SECTION II. SCOPE OF SERVICES
1.
Purpose / Description.
The University of Maryland University College is seeking qualified and experienced vendors to
provide various production services for UMUC events, held on UMUC campuses and/or offcampus locations. For any given event, vendors must have the capability to provide and deliver
services to locations in and around the Washington, DC Metro Area, as directed by UMUC.
2.
Scope of Services.
Awarded vendors must have the capability to provide one or all of the production services listed
below on an as-needed basis. Vendors shall adhere to UMUC’s requirements and standards as
outlined in this solicitation and/or as specified at a later date. Proposers may add other services
offered. Use of these services will be at the sole option of UMUC. Vendors may be asked to
demonstrate their various event services.
A.
Service categories include, but are not limited to, the following:
1.
Creative Development and Direction: Scenery, Staging, and Scenic
Materials/Supplies.
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2.
Rental Supplies and Equipment
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3.
Greenery and Stage Flowers
Custom Signage, Banners
Graphic Design
Décor (Stage and Room)
Drapery
Stages
Tents
Trusses
Safety or ADA Equipment
Generators
Flooring
Lecterns
Audio Video Equipment and Services
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Microphones, Speakers and Monitors
Webcasting Capabilities and Equipment
Video Cameras and Videographers
Projection Equipment and Screens
Lighting: Lamps and Light Sources
4.
Party and Catering Equipment and Supplies
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5.
Other Services
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B.
Table Linens
Tables
Chairs
Flowers
Transportation/Shuttle Buses
Musicians
Photographers
Previous Events:
Awarded vendors will be responsible for creating, producing, and facilitating varied events. At
this time, the event schedule for FY2015 and FY2016 has not been set. In previous years, the
following events were held:
1. Achievement Awards Luncheon
Vendor services required: Event production and design
Event Location: UMUC, Marriott Inn and Conference Center
Theme: Fabulous Fifties
Attendees: 700-800
Event Time: 11:30 AM -1:30 PM
2. Service Awards Photo Sessions with the President
Vendor services required: Pipe and draping
Event Location: Auditorium- Largo, MD
Event Duration: One hour
3. Art Program Lectures
Vendor services required: Video and audio production service
Stage set up, pipe and draping, lighting, post-production and editing
Event Location: UMUC, Marriott Inn and Conference Center
Attendees: 100
Event Time: 1:00-3:00 PM
4. Alumni Association Annual Awards Reception
Vendor services required: Audio, photography, and event production and
design
Event Location: UMUC, Marriott Inn and Conference Center
Attendees: 300-500
Event Time: 6:30 – 8:30 PM
5. Doctoral Commencement
Vendor services required: Event production and design
Event Location: UMUC, Marriott Inn and Conference Center
Attendees: 500
Event Time: 9:00-11:00 AM
Mandatory Requirements:
2.1
Event Production Services: See Appendix A.4-1 through A.4-5, pages 22-25. As
applicable, vendors are to complete the Service category charts as instructed. Each available
service must clearly describe and explain how the vendor will provide the Service and identify if
the Service will be provided by the Proposer’s own personnel or by a subcontractor.
2.2
Staffing Arrangements: As applicable, Proposers are to provide detailed information
regarding their staffing arrangements for the following positions:
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Project Manager
Director
Producer
Technical Director
Camera Operator
Audio Engineer
Video Engineer
Installation/De-Installation Staffing
Delivery Services
2.3
Services/Approach: Vendors are to provide a narrative of their understanding of the
magnitude and importance of UMUC’s events which will be supported by the vendor. Vendors
are to explain how the required services throughout the term of the contract will be provided.
Vendors are to include a summary of any problems which might be expected and propose
solutions to those anticipated problems.
2.4
Billing and Invoice Discrepancies: Vendors are to describe the method of billing for
their proposed services and if deposits are required. Vendors are to describe how invoice and
service discrepancies are handled.
2.5
Staffing Organization and Proposed Key Personnel Qualifications: Provide
information regarding your leadership, designated UMUC account executives(s), customer
service team, full-time and part-time staff.
2.6
Firm Experience / Firm Profile: See Appendix A.1 and A.2, pages 19-20. UMUC
reserves the right to verify all information, as well as to check any other sources available
including itself, even if not provided as a reference by vendor. Vendors are encouraged to
provide references from higher education experiences which it deems the most similar or
relevant in requirement, size, scope and complexity to UMUC.
2.7
Special/Unique Qualifications: Describe special and/or unique qualifications your
company possesses. Special and unique qualifications may consist of in-house graphic design
assistance/abilities, prop and/or equipment manufacturing, and list any certifications.
2.8
Bid/Proposal Affidavit: Complete and sign the Bid/Proposal Affidavit provided at
Appendix A and enclose with the Technical Proposal.
2.9
Insurance: Provide a copy of a Certificate of Insurance verifying your firm's Coverage
for Professional Liability, Commercial General Liability, Worker's Compensation, and
applicable Automobile Liability Insurance, and Professional Liability.
2.10 Acknowledgement of Receipt of Addenda Form: If any addenda to the RFP
documents are issued prior to the due date and time for Proposals, this form (found in Appendix
A) must be completed, signed, and included in the vendor’s Technical Proposal.
2.11 Acknowledgement of Review of Contract: The UMUC Contract for this Procurement
will contain the provisions in Appendix C as well as any additional terms required by the
University or the State of Maryland. By submitting a Proposal, the Vendor warrants that it has
reviewed Appendix C and will execute a contract: a) in substantially the same form; and b) with
these terms and conditions upon request by UMUC. For accounting purposes only, UMUC will
also issue a purchase order to the awarded Contractor.
2.12 Subcontracting: Proposals shall provide a narrative as to what, if any, services are
