing this contract, the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the state of Alabama, Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.

Read and comply with all instructions, specifications, General Terms and Conditions, and Bid Conditions.

Section III. Form of Proposal

A. Proposal Format

• Proposals should be submitted in Excel® and/or Adobe PDF® formatting only.

o If there is any information or required submittals, which due to size limitations cannot be incorporated following the preferred formatting, please note for the evaluator where the information can be found in the response.

B. Tabular / Paginated Format

• Tab 1: A one-to-two-page executive summary of the offeror’s proposal, including brief descriptions of the company's expertise procuring a contract the size and scope described in the RFP, and how the proposer plans to address the University's requirements.

• Tab 2: Contact name(s) and title(s) of the individual(s) responsible for the company's proposal and negotiation during this RFP process.

• Tab 3: A listing of the company projects/customers similar in size and scope to the services described in the RFP (minimum of three). This list must include the name, address, telephone, and email address of the client contract administrator. If applicable, please list examples of services rendered in the state of Alabama, particularly within institutions of higher learning.

• Tab 4: Exceptions to any terms and conditions listed in this Request for Proposal. Suppliers should also list any exceptions to the “Tent, Table, Chair, & Event Rental/Supplier Specifications” listed in Attachment C.

• Tab 5 Refer to Attachment B (Current Inventory Listing/Published Price/Discount/Net Price).

• Tab 6: Refer to Attachment C (complete list of in-house services offered & required minimums).

• Tab 7: Refer to Attachment D (Specified Questions for Supplier).

• Tab 8: Refer to Attachment E (Estimated 2019-20 Athletic Events for Supplier).

• Please provide with your submission a minimum of ten (10) photos of similar projects that have been completed in the past twelve (12) months that demonstrate project and installation specific competencies.

Section IV. Evaluation Criteria

Pricing

It is requested that supplier submit their bid as a single percentage of discount off the standard published prices for the rental of all tents, tables, chairs, and event supplies and equipment carried in their inventory, to insure that all products, current, as well as, those that might be added in the future are covered.

Please list below the percentage of discount that you offer the University off your published daily rental prices. List in Attachment B your current tent, table, chair, and event supplies and equipment inventory, the current published daily rental price, the percentage of discount that you offer the University off the current daily rental (as reflected below), and the net price for each item. The discounted prices bid herein shall remain firm throughout the term of the contract, however, the University reserves the right to ask for a higher discount percentage for larger events.

• Contract Discount: _________________________%

All tent rental prices shall include delivery, set up, and removal. All other rental prices shall include delivery and pickup.

• Delivery Fees : $_________________________

Please bid an hourly rate (per laborer) for the set up and removal of tables and chairs. The hourly rate will remain firm throughout the first contract year. During the subsequent year(s), the hourly rate may be increased by a percentage figure not-to-exceed the percentage rate of increase in the National Consumer Price Index for Urban Consumers (CPI-U) over the previous 12-month period.

• Rate for set-up and breakdown of tables and chairs (per laborer, per hour):

Effective Date

The effective date of the contract shall tentatively be 07/01/2022 or the date upon which the parties execute the contract and all appropriate approvals have been received, whichever is later.

Entire Contract

The issuance of a signed contract document is required to constitute a contract between the successful Respondent and the University which shall bind the successful Respondent to furnish and deliver the commodities ordered at the prices, terms and conditions quoted and in accordance with the specifications of this Solicitation as well as the terms and conditions of the University’s Contract.

Award

It is the intention of Auburn University to award this RFP to multiple suppliers. The awarded suppliers will be considered “Preferred Vendors” for tents, tables, chairs, and event equipment.

Once the contract is in place, campus departments will then be required to obtain quotes from the preferred vendors. The lowest quoted price that meets specifications will then be awarded the specified job.

Termination

Either party may terminate this agreement effective thirty (30) calendar days after providing written notice to the other party that such party has breached any material provisions of this agreement if such other party fails to cure said breach within the thirty (30) day notice period.

