3-1. RFP-721-26073 - Event Rentals (3.23.26).pdf

REQUEST FOR PROPOSAL

RFP No. 721-26073 Title: Event Renatls

Proposal and VetHUB Subcontracting Plan Submittal Deadline: Monday, April 27, 2026 at 2:30 PM CDT

PROCUREMENT OFFICER:

Celina Mercado

PROPOSALS ARE DUE IN THE UNIVERSITY’S PROCUREMENT PORTAL

https://utexas.bonfirehub.com/portal/?tab=openOpportunities https://utexas.bonfirehub.com/portal/?tab=openOpportunities

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION……………………………………………………………………………………………………………………. 3

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: SPECIFICATIONS AND SCOPE OF WORK

SECTION 5: PRICING AND DELIVERY SCHEDULE

SECTION 6: PROJECT INSTRUCTIONS

Attachments:

Attachment One: General Information

Attachment Two: Sample Agreement and/or Business Associate Agreement

Attachment Three: VetHUB Subcontracing Plan

Attachment Four: Higher Education Vendor Assessment Tool (HECVAT) – NOT REQUIRED

Attachment Five: Access By Individuals with Disabilities (Euna) – NOT REQUIRED

Attachment Six: Electronic And Information Resources Environment Specifications [Euna] – NOT REQUIRED

Attachment Seven: Information Security Requirements and Questions [Euna) – NOT REQUIRED

Attachment Eight: Certificate Of Interested Parties, Form 1295

Appendices:

Appendix 1: Execution of Offer

SECTION 1

INTRODUCTION

1.1 Description of The University of Texas at Austin

The University of Texas at Austin is a bold, ambitious leader supporting some 52,000 students, 3,000 teaching faculty, 15,000 staff and top national programs across 19 colleges and schools. As Texas’ leading research university, UT attracts more than $650 million annually for discovery. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the university provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs, and engineers.

1.2 Background and Special Circumstances

Texas Athletics administers one of the largest intercollegiate athletics programs in the nation. Athletics has twenty-one (21) intercollegiate sports programs which compete at the Division I level of the National Collegiate Athletic Association (the “NCAA”) as a member of the Southeastern Conference (“SEC”). Men’s athletic programs include Basketball, Tennis, Swimming and Diving, Golf, Track and Field, Cross Country, Baseball, and Football. Women’s athletic programs include Basketball, Tennis, Swimming and Diving, Golf, Track and Field, Cross Country, Rowing, Soccer, Softball, Volleyball, and Beach Volleyball (all individually and collectively referred to as the “Athletic Programs”). Annually there are an average of five-hundred-fifty (550) students enrolled at the University that participate in NCAA Division I intercollegiate athletics, which includes an average of one hundred twenty-five (125) student-athletes graduating each year.

Texas Athletics produces and creates special events (“Events”) throughout the year for the University.

The Events include one-time events, as well as events that repeat, and also events that may be produced on behalf of other Colleges, Schools, and Units throughout the University.

Depending on the occasion, attendance at these events can range from fewer than twenty (20) to tens of thousands of guests. Events may be held indoors or outdoors, in traditional or non-traditional settings, and rental and related services will vary with the unique purpose of each event.

In general, the special events are as follows:

1. Intercollegiate Athletics ceremonies and programs (Hall of Honors, staff events, Commencement ceremonies, etc.)

2. Longhorn Foundation Events (lunch events, dinner events, galas, donor events, award ceremonies, special tailgates, special receptions, etc.)

3. Athletic Sport events (recruiting events, game day events, tailgates, welcome back events, etc.)

Other Intercollegiate Athletic and University events

1.3 Objective of Request for Proposal

The University of Texas at Austin (University) is soliciting responses from qualified vendors to perform work (Work) more specifically described in Section 4.7 (Scope of Work) of this Request for Proposal (RFP), to increase the pool of qualified vendors to provide special event rental services on an as-needed basis.

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008

Respondent under this solicitation. In particular, Respondent should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this solicitation could give rise to additional purchase volumes. As a result, in submitting its response, Respondent should consider proposing a pricing model and other commercial terms that consider the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this solicitation. Any purchases made by other institutions based on this solicitation will be the sole responsibility of those institutions.

http://www.utsystem.edu/institutions

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on Monday, April 27, 2026 (Submittal Deadline).

