0-RFP_HM24006_2025_Commencement_Lighting_Audio_Visual.pdf

California State Polytechnic University, Pomona 3801 W. Temple Ave., Pomona, CA 91768

Request for Proposal (RFP)

RFP # HM24006

2025 Commencement Lighting/ Audio Visual

RFP DUE DATE:

Thursday, December 19th, 2024

2:00 P.M. (PST)

RFP SUBMITTAL LOCATION:

Procurement Services – Bldg. 75

2740 S. Campus Dr.

Pomona, CA 91768

RFP Coordinator: Hector Muniz, Procurement Services Lead

California State Polytechnic University, Pomona Procurement Services Phone: (909) 869-4298 Email: hmuniz@cpp.edu mailto:hmuniz@cpp.edu

CALIFORNIA STATE POLYTECHNIC UNIVERSITY, POMONA

REQUEST FOR PROPOSAL HM24006

PROPOSAL DATA

RFP Number: HM24006

Title 2025 Commencement Lighting/Audio Visual

Issue Date: Wednesday, November 13th, 2024

CPP Contact: Hector Muniz, Procurement Lead

Phone: (909) 869-4298 E-Mail: hmuniz@cpp.edu or

RFP DUE DATE

Date/Time: Thursday, December 19th, 2024

2:00 P.M. (PST)

Mailing Address: Procurement Services Attn: Hector Muniz, Procurement Services Lead California State Polytechnic University, Pomona 3801 W. Temple Ave.

Pomona, CA 91768

PROPOSAL CONTENTS

Section I Introduction and General Provisions Section II Schedule of Events Section III Scope of Work Section IV BID Proposal Form Section V Evaluation & Selection Criteria Section VI Proposal Instructions and Format

ATTACHMENTS

Attachment A CSU Terms & Conditions of Purchase Attachment B Small Business Preference & Certification Attachment C DVBE Participation Requirements Attachment D Pictures

THE CALIFORNIA STATE UNIVERSITY

Bakersfield / Channel Islands / Chico / Dominguez Hills / East Bay / Fresno / Fullerton / Humboldt / Long Beach / Los Angeles / Maritime Academy Monterey Bay / Northridge / Pomona / Sacramento / San Bernardino / San Diego / San Francisco / San Jose / San Luis Obispo / San Marcs / Sonoma / Stanislaus

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

1.1 INTRODUCTION AND BACKGROUND

California State Polytechnic University, Pomona (University) is seeking bids from a single service provider to plan, manage, coordinate, and oversee all aspects of Lighting/Audio Visual Services for the 2025 Commencement Ceremonies as noted in Section III Scope of Work. The lighting/audio visual company must have no less than five (5) years’ experience in higher education.

The University hosts annual Commencement ceremonies, consisting of multiple ceremonies at one (1) site, over a three (3) day period in May 2025. Commencement is scheduled for Friday, May 16th, 2025, Saturday, May 17th, 2025, and Sunday, May 18th, 2025 (Please see the following link for more details on the 2025 Commencement Schedule for graduation ceremonies: Commencement)

Participation at the University’s Commencement has grown significantly over the years.

Attendance is expected to reach approximately 8,500 guests per ceremony set for a total of four (4) sets, across three (3) days of Commencement. The University’s objective is to provide graduates, their guests, and all attendees a safe and dignified Commencement.

The University anticipates twelve (12) ceremonies in one (1) venue and events to begin at 8:00 a.m., 12:00 p.m., 3:00 p.m., and 7:30 p.m., on Friday, May 16th, and at 8:00 a.m., 12:00 p.m., 4:00 p.m., and 7:30 p.m., Saturday & Sunday, for all students graduating on those particular days.

1.2 CAL POLY POMONA BACKGROUND

Cal Poly Pomona is part of the 23-campus California State University (CSU), the largest four-year comprehensive public higher education system in the world. We are an economic engine in California, adding more than 100,000 graduates annually to the skilled workforce and providing more than 150,000 jobs.

CPP has been part of the CSU’s rich history since 1938, when we opened in San Dimas with an all-male enrollment of 110 as the Voorhis Unit of California State Polytechnic College. Students had three majors from which to choose: citrus production, ornamental horticulture and agricultural inspection. After W.K. Kellogg deeded his winter residence to the state, the campus moved to Pomona, inheriting the cereal magnate’s land and buildings, as well as his beautiful herd of Arabian horses.

Today, CPP has a diverse student population exceeding 29,000. Nearly 55% are the first in their family to attend college, 75% receive financial aid and 43% qualify as Pell-eligible.

The student body identifies as 53% Latinx, 22% Asian, 13% white, 3% Black, 2% non-resident alien, 4% two or more races, 3% unknown, less than 1% Native Hawaiian or Other Pacific Islander and less than 1% American Indian or Alaskan Native. STEM majors are nearly 50% of the student body, with the top enrolled programs including mechanical engineering, computer science, civil engineering, and psychology.

https://www.cpp.edu/commencement/index.shtml

In U.S. News release for 2022-2023 Best College rankings; Cal Poly Pomona was ranked #2 best public university in the west, No. 4 innovative university, and No. 6 for best undergraduate teaching in the west. Cal Poly Pomona is the #1 polytechnic university for diversity and economic mobility. Cal Poly Pomona’s commitment to mentorship and a culture of care supports students from all backgrounds as they learn in applied, hands-on situations, solve real-world problems, and forge their own unique paths to success.