Such notice shall set forth the basis of the termination.

Auburn University may terminate the resultant Contract(s) for convenience by providing sixty

(60) calendar days advance notice to the Supplier.

Evaluation Criteria

• Pricing – 50%

• Capabilities/Ability to meet expected turnaround time – 15%

• Equipment List – 5%

• Customer Service – 10%

• Quality of work (samples) and full scope of services offered – 5%

• Distance from Auburn University – 10%

• References & Previous Experience – 5%

Attachment A. Calendar of Events

TASK Date

RFP Bid Issue 6/7/2022

Q&A Submission Deadline 6/20/2022

Responses to Q&A 6/24/2022

RFP Bid Opening 6/29/2022

Contract Negotiations & Executed Contract

TBD

amh0271 Cross-Out

Attachment B. Current Inventory Listing/Published Price/Discount/Net Price

Current Inventory (include the size, color(s), and features of each)

Published Price for Daily Rental

Less: The Percentage of Discount %

Net Price – (firm throughout term of the contract)

Tents: Including canopies, frames tents, pole tents – with and without sidewalls size, color(s), and features of each)

Published Price for Daily Rental

Less: The Percentage of Discount %

Net Price – (firm throughout term of the contract)

Tables:

each)

Published Price for Daily Rental

Less: The Percentage of Discount %

Net Price – (firm throughout term of the contract)

Chairs:

each)

Published Price for Daily Rental

Less: The Percentage of Discount %

Net Price – (firm throughout term of the contract)

Misc. Event Supplies & Equipment:

Attachment C. Supplier Specifications

Below are the minimum requirements for table, tent, and chair usage by Auburn University.

Please indicate with an if these requirements can be performed in house, or if they must be outsourced. It is Auburn’s preference that these items are done without the use of a subcontractor.

Minimum Wide Format

Requirements: In House Outsourced

Ability to provide a variety of tents.

tables.

chairs.

event supplies & equipment.

Ability to install tables, tents, and/or chairs within an abbreviated timeframe.

Ability to provide quotes within 24 hours of request.

Ability to work weekend and nights as need to complete job within deadline (without increasing quote/passing costs to AU).

Please provide a complete list of in-house services that your company can offer with your bid submission.

Attachment C. Supplier Specifications These requirements provide information and establishes general precautions for individuals and groups that plan to use tents and other temporary membranes at Auburn University.

All tents having an area of 400 sq. ft. (20 x 20) or greater require a tent permit and must comply with the applicable requirements outlined in the International Fire Code: Chapter 31: Tents and Other Membrane Structure and this document.

GENERAL INFORMATION

• Tent site location must be approved in writing via the permitting process prior to erection. Failure to have an approved site location may require relocation at vendor’s expense.

• Tent must have a permanently affixed label bearing the identification of size and fabric or material type.

• A detailed site and floor plan for tents or membrane structures with an occupant load of 50 or more or larger than 399 square feet must be provided with each application for approval.

o The floor plan must indicate details of the means of egress, seating capacity, arrangement of the seating and location and type of heating and electrical equipment.

• Tent or membrane structure system must be inspected at regular intervals, but not less than two times per permit use period (if longer than (29) calendar days) by the permittee, owner.

• Maintain minimum clearance of at least 3 feet between the fabric envelope and all contents located in membrane structures.

• Tent and decorative materials must be flame-resistant or treated with a flame-resistant material. A certificate label or affidavit of treatment must be on location with structure.

• Tents must stay 20 feet from property lot lines, buildings, other temporary membrane structures, other tents, parked vehicles, or internal combustion engines. For the purpose of determining required distances, support ropes and guy wires shall be considered part of the temporary membrane structure or tent.

• Open flame or other devices emitting flame, fire or heat of any flammable or combustible liquids, gas, charcoal or other cooking device or any other unapproved devices are not permitted inside or located within 20 feet of the tent unless approved by Risk Management and Safety during the permitting process.