NOTE: A public opening of responses will not be conducted for this RFP.

2.2 University Contact Person

Interested parties will direct questions regarding this RFP via Euna portal.

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this section on or before the Questions Due Date listed on the Project Details section of the University’s Procurement Portal, or (ii) if questions relate to Veteran Heroes United in Business, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline.

University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP, will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to university. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to university in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with laws regarding Veteran Heroes United in Business

(VetHUB’s); and

2.3.1.2 Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all responses to determine which Respondent have qualified for consideration according to the criteria stated herein. The

Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated Respondent(s) evaluated by the Committee may be invited to make an oral presentation of their written response to the Committee.

Responses may be evaluated using “best value” criteria as authorized in Section 51.9335, of the education code:

Criteria Scored Criteria Weight Respondents’ Qualifications, Abilities, and Reputation (See Section 6, subsection 6.5 below)

Respondents’ Quality of Proposed Goods or Services (Methodology and Approach) (See Section 6, subsection 6.6 below)

Respondents’ ability to meet University’s needs via Proposed Goods and/or Services (See Section 6, subsection 6.7 below)

Respondents’ Price Proposal, and the long-term cost of using Respondent’s proposed Goods and/or services (See Section 6, subsection 6.8 below)

Respondents’ Staffing Resources and Past Business Relationship Strength with the University (See Section 6, subsection 6.9 below)

Total 100

2.3.3 Evaluation of Response

The evaluation of the responses shall be based on the evaluation criteria as described in this solicitation. All responsive responses will be reviewed, evaluated, and ranked by Committee. This includes any scoring adjustments for outliers or other additional considerations as specified by this solicitation including the submission proposed fee and pricing.

2.3.4 Advancement Criteria

The University may determine a competitive range for short-list interviews/presentations. The competitive range shall consist of the solicitation responses that receive the highest scores or most satisfactory ratings, based on the published evaluation criteria and procedures governing this procurement. Cutoff for the Competitive Range may be based on the top scores for a specific number of responses or based on a “natural break”.” Reasoned judgment will establish the "natural break";

solicitation responses below the cutoff cannot be made successful through clarification and negotiations.

The University is not obligated to enforce a “natural break” in scores and reserves the right to advance a specific number of Respondents as qualified for interviews.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335

2.3.5 Final Score

The Technical Response Score and the Price Proposal, as determined by the standards outlined in Section 5, shall be included in the Respondent's final written score. After the initial assessment, the University may, at its sole discretion, request the Best and Final Offer (BAFO) from each respondent or, if applicable, only from those respondents whose solicitation responses satisfy the Advancement Criteria. A Respondent may choose to keep their initial solicitation response submitted or modify it, including with pricing, in response to a request for a BAFO. The Final Written Response Scores will be updated in line with the specified standards in Section 3 regarding any modifications made to the Respondent's initial solicitation response in the event that a response is received in response to a request for BAFO.

If the University determines it is necessary to have an Advancement Criteria round, the Final Score will be made up of the post interview scoring along with the Initial Price Proposal or BAFO Price Proposal when determining the highest-ranking Respondent.

Every round will be assessed independently by the University using the standards outlined in Section 3.

2.3.6 Eligibility for Award

For a Respondent to be eligible to be awarded the contract, the response must be responsive to the solicitation and University must be able to determine that the Respondent is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive responses are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Responses, which do not comply with all the terms and conditions of this solicitation, will be rejected as non-responsive.

Respondents(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and as necessary, to perform the requirements of the solicitation and be determined a responsible Respondent. Failure to provide any requested additional information may result in the Respondent being declared non-responsive and the response being rejected.

A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the Respondent or Prime Contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that Respondent or a Prime Contractor an unfair advantage over other Respondents.

Only individual firms or lawfully formed business organizations may apply (This does not preclude a Respondent from using subcontractors or contractors.) University will contract only with the individual firm or formal organization that submits a response to this solicitation.

In the event that only one (1) Response is received in reply to the advertised solicitation or only one (1) Response passes the Initial Responsiveness Screening, the University will review the Response for compliance with specifications, identify any areas of non-compliance, and if applicable, identify questions that need to be asked of the Respondent to clarify the Response. The Response must meet all required technical specifications.

