GENERAL SPECIFICATIONS
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| 1. |
SCHEDULE |
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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. |
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1.1 |
The facility must be located within a 3 mile radius of the University of Wisconsin-Madison Camp Randall Stadium and University Hospital. |
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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. |
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1.3 |
Below are the 2006, 2007 and 2008 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. |
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UNIVERSITY OF WISCONSIN FUTURE FOOTBALL SCHEDULES (subject to change) |
2006 |
H (7) A(5) |
Sept. 2 |
vs. Bowling Green (in Cleveland) |
Sept. 9 |
Western Illinois |
Sept. 16 |
San Diego State |
Sept. 23 |
at Michigan |
Sept. 30 |
at Indiana |
Oct. 7 |
Northwestern |
Oct. 14 |
Minnesota |
Oct. 21 |
at Purdue |
Oct. 28 |
Illinois |
Nov. 4 |
Penn State |
Nov. 11 |
at Iowa |
Nov. 18 |
Buffalo |
Nov. 25 |
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2007 |
H (7) A(5) |
Sept. 1 |
Washington State |
Sept. 8 |
at UNLV |
Sept. 15 |
The Citadel |
Sept. 22 |
Iowa |
Sept. 29 |
Michigan State |
Oct. 6 |
at Illinois |
Oct. 13 |
at Penn State |
Oct. 20 |
TBA |
Oct. 27 |
Indiana |
Nov. 3 |
at Ohio State |
Nov. 10 |
Michigan |
Nov. 17 |
at Minnesota |
Nov. 24 |
TBA |
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2008 |
H (7) A(5) |
Aug. 30 |
Akron |
Sept. 6 |
Marshall |
Sept. 13 |
at Fresno State |
Sept. 20 |
TBA |
Sept. 27 |
at Michigan |
Oct. 4 |
Ohio State |
Oct. 11 |
Penn State |
Oct. 18 |
at Iowa |
Oct. 25 |
Illinois |
Nov. 1 |
at Michigan St. |
Nov. 8 |
at Indiana |
Nov.15 |
Minnesota |
Nov. 22 |
TBA |
Nov. 29 |
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| 2. |
REGISTRATION |
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2.1 |
All rooms are to be assigned and pre-registered prior to the team's arrival. |
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2.2 |
A list of all players and personnel to be registered will be presented to the hotel 3 days prior to arrival. |
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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 Offense keys must be put in one box for distribution, while envelopes containing Defense keys must be put in a separate box for distribution. |
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2.4 |
Keys must be ready for distribution and rooms must be ready for occupancy no later than 3:00 PM on the day of arrival. |
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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). |
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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 Bill Nayes at least 5 days prior to our stay so that we can include them in our final itinerary. |
| 3. |
LODGING (Following are the requirements for each weekend) |
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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. Pay-Per-View movies and cable television must be available. In order to minimize distractions, all player rooms should be located on one floor, in the most quiet section of the facility away from other hotel guests. Please indicate on Bidder Response Sheet if all rooms are NOT located on one floor. |
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3.2 |
Overnight security must be provided to prevent noise and distractions on player's floor. |
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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 Bill Nayes' room. Incoming calls to the head coach’s room should be directed to Bill Nayes’ room on the evening before the game. |
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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). |
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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 |
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4.1 |
Meeting rooms must be complimentary (furnished at no charge) |
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4.2 |
Rooms will be used before and after dinner on the nights before game and after pre-game meal on day of game. |
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4.3 |
Rooms must be set up theater style with podium in front. |
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4.4 |
Rooms should have a temperature control setting available and be preset to a cool temperature. |
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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 |
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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. |
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Room must contain: |
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seven tables (6 ft) |
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three wastebaskets |
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ten chairs (theater style) |
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Beverages for 15 people (as outlined in the Meal Plan),
must be provided in the taping area. |
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Ten copies of the local newspaper placed in room by
7:30 a.m. game day. |
| 6. |
RECREATION FACILITIES |
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The facility must have a pool, sauna, and restaurant/ lounge. |
| 7. |
PARKING |
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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 |
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Some Athletic Department staff will eat in the restaurant and charge the meals to their rooms. |
| 9. |
MEAL PLAN |
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9.1 |
Dinner room must be available from 4:00 - 7:00 p.m. night before all football game days - home and away. |
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9.2 |
Night before game snack and day of game meals will be served on home game weekends only. |
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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. |
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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. |
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9.5 |
Ten copies of the local newspaper placed in the breakfast room by 7:00 a.m. day of game. |
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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
