TAMPA SPORTS AUTHORITY RFP #12-27 OPERATION AND REPAIR FOR STADIUM SOUND SYSTEM, HDTV SYSTEM, LOW VOLTAGE MAG LOCK SYSTEM, AND SECURITY SYSTEM

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1 TAMPA SPORTS AUTHORITY RFP #12-27 OPERATION AND REPAIR FOR STADIUM SOUND SYSTEM, HDTV SYSTEM, LOW VOLTAGE MAG LOCK SYSTEM, AND SECURITY SYSTEM AT RAYMOND JAMES STADIUM 4201 N. DALE MABRY HIGHWAY TAMPA, FL PRE-SUBMITTAL CONFERENCE: June 20, :00 A.M. RFP OPENING: July 9, :00 A.M. June, 2013

2 TAMPA SPORTS AUTHORITY 4201 NORTH DALE MABRY HIGHWAY TAMPA, FL RFP #12-27 REQUEST FOR PROPOSAL Proposals may be submitted to: Deltecia Jones, Director of Purchasing TAMPA SPORTS AUTHORITY 4201 N. Dale Mabry Highway Tampa, FL A Mandatory Pre-Submittal Conference will be held on June 20, 2013 at 10:00 a.m. Deadline for submission of RFP is 10:00 a.m. on July 9, SCOPE OF BID: a. The TAMPA SPORTS AUTHORITY, hereinafter referred to as the "Authority" or "TSA", is requesting a proposal to provide qualified technicians, tools, and materials as from time to time may be needed to operate, repair, and install the STADIUM SOUND SYSTEM, HDTV SYSTEM, LOW VOLTAGE LOCK SYSTEM AND SECURITY SYSTEMS plus on-site event support for such equipment at Raymond James Stadium. b. This contract will not be deemed as a license for the winning proposer to have sole control of repair and operation of this equipment at Raymond James Stadium or any other facility owned or operated by the Authority. No work or maintenance will be performed without the explicit written permission of a TSA staff member. 2. SCOPE OF WORK a. The event sound reinforcement system is a combination of microphones, signal processors, amplifiers and loudspeakers. The system at the stadium consists of 32 powered Meyers Sound Lab speakers, 590 additional speakers (from CDK, EAW, Soundolier, Turbosound and University) used in the 70 V systems for concourse areas, restrooms and clubs using thirty QSC amps in three separate locations. Both systems are monitored using the PC-based QSC Control 2 system and the Meyer Sound s Remote Monitoring System (RMS) which are located in the main audio control room. The mixing console is an Allen & Heath ML input VCA mixing console. There are also 2 Biamp AudiaFLEX systems networked via CobraNet which control all of the audio for the speaker cluster assembly and the concourses, restroom and clubs. There is also a Hearing Impaired system at the stadium as well as an emergency backup mixing console.

3 b. Maintenance technicians are also needed to repair, replace or bypass any of the following systems. Work on any of these systems may require the testing of components, repair or replacement of components, adjusting and calibration of audio processing systems. c. The main PA system, to include all amplifiers, speakers, crossover units, equalizers, tape players, CD players, radio tuners, and any other devices relating to the system d. The main and upper concourse PA systems. e. The additional PA systems for statisticians, crowd noise, gate entrance, escalators, message, main and advanced ticket sales. f. Any wiring jacks, mikes, headsets, or other input or output device normally associated with PA systems. g. The two (2) wireless microphone systems for use on the playing field. Additional audio systems used are hard wired gate microphones, ticket window intercom systems, gate message recording and playback system. During any major event there may be over 100 wireless frequencies in use. Must be able coordinate wireless frequencies with other users in the stadium and adjust frequencies as needed. h. RF modulators and satellite receivers. i. HDTV system consists of head end control system for roughly 1300 HD television sets located throughout the stadium. Approximately 87 are outdoor units. TV system in the owner s suite is separate and not included. This system may require maintenance at TSA s direction. j. Approximately 27 door locations are equipped with low voltage mag locks which may require maintenance at TSA s direction. k. Approximately 90 security system cameras and monitors for security cameras located at the 24 hour command may also require maintenance at TSA s direction. 3. REQUESTED INFORMATION a. Provide a summary of the type of work normally engaged in by your company that would apply to this proposal. b. Give the qualifications required of each level of your employees that would be used at Raymond James Stadium. c. Provide copies of training certificates, diplomas or other credentials of all the personnel who will be assigned to work in the stadium, demonstrating their qualifications to work on these systems.