2.4 Key Events Schedule

The following anticipated solicitation schedule, including a brief description of milestone dates, is also available on the events details page in Euna:

Solicitation Milestone Proposed Date RFP Issued Wedensday, March 25, 2026 Deadline for Questions from Supplier

Wednsday, April 1, 2026 at 12:00 PM CT

Answers to Supplier Questions (estimated)

Monday, April 13, 2026

RFP Proposal Submittal Deadline Monday, April 27, 2026 at 2:30 PM CT

NOTE: The University reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted in the University Euna portal for your convenience.

2.5 Veteran Heroes United in Business Submittal Requirements:

It is the policy of The University of Texas at Austin to promote and encourage contracting and subcontracting opportunities for Veteran Heroes United in Business (VetHUBs) in all contracts.

The policy applies to all contracts with an expected value of $100,000 or more. If Owner determines that subcontracting opportunities are probable, then a VetHUB Subcontracting Plan (HSP) is a required element of the Qualifications. Failure to submit a required HSP will result in rejection of the Qualifications.

2.5.1 Statement of Probability: Statement of Probability: University has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an HSP is required as a part of the Respondent's Qualifications.

Respondents shall develop and administer an HSP as a part of the Respondent's Qualifications in accordance with the Policy on Utilization of VetHUBs (Appendix Three).

A list of service-disabled veterans trade organizations and development centers can be obtained at:

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

2.5.2 Respondent must complete and submit the HSP in accordance with the Terms and Conditions of this solicitation. Refer to APPENDIX THREE for instructions on how to access the HSP. Respondents that fail to submit the signed HSP will be considered non-responsive to this RFQ as required by §2161.252, Government Code.

Questions regarding the VetHUB may be directed to:

Contact: Gary Hampton Jr., Vendor Management Office Email: utvethub-HSP@austin.utexas.edu http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252

2.5.3 At the same time Respondent submits its response no later than the Submittal Deadline (ref. Project Detail Page). University will review Respondent’s HSP prior to opening the response to confirm Respondent submitted HSP. Respondent’s failure to submit the HSP will result in University’s reject of the response as non-responsive due to material failure to comply with advertised specifications.

2.5.4 University may offer Respondent an opportunity to seek informal review of its draft HSP by University’s VetHUB Office before the Submittal Deadline. The informal review can be submitted via email at utvethub-hsp@austin.utexas.edu.

2.6 Public Information

Respondents are hereby notified that University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this solicitation, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref. Chapter 552, Government Code). Prop will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under §§552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

mailto:utvethub-hsp@austin.utexas.edu http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received by University on or before the Submittal Deadline (ref. Section 2.1) via University Euna portal.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred and eighty (180) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.3 Terms and Conditions

Respondents must comply with the requirements and specifications contained in this solicitation, including the Terms and Conditions (ref. ATTACHMENT TWO). If there is a conflict among the provisions in this solicitation, the provision requiring Respondent to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence: 1) University Terms and Conditions, 2) University referenced solicitation including all amendments issued by University, 3) the solicitation response as accepted and awarded by University.

Respondent may offer for University's consideration alternate provisions to the Terms and Conditions.

Alternates proposed must refer to the specific article(s) or section(s) concerned. General exceptions such as “company standard sales terms apply" or "will negotiate" are not acceptable.

Respondent’s exceptions will be reviewed by University and may result in disqualification of Respondent’s response as non-responsive to this solicitation. If Respondent’s exceptions do not result in disqualification of Respondent’s response, then University may consider Respondent’s exceptions when University evaluates the Respondent’s responses.

Respondent’s silence as to the terms and conditions shall be construed as an Indication of complete acceptance of these conditions as written.

The University shall not agree to any exceptions taken to the following terms and conditions for use of a proposed solution under the resulting contract:

3.3.1 Arbitration;

3.3.2 Limit of Liability;

3.3.3 Indemnification by University;

3.3.4 Wavier of class action by University;

3.3.5 Agree to personal jurisdiction or subject matter jurisdiction;

3.3.6 Any law other than Texas law;

3.3.7 Use of University Logos, except with written permission;

3.3.8 Cannot monetize or sell any data;

3.3.9 Mediation; and

3.3.10 Waiver of trial by jury

3.4 Compliance with NCAA and SEC Regulations

The Respondent agrees to fully comply with and adhere to the Constitution, Bylaws, and Rules of the National Collegiate Athletic Association (NCAA), as well as all applicable regulations of the Southeastern Conference (SEC).

