2026-STPALL-01363-RFB QA Sheet.docx

University of Wisconsin Stevens Point

2026-STPALL-01363-RFB

AV Services for Commencements, Convocations, and Other Events Questions and Responses Question:

1) Who is providing the video feed for this event? Will this be included as part of this RFB? If so, how many cameras are requested? Will this event be livestreamed?

Response:

Livestreaming services will be provided by UWSP staff and are not part of this RFB. UWSP staff will provide a camera and video feed for the event.

Question:

2) Under 9/1/26, it says: "The vendor would need to work with existing equipment and set up in UWSP Laird Room, Alumni Room and Legacy Room which are located in the Dreyfus University Center. There will be multiple meetings held during the same time over these three days. Meetings will be livestreamed so microphones will be needed to hear meeting attendees." Can you please clarify what existing equipment there is? Which three days do you need coverage? And please clarify full scope of work for this part?

Response:

This scope of work was included in error and was removed on 06/10/26.

Question:

3) What was the last contract amount for similar services? Is there an incumbent vendor that is being considered for this?

Response:

For the previous contract amount, please submit an open records request to Rob Manzke at email: rmanzke@uwsp.edu. UWSP has worked with many vendors in the past; however, this is a sealed bid process. All bidders will be evaluated based on the requirements outlined in the specifications, and award will be made to the lowest responsive and responsible bidder.

Question:

4) Is there a need for any producing, event management, pre-produced graphics, or video production services beyond the equipment and AV technicians specified in the RFB, including positions responsible for managing the events and calling the show(s)?

Response:

No, we do not need any of these positions. Only AV technicians.

Question:

5) Does UWSP use Shoflo?

Response:

No, we do not.

Question:

6) Does the convocation need any cameras, recording, IMAG (image magnification of the speakers on the screen for the audience), or livestreaming?

Response:

None of these services are needed.

Question:

7) Can you give more information on the size of the pep / jazz band during the Convocation and if they have soloists that need to be mic’d?

Response:

The band has moved to small jazz combo of around 4-6 students who will play at the ceremony. The soloist will need a microphone, but they will use the microphone that is at the podium for convocation.

Question:

8) When will the room be available for setting up for the convocation?

Response:

Typically, at least 2 days before the event but the event date varies each year. This year the room will be available starting on Sunday, August 30.

Question:

9) We see skirting for camera platforms and a mention of IMAG for the commencements, but it does not mention cameras, a video switcher, camera operators, recording, possible livestreaming. Can you provide more information along these lines?

Response:

UWSP staff will provide livestreaming, cameras, and the personnel needed to operate them.

Question:

10) Do you want live-streaming services?

Response:

No, live-streaming services are not required.

Question:

11) Is UWSP providing podiums as well as the podium mics for the commencements?

Response:

UWSP will provide two podiums that have gooseneck microphones installed on them.

Question:

12) What is the anticipated attendance for each event?

Response:

· Commencement – approximately 3,200 people

· Convocation – approximately 1,000 people

· Chancellor Inauguration – approximately 300 people

· Board of Regents Meeting – approximately 250 people

Question:

13) Please provide the venue room names and the events taking place in each space.

Response:

· Commencement – Skyward Fieldhouse (Champions Hall)

· Convocation – Skyward Fieldhouse (Champions Hall)

· Chancellor Inauguration – Laird Room and Alumni Room (Dreyfus University Center)

· Board of Regents Meeting – Laird Room, Alumni Room, and Legacy Room (Dreyfus University Center) Question:

14) When will the winning bid be announced?

Response:

The bidding period will close on July 7, 2026. Following the bid closing, UWSP will review all submitted bids and complete the necessary approval processes. The timeline for award notification will depend on factors such as the number of bids received and the completeness of the submissions. All bidders will be notified once an award decision has been made.

Question:

15) What, if any, challenges have you experienced in the past that you wish to overcome for the next round of commencement ceremonies?

Response:

No specific challenges have been formally identified from prior commencement ceremonies.

Question:

16) Has UWSP contracted commencement services from an out-of- state provider before?

Response:

Based on available records, UWSP has used a vendor for commencement AV services under a five-year contract, and that vendor was not out of state. However, all proposals will be evaluated fairly regardless of vendor location.

Question:

17) Airfare, per diem, and hotel accommodation will be required. Crew travel and site visit charges will be included on all quotations and final invoices.

Response:

Please include all associated costs in your proposal.

Question:

18) Do suppliers have permission to contact the venue directly to request CAD drawings with detailed rigging information? Please provide contact information.

Response:

The event venues are located on the UWSP campus. The plans provided are for general reference only and should not be considered current as-built drawings.

· MCCH – Skyward Fieldhouse: Schematic floor plan line drawing of the full building (PDF and CAD files available). Reflected Ceiling Plans (RCPs) are not available.

· DUC – Legacy and Alumni Room: Legacy and Alumni Room: Floor plans include RCP drawings, with both PDF and CAD files available.

· DUC – Laird Room: PDF drawings only. AutoCAD files are not available. This is the most current plan set available for the Laird Room.

Please refer to the attached files in the Buyer Attachments section.

Question:

19) Who is responsible for attaching the supplier’s rigging equipment to the venue structure?

Response:

The AV vendor is responsible for the installation and attachment of all rigging equipment to the venue structure.

Question:

20) Do any of the proposed venues have a CBA with local labor unions or other labor policies that should be noted?

Response:

To the best of our knowledge, no union labor requirements apply to these venues.

Question:

21) Please provide a list of existing equipment available in the Laird, Alumni, and Legacy Rooms. Please describe how the existing equipment is to be used for each event scheduled in these spaces.

Response:

This scope of work was removed on 06/10/26

Question:

22) Trucking and transport services will be calculated based on round-trip miles from the supplier’s headquarters to the venue site and included on all quotes and final invoices.

Response:

Please include all associated costs in your proposal.

Question:

23) Please confirm whether there is any expectation for UW staff to operate any supplier-provided equipment and, if so, which equipment is involved.

Response:

No. The vendor is expected to operate all supplier-provided equipment for the events.

Question:

24) Were system-critical infrastructure and labor items, such as lighting consoles, video switching and engineering, lighting designers, and video engineers, intentionally omitted from the equipment list? If so, please provide additional context.

Response:

These items were not intentionally omitted. The equipment list is not intended to be a comprehensive list of all required production equipment. It is expected that the vendor will include any additional equipment and personnel necessary to fully support and operate the system infrastructure.

Question:

25) A 50% deposit is required to start work, including, but not limited to, pre-planning calls, scheduling and booking on-site crews, and reserving technology resources. Can you clarify the timelines and approval process as they relate to the deposit and final payment policy?

Response:

UWSP will not provide advance payments or deposits for this solicitation. Payment will not be made until the item/service is determined to meet all specifications and has been accepted by the University. UWSP will pay the Contractor NET 30 DAYS as accepted by the University.