⚖️ Conflict of Interest: PENS is operated by spotcommglobal, which is also a listed vendor on this registry. Entries relating to the operator follow identical rules and are reviewed by the independent Advisory Board. Operator staff recuse themselves from decisions concerning their own entries. Read the charter →
Standard › Procurement Kit
Procurement Kit

RFP Template — Event Network Services

Copy this structure into your own tender document. Comparable bids require comparable questions.

1. Event profile

  • Event name, dates and venue
  • Titles played and match format
  • Peak concurrent competitors and staff devices
  • Spectator and press connectivity requirement (separate from competition VLAN)
  • Broadcast and production uplink requirement

2. Required readiness tier

State the required PENS tier and whether a pre-event readiness audit is mandatory. Bidders must state their currently certified tier and whether it is self-declared or audited.

3. Redundancy requirements

  • Number of independent uplinks and whether they must be on separate physical paths
  • Failover mechanism and maximum acceptable failover time
  • Core switching power protection (UPS runtime in minutes)
  • Hot spares held on site: switches, APs, transceivers, cabling

4. Monitoring and evidence

  • Metrics to be collected: latency, jitter, packet loss, per-port utilisation, client counts
  • Sampling interval and retention period
  • Whether live telemetry must be published publicly during the event
  • Log handover deadline after the event (recommended: 72 hours)
  • Format of handover (raw logs, not screenshots)

5. Staffing and escalation

  • Number of engineers on site and their hours of coverage
  • Named escalation contact reachable throughout
  • Remote NOC support arrangement, if any
  • Maximum acceptable time to first response on a reported fault

6. Scope boundaries — the section that prevents disputes

Require every bidder to state explicitly, in writing, which of the following are inside their scope and which are not: venue mains power and generator transfer; venue structural cabling; upstream ISP delivery; publisher-side game servers; player-owned peripherals. Ambiguity here is the single largest cause of contested attribution after an incident.

7. Post-event reporting

  • Uptime calculation against a defined scheduled-play window
  • Any disruption classified using the PENS root cause taxonomy
  • MTTD and MTTR for each recorded incident
  • Consent to registry listing of the event and its infrastructure declaration

8. Evaluation criteria

Publish your weighting in the tender itself. A suggested split: technical design 35%, redundancy 20%, track record and Reliability Score 20%, staffing 15%, price 10%. Price-led selection is how most avoidable event failures begin.

View the SLA template → Back to Standard