• No smoking is allowed inside the tent. Signage must be posted.

• Portable fire extinguishers are required for all tents 400 sq. ft and larger.

o Fire extinguisher must be fully charged and appropriate for the hazards associated within the tent space.

o Fire extinguishers must not be affixed to posts with zip ties. They must be mounted in manner that they are easily accessible and can be removed in an emergency.

• Combustible materials must not be in the tent.

• All appliances, spotlights, lighting and sound systems must be powered by electricity only. Use of generators must be approved by Risk Management and Safety during the permitting process.

• Hay, straw, shavings or similar combustible materials must not be located within any tent or membrane structure containing and assembly occupancy, except the materials necessary for the daily feeding and care of animals. Sawdust and shavings utilized for a https://codes.iccsafe.org/content/IFC2018P4/chapter-31-tents-temporary-special-event-structures-and-other-membrane-structures#IFC2018P4_Pt04_Ch31_Sec3105.1 https://codes.iccsafe.org/content/IFC2018P4/chapter-31-tents-temporary-special-event-structures-and-other-membrane-structures#IFC2018P4_Pt04_Ch31_Sec3105.1 public performance or exhibit must not be prohibited provided that the sawdust and shaving are kept damp. Combustible materials must not be permitted under stands or seats at any time.

• Tents must be adequately roped, braced, and anchored to withstand the elements of weather and prevent against collapsing per the manufacturer’s specifications.

Anchors/stakes must be marked with warning tape or painted yellow and must be installed to the manufacturer’s recommended depth for proper retention force.

o As outlined by Alabama 811 guidelines, prior to erection of tent, underground utilities must be located and properly marked unless tent is anchored exclusively with an above-ground system.

o Anchors / stakes cannot be placed within 20” of any marked utility line.

Repair costs for any damage to marked underground utilities will be paid by the vendor.

Occurrences of stakes placed within 20” of a marked utility line will be assessed a fine, as well as be tracked for consideration during annual contract renewal discussions.

o Failure to have underground utilities marked prior to the tent erection may require tent relocation at the vendor’s expense.

o Approved tent locations have been marked by Auburn University Facilities Management – see attachment H.

• Fireworks or pyrotechnics must not be used within 100 feet of tents.

o Any use of fireworks or pyrotechnics must follow Auburn University guidelines and permitting process.

• Spot or effect lighting must only be electric, and all combustible construction located within 6 feet of such equipment must be protected with approved noncombustible insulation not less than 9 ¼ thick.

MEANS OF EGRESS

• When slide flaps are utilized, exit openings from tents must have at least the minimum number of exits as listed below:

• Exits must be labeled with “Exit” Signs.

• Aisles and exits must be free and unobstructed during tent occupancy.

• Exits must be spaced at approximately equal intervals around the perimeter of the tent or membrane structure and must be located such at all points are 100 feet or less from an exit.

• Exits openings from tents must remain open unless covered by a flame-resistant curtain.

o Curtains shall be free sliding on a metal support. Curtains must be of a color, or colors, that contrasts with the color of the tent.

COOKING

• Open flame or other devices emitting flame, fire, or heat or other flammable or combustible liquids, gas, charcoal or other cooking devices or any other unapproved devices will not be permitted inside or located within 20 feet of a tent or other structure while open to the public unless approved by Risk Management and Safety.

• Cooking and heating equipment must not be located within 10 feet of exits or combustible materials.

• Operations such as warming foods, cooking demonstrations, and similar operations that use solid flammables, butane, or other similar devices that do not pose an ignition hazard, can be approved.

• Cooking that produces sparks or grease-laden vapors must not be performed in or within 20 feet of a tent.

• Electrical cooking and heating equipment must comply with NFPA 70.

ELECTRICAL SAFETY

• Any utility cord used must only have one device plugged into the cord. Multi-plug adaptors must be approved for outdoor use and must be in an enclosed protection area similar to generators.