Cal Poly Pomona is the place where careers begin, leaders learn to lead, and today’s students start shaping the innovation and economic vitality of tomorrow.

The University offers more than 100 degrees through eight colleges, with signature programs in architecture, engineering, business administration, hospitality management and more. Our emphasis on learning in many ways (multidimensional), across many majors (cross-disciplinary) and through work and in the world (experiential) helps ensure that graduates are ready for the evolving future of work. The New York Times reported that the University is among the 10 best at helping students rise from the bottom fifth of the economic ladder to the top fifth. Times columnist David Leonhardt described the Top 10 universities as “deeply impressive institutions that continue to push many Americans into the middle class and beyond — many more, in fact, than elite colleges that receive far more attention.” Our campus’ unique, pastoral setting is nestled in the beautiful San Gabriel Valley less than 30 miles east of downtown Los Angeles at the intersection of Los Angeles, Orange, Riverside and San Bernardino counties. It is within an hour’s drive of beaches, mountains and deserts. More information about Cal Poly Pomona can be found at www.cpp.edu.

1.3 TERM OF SERVICES

The term of services shall be from receipt of a Fully Executed Agreement for three (3) years with 2 1-year options.

1.4 QUESTIONS

Any questions, interpretations, or requests for clarifications, of either an administrative or technical nature regarding this RFP must be submitted to hmuniz@cpp.edu and with a reference to “RFP HM24006 – RFI” in the subject header and be received prior to the Question Deadline in order to be considered. Questions received prior to the Question Deadline which do not reference “RFP HM24006 - RFI” in the subject header may not receive a response. Questions received after the Question Deadline will not receive a response. If a question contains the appropriate header reference, is received before the Question Deadline stated herein, and is deemed to require a response which is more than simply a reference to an item contained in the RFP, it will be addressed publicly in writing via written addendum and posted https://fiscal.ca.gov/. Any oral statement concerning the meaning or intent of the contents of this RFP by any person is both unauthorized and invalid. The Question Deadline for receipt of all questions is noted in Section II Schedule of Events.

https://thepolypost.com/news/2022/09/27/cpp-ranked-as-the-no-2-public-university-in-the-west/ http://www.cpp.edu/ https://fiscal.ca.gov/

1.5 SUBMITTAL OF PROPOSALS

Proposals can be submitted electronically to hmuniz@cpp.edu or paper no later than the time and date indicated in this RFP solicitation with the Subject Heading: RFP HM24006 - 2025 Commencement Lighting/Audio Visual.

It is the Proposer’s responsibility to ensure that the proposals are received at the correct time and place. Mistakes or delays in the mail or other means of delivery employed by the Proposer are the responsibility of the Proposer. LATE SUBMITTALS WILL NOT

BE ACCEPTED.

1.6 WITHDRAWAL OF PROPOSALS

A proposal package may be withdrawn after its submission by written request signed by the Proposer or authorized representative, prior to the time and date specified for proposal submission. Proposals may be withdrawn and resubmitted in the same manner if done so before the proposal submission deadline. Withdrawal or modification offered in any other manner will not be considered.

1.7 COMPLETION OF PROPOSALS

Proposals shall be completed in all respects as required by the RFP provisions. A proposal may be rejected if conditional or incomplete. Proposals that contain false or misleading statements, or that provide references that do not support an attribute(s) or condition(s) claimed by the Proposer, may be rejected. All statements made by a Proposer shall also be without ambiguity and with adequate elaboration where necessary for clear understanding.

1.8 ADDENDA

The University may modify this Request for Proposal or any of its contents or attachments, prior to the date fixed for submission of proposals by issuance of an addendum posted on https://fiscal.ca.gov/. Addenda will be numbered consecutively.

1.9 ALTERNATIVE PROPOSALS

Only one proposal consisting of separate technical and cost packages/envelopes is allowed per Proposer. Multiple proposals will result in the rejection of all proposals submitted by the Proposer.

1.10 COST OF PROPOSALS

Costs for developing proposals are entirely the responsibility of the Proposer and shall not be chargeable to California State Polytechnic University, Pomona.

1.11 REJECTION OF PROPOSALS

The University reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. The University's waiver of an immaterial defect shall in no way modify the RFP documents or excuse the Proposer from full compliance with the specifications if Proposer is awarded an Agreement. Proposals which include terms and conditions other than the University's terms and conditions, may be rejected as being non-responsive.

The University may make investigations as deemed necessary to determine the ability of the Proposer to perform the work, and the Proposer shall furnish all such information and data for this purpose as requested by the University.

The University reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer fails to satisfy the University that such Proposer is properly qualified to carry out the obligations of the Agreement and to complete the work as specified.

1.12 CANCELLATION OF RFP

This solicitation does not obligate California State Polytechnic University, Pomona, to enter into an Agreement. The University reserves the right to cancel this RFP at any time, for any reason deemed in the best interests of the University. No obligation either expressed or implied, exists on the part of the University to make an award or to pay any cost incurred in the preparation or submission of a proposal.

1.13 CONFIDENTIALITY AND DISPOSITION OF PROPOSALS

Proposers are advised that the University is a public agency subject to public disclosure laws. A bid document becomes a public record once it is opened, and a determination of the lowest responsible and responsive bidder has been made. (Pub. Cont. Code § 10780).

Proposals received in response to this RFP shall be held in the strictest confidence until an Agreement is authorized. Once an Agreement has been authorized, the University reserves the right to make use of any information and/or ideas contained in the submitted proposal(s) except that which would legally qualify as confidential or proprietary data.