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| 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 Bill Nayes at (608) 262-1861. |
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Night Before Game Meal
Seating All Games: 90 |
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Night Before Game Service
Format: |
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Two double sided buffets including two separate salad buffets is preferred (refer to "Night Before Game Meal Layout"). |
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Buffets will be self serve. |
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Staff should concentrate on keeping food stocked, buffet clean and serving handles out of food. |
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Buffets and beverage table should be covered with white linens with red napkins & skirting (if available). |
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Round tables with a seating capacity of seven is 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. |
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Silverware, napkins, filled pitcher of ice water, filled ice water glass, sugar, tobasco sauce, nutra-sweet, margarine, butter, catsup, yellow mustard, A-1, Heinz 57, salt and pepper should be placed on every table |
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Team will arrive as a group. After team prayer athletes will be called up to the buffet by class. |
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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. |
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As athletes seat themselves trays should be removed from the tables by food service personnel. |
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Beverage refills should be offered by food service personnel as the meal progresses. |
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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. |
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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.) |
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Bread Product (Dinner Rolls, soft warm breadsticks) |
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Potatoes (mashed potatoes/gravy; oven browned, au gratin) |
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Rice Pilaf |
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Pasta (ravioli, lasagna, stuffed shells, spaghetti/marinara sauce) |
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Steamed Broccoli & Cauliflower |
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Fish entrée (baked/broiled cod or walleye) - (sliced lemon and tarter sauce on buffet line) |
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Chicken entrée (herbed breast; fried ¼’s; BBQ breast; BBQ ¼’s; herbed ¼’s) |
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U.S.D.A. Choice Inside Round Roast (Season Surface Like Prime Rib; 1-cooked well done; 1 cooked medium) |
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(creamed horseradish at carving station) |
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New England Clam Chowder (real bacon bits) |
| 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. |
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Individual Fresh Cut Fruit Selections |
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Cubed Watermelon |
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Red Seedless Grapes |
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Cubed Pineapple |
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Can Sliced Peaches |
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Green Seedless Grapes |
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Whole Fresh Fruit: |
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Red Delicious Apples |
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Ripe Bananas |
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Fresh Strawberries |
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Sunkist Oranges |
| NOTE: |
This fruit is to be served whole in attractive serving bowls. |
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Salad Bar Items: |
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Iceberg Lettuce |
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Diced Ham |
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Low Fat Cottage Cheese |
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Shredded Mozzarella |
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Sliced Mushrooms |
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Sliced Green Pepper |
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Tomatoes Wedges |
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Shredded Carrots |
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Pitted Black Olives |
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Chopped Hard Boiled Eggs |
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Ranch Dressing |
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French Dressing |
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Vinaigrette Dressing |
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Croutons |
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Sunflower Seeds |
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Real Bacon Bits |
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Parmesan Cheese |
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Pepper mills or ground pepper |
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| 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). |
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Night Before Game Beverage Table: |
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Fruit Punch (Heavy) |
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2% White Milk |
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2% Choc. Milk |
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Apple Juice |
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Lipton Decaf. Ice Tea (Lemon Flavored) |
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Pot Hot Water |
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Orange Juice |
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Lemonade (Heavy) |
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Powerade (as per UW Athletic Department beverage contract) |
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| 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.
Also
at Beverage Table: Assorted tea bags; sliced
lemon; cream, sugar; nutra-sweet; stir rods; 16 oz.