4 4. GENERAL REQUIREMENTS: a. The bid will be in the form of an hourly labor rate chart for work performed under all conditions. (included) b. Separate rate charts will be given for each level of technician to be provided. (i.e., senior technician, technician, apprentice, helper, etc.) c. No travel time will be paid. Hourly billing will start when the employee arrives on site. d. The proposal will give a price markup schedule to be charged TSA for any material or devices needed to repair or replace defective items, or provide or install new items deemed by TSA too small to require formal request for quotation or bid. Authority will reserve the right any time to review your supplier's invoice to confirm proper markups. e. Companies bidding on this project would have at least five years experience in the maintenance, repair and installation of venue sound systems, HDTV systems, low voltage lock systems and monitored security systems of similar size and scope. Further, proposing companies must be of sufficient size and employ enough people to cover all events at Raymond James Stadium regardless of injury, illness, vacation, or absenteeism of their employees. Companies must also be of sufficient size to respond in the case of emergency or other urgent matter within a minimum of 2 hours if required. A minimum of five (5) fully qualified technicians familiar with the type of equipment installed at Raymond James Stadium operations shall be employed as full-time employees of the proposer at all times. f. Company must be able to respond to TSA s schedule and be capable of staffing any size project without delay and able to meet deadlines. g. The successful proposer will take care to document time and materials used on any project on site and it shall be available to TSA at any time. This includes events. (The Tampa Bay Buccaneers or an event promoter may request service on their equipment and should be billed direct for that service.) 5. SPECIFIC REQUIREMENTS: The proposer will be requested to furnish technicians for such events as are held at Raymond James Stadium. Listed below is the outline of our typical standard yearly calendar of events. This list is in no way binding and will vary yearly according to schedules. EVENT REQUIRED TECHNICIANS 10 Buccaneer games 1 Senior / 4 Technicians 7 USF games 1 Senior / 3 Technicians Outback Bowl 1 Senior / 4 Technicians

5 2 Monster Jams 1 Senior / 1 Technicians American Invitational 1 Senior / 1 Technician 1-2 Concerts (tentative) 1 Senior / 0 Technicians 6. FEES, PERMITS, AND LICENSES: In the performance of these services, Contractor will fully comply with all the laws and regulations of all Federal, State, County, City, and other governmental authorities or agencies as required by reasons of these services. Contractor will hold the Authority, County of Hillsborough, and City of Tampa harmless from any liability which may be imposed by reason of any alleged violation of the law by Contractor or for failure to pay taxes or secure necessary licenses or permits. It is preferred that the proposer also be a licensed low voltage contractor. 7. SELECTION PROCEDURE: Evaluation of the RFPs will be by Authority personnel. RFPs will be assessed on the basis of per hourly rate, percentage discount on parts, the Contractor's qualifications and experience with similar work, as well as reputation and demonstrated experience. Should the Authority deem necessary, one or more selected Contractors may be invited to be interviewed before a committee of Staff. 8. ACCEPTANCE AND REJECTION OF PROPOSALS: This request for proposal does not commit the Authority to award a contract or to pay any costs associated with the preparation of the bid. The Authority reserves the right to reject any and all proposals and to re-submit the request for proposal if so deemed. 9. DISCOUNTS: 10. TAXES: Discounts for prompt payment offered may be taken into consideration during bid evaluation. All proposals submitted must show the net proposal price after any and all discounts allowable have been deducted. State sales tax shall not be included. The Authority will sign exemption certificates submitted by the successful proposer.