In the event that this RFP is cancelled, the University may elect to either return all proposals or to destroy all proposal documents, at its sole discretion.

1.14 NON-ENDORSEMENT

Once a proposal is accepted and an award is made, the successful Proposer shall not issue any news releases or other statements pertaining to the award or servicing of the agreement which state or imply CSU endorsement of Proposer’s services.

1.15 NON-COLLUSION AFFIDAVIT

By signing the proposal Cover Letter, Proposer hereby certifies that: 1) the proposal is not made in the interest of, or on behalf of, any undisclosed party; 2) the proposal is genuine and not collusive, false or sham; 3) the Proposer has not directly or indirectly induced or solicited any other Proposer to submit a false or sham proposal and has not directly or indirectly agreed with any Proposer or anyone else to submit a false or sham proposal, or to refrain from bidding; and 4) the Proposer has not in any manner, directly or indirectly, sought to fix any overhead, profit, or cost element of the RFP, or that of any other Proposer, or to secure any advantage against the public body awarding the Contract.

1.16 CSU TERMS & CONDITIONS AND INSURANCE

Proposer agrees to provide services in accordance with the CSU Terms and Conditions of Purchase, attached herein as Attachment A. Receipt of documentation of compliant insurance coverage in the amounts and of the types indicated in Attachment A #18 will be required prior to authorization of any Contract that results from this RFP.

1.17 REMEDIES FOR NON-PERFORMANCE

If, in the opinion of the University, the Contractor is either non-compliant with Contract specifications or demonstrates non-performance of a specific assignment or assignments as described in the Contract, the Contractor shall immediately remedy such non-performance upon notification by the University or be subject to termination in accordance with Contract provisions.

1.18 SMALL BUSINESS PREFERENCE

The State of California requires agencies to provide a five percent (5%) preference when awarding agreements to small businesses or a non-small business that commits twenty-five percent (25%) of the agreement value to a certified small business. The five percent (5%) certified small business preference shall not exceed $50,000.00 in accordance with G.C. 14835 et seq. Only small businesses certified by the Office of Small Business and DVBE Services (OSDS) are eligible to receive the preference.

In solicitations where an award is to be made to the lowest responsive bidder, the preference is applied by factoring 5 percent (5%) of a non-small business low bid total and subtracting this amount from the small business bid total.

Proposers wishing to claim the Small Business Preference must comply with and complete the Small Business Preference Form (Attachment B).

1.19 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

California state law requires that its state agencies achieve a minimum of three percent (3%) participation for disabled veteran business enterprises (DVBE) in state agreements.

For this RFP solicitation, the minimum three percent (3%) is required.

Proposer is referred to Attachment C, Disabled Veteran Business Enterprise documentation package. The following DVBE incentives are offered.

Proposed DVBE Participation Level DVBE Incentive %

4% to 4.99% 1% 5% to 5.99% 2% 6% to 6.99% 3%

The minimum incentive a qualifying Proposer can receive is one percent (1%). The combination of preferences with a DVBE incentive cannot exceed ten percent (10%) or $100,000, whichever is less. A non- small business cannot displace a California certified small business from the top-ranked position due to application of preferences or incentive.

1.20 DISPUTES, FAIR COMPETITION, ERRORS AND OMISSIONS

The University encourages all Proposers to resolve issues regarding the requirements of this RFP or the procurement process through written correspondence and discussions. The University strives to foster cooperative relationships and to reach fair and objective resolutions in a timely manner.

In the event a Proposer believes this RFP solicitation is either unfairly restrictive, ambiguous, or contains conflicting provisions, discrepancies, omissions, or other errors, Proposer is required to immediately notify the University of such concern in writing, including email, prior to the RFP Deadline. As previously noted, modifications to RFP requirements and responses to valid questions, if any, will be issued via written addendum/a and publicly posted at https://fiscal.ca.gov/.

A failure of the Proposer to notify the University of any concerns relating to the RFP requirements or any addendum/a prior to the RFP Deadline will be deemed a waiver of the Proposer’s right to protest the requirements of the RFP and Proposer shall submit a proposal at its own risk. Upon finalization of an Agreement, no Proposer shall be entitled to either additional compensation or time by reason of any error or its later correction.

1.21 PROTESTS

A Proposer wishing to submit a protest after the Notice of Intent to Award has posted shall express its intent to do so within five (5) business days upon issuance and posting of such notice on https://fiscal.ca.gov/. Within ten (10) calendar days after expressing its intent to protest the award of a contract, the protesting Proposer must submit a full and complete written statement specifying the grounds for the protest and the facts in support thereof. Protest must be sent by certified or registered mail or delivered in person to the Director Procurement Services, or designee, to California State Polytechnic University, Pomona, 3801 W. Temple Ave., Pomona, CA 91768. Authority to protest is limited to Proposers who have submitted a qualified proposal.

The Director of Contracts and Procurement or designee shall perform a complete review of the protest and render a decision in writing to the protesting Proposer within a reasonable period of time following the receipt of the detailed statement of protest. THE

DECISION OF THE UNIVERSITY IS FINAL.

1.22 EXECUTION OF AGREEMENT

An Agreement, if issued, shall be signed by the awarded Proposer and returned, along with the required attachments to the University within ten (10) calendar days from receipt of Agreement package. The period for execution may be changed by mutual agreement of the parties. Agreements are not effective until approved by the appropriate University officials. Any work performed prior to receipt of a fully executed Agreement shall be at the Proposer’s own risk.

