RFP - Entertainment Production Services

expired opportunity(Expired)
From: Tennessee Tech University(Higher Education)

Basic Details

started - 22 Apr, 2021 (about 2 years ago)

Start Date

22 Apr, 2021 (about 2 years ago)
due - 09 Jun, 2021 (about 2 years ago)

Due Date

09 Jun, 2021 (about 2 years ago)
Bid Notification

Type

Bid Notification

Identifier

N/A
Tennessee Tech University

Customer / Agency

Tennessee Tech University
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TENNESSEE TECHNOLOGICAL UNIVERSITY Request for Proposal ENTERTAINMENT PRODUCTION SERVICES Proposal Due: June 9, 2021 Date/Time: 3:00 PM Central Electronic copies of this Request for Proposal available at https://www.tntech.edu/purchasing/bidopportunities.php or by emailing Donna Wallis at dwallis@tntech.edu. https://www.tntech.edu/purchasing/bidopportunities.php CONTENTS SECTION 1 INTRODUCTION 2 RFP SCHEDULE OF EVENTS 3 PROPOSAL REQUIREMENTS 4 GENERAL REQUIREMENTS & CONTRACTING INFORMATION 5 PROPOSAL EVALUATION & CONTRACT AWARD RFP ATTACHMENTS: 6.1 Contractor Requirements Form 6.2 Pro Forma Contract 6.3 Proposal Transmittal/Statement of Certifications & Assurances 6.4 Project Narrative and Documentation 6.5 Technical
Proposal & Evaluation Guide 6.6 Cost Proposal & Scoring Guide 6.7 Supplement to Cost Proposal Schedule 6.8 Proposal Score Summary Matrix 6.9 6.10 Listing of TBR/UT System Institutions Vendor Checklist for Prevention of Common RFP Mistakes that Lead to Proposal Rejection 1 INTRODUCTION 1.1 Background Tennessee Technological University (hereinafter Tennessee Tech) is a four-year comprehensive university located in Cookeville, Tennessee. Tennessee Tech is the state’s only technological university and currently enrolls more than 10,000 students. Tennessee Tech offers more than 40 undergraduate degree programs, 120 concentrations and 20 graduate degree programs from its eight academic divisions – the College of Agricultural and Human Sciences, College of Arts and Sciences, College of Business, College of Education, College of Engineering, College of Fine Arts, the School of Interdisciplinary Studies, and the School of Nursing. Long recognized for academic excellence, Tennessee Tech ranks as one of the Best Public Universities in the country by U.S. News and World Report (2017 and 2018 “Best National University”), by Payscale.com (2017 third overall for highest return on investment), and by The Princeton Review (among the “Best in the Southeast” for twelve of the last thirteen years). Founded in 1915, Tennessee Tech is governed by its own Board of Trustees. 1.2 Statement of Purpose Tennessee Tech intends to secure a contract for a production company to provide turnkey entertainment production services (i.e. audio, lighting, technical support services, stage hand labor, etc.) for Student Government (SOLO) / university-sponsored events each semester. Tennessee Tech has issued this Request for Proposal (RFP) to define the university's minimum service requirements; solicit proposals; detail proposal requirements; and, outline the university’s process for evaluating proposals and selecting the contractor. Through this RFP, Tennessee Tech seeks to buy the best services at the most favorable, competitive prices and to give ALL qualified businesses, including those that are small, minority, or women-owned an opportunity to do business with the university as contractors and subcontractors. Proposers must complete the Contractor Requirements Form (See Attachment 6.1 for form and classification definitions) 1.3 Scope of Service, Contract Period, and Required Terms and Conditions The RFP Attachment 6.2, Pro Forma Contract details Tennessee Tech’s required:  Scope of Services and Deliverables in Section A;  Contract Period in Section B;  Payment Terms in Section C;  Contractor Responsibilities in Section D;  Standard Terms and Conditions in Section E; and,  Special Terms and Conditions in Section F. The Pro Forma Contract substantially represents the contract document that the Proposer selected by Tennessee Tech MUST agree to and sign. 1.4 Coverage and Participation It is acknowledged that Tennessee Technological University is issuing this proposal on behalf of all TBR Members Institutions, other Tennessee public universities, the University of Tennessee System of Higher Education, and other State of Tennessee Agencies that desire to purchase under a resulting Agreement. A listing of the higher education institutions is provided in Attachment 6.9. 1.5 Nondiscrimination No person shall be excluded from participation in, be denied benefits of, be discriminated against in the admission or access to, or be discriminated against in treatment or employment in Tennessee Tech’s contracted programs or activities on the grounds of disability, age, race, color, religion, sex, veteran status, national origin, or any other classification protected by federal or Tennessee State Constitutional or statutory law; nor shall they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with Tennessee Tech or in the employment practices of the university’s contractors. Accordingly, all vendors entering into contracts with Tennessee Tech shall, upon request, be required to show proof of such nondiscrimination and to post in conspicuous places, available to all employees and applicants, notices of nondiscrimination. Tennessee Tech has designated the following to coordinate compliance with the nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and applicable federal regulations. Mr. Greg Holt, Interim AVP for Human Resources 931-372-6062 (phone) gholt@tntech.edu 1.6 Assistance to Proposers with a Disability A Proposer with a disability may receive accommodation regarding the means of communicating this RFP and participating in this RFP process. A Proposer with a disability should contact the RFP Coordinator to request reasonable accommodation no later than the Disability Accommodation Request Deadline in the RFP Section 2, Schedule of Events. 1.7 RFP Communications 1.7.1 Unauthorized contact regarding this RFP with employees or officials of Tennessee Tech other than the RFP Coordinator named below may result in disqualification from this procurement process. Interested Parties must direct all communications regarding this RFP to the following RFP Coordinator, who is Tennessee Tech’s only official point of contact for this RFP. Donna Wallis Director of Purchasing & Contracts Tennessee Technological University Derryberry Hall, Room 301 1 William L. Jones Drive Box 5144 931-372-3492 (phone) / 931-372-3727 (fax) dwallis@tntech.edu 1.7.2 Tennessee Tech has assigned the following RFP identification that must be referenced in all communications regarding the RFP: RFP- Entertainment Production Services 1.7.3 Any oral communications shall be considered unofficial and non-binding with regard to this RFP. 1.7.4 Each Proposer shall assume the risk of the method of dispatching any communication or proposal to Tennessee Tech. Tennessee Tech assumes no responsibility for delays or delivery failures resulting from the method of dispatch. Actual or electronic “postmarking” of a communication or proposal to Tennessee Tech by a deadline date shall not substitute for actual receipt of a communication or proposal by the university. 1.7.5 The RFP Coordinator must receive all written comments, including questions and requests for clarification, no later than the Written Comments Deadline in the RFP Section 2, Schedule of Events. Written comments must be emailed to the RFP Coordinator at dwallis@tntech.edu and should reference the RFP name in the subject line of the email. 1.7.6 Tennessee Tech reserves the right to determine, at its sole discretion, the appropriate and adequate responses to written comments, questions, and requests for clarification. Tennessee Tech’s official responses and other official communications pursuant to this RFP shall constitute an amendment of this RFP. mailto:dwallis@tntech.edu 1.7.7 Only Tennessee Tech’s official, written responses and communications shall be considered binding with regard to this RFP. 1.7.8 Tennessee Tech reserves the right to determine, at its sole discretion, the method of conveying official responses and communications pursuant to this RFP (e.g., written, facsimile, electronic mail, or Internet posting). Such communications will be posted at the following URL: https://www.tntech.edu/purchasing/bidopportunities.php It is the proposer’s responsibility to monitor this site for amendments/addenda to the RFP, and to reflect such changes/additions in its proposal response. 1.8 Proposal Deadline Proposals must be submitted no later than the Proposal Deadline time and date detailed in the RFP Section 2, Schedule of Events. A proposal must respond to the written RFP and any RFP exhibits, attachments, or amendments. A late proposal shall not be accepted, and a Proposer's failure to submit a proposal before the deadline shall cause the proposal to be disqualified. 1.9 Written Questions/Answer Period A written question and answer period deadline is specified in the RFP Section 2, Schedule of Events. The purpose of the written question/answer period is to allow Proposers to submit any questions they may have in regard to the RFP. Written questions should be emailed to the RFP Coordinator identified above. To ensure accurate, consistent responses to all known potential Proposers, the official response to questions will be posted to the website noted in Section 1.7.8 by Tennessee Tech on the date listed in the RFP Section 2, Schedule of Events. 1.10 Site Visit Proposers are responsible for securing adequate information about Tennessee Tech’s campus venue in order to deliver a complete and accurate response to the RFP. Proposers interested in conducting a site visit of the University’s campus and venue should contact Mr. Jerry Keeton at 931-372-6252 or by email at jkeeton@tntech.edu to schedule a date and time. All site visits should be accomplished according to the time frame specified in the Schedule of Events. Cost of the site visit shall be the responsibility of the Proposer. https://www.tntech.edu/purchasing/bidopportunities.php mailto:jkeeton@tntech.edu Production Company Services 2 RFP SCHEDULE OF EVENTS The following Schedule of Events represents Tennessee Tech's best estimate of the schedule that will be followed. Unless otherwise specified, the time of day for the following events will be between 8:00 a.m. and 4:30 p.m., Central Time. RFP SCHEDULE OF EVENTS NOTICE: The University reserves the right, at its sole discretion, to adjust this schedule as it deems necessary. The University will communicate any adjustment to the Schedule of Events to the potential Proposers. EVENT TIME DATE (all dates are University business days) 1. University Issues RFP May 7, 2021 2. Disability Accommodation Request Deadline May 21, 2021 3. Written Question/Answer Period May 7 – 21, 2021 4. Written Comments Deadline Noon May 21, 2021 5. University Responds to Written Comments/Questions 4:30 p.m. May 25, 2021 6. Proposal Deadline 3:00 p.m. June 9, 2021 7. University Completes Technical Proposal Evaluations July 9, 2021 8. University Opens Cost Proposals and Calculates Scores July 14, 2021 9. University Issues Intent to Award Letter and Opens RFP Files for Public Inspection July 19, 2021 10. Contract Effective Date August 18, 2021 Production Company Services 3 PROPOSAL REQUIREMENTS Each Proposer must submit a proposal in response to this RFP with the most favorable terms that the Proposer can offer. There will be no best and final offer procedure. However, Tennessee Tech reserves the right to further clarify or negotiate with the best evaluated Proposer subsequent to award recommendation but prior to contract execution if deemed necessary by the university. Tennessee Tech may initiate negotiations which serve to alter the bid/proposal in a way favorable to the university. For example, prices may be reduced, time requirements may be revised, etc. In no event shall negotiations increase the cost or amend the proposal such that the apparent successful Proposer no longer offers the best proposal. 