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DIVISION 1 FOOTBALL TEAM MEALS & LODGING

(contract last updated 06/17/2016)

SCOPE: The UW Football Team requires lodging and meals on the nights preceding home football games through the mornings of the games.  There are six to eight home games each season and four to six away games each season.

CONTRACT # DESCRIPTION
17-5520-R1 DIVISION 1 FOOTBALL TEAM MEALS & LODGING
CONTRACT ORIGIN: ADDITIONAL INFORMATION:
UW-Madison 
Purchasing Services
21 N Park St, Ste 6101
Madison, WI 53715-1218
UW-Madison users contact: 
Sarah Martin 
(608) 265-0443 / FAX (608) 262-4467 
sarah.martin@wisc.edu
  Non-UW-Madison users contact: Vendor Representative
RESTRICTED TO: UW ATHLETIC DEPARTMENT
COOPERATIVE PURCHASING: NO
CONTRACT TERM:

July 1, 2016 through June 30, 2017, with automatic renewal extensions to June 30, 2021, unless amended, cancelled or rebid.


Vendor(s)
143117
Best Western Plus Inntowner Madison
2424 University Ave
Madison WI 53726
     
Sales Representative: PHONE # FAX #
Steve Morgan 608-233-8778 608-233-1325
E-mail smorgan@inntowner.com
  PHONE # FAX #
Ordering/Expediting: 608-233-8778 608-233-1325
Invoice Information: 608-233-8778 608-233-1325
Supplier Diversity Reporting: 608-233-8778 608-233-1325
Website: www.inntowner.com
Commodity Code 962-19
Federal Employee ID # (FEIN) 46-1630964
F.O.B. “V” F.O.B. SERVICE/MAINTENANCE
Terms: N/30
Invoicing: Invoices shall reflect contract pricing.
Other: Pricing not available to: University of Wisconsin System campuses , State of Wisconsin Agencies, Wisconsin Municipalities, Other CIC member institutions or Non-Profit Organizations specifically linked by their mission to the University of Wisconsin Madison.
Pricing Information: SEE BELOW

ITEM

DESCRIPTION

UNIT PRICE

 

LODGING

1.

Double Rooms (Squad Rooms) furnished with 2 Queen (or double sized) beds.  Should be one block of rooms (all on one floor)

$129.00

2.

Single Rooms furnished with 1 King Sized bed

$129.00

3.

Suite (complimentary) large, 2 rooms each, one for head football coach and one as a coaches lounge.  Head football coach's suite must be supplied with the snacks as outlined in the Meal Plan

N/C

 

 

 

MEETING ROOMS 

4.

Meeting Room with minimum seating of 100 set up theater style

N/C

5.A

Charge for coffee, etc. furnished in the meeting rooms

$22.00

5.B

Charge for the projection screen, etc. listed above

 

 

 

NIGHT BEFORE GAME

7

Dinners as specified

$78.00

 

 

 

SNACKS FOR HEAD COACH’S SUITE

8

Snacks for Head Coach's Suite

$150.00

 

 

 

NIGHT BEFORE GAME SNACK PICK-UP

9

Snacks for 80 People

$1,840.00

 

 

 

GAME DAY BREAKFAST   

10

Breakfasts as specified

$30.00

GENERAL  SPECIFICATIONS

 

1.      SCHEDULE The following specifications detail the Meals and Lodging requirements for the UW Varsity Football Team home games.  There are 6 to 8 home games each season and 4 to 6 away games each season.

 

         1.1      The facility must be located within a 3 mile radius of the University of Wisconsin-Madison Camp Randall Stadium and University Hospital.

         1.2      Lodging will be required for the Varsity Team on nights before home games.  Meals and snacks will most likely be required the evening before game and the day of the game.

         A Friday evening meal may be required for the Varsity Team on Friday nights (dates indicated below) of the away game weekends.

         1.3      Below is the 2016, 2017 and 2018 football game schedule as it now stands.  As changes are possible, the dates will be confirmed with the contractor a minimum of 5 months prior to the start of each year's football season.

 

UNIVERSITY OF WISCONSIN FUTURE FOOTBALL SCHEDULES (subject to change)  

2016       H (6)      A (6)
Sept. 3  LSU @ Lambeau Field
Sept. 10  Akron
Sept. 17 Georgia State
Sept. 24 @ Michigan State
Oct. 1 @ Michigan
Oct. 15    Ohio State
Oct. 22  @ Iowa
Oct. 29  Nebraska
Nov. 5  @ Northwestern
Nov. 12 Illinois
Nov. 19 @ Purdue
Nov. 26 Minnesota
Dec. 3  Big Ten Title Game

 

