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UNARMED EVENT SECURITY SERVICES

SCOPE: Contract for the Division of Intercollegiate Athletics for unarmed event security services.  This includes but is not limited to crowd control, ticket takers, ushers, vehicle posts, etc., as well as heavy security services as required.

Athletics requires the services of a professional security company with no less than five years of actual experience in heavy security, crowd control, ticket taking, and usher services that can provide unarmed event security services for events such as football, basketball, hockey, and concerts.  For multiple events, required staff can exceed 100 employees.  Personnel are expected to conduct gate checks by consent of the patron of their belongings to prevent any prohibited items (as defined by the University) from entering the premises, while using a customer centric approach.  Personnel also assist with field perimeter security, Student Section observation and security, and other related duties as may be assigned.  Services also shall be provided at athletic events, commencement exercises, tournaments, UW Band concerts, or any other University related events.  The Contractor may also be requested to provide services at non-related events, such as WIAA Tournaments, major concerts, etc.

Non-UW-Madison users contact: Vendor Representative

Licenses & Permits

Contractor must be financially responsible for obtaining all required permits, licenses, and bonds to comply with pertinent Board of Regents, University of Wisconsin regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

Contractor must be licensed by the State of Wisconsin as a provider of protective services.

The Contractor shall keep a copy of each permit on file in Contractor's On Site Room and make them available to Purchasing Services within five days written request.  Contractor's employees will be spot checked to ensure compliance.

Uniforms

Contractor shall provide all employees with a complete professional uniform. An approved Wisconsin Motion “W” will be part of the employees uniform in some fashion. Employees may, however, provide their own white dress shirt.  T-shirts are not acceptable.  With the exception of Inspectors and Plainclothes, all employees shall wear their uniforms at all times.  Uniforms shall include at a minimum:  white shirt/colored polo shirt/colored jacket, black pants, black shoes.  Supervisors must be designated with a professional uniform that is different from the crew they are supervising.  Additional inclement or seasonal gear must be provided by Contractor.  This includes but is not limited to rain gear, baseball hats, ties, etc.  All uniforms must have a company patch or emblem on the front.  When appropriate, “Event Staff” or company name should be designated on back of uniforms.

The University shall have final approval of all uniforms for each location or type of event.  Color of uniform shall be designated by the University.  The University may require Contractor’s employees to wear a University emblem on their uniform.  The cost of the emblems will be at the University’s expense.

Flashlights are considered part of a uniform and Contractor must supply to all events where they are required.

Earplugs are considered part of a uniform and Contractor must supply to all events where they are required.

Lanyards/credential holders are considered part of a uniform and Contractor must supply to all events where they are required.

Equipment

Contractor shall furnish, maintain and replace, at Contractor's expense, up to 75 hand held radios, Motorola or University approved equivalent, with headset and a minimum 4 watt transmit power capability for all football events.  Headsets shall include at least one earmuff and a flexible boom microphone.  Contractor shall also provide 4 to 6 radios to the appropriate medical personnel as directed by the University.  Contractor and University shall mutually agree on actual number of radios to be used for other games or events which require personnel for handling crowd control.  Contractor shall have a minimum of 10% replacement radios on hand to assure that an adequate number of units is maintained at all times.  Upon request, Contractor will furnish to the University, a list of FCC-licensed operating frequencies in use and permit University to program University-owned equipment for compatibility and use during events. Contractor radios should have be ability to communicate with University radios, and if not will be upgraded at the Contractor’s expense.  Additional equipment that must be available if requested includes hand held metal detector wands, black lights, stamps and ink pads.  Equipment must be provided at no cost to the Contractor's employee.

Contractor Personnel and Staffing

Contractor shall have one designated contact for Athletics, who will work jointly with Athletics to develop staffing models, training, and other functions of the job. This individual shall have no less than 10 years’ experience working similar event types and sizes, and will have an established background in leadership and staff development.