3.1 Proposal Form and Delivery 3.1.1 Each response to this RFP must consist of a Technical Proposal and a Cost Proposal (as described below). 3.1.2 Each Proposer must submit one (1) original, one electronic* and three (3) copies of the Technical Proposal to Tennessee Tech in a sealed package that is clearly marked: “Technical Proposal in Response to RFP- ENTERTAINMENT PRODUCTION SERVICES -- Do Not Open” 3.1.3 Each Proposer must submit one (1) original and one (1) electronic* Cost Proposal to Tennessee Tech in a separate, sealed package that is clearly marked: “Cost Proposal in Response to RFP- ENTERTAINMENT PRODUCTION SERVICES -- Do Not Open” *Electronic copies are to be submitted on separate flash drives. Flash drive containing Technical Proposal is to be submitted with the Technical Proposal package; flash drive containing the Cost Proposal is to be submitted with the Cost Proposal package. 3.1.4 If a Proposer encloses the separately sealed proposals (as detailed above) in a larger package for mailing, the Proposer must clearly mark the outermost package: “Contains Separately Sealed Technical and Cost Proposals for RFP- ENTERTAINMENT PRODUCTION SERVICES” 3.1.5 Tennessee Tech must receive all proposals in response to this RFP, at the following address, no later than the Proposal Deadline time and date in the RFP Section 2, Schedule of Events. Late proposals will not be considered and will remain unopened and filed in the RFP file. Purchasing Office Tennessee Technological University Derryberry Hall, Room 301 1 William L. Jones Drive PO Box 5144 Cookeville, TN 38505 3.1.6 A proposal must be typewritten or hand-written in ink. A Proposer may not deliver a proposal orally or solely by means of electronic transmission. Proposals must bear an original signature. 3.2 Technical Proposal 3.2.1 The RFP Attachment 6.5, Technical Proposal and Evaluation Guide details specific requirements for making a Technical Proposal in response to this RFP. This guide includes mandatory and general requirements as well as technical queries requiring a written response. NOTICE: NO PRICING INFORMATION SHALL BE INCLUDED IN THE TECHNICAL PROPOSAL. INCLUSION OF COST PROPOSAL AMOUNTS IN THE TECHNICAL PROPOSAL MAY MAKE THE Production Company Services PROPOSAL NON-RESPONSIVE, AND TENNESSEE TECH MAY REJECT IT. THIS INCLUDES REFERENCES TO ITEMS THAT ARE INCLUDED “FREE” OR “AT NO ADDITIONAL COST”, ETC. 3.2.2 Each Proposer must use the Technical Proposal and Evaluation Guide to organize, reference, and draft the Technical Proposal. Each Proposer should duplicate the Technical Proposal and Evaluation Guide and use it as a table of contents covering the Technical Proposal (adding proposal page numbers as appropriate). 3.2.3 Each proposal should be economically prepared, with emphasis on completeness and clarity of content. A proposal, as well as any reference material presented, must be written in English and must be written on standard 8 1/2" x 11" paper (although foldouts containing charts, spreadsheets, and oversize exhibits are permissible). All proposal pages should be numbered. 3.2.4 All information included in a Technical Proposal should be relevant to a specific requirement detailed in the Technical Proposal and Evaluation Guide. All information must be incorporated into a response to a specific requirement and clearly referenced. Any information not meeting these criteria may be deemed extraneous and may in no way contribute to the evaluation process. 3.2.5 Tennessee Tech may determine a proposal to be non-responsive and reject it if the Proposer fails to organize and properly reference sections of the Technical Proposal as required by this RFP and the Technical Proposal and Evaluation Guide; 3.2.6 Tennessee Tech may determine a proposal to be non-responsive and reject it if the Technical Proposal document fails to appropriately address/meet all of the requirements detailed in the Technical Proposal and Evaluation Guide 3.2.7 The Proposer must sign and date the Technical Proposal. Digital or electronic signatures will not be acceptable as the original signature; however, a handwritten signature that has been faxed, copied or scanned will meet the requirement of an original signature. Failure to submit one (1) original with an original signature will be cause for rejection of the proposal. 3.3 Cost Proposal 3.3.1 The Cost Proposal must be submitted to Tennessee Tech in a sealed package separate from the Technical proposal. 3.3.2 Each Cost Proposal must be recorded on an exact duplicate of the RFP Attachment 6.6, Cost Proposal and Scoring Guide. 3.3.3 Each Proposer shall ONLY record the proposed cost exactly as required by the Cost Proposal and Evaluation Guide and shall NOT record any other rates, amounts, or information. 3.3.4 The proposed cost shall incorporate all costs for services under the Contract for the total contract period. 3.3.5 The Proposer must sign and date the original Cost Proposal. Digital or electronic signatures will not be acceptable as the original signature; however, a handwritten signature that has been faxed, copied or scanned will meet the requirement of an original signature. Failure to submit originals with an original signature shall be cause for rejection of the proposal. 3.3.6 If a Proposer fails to submit a Cost Proposal as required, Tennessee Tech shall determine the proposal to be non-responsive and reject it. Production Company Services 4 GENERAL REQUIREMENTS & CONTRACTING INFORMATION 4.1 Proposer Required Review and Waiver of Objections Each Proposer must carefully review this RFP and all attachments, including but not limited to the Pro Forma Contract, for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively called “comments”). Comments concerning RFP objections must be made in writing and received by Tennessee Tech no later than the Written Comments Deadline in the RFP Section 2, Schedule of Events. This will allow issuance of any necessary amendments and help prevent the opening of defective proposals upon which contract award could not be made. Protests based on any objection shall be considered waived and invalid if these comments/objections have not been brought to the attention of Tennessee Tech, in writing, by the Written Comments Deadline. 4.2 RFP Amendment and Cancellation Tennessee Tech reserves the unilateral right to amend this RFP in writing at any time. If an RFP amendment is issued, Tennessee Tech will convey such amendment to the potential Proposers who were mailed the RFP. Each proposal must respond to the final written RFP and any exhibits, attachments, and amendments. Tennessee Tech reserves the right, at its sole discretion, to cancel and reissue this RFP or to cancel this RFP in its entirety in accordance with applicable laws and regulations. 4.3 Proposal Prohibitions and Right of Rejection 4.3.1 Tennessee Tech reserves the right, at its sole discretion, to reject any and all proposals in accordance with applicable laws and regulations. 4.3.2 Each proposal must comply with all of the terms of this RFP and all applicable state laws and regulations. Tennessee Tech may reject any proposal that does not comply with all of the terms, conditions, and performance requirements of this RFP. Tennessee Tech may consider any proposal that does not meet the requirements of this RFP to be non-responsive, and the university may reject such a proposal. 4.3.3 A proposal of alternate services (i.e., a proposal that offers services different from those requested by this RFP) shall be considered non-responsive and rejected. 4.3.4 A Proposer may not restrict the rights of Tennessee Tech or otherwise qualify a proposal. Tennessee Tech may determine such a proposal to be a non-responsive counteroffer, and the proposal may be rejected. A link to the impermissible clauses or copies of impermissible provisions is available from RFP Coordinator upon request. 4.3.5 A Proposer may not submit the Proposer's own contract terms and conditions in a response to this RFP. If a proposal contains such terms and conditions, Tennessee Tech may determine, at its sole discretion, the proposal to be a non-responsive counteroffer, and the proposal may be rejected. 4.3.6 A Proposer shall not submit more than one proposal. Submitting more than one proposal shall result in the disqualification of the Proposer unless specifically provided for in this proposal. 4.3.7 A Proposer shall not submit multiple proposals in different forms. This prohibited action shall be defined as a Proposer submitting one proposal as a prime contractor and permitting a second Proposer to submit another proposal with the first Proposer offered as a subcontractor. This restriction does not prohibit different Proposers from offering the same subcontractor as a part of their proposals, provided that the subcontractor does not also submit a proposal as a prime contractor. Submitting Production Company Services multiple proposals in different forms may result in the disqualification of all Proposers knowingly involved. 4.3.8 Tennessee Tech shall reject a proposal if the Cost Proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other Proposer. Regardless of the time of detection, Tennessee Tech shall consider any of the foregoing prohibited actions to be grounds for proposal rejection or contract termination. 4.3.9 Tennessee Tech shall not contract with or consider a proposal from: 4.3.9.1 an individual who is, or within the past six months has been, a state employee. An individual shall be deemed a state employee until such time as all compensation and terminal leave has been paid. Contracts will a company or corporation in which a controlling interest is held by any state employee or the employee’s spouse shall be considered, for the purpose of applying this rule, to be a contract with the individual. 4.3.9.2 a company, corporation, or any other contracting entity in which an ownership of two percent (2%) or more is held by an individual who is, or within the past six months has been, an employee or official of the State of Tennessee (this shall not apply either to financial interests that have been placed into a “blind trust” arrangement pursuant to which the employee does not have knowledge of the retention or disposition of such interests or to the ownership of publicly traded stocks or bonds where such ownership constitutes less than 2% of the total outstanding amount of the stocks or bonds of the issuing entity); 4.3.9.3 a company, corporation, or any other contracting entity which employs an individual who is, or within the past six months has been, an employee or official of the State of Tennessee in a position that would allow the direct or indirect use or disclosure of information, which was obtained through or in connection with his or her employment and not made available to the general public, for the purpose of furthering the private interest or personal profit of any person; or, 4.3.9.4 any individual, company, or other entity involved in assisting the University in the development, formulation, or drafting of this RFP or its scope of services shall be considered to have been given information that would afford an unfair advantage over other Proposers, and such individual, company, or other entity may not submit a proposal in response to this RFP. 4.3.10 Tennessee Tech reserves the right, at its sole discretion, to waive a proposal’s variances from full compliance with this RFP. If Tennessee Tech waives minor variances in a proposal, such waiver shall not modify the RFP requirements or excuse the Proposer from full compliance with the RFP. 4.4 Incorrect Proposal Information If Tennessee Tech determines that a Proposer has provided, for consideration in this RFP process or subsequent contract negotiations, incorrect information that the Proposer knew or should have known was materially incorrect, that proposal shall be determined non-responsive and shall be rejected. 