2017
Sept. 2  Utah State
Sept. 9 Florida Atlantic
Sept. 16 @ BYU
Sept. 30 Northwestern
Oct. 7  @ Nebraska
Oct. 14  Purdue
Oct. 21  Maryland
Oct. 28  @ Illinois
Nov. 4   @ Indiana
Nov. 11   Iowa
Nov. 18   Michigan
Nov. 25 @ Minnesota
Dec. 2   Big Ten Title Game

 

2018
Sept. 1  TBA
Sept. 8  New Mexico
Sept. 15 BYU
Sept. 22 @ Iowa
Oct. 6    Nebraska
Oct. 13  @ Michigan
Oct. 20  Illinois
Oct. 27  @ Northwestern
Nov. 3   Rutgers
Nov. 10   @ Penn State
Nov. 17 @ Purdue
Nov. 24  Minnesota
Dec. 1    Big Ten Title Game

     

    2.      REGISTRATION

             2.1      All rooms are to be assigned and pre-registered prior to the team's arrival.  

             2.2      A list of all players and personnel to be registered will be presented to the hotel 2 days prior to arrival.  

             2.3      A key for each member of the Squad is to be put in an individual envelope with the Squad members name on it.  Envelopes containing players’ keys must be placed in alphabetical order  

             2.4      Keys must be ready for distribution and rooms must be ready for occupancy no later than 2:00 PM on the day of arrival.  

             2.5      Staff keys must be in individual envelopes with the key and a room listing of the entire group (20 copies of room list are required).  

               2.6      A map showing a layout of the facility, including the names or numbers of the meal, meeting and taping rooms must be sent to TJ Ingels at least 7 days prior to our stay so that we can include them in our final itinerary.

     

    3.      LODGING  (Following are the requirements for each weekend)

         3.1      All sleeping rooms and complimentary suites must have access to room service, be carpeted, air conditioned, furnished as hotel style sleeping rooms including an iron, hand towels, wash cloths, bath towels and bed linens.  Cable television must be available.  In order to minimize distractions, all player rooms should be located on one floor, in the quietest section of the facility away from other hotel guests.  Please indicate on Bidder Response Sheet if all rooms are NOT located on one floor.

         3.2      Overnight security must be provided to prevent noise and distractions on player's floor.

             3.3      Phone service to the squad rooms must be disconnected so as not to allow incoming or outgoing phone calls.  Any calls should be directed to TJ Ingels’ room.  Incoming calls to the head coach’s room should be directed to TJ Ingels’ room on the evening before the game.  

             3.4      A wake up call will be made to all players and staff (appearing on the list provided to hotel by UW Athletics) rooms on game day at time to be determined as listed on itinerary. (subject to change as per kick-off time).   

             3.5      No maid service can be performed before team departure on game day.

     

    MEETING, MEAL AND TAPING ROOMS MUST BE IN ONE CONCENTRATED AREA OF THE HOTEL.  

     

    4.      MEETING ROOMS          

             4.1      Meeting rooms must be complimentary (furnished at no charge)  

             4.2      Rooms will be used before and after dinner on the nights before game and after pre-game meal on day of game.  

             4.3      Rooms must be set up theater style with podium in front.  

             4.4      Rooms should be set to 66 degrees.  

             4.5      A projection screen, projector stand, extension cord, grease board and markers and pitchers of ice water and pots/heated urns of coffee (regular & decaf) and hot water (tea pax & hot chocolate pax) must be provided during meeting room use.  

     

    5.      TAPING AREA

             This area will be needed the day before the game for set-up and again on day of game morning until 1-1/2 hours prior to game kick-off.  Area should be adjacent to the room in which pre-game meals will be served.  If not adjacent must be in very close proximity.   Room must contain:

             Six tables (6 ft)

             three wastebaskets

             ten chairs (theater style)

             Beverages for 15 people (as outlined in the Meal Plan), must be provided in the taping area.

             ten copies of the local newspaper placed in room by 6:30 a.m. game day.  

     

    6.      RECREATION FACILITIES The facility must have a pool, and restaurant/lounge.  

     

    7.      PARKING The facility must have free off street parking available for coaches and staff staying at hotel as well as additional staff and coaches coming on game day for taping and other pre-game business.  Facility must also have adequate for staging of three motor coach-size buses.  

     

    8.      ADDITIONAL INFORMATION Some Athletic Department staff will eat in the restaurant and charge the meals to their rooms.  

     

    9.      MEAL PLAN

             9.1      Dinner room must be available from 4:00 - 11:00 p.m. night before all football game days - home and away.

             9.2      Night before game snack and day of game meals will be served on home game weekends only.

             9.3      Bid must reflect some flexibility in the meal plans, (i.e. Lasagna instead of spaghetti at dinner or waffles instead of pancakes at breakfast) for the same price.  Include with your bid the entree options that would be available.

             9.4      Times for meals and meetings will vary according to kickoff times because of T.V. or other circumstances.  The contractor will be advised of these variations a minimum of six days before the scheduled game.   

