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

Request for Proposal (RFP)

RFP # LTA25002

Commencement 2026 Lighting, Audio and Visual Services (May 15-17, 2026)

RFP DUE DATE:

Tuesday, November 25, 2025

2:00 P.M. (PST)

RFP SUBMITTAL LOCATION:

Procurement Services – Bldg. 75

2740 S. Campus Dr.

Pomona, CA 91768

RFP Coordinator: Laura T. Aung, Procurement Professional III California State Polytechnic University, Pomona Procurement Services Phone: (909) 869-4298 Email: ltaung@cpp.edu mailto:ltaung@cpp.edu

CALIFORNIA STATE POLYTECHNIC UNIVERSITY, POMONA

REQUEST FOR PROPOSAL LTA25002

PROPOSAL DATA

RFP Number: LTA25002

Title Commencement 2026 Lighting, Audio and Visual Services (May 15-17, 2026)

Issue Date: October 27, 2025

CPP Contact: Laura T. Aung, Procurement Professional III Phone: (909) 869-3391 E-Mail: ltaung@cpp.edu

RFP DUE DATE

Date/Time: Tuesday, November 25, 2025

2:00 P.M. (PST)

Mailing Address: Procurement Services Attn: Laura Aung, Procurement Professional III 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 Map and Image

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 and

Visual Services for the 2026 Commencement Ceremonies as noted in Section III Scope of Work with estimated budget range One Hundred Thousand dollar ( US$100,0000 ) to One Hundred and Thirty Thousand dollar ( US$130,000) .

The University hosts annual Commencement ceremonies, consisting of multiple ceremonies at one (1) site, over a three (3) day period in May 2026. Commencement is scheduled for Friday, May 15, 2026, Saturday, May 16, 2026, and Sunday, May 17, 2026.

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 begin at 8:00 a.m., 12:00 p.m., 3:00 p.m., and 7:30 p.m., on Friday, May 15th, and at 8:00 a.m., 12:00 p.m., 4:00 p.m., and 7:30 p.m., May 16th and May 17th Saturday & Sunday, for all students graduating on those days.

The lighting/audio visual company must have no less than five (5) years’ experience in higher education events.

1.2 CAL POLY POMONA BACKGROUND

Cal Poly Pomona is the No. 1 polytechnic university for diversity and economic mobility, recognized for helping students from all backgrounds improve their financial futures and achieve their dreams of career success. CPP is nationally ranked as one of the top public universities in the West (U.S. News & World Report), among the best colleges in America (The

Wall Street Journal) and a “best bang for the buck” (Washington Monthly).

With eight academic colleges, CPP offers hands-on learning inside and outside the classroom in more than 100 undergraduate and graduate degree programs. Founded in

38, it is the largest of three polytechnic universities in the California State University — the largest four-year public university system in the United States. Of the more than 27,000+ students served https://www.cpp.edu/aboutcpp/rankings.shtml https://www.cpp.edu/aboutcpp/polyx.shtml https://www.cpp.edu/data/dashboards/fall-term-characteristics.shtml by CPP, most are first in their family to attend college and more than two thirds receive financial aid. With a unique agricultural heritage and desirable geographic location in sunny Southern

California near vibrant Los Angeles, it is the only university where students can ride an Arabian horse, design and construct an award-winning Rose Parade float and launch a rocket into space.

Students at Cal Poly Pomona not only learn by doing — they Become by Doing. Learn more at cpp.edu.

1.3 TERM OF SERVICES

The term of services shall be for one (1) year from the date of contract award, with the option to extend for up to two (2) additional years through annual renewals.

1.4 QUESTIONS

Any questions, interpretations, or requests for clarifications, of either an administrative or technical nature regarding this RFP must be submitted to ltaung@cpp.edu and with a reference to

“RFP LTA25002– RFI” in the subject header and be received prior to the Question Deadline to be considered. Questions received prior to the Question Deadline which do not reference “RFP-

LTA25002 - 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. 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.

1.5 SUBMITTAL OF PROPOSALS

Proposals can be submitted electronically to ltaung@cpp.edu or paper no later than the time and date indicated in this RFP solicitation with the Subject Heading: “RFP LTA250002 Commencement

Lighting Audio Visual Services”.

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.

https://www.cpp.edu/data/dashboards/fall-term-characteristics.shtml https://www.cpp.edu/aboutcpp/become-by-doing.shtml https://www.cpp.edu/

1.6 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.

1.7 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.

1.8 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 https://fiscal.ca.gov/

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 § 0780).

