Human services event staffing

Coastal Carolina University, through the South Carolina State Fiscal Accountability Authority, is seeking a contractor to provide comprehensive human services event staffing for various university functions. The procurement involves hiring event staff, supervisors, and parking attendants to support athletic events, including football (5-8 games), basketball (13-18 games), baseball (30-45 games), basketball tournaments, baseball regionals, and nine annual commencement ceremonies. Staffing requirements total approximately 15,023 annual hours, with specific staffing needs for each event type, including 1,322 hours for event supervisors, 9,705 hours for event personnel, and 3,996 hours for parking staff. Contractors must provide staff who are at least 21 years old, conduct background checks, supply uniforms and communication equipment, and ensure staff complete required training including Protection of Minors and Title IX Compliance. The evaluation criteria will weight cost at a minimum of 60%, with additional points allocated to qualifications/experience and technical response. Key dates include a pre-bid conference held virtually on January 25, 2023, proposal submissions due by February 28, 2023, at 11:00 am EST, and award notification scheduled for March 30, 2023.

The contract will be a best-value bid with a one-year initial term and four potential one-year renewals, creating a maximum potential contract duration of five years from July 1, 2023, through June 30, 2028. Vendors must be registered as South Carolina vendors and provide specific certifications including drug-free workplace, debarment, and ethics documentation. Insurance requirements are substantial, mandating Commercial General Liability insurance of $1,000,000 per occurrence, Auto Liability insurance of $1,000,000 per accident, mandatory Workers' Compensation coverage, and Sexual Abuse and Molestation coverage of $1,000,000. Coastal Carolina University will provide limited onsite office space for 2-3 staff during commencement ceremonies and athletic events. Billing will be based on actual hours provided, with invoices submitted within five days of service, and no additional premiums will be paid for holiday or overtime work. While specific budget ranges are not explicitly stated, the detailed hourly rate structure and extensive estimated hours suggest a potentially significant annual contract value for the selected vendor.