subcontracted. If applicable, vendors are encouraged to include in the narrative opportunities for
Maryland State Certified MBEs.
3.
Signing of Technical Proposal: The Technical Proposal, if submitted by an individual,
shall be signed by the individual; if submitted by a partnership, shall be signed by such member
or members of the partnership as have authority to bind the partnership; if submitted
by
a
corporation, shall be signed by an officer, and attested by the corporate secretary or an assistant
corporate secretary. If not signed by an officer, there must be attached a copy of that portion of
the by-laws or a copy of a board resolution, duly certified by the corporate secretary, showing the
authority of the person so signing on behalf of the corporation.
4.
Modifications of Technical Proposal: Vendor may modify their Technical Proposals
by e-mail or facsimile communication at any time prior to the due date and time, provided that
the Issuing Office is satisfied that a written confirmation of the modification with the signature
of the Vendor was mailed prior to the Proposal due date and time. Technical Proposals may not
be modified, supplemented, cured, or changed in any way after the due date and time, unless
specifically requested by the University.
APPENDIX A.4-1
Creative Development and Direction Services
Proposers with the capability to provide the Services listed are to enter an “X” in the “Available”
field. Proposers are to briefly describe and explain their ability to provide the available service
rather than listing equipment and product.
In addition, Proposers are to enter an “X” in the “Will Use Own Personnel” section if the Service
is to be provided by the Proposer’s own personnel. However, if the Service is subcontracted to a
third party, Proposers are to enter the name of the company that is normally used by the Proposer
to provide the applicable services listed. Proposers may add other services offered.
Creative development and direction services include, but are not limited to, the following:
Creative Development and Direction: Scenery, Staging, and Scenic Materials/Supplies
Services
Available Describe/Explain
Will Use
Own
Personnel
Greenery and Stage
Flowers
Custom Signage,
Banners
Graphic Design
Décor (Stage and Room)
Drapery
Props
You may add additional sheets as necessary.
Subcontractor
APPENDIX A.4-2
Rental Supplies and Equipment
Proposers with the capability to provide the Services listed are to enter an “X” in the “Available”
field. Proposers are to briefly describe and explain their ability to provide the available service
rather than listing equipment and product.
In addition, Proposers are to enter an “X” in the “Will Use Own Personnel” section if the Service
is to be provided by the Proposer’s own personnel. However, if the Service is subcontracted to a
third party, Proposers are to enter the name of the company that is normally used by the Proposer
to provide the applicable services listed. Proposers may add other services offered.
Rental supplies and equipment include, but are not limited, to the following:
Rental Supplies and Equipment
Services
Available
Describe/Explain
Will Use
Own
Personnel
Stages
Tents
Trusses
Safety or ADA
Equipment
Generators
Flooring
Lecterns
You may add additional sheets as necessary.
Subcontractor
APPENDIX A.4-3
Audio and Video Equipment and Services
Proposers with the capability to provide the Services listed are to enter an “X” in the “Available”
field. Proposers are to briefly describe and explain their ability to provide the available service
rather than listing equipment and product.
In addition, Proposers are to enter an “X” in the “Will Use Own Personnel” section if the Service
is to be provided by the Proposer’s own personnel. However, if the Service is subcontracted to a
third party, Proposers are to enter the name of the company that is normally used by the Proposer
to provide the applicable services listed. Proposers may add other services offered.
Audio and video equipment and services include, but are not limited to, the following:
Audio and Video Equipment and Services
Services
Available
Describe/Explain
Will Use
Own
Personnel
Microphones, Speakers
and Monitors
Webcasting Capabilities
and Equipment
Video Cameras and
Videographers
Projection Equipment
and Screens
Lighting: Lamps and
Light Sources
You may add additional sheets as necessary.
Subcontractor
APPENDIX A.4-4
Party and Catering Equipment and Supplies
Proposers with the capability to provide the Services listed are to enter an “X” in the “Available”
field. Proposers are to briefly describe and explain their ability to provide the available service
rather than listing equipment and product.
In addition, Proposers are to enter an “X” in the “Will Use Own Personnel” section if the Service
is to be provided by the Proposer’s own personnel. However, if the Service is subcontracted to a
third party, Proposers are to enter the name of the company that is normally used by the Proposer
to provide the applicable services listed. Proposers may add other services offered.
Party and catering equipment and supplies include, but are not limited to, the following:
Party and Catering Equipment and Supplies
Services
Available
Describe/Explain
Will Use
Own
Personnel
Table Linens
Tables
Chairs
Flowers
You may add additional sheets as necessary.
Subcontractor
APPENDIX A.4-5
Other Services
Proposers with the capability to provide the Services listed are to enter an “X” in the “Available”
field. Proposers are to briefly describe and explain their ability to provide the available service
rather than listing equipment and product.
In addition, Proposers are to enter an “X” in the “Will Use Own Personnel” section if the Service
is to be provided by the Proposer’s own personnel. However, if the Service is subcontracted to a
third party, Proposers are to enter the name of the company that is normally used by the Proposer
to provide the applicable services listed. Proposers may add other services offered.
Other services include but are not limited to the following:
Other Services
Services
Available
Describe/Explain Will Use
Own
Personnel
Transportation/Shuttle Buses
Musicians
Photographers
You may add additional sheets as necessary.
Subcontractor
APPENDIX B.1-1
Fee Commitments and Vendor Discounts
Responses must include all pricing/fees associated with creative development and direction
services for events. Local travel will not be reimbursed. Pricing and discounts shall remain fixed
throughout the initial term of the contract unless amended at a later date.
Proposers are to provide the following:

A comprehensive list of your firm’s current products, equipment, services, associated
pricing, and discounts. If product or equipment pricing lists are not available, Proposers
are to provide the percent of discount that will be applied to the Services listed below for
UMUC.
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An explanation of your firm’s method for discounting equipment and/or labor.
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Other services and costs.
Creative Development and Direction: Scenery, Staging, and Scenic Materials/Supplies:
Services
Greenery and Stage
Flowers
Discount Percentage
Custom Signage, Banners
Graphic Design
Décor (Stage and Room)
Drapery
Props
You may add additional sheets as necessary.
APPENDIX B.1-2
Fee Commitments and Vendor Discounts
Responses must include all pricing/fees associated with rental supplies and equipment services
for events. Local travel will not be reimbursed. Pricing and discounts shall remain fixed
throughout the initial term of the contract unless amended at a later date.
Proposers are to provide the following:

As applicable, a comprehensive list of your firm’s current products, equipment, services,
associated pricing, and discounts. If product or equipment pricing lists are not available,
Proposers are to provide the percent of discount that will be applied to the Services listed
below for UMUC.

An explanation of your firm’s method for discounting equipment and/or labor.

Other services and costs.
Rental Supplies and Equipment:
Services
Discount Percentage
Stages
Tents
Trusses
Safety or ADA Equipment
Generators
Flooring
Lecterns
You may add additional sheets as necessary.
APPENDIX B.1-3
Fee Commitments and Vendor Discounts
Responses must include all pricing/fees associated with audio and video equipment services for
events. Local travel will not be reimbursed. Pricing and discounts shall remain fixed throughout
the initial term of the contract unless amended at a later date.
Proposers are to provide the following:

As applicable, a comprehensive list of your firm’s current products, equipment, services,
associated pricing, and discounts. If product or equipment pricing lists are not available,
Proposers are to provide the percent of discount that will be applied to the Services listed
below.

An explanation of your firm’s method for discounting equipment and/or labor.

Other services and costs.
Audio and Video Equipment and Services:
Services
Discount Percentage
Microphones, Speakers and Monitors
Webcasting Capabilities and
Equipment
Video Cameras and Videographers
Projection Equipment and Screens
Lighting: Lamps and Light Sources
You may add additional sheets as necessary.
APPENDIX B.1-4
Fee Commitments and Vendor Discounts
Responses must include all pricing/fees associated with party and catering equipment and
supplies for events. Local travel will not be reimbursed. Pricing and discounts shall remain fixed
throughout the initial term of the contract unless amended at a later date.
Proposers are to provide the following:

As applicable, a comprehensive list of your firm’s current products, equipment, services,
associated pricing, and discounts. If product or equipment pricing lists are not available
Proposers are to provide the percent of discount that will be applied to the Services listed
below.

An explanation of your firm’s method for discounting equipment and/or labor.

Other services and costs.
Party and Catering Equipment and Supplies:
Services
Discount
Percentage
Table Linens
Tables
Chairs
Flowers
You may add additional sheets as necessary.
APPENDIX B.1-5
Fee Commitments and Vendor Discounts
Responses must include all pricing/fees associated with other services for events. Local travel
will not be reimbursed. Pricing and discounts shall remain fixed throughout the initial term of the
contract unless amended at a later date.
Proposers are to provide the following:

As applicable, a comprehensive list of your firm’s current products, equipment, services,
associated pricing, and discounts. If product or equipment pricing lists are not available,
Proposers are to provide the percent of discount that will be applied to the Services listed
below.

An explanation of your firm’s method for discounting equipment and/or labor.

Other services and costs.
Other Services:
Services
Transportation/Shuttle Buses
Musicians
Photographers
Discount Percentage