Athletic event timing services for UW-oshkosh

The University of Wisconsin Shared Services, specifically the Procurement Department, is seeking bids for Athletic Event Timing Services on behalf of the University of Wisconsin-Oshkosh. The contract covers comprehensive timing services for 20 events spanning from January 2020 through January 2021, including indoor track and field meets, high school track meets, cross country events, and the WIAC Indoor Track and Field Championship. Participant numbers are expected to range from 150 to 700 athletes per event. Mandatory qualifications for bidders include demonstrated experience timing NCAA Cross Country Regional and National meets within the past five years, three years of experience providing cross country and track and field timing services compliant with NCAA and WIAA rules, and previous experience timing meets with over 400 participants. The services require FinishLynx fully automatic timing, online entry and results posting, video-board integration for indoor meets, and automatic chip timing with finish mats. Bidders were required to submit written questions by November 22, 2019, with responses posted by November 27, 2019, and final bids were due December 4, 2019, at 2:00 p.m. CST, with contract award estimated for December 13, 2019.

The procurement does not specify any specific set-aside designations or restrictions on responding organizations. Contractors must provide three client references from comparable institutions and maintain comprehensive insurance coverage, including worker's compensation, commercial general liability of $1,000,000 per occurrence, automobile liability of $1,000,000 combined single limit, and $1,000,000 umbrella liability. Criminal background checks are required prior to service commencement. The contract includes standard state procurement terms and conditions, such as nondiscrimination provisions and affirmative action requirements for contracts over $50,000. Contractors will be responsible for all travel, per diem, and equipment expenses, and must provide power equipment for cross country events. The initial contract term runs from January 2, 2020, through December 31, 2020, with an automatic renewal for one additional one-year term, ultimately ending on June 30, 2021. While specific award values are not explicitly stated, the bid will be awarded based on the lowest net lot total price, with bidders required to submit pricing as net line item prices with a total lot price.