Race Timing Services

The University of Wisconsin-La Crosse (UW-La Crosse) is seeking race timing services for NCAA-sanctioned indoor and outdoor track and field events through a Request for Bid (RFB) process. The procurement seeks a vendor to provide comprehensive timing services for approximately 10 annual events, including indoor time trials, indoor/outdoor meets, high school meets, and the WIAC Championships. Bidders must demonstrate a minimum of five years of experience in NCAA-sanctioned race timing and provide three client references for similar-sized operations. The RFB was issued on November 14, 2019, with a pre-bid site visit scheduled for November 22, 2019, and questions due by November 29, 2019. Bids are due by December 13, 2019, at 2:00 p.m. CT, with a public bid opening at 4:00 p.m. CT the same day. The university will evaluate bids based on an undisclosed evaluation formula, with the intent to award to the single lowest responsive and responsible bidder. Vendors must submit pricing for three service categories: Indoor Track & Field Meet Timing, Outdoor Track & Field Meet Timing, and Outdoor Track & Field Championship Meet Timing.

The procurement does not specify specific set-aside designations or restrictions for disadvantaged enterprises. Bidders are required to obtain comprehensive insurance coverage, including Worker's Compensation, Employer's Liability, Commercial General Liability, and Automobile Liability. Background checks may be conducted on the organization, its officers, employees, and subcontractors. The contract will have an initial one-year term with four additional automatic one-year renewals, unless either party provides 120 days' written notice of non-renewal. The estimated annual contract value ranges from $25,000 to $30,000. Pricing for the initial contract year must remain firm, with subsequent annual increases limited to documented cost increases and capped at the Consumer Price Index for the Midwest Urban region. The contract will be available to other University of Wisconsin System campuses, State of Wisconsin agencies, and Wisconsin municipalities at the same negotiated rates. Payment terms are Net 30 days upon acceptance of services.