50018-260035.pdf

Request for Qualifications

Bid Number: 50018-260035 DATE: JUNE 23, 2026

TITLE: Talent Acquisition, Entertainment Programming, and Event Support Services

SUBMIT BID TO: Grambling State University Purchasing Department purchasingbids@gram.edu

To maintain the integrity of the bid process, please do not cc any other University email address when submitting your bid.

Purchasing Department Contacts: Erin Walker (318-274-3280) walkere@gram.edu

RFQ Release Date: June 23, 2026 Deadline