Event Staffing - Football Games

Western Carolina University is seeking a qualified vendor to provide comprehensive event staffing services for football games at E.J. Whitmire stadium through a Request for Proposal (RFP #73-RFP00725). The procurement requires approximately 86 staff members per game, including 20 parking attendants and 65 stadium staff who will serve in roles such as ushers, ticket office personnel, ticket takers, bag checkers, donor area attendants, and event security. Vendors must be licensed with the NC Private Protective Services Board and provide staff who have completed criminal background checks, possess appropriate training and certifications, and are equipped with proper uniforms and equipment. The proposal submission deadline is March 19, 2025, at 2:00 PM ET, with vendor questions due by March 10, 2025. The contract term is one year, beginning August 1, 2025, with potential for two optional one-year renewals, covering seven home games in the 2025 season between August 30 and November 29. Evaluation criteria will encompass the vendor's experience with similar projects, pricing structure, overall qualifications, technical approach, and adherence to specified requirements.

The RFP does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must be registered in North Carolina's Electronic Vendor Portal (eVP) system to be eligible for contract award. The selected vendor will be required to carry workers' compensation and liability insurance. Parking attendants will have the additional responsibility of collecting parking fees during game events. While specific budget ranges are not detailed in the provided documentation, the comprehensive staffing requirements for 86 personnel across multiple game-day positions suggest a potentially significant contract value. Vendors must submit hourly rates for each staffing position category through the WCU Bonfire electronic portal, which will likely factor into the overall evaluation and potential contract award.