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. If 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 service 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 C.S.U. 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/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 based on 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/-/media/Divisions/PD/PTCS/OPPL/Iran-Contracting-Act-

List.pdf?la=en&hash=71776438AADF114D952082668B1D6A0AEED31C2B

(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 https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Iran-Contracting-Act-List.pdf?la=en&hash=71776438AADF114D952082668B1D6A0AEED31C2B https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Iran-Contracting-Act-List.pdf?la=en&hash=71776438AADF114D952082668B1D6A0AEED31C2B statute (PCC § 10478, § 10477(b)). False certifications shall cause the proposal to be voided/rejected (PCC § 10479).

1.27 AWARD AND EXECUTION OF AGREEMENT

In 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 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 Deadline Date

Release of Request for Proposal (RFP) Monday, October 27,2025

Last Day to Submit Questions (RFI)

Thursday, November 13, 2025

Last Day to Post Addendum Tuesday, November 18,2025

RFP Due Date

Tuesday, November 25,2025

(2 PM P.S.T)

Notice of Intent to Award Friday, December 12,2025

Contract Award Thursday, December 18,2025

Beginning of Services January 2026

Notes:

Dates up to and including the RFP Deadline may be adjusted upon advance written notice posted to https://fiscal.ca.gov/

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

SECTION III

SCOPE OF THE WORK

3.1 SCOPE OF THE EVENT AVENUE – University Quad

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

• 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 display 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)

• Provide 200KW generator with fuel for 3 days, to support all lighting and LED Screen over three (3) days of ceremonies

• Load-In four-five days prior to main event

• Test focus lighting and video feed on LED screen two days prior to first event

• Two (2) Lighting Techs

• One (1) Video LED Tech to cover all 12 ceremonies/3 days

• One (1) Video, LED Tech to cover two (2) days of install/strike only

• One (1) CAD Drawing for all equipment.

• Appropriate stagehands for installation and strike days

• ADA cable bridges 10’ length for cable safety as needed

• Video control power run – 350’ long

• Sound system equipment needs and staff:

o 2-6 deep A12 Main Front Hangs--left and right of o 2 VRX Front-fill as needed and 4 S28 Subs.

o 2-2 deep VRX932 Delay Hangs on 13' Flag Lifts Stands near delays o 6-SRX812P Speakers on stands as needed & island house area.

o 2 MX15 on stage Wedges or Speakers on stands for stage fill in front on ground.

o Two A.T. Podium mics (2 podiums), 2 Push Button o Reader Mics and 6 RF B 58 Vocal Mics.

o M32 FOH console (plus spare) at FOH position with o Laptop to download music and feed to and from Video, o Includes all Cabling, 300' Cat5 Snake, 1-300' o TL30A Delay AC, Power Distro and 2 Motors o (5) Techs for load-in and set-up o (2) Techs for operation and 4 for load-out.

Recommendations on lighting, LED Screen, and/or sound system by production company are welcomed, pending approval by client (Cal Poly Pomona)

• All trussing needed for sound equipment in this request or recommended.

o To include ground support for sound system 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

3.2 Vendor to collaborate with university media vision, and support the following video, audio, and lighting requests:

• Video Feed from Video Team to LED Screen.

o Vendor shall accept one (1) primary and one (1) hot-backup program feed from the

Video Team for the LED Screen.

o Accepted formats: 1080 60p/i, 3G-SDI (BNC). Alternative formats HDMI 2.0 acceptable but not preferred.

o Vendor shall provide two (2) return confidence monitors at FOH Video and Stage

Manager showing the live LED Screen output.

• Separate Video Feed from Video Team to Caption Screen.

o Vendor shall accept a dedicated Caption Feed from the Video Team for a physically separate screen (or lower third window) used exclusively for captions/translation.

o Vendor should provide discrete input and processing path for the Caption Screen, independent of the LED Screen, with separate brightness, sizing, and position controls.

• Video Processing & Quality Control (QC).

o Vendor shall supply professional-grade scalers/frame synchronizers and screen processors to manage Program Feed and Caption Feeds.

o Vendor shall provide an engineering position with waveform/vector scope visibility of LED Screen outputs, and a proc-amp or equivalent for minor color/level trims.

o LED Screen shall be flicker-free on camera (≥ 3840 Hz refresh/PWM) with adjustable brightness (1% increments).

o LED Screen levels, brightness, and color to be set during rehearsal in collaboration with the Video Team.

o Aspect/Color: LED Screen aspect ratio and color space shall match PGM (16:9, Rec.709). Vendor shall ensure accurate color management that shall be approved by the Video Team.

o Latency: End-to-end video latency LED Screen input-to-output shall be ≤ 2 frames at 60fps.

o Brightness: LED screens will have a minimum of 7,000 nits and able to maintain brightness in direct sunlight and in up to 100° F weather.