4.5 Proposal of Additional Services If a proposal offers services in addition to those required by and described in this RFP, the additional services may be added to the Contract before contract signing at the sole discretion of Tennessee Tech. Costs associated with additional services must be provided on a separate attachment in the cost proposal. Please note that proposed additional services will not be used in evaluating the proposal. 4.6 Assignment and Subcontracting 4.6.1 The Proposer awarded a contract pursuant to this RFP may not subcontract, transfer, or assign any portion of the Contract without Tennessee Tech’s prior, written approval. Production Company Services 4.6.2 A subcontractor may only be substituted for a proposed subcontractor at the discretion of Tennessee Tech and with the university’s prior, written approval. 4.6.3 At its sole discretion, Tennessee Tech reserves the right to refuse approval of any subcontract, transfer, or assignment. 4.6.4 Notwithstanding Tennessee Tech approval of each subcontractor, the Proposer, if awarded a contract pursuant to this RFP, shall be the prime contractor and shall be responsible for all work performed. 4.7 Right to Refuse Personnel At its sole discretion, Tennessee Tech reserves the right to refuse any personnel, of the prime contractor or a subcontractor, for use in the performance of a contract pursuant to this RFP. 4.8 Insurance Successful Proposer must provide and maintain a commercial general liability policy. The policy shall provide coverage which includes, but is not limited to, bodily injury, personal injury, death, property damage and medical claims, with minimum limits of $1,000,000 per occurrence, $3,000,000 in the aggregate. The Proposer shall maintain workers’ compensation coverage or a self-insured program as required under Tennessee law, with Employer’s Liability Limits of $100,000. The Proposer shall deliver to Tennessee Tech a certificate of insurance no later than the effective date of the contract. If any policy providing insurance required by the contract is cancelled prior to the policy expiration date, the Proposer, upon receiving a notice of cancellation, shall give immediate notice to Tennessee Tech. The enumeration in the contract or in this document of the kinds and amounts of liability insurance shall not abridge, diminish or affect the contractor’s legal responsibilities for the consequences of accidents arising out of or resulting from the services of the successful bidder under this contract. Failure to provide evidence of such insurance coverage is a material breach and grounds for termination of the contract negotiations. Any insurance required by Tennessee Tech shall be in form and substance acceptable to the university. 4.9 Licensure The apparent successful Proposer must hold all necessary, applicable business and professional licenses. Tennessee Tech may require any or all Proposers to submit evidence of proper licensure with the RFP response. Licensure information must be clearly identified on the outside of Proposer’s technical response. 4.10 Sales and Use Tax. Before the Contract resulting from this RFP is signed, the apparent successful Proposer must be registered with the Tennessee Department of Revenue for the collection of Tennessee sales and use tax. Tennessee Tech shall not award a contract unless the Proposer provides proof of such registration or provides documentation from the Department of Revenue that the Contractor is exempt from this registration requirement. The foregoing is a mandatory requirement of an award of a contract pursuant to this RFP. Information regarding registration is available at https://revenue.support.tn.gov/hc/en- us/articles/203555049-I-am-a-vendor-doing-business-with-the-State-of-Tennessee-I-was-told-I-need- to-provide-a-certificate-of-registration-or-proof-of-sales-tax-exemption-What-do-I-do-. 4.11 Financial Stability The successful Proposer may be required to provide information to Tennessee Tech to demonstrate financial stability and capability prior to award of contract. https://revenue.support.tn.gov/hc/en-us/articles/203555049-I-am-a-vendor-doing-business-with-the-State-of-Tennessee-I-was-told-I-need-to-provide-a-certificate-of-registration-or-proof-of-sales-tax-exemption-What-do-I-do- https://revenue.support.tn.gov/hc/en-us/articles/203555049-I-am-a-vendor-doing-business-with-the-State-of-Tennessee-I-was-told-I-need-to-provide-a-certificate-of-registration-or-proof-of-sales-tax-exemption-What-do-I-do- https://revenue.support.tn.gov/hc/en-us/articles/203555049-I-am-a-vendor-doing-business-with-the-State-of-Tennessee-I-was-told-I-need-to-provide-a-certificate-of-registration-or-proof-of-sales-tax-exemption-What-do-I-do- Production Company Services 4.12 Proposal Withdrawal A Proposer may withdraw a submitted proposal at any time up to the Proposal Deadline time and date in the RFP Section 2, Schedule of Events. To do so, a Proposer must submit a written request, signed by a Proposer’s authorized representative to withdraw a proposal. After withdrawing a previously submitted proposal, a Proposer may submit another proposal at any time up to the Proposal Deadline. 4.13 Proposal Errors and Amendments At the option of Tennessee Tech, a Proposer may be bound by all proposal errors or omissions. A Proposer will not be allowed to alter or amend proposal documents after the Proposal Deadline time and date in the RFP Section 2, Schedule of Events unless formally requested, in writing, by Tennessee Tech. 4.14 Proposal Preparation Costs Tennessee Tech will not pay any costs associated with the preparation, submittal, or presentation of any proposal. 4.15 Continued Validity of Proposals All Proposals shall state that the offer contained therein is valid for a minimum of one-hundred twenty (120) days from the date of opening. This assures that Proposers’ offers are valid for a period of time sufficient for thorough consideration. Proposals which do not so state will be presumed valid for one- hundred twenty (120) days. 4.16 Disclosure of Proposal Contents Each proposal and all materials submitted to Tennessee Tech in response to this RFP shall become the property of the university. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation process. Upon the completion of the evaluation of proposals, indicated by public release of a Letter of Intent to Award, the proposals and associated materials shall be open for review by the public in accordance with Tennessee Code Annotated, Section 10-7-504(a)(7). By submitting a proposal, the Proposer acknowledges and accepts that the full proposal contents and associated documents shall become open to public inspection. If an RFP is re-advertised, all prior offers and/or proposals shall remain closed to inspection by the Proposers and/or public until evaluation of the responses to the re-advertisement is complete. 4.17 Contractor Registration All Proposers should complete the vendor registration process with Tennessee Tech and become a registered vendor. When applicable, Tennessee Tech shall work with Proposers and the Governor’s Office of Diversity Business Enterprise (Go-DBE) for Proposers to obtain official state certification. Although registration with Tennessee Tech is not required to make a proposal, a resulting contract from this RFP process cannot be finalized without the successful proposer being registered with Tennessee Tech. Refer to the following Internet URL to begin the registration process: https://www.tbr.edu/purchasing/how-do-business-tbr 4.18 Contract Approval The RFP and the contractor selection processes do not obligate Tennessee Tech and do not create rights, interests, or claims of entitlement by either the Proposer with the apparent best-evaluated proposal or any other Proposer. Contract award and Tennessee Tech obligations pursuant thereto https://www.tbr.edu/purchasing/how-do-business-tbr Production Company Services shall commence only after the contract is signed by the Contractor and all other university/State officials as required by state laws and regulations. 4.19 Contract Cancellation Either party reserves the right to cancel the contract with a one hundred twenty (120) day written notice. 4.20 Contract Term Tennessee Tech intends to enter into a contract with an expected effective date of August 18, 2021, and continuing for a period of one year thereafter. The Contract may be renewed thereafter, with mutual consent, for a total contract term of no more than sixty (60) months. Tennessee Tech reserves the right to cancel the Contract if sufficient funding for its continuance is not appropriated by the General Assembly of the State of Tennessee. 4.21 Contract Payments All contract payments shall be made in accordance with the Contract’s Payment Terms and Conditions provisions (refer to RFP Attachment 6.2, Pro Forma Contract, Section C). No payment shall be made until the Contract is approved as required by state laws and regulations. Under no circumstances shall Tennessee Tech be liable for payment of any type associated with the Contract or responsible for any work done by the Contractor, even work done in good faith and even if the Contractor is orally directed to proceed with the delivery of services, if it occurs before contract approval by university officials as required by applicable statutes and rules of the State of Tennessee, or before the Contract start date or after the Contract end date specified by the Contract. Payments to the Contractor will be made in accordance with the Tennessee Prompt Pay Act (T.C.A. Section 12-4-701 et.seq.). 4.22 Contract Monitoring The Contractor’s deliverables and services provided pursuant to this Contract shall be subject to monitoring and evaluation by Tennessee Tech, by a duly appointed representative(s). The Contractor shall submit brief, periodic, progress reports to Tennessee Tech as requested. 4.23 Severability If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the decision shall not affect the validity of the remaining RFP terms and provisions, and the rights and obligations of Tennessee Tech and Proposers shall be construed and enforced as if the RFP did not contain the particular provision held to be invalid. 4.24 Policy and Guideline Compliance This proposal request and any award made hereunder are subject to the policies and guidelines of Tennessee Tech (https://www.tntech.edu/policies/ ). 4.25 Protest Procedures Tennessee Tech’s Bid Protest procedures are available upon request from the RFP Coordinator. 5 PROPOSAL EVALUATION & CONTRACT AWARD 5.1 Evaluation Categories and Maximum Points Tennessee Tech will consider qualifications and experience, technical approach, and cost in the evaluation of proposals. The maximum points that shall be awarded for each of these categories are detailed below. https://www.tntech.edu/policies/ Production Company Services CATEGORY MAXIMUM POINTS POSSIBLE Qualifications and Experience 35 Technical Approach 35 Cost Proposal 30 5.2 Evaluation Process The proposal evaluation process is designed to award the Contract not necessarily to the Proposer of least cost, but rather to the Proposer with the best combination of attributes based upon the evaluation criteria. 5.2.1 The RFP Coordinator will use the RFP Attachment 6.5, Technical Proposal and Evaluation Guide to manage the Technical Proposal Evaluation and maintain evaluation records. 5.2.1.1 The RFP Coordinator will review each Technical Proposal to determine compliance with mandatory requirements (refer to RFP Attachment 6.5, Technical Proposal and Evaluation Guide, Technical Proposal Section A). If the RFP Coordinator determines that a proposal may have failed to meet one or more of the mandatory requirements, the Chief Procurement Officer will review the proposal and document his/her determination of whether: (1) the proposal meets requirements for further evaluation; (2) Tennessee Tech will request clarifications; or (3) Tennessee Tech will determine the proposal to be non-responsive to the RFP and reject it. A determination that a proposal is non- responsive must be approved by the Chief Business Officer before notice may be sent out that the proposal has been rejected. 