3.5 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.5.1 Signed and Completed Execution of Offer (ref. Appendix 1)

3.5.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 5)

3.5.3 Signed and Completed Addenda Checklist (ref. Addenda Acknowledgement Form)

3.5.4 Response to Specifications and Scope of Work as outlined in Section 6

3.5.5 See Section 6 for additional information and instructions on how to respond to Section 4 and the proposal requirements.

3.5.6 Signed and completed originals of the VetHUB Subcontracting Plan or other applicable documents

(ref. Section 2.5 and ATTACHMENT THREE).

SECTION 4

SPECIFICATIONS AND SCOPE OF WORK

4.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, contractor means the successful Proposer or Respondent.

4.2 Term of Agreement

University anticipates that the term of the Agreement may be up to one (1) years with the initial term of the Agreement. University may elect to renew the Agreement for up to four (4) additional one (1) year terms.

Further, University reserves the right to extend the contract term on a month-to-month basis, not to exceed three (3) months upon the expirations of the initial term and any successive renewal term.

4.3 Approval by the Board of Regents

No Agreement resulting from this RFP will be effective for amounts exceeding five million dollars ($5,000,000) until approved by the Board of Regents of The University of Texas System.

4.4 Multiple Awards

The scope of future programs, in combination with density of the demanding event schedule, may require several Contractors to provide Services simultaneously. The expectation is that in many cases, one (1) Contractor will provide Services per event, but there may be multiple events occurring at the same time or events where multiple Contractors will be required to provide Services to the University. Therefore, University reserves the right to make multiple awards against this RFP. University reserves the right to determine which Contractor will provide services for specified programs and may adjust as needed during the term of the Agreement.

4.5 No Required Quantities or Minimum Amounts

No minimum quantities or minimum dollar amounts are guaranteed or implied. Any agreement that results from this RFP will be a blanket purchase agreement. Work will be requested by University on an as-needed basis.

4.6 Additional Submittals Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

4.6.1 If Proposer takes exception to any terms or conditions set forth in the Agreement (ref.

ATTACHMENT TWO), Proposer must submit a red-lined version of ATTACHMENT TWO and a detailed list of reasons for the exceptions as part of its proposal. If Proposer agrees with terms or conditions set forth in the ATTACHMENT TWO, Proposer will submit a written statement acknowledging it.

4.6.2 By signing the Execution of Offer (APPENDIX ONE), Proposer agrees to comply with Certificate of Interested Parties laws (ref. §2252.908, Government Code) and 1 TAC §§46.1 through 46.5) as implemented by the Texas Ethics Commission (TEC), including, among other things, providing TEC and University with information required on the form promulgated by TEC and set forth in ATTACHMENT EIGHT. Proposer may learn more about these disclosure requirements, including http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=46&interface=VIEW_TAC&part=2&title=1 applicable exceptions and use of the TEC electronic filing system, by reviewing §2252.908, Government Code, and information on the TEC website at https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php.

4.7 Scope of Work

Texas Athletics intends to award contracts to multiple vendors to provide short-term rentals and related services for special events on an “as needed” basis.

This scope of work is intended to outline the general services required to perform Services (Proposer does not need to provide all services listed). Contractor must provide professional short-term event rental services to the University on an “as needed” basis to support the University’s event schedule at various locations. The schedule will include programs that are held indoors and outdoors in both conventional and non-conventional spaces.

In general, all rental items provided by Contractor must meet University’s requirements and be in excellent condition (i.e. uniform in look and like-new in appearance, free of marks and blemishes, tears or damages from previous use, etc.). Should any items not meet the University’s requirements, the Contractor must replace those items prior to the start of the event at no cost to the University.

Short-term event rental and related services will include, but are not limited to, the following:

Contractor will provide the following services to University:

4.7.1 Rental Tents and Related Items, which may include but are not limited to:

• Tents and tent structures (including anchors)

• Tent lighting elements

• Fencing

• Rope & stanchions

• Artificial turf and carpet

• Fire extinguishers and other safety equipment

• Compliance with all fire and safety requirements

• Fans and heaters

• Portable AC

• HVAC ducting and related accessories

• Portable generators

• Dance floors

A. Tents shall be clean, bright, and in excellent condition. All tent fabric shall meet the requirements for flame resistance contained in NFPA 701, “Standard Methods of Fire Test for Flame-Resistant Textiles and Films” 2010 edition, available from National Fire Protection Association (www.nfpa.org).