• All cords must be approved for outdoor use, properly sized for the load, and should not exceed 100’ in length.

• All electrical cords should have 3 conductors with a 3-prong plug

• Electrical cords should be free of damage. Cords with electrical or duct tape cannot be used.

• Cords that cross a walking path must be covered to prevent abrasion and trip hazard.

Cord guards must be rated for cord protection.

FIRE SAFETY

• Flammable liquid fueled equipment must not be used in tents or membrane structures.

• Flammable and combustible liquids must be stored outside in an approved manner not less than 50 feet from tents or membrane structures.

• Refueling must be performed in an approved location not less than 20 feet from tents or membrane structures.

• Generators, outdoor rated multi-plug adapters, and other internal combustion power sources must be separated from tents or membrane structures not less than 20 feet and must be isolated from contact with the public by fencing, enclosures, or other approved means.

• Heat sources should be approved by Risk Management and Safety during the permitting process.

• Portable LP-gas containers, piping, valves and fittings that are located outside and are being used to fuel equipment inside a tent or membrane structure shall be adequately protected to prevent tampering, damage by vehicles or other hazards and shall be located in an approved location. Portable LP-gas containers shall be securely fastened in place to prevent unauthorized movement. Safety release valves shall be pointed away from the tent or membrane structure.

EXAMPLES OF HAZARDS/ITEMS TO AVOID

ITEM HAZARD DESCRIPTION

GENERATORS NOT 20’ FROM TENT

AND NOT LOCATED IN FENCE OR

ENCLOSURE, AND EXCESSIVE

INDOOR ELECTRICAL CORDS

COMBUSTIBLE MATERIAL

LOCATED NEXT TO TENT AND

HEATING UNIT. GAS CYLINDER

NOT SECURED

UNSECURED GAS CYLINDER

INDOOR POWER STRIP LOCATED

OUTSIDE OF TENT IN CLOSE

PROXIMITY TO METAL

TIGHTENING RATCHET.

HIGH HEAT SPOT LIGHTING IN

CLOSE PROXIMITY TO

COMBUSTIBLE MATERIALS.

USING INDOOR ELECTRICALCORDS

AND REMOVING THE GROUND

TERMINAL

STAKES ARE UNMARKED AND

INSTALLED AT AN ANGLE.

SLIP, TRIP, AND FALL HAZARD

WITH ELECTRICAL CORDS

RUNNING THROUGH WALKING

PATH.

ADDITIONAL EXAMPLE OF SLIP,

TRIP, AND FALL HAZARD.

WOOD SHIMS DO NOT QUALIFY AS

ADEQUATE BRACING OF TENT

STRUCTURES.

INSTALLATION WITHOUT ALL

MANUFACTURER DESIGNED

BRACING AND STRUCTRUAL

SUPPORT IS PROHIBITED.

IMPROPER TENT STAKING ON TOP

OF UTILITIES.

**TENT STAKES MUST NOT BE

DRIVEN WITHIN 20 INCHES OF

EITHER SIDE OF UTILITY

MARKINGS AND MUST REMAIN 20

INCHES OUTSIDE OF ANY UTILITY

DUCT BANK MARKINGS. STAKES

ARE NOT ALLOWED TO BE DRIVEN

WITH AN ANGLE BACK TOWARD

THE UTLTIY MARKS.

IMPROPER TENT STAKING ON TOP

OF UTILITIES.

**ANY SIZE TENT STAKE CAN

REACH LIGHTING CIRCUITS,

MAJORITY OF LIGHTING ON

CAMPUS IS 277v. ADHERANCE TO

20 INCH BUFFER ZONE WHEN

STAKING IS CRITICAL FOR

TECHNICIAN SAFETY AND

CUSTOMER SAFETY.