1.23 TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

It is the policy of the CSU to grant preference to California-based companies submitting bids or proposals to the State for goods to be produced or services performed at worksites in distressed (as defined in Government Code 4532) areas by persons with a high risk of unemployment when the contract is for goods or services in excess of $100,000. The 5% preference is applicable only to contracts awarded on the basis of lowest responsible bidder meeting specifications.

1.24 THE CONGO- SECURITIES EXCHANGE ACT

PCC § 10490 establishes restrictions on contracting for certain goods and services relating to compliance with the Securities Exchange Act of 1934. The University will not accept proposals from or contract for goods or services related to products or services from companies designated as a “scrutinized company,” by the Federal Government.

By submitting a proposal, Proposer certifies that it is not a scrutinized company as defined herein. False certifications shall cause the proposal to be invalidated. For purposes of this section, a “scrutinized company” is a person who has been found to be in violation of Section 13(p) of the Securities Exchange Act of 1934 by final judgment or settlement entered in a civil or administrative action brought by the Securities and

Exchange Commission and the person has not remedied or cured the violation in a manner accepted by the commission on or before final judgment or settlement.

1.25 CERTIFICATION OF COMPLIANCE WITH IRAN CONTRACTING ACT

PCC sections 2202 et seq., the Iran Contracting Act of 2010, establish restrictions against contracting with any Proposer that provides specified levels of goods or services or other investment activities, as defined, in the energy sector of Iran. If Proposer is submitting a proposal in excess of $1 million, Proposer certifies that it is not a financial institution extending credit to an ineligible vendor on the list published by the California Department of General Services on the web site: file:

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion- List/Policy- Training-and-Customer-Service/Office-of-Policies-Procedures-and- Legislation.

(PCC § 2204); the Act includes certain exceptions (PCC § 2203(c)).

1.26 DARFUR CONTRACTING ACT – SCRUTINIZED COMPANY

PCC sections 10475 et seq., the Darfur Contracting Act of 2008, established restrictions against contracting with any Proposer conducting certain types of business in Sudan.

The Act sets forth criteria to determine if a Proposer is a “scrutinized company” as defined therein and any such company would then be ineligible to bid on or submit a proposal for State contracts.

By submitting a proposal, a Proposer that has conducted business activities outside of the United States within the previous three years certifies either that Proposer is not a scrutinized company, as defined, or that Proposer has demonstrated that Proposer obtained permission under the statute (PCC § 10478, § 10477(b)). False certifications shall cause the proposal to be voided/rejected (PCC § 10479).

1.27 AWARD AND EXECUTION OF AGREEMENT

An award, if any, will be made to the Proposer whose submittal best complies with all the requirements of this RFP, any Addenda, and the highest number of points awarded at the end of the evaluation. Evaluation methodology and basis for award are outlined in Section VI, Evaluation and Selection Criteria.

A Notice of Intent to Award will be publicly posted for five (5) consecutive business days on https://fiscal.ca.gov/. prior to initiation of Agreement. Individual written notification may not be made to unsuccessful Proposers.

An Agreement, if issued, shall be signed by an authorized agent of the Awarded Proposer and returned, along with the required attachments, to the University within https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Policy-Training-and-Customer-Service/Office-of-Policies-Procedures-and-Legislation https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Policy-Training-and-Customer-Service/Office-of-Policies-Procedures-and-Legislation https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Policy-Training-and-Customer-Service/Office-of-Policies-Procedures-and-Legislation https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Policy-Training-and-Customer-Service/Office-of-Policies-Procedures-and-Legislation ten (10) calendar days from receipt of the Agreement package. The period for return of the appropriately authorized Agreement package may be modified by mutual agreement of the University and Awarded Proposer. Agreements are not effective until approved by the appropriate University official(s). Any billable work performed by Awarded Proposer prior to receipt of a fully authorized Contract shall be at the Awarded Proposer’s own risk.

SECTION II

SCHEDULE OF EVENTS

ACTION OR DEADLINE Date

Release of Request for Proposal (RFP) Wednesday, November 13th, 2024

Schedule Optional Virtual Site Review Monday, December 2nd, 2024, or

Tuesday, December 3rd, 2024 9-11 AM, or 1-3 PM, PST

Last Day to Submit Questions (RFI) Thursday, December 5th, 2024

5:00 PM, PST

Last Day to Post Addendum Tuesday, December 10th, 2024

5:00 PM, PST

RFP Due Date Thursday, December 19th, 2024

2:00 PM, PST

Notice of Intent to Award Friday, January 10th, 2025

Contract Award Tuesday, January 21st, 2025

Commencement of Services Monday, January 27th, 2025

Notes:

Dates up to and including the RFP Deadline may be adjusted upon advance written notice posted to

Any adjustment to Dates listed after the RFP Deadline may occur without written or posted notice.