styrofoam cups with lids for coffee and hot tea (coaches). |
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Filled water glasses and pitcher of ice water on each table! |
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On each of 3 Staff Tables Only: |
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Pot of Decaf. Coffee |
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Pot of Regular Coffee |
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Cream, stir-stix |
| Also at Beverage Table: Assorted tea bags, sliced lemon, hot chocolate packets, sugar, nutra-sweet, 16 oz. styrofoam to go cups with lids for coffee and hot tea |
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Night Before Game Dessert Bar |
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Vanilla Ice Cream |
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Chocolate Ice Cream |
| NOTE: |
Soft serve dispensers are preferred if available. Small dishes will be used for the ice cream. Food service personnel shall scoop or serve the ice cream. Athletes may top the ice cream on their own. |
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Toppings: |
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Sliced Strawberries |
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Sliced Bananas |
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Candied Cherries |
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Chopped Walnuts |
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Reese's Pieces or M&M candies |
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Can Chocolate Fudge Sauce (Heated) |
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Can Caramel Sauce (Heated) |
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Whipped Cream |
Fresh fruit smoothies in 16 oz or larger Styrofoam cups, prepared Back of House, placed near ice cream table |
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Snacks for Head Coach’s
Suite: |
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12 bottles Bottled Water |
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1 Liter Coke |
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1 Liter Diet Coke |
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2 Liter Diet Squirt |
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1 Liter Soda Water |
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1 Liter Tonic Water |
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5 Sliced Limes |
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5 Sliced Lemons |
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Variety of chips, fresh popcorn, pretzel twists etc. (possibly nachos) |
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Small Paper Plates |
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Napkins |
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Straws |
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Glasses |
| NOTE: |
The beverages should be placed in ice or refrigerator and the snacks placed in serving bowls. All of these items should be placed in the Head Coach’s suite before the team arrives. Ice buckets with ice are also required.
Specified Hot Snack (Nachos, chicken wings or pizza) for 12 people should also be delivered following late team meeting (approximately 9:30 p.m.) |
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Night Before Game Snack Pick-Up |
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All Games: 80 |
Service Format:
Athletes will attend a team meeting. A table should be set-up just outside the room in which the team meeting is held. The athletes will move past this table quickly and quietly after the team meeting has ended and then proceed to their rooms to eat this snack and beverage. The following items should be on the table for the athletes to grab. (See weekly itinerary for snack time) |
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Paper Bags |
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Turkey and Cheddar sandwiches (on hamburger
bun) |
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Ham and Swiss sandwiches (on hamburger bun) |
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Peanut butter and jelly sandwiches on white
bread |
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P.C. mustard and mayo packets |
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Bags of potato chips |
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Whole Bananas |
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Whole red apples |
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Chocolate chip and peanut butter cookies |
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Napkins |
| NOTE: |
Each sandwich should contain 3 oz. of shaved turkey and one slice of cheese. No condiments should be added during preparation. Each sandwich should be individually wrapped. Leftover sandwiches should be boxed and refrigerated as they will be picked up by a staff member after breakfast. |
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2% White Milk |
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2% Chocolate Milk |
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Powerade (as per UW Athletic Department beverage contract) |
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Water (as per UW Athletic Department beverage contract) |
| NOTE: |
Keep beverages on ice for convenient pick-up. |
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Game Day Breakfast |
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All: 90 |
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Service Format: |
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Same as Friday evening meal. Cold Cereal & Fruit bar replaces salad bars. |
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Cold Cereal & Fruit Bar: |
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P.C. Boxes of Frosted Flakes |
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P.C. Boxes of Cheerios |
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P.C. Boxes of Raisin Bran |
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P.C. Boxes of Rice Krispies |
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Individual Yogurts |
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Fresh Blueberries (can substitute
other fresh fruit) |
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Sliced Peaches |
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Fresh Sliced Strawberries |
| NOTE: |
These fruits are for cold cereal. |
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4-4 slot toasters |
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Texas Style Toast |
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Whole Wheat Bread |
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English muffins |
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Assorted Bagels (no chocolate or poppy seed) |
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Assorted P.C. jellies, peanut butter, cream cheese |
Hot Entrees: (One item from each of the potato and carbohydrate options will be picked for each meal. This will be determined a minimum of two weeks prior to the meal.) |
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Hot Oatmeal Cereal (brown sugar and raisins on buffet) |
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Potato (breakfast potatoes; hashbrowns) |
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Carbohydrate (pancakes; waffles; French toast) |
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Hot Maple Syrup |
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Scrambled Eggs |
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Yield Baked Honey Glazed Ham on Bone (carved under heat lamp) |
Firm prices for dinner for the team (based on 90 members), are requested for the meal that would be served on Friday evening of the away football game weekends. The meal specifications are exactly the same as those for the Friday Evening Meal served on home football weekends.
The University reserved the right to purchase this item if travel and game schedules allow us to leave Madison after the team can be served their evening meal on Friday. |