5.2.1.2 A Proposal Evaluation Team, appropriate to the scope and nature of the RFP, will evaluate each Technical Proposal that appears responsive to the RFP. 5.2.1.3 Each Proposal Evaluation Team member will independently evaluate each proposal using the evaluation criteria in this RFP and will score each in accordance with the RFP Attachment 6.5, Technical Proposal and Evaluation Guide. 5.2.1.4 Tennessee Tech reserves the right, at its sole discretion, to request Proposer clarification of a Technical Proposal or to conduct clarification discussions with any or all Proposers. Any such clarification or discussion shall be limited to specific sections of the proposal identified by Tennessee Tech. The subject Proposer shall put any resulting clarification in writing as may be required by Tennessee Tech. 5.2.2 After Technical Proposal evaluations are completed, the RFP Coordinator will open the Cost Proposals and use the RFP Attachment 6.6, Cost Proposal and Scoring Guide to calculate and document the Cost Proposal scores. 5.2.3 For each responsive proposal, the RFP Coordinator will add the Technical Proposal score to the Cost Proposal score (refer to RFP Attachment 6.8, Proposal Score Summary Matrix). 5.3 Contract Award Process 5.3.1 The RFP Coordinator will forward the results of the proposal evaluation process to the appropriate Tennessee Tech official who will consider the proposal evaluation process results and all pertinent information available to make a determination about the contract award. Tennessee Tech reserves the right to make an award without further discussion of any proposal. Notwithstanding the foregoing, to effect a contract award to a Proposer other than the one receiving Production Company Services the highest evaluation score, the requesting department/party must provide written justification for such an award and obtain the written approval of the appropriate Tennessee Tech official. 5.3.2 After the appropriate official’s determination, Tennessee Tech will issue an Intent to Award to identify the apparent best-evaluated proposal as in the RFP Section 2, Schedule of Events. NOTICE: The Intent to Award shall not create rights, interests, or claims of entitlement in either the Proposer with apparent best-evaluated proposal or any other Proposer. 5.3.3 Tennessee Tech will also make the RFP files available for public inspection as in the RFP Section 2, Schedule of Events. 5.3.4 The Proposer with the apparent best-evaluated proposal must agree to and sign a contract with Tennessee Tech which shall be substantially the same as the RFP Attachment 6.2, Pro Forma Contract. However, Tennessee Tech reserves the right, at its sole discretion, to add terms and conditions or to revise Pro Forma Contract requirements in Tennessee Tech’s best interests subsequent to this RFP process. No such terms and conditions or revision of contract requirements shall materially affect the basis of proposal evaluations or negatively impact the competitive nature of the RFP process. 5.3.5 The Proposer with the apparent best-evaluated proposal must sign and return the Contract written by Tennessee Tech pursuant to this RFP no later than the Award of Contract Date in the RFP Section 2, Schedule of Events. If the Proposer fails to provide the signed Contract by the deadline, Tennessee Tech may determine that the Proposer is non-responsive to the terms of this RFP and reject the proposal. 5.3.6 If Tennessee Tech determines that the apparent best-evaluated proposal is non-responsive and rejects the proposal, the RFP Coordinator will re-calculate scores for each responsive Cost Proposal to determine the new, apparent best-evaluated proposal. Production Company Services ATTACHMENT 6.1 CONTRACTOR REQUIREMENTS FORM In order to comply with statutory requirements and/or regulations, Tennessee Tech requires contractors to provide following information prior to the issuance of the contract. Please complete all information and sign as directed. I. Ownership Information 1. Contractor Legal Entity Name (Name used for tax filing purposes): ________________________________________________ 2. Is Contractor a permanent resident or citizen of the US? Yes No (If no, state country of citizenship): (Note: Contractors who are individuals and are not US citizens must complete a Foreign National Data Form prior to execution of contract.) 3. Kind of Ownership (Check all that apply):: Government (GO) Non-Profit (NO) Majority (MJ) Minority (MO)* Woman (WO)* Small (SB)* State of TN Agency Service-Disabled Veteran (SV)* Certified Disabled (DB)* *See reverse side of form for clarification of these categories. 4. Minority / Ethnicity Code (Check one): African American (MA) Native American (MN) Hispanic American (MH) Asian American (MS) 5. Preference for reporting purposes: (Note: If Contractor qualifies in multiple categories as small, woman-owned and/or minority, Contractor is to specify in which category he/she is to be considered for reporting and classification purposes.) Check one only Small Minority-Owned Woman-Owned Service-Disabled Veteran Certified Disabled 6. Certification: I certify that all of the information as completed above is accurate and true. (Signature required below.) Signed: ______________________________________________________________ Date: __________________________ Name (Printed): ____________________________________Title: ________________________________________________ II. Sales and Use Tax. As a contractual requirement under Tennessee law, vendors who contract with the state of Tennessee must be registered to collect sales tax if they make sales that are subject to the Tennessee sales and use tax. If you are already registered to collect Tennessee sales and use tax, please provide your registration number: _________________________________ (Note: This number is NOT your federal ID number.) If you are not registered, please go to Tennessee Taxpayer Access Point (TNTAP) and under the header “Look Up Information & Requests”, select TN Vendor Contract Registration. This will open a survey designed to evaluate whether you must register for sales and use tax. Based on your responses, you will be directed to either register or will be provided with a letter of exemption from sales tax collection. Please provide a copy of the exemption letter or evidence of registration to Tennessee Tech to satisfy this contractual requirement. https://tntap.tn.gov/eservices/_/ https://tntap.tn.gov/eservices/_/ Production Company Services Minority Owned (MO) means a business that is a continuing, independent, for profit business which performs a commercially useful function and is at least fifty-one percent (51%) owned and controlled by one (1) or more minority individuals who are impeded from normal entry into the economic mainstream because of past practices of discrimination based on race or ethnic background. “Minority” means a person who is a citizen or lawful permanent resident of the United States and who is: a) African American (a person having origins in any of the black racial groups of Africa); b) Hispanic (a person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race); c) Asian American (a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands); or d) Native American (a person having origins in any of the original peoples of North America). Woman-Owned (WO) means a business that is a continuing, independent, for profit business which performs a commercially useful function and is at least fifty-one percent (51%) owned and controlled by one (1) or more women; or, in the case of any publicly owned business, at least fifty-one percent (51%) of the stock of which is owned and controlled by one (1) or more women and whose management and daily business operations are under the control of one (1) or more women. Small Business (SB) means a business that is independently owned and operated for profit, is not dominant in its field of operation and is not an affiliate or subsidiary of a business dominant in its field of operation. The Governor’s Office of Diversity Business Enterprise establishes small business guidelines on industry size standards. The criteria guidelines are required to be met in order for a business to be considered small. The annual receipts or number of employees indicates the maximum allowed for a small business concern and its affiliates to be considered small. TYPE OF BUSINESS ANNUAL GROSS SALES NO. OF EMPLOYEES Agriculture, Forestry, Fishing $500,000 9 Architectural / Design / Engineering $2,000,000 30 Construction $2,000,000 30 Educational $1,000,000 9 Finance, Insurance & Real Estate $1,000,000 9 Information Systems / Technology $2,000,000 30 Manufacturing $2,000,000 99 Marketing / Communications / Public Relations $2,000,000 30 Medical / Healthcare $2,000,000 30 Mining $1,000,000 49 Retail Trade $750,000 9 Service Industry $500,000 9 Transportation, Commerce & Utilities $1,000,000 9 Wholesale Trade $1,000,000 19 Service-Disabled Veteran Business Enterprise (SDVBE) means any person who served honorably on active duty in the Armed Forces of the United States with at least a twenty percent (20%) disability that is service-connected, meaning that such disability was incurred or aggravated in the line of duty in the active military, naval or air service. “Tennessee Service disabled Veteran Owned Business” means a service-disabled veteran owned business that is a continuing, independent, for-profit business located in the state of Tennessee that performs a commercially useful function, and that: a) Is at least fifty-one percent (51%) owned and controlled by one (1) or more service-disabled owned veterans; b) In the case of a business solely owned by one (1) service-disabled veteran and such person’s spouse, is at least fifty percent (50%) owned and controlled by the service-disabled veteran; or c) In the case of any publicly owned business, at least fifty-one percent (51%) of the stock of which is owned and controlled by one (1) or more service-disabled veterans and whose management and daily business operations are under the control of one (1) or more service-disabled veterans. Certified Disabled-Owned (DB) means a business owned by a “person with a disability” that is a continuing, independent, for-profit business that performs a commercially useful function, and is at least fifty-one percent (51%) owned and controlled by one (1) or more persons with a disability; or, in the case of any publicly-owned business, at least fifty one percent (51%) of the stock of which is owned and controlled by one (1) or more persons with a disability and whose management and daily business operations are under the control of one (1) or more persons with a disability. "Person with a disability" means an individual who meets at least one (1) of the following: a) Has been diagnosed as having a physical or mental disability resulting in marked and severe functional limitations that is expected to last no less than twelve (12) months; b) Is eligible to receive social security disability insurance (SSDI); or c) Is eligible to receive supplemental security income (SSI) and has a disability as defined in subdivision a). Production Company Services ATTACHMENT 6.2 PRO FORMA CONTRACT The Pro Forma Contract set forth in this Attachment contains some “blanks”, signified in brackets by words in all capital letters, describing material to be added, along with appropriate additional information, in the final contract resulting from this RFP. CONTRACT BETWEEN TENNESSEE TECHNOLOGICAL UNIVERSITY AND [CONTRACTOR NAME] This Contract, by and between Tennessee Technological University, hereinafter referred to as “Tennessee Tech” and [CONTRACTOR LEGAL ENTITY NAME], hereinafter referred to as the “Contractor,” is to provide full production company services for Student Government Association (SGA) SOLO and other university-sponsored events, as further defined in the "SCOPE OF SERVICES." The Contractor is [AN INDIVIDUAL / A FOR-PROFIT CORPORATION / A NONPROFIT CORPORATION / A SPECIAL PURPOSE CORPORATION OR ASSOCIATION / A FRATERNAL OR PATRIOTIC ORGANIZATION / A PARTNERSHIP / A JOINT VENTURE / A LIMITED LIABILITY COMPANY]. The Contractor’s address