REQUEST FOR QUOTE: EVENT STAFFING & SECURITY SERVICES Quote: #18-028 RFQ Released: September 19, 2017 Deadline for Quotes: Monday, October 9, 2017 by 2:00 p.m. ORGANIZATIONAL OVERVIEW The Houston Livestock Show and Rodeo (the HLSR ) was organized for charitable, educational and scientific purposes to encourage and promote the breeding, raising and marketing of better livestock and farm products at public fairs and to promote and maintain research and educational functions within the livestock industry. As the world s largest livestock show and rodeo, the largest fair in North America and the site of 20 concerts from top-flight entertainers each year, the show attracted over 2.6 million spectators in 2017. A Section 501(c) (3) charity, this organization has committed approximately $430 million in youth and educational support to Texas students since it began in 1932. HLSR is backed by more than 33,000 volunteers serving on over 105 different committees. GENERAL REQUIREMENTS FOR REQUEST FOR QUOTE PRICING Pricing for all goods/services must be very specific, all-inclusive and firm. All administrative fees, labor, etc. must be included in the quote. Moreover, all staffing must be provided according to HLSR s schedule, which may include weekends, nights and early mornings, at no additional cost to HLSR. HLSR will pay only for staffing stated on the Price Sheet unless otherwise agreed to in writing by both parties before January 10, 2018. No price changes, additions, or subsequent qualifications will be honored. INTELLECTUAL PROPERTY The provider acknowledges that the names, logos, copyrighted material and trademarks of HLSR are the sole and exclusive property of HLSR (the HLSR Marks ) and nothing herein shall provide the provider any right, title or interest in HLSR Marks. All HLSR Marks included in this Request for Quote ( RFQ) are for bidding purposes ONLY. They may not be used for any other purpose, now or in the future, without the express written consent of HLSR s Marketing and Public Relations Department. PROVIDER ADVERTISING, MARKETING AND PROMOTION The provider may not promote itself in conjunction with HLSR, use the HLSR as a client reference or display HLSR goods in any advertising, marketing or promotional materials. Exceptions may apply to current licensed providers.
Page 2 of 5 SPECIAL REQUIREMENTS / INSTRUCTIONS The following requirements and instructions supersede GENERAL REQUIREMENTS where applicable. INTRODUCTION HLSR will receive quotes from parties for Event Staffing and Security Services (the Services ) during the 2018, 2019, and 2020 shows. TERM/RENEWAL This Agreement shall have an initial term of three (3) years from the date signed by both parties with the option to extend this agreement for a period not to exceed two (2) consecutive one (1) year renewals. REQUIREMENTS 1. Provider to supply all staffing, tools, transportation, and equipment required for Services. 2. Provider to supply a 24 hour contact. Contact must be available 24 hours a day, seven days a week during dates specified below. After-hours calls will be limited to emergencies only. 3. Provider must have on-site supervisors 24 hours a day, seven days a week during the event schedule. SUPERVISION & STAFFING Supervisor competent to handle any need that should arise is required on site for the duration of the event. PERFORMANCE REQUIREMENTS Provider is responsible to ensure that services are performed to the satisfaction of HLSR. If a service is not being performed to the satisfaction of the HLSR, the situation will be rectified immediately and the provider will not be paid for the time that the job was not being performed adequately. Activities specifically prohibited include working in unauthorized areas or for unauthorized people while in uniform, having workers out of uniform while on the clock, apparent worker intoxication from drugs or alcohol, and workers acting offensively around the public, exhibitors and/or HLSR personnel. JOB PLANNING AND SHIFT SIZE SETTINGS Projected manpower needs for HLSR are laid out later in this document (see Price Sheet) but are subject to change without notice. All job descriptions listed are to be an example to use as an estimate and subject to change without notice. JOB DESCRIPTIONS (THESE ARE SUBJECT TO CHANGE) Duties include, but not limited to, overnight staffing of entrance gates, securing for access purposes various entrances gates for vehicles and pedestrians, crowd control positions, back stage concert security and access point for entertainers and support staff. QUOTE STRUCTURE Must be done on a flat rate hourly basis only. Any extra charges for services must be described on Price Sheet. If there are price breaks at certain levels of staffing be sure to specify them.
Page 3 of 5 PAYMENT HLSR will pay original invoices only that clearly itemize personnel count, hours, and rates per hour. Only charges as stated on the Price Sheet submitted as a part of the bid will be considered. Invoices must indicate Houston Livestock Show or Houston Livestock Show and Rodeo, as applicable and include an applicable invoice number. All invoices must be to HLSR no later than April 30, 2018. MANDATORY PRE-SHOW MEETINGS HLSR requires provider and their supervisory personnel to attend a walk-through prior to the show to familiarize themselves with our facilities. This walk-through will be 60 to 90 days out from show time HLSR will schedule a series of meetings to review staffing requirements, hours and assignments and a pre-show walk through. TIMELINE Request for Quote (RFQ) To be completed and returned no later than Monday, October 9, 2017 by 2:00 p.m. Provider Selected No later than Monday, October 9, 2017 CONTRACTING PROCESS A Services Provider Agreement will be sent to the winning provider. QUESTIONS Direct all questions to Mike DeMarco: demarco@rodeohouston.com or 832.667.1109
Page 4 of 5 PRICE SHEET Description Estimated Hours Rate per Hour $ TOTAL Event Staffing & Security Services 17,027 $ $ Field Supervisor 2,936 $ $ Backstage Supervisor 133 $ $
Page 5 of 5 SUBMITTAL REQUIREMENTS Please return all pages via hardcopy, fax, or email to: Houston Livestock Show and Rodeo Attn: Wade Hooker 3 NRG Park Houston, Texas 77054 832-667-1007 fax hooker@rodeohouston.com YOUR SIGNATURE ATTESTS TO YOUR OFFER TO PROVIDE THE GOODS AND/OR SERVICES DESCRIBED IN THIS QUOTE. OFFERED BY: Signature Title Printed Name Phone Email Company Name Date ACCEPTED BY: Signature Title Printed Name Phone Email Company Name Date