Upon tent permit approval and erection, Auburn University Risk Management and Safety will perform a Fire and Life Safety Inspection to ensure the aforementioned items and all other safety requirements and regulations are being followed. Inspection findings will be routed to Facilities Management as well as vendor for resolution. Vendor shall make required corrections and inform inspector of revisions in writing, accompanied by time-stamped photographs.

For any questions regarding the inspection (Attachment G.), please contact Risk Management and Safety at 334-844-4870.

Attachment D. Specified Questions for Suppliers

SUPPLIER INFORMATION

1. What differentiates your agency from other event equipment rental companies? Please give any additional information about your company that was not asked for in the specifications of the RFP.

ACCOUNT MANAGEMENT

1. Describe your company’s plan to monitor customer service levels, including problem resolution procedures and timeline for correcting potential errors.

EQUIPMENT INSTALLATION

1. Describe what types of tables, tents, and chairs that you install? Do you utilize a third-party or outsource any of your equipment and/or installation?

Attachment E. Estimated 2019-20 Athletic Events for Suppliers Event Date 60" Round 72" Round 6x30" Banq. 8X30" Banq.Resin Chair QMetal Chair Size of Tent Quantity

1 August 8, 2019 105

2 August 17, 2019 3 12 10x10 2

3 September 3, 2019 40x40 1

4 September 4, 2019 2 48

5 September 5, 2019 12 96

6 September 6, 2019 2 12 30x30 1

7 September 7, 2019 10 20x20 1

8 September 7, 2019 7 50 40x40 1

9 September 9, 2019 40x40 1

10 September 11, 2019 2 48

11 September 13, 2019 12 96

12 September 13, 2019 2 12 30x30 1

13 September 14, 2019 10 20x20 1

14 September 14, 2019 7 50 40x40 1

15 September 16, 2019 40x40 1

16 September 23, 2019 40x40 1

17 September 25, 2019 2 48

18 September 27, 2019 18 144

19 September 27, 2019 2 12 30x30 1

20 September 28, 2019 10 20x20 1

21 September 28, 2019 7 1 53 20x20 1

22 October 28, 2019 40x40 1

23 October 30, 2019 2 48

24 November 1, 2019 20 160

25 November 1, 2019 2 12 30x30 1

26 November 2, 2019 10 20x20 1

27 November 2, 2019 7 1 53 40x40 1

28 November 4, 2019 40x40 1

29 November 11, 2019 40x40 1

30 November 15, 2019 22 176

31 November 15, 2019 2 12 30x30 1

32 November 16, 2019 10 20x20 1

33 November 16, 2019 7 1 53 40x40 1

34 November 18, 2019 40x40 1

35 November 20, 2019 2 48

36 November 22, 2019 10 80

37 November 22, 2019 2 12 30x30 1

38 November 23, 2019 10 20x20 1

39 November 23, 2019 7 1 53 40x40 1

40 November 25, 2019 40x40 1

41 November 27, 2019 2 48

42 November 29, 2019 20 160

43 November 29, 2019 2 12 30x30 1

44 November 30, 2019 10 20x20 1

45 November 30, 2019 7 1 53 40x40 1

46 January 18, 2020 15

47 February 18, 2020 4 28

48 March 4, 2020 10x10 20

Attachment G. Risk Management and Safety Tent Inspection Checklist

Attachment G. (continued)

WEST MAGNOLIA AVE.

WEST MAGNOLIA AVENUE

UNION

WEST THACH CONCOURSE

WEST THACH AVE.

EAST THACH AVE.

QUAD DRIVE

ROOSEVELT CONCOURSE

SIMMONS DRIVE

TG 95

TG 90

TG 97

SHORT STAKES

12" OR LESS

TG 12

NO STAKES!!

NO EXCEPTIONS!!

REESE AVE

GARDEN DRIVE

P.O. DAVIS DRIVE

WAR EAGLE WAY WAR EAGLE WAY

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T cmc0122 Typewritten Text Attachment H:

2021-2022 Tent Map 2022.pdf