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RENTAL OF SOUND EQUIPMENT AND SOUND ENGINEERING SERVICES FOR CONCERTS AND OTHER SPECIAL EVENTS

(contract last updated 04/24/2017)

SCOPE: Contract for the purchase of the Rental of Sound Equipment and Sound Engineering Services for Concerts and other Special Events.

 

The Wisconsin Union, the University’s Division of Social Education, is an integral part of the educational program of the University, complementing the classroom experience with out-of-class learning opportunities. It is a setting in which students can develop leadership skills and experience personal fulfillment. The Wisconsin Union Directorate (WUD) is the student programming board of the University, and offers over one thousand events yearly in Memorial Union, Union South and other campus and community venues. There are ten committees with over 300 volunteers, each committee having a permanent staff advisor to assist them. Every year, new officers, committee directors and coordinators are appointed, and committee members are recruited.

 

The WUD Music & Entertainment Committee is composed of UW-Madison students and provides concert and entertainment programming in The Union South Sett, der Rathskeller, the Memorial Union Terrace, the Union Theater, Fredric March Play Circle, Varsity Hall, Great Hall, Tripp Commons, Library Mall, Music Hall and other venues year-round. A full-time staff advisor is present for continuity, fiscal management, training and guidance. On average, there are 35 committee members per semester. These committee members are responsible for the selection and implementation of Rathskeller, Terrace, The Union South Sett and other programs: negotiations, booking of entertainment and vendors, promotion, covering night-of-show, and evaluating the shows. You will be working directly with the committee advisor and director, as well as the core group of committee members and Wisconsin Union building staff.

 

The University of Wisconsin Division of Intercollegiate Athletics (Athletics) annually hosts over 600 events in a variety of facilities including the Kohl Center, Field House, and Camp Randall Stadium.  Events can range from and include small meetings, various sporting events, community events, and marketing promotions with varying attendance between 100 - 20,000.  Within these facilities, and others, a number of meeting rooms and conference rooms exist that events do take place in.  While Athletics handles most events with internal staff and equipment inventory, there are times when additional equipment and staff are needed to meet the needs of the Athletics event schedule.  Full time staff are available (including sound engineer and master electrician) for requesting equipment, managing fiscal responsibilities, and providing event details as needed.


CONTRACT # DESCRIPTION
14-5582 RENTAL OF SOUND EQUIPMENT AND SOUND ENGINEERING SERVICES FOR CONCERTS AND OTHER SPECIAL EVENTS
CONTRACT ORIGIN: ADDITIONAL INFORMATION:
UW-Madison
Purchasing Services
21 N Park St, Ste 6101
Madison, WI 53715-1218
UW-Madison users contact:
Marty Rostermundt
(608) 890-3428 FAX (608) 262-4467
marty.rostermundt@wisc.edu
  Non-UW-Madison users contact: Vendor Representative
COOPERATIVE PURCHASING:

YES - RED SQUARE AUDIO and STUDIO GEAR LLC

NO - INTELLASOUND PRODUCTIONS LLC
CONTRACT TERM: March 1, 2014 through February 28, 2017, with automatic renewal extensions to February 28, 2021, unless amended, cancelled or rebid.

Vendor(s)
108663
Intellasound Productions LLC
416 Venture Ct Ste 2
Verona  WI 53593 1821
     
Sales Representative: PHONE # FAX #
David Maier 608-845-5683 608-845-3299
E-mail mail@intellasound.com
  PHONE # FAX #
Ordering/Expediting: 608-845-5683 608-845-3299
Invoice Information 608-845-5683 608-845-3299
Returns 608-845-5683 608-845-3299
Supplier Diversity Reporting: 608-845-5683 608-845-3299
Website: www.intellasound.com
Commodity Code 903-60
985-47
Federal Employee ID # (FEIN) 39-1904412
F.O.B.

“D” F.O.B. DESTINATION
“V” F.O.B. SERVICE/MAINTENANCE

Additional delivery charges if UW campus is not in Madison
Delivery: Events are scheduled 7 days per week.
Terms: N/30
Invoicing: Invoices shall reflect contract pricing.
Other:

Pricing available to:  University of Wisconsin System campuses.

 

Pricing NOT available to: State of Wisconsin Agencies, Wisconsin Municipalities, Other CIC member institutions, Non-Profit Organizations specifically linked by their mission to the University of Wisconsin Madison
Cancellation Policy: +24 hours notice = 0% due / -24 hours notice = 50% due / Crew onsite = 100% due
Pricing Information: SEE BELOW

ITEM

SMALL EVENT

MEDIUM EVENT

LARGE EVENT

1.

$550.00

$650.00

$1,100.00


Vendor(s)
115170
Red Square Audio
634 Odell St
Madison  WI 53711
     
Sales Representative: PHONE #  
Lonya Nenashev 608-438-8541  
E-mail lonya@redsquareaudio.com
  PHONE #  
Ordering/Expediting: 608-438-8541  
Invoice Information 608-438-8541  
Returns 608-438-8541  
Supplier Diversity Reporting: 608-438-8541  
Website: www.redsquareaudio.com
Commodity Code 903-60
985-47
Federal Employee ID # (FEIN) 30-0265704
F.O.B.

