This is a cost proposal template for RFP# 25-046, issued by Tarrant County College District in Texas, for Spring 2026 Commencement venue, facilities, and event services. The proposal encompasses multiple service categories required to support commencement ceremonies conducted over two days, including facility rental and space usage, venue staffing and operations, security and safety services, technical and production services, parking and traffic services, catering and food service, and administrative fees. The template is structured to accommodate proposals for a primary arena or main ceremony space, additional event spaces, and rehearsal/load-in/load-out days, along with associated staffing for event management, facility operations, housekeeping, and load-in/load-out support. Security and safety services include venue security staffing, law enforcement coordination, emergency medical services, and security sweeps, while technical services cover audio/sound reinforcement, video displays with livestream capability, lighting, and on-site technical support. The proposal also requests pricing for parking lot usage and parking attendants/traffic control, staff and volunteer meals, platform party meals, and administrative or processing fees, risk management and insurance fees, and other required fees.
The cost proposal template currently reflects placeholder values of $0 across all line items, indicating that qualified vendors must complete the template with specific rates, quantities, and total costs for each service category. The proposal format allows bidders to provide detailed pricing for facility rental at specified rates with quantities measured in days, staffing costs based on estimated hours or quantities, security services measured in hours, technical services measured in days, parking services measured in days, and catering services measured by estimated quantity. This comprehensive cost structure enables the College District to evaluate vendor proposals on a detailed, line-item basis to support the execution of professional commencement ceremonies accommodating graduates, guests, faculty, staff, volunteers, and dignitaries in a safe and accessible environment.