             9.5      Ten copies of the local newspaper placed in the breakfast room by 7:00 a.m. day of game.

             9.6      Meal requirements are laid out in the weekend meal plan on the following pages.  The night before game Meal Plan applies to both home and away game weekends.

     

      UNIVERSITY OF WISCONSIN GAME WEEKEND MEAL PLAN  

       

      NOTE:        Specified food quantities for each meal are sufficient for specified number of buffet lines and should not be doubled nor should standard overages be planned into your bid.  Bid on our food specified food quantities and service format only.  Changes should be cleared with TJ Ingels at (608) 262-1867.

       

      Night Before Game Meal  

      Seating All Games:  105  

       

      Night Before Game Service Format:

    • Two double sided buffets including two separate salad buffets is preferred (refer to "Night Before Game Meal Layout").
    • Buffets will be self serve.
    • Staff should concentrate on keeping food stocked, buffet clean and serving handles out of food.
    • Buffets and beverage table should be covered with white linens with red napkins & skirting (if available). 
    • Round tables with a seating capacity of seven are preferred.  Larger round tables may seat more than seven, but should do so comfortably (these guys are big).  Three tables should be reserved for staff. Silverware, napkins, filled pitcher of ice water, filled ice water glass, salt and pepper should be placed on every table
    • Team will arrive as a group.  After team prayer athletes will be called up to the buffet by class.
    • Trays should be available at the beginning of the buffet.  Plates or bowls for salad and fruit should be available preceding the salad bar.  Plates should be available preceding the buffet lines.
    • As athletes seat themselves trays should be removed from the tables by food service personnel.
    • Beverage refills should be offered by food service personnel as the meal progresses.
    • As athletes finish their meals they will either head to the dessert bar or go to their rooms.  In either case plates should be cleared from tables when the athletes are finished eating.  Breakdown of tables can start when the majority of the athletes have left the dining room.

     

    Night Before Game Hot Entrees:  (One item from each of the bread, potato, pasta, chicken, fish option will be picked each meal.  This will be determined a minimum of two weeks prior to the meal.)

                    Fresh Baked Dinner Rolls

                    Potatoes (mashed red potatoes skin on – one chafer plain, one chafer with cheese and chives)

                    Sweet Potatoes (mashed with brown sugar)

                    Low Fat Gravy

                    Pasta Station (Whole grain penne and bowtie pasta, marinara sauce, alfredo sauce, 26/30 ct shrimp (peeled
    deveined, warm), chicken chunks (warm), spinach, tomatoes, mushrooms, onions, green peppers, grated
    parmesan cheese)

                    Creamed Corn

                    Baked Cod - (sliced lemon and tartar sauce on buffet line)

                    Chicken Cordon Bleu

                    Chicken Breast – Marinated and grilled

                    New England Clam Chowder (real bacon bits and cheddar cheese on side)

                    Prime Rib – Served via carving station (cooked to medium)

                    Assorted Brownies, bars, cheesecake, and cakes

     

    NOTE:     Hot Entrees should be on buffet line in above order (refer to "Friday Evening Meal Layout").  Food should be kept at serving temperature in chafing dishes or heated serving wells.  Inside round should be carved by trained personnel under heat lamp while wearing chef whites.

     

    Individual Fresh Cut Fruit Selections

                    Sliced Watermelon

                    Sliced Cantaloupe

                    Sliced Honeydew

                    Sliced Pineapple

     

    Whole Fresh Fruit

                    Apples

                    Oranges

                    Bananas

                    Grapes

                    Strawberries

                    Raspberries

                    Blueberries

                    Blackberries

     

    NOTE:     This fruit is to be served whole in attractive serving bowls.

     

    Salad Bar Items

                    Mixed Greens – Spinach, Romaine Lettuce, Iceberg Lettuce

                    Cubed Ham

                    Cubed Turkey

                    Low Fat Cottage Cheese

                    Shredded Mozzarella Cheese

                    Shredded Cheddar Cheese

                    Sliced Mushrooms

                    Sliced Green Pepper

                    Grape Tomatoes

                    Shredded Carrots

                    Pitted Black Olives

                    Chopped Hard Boiled Eggs

                    Ranch Dressing

                    Low Fat French Dressing

                    Low Fat Italian Dressing

                    Balsalmic Vinegar

                    Olive Oil

                    Croutons

                    Sunflower Seeds

                    Real Bacon Bits

                    Parmesan Cheese

                    Pepper mills or ground pepper

     

    NOTE:     Dressings should be labeled and salad bars kept stocked and cleaned at all times.  Items on salad bars should be kept cool and crisp by refrigeration or ice (excluding croutons, sunflower seeds, bacon bits, pepper and parmesan).