6 11. CONTRACT PERIOD: The contract shall be effective August 15, 2013 through August 14, 2016 and may be renewed for an additional two (2) year period at TSA s sole discretion. The contract may be terminated at any time by either Authority or Contractor by giving written notice one hundred fifty (150) days prior to the desired termination date with written notice directed to the Vice President of Operations of Tampa Sports Authority. 12. INSURANCE REQUIREMENTS: Contractor shall provide, pay for, and maintain with insurance company satisfactory to the Authority the types of insurance described herein. All insurance shall be from insurance companies duly authorized to do business in the State of Florida. All liability policies shall provide that the Authority, City of Tampa, and County of Hillsborough are additional insureds as to the operations of the Contractor under this agreement and shall also provide the severability of interest provision. The insurance coverages required must be evidenced by properly executed Certificate of Insurance forms which are to be furnished by the Authority. INSURANCE REQUIREMENT DETAILS During the life of this Agreement, the Licensee shall provide, pay for, and maintain with companies satisfactory to the Authority, the types of insurance described herein. All insurance shall be from responsible insurance companies eligible to do business in the State of Florida. All Liability Policies shall provide that the Authority, the City of Tampa, and Hillsborough County are additional insured but solely in accordance with and subject to the indemnification provisions set forth in paragraph 4 above as to the operations of the Licensee under this Agreement and shall also provide the Severability of Interest Provision. The insurance coverage and limits required must be evidenced by properly executed Certificates of Insurance on forms which are to be approved by Licensor and furnished by the Authorized Representative of the insurance company shown in the Certificate with proof that he/she is an authorized representative thereof. In addition, certified, true and exact copies of all insurance policies required shall be provided the Authority if requested on a timely basis. Thirty (30) days prior written notice by registered or certified mail shall be given the Authority of any cancellation or reduction in the policies' coverage except in the application of the Aggregate Limits Provisions. In the event of a reduction in any Aggregate Limit, the Licensee shall take immediate steps to have it reinstated. If at any time the Authority requests a written statement from the insurance company as to any impairments to the Aggregate Limit, the Licensee shall promptly authorize and have delivered such statement to the Authority. Licensee shall make up any impairment when known to it. The Licensee authorizes the Authority and its Insurance Consultant to confirm all information furnished the Authority, as to its compliance with its insurance carriers. As to the operations of the Licensee, all insurance coverage of the Licensee shall be primary to any insurance of self-insurance program carried by

7 the Authority. The acceptance of delivery to the Authority of any Certificate of Insurance evidencing the insurance coverage and limits required in the Agreement does not constitute approval or agreement by the Authority that the insurance requirements in the Agreement have been met or that the insurance policies shown in the Certificate of Insurance are in compliance with the Agreement requirements. No operations under this Agreement shall commence at the site until the required Certificate of Insurance is received and has been approved by the Authority. Evidence of such insurance approval will be provided to Licensee by the Authority in a Notice to Proceed. If any General Liability Insurance required herein is to be issued or renewed on a "claims made" form as opposed to the "occurrence" form, the retroactive date for coverage shall be no later than the commencement date of this Agreement and shall provide that in the event of cancellation or non-renewal the discovery period for insurance claims (Tail Coverage) shall be unlimited. All of the required insurance coverage shall be issued as required by law and shall be endorsed, where necessary, to comply with the minimum requirements contained herein. Thirty (30) days prior written notice by certified or registered mail shall also be given to: Ms. Jeannette Baker Director of Finance Tampa Sports Authority 4201 N. Dale Mabry Hwy. Tampa, Florida as to cancellation of any policy and any change that will reduce the insurance coverage required in this Agreement except for the application of the Aggregate Limits Provisions. Should at any time the Licensee not, in the opinion of the Authority, provide or maintain the insurance coverage required in this Agreement, the Authority may terminate or suspend this Agreement. The amounts and types of insurance shall conform to the following minimum requirements with the use of Insurance Service Office (ISO) policies, forms, and endorsements or broader where applicable. Notwithstanding the foregoing, the wording of all policies, forms, and endorsements must be acceptable to the Authority. INSURANCE COVERAGE AND LIMITS A. Workers' Compensation and Employers' Liability Insurance shall be maintained in force during the term of this agreement for all employees of Licensee engaged in this Work under this Agreement, in accordance with the laws of the State of Florida. The amount of the Employers' Liability Insurance shall not be less than:

8 Workers' Compensation Florida Statutory Requirements Employers' Liability: $100,000 Limit Each Accident $500,000 Limit Disease Aggregate $100,000 Limit Disease Each Employee B. Commercial General Liability Insurance shall be maintained by the Licensee. Coverage shall include, but not be limited to, Premises and Operations, Personal Injury, Contractual for the Agreement, Independent Contractors, Broad Form Property Damage including Completed Operations, and Products & Completed Operations Coverage and shall not exclude coverage for the "X" (explosion), "C" (collapse) and "U" (underground) Property Damage Liability exposures. Limits of Coverage shall not be less than: Bodily Injury, Personal Injury, & Property Damage Liability: $1,000,000 Combined Single Limit Each Occurrence and Aggregate $1,000,000 Each occurrence and Aggregate for Liability under this Specific Agreement. The Aggregate limits shall be separately applicable to this specific event. Should the Licensee's General Liability Insurance be written or renewed on the Comprehensive General Liability Form, then the limits of coverage required shall not be less than: Bodily Injury, Personal Injury & Property Damage Liability: $1,000,000 Combined Single Limit Each Occurrence C. Automobile Liability Insurance shall be maintained by the Licensee as to the Ownership, maintenance, and use of all owned, non-owned, leased or hired vehicles to be used for the event with limits of not less than: Bodily Injury & Property Damage Liability: $1,000,000 Combined Single Limit Each Occurrence

