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The Ohio State University - Race Event Management

The Ohio State University

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Posted On:  23 Oct 2014

Open for bidding on:  23 Oct 2014

Response Deadline:  21 Nov 2014 8:59 PM PST

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Opportunity Amount:	$50K to $100K USD
Response Deadline:	21 Nov 2014 8:59 PM PST
	(Closed for response)
Award Date:	30 Nov 2014
Posting ID:	3649617(3649617)
Posting Type:	Request for Quotation
Public Posting:	https://discovery.ariba.com/rfx/3649617

Product and Service Categories  Events management Company sponsored professional sports events Sporting event promotion services Company sponsored amateur sports events

Ship-to or Service Locations Ohio - United States

Posting Summary

Race Event management services for The Davis Heart & Lung Research Institute at The Ohio State University

Project Summary:
The Davis Heart & Lung Research Institute at The Ohio State University is looking for a supplier that can provide race management services for three events during a 12-month period. Services to include a comprehensive operational plan, strategic marketing to ensure target markets are reached, and public relations.

The selected supplier must provide complete event management services from pre-planning to post event follow-up as described below:

Phase 1 : Pre-event planning

· Entry form design/online registration
· Event layout and mapping
· Volunteer recruitment and training
· Vendor and supplier coordination
· Strategic marketing
· Permit acquisition

Phase 2: Event Day

· Registration coordination
· Safety coordination
· Start/finish line material and set up
· Final event results for category winners
· Overall event results

Phase 3: Post Event

· Volunteer survey/feedback
· Vendor and supplier survey/feedback
· Complete assessment for following year events

Scope of Services:
The selected supplier must:
1. File local municipality/state permits
2. Provide experienced race crew including volunteers
3. Perform race management duties via phone, email, and in person
4. Attend all necessary meetings with OSU staff as deemed necessary by OSU
5. Coordinate local law enforcement and traffic control to secure course
6. Coordinate emergency services
7. Provide course design including working with USATF and USAT
8. File USATF and USAT insurance/ sanctioning paperwork
9. Coordinate with OSU department on all external vendors and suppliers (OSU will negotiate contracts)
10. Provide strategic marketing to ensure target demographic is optimized
11. Coordinate event timing and start/finish line setup
12. Deliver and set up necessary equipment for events: stage, public address system, bike racks, swim buoys, fencing panels for start and finish line and water station tables.
13. Arrange for event sanitation: portable restrooms, trash boxes, and dumpsters
14. Arrange for necessary rental items: communications, buses, expo items, etc.
15. Coordinate race announcers, event sound and electrical
16. Coordinate event-day expo and pre-event packet pickup
17. Set up any sponsor or promotional banners in the banner plan
18. Provide participant feedback mechanism

Series Events:
1. Ross Heart Hospital 5K: To be held February 2015. The Ohio State's Ross Heart Hospital 5K is a walk/run event in which participants take over Easton Town Center to raise awareness for heart health
2. Tri-Fit Challenge: To be held on July 26, 2015. Starting at Antrim Park and finishing at Ohio Stadium, the TriFit Challenge triathlon and duathlon was created to encourage heart healthy activities to change the way the members of our community live their lives.
3. One Lucky Buckeye: to be held September 2015. One Lucky Buckeye is an all-female walk/run event in which one lucky male Buckeye will be selected to run amongst the crowd.

If your company is interested in participating in The Ohio State University’s competitive bidding event for these services please attach your detailed quote in your response to this posting (please also mention your previous experience with these kinds of services). Payment terms are net 60 days, The Ohio State University Standard Terms and Conditions (attached) will apply.

Evaluation criteria will consist of total cost analysis, ability to meet all specifications, and supplier qualifications.

There will not be an RFP event through Ariba in addition to this posting.

Quotes are due NOVEMBER 21, 2014.

Thank you,

The Ohio State University
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OSU Terms & Conditions

OSU_Terms an..._06MAR14.pdf