SECTION III

SCOPE OF WORK

3.1 Scope for Venue – University Quad

Venue lighting to support walkways and grad seating during evening hours and or dusk environment o Approximate six (8) light towers

Bldg.6 lighting on “Cal Poly Pomona” sign (located on building ledge) Bldg. 8 column up lighting Main stage lighting to support day and evening speaking events with two podiums Right and left stage décor up-lighting Main stage seal spotlight Main event LED Screen to showcase all ceremonies, and stage activity o 12’h x 21’w (7.5mm lightweight screen) o Appropriate trussing to support LED Screen; Trussing must be covered with black sleeves (clean look) o *CPP will provide university banner to be placed at top of LED Screen trussing

Additional row of LED tiles for ADA closed caption strip (requirements: 1’8”h x 21’w 7.5mm)

Processor for content (content will be provided by client) Provide 200KW generator with fuel for 4 days, to support all lighting and LED Screen over four days of ceremonies Collaborate with university media vision, and support video feed for the LED Screen Load-In four-five days prior to main event Test focus lighting and video feed on LED screen prior to first event Two (2) Lighting Techs and One One (1) Video LED Tech to cover all 12 ceremonies/4 days One (1) Video, LED Tech to cover two (2) days of install/strike only One (1) CAD Drawing Four (4) Local stagehands for install and strike days ADA cable bridges 10’ length for cable safety as needed Video control power run – 350’ long All trussing needed for equipment required o To include ground support for sound system (provided by separate company) o 11 – 20.5” Box truss – 10’ o 4 – 20.5” x 20.5 CB 6 Way o 5 – ½ ton chain hoist @16FPM - Complete

Provide a Current – Certificate of Liability Insurance or Event (to cover load in dates, event dates, and strike dates)

All additional tech supplies or tools to support the technical equipment listed above

3.2 Schedule

Site Visits – Date TBD o First virtual meeting to review event needs, and quad venue map o Optional Onsite walkthrough with Commencement Leads and Media Vision

Team to review event needs and/or specifics

Ceremony dates May 16-18, 2025 - Daily schedule below:

Friday, May 16, 2025 (4 ceremonies each day)

Saturday, May 17 and Sunday, May 18, 2025 (4 ceremonies each day)

SCHEDULE

6:00 a.m. Arrival/Briefing 7:00 a.m. At posts/Gates open 8:00 a.m. Ceremony begins 10:00 a.m. Ceremony ends 11:00 a.m. At posts/Gates open 12:00 p.m. Ceremony begins 1:15 p.m. Ceremony ends 2:00 p.m. At posts/Gates open 3:00 p.m. Ceremony begins 5:00 p.m. Ceremony ends 6:30 p.m. At posts/Gates open 7:30 p.m. Ceremony begins 9:00 p.m. Ceremony ends *Only day with a 3pm ceremony

SCHEDULE

6:00 a.m. Arrival/Briefing 7:00 a.m. At posts/Gates open 8:00 a.m. Ceremony begins 10:00 a.m. Ceremony ends 11:00 a.m. At posts/Gates open 12:00 p.m. Ceremony begins 2:00 p.m. Ceremony ends 3:00 p.m. At posts/Gates open 4:00 p.m. Ceremony begins 5:30 p.m. Ceremony ends 6:30 p.m. At posts/Gates open 7:30 p.m. Ceremony begins 9:00 p.m. Ceremony ends

3.3 Staff Needs

Certified Staff

(2) Event Lighting Techs daily at all ceremonies

(1) LED Tech daily at all ceremonies

3.4 Event Information

Guest capacity: 8500 per ceremony (guests and graduates) Ceremony length – 90 mins. to 2 hours each 12 ceremonies across three (3) days

SECTION IV

BID PROPOSAL FORM

4.1 BID PROPOSAL FORM

This Bid Proposal Form shall reflect costs necessary to successfully complete the Scope of Work including all Deliverables as defined in Section III, Scope of Work, of this RFP. All costs shall be firm and fixed for the duration of the project.

The estimated budget amount should encompass all costs for providing Lighting Systems, LED Screen, & Ground Support as specified in the Section III, Scope of Work, for a large-scale event. The proposed cost should be entered on the Bid Proposal Form below and shall be made in U.S. dollars.

The total cost associated with providing lighting & audio-visual services and deliverables from Section III, Scope of Work, should be for all days, including additional services, that may be needed. Fees not stated in the proposal will not be paid.

Proposer’s costs shall include, but are not limited to the following: labor, materials, overhead and profit, equipment, travel between Proposer’s office and the University, parking on campus, postage, printing, computer, communications (including email), phone, fax, reimbursable allowances and cost of insurance. No separate charges for included fees (e.g., reimbursable or insurance) shall be listed.

Proposer’s Bid Proposal Form submittal will be included in calculating the Cost points as identified in Section V, Evaluation and Selection Criteria.

This Bid Proposal Form must be used; any deviations from or changes to the form will be grounds for disqualification. No add-ons will be permitted. An incomplete Bid Proposal Form shall be grounds for disqualification.

Please use numerical values only when completing the Bid Proposal Form — no percentages.

The University will not reimburse travel costs associated with performance of services resulting from this RFP.

Costs shall include all components referenced in this RFP solicitation whether or not specifically included in Proposer’s proposal.

4.2 ADDENDA ACKNOWLEDGMENT

We acknowledge the receipt of addenda number(s)

4.3 PROPOSAL COST CERTIFICATION

I hereby certify that the Bid Proposal Form included in this proposal are both valid and complete for performance of the work set forth in the above referenced Request for Proposal, and that such work will be carried out in accordance with the established terms and conditions upon issuance and acceptance of an Agreement.

TOTAL AMOUNT OF BASE BID: $ ______________________________________

(Base Bid amount must be valid for Ninety (90) calendar days)

Print Name Title

Signature Date

Official Company Name Year Est.