B. Water barrels and/or weighted anchors, adequate to tent size, must be used to secure tents.

Contractor must provide covers for all water barrels, as well as water hoses to facilitate filling said barrels. Contractor must install and fill all water barrels. During teardown, water from tent barrels should be distributed in landscaped areas without damaging those areas.

C. Stakes may not be used on campus grounds, unless special written approval is previously provided by the University. All stakes, if used, must have protective caps and all stake holes filled upon stake removal with filler of the same material in which the stake was placed.

D. Tents must be cleaned after installation and immediately prior to the opening of the event.

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php http://www.nfpa.org/

E. Tents and all other accessories will be inspected by Contractor and the University prior to event opening. Contractor must correct, repair, or otherwise eliminate defects, tears and other noted deficiencies.

F. All takedowns shall take place immediately following the close of the event and must be completed by 8 a.m. local time the following day, unless special permission is given by University prior to the event. Some events may last until 10:00 p.m. local time or later.

G. Contractor may be required to have a crew available during the day of an event sufficient to maintain and/or repair tents, as well as to install sidewalls in case of inclement weather.

H. All services and equipment must comply with the Americans with Disabilities Act (ADA).

4.7.2 Rental Furniture and Related Items, which may include but are not limited to:

• Chairs

• Tables (including, but not limited to, round, conference, cocktail, picnic, etc.)

• Furniture

• TV Rental

• 120 Quart Water Cooler

• White Plastic Vertical Rail Fencing

• Linens and napkins

• Glassware, chinaware, and flatware

• Propane tanks (Compliant with University Requirements from Environmental, Health and

Safety)

• Display equipment (stands, easlsl, kiosks, etc.)

• Portable Toilets

• ADA-compliant portable restrooms and accessories

• Handwashing stations

A. Chairs of each particular kind must be uniform and match and must be in a new or like-new condition and free from any labels or other markings. Contractor must pallet, wrap, and deliver chairs as specified by University.

B. Contractor must strictly adhere to item specifications requested by University for each event.

Contractor will specify the plan and method of delivery to University when confirming order.

C. All services and equipment must comply with the Americans with Disabilities Act (ADA).

4.7.3 Event Staging and Rigging services and equipment may include, but are not be limited to:

• Standard and Customized Stage Platforms, risers, and scaffolding systems

• Associated stage stairs, ramps, and railings

• Pipe & drape systems

• Lecterns

• Stage skirting, truss or pole sleeves, stage carpeting

4.7.4 Additional Rental Items, which may include but not be limited to:

• Information Booths

• Signage

• Sign stands, frames, A-frames, and weighted bases

• Trash Cans

• Theme-related decoration and lighting for special events.

• Centerpieces and arrangements

• Photo and Video booths with props and backdrops

• Related safety equipment; fire extinguishers or other safety equipment

• Crowd control barricades (steel, bike-rack style)

4.7.5 Labor and Other Services

Contractor must provide labor services to include, but not limited to:

• Delivery

• Installation

• Teardown

• Pickup

• Maintenance

• Trash and recycling services

• Expert operation during the event

4.7.6 Additional Requirements

In addition, Contractor must comply with the following requirements:

A. Contractor must employ, train, and supervise an adequate staff, including specialists and technicians, to provide efficient, dedicated, prompt, and courteous service to University.

Staff and management must be qualified with the technical and business expertise necessary for all events.

B. Contractor must ensure that all staff assigned to Work are continually trained in the operation of all technical systems used to provide Services.

C. All persons working on site will be a direct employee or subcontractor of Contractor and will be covered by all insurance requirements specified by University.

D. Contractor must provide adequate expert labor for delivery, setup, operation, and teardown of all equipment rentals.

E. Contractor must ensure all staff adhere fully to University safety regulations in execution of the Services and must maintain a safe working environment.

F. Contractor and all of its Subcontractors shall comply with all applicable laws, regulations, consensus standards, and best work practices of any public body having jurisdiction for safety of persons or property to protect them from damage, injury, or loss and erect and maintain all necessary safeguards for such safety and protection.