is: [ADDRESS] The Contractor’s place of incorporation or organization is [STATE OF ORGANIZATION]. A. SCOPE OF SERVICES: To provide Tennessee Tech with turnkey entertainment production services (i.e. audio, lighting, technical support services, stage hand labor, etc.) for Student Government Association (SGA) SOLO and other university-sponsored events. B. CONTRACT TERM: B.1. Contract Term. This Contract shall be effective for the period commencing on the date of final execution and continue for a period of one year thereafter. Tennessee Tech shall have no obligation for services rendered by the Contractor which are not performed within the specified period. B.2. Term Extension. Tennessee Tech reserves the right to extend this Contract for an additional period or periods of time for a total contract term of no more than five (5) years, provided that Tennessee Tech notifies the Contractor in writing of its intention to do so at least thirty (30) days prior to the Contract expiration date. An extension of the term of this Contract will be effected through an amendment to the Contract. If the extension of the Contract necessitates additional funding beyond that which was included in the original Contract, the increase in Tennessee Tech’s maximum liability will also be effected through an amendment to the Contract and shall be based upon rates provided for in the original Contract. C. PAYMENT TERMS AND CONDITIONS: C.1. Maximum Liability. In no event shall the maximum liability of Tennessee Tech under this Contract exceed [WRITTEN DOLLAR AMOUNT] [$NUMBER AMOUNT]. The Service Rates in Section C.3 include, but are not limited to, all applicable taxes, fees, overheads, and all other direct and indirect costs incurred or to be incurred by the Contractor. The maximum liability represents available funds for payment to the Contractor and does not guarantee payment of any such funds to the Contractor under this Contract unless Tennessee Tech requests work and the Contractor performs the work. Production Company Services C.2. Compensation Firm. The Service Rates and the Maximum Liability of Tennessee Tech under this Contract are firm for the duration of the Contract and are not subject to escalation for any reason unless this Contract is amended. C.3. Payment Methodology. The Contractor shall be compensated based on the rates herein for units of service authorized by Tennessee Tech in a total amount not to exceed the Contract Maximum Liability established in Section C.1. The Contractor’s compensation shall be contingent upon the satisfactory completion of units of service or project milestones listed below. Following performance of contractual services, the Contractor shall submit invoices, in form and substance acceptable to Tennessee Tech with all of the necessary supporting documentation, prior to any payment. Such invoices shall be submitted for completed units of service or project milestones for the amount stipulated. C.4. Travel Compensation. The Contractor shall not be compensated or reimbursed for travel, meals, or lodging. C.5. Payment of Invoice. The payment of an invoice by Tennessee Tech shall not prejudice the university's right to object to or question any invoice or matter in relation thereto. Such payment by Tennessee Tech shall neither be construed as acceptance of any part of the work or service provided nor as an approval of any of the amounts invoiced therein. C.6. Invoice Reductions. The Contractor's invoice shall be subject to reduction for amounts included in any invoice or payment theretofore made which are determined by Tennessee Tech, on the basis of audits conducted in accordance with the terms of this Contract, not to constitute proper remuneration for compensable services. C.7. Deductions. Tennessee Tech reserves the right to deduct from amounts which are or shall become due and payable to the Contractor under this or any Contract between the Contractor and the university any amounts which are or shall become due and payable to the university by the Contractor. D. CONTRACTOR RESPONSIBILITIES: D.1. Contractor shall provide turnkey entertainment production services for Student Government and other Tennessee Tech sponsored events each semester. Services shall include, but not be limited to, audio, lighting, technical support services, and stage hand labor. D.2. Contract must load-in, set-up, and load-out without the use of motorized vehicles (such as tow motors, forklifts, etc.) on the basketball court. Push carts and cases are permitted on the basketball court. All equipment brought onto the basketball court is subject to approval of the Athletics Facilities Director. D.3. Contractor shall be responsible for all aspects of stage management, including advancing all acts, ensuring acts are compliant to show schedule load-ins, sound checks, and turnovers, and providing stage management during the event. E. STANDARD TERMS AND CONDITIONS: E.1. Required Approvals. Tennessee Tech is not bound by this Contract until it is approved by the appropriate officials in accordance with applicable Tennessee laws and regulations as shown on the signature page of this Contract. E.2. Modification and Amendment. This Contract may be modified only by a written amendment executed by all parties hereto and approved by the appropriate officials. E.3. Contractor Requirements Form. This Contract shall not be executed until the Contractor has completed the Contractor Requirements Form. Production Company Services E.4. Termination for Convenience. Tennessee Tech may terminate this Contract without cause for any reason. Termination under this Section D. 4 shall not be deemed a Breach of Contract by Tennessee Tech. Tennessee Tech shall give the Contractor at least thirty (30) days written notice before the effective termination date. The Contractor shall be entitled to receive compensation for satisfactory, authorized service completed as of the termination date, but in no event shall Tennessee Tech be liable to the Contractor for compensation for any service which has not been rendered. Upon such termination, the Contractor shall have no right to any actual general, special, incidental, consequential, or any other damages whatsoever of any description or amount. E.5. Termination for Cause. If the Contractor fails to perform its obligations under this Contract in a timely or proper manner, or if the Contractor violates any term of this Contract, Tennessee Tech shall have the right to immediately terminate the Contract and withhold payments in excess of fair compensation for completed services; provided, however, Tennessee Tech shall have the option to give Contractor written notice and a specified period of time in which to cure. Notwithstanding the above, the Contractor shall not be relieved of liability to Tennessee Tech for damages sustained by virtue of any breach of this Contract by the Contractor. E.6. Subcontracting. The Contractor shall not assign this Contract or enter into a subcontract for any of the services performed under this Contract without obtaining the prior written approval of Tennessee Tech. If such subcontracts are approved by Tennessee Tech, they shall contain, at a minimum, sections of this Contract pertaining to "Conflicts of Interest" and "Nondiscrimination". Notwithstanding any use of approved subcontractors, the Contractor shall be the prime contractor and shall be responsible for all work performed. E.7. Conflicts of Interest. Contractor certifies its compliance with applicable federal and state laws, rules and regulations and Tennessee Tech policies with respect to Conflict of Interest, including, but not limited to the following: • Pursuant to T.C.A. § 12-4-103, Contractor acknowledges that it is unlawful for any state official or employee to bid on, sell, or offer for sale, any merchandise, equipment or material, or similar commodity, to the state of Tennessee during the tenure of such official's or employee's office or employment, or for six (6) months thereafter, or to have any interest in the selling of the same to the state; • Pursuant to TTU Policy 132, Conflict of Interest, Tennessee Tech prohibits purchases of merchandise, equipment, materials or similar commodities from a Tennessee Tech employee’s business or from a family member’s business. Family member, as defined by the policy, means a spouse or child dependent or non-dependent of Tennessee Tech employee, unless otherwise defined by statute. • Pursuant to TTU Policy 132, Conflict of Interest, Tennessee Tech prohibits service contracts with an individual who is, or within the past six months has been a state employee. Contracts with the employee’s spouse, a company or corporation in which a controlling interest is held by any state employee or the employee’s spouse shall be considered, for the purpose of applying this rule, to be a contract with said individual. E.8. Nondiscrimination. Contractor acknowledges and agrees that no person on the grounds of disability, age, race, color, religion, sex, national origin, veteran status or any other classification protected by federal, or Tennessee constitutional or state laws shall be excluded from participation in, or be denied benefits of, or be otherwise subjected to discrimination in the performance of the Contract. E.9. Records. The Contractor shall maintain documentation for all charges against Tennessee Tech under this Contract. The books, records, and documents of the Contractor, insofar as they relate to work performed or money received under this Contract, shall be maintained for a period of three (3) full years from the date of the final payment and shall be subject to audit at any reasonable time and upon reasonable notice by Tennessee Tech, the Comptroller of the Treasury, or their duly appointed representatives. The financial statements shall be prepared in accordance with generally accepted accounting principles. E.10. Monitoring. The Contractor’s activities conducted and records maintained pursuant to this Contract shall be subject to monitoring and evaluation by Tennessee Tech, the Comptroller of the Treasury, or their duly appointed representatives. Production Company Services E.11. Strict Performance. Failure by any party to this Contract to insist in any one or more cases upon the strict performance of any of the terms, covenants, conditions, or provisions of this Contract shall not be construed as a waiver or relinquishment of any such term, covenant, condition, or provision. No term or condition of this Contract shall be held to be waived, modified, or deleted except by a written amendment signed by the parties hereto. E.12. Independent Contractor. The parties hereto, in the performance of this Contract, shall not act as employees, partners, joint venturers, or associates of one another. It is expressly acknowledged by the parties hereto that the parties are independent contracting entities and that nothing in this Contract shall be construed to create an employer/employee relationship or to allow either to exercise control or direction over the manner or method by which the other transacts its business affairs or provides its usual services. The employees or agents of one party shall not be deemed or construed to be the employees or agents of the other party for any purpose whatsoever. The Contractor, being an independent contractor and not an employee of Tennessee Tech, agrees to carry adequate public liability and other appropriate forms of insurance on the Contractor’s employees, and to pay all applicable taxes incident to this Contract. E.13. University Liability. Tennessee Tech shall have no liability except as specifically provided in this Contract. E.14. Force Majeure. Should an event, including but not limited to, war, act of God, riot, or natural disaster, beyond a party’s reasonable control occur, that party will be excused from performing its obligations under the contract, provided the following provisions are met: (1) The affected party must promptly notify the other party of the occurrence of the event, its effect on performance, and how long that party expects it to