Federal Tax I.D. Number

Company Address City State Zip code

Email Address Telephone Number

Organization Type (check one):

Corporation (any type) Partnership* Sole Proprietor

*Please make copies of this page and include a completed, signed page for each partner. The Cover Letter must include all partner names in order for the proposal to be considered.

SECTION V

EVALUATION AND SELECTION CRITERIA

5.1 GENERAL

An evaluation committee comprised of university personnel will be assigned to review and evaluate all proposals and assign points according to the selection criteria categories outlined in this section. Accepted proposals shall be reviewed to verify that all RFP requirements have been met. Proposals that have not followed the prescribed format, do not meet minimum content and quality standards, or take unacceptable exceptions to the CSU General Provisions, will be identified as being non-responsive and will not be considered for evaluation or selection.

Cal Poly Pomona may elect to choose up to five (5) Finalists from among the Proposers with the highest-scoring proposals. In the case where Finalists are chosen, these firms and organizations, or partnership groups, may be selected for an interview and presentation and will be notified of the interview date and time.

Firms and organizations or partnership groups selected for an interview must present both the Project Manager (dedicated/lead point of contact) for the project and the Contractor representative with financial decision-making authority for the project.

5.2 EVALUATION AND SCORING CRITERIA

Each qualified proposal shall be evaluated and scored according to the categories listed below. Significant consideration will be given to Proposers that specialize in the services specified in the Scope of Work. Award shall be made to the Proposer receiving the highest total number of assigned points. For each Proposer, a maximum total of 100 points is available for the Proposal stage.

5.3 POINT SCORING SCHEDULE

Venue Lighting– 20 Points

Demonstrated qualifications and experience to provide Venue Lighting to support walkways, grad seating areas (at dusk), main stage lighting & spotlight, and equipment/supplies to support these services, as specified in Section III, Scope of Work.

LED Screen/Tiles – 20 Points

Demonstrated qualifications and experience to provide main stage LED

Screen, Led Tiles, generator, processors, equipment & supplies to support these services, as specified in Section III, Scope of Work.

Schedule – 20 Points

Ability to adhere to the schedule for the 12 ceremonies beginning Friday, May

16th through Sunday, May 18th, 2025.

Demonstrated detailed ability to perform all Venue Lighting & LED Screen services while adhering to the schedule as specified in Section III, Scope of Work

Timeliness and Feasibility of Implementation - 10 Points

Articulated ability to provide the Venue Lighting & LED Screen services including, tech supplies, tools & equipment, Lighting Techs, Video Techs, Local Stagehands, all committed to the specific job assignments and requirements as specified in Section III, Scope of Work.

Cost - 30 Points

Pricing structure, including hours, rates & costs for all Venue Lighting & LED Screen Services & Personnel.

Demonstrated in Section IV, Bid Proposal Form.

This category awards points based on the total Cost to provide Venue Lighting & LED Screen Services, with appropriate technical supplies, equipment & Personnel, as indicated in Section IV, Bid Proposal Form. The proposal with the lowest total Cost shall receive the maximum number of points in this category. Points shall be determined by dividing the lowest proposal price by the relative proposal price and multiplying by the maximum points available as follows:

Lowest Proposal Price X 15 = Points Awarded Proposal Price

5.4 AWARD

An award will be made to the Proposer receiving highest evaluation proposal and interview points and whose submittal best complies with all the requirements of this RFP, and any Addenda. THE DECISION OF THE UNIVERSITY IS FINAL.

SECTION VI

PROPOSAL INSTRUCTIONS & FORMAT

6.1 INSTRUCTIONS

Proposer must respond completely to all information requested and proposals should be prepared in such a way as to provide straightforward, concise delineation of capabilities to satisfy the requirements of the RFP. The proposal, not including the Appendices, should not exceed forty

(40) pages in length, utilizing 8.5” x 11” pages with one-inch margins. Font size should be no smaller than 12 point, double spaced for text. Responses should emphasize Proposer’s demonstrated capability to perform the work.

6.2 NUMBER OF COPIES

Proposer shall provide one electronic copy on USB or via email to hmuniz@cpp.edu with subject heading: RFP HM24006 2025 Commencement Lighting/Audio Visual

6.3 DELIVERY OF PROPOSALS (Mailed or *E-mailed)

All mailed proposals must be sent in, sealed & secured, and must be received in the CPP Procurement Office no later than the date and time specified in Section II, Schedule of Events.

All *e-mailed proposals must be submitted to either e-mail listed below and must be received no later than the date and the time specified in Section II, Schedule of Events.

LATE PROPOSALS WILL NOT BE ACCEPTED.

Mailed Bids shall be labeled and submitted to:

2025 Commencement Lighting/Audio Visual

RFP HM24006

Hector Muniz, Procurement Lead

California State Polytechnic University, Pomona Procurement Services

3801 W. Temple Ave. Building 75 Pomona, CA 91768

*For E-mailed Bid Submittals

Subject Line Shall Read:

RFP HM24006 2025 Commencement Lighting/Audio Visual Submit To: Hector Muniz, hmuniz@cpp.edu

Proposals must be completed and delivered in sufficient time to avoid disqualification for lateness due to difficulties in delivery. Delays due to various methods used to transmit the proposal, including delays by university internal mailing system, will be the responsibility of the Proposer. Delays due to inaccurate directions given, even if by university staff, shall also be the responsibility of the Proposer. LATE PROPOSALS WILL NOT BE ACCEPTED.