G. Contractor must include all other labor costs, including required travel expenses.

4.7.7 Event Rental Project Management and Consulting Services expertise to include a primary contact for the University who will serve as project manager for the duration of the event project. Services may include, but are not limited to:

• Pre-event consultation and advising

• Assessing resources available to help realize event vision

• Oversight and management of all planned service elements

• Facilitating all contracted logistics to help execute event operation seamlessly

• Resolving any unforeseen issues that arise during the production execution

• Ensuring all contracted services and rental items meet University’s safety requirements and standards of excellence.

• Diagramming services

• Working and collaborating with other University-approved event vendors, including audio/visual vendors, caterers, other event rental vendors, and any other vendors or University entities as needed for project completion.

• Other event rental project management, event services or other event consulting services as requested by University.

• A list of any and all other services that you are able to provide.

4.7.8 University Responsibilities

A. Provide Contractor with details of specific equipment and service needs along with designated point(s) of contact to facilitate Services.

B. Respond to Contractor’s inquiries in a timely manner.

C. Provide schedule(s), location(s), security and building access, etc. needed to facilitate

Services.

4.7.9 Contractor Responsibilities

A. Upon request by Intercollegiate Athletics, Contractor must provide written estimates for equipment and/or services to be utilized. Estimates must be approved by University before services and equipment can be delivered.

B. Prior to providing estimate for Services, Contractor may be required by the University to make a minimum of one (1) site visit prior to the setup of each program to determine logistical and other issues. Any incurred expenses during the site visit will be at the Contractor’s expense.

C. When providing an estimate for Services, Contractor must provide or arrange for any supplemental support equipment (scissor lifts, man lifts, forklifts, etc.) required for the preparation and execution of Services.

D. Contractor is responsible for determining and providing all equipment, personnel, etc.

needed for the complete setup, with exact arrangement to be determined in cooperation with University.

E. Contractor must provide a schedule of estimated personnel and hours as part of Services estimate, including all necessary cartage and labor for load-in, set-up, rehearsals, event operation, strike and load-out. Contractor’s crew must include all personnel necessary for event.

F. Contractor must employ, train, and supervise an adequate staff to provide efficient, dedicated, prompt and courteous service to all University requests. Contractor staff and management must be qualified with the technical and business expertise necessary to provide Services.

G. Contractor must work with University staff and other services providers to facilitate setup operation, and teardown of all equipment necessary to support Event. Contractor must interact and consult as required with the University team members providing other services, as applicable.

H. Contractor must specify and communicate details of any needed electrical loads, locations and connector types to the University’s Project Management and Construction Services (“PMCS”) for power hookups (i.e. power distribution and cable runs, etc.).

I. Services provided must be in accordance to University PMCS safety and design standards.

https://pmcservices.utexas.edu/design-and-construction-standards

J. Contractor must furnish all labor, insurance, supervision, equipment and incidentals necessary for the provision of Services to University.

K. Contractor must obtain and keep current all licenses required to fully perform the Services under City, County, State, and Federal law.

L. Contractor must operate during all hours necessary to support Event activities on University premises or other location as determined by the University for the event.

M. Contractor must be able to provide Services and equipment for both indoor and outdoor productions. Some outdoor programs are located on or adjacent to historic University buildings and working offices. The setup must be temporary, and the installation, operation, maintenance, and removal of all equipment must not cause structural damage or visible changes to University. Should such damages occur, Contractor will be responsible for restoring any such site to a condition satisfactory to University.

N. Contractor will be responsible for damages resulting from equipment failure that may cause personal injury to an individual or to University property.

O. Contractor equipment and rental items must be in complete working order. Contractor must include backup systems as required by University for each event.

P. Contractor must provide any required weather protection supplies and materials. Any equipment specified for use in support of outdoor programs must be appropriate for outdoor use.

Q. Prior to the scheduled event, installation and preparations must be substantially complete by the time of any scheduled rehearsals.

R. Adapting to Changes and Contingency Plan

i. Contractor must provide a contingency plan (at no cost to the University) to address staffing, weather, and/or equipment deemed by the University to be inadequate or inappropriate.

ii. University may require changes based on dynamic programmatic needs and will bear the financial responsibility for those changes and adaptations.

iii. University will have the right to review, approve, and remove Contractor personnel during the term of the Agreement. University may evaluate any Contractor team members and request new team members.

iv. Contractor will be responsible for monitoring all changes to legal requirements and guidance from the CDC and OSHA and adjusting their procedures accordingly.