last, and (2) the affected party shall update that information as reasonably necessary and use reasonable efforts to limit damage to the other party and to resume its performance under the Contract. In addition, Tennessee Tech may, in its sole discretion, cancel the contract due to reasons including, but not limited to, health concerns, pandemic, or other similar condition. E.15. State and Federal Compliance. The Contractor shall comply with all applicable State and Federal laws and regulations, and Tennessee Tech policies and guidelines in the performance of this Contract. E.16. Governing Law. This Contract shall be governed by and construed in accordance with the laws of the State of Tennessee. The Contractor agrees that it will be subject to the exclusive jurisdiction of the Tennessee Claims Commission in actions that may arise under this Contract. The Contractor acknowledges and agrees that any rights or claims against Tennessee Tech or its employees hereunder, and any remedies arising therefrom, shall be subject to and limited to those rights and remedies, if any, available under Tennessee Code Annotated, Sections 9-8-101 through 9-8-407. E.17. Severability. If any terms or conditions of this Contract are held to be invalid or unenforceable as a matter of law, the other terms and conditions hereof shall not be affected thereby and shall remain in full force and effect. To this end, the terms and conditions of this Contract are declared severable. E.18. Headings. Section headings of this Contract are for reference purposes only and shall not be construed as part of this Contract. F. SPECIAL TERMS AND CONDITIONS: F.1. Communications and Contacts. Tennessee Tech: Donna Wallis Director of Purchasing & Contracts Tennessee Technological University Box 5144 Derryberry Hall, Room 301 1 William L. Jones Drive Production Company Services Cookeville, TN 38505 Phone Number: (931) 372-3492 Fax Number: (931) 372-3727 Email: dwallis@tntech.edu The Contractor: [NAME AND TITLE OF CONTRACTOR CONTACT PERSON] [CONTRACTOR NAME] [ADDRESS] [TELEPHONE NUMBER] [FACSIMILE NUMBER] All instructions, notices, consents, demands, or other communications shall be sent in a manner that verifies proof of delivery. Any communication by facsimile transmission shall also be sent by United States mail on the same date as the facsimile transmission. All communications which relate to any changes to the Contract shall not be considered effective until agreed to, in writing, by both parties. F.2. Subject to Funds Availability. The Contract is subject to the appropriation and availability of State and/or Federal funds. In the event that the funds are not appropriated or are otherwise unavailable, Tennessee Tech reserves the right to terminate the Contract upon written notice to the Contractor. Termination under this Section F.2 shall not be deemed a breach of Contract by Tennessee Tech. F.3. Breach. A party shall be deemed to have breached the Contract if any of the following occurs (However, this list is not exclusive.): — failure to perform in accordance with any term or provision of the Contract; — partial performance of any term or provision of the Contract; — any act prohibited or restricted by the Contract, or — violation of any warranty. F.4. Competitive Procurements. If this Contract provides for reimbursement of the cost of goods, materials, supplies, equipment, or services, such procurements shall be made on a competitive basis, when practical. F.5. Inventory/Equipment Control. No equipment shall be purchased under this Contract. F.6. University Furnished Property. The Contractor shall be responsible for the correct use, maintenance, and protection of all articles of nonexpendable, tangible, personal property furnished by Tennessee Tech for the Contractor’s temporary use under this Contract. Upon termination of this Contract, all property furnished shall be returned to Tennessee Tech in good order and condition as when received, reasonable use and wear thereof excepted. Should the property be destroyed, lost, or stolen, the Contractor shall be responsible to Tennessee Tech for the residual value of the property at the time of loss. F.7. Contract Documents. Included in this Contract by reference are the following documents: a. This Contract document and its attachments b. The Request for Proposal and its associated amendments c. The Contractor’s Proposal In the event of a discrepancy or ambiguity regarding the interpretation of this Contract, these documents shall govern in order of precedence as listed above. F.8. Prohibited Advertising. The Contractor shall not refer to this Contract or the Contractor’s relationship with Tennessee Tech hereunder in commercial advertising in such a manner as to state or imply that the Contractor or the Contractor's services are endorsed. F.9. Hold Harmless. The Contractor agrees to indemnify and hold harmless Tennessee Tech as well as its officers, agents, and employees from and against any and all claims, liabilities, losses, and causes of Production Company Services action which may arise, accrue, or result to any person, firm, corporation, or other entity which may be injured or damaged as a result of acts, omissions, or negligence on the part of the Contractor, its employees, or any person acting for or on its or their behalf relating to this Contract. The Contractor further agrees it shall be liable for the reasonable cost of attorneys for Tennessee Tech in the event such service is necessitated to enforce the terms of this Contract or otherwise enforce the obligations of the Contractor to Tennessee Tech. In the event of any such suit or claim, the Contractor shall give Tennessee Tech immediate notice thereof and shall provide all assistance required by the university in the university’s defense. Tennessee Tech shall give the Contractor written notice of any such claim or suit, and the Contractor shall have full right and obligation to conduct the Contractor’s own defense thereof. Nothing contained herein shall be deemed to accord to the Contractor, through its attorney(s), the right to represent Tennessee Tech in any legal matter, such rights being governed by Tennessee Code Annotated, Section 8-6-106. F.10. Debarment and Suspension. The Contractor certifies, to the best of its knowledge and belief, that it and its principals: a. are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal or state department or agency; b. have not within a three (3) year period preceding this Contract been convicted of, or had a civil judgment rendered against them from commission of fraud, or a criminal offence in connection with obtaining attempting to obtain, or performing a public (Federal, State, or Local) transaction or grant under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records, making false statements, or receiving stolen property; c. are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or Local) with commission of any of the offenses listed in section b. of this certification; and d. have not within a three (3) year period preceding this Contract had one or more public transactions (Federal, State, or Local) terminated for cause or default. F.11. Prohibition on Hiring Illegal Immigrants. Pursuant to T.C.A. § 12-3-309(b), Contractor attests by signature below that the Contractor will not knowingly utilize the services of illegal immigrants in the performance of the Agreement, and will not knowingly utilize the services of any subcontractor who will utilize the services of illegal immigrants in the performance of the Agreement. F.12. Sales and Use Tax. Contractor certifies that the Contractor has either registered with the State of Tennessee’s Department of Revenue for, or does not make sales of goods or services that are subject to, the collection of Tennessee sales and use tax, as required by T.C.A. § 12-3-306, and will provide proof of compliance upon request. F.13. Iran Divestment Act. Contractor certifies, under penalty of perjury, that to the best of its knowledge and belief, neither it nor any of its subcontractors, if applicable, is on the Iran Divestment Act list of entities or persons ineligible to contract with the State of Tennessee. F.14. Counterparts. This Contract may be executed in two or more counterparts and may be electronically transmitted, subject to the limitations of state or federal law and Tennessee Tech policies. Each counterpart, regardless of transmission method, shall be deemed an original and all of which together shall constitute one Contract. Production Company Services IN WITNESS WHEREOF: [CONTRACTOR LEGAL ENTITY NAME]: [NAME AND TITLE] Date TENNESSEE TECHNOLOGICAL UNIVERSITY: Production Company Services ATTACHMENT 6.3 PROPOSAL TRANSMITTAL AND STATEMENT OF CERTIFICATIONS AND ASSURANCES The Proposer must complete and sign this Technical Proposal Transmittal. It must be signed, in the space below, by an individual empowered to bind the proposing entity to the provisions of this RFP and any contract awarded pursuant to it. If the individual is not the Proposer’s chief executive, attach evidence showing the individual’s authority to bind the proposing entity. PROPOSER LEGAL ENTITY NAME: The Proposer does hereby affirm and expressly declare confirmation, certification, and assurance of the following: 1) This proposal constitutes a commitment to provide all services as defined in the RFP Attachment 6.2, Pro Forma Contract, Scope of Services for the total contract period and confirmation that the Proposer shall comply with all of the provisions in this RFP and shall accept all terms and conditions set out in the RFP Attachment 6.2, Pro Forma Contract. A Proposer may not submit the Proposer's own contract terms and conditions in a response to this RFP. If a proposal contains such terms and conditions, Tennessee Tech may determine, at its sole discretion, the proposal to be a non-responsive counteroffer, and the proposal may be rejected. 2) The information detailed in the proposal submitted herewith in response to the RFP is accurate. 3) The proposal submitted herewith in response to the RFP shall remain valid for at least 120 days subsequent to the date of the Cost Proposal opening and thereafter in accordance with any contract pursuant to the RFP. 4) The Proposers shall comply with: a) the laws of the State of Tennessee; b) Title VI of the federal Civil Rights Act of 1964; c) Title IX of the federal Education Amendments Act of 1972; d) the Equal Employment Opportunity Act and the regulations issued there under by the federal government; e) the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government; f) the condition that the submitted proposal was independently arrived at, without collusion, under penalty of perjury; and, g) the condition that no amount shall be paid directly or indirectly to an employee or official of the State of Tennessee as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the Procurement under this RFP. 5) The Proposer shall comply with all of the provisions in the subject RFP and shall accept all terms and conditions set out in the RFP Attachment 6.2, Pro Forma Contract. 