• Audio In from Video Feeds.

o Vendor shall receive program audio from the Video Team from XLR cable for house playback as needed.

o Vendor shall provide the Video Team with a clean Program Mix (full house mix) for the live stream minus video team’s audio inputs.

o Format: XLR cable o Vendor shall receive and be able to play back audio files – music, audience instructions, etc. aligned with provided program itinerary.

o Latency: Audio delivered to the Video Team shall be aligned to LED Screen video within +/-20 ms; Vendor shall provide adjustable delay as required.

• Lighting o Base white 5600K (or 3200K if artistically required) with consistent white balance across key/fill/back.

o Prioritize fixtures with high CRI/TM-30 and camera-safe dimming (no visible flicker on camera).

o Agree with cue sheets during rehearsal; Lighting Director to provide look previews on camera for approval by the Video Team.

o Appropriate lighting on Stage, ramp, and just beyond the bottom of the ramp students will exit after crossing the stage. This lighting will enhance the live stream and showcase students for a longer period.

• Rehearsals, Testing, and Acceptance o Load-In & Tech: Vendor shall provide sufficient time and crew for screen alignment, color calibration, lip-sync check, caption legibility check, camera tests, and latency measurement, and integration testing with the Video Team.

o Acceptance Criteria: System is accepted when all inputs/outputs meet format specs; LED Screen/Caption Screen shows correct content without artifacts; audio meets level and latency targets; and redundancy demonstrated.

• Additional Installations o Vendor should mount, provide power, and signal path for 2 screens installed inside the stage tent.

o Vendor shall assist video team with wire path over ‘Schutte.’

o Vendor should provide generator backed up power to all tech locations: media island, stage, and graduate seating cameras.

All additional tech supplies or tools to support the technical equipment listed in this request.

The University requires the following services provided at a minimum, or as otherwise determined to be acceptable to the University. The University will reserve the right to update any of the above Contractor’s Responsibilities. This shall be done in writing to the Contractor within 30 days of the first ceremony, in each contracted and agreed upon year of the

Agreement.

ALL COSTS SHALL BE SUBMITTED ON SECTION IV BID PROPOSAL FORM

3.3 DAILY TIMELINE - Ceremony dates May 15-17, 2026

Friday, May 15, 2026

(4 ceremonies each day)

Saturday, May 16, 2026

Sunday, May 17, 2026

(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

3.4 Staff Requirements

The vendor shall provide professionally certified staff, at a minimum, for all events as follows:

• one (1) Event Venue Lighting Technician,

• one (1) LED Technician,

• two (2) Event Venue Sound System Technicians.

Event Information

• Guest capacity: 8500 per ceremony (guests and graduates)

• Ceremony length – 90 mins. to 2 hours each

• 12 ceremonies across three (3) days

3.5 SCHEMATICS

Proposer should produce CAD drawings to scale for venue and the surrounding areas, including campus landmarks. All CAD drawings and related installations shall fully comply with all applicable fire and life safety regulations and code, including but not limited to the California Fire

Code (Title 24, California Code of Regulations), local fire authority requirements, and relevant

National Fire Protection Association (NFPA) standards. Schematics must be submitted to the campus two (2) months before the first day of Commencement. The University shall retain ownership of all site schematics produced under the Agreement.

3.6 PROPOSER OVERSIGHT AND RESPONSIBILITIES

The Proposer shall be fully responsible for all work performed under the agreement executed, and no subcontractor will be recognized as such. For assessing responsibility to the Proposer, all people engaged in the work shall be considered as employees of the Proposer. The Proposer shall give its personal attention to the successful fulfillment of the Agreement and keep all phases of the work under its control.

The Proposer shall always exercise precaution for the protection of persons and property and shall install adequate safety guards and protective devices for all equipment, as necessary. Proposer should also provide and adequately maintain all proper guards, railings, barriers, lights, and warning signs as appropriate and shall comply with all safety precautions as required by law or regulation.

Proposer should take all additional precautions as the CSU may reasonably require for safety and accident prevention purposes. Proposer’s violation of such rules and requirements, unless promptly corrected, shall constitute a material breach of the Agreement.