Contractor shall employ trained staff that is courteous, helpful and considerate to provide services under this Contract.  Contractor's employees shall not use improper language or act in a loud, boisterous manner, or act in any inappropriate or improper manner as determined by the University.  Contractor shall stress the vast importance of customer service and not tolerate any resistance to staffing models or decisions made by the University. Contractor shall reassign or up to dismissal by Contractor, any employee after notification by the University that such employee has engaged in unacceptable behavior.

The Contractor shall agree that all service personnel under this Contract shall be employees of the Contractor, who has the sole and exclusive right to hire and discharge any employees, and shall be solely responsible for all actions and functions to be carried out by its employees.

Contractor must be and remain an independent Contractor with respect to all services performed under the Contract.  Contractor accepts full and exclusive liability for the payment of any and all contributions of taxes for social security, worker's compensation insurance, Medicare, unemployment insurance, or old age retirement benefits, pensions or annuities, now or hereafter imposed under any state or federal law, salaries or other remuneration paid to persons hired, including deposits of income tax withholding amount due, and it agrees to indemnify and save harmless the University from any claims for contributions, taxes or liability thereof.

All persons performing work hereunder, shall at all times, be recognized as the Contractor's employees and work under Contractor's control and supervision.  Contractor employees shall not be deemed employees of University for any purpose, and shall not acquire any rights or benefits provided for employees of University.  However, Contractor's supervisors shall, in the performance of services in this Contract, comply with the written or verbal instructions received from authorized University representatives.  Supervisors shall then be directly responsible for transmitting this information to Contractor’s employees.

Upon request by the University, the Contractor shall replace any supervisor or security guard not performing the service according to this Contract.  If a Contractor’s employee is found unacceptable, careless, incompetent, or otherwise objectionable and whose continued employment is not in the best interest of University, that employee shall be removed from the security duties of this Contract before the next schedule event.

Precautions shall be exercised at all times for the protection of persons and property.  The Contractor shall conform to all OSHA, State County and City regulations while performing under the terms and conditions of this Contract.

The Contractor and their personnel are required to adhere to all Federal, State and Local laws that apply to the provisions of the services under this Contract, as well as those laws that regulate the general public.  The special role of Contractor’s employees in securing people and property in no way relieves the Contractor or his employees of this obligation.

Contractor must complete criminal and civil background investigation checks annually on all employees working in University Facilities or at University Events.  Contractor must provide University with a copy of criminal and civil histories for those documents considered public record upon request.

Event-Related Contractor Requirements

Contractor shall provide an adequate number of persons to adequately staff, per University and Department staffing plan, entrance gates, doors or other posts and provide for the direction of all patrons to their seats at facilities

Contractor shall also provide adequate number of persons to adequately staff other facility requests as deemed necessary.  Example:  Overnight security at the McClain Center or other facility or area requiring security services.

Contractor's staff shall be on duty at their assigned location, (gate, door, and/or barricade) at least 1/2 to 1 hour prior to the opening of each event.  University and Contractor will determine appropriate report time for each event allowing enough time for pre-event meetings when necessary.

Contractor's staff shall not admit any persons from entering event without an official ticket or pass.  Contractor's employees found in violation of this policy shall be reassigned to another non-gate/entrance assignment up to dismissal by Contractor.

Requests for autographs, tickets, pictures, etc. from athletes, coaches, athletic department personnel, concert talent, etc. are not allowed and are grounds for immediate dismissal.

The maximum number of hours per shift for each employee is 12 hours before being relieved for at least 8 hours.  The number of required personnel for events can range between 1 and 400 as determined by the University.  The employee to supervisor ratio may also be determined by the University, with the number of employees under any supervisor not to exceed 25.

Additional staffing above and beyond the request made by Athletics (to cover no-show employees, etc) will be at the sole expense of the Contractor.  Athletics and Contractor will work together to develop appropriate staffing levels for all events.