6) The Proposer ___does or ___does not agree to extend this proposal and current contract pricing to all TBR and UT Institutions, other Tennessee public universities and other state entities for the same time period it is available to the University as Proposer has indicated in its proposal in response to Section 1.3 of this RFP. 7) The Proposer certifies, by signature below and submission of this proposal, that neither I nor my principals are presently disbarred, suspended, proposed for disbarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. SIGNATURE & DATE: Production Company Services ATTACHMENT 6.4 PROJECT NARRATIVE AND DOCUMENTATION SGA SOLO Events The Student Government Association’s Student Organization Life Opportunity (S.O.L.O.) Fund is derived from a student fee collected from all full-time students to fund major campus events during the spring and fall academic semesters. The genre event will change each semester based on the following rotation (subject to change at Tennessee Tech’s discretion): 1. Alternative 2. Hip.Hop/Rhythm and Blues 3. Pop 4. Country 5. Comedian 6. Rock 7. Other (will be one of the aforementioned genres based on student vote) Venue Description The S.O.L.O. events/concerts will be held in Hooper Eblen Center located on the campus of Tennessee Tech University,1100 McGee Blvd. Cookeville, TN 38505. The arena is utilized for Tennessee Tech’s collegiate basketball and volleyball programs. It consists of lower and upper bowl seating and capacity is approximately 6,500 people. The basketball court is NCAA regulation size. The only entrance/exit for load-in/load-out is the tunnel. The tunnel is approximately 250 feet in length with an approximate 40 degree slope down toward the court. The tunnel has three (3) sets of doors that are 10-feet wide and 8-feet tall. Forklifts may be used to carry materials down/up the tunnel to the edge of the basketball court. For a concert set-up, Tennessee Tech covers the basketball court with a floor cover and will provide plywood for the contractor to lay down prior to building the stage or rolling equipment on the floor. The Contractor must be able to load-in, set-up, and load-out without the use of motorized vehicles (such as tow motors, forklifts, etc.) on the basketball court. Push carts and cases are permitted on the basketball court. All equipment brought onto the basketball court is subject to approval of the Athletics Facilities Director. The structural beams in Hooper Eblen Center will accommodate the weight of speakers and other equipment. Production Company Services See the diagram below for additional venue detail. View facing tunnel (load in/out) entrance Production Company Services Length and grade of the push Production Company Services Outside tunnel (load in/out) entrance Production Company Services Production Company Services ATTACHMENT 6.5 TECHNICAL PROPOSAL & EVALUATION GUIDE — SECTION A SECTION A — MANDATORY REQUIREMENTS TECHNICAL PROPOSAL & EVALUATION GUIDE SECTION A: MANDATORY REQUIREMENTS. The Proposer must address all items detailed below and provide, in sequence, the information and documentation as required (referenced with the associated item references). The Proposer must also detail the proposal page number for each item in the appropriate space below. The RFP Coordinator will review the proposal to determine if the Mandatory Requirement Items are addressed as required and mark each with pass or fail. For each item that is not addressed as required, the Chief Procurement Officer must review the proposal and attach a written determination. A determination that a proposal is non-responsive must be approved by the Chief Business Officer before notice may be sent out that the proposal has been rejected. In addition to the Mandatory Requirement Items, the RFP Coordinator will review each proposal for compliance with all RFP requirements. PROPOSER LEGAL ENTITY NAME: Proposal Page # (Proposer completes) Item Ref. Section A— Mandatory Requirement Items Pass/Fail A.1. The Proposal must be delivered to the University no later than the Proposal Deadline specified in the RFP Section 2, Schedule of Events. A.2. The Technical Proposal and the Cost Proposal documentation must be packaged separately as required (refer to RFP Section 3.2., et. seq.). A.3. The Technical Proposal must NOT contain any restrictions of the rights of the State/University or other qualification of the proposal. A.4. A Proposer must NOT submit alternate proposals. A.5. A Proposer must NOT submit multiple proposals in different forms (as a prime and a sub-contractor). A.6. Provide the Proposal Transmittal and Statement of Certifications and Assurances (RFP Attachment 6.3.) completed and signed by an individual empowered to bind the Proposer to the provisions of this RFP and any resulting contract. The document must be signed without exception or qualification. A.7. Provide a statement, based upon reasonable inquiry, of whether the Proposer or any individual who shall perform work under the contract has a possible conflict of interest (e.g., employment by the State of Tennessee or University) and, if so, the nature of that conflict. NOTE: Any questions of conflict of interest shall be solely within the discretion of the University, and the University reserves the right to cancel any award. A.8. Provide EITHER: (a) a current bank reference indicating that the Proposer’s business relationship with the financial institution is in positive standing. Such Production Company Services PROPOSER LEGAL ENTITY NAME: Proposal Page # (Proposer completes) Item Ref. Section A— Mandatory Requirement Items Pass/Fail reference must be written in the form of a standard business letter, signed, and dated within the past three (3) months; OR (b) two current positive credit references from vendors with which the Proposer has done business written in the form of standard business letters, signed, and dated within the past three (3) months. A.9. Provide a Contractor Requirements Form, completed and signed. Form (Attachment 6.1). A.10. Provide a copy of a current certificate of liability insurance. If Proposer’s current limits/coverages do not meet the requirements of Section 4.8 above, prior to contract award, the successful Proposer will be required to submit a valid, current certificate of insurance that meets the requirements of Section 4.8. A.11. Provide a statement of agreement to be available by cell phone throughout the entire process of producing the event. Production Company Services TECHNICAL PROPOSAL & EVALUATION GUIDE — SECTION B PROPOSER NAME: SECTION B — QUALIFICATIONS & EXPERIENCE The Proposer must address ALL Qualifications and Experience section items and provide, in sequence, the information and documentation as required (referenced with the associated item references). A Proposal Evaluation Team, made up of three or more Tennessee Tech employees, will independently evaluate and score the proposal’s “qualifications and experience” responses. Proposal Page # (to be completed by Proposer) Qualifications & Experience Items B.1 Describe the Proposer’s form of business (i.e., individual, sole proprietor, corporation, non-profit corporation, partnership, limited liability company) and detail the name, mailing address, and telephone number of the person the University should contact regarding the proposal. B.2 Provide a Statement of whether there have been any mergers, acquisitions, or sales of the Proposer company within the last ten years, and if so, an explanation providing relevant details. B.3 Provide a Statement of whether the Proposer or any of the Proposer’s employees, agents, independent contractors, or subcontractors have been convicted of, pled guilty to, or pled nolo contendere to any felony, and if so, an explanation providing relevant details. B.4 Provide a Statement of whether there is any pending litigation against the Proposer; and if such litigation exists, an attached opinion of counsel as to whether the pending litigation will impair the Proposer’s performance in a contract under this RFP. B.5 Provide a Statement of whether, in the last ten years, the Proposer has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors, and if so, an explanation providing relevant details. B.6 Provide a Statement of whether there are any pending Securities Exchange Commission investigations involving the Proposer, and if such are pending or in progress, an explanation providing relevant details and an attached opinion of counsel as to whether the pending investigation(s) will impair the Proposer’s performance in a contract under this RFP. B.7 Provide a brief, descriptive Statement indicating the Proposer’s credentials to deliver the services sought under this RFP, indicate how long the Proposer has been performing the services required by this RFP and include the number of years in business. B.8 Indicate the Proposer organization’s number of employees, client base, and location of offices. Production Company Services B.9 Provide a narrative description of the proposed project team and its organizational structure, list its members, and include resumes. Provide a personnel roster of key people who shall be assigned by the Proposer to perform duties or services under the contract. Provide an organizational chart highlighting the key people who shall be assigned to accomplish the work required by this RFP and illustrating the lines of authority and designate the individual(s) responsible for the completion of each service component and deliverable of the RFP. B.10 Provide a statement of whether the Proposer intends to use subcontractors, and if so, the names and mailing addresses of the committed subcontractors and a description of the scope and portions of the work the subcontractors will perform. B.11 Provide, at a minimum, five (5) customer references that the Proposer has worked with during the last seven (7) years to attest to the types of shows/events the Proposer has provided complete production services for and what acts/artists the Proposer has worked with. Preference will be given to production companies that have worked with colleges and universities on similar shows/events. Each reference must include:  the company name and business address;  the name, title, and telephone number of the company contact knowledgeable about the production work; and  a brief description of the production services provided and the period of service. Each evaluator will generally consider the results of reference inquiries by Tennessee Tech regarding all references provided (both university and non- university). Current or prior contracts with Tennessee Tech are not a prerequisite and are not required for the maximum evaluation score possible, and the existence of such contracts with Tennessee Tech will not automatically result in the addition or deduction of evaluation points. B.12 Provide a narrative to demonstrate capability for production of any size national act/artist in the following genres: Rock and Roll, Hip Hop, Pop/Top 40, Country, R&B, Alternative Rock, Non-Musical (Comedy, Lecture, etc.), and Performing Arts. Tennessee Tech will be looking at acts that typically fall in the $50,000-$150,000 range with varying production needs. (Maximum Section B Score = 35) SCORE (for all Section B items above, B.1 through B.12): Production Company Services TECHNICAL PROPOSAL & EVALUATION GUIDE — SECTION C PROPOSER NAME: SECTION C — TECHNICAL APPROACH The Proposer must address ALL Technical Approach section items and provide, in sequence, the information and documentation as required (with the associated item references). A Proposal Evaluation Team, made up of three or more Tennessee Tech employees, will independently evaluate and score the proposal’s response to each item. Each evaluator will use the following raw point scale for scoring each item (Note: Scores may be extended in increments between the whole numbers below up to two (2) decimal places, i.e. 1.5, 3.75, etc.) : Proposal Page # (to be completed by Proposer) Technical Approach Items University Use ONLY Possible Points Score Points Awarded C.1 Provide a narrative that illustrates how the Proposer will complete the scope of services required by this RFP, accomplish required objectives, and meet Tennessee Tech’s deadlines. 3 C.2 Provide a narrative that illustrates the Proposer’s ability to provide adequate number of crew/stagehands to assist in load-in/out, set up, tear down, and other such production duties before, during, and after the show/event. 5 C.3 Provide a narrative that illustrates the Proposer’s ability to provide full production services without the use of forklifts or tow motors on the Hooper Eblen Center basketball court. (Note: Use of such equipment is permissible on the concrete areas and tunnel that leads into Hooper Eblen Center’s basketball court.) Describe potential challenges with the Hooper Eblen Center and how they would be addressed (i.e. sound dispersion, loading in through the tunnel, etc.). 4 C.4 Describe Proposer’s capability to provide full production gear to meet the requirements of various acts/artists as outlined in their technical requirements. 