9 INSTRUCTIONS 1. Each proposer shall present three copies of the RFP in a sealed opaque envelope or other appropriate container, identified with the RFP#, project name and contractor's name. 2. RFPs shall be signed in ink by an official of the firm submitting the RFP. The RFP submitted by a partnership shall list the name of all partners and shall be signed in the partnership name by one of the members of the partnership authorized to sign company documents. 3. RFPs which have been submitted may not be modified or withdrawn after submission. Negligence on the part of the proposer in the preparation of his bid shall not be grounds for the modification or withdrawal of a bid after the time set for bid opening. 4. RFP shall include all requested information including but not limited to Proposal Form, copies of licenses, copies of training and/or education credentials of proposed team, insurance information, customer references, and other requested information outlined above.

10 PROPOSAL FORM The undersigned hereby offers to contract with the Authority on the terms and conditions contained in this RFP for the following: RFP #12-27 OPERATION AND REPAIR FOR STADIUM SOUND SYSTEM, HDTV SYSTEM, LOW VOLTAGE MAG LOCK SYSTEM, AND SECURITY SYSTEM In making this offer, the undersigned, as an independent Contractor, agrees to provide all labor, materials, equipment, transportation, and services necessary for the installation and repair of such equipment at Raymond James Stadium as well as on-site support at designated events. By submitting this proposal, the vendor represents that he has read the Request for Proposal #12-27, attended the Pre Proposal meeting and is fully familiar with the required scope of services. LABOR Cost per hour for labor for a Senior Technician and four general Technicians to perform all work and meet all responsibilities outlined in the RFP for routine installation and repair. Title Senior Technician Rate/Hour Technician #1 Technician #2 Technician #3 Technician #4 EVENT DAY LABOR Cost to provide event support by employee category for 21 events per year per chart below Title Rate/Hour Hours TOTAL Senior Technician 230 Technician #1 Technician #2 Technician #3 Technician # MARKUP FOR PARTS AND SUPPLIES as a percentage of cost NOTES: Holiday, overtime and premium wages would not apply to either the maintenance or event rate structures. There will be no payment for travel time.

11 NAME OF FIRM: SIGNED(in ink): Members of Firm or Person Authorized to Sign Bid TYPED OR PRINTED NAME AND TITLE OF ABOVE SIGNATURE STREET ADDRESS: City State Zip MAILING ADDRESS: PHONE #: FAX #: City State Zip

12 The proposer shall submit the following minimum information as reference for three (3) similar service contracts that have been implemented successfully in the immediate area within the last two (2) years. Three projects are required. References will be contacted, will be reviewed for quality of workmanship and responsiveness. Information supplied will be considered in the award of this contract. Firm/Scope: Name: Address: City, St, Zip: Contact: CUSTOMER REFERENCES Phone #: Fax #: Yrs. With Firm: Firm/Scope: Name: Address: City, St, Zip: Contact: Phone #: Fax #: Yrs. With Firm: Firm/Scope: Name: Address: City, St, Zip: Contact: Phone #: Fax #: Yrs. With Firm:

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14 STATEMENT OF NO BID NOTE: IF YOU DO NOT INTEND TO BID ON THIS REQUIREMENT, PLEASE RETURN THIS FORM IMMEDIATELY TO: Tampa Sports Authority Deltecia Jones Purchasing Department 4201 North Dale Mabry Tampa, FL We, the undersigned, have declined to bid on your RFP #12-27 for OPERATION AND REPAIR FOR STADIUM SOUND SYSTEM, HDTV SYSTEM, LOW VOLTAGE MAG LOCK SYSTEM, AND SECURITY SYSTEM at Raymond James Stadium due to the following reasons: REMARKS: Specifications too "tight", geared toward one brand or manufacturer only (explain below). Insufficient time to respond to the RFP. Specifications unclear (explain below). We do not offer this product or an equivalent. Our product schedule would not permit us to perform. Unable to meet specifications. Unable to meet Bond requirements. Other (explain below). We understand that if the "No Bid" letter is not executed and returned, our name may be deleted from the list of qualified proposers for Tampa Sports Authority. COMPANY NAME: SIGNATURE: PHONE NUMBER: DATE: