Event Staffing Services

STATE OF NORTH CAROLINA
East Carolina University
Invitation for Bid #: 56-2504JWIFB
Event Staffing Services
Date of Issue: March 23, 2026
Bid Opening Date: May 5, 2026
At 2:00 P.M. EDT
Direct all inquiries concerning this IFB to:
Janice Weaver
Purchasing Specialist
Email: weaverja18@ecu.edu
Phone: 252-328-6434

STATE OF NORTH CAROLINA
Invitation for Bid #
56-2504JWIFB
______________________________________________________
For internal State agency processing, including tabulation of bids, provide your company's eVP (Electronic Vendor
Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This
page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available
for public inspection.
This page shall be filled out and returned with your bid.
Failure to do so may subject your bid to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered
vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor
Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login
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Bid Number: 56-2504JWIFB Vendor: __________________________________________
STATE OF NORTH CAROLINA
East Carolina University
Refer ALL Inquiries regarding this IFB to: Invitation for Bid #: 56-2504JWIFB
Janice Weaver, Purchasing Specialist Bids will be publicly opened: May 5, 2026 @ 2:00 P.M. EDT
252-328-6434, weaverja18@ecu.edu
Using Agency: East Carolina University Commodity No. and Description: 99046
Requisition No.: Contract Event Staffing Services
EXECUTION
In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and
deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.
By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this bid is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of
the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this bid, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from
covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this
IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with
more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair
employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any
Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public
contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this
response to the IFB, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware that any
such gift has been offered, accepted, or promised by any employees of your organization.
By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS
AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids shall not be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
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Bid Number: 56-2504JWIFB Vendor: __________________________________________
VALIDITY PERIOD
The offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by
mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing
this IFB.
ACCEPTANCE OF BIDS
If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between
the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the
Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of East Carolina University)
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Bid Number: 56-2504JWIFB Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 CONTRACT TERM ....................................................................................................................... 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 INVITATION FOR BID DOCUMENT ........................................................................................ 5
2.2 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................. 5
2.3 IFB SCHEDULE ...................................................................................................................... 6
2.4 PRE-BID CONFERENCE ........................................................................................................ 6
2.5 BID QUESTIONS ..................................................................................................................... 7
2.6 BID SUBMITTAL ..................................................................................................................... 7
2.7 BID CONTENTS ...................................................................................................................... 8
2.8 ALTERNATE BIDS .................................................................................................................. 8
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................... 8
3.1 METHOD OF AWARD ............................................................................................................. 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 8
3.3 BID EVALUATION PROCESS ................................................................................................ 9
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................... 9
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................. 10
4.0 REQUIREMENTS ................................................................................................................... 10
4.1 PRICING ................................................................................................................................ 10
4.2 INVOICES .............................................................................................................................. 10
4.3 FINANCIAL STABILITY ........................................................................................................ 10
4.4 HUB PARTICIPATION .......................................................................................................... 11
4.5 BACKGROUND CHECKS ..................................................................................................... 11
4.6 PERSONNEL ......................................................................................................................... 13
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 13
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 14
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 14
5.1 SCOPE OF WORK ................................................................................................................ 14
6.0 CONTRACT ADMINISTRATION............................................................................................. 18
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ............................................................... 18
6.2 POST AWARD PROJECT REVIEW MEETINGS ........................................................................ 18
6.3 CONTINUOUS IMPROVEMENT ................................................................................................. 18
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Bid Number: 56-2504JWIFB Vendor: __________________________________________
6.4 TRANSITION ASSISTANCE ....................................................................................................... 18
6.5 DISPUTE RESOLUTION ............................................................................................................. 19
6.6 CONTRACT CHANGES .............................................................................................................. 19
7.0 ATTACHMENTS ..................................................................................................................... 20
ATTACHMENT A: PRICING............................................................................................................... 20
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 21
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 21
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 21
ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 21
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 21
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 21
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Bid Number: 56-2504JWIFB Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
East Carolina University is requesting proposals for providing staffing services for events associated with or located on the campus
of East Carolina University. This contract will include, but is not limited to, scheduled Athletic events, performance events, and
other high traffic University sponsored events. Crowd management services shall include the management of parking, traffic
enforcement, ticket collection, ushering, and unarmed security (if applicable), for events held at East Carolina University.
The main events will include football, basketball, baseball, and special guest/artist performances. Athletic facilities include Dowdy-
Ficklin Stadium (football) with a seating capacity of 50,000, Clark LeClair Stadium (baseball) with a seating capacity of 5,000 and
Williams Arena at Minges Coliseum (basketball) with a seating capacity of 8,000. Max R. Joyner Family Stadium (softball) has a
seating capacity of 1,000 and Johnson Stadium (soccer and track) also has a seating capacity of 1,000.
Locations may be added or deleted at any time during the contract period. Services associated with this contract will be performed
on an as needed based on event schedules. This is subject to change depending on the needs and requirements of each event.
All bidders are required to furnish all labor and supervision necessary to staff and manage the scheduled event.
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
Any use of official East Carolina University (ECU) logos is not permitted.
1.1 CONTRACT TERM
The Contract shall have an initial term of two (2) years with fixed costs, beginning on the date of final Contract execution (the
"Effective Date") or a date established by both parties.
At the end of the Contract's initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same
terms and conditions for up to eight (8) additional one-year terms. Total potential length of the contract is ten (10) years. The
State will give the Vendor written notice of its intent to exercise each renewal option no later than 30 days before the end of the
Contract's then-current term. The State reserves the right to cancel the contract at any time during the optional renewal periods.
2.0 GENERAL INFORMATION
2.1 INVITATION FOR BID DOCUMENT
This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
2.2 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all
relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and
specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be
issued in connection with this IFB.
If Vendors have questions or issues regarding any component of this IFB, those must be submitted as questions in accordance with
the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the questions
asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave open the
possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer
period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or
consider any additional or modified terms and conditions submitted with Vendor's bid or otherwise. This applies to any language
appearing in or attached to the document as part of the Vendor's bid that purports to vary any terms and conditions or Vendors'
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Bid Number: 56-2504JWIFB Vendor: __________________________________________
instructions herein or to render the bid non-binding or subject to further negotiation. Vendor's bid shall constitute a firm offer
that shall be held open for the period required herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB Response,
the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall
have no force or effect, and will be disregarded unless expressly agreed upon during negotiations and incorporated by way of a
Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient
grounds to reject Vendor's bid as non-responsive.
2.3 IFB SCHEDULE
The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue IFB State Monday, March 23, 2026
Hold Pre-Bid Meeting/Site Visit State Wednesday, April 1, 2026
Submit Written Questions Vendor Friday, April 10, 2026
Provide Response to Questions State Wednesday, April 22, 2026, COB
Submit Bids Vendor Tuesday, May 5, 2026, at 2:00 PM EDT
Contract Award State Monday, June 15, 2026
2.4 PRE-BID CONFERENCE
Mandatory Pre-Bid Conference
Date: Wednesday, April 1, 2026
Time: 2:00 P.M. EDT (Promptly)
Location: Trade Club in TowneBank Tower (Dowdy Ficklen Stadium)
900 Blackbeard's Alley, Greenville, NC 27858
Contact #: 252-328-6434
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid conference. Attendees
must arrive 15 minutes prior to the official start time. All attendees must sign in upon arrival and clearly indicate each
prospective Vendor represented on the sign in sheet. Vendor representatives are limited to two (2) individuals. LATE ARRIVALS
WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE PRE-BID CONFERENCE, NOR SHALL THEIR BID BE CONSIDERED. Once
the sign-in process is complete, all other people wishing to attend may do so to the extent that space and circumstances allow.
Please contact Janice Weaver (weaverja18@ecu.edu) and/or Tim Daughtry (daughtryt@ecu.edu) via email only if you plan to
attend the pre-bid conference at least 24 hours prior to the conference. Failure to comply with this requirement may result in
not being able to attend the conference.
FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR'S BID BEING DEEMED NON-RESPONSIVE AND NOT
CONSIDERED FOR AWARD.
The purpose of this conference is for all prospective Vendors to apprise themselves of the conditions and requirements which will
affect the performance of the work called for by this IFB. Vendors must stay for the duration of the conference. No allowances will
be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this IFB.
Vendors are cautioned that any information released to attendees during the conference, other than that involving the physical
aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be
confirmed by written addendum before it can be a part of this IFB and any resulting contract.
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Bid Number: 56-2504JWIFB Vendor: __________________________________________
2.5 BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid
possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit Written Questions"
date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.
Written questions shall be emailed to weaverja18@ecu.edu by the date and time specified above. Vendors should enter "IFB # 56-
2504JWIFB: Questions" as the subject for the email. Question submittals should include a reference to the applicable IFB section
and be submitted in the format shown below:
Reference Vendor Question
IFB Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary by
the State will be posted in the form of an addendum to the North Carolina electronic Vendor Portal (evp.nc.gov) and shall become
an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made
in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely
only on written material contained in the IFB and an addendum to this IFB.
2.6 BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be
automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or
unanticipated delay. It is the Vendor's sole responsibility to ensure its bid has been received as described in this IFB by the specified
time and date of opening. The time and date of receipt will be marked on each bid when received. Any bid or portion thereof
received after the bid deadline will be rejected.
Vendors shall deliver to the address identified in the table below: Four (4) hard paper copies with one marked as
"Original" and the remaining three as "Copies" and one (1) electronic copy (un-redacted) of its executed bid on a
flash drive.
All bids shall be submitted in a sealed envelope or box. Clearly mark each package with: (1) Vendor name; (2) the IFB
number; and (3) the due date and bid opening time. Address the package(s) for delivery as shown in the table below.
File contents shall NOT be password-protected but shall be in .PDF or XLS format and shall be capable of being copied
to other sources.
OFFICE ADDRESS FOR DELIVERY BY ANY OTHER MEANS, SPECIAL DELIVERY,
HAND DELIVERY, OVERNIGHT DELIVERY OR BY ANY OTHER CARRIER
BID NUMBER: 56-2504JWIFB
Attn: Janice Weaver
Address: East Carolina University
209 East Third Street, Building 165
Greenville, NC 27858-4353
Note: The U.S. Postal Service does not deliver mail to the specified office address but to the State's Mail Service
Center. Vendors are cautioned that bids sent via U.S. Mail, including Express Mail, may not be delivered by the
Mail Service Center to the agency's purchasing office on or by the due date in time to meet the bid deadline. All
Vendors are urged to take the possibility of delay into account when submitting a bid.
It is highly recommended to utilize UPS or FED-EX when submitting bids. When shipping/delivering by UPS or FED-
EX, there is a signature provided upon delivery. Vendors may hand deliver bid responses as well.
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Bid Number: 56-2504JWIFB Vendor: __________________________________________
Attempts to submit a bid via facsimile (FAX) machine, telephone, or e-mail, in response to this IFB shall NOT
be accepted.
2.7 BID CONTENTS
Vendors shall populate all attachments of this IFB that require the Vendor to provide information and include an authorized
signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items, may result in the
State rejecting Vendor's bid, in the State's sole discretion.
Vendor IFB responses shall include the following items and attachments, which shall be arranged in the following order:
a) Cover Letter, which must include all of the following: (i) a statement that confirms that the Vendor has read the IFB in its
entirety, including all links, and all Addenda released in conjunction with the IFB; (ii) a statement that the Vendor agrees to
perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor's
agreement to comply with all instructions, terms and conditions, and attachments.
b) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB.
d) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
e) Vendor's Response.
f) Completed version of ATTACHMENT A: PRICING
g) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
i) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
2.8 ALTERNATE BIDS
Alternate bids will not be accepted for this solicitation.
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS
3.1 METHOD OF AWARD
NCGS 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria
herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall
be in the State's best interest.
All qualified responsive bids will be reviewed, and an award will be based on the qualified responsive bid offering the lowest
cost that meets the specifications and shall be in the State's best interest, provided herein, to include any required verifications
set out here including but not limited to, past performance, references, and financial documents.
While the intent of this IFB is to award a Contract to a single Vendor, the State reserves the right to make separate awards to
multiple vendors, if needed, or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most
advantageous to the State to do so.
The State reserves the right to waive any minor informality or technicality in bids received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging
in conversations intended to influence the outcome of the evaluation. See Paragraph 29 of the Instructions to Vendors entitled
COMMUNICATIONS BY VENDORS.
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