5 C.5 Describe Proposer’s capability of 24-36 hour load-in to load-out time frame for events/shows on Tennessee Tech’s campus. 5 C.6 Provide a narrative to demonstrate ability to provide ongoing customer service and guidance 4 Production Company Services throughout the entire process of producing an event. C.7 Provide a narrative that illustrates the Proposer’s course of action for stage management, including advancing all acts, ensuring acts are compliant to show schedule including load-ins, sound checks, and turnovers and providing stage management during the event/show. 3 C.8 Explain Proposer’s back-up plan should a problem occur (i.e. truck breakdown while traveling to venue, equipment not in the truck upon arrival, equipment failure at venue, etc.). 3 C.9 Verify Proposer’s means of acquiring needed equipment (i.e. extra cables, backline requests, etc.) through connections with other companies. Provide list of names and phone numbers of such other companies in order for Tennessee Tech to verify these connections. 3 Total Score: (sum of Scores above) Total Score X 35 = (maximum section score) =SCORE: Maximum Possible Score Production Company Services ATTACHMENT 6.6 COST PROPOSAL & SCORING GUIDE NOTICE TO PROPOSER: This Cost Proposal MUST be completed EXACTLY as shown. PROPOSER NAME: SIGNATURE & DATE: NOTE: The signatory must be an individual or a company officer empowered to contractually bind the Proposer. If the Signatory is not the Proposer company president, evidence SHALL be attached showing the Signatory’s authority to bind the Proposer. COST PROPOSAL SCHEDULE The proposed cost, detailed below, shall indicate the proposed price for providing the entire scope of goods and services as outlined in the RFP. The proposed cost and the submitted technical proposal associated with this cost shall remain valid for at least 120 days subsequent to the date of the Cost Proposal opening and thereafter in accordance with any resulting contract between the Proposer and Tennessee Tech. All monetary amounts are United States currency. Cost Item Description Proposed Cost – Cost Proposals will be evaluated based on the cost of providing the items listed below. Audio System- FOH Mixing Console To include, at a minimum, items as detailed/described in Attachment 6.7 below. Audio System- FOH Speaker System To include, at a minimum, items as detailed/described in Attachment 6.7 below. Audio System- Monitors To include, at a minimum, items as detailed/described in Attachment 6.7 below. Audio System- Other To include, at a minimum, items as detailed/described in Attachment 6.7 below. Production Company Services Lighting To include, at a minimum, items as detailed/described in Attachment 6.7 below. Staging System To include, at a minimum, items as detailed/described in Attachment 6.7 below. Video Package To include, at a minimum, items as detailed/described in Attachment 6.7 below. Backline: • Drums • Bass • Guitar #1 • Guitar #2 • Keyboards • DJ Equipment • Cables for Backline • One (1) Backline Technician To include, at a minimum, items as detailed/described in Attachment 6.7 below. Generators: 150 KW (with 300’ of feeder cable and grounding) 75 KW (with 300’ of feeder cable and grounding) Stage Hand Labor: (Provide an hourly rate for each of the following plus a total amount needed to provide the production as set out in Att. 6.7.) Load-in / Load-out Up / Down Riggers Spot Light Operators To include stage hand labor for production, stage systems, and plywood installation and removal as detailed/described in Attachment 6.7 below. Costs will be evaluated on quantities and descriptions contained in Att. 6.7. HOURLY RATE TOTAL COST FOR SYSTEM AS NOTED IN ATT. 6.7 Production Company Services Trucking To include all necessary costs to get all equipment to/from venue. Provide a cost per mile for transportation of equipment. Specify minimum transportation charge, if any. Temporary Fall Arrest System To include installation and removal as detailed in Attachment 6.7. TOTAL COST (Total cost to provide all items as outlined in Att. 6.7) The RFP Coordinator shall use the evaluation cost amount derived from the proposed cost amounts above and the following formula to calculate the COST PROPOSAL SCORE. Calculations shall result in numbers rounded to two decimal places. Lowest Evaluation Cost Amount from all Proposals Evaluation Cost Amount Being Evaluated X 30 = SCORE: Production Company Services ATTACHMENT 6.7 SUPPLEMENT TO COST PROPOSAL SCHEDULE The standard production package Tennessee Tech requires must include, at a minimum, all of the items/equipment/technicians as described below. Pricing must be completed on Attachment 6.6 Cost Proposal Schedule. AUDIO SYSTEM FOH Mixing Console 1. Console must be at least 48 inputs. 2. Tennessee Tech prefers the following brands • Midas Pro Series • Avid Profile • Avid SC48 • Midas Heritage 3000 with dynamic processing rack to include a minimum of 2 – Yamaha SPX990; 1 Lexicon PCM80; 1 – TC Electronics 2290; 12 comp/limiters and 8 channels of noise gates. FOH Speaker System 1. Large format line array must be used (EA W KF760, V-Dosc, and JBL are University acceptable brands). 2. Sub enclosures are to be run off of an aux buss of the FOH Console. Sub enclosures will be 1:1 ratio to FOH hi/mid enclosures. 3. Sound reinforcement system (in stereo) appropriate to venue, capable of providing clear, evenly distributed sound throughout the entire audience area at 270 degrees from the stage. 4. The system must be used in a manufacture-designed manner. 5. Sound system must be able to reproduce high quality, distortion-free, full range audio (20Hz to 20kHz) at but not limited to 110 db from anywhere in the venue. 6. The FOH Mixer will require full access to drive settings. 7. Front fills or in fills are required and must have separate drive input. Monitors 1. Console must be at least 48 inputs. 2. University prefers the following brands: • Midas Pro Series • Avid Profile • Yamaha PM5DRH • Midas Heritage 3000 with dynamic processing rack to include 8 comp/limiters and 5 noise gates and 10 - 1/3 octave BSS or Klark Teknik equalizers. Other 1. Ten (10) bi-amped wedge mixes with amplification and processors are required. 2. Eleven (11) stage wedges at 1x15” or 1x12”. (EAW, V-Dosc, Turbosound and Nexo are University acceptable brands.) 3. One (1) drum fill system with 2x18” sub and two (2) 1x15” or 1x12” stage wedges. 4. One (1) stereo sidefill system with two (2) EA W KF850 and SB1000 enclosures with amplification and processor. 5. Four (4) wireless in ear monitor systems. (Sennheiser E3 or Shure PSM900 systems with antenna distribution.) 6. Two (2) Shure UHF-R wireless microphone systems with SM58 capsules. 7. One (1) standard professional wired microphone, stand and cable package to accommodate artist(s). 8. One (1) 56-channel stage splitter system with 300’ FOH snake cable. 9. One (1) 200 amp 208 volt three-phase power distribution system with 400’ of feeder cable. 10. One (1) 400’ of feeder cable to outside generator power. 11. One (1) rigging package to include CM chain motors, motor control, steel, spansets and shackles. 12. One (1) cable package to interface all equipment. 13. Two (2) audio operators/engineers. LIGHTING. 1. Static lighting package that includes one the upstage, one (1) 60K double-hung truss and on the downstage, one (1) 60K single-hung truss with six (6) Lekos evenly spaced across the upstage side of the truss. 2. Lee or Rosko gel file must be included. 3. Twelve (12) intelligent lighting fixtures to be mounted on the upstage truss. University preferred fixtures are Martin MAC Viper fixtures; Martin MAC Auras; Clay Packy Sharpy Beam 330. 4. Three (3) sets of A.C.L.’s to be evenly spaced and mounted on the upstage truss. 5. Four (4) 8-light audience Mole Fay fixtures to be mounted on the downstage side of the downstage truss. 6. Control: Avo Pearl, Hog II or Grand MA are the required consoles. 7. Four (4) Lycian 1200 long throw followspots. 8. One (1) Dimming system for all fixtures. 9. One (1) black backdrop at 40’ wide x 25’ high attached to upstage truss. 10. One (1) banner pipe 40’ wide rigged to come in and out for artist(s) banner. 11. Power distribution system. 12. Rigging package to include CM chain motors, motor control, steel, spansets and shackles. 13. Cable package for all equipment. 14. Two (2) LD/Technicians. STAGING SYSTEM 1. StageRight (or comparable) staging system is required. 2. 40’ x 32’ x 5’ stage with 2 step kits; stage skirt; one (1) 14’ ramp; safety rail on upstage side and 16’ on stage left and right. 3. Three (3) 8’ x 8’ stage risers capable of height at 12” – 36” with skirt on three (3) sides. 4. One (1) 8’ x 8’ x 24” FOH lighting riser. 5. 60’ of StageRight CC500 concert barricade. (Note: Bike rack is NOT barricade.) 6. Twelve (12) sections of 8’ bike rack. 7. Wood pads for flooring protection under the stage support legs. 8. One (1) staging supervisor. 9. Two (2) fork lift operators VIDEO PACKAGE 1. Two (2) Sanyo PLC-XF60A, 6,500 lumen Video/Data Projectors. 2. Two (2) long throw lens. 3. Two (2) 10.5’ x 14’ RP video screen with rigging. 4. One (1) 2-camera switched package. 5. One (1) video distribution amplifier. 6. One (1) Technical director. 7. One (1) Projectionist. 8. Two (2) camera operators. 9. One (1) cable package. BACKLINE Drums 1. DW Drum Kit with 10”, 12”, 14” rack toms and 14”, 16” floor toms; 14” snare; DW hardware. 2. Zildian cymbals: 14” hi hats, 16”, 17”, 18” crash, 20” ride. Bass 1. One (1) SVT classic bass amplifier. 2. One (1) SVT 810 cabinet. 3. One (1) guitar stand. Guitar #1 1. One (1) Marshall JCM800 or 900 amplifier. 2. One (1) Marshall 412 cabinet. 3. Two (2) guitar stands. Guitar #2 1. One (1) Fender Twin Reverb “65” reissue. 2. One (1) Fender Hot Rod Deluxe. 3. Two (2) guitar stands. Keyboards 1. One (1) Yamaha ES8 with sustain pedal. 2. One (1) Roland Fantom X8 with sustain pedal. 3. Two (2) Single keyboard stands. DJ Equipment 1. One (1) Rane TTM57 Mixer. 2. Two (2) Pioneer CDJ2000 Nexus CD Turntable 3. One (1) Pioneer DJM 900 Mixer Other 1. All necessary cables for backline equipment. 2. One (1) backline technician. GENERATORS 1. One (1) 150 KW 2. One (1) 75 KW 3. 300 feet of feeder cable for each generator. 4. Contractor is responsible for grounding all generators. STAGE HAND LABOR (for production and stage systems) 1. Sixteen (16) load-in, two (2) up riggers and one (1) down rigger. 2. Twelve (12) band load-in. 3. Four (4) show and two (2) follow spot operators. 4. Sixteen (16) load-out, two (2) up riggers and one (1) down rigger. 5. Four (4) spot light operators. TEMPORARY FALL ARREST SYSTEM Purchase and storage of a temporary fall arrest system to be installed prior to rigging for each concert and removed following the completion of each concert. TRUCKING Contractor will provide all necessary trucking/transportation required to transport equipment to/from the venue. Contractor must also have a backup plan in place should a problem occur (i.e. truck breakdown while traveling to venue, equipment not in truck upon arrival, etc.). ATTACHMENT 6.8 PROPOSAL SCORE SUMMARY MATRIX RFP Coordinator Date QUALIFICATIONS & EXPERIENCE Maximum Points: 35 PROPOSER NAME PROPOSER NAME PROPOSER NAME EVALUATOR NAME EVALUATOR NAME EVALUATOR NAME AVERAGE SCORE: AVERAGE SCORE: AVERAGE SCORE: TECHNICAL APPROACH Maximum Points: 35 EVALUATOR NAME EVALUATOR NAME EVALUATOR NAME AVERAGE SCORE: AVERAGE SCORE: AVERAGE SCORE: COST PROPOSAL Maximum Points: 30 SCORE: SCORE: SCORE: PROPOSAL SCORE Maximum Points: 100 TOTAL SCORE: TOTAL SCORE: TOTAL SCORE: ATTACHMENT 6.9 LISTING OF TBR/UT SYSTEM INSTITUTIONS AND STATE UNIVERSITIES Tennessee Board of Regents, Central

1 William L.  Jones Drive Derryberry Hall 301 Cookeville, TN 38505-0001Location

Address: 1 William L. Jones Drive Derryberry Hall 301 Cookeville, TN 38505-0001

Country : United StatesState : Tennessee

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Entertainment/Production Services

Due: 27 Feb, 2025 (in 11 months)Agency: Fauquier County