All employees of the Contractor shall complete a training program that is developed by Contractor and Athletics before working their first event in Facilities. This training program will consist of multiple phases (online training, customer service training, facility specific training, etc) and will conclude with a test to determine whether employees are eligible to work at certain events. Contractor employees who do not successful pass the test to the standard determined by the Contractor and Athletics will not be allowed to work events. There will be separate orientations for separate facilities. Content of training course will be developed through a joint effort between the University and Contractor. There must also be evidence of an Employee Recognition Program in place by the Contractor, to help Contractor employees feel part of Athletics. This program can be a joint effort with Athletics.

University Responsibilities

The University may furnish storage space to Contractor for use in the Kohl Center, Field House and Camp Randall Stadium/McClain Center where staff shall report for duty, change into uniform, pick up radios, take breaks, and for the general purpose use by the Contractor.  Actual space may change based on needs of the department and this provision can be waived by the department at anytime during the contract.

Local Office

Contractor must have an office established within the city of Madison immediately upon start of contract.  This office must be staffed with full time personnel (including designated contact resource) during regular business hours (8:00am to 4:00pm CST/CDT Monday through Friday) in order to respond promptly to requests for service.  Office must be equipped with appropriate phone service including voicemail or contact with centralized dispatch center during non-business hours.  Email accounts and fax machine must be available to communicate with full time office and event staff.

POSITION DESCRIPTIONS

Ticket Takers / Ushers:  Ticket takers are non-security personnel with a primary responsibility for facilitating the safe, friendly, and efficient entry and exit of event patrons and workers.  They also direct persons with credentials to the proper entrances, direct special needs persons to elevators, and inform patrons of venue policies.  Ushers assist patrons in finding their seats and answer questions that they may have. Keep aisles and entryways clear in their sections.  Notify supervisors and/or paramedics and assist in crowd control should there be a medial emergency in their section.  Be visible to patrons and keep an eye out for prohibited items and behavior. Ticket Takers/ Ushers play a key role in greeting our guests in a friendly and courtesy manner, and providing them with a memorable experience. Staff must be able to stand in one place for a minimum of 2 hours.

Security Personnel:  Personnel secure assigned areas from patrons and the general public allowing access to authorized persons only.   Recognizing the various credentials is necessary for the positions. Staff must be able to be alert for long periods of time.

Supervisor:  Supervisors directly manage event staff members to ensure that event policies are followed.  Supervisors must display leadership qualities, staff development skills, and the ability to work courteously and effectively with staff members.  Must have a working knowledge of events and facilities and possess swift decision making abilities. All supervisors must be able to stand for long periods of time and move around the facilities, which may require a large amount of walking.

Licensed Security Personnel:  Theses personnel (commonly referred to as guards) must possess a security officers license issued by the State of Wisconsin Department of Regulation and Licensing.  These personnel secure the perimeter of the facility and the smoking patio at the Kohl Center. These staff must be able to stand for long periods of time.

Coordinating Supervisor:  These personnel are generally full time employees of the Contractor.  They are responsible for managing the event security from start to finish.  They coordinate all security needs for each event and manage the event on site.  Must work closely with UW Guest Services Staff and Event Managers and possess leadership qualities and decision making abilities. They are responsible for continued on the job training and evaluation.

Vehicle Post:  These are licensed security personnel who use a vehicle while performing their duties.  Must have a clean driving record.  Duties include perimeter access control of Facilities, including parking lots and assisting with the safe passage of pedestrians to and from the event. These staff must get in and out of their vehicles frequently to check permits and credentials and may be asked to be outside for long periods of time.

Heavy Security (Event Attendant):  Non-security personnel with a primary responsibility for facilitating the safe, efficient, and respectful checking of all patrons and stadium/arena workers bags for unauthorized or restricted items to the facility.  Check for appropriate tickets or credentials into restricted areas.  Assist police in maintaining order.  Keep aisles and entryways clear and orderly. These staff must be able to communicate well with guests regarding policies, and be able to stand for long periods of time.

Heavy Security (Supervisor):  These supervisors oversee the Heavy Security (Event Attendants). These supervisors must have a strong background in leadership positions and possess staff development skills. These staff members are responsible for the continued training of the staff they oversee.

Revision History