SPECIFICATIONS
1. Scope
Facilities Utilized but not limited to: Capacity
Camp Randall Stadium 80,000
Kohl Center 17,000
Field House 9,000
Goodman Field 2,000
McClimon Complex 2,000
Types of events per year but not limited to:
UW Football 6-7
UW M/W Basketball 30-40
UW M/W Hockey 30-40
UW Volleyball 12
UW Softball 15
Concerts 4-7
UW Commencements 4
High School Graduation 4
WIAA State Tournaments 5
2. 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.
3. Uniforms
Contractor shall provide all employees with a complete professional uniform. 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.
4. 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. 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.
5. Contractor Personnel and Staffing
Contractor shall employ 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 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 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.
6. Event-Related Contractor Requirements
Contractor shall provide an adequate number of persons to adequately staff 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 an orientation before working their first event in Facilities. There will be separate orientations for separate facilities as needed. Contractor will be allowed to invoice the University for orientation sessions and employees must be paid for attending. Content of training course will be developed through a joint effort between the University and Contractor.
7. University Responsibilities
The University will 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.
8. 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. |