4.7.10 Criminal Background Checks

Each individual who is assigned to perform the Services under this Agreement will be an employee of Contractor or an employee of a subcontractor engaged by Contractor. Contractor is responsible for the performance of all individuals performing the Services under this Agreement. Prior to commencing the Services, Contractor will (1) provide University with a list ("List") of all individuals who may be assigned to perform the Services, and (2) have an appropriate criminal background screening performed on all the individuals on the List. The criminal background screening will comply with the University policies and procedures as defined and set forth under the University criminal back ground checks policy statement (ref: https://policies.utexas.edu/policies/hop/5- 114 , VII. Responsibilities & Procedures item 9). All criminal background checks must be completed and compliant prior to commencement of any Services by Contractor, Contractor’s employees, or Contractor’s subcontractors. Contractor will determine on a case-by-case basis whether each individual assigned to perform the Services is qualified to provide the services. Contractor will not knowingly assign any individual to provide services who has a history of criminal conduct unacceptable for a university campus or healthcare center, including violent or sexual offenses.

Contractor will update the List each time there is a change in the individuals assigned to perform the Services.

Contractor’s employees, provided Workers and sub-contracted employees, who provide services under this Agreement, must report to their supervisor in writing, within five business days, any criminal complaint, information, indictment, no contest plea, guilty plea, or criminal convictions (and whether the employee is registered as a sex offender or will be required to register as a sex offender), excluding misdemeanor offenses punishable only by fine. Contractor must provide the University written notification of any such reports; within three (3) business days of receiving the report from the employee. The University may require that Contractor remove the employee from University premises and services.

Prior to commencing performance of the Services under this Agreement, Contractor will provide University a letter signed by an authorized representative of Contractor certifying compliance with this Section. Contractor will provide University an updated certification letter each time there is a change in the individuals on the List.

All personnel assigned to the perform services on University premises or designated Service Areas shall be subject to pre-employment background checks, to include criminal records check. The background checks shall be administered in accordance with state law and University of Texas at Austin’s personnel policies addressing disqualifying offenses, which will be provided to Contractor in writing. The background checks shall be conducted and paid for by Contractor.

4.7.11 Event Requests, Payment, and Invoicing

A. When Services are needed, University will submit a request to the Contractor(s) either in writing or by phone with detailed specifications of Services. Specifications will include initial site meeting, response timeframe, delivery timeframe, delivery locations, and any other information needed for Contractor to provide an accurate quote. Contractor will respond to request as soon as possible. Contractor will submit a quote in writing to include, at the minimum, a list of equipment, labor pricing, and delivery timeframe. Quote must be approved by University before commencement of Services.

B. Upon successful completion of Services, Contractor will submit a detailed invoice(s) to University. Contractor’s invoices must include a breakdown of Services completed. All invoices must be approved by University.

C. University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

SECTION 5

PRICING AND DELIVERY SCHEDULE

Proposal of: ___________________________________ (Proposer Name)

To: The University of Texas System

RFP No.: 721-26073 – Event Rentals

Ladies and Gentlemen:

Having examined specifications and requirements of this RFP (including attachments and appendices), the undersigned proposes to furnish Work upon the pricing terms quoted below. The University will not accept proposals which include assumptions or exceptions to the work identified in this RFP.

Respondents must complete this section in its entirety and may supplement this section with additional pages to provide the University with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this solicitation. The Total Cost (hourly rates) must be inclusive of all associated costs. University will not reimburse Contractor for expenses and will not recognize or accept any additional charges or fees.

For the purposes of this solicitation, University will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fees or cost and to comply with the requirements herein may be cause for University to reject, as non-compliant, a response from further consideration.

5.1 Discounts

Describe all discounts that may be available to University, including, educational, federal, state, and local discounts.

5.2 Event Rental Total Cost

Provide a detailed pricing breakdown for the equipment and services described below. The total proposed cost will be a firm, fixed cost for the deliverables described in this RFP.

A. Respondent shall provide a comprehensive price list for any of the services listed below that your firm is able to offer, as well as any additional services not specifically listed below. Pricing shall be clearly identified by unit of measure (e.g., per item, per day, per hour, per event).