“D” F.O.B. DESTINATION
“V” F.O.B. SERVICE/MAINTENANCE

Delivery: Events are scheduled 7 days per week.
Terms: N/30
Invoicing: Invoices shall reflect contract pricing.
Pricing Information: SEE BELOW

ITEM

SMALL EVENT

MEDIUM EVENT

LARGE EVENT

1.

$400.00

$750.00

$1,200.00


Vendor(s)
126406
Studio Gear LLC
6140 Cottonwood Dr  Ste E
Madison  WI 53719
     
Sales Representative: PHONE # FAX #
John McDonald 608-271-3777 608-271-2606
E-mail john@studiogear.net
  PHONE #  
Ordering/Expediting: 608-271-3777 608-271-2606
Invoice Information 414-225-3777 414-225-3773
Returns 608-271-3777 608-271-2606
Supplier Diversity Reporting: 414-225-3777 414-225-3773
Website: www.studiogear.net
Commodity Code 903-60
985-47
Federal Employee ID # (FEIN) 39-1776682
F.O.B.

“D” F.O.B. DESTINATION
“V” F.O.B. SERVICE/MAINTENANCE

Mileage/drive time charges.

Delivery: Events are scheduled 7 days per week.
Terms: N/30
Invoicing: Invoices shall reflect contract pricing.
Pricing Information: SEE BELOW

ITEM

SMALL EVENT

MEDIUM EVENT

LARGE EVENT

1.

$682.55 + labor

$1,671.10 + labor

$3,185.80 + labor

SPECIFICATIONS

 

1.        Employee Identification:
All Contractor’s employees, while working on University property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company represented.  Any identification must be provided by the Contractor at the Contractor’s cost. 

 

2.         Inclement Weather:
Contractor will be paid a flat fee of $25.00 if equipment needs to be moved indoors after the official Weather Decision has been made.

  • Contractor is responsible for the protection of their equipment during inclement weather.
  • Contractor must comply with University Weather procedure, which states that   the determination of the indoor/outdoor performance location is made by University Event Staff  and Building Manager at least three to three and a half hours prior to show time.    

 

3.         Equipment Failures:
In the event the Contractor’s equipment fails to perform and results in the reduction of the show’s quality or any stoppage of the show, Wisconsin Union reserves the right to negotiate a lower Contractor payment. If Contractor or WUD is forced to cancel service or performance due to illness, accident or other causes legally known as “Acts of God,” neither party shall be liable for any payment.

 

4.         Support Staff
Contractor must provide knowledgeable individuals, acceptable to the UW-Madison, who will provide the following administrative support functions:

  • A Contract Administrator to act with full authority on the Contractor’s behalf in all matters pertaining to the UW-Madison.
  • Account Representatives/Assistants in sufficient numbers to appropriately service this contract and who have a thorough knowledge.
  • Sound Engineers that are knowledgeable and are fully aware of the schedule of each venue and the time they are expected to arrive for the show.
  • Contractor r must designate a person(s) to provide information to the UW-Madison in regard to the Contractor’s Affirmative Action plans and Minority Business Participation.

 

5.        Equipment

Contractor’s equipment must be well maintained, up-to-date and functioning. Equipment must be comparable to equipment used in the marketplace and must be reliable.

  • Contractor must not store equipment at the Wisconsin Union. Storage space is not available.

Specifications - Rental of Sound System and Sound Engineering Services


Small Event
Attendees: 400 or less
Potential Venues: Der Rathskeller, The Sett, The Playcircle, The Studio, Tripp Commons, Great Hall

 

Sound needs:

  • 16-24 channel front of house mixing board (no monitor board)
  • Ground stack speakers
  • Approximately 4-8 monitors
  • Approximately 16 microphones/DI Boxes
  • 1-2 Engineers with minimum 50 hours live mixing experience

 

Medium Event
Attendees: 400-1000
Potential Venues: Union Theater, Great Hall, Memorial Union Terrace, Tripp Commons,  The Sett, Varsity Hall, Music Hall, Mills Hall, Fredric March Play Circle

 

Sound needs:

  • 24-40 channel front of house mixing board
  • Monitor board
  • Line array OR ground stack speakers
  • Approximately 4-12 monitors
  • Approximately 24 microphones/DI boxes
  • 1-2 Engineers with minimum 100 hours live mixing experience, 1 backline technician

 

Large Event
Attendees: More than 1000
Potential Venues: Union Theater, Memorial Union Terrace, Varsity Hall, Union South Plaza, Union South Orchard

 

Sound needs:

  • 32-56 channel front of house mixing board
  • Monitor board
  • Line array only
  • Approximately 6-12 monitors
  • Approximately 32 microphones/DI boxes
  • 2 engineers with patience and minimum 100 hours of live mixing experience, 1-2 backline technicians

 

Additional Needs

  • Barricade/ bike rack
  • Chain motors/genie towers
  • Truss
  • Wide selection of backline
  • Staging
  • Lighting
  • Microphones

Revision History

(4/24/17): updated to change the UW contact person.
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