     

    Night Before Game Beverage Table:

                    Juice – Orange, Grape, Apple, Cranberry

                    Milk – Skim, 2%, and Chocolate (single serving cartons)

                    Assorted Teas

                    Regular and Decaffeinated Coffee/Hot Water (with creamer –regular, Irish, Hazelnut, French Vanilla)

                    Hot Chocolate Packets

                    Sugar, Sweet and Low, Splenda

                    Badger Max (as per UW Athletic Department beverage contract)

     

    Approximately 150 large glasses should be on hand as many athletes take more than one beverage at a time.  A 12 oz. glass or better is preferred.  Glasses should be pre-filled just prior to the arrival of the athletes for the meal as most will pick up beverages as they enter the room.  Similar beverages should be grouped together on the beverage table with small signs that identify the type of beverages in the group.  Beverage refills should be offered by staff as the meal progresses.

     

    Filled water glasses and pitcher of ice water on each table! 

     

    Snacks for Head Coach’s Suite:

                    12 bottles Bottled Water

                    6 Cans Diet Mountain Dew

                    Variety of chips, fresh popcorn, pretzel twists etc. (possibly nachos)

                    Small Paper Plates

                    Napkins

                    Straws

                    Glasses

     

    Night Before Game Snack Pick-Up

    All Games:     80

     

    Service Format:

    • Two double sided buffets including two separate salad buffets is preferred (refer to "Night Before Game Meal Layout").
    • Buffets will be self serve.

     

    Entrees

                    Mini Cheeseburger Sliders

                    Chicken Tenders (Sauces on side – BBQ, Honey Mustard, Ranch)

                    Sandwich Station – 100% whole grain sliced bread, whole wheat and plain wraps, lean sliced turkey, ham, roast beef, sliced cheddar cheese, sliced pepperjack cheese, sliced provolone cheese, mustard, mayonnaise, sliced onions, sliced tomatoes, leaf lettuce, fresh spinach, sliced green peppers

                    Assortment of Sun Chips – single serve bag

                    Assortment of Baked Lays Potato Chips – single serve bag

     

                    Ice Cream/Smoothie Bar

                    Vanilla Bean and Chocolate Ice Cream

                    Vanilla Greek Yogurt

                    Skim Milk

                    Chocolate Milk

                    Frozen Mixed Berries

                    Frozen Mixed Tropical Fruit

                    Honey

                    Old Fashion Oats

                    Hot Fudge

                    Hot Caramel Sauce

                    Butterscotch Sauce

                    Strawberry Sauce with Chunks

                    Chopped Peanuts

                    Crushed Snickers Bars

                    Crushed M&M’s

                    Crushed Reese’s Peanut Butter Cups

                    Sliced Bananas

                    Crushed Oreos

                    Maraschino Cherries

                    Whipped Cream

                    Assorted Chocolate Chip and Peanut Butter Cookies (Large #15 scoop)

     

      Game Day Breakfast

    All:   105

     

    Fruit Selections

                    Sliced Watermelon

                    Sliced Cantaloupe

                    Sliced Honeydew

                    Sliced Pineapple

                    Apples

                    Oranges

                    Bananas

                    Grapes

                    Strawberries

                    Raspberries

                    Blueberries

                    Blackberries

     

    Entrees:

                    Fat Free Greek Yogurt Assortment (Granola on the side)

                    Assorted Boxed Cereals (Honey Nut Cheerios, Raisin Brand, Fruit Loops, Frosted Flakes, Rice Krispies, Frosted Mini Wheats)

                    2 Dozen Peeled, Whole Hard Boiled Eggs

                    Oatmeal (Raisins, Brown Sugar, Honey on Side)

                    Grape Uncrustables

                    Whole Wheat French Toast

                    Whole Wheat Pancakes (Maple Syrup on side)

                    Scrambled Eggs (one chafer plain, one with cheddar cheese) (Salsa, Sour Cream on side)

                    Red Breakfast Potatoes (Home fry style)

                    Whole Grain Penne Pasta

                    Meatless Marinara Sauce

                    Marinara with Ground Turkey

                    Marinated Grilled Chicken Breast

    Omelet Station:

                    Whole Eggs

                    Egg Substitute

                    Cubed Ham

                    Cubed Turkey

                    Sausage

                    Cheddar Cheese

                    Mozzarella Cheese

                    Green Peppers

                    Mushrooms

                    Onions

                    Spinach 

     

    Toaster Station:
             Whole Wheat and White Bread

                    Sliced English Muffins

                    Muffins (Blueberry, Banana Nut, Apple Cinnamon)

                    Bagels (Plain, Whole Wheat, Blueberry) (Regular and Low Fat Cream Cheese on Side)

                    Assorted Jellies and Jams, Peanut Butter, Honey, Butter

     

    Beverage Table:
    NOTE:   Same format as night before game meal


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