3.7 PROJECT MANAGER AND PROJECT LEADS

The University requires an experienced and qualified Project Manager be assigned to oversee all aspects of the two-day event and ensure full compliance with the requirements set forth in this

RFP. The Project Manager will have the overall responsibility for the successful coordination of all activities including initiation, planning, scheduling, execution, monitoring, and controlling of all timelines and objectives including all subcontractor activities.

A minimum of three (3) qualified project leaders reporting directly to the Project Manager shall also be assigned to assist in all coordination efforts.

3.8 SUBCONTRACTORS

Proposer should employ competent workers and hire competent subcontractors if needed, who are skilled in the type of work required. Proposer shall make certain that all subcontractors employed are properly licensed (if applicable). The University reserves the right to request a list of all third-party subcontractors hired.

3.9 PROTECTION/RESTORATION OF FACILITIES

The awarded Proposer shall properly and adequately protect all CSU property from damage, including, but not limited to, land, structures, equipment, and utilities. If any CSU Property is damaged or altered in any way during the performance of the Agreement, whether by Proposer or anyone acting on behalf of Proposer, Proposer shall restore the CSU Property to its condition prior to damage or alteration at Proposer’s sole cost and expense.

3.10 POWER

Proposer and all subcontractors working under the Agreement shall bring on-site generators and fuel sufficient to power all equipment as required. Proposer and all subcontractors shall not attempt to access power from any University building or outlet in any way unless prior written approval from the University is obtained.

3.11 AUDIO/VISUAL CONTINGENCY (BACK-UP) PLAN

Proposer shall provide a written narrative of its contingency (back-up) plan for the audio/visual requirements of this RFP. The plan shall outline the steps Proposer is prepared to take to replace any faulty or damaged equipment or any unforeseen emergency to ensure that all venues are properly equipped.

3.12 CHANGE ORDERS

The University reserves the right to issue written orders, or instructions to the awarded Proposer, as necessary. Such written instructions may direct changes in the work at any time. The Proposer may also request changes as deemed appropriate but shall not act on such changes until approved in writing by the University.

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 should encompass all costs for providing Lighting Systems, LED Screen, & Ground Support as specified in 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

5.3.1 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.

5.3.2 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.

5.3.3 Sound System -20 points

The vendor shall demonstrate experience in providing professional audio services as specified in

Section III – Scope of Work. The vendor must manage program audio exchange with the Video Team via XLR connection, ensure playback and clean program mix delivery for live streaming, and maintain audio-video synchronization within ±20 milliseconds with adjustable latency control.

5.3.4 Timeliness and Feasibility of Implementation 10 Points

Ability to adhere to the schedule for the 12 ceremonies beginning Friday, May 15th through Sunday, May 17th, 2026. Demonstrated detailed ability to perform all Venue Lighting & LED Screen services while adhering to the schedule as specified in Section III, Scope of Work. 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.

5.3.5 Cost - 30 Points

Pricing structure, including hours, rates & costs for all Services & Personnel. Demonstrated in

Section IV, Bid Proposal Form.

This category awards points based on the total Cost to provide 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 points, 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 ltaung@cpp.edu with subject heading: RFP LTA25002 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:

RFP LTA25002

Commencement 2026 Lighting Audio Visual Services

Laura T. Aung, Procurement Professional III

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 LTA250002- Commencement 2026 Lighting Audio Visual Services

Submit To: Laura T. Aung, ltaung@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 (CPP)

Proposals become the property of California State Polytechnic University, Pomona (CPP) and information contained therein shall become public documents subject to disclosure laws after Notice of Intent to Award. CPP reserves the right to make use of any information or ideas contained in the Proposal. Proposals may be returned only at CPP’s option and at 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 CPP to structure an RFP or other solicitation. If the Proposer fails to notify CPP 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. CPP 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 should carefully review all documents referenced and make 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 CPP 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 CPP 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 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 a contract under the terms and conditions as set forth herein.

Proposals with unsigned cover letters shall be rejected.

6.8.2 Exceptions and Confidential Material (Tab 2)

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.

6.8.3 Personnel (Tab 3)

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.

6.8.4 Qualifications (Tab 4)

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

1) Venue Lighting,

2) LED Screen/Tiles,

3) Sound System

4) Timeliness and Feasibility of Implementation

This category will evaluate the proposer’s overall methodology and demonstrated approach to achieving the expected outcomes and meeting all primary objectives, as referenced in Section V for scoring purposes.

6.8.5 Cost (Tab 5)

Proposer must include the completed Bid Proposal Form found in Section IV. Should there be any deviations of the form; there 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…