6.4 PROPOSALS BECOME THE PROPERTY OF California State Polytechnic University, Pomona

Proposals become the property of California State Polytechnic University, Pomona and information contained therein shall become public documents subject to disclosure laws after Notice of Intent to Award. California State Polytechnic University, Pomona reserves the right to make use of any information or ideas contained in the Proposal. Proposals may be returned only at California State Polytechnic University, Pomona's option and at the Bidder's expense. One copy shall be retained for official files. Responses to this RFP and any other information that is currently or may become available as an outcome of the RFP process may be used by California State Polytechnic University, Pomona to structure an RFP or other solicitation. If the Proposer fails to notify California State Polytechnic University, Pomona of a known error or an error that reasonably should have been known prior to the final filing date for submission, the Proposer shall assume the risk. If awarded the contract, the Proposer(s) shall not be entitled to additional compensation or time by reason of error or its late correction.

6.5 CONFIDENTIAL MATERIAL

Bidder must notify California State Polytechnic University, Pomona in advance of any proprietary or confidential materials contained in the Proposal and provide justification for not making such material public. California State Polytechnic University, Pomona shall have sole discretion to disclose or not disclose such material subject to any protective order that Bidder may obtain.

Final bids are public upon award of contract; however, the contents of all proposals, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder’s proposal shall be held in the strictest confidence until Notice of Intent to Award is issued.

The content of all working papers and discussions relating to the bidder’s proposal shall be held confidential indefinitely unless the public interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement or an evaluation of the bid.

Please refer to the California Public Records Act (GOVT. CODE §§ 6250 - 6276.48) for further information.

6.6 INSPECTION OF SOLICITATION DOCUMENTS

Bidder shall carefully review all documents referenced and made a part of this solicitation to ensure that all information required to properly respond to the solicitation has been received or made available and all requirements are priced in the proposal. Failure to examine any document, drawing, specification, or instruction will be at the Bidder’s sole risk. It is the Bidder’s responsibility to provide California State Polytechnic University, Pomona with current contact information and to update California State Polytechnic University, Pomona immediately of any changes.

6.7 PROPOSAL CONTENT

To be considered responsive to this RFP, Bidder must submit proposals in the format identified in this section. All requirements and questions in the RFP must be addressed and all requested data must be supplied. California State Polytechnic University, Pomona reserves the right to request additional information that in California State Polytechnic University, Pomona’s opinion is necessary to assure that the Bidder’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the contract requirements.

6.8 PROPOSAL FORMAT

All Bidders are also required to complete the RFP Submittals. Proposals shall adhere to the following format for organization and content. Proposals must be divided into the individual indexed tabbed sections listed below.

6.8.1 Cover Letter

The Cover Letter shall include a brief statement of intent to perform the services, qualifications for selection and signature of an authorized officer of the firm who has legal authority in such transactions.

The cover letter must, at a minimum, contain the following:

a) Identification of Proposer firm including name, address, telephone, email address, fax number and Federal ID number

b) A brief statement of intent to perform the services proposed.

c) Signature of an authorized officer of the organization who has legal authority in such transactions.

d) Full contact information (overnight mailing address, phone, fax, e-mail, etc.) for the individual designated as the contact on this RFP and a secondary contact.

e) Name, title, address, email address and telephone number of contact person during period of proposal evaluation

f) Acknowledgement receipt of any and all RFP addenda issued

g) A statement to the effect that the offer shall remain valid for a period of not less than 60 days from the date of submittal Signature of a person authorized to bind firm to the terms of the proposal.

h) Expressly state that, should the Bidder’s proposal be accepted, the Bidder agrees to enter into a contract under the terms and conditions as set forth herein.

Proposals with unsigned cover letters shall be rejected.

6.8.2 Table of Contents (Tab 1)

Provide a table of contents identifying the contents of the proposal in a format consistent with the proposal requirements and format set forth herein.

6.8.3 Exceptions and Confidential Material (Tab 2)

Any and all exceptions to the RFP must be listed on an item-by-item basis and cross-referenced with the RFP document. If there are no exceptions, Bidder must expressly state that no exceptions are taken. Please Note: Taking exceptions to proposal requirements may render a Bidder’s proposal non-responsive and rejected from further consideration.

Also in this section, Bidders shall identify any proprietary or confidential materials contained in the proposal and provide justification for not making such material public record.

6.8.4 Qualifications (Tab 3)

Response shall include all verifiable evidence that your organization and personnel meet the requirements as stated in Section III, Scope of Services.

6.8.5 Services Offered-Methodology/Approach (Tab 4)

This category will consider Proposer’s overall methodology and demonstration for achieving expected outcomes and meeting all main objectives as stated in Section III, Scope of Services.

6.8.6 Personnel (Tab 5)

Responses shall provide description of the professional experience, background, qualifications, and expertise of Proposer’s staff that will be involved in this project and provide brief resume(s) or bios for “key” personnel. Include a statement that key personnel will be available to the extent proposed for the duration of the project acknowledging that no person designated as “key” to the project shall be removed or replaced without prior written concurrence of the University. Every effort shall be made to have the key personnel who will be working on this project attend the optional interviews. Furnish list of proposed subcontractors (if any) who may be assigned to this project.

6.8.7 Cost (Tab 6)

Proposer must include the completed Bid Proposal Form found in Section IV. Should there be any deviations of the form; may be grounds for disqualification. The rate evaluation is intended to provide an equitable basis for comparison between proposals and an evaluation of the effect of programs on rates. Only rate information as submitted by Proposers will be used in this evaluation. The proposals will be reviewed to verify that the proposed Service Recipient Rates are consistent with the activities described in the proposal and the Proposer’s work plans, and as part of the evaluation the University may require that Proposers provide detailed assumptions made in developing their rate proposal.

6.8.8 Small Business and DVBE Documentation (Tab 7)

Proposer’s Small Business and DVBE Documentation shall be inserted under this Tab.

6.8.9 Appendices (Tab 8)

Information considered by the Proposer to be pertinent to this project, which has not been specifically solicited in any of the above-mentioned sections may be placed in a separate appendix for possible consideration by the University.

6.9.9 Legal Action (Tab 9)

Identify any pending legal actions or legal actions completed within the last five (5) years involving your company that relate to services performed. Specifically, describe any actions related to failure to perform, breach of contract, satisfaction of warranty claims or license violations or right to use. If there are none, please state.

REQUEST FOR PROPOSAL HM24006 -Attachment A

CSU Terms and Conditions of Purchase Page 1 of 21 Rev. 8/1/2024

CALIFORNIA STATE UNIVERSITY

TERMS AND CONDITIONS OF

PURCHASE

1. Contract

These California State University Terms and Conditions of Purchase (“Terms and Conditions”) are made part of that certain Contract for Purchase of Goods, Software, or Services with the contract number written above (“Contract”), made by and between the contractor named in such Contract (“Contractor”) and The Trustees of the California State University (“CSU” or “University”). CSU and Contractor are individually referred to herein as a “Party”, and together referred to as the “Parties”. Terms that are Capitalized in these Terms and Conditions shall have the same meaning as those terms are defined in the Contract. If no contract number is written above, the equipment, material, or supplies (“Goods”), software, software as a service, platform as a service, or online subscriptions (“Software”) or services (“Services”) furnished by Contractor, and covered by a CSU Purchase Order or other agreement, are governed by these Terms and Conditions, which shall take precedence over any other terms and conditions.

Written acceptance or shipment of all or any portion of the Goods or Software, or the performance of all or any portion of the Services, will constitute Contractor’s unqualified acceptance of the Terms and Conditions. Unless otherwise agreed in writing, the terms of any proposal referred to in the Contract are included and made a part of the Contract only to the extent the proposal specifies the Goods, Software, or Services ordered, the price, and the terms of delivery, and then only to the extent that those terms are consistent with the terms and conditions of the Contract.

2. General

2.1 Commencement of Work

Contractor shall not commence work under the Contract until Contractor has received a fully executed Contract and been given written approval by CSU to proceed. Any work performed by Contractor prior to the date of written approval shall be performed at Contractor’s own risk and as a volunteer.

2.2 Entire Contract

This Contract, together with its riders, attachments, and exhibits, constitutes the entire agreement between the Parties with respect to the subject matter hereof and shall govern the respective rights and obligations of each Party. All prior agreements, representations, inducements, and negotiations, and any and all existing contracts previously executed between the parties with respect to this subject matter, are superseded hereby. This Contract also supersedes all click-through, click-wrap, shrink-wrap, Terms of Use, Terms of Service, or other End User License Agreements, all of which are null and void. CSU rejects any different or additional terms without prior written consent from an authorized CSU officer or employee.

2.3 No Oral Modifications or Understandings

No alteration or modification of the Contract shall be valid unless made in writing and signed by the Parties, and no oral understanding or agreement not incorporated in writing in the Contract shall be binding on any of the Parties.

Contract Number:

HM24006

CSU Terms and Conditions of Purchase Page 2 of 21 Rev. 8/1/2024

2.4 Severability

Contractor and CSU agree that the terms of this Contract are severable. If any provision of this Contract is found to be illegal or unenforceable, such provision shall be deemed stricken and the remainder of the Contract shall remain in full force and effect. Any Party having knowledge of such provision shall promptly inform the other of the presumed non-enforceability of such provision. Should such illegal or unenforceable provision be a material or essential term of the Contract, the Contract shall be terminated in a manner commensurate with the interests of the Parties, to the maximum extent reasonable.

2.5 Governing Law and Choice of Venue

This Contract shall be construed in accordance with and governed by the laws of the State of California. Any action brought by any Party hereto shall be brought in a court of competent jurisdiction within the State of California.

2.6 Independent Status

Contractor and its employees, agents, and subcontractors, in the performance of this Contract, shall act in an independent capacity and not as officers, employees, or agents of CSU or the State of California. While Contractor may be required by this Contract to carry Workers Compensation Insurance, in no event shall Contractor or its employees, agents, or subcontractors be entitled to unemployment or workers’ compensation benefits from CSU.

2.7 Personnel

Contractor maintains the sole right to determine the assignment of its employees to keep all phases of work under its control. If an employee of Contractor is unable to perform due to illness, resignation, or other factors beyond Contractor’s control, Contractor shall use its best effort to provide suitable substitute personnel. If services are provided under this Contract, Contractor warrants that its staff, which is assigned to performing work under this Contract, is legally able to perform such duties in the country where the work is being performed.

2.8 Assignments

Neither Party shall assign this Contract, in whole or in part, without the other Party’s written consent, which shall not be unreasonably withheld.

2.9 No Waiver of Rights

Any action or inaction by a Party or the failure of a Party on any occasion to enforce any right or provision of this Contract…