1) tents, 2) tent lighting, 3) generators, 4) portable restrooms, 5) fencing, 6) flooring structures,

7) stage structures, 8) turf, 9) carpet, 10) safety equipment, 11) chairs, 12) tables, 13) rope and stanchions, 14) fans, 15) heaters, 16) linens, 17) furniture, 18) glassware, 19) chinaware, 20) flatware, 21) pipe and drape, 22) portable air conditioning units, 23) other items as required, 24) delivery and pickup services, 25) installation and breakdown services, 26) labor services, and 27) other related equipment and services.

B. Discount from Price List

Respondent shall indicate the minimum percentage discount off its standard or published price list for equipment and services offered under this Agreement.

The discount shall remain firm for the life of the Agreement unless improved to the benefit of the University.

Minimum % Discount Off Published Price: __________ %

C. Damage Fees

Respondent shall provide a clear and detailed fee structure for any damage, loss, or replacement charges, including:

• Definition of normal wear and tear versus chargeable damage

• Repair or replacement cost methodology

D. Cancellation Fees

Will Respondent charge cancellation fees?

☐ Yes ☐ No

If yes, Respondent shall provide its cancellation policy, including:

• Required notice periods

• Applicable fees by cancellation timeframe

• Any exceptions for weather, force majeure, or University-directed changes

E. Cleaning Fees

Will Respondent charge additional cleaning fees?

☐ Yes ☐ No

If yes, Respondent shall describe all applicable cleaning fees, including the circumstances under which such fees would apply.

F. Delivery Fees

Will Respondent charge additional delivery fees?

☐ Yes ☐ No

If delivery and pickup charges are not included in the rental price, Respondent shall provide:

• Delivery and pickup pricing

• Any mileage-based or minimum charge requirements

• After-hours or expedited delivery fees, if applicable

G. Set-up and Breakdown Fees

Respondent shall provide the hourly labor rate per person for setup and breakdown services.

Hourly Rate (per person): $________ / hour

H. Additional Service Fees

Respondent shall disclose any additional fees not otherwise identified in this section.

5.3 Additional Services Related Services

Respondents shall provide a price list for any other available goods, services, or benefits that may not be mentioned or reflected in this RFP. These goods and services may not be utilized by University, but pricing is requested.

5.4 Payment Terms

University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

Indicate below the prompt payment discount that Respondent offers:

Prompt Payment Discount: _____% days/net 30 days.

The University of Texas at Austin has implemented the JP Morgan Chase Single Use Account (SUA) Program as the preferred method of payment. Using this method provides benefit to both the university and the supplier who will have their payment processed immediately. Any questions with regards to the SUA Program can be addressed to PaymentServices@austin.utexas.edu. Note: Your existing merchant interchange fees will apply.

Please indicate that you will accept payment under this program.

Yes No http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm mailto:PaymentServices@austin.utexas.edu

Respondents should provide billing as follows:

Upon approval of the invoice by the University, Payment for services will be monthly after each service has been rendered.

5.6 Group Purchasing Organization (GPO) Contract

The University of Texas System subscribes to a GPO Accreditation Program as noted on the referenced website.

Any proposal being made under an available GPO contract that is recognized by UT System, shall be noted below for consideration by the University.

Cooperative Contract Name:

Cooperative Contract No.:

Cooperative Contract Term:

Cooperative Contract Website link:

5.7 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by University to procure any product or service in any volume.

Company:

Contact Name:

Title:

Email Address:

Date:

Signature:

https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program

SECTION 6

Project Instructions

6.1 General Instructions

6.1.1 Respondent(s) should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

6.1.2 Responses and any other information submitted by Respondent in response to this solicitation shall become the property of university. The University will not provide compensation to Respondent(s) for any expenses incurred by the Respondent(s) for response preparation or for any demonstrations that may be made, unless otherwise expressly stated. Respondent(s) submit responses at their own risk and expense.

6.1.3 Responses, which are qualified with conditional clauses, or alterations, or items, not called for in the solicitation documents, or irregularities of any kind are subject to disqualification by university, at its option.

6.1.4 Each response should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this solicitation. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of university needs.

6.1.5 University makes no guarantee that an award will be made as a result of this solicitation and reserves the right to accept or reject any or all responses, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this solicitation or resulting Agreement when deemed to be in University’s best interest. Representations made within the response will be binding on responding firms. University will not be bound to act by any previous communication or response submitted by the firms other than this solicitation.

6.1.6 Firms wishing to submit a “No-Response” are requested to return the first page of the Execution of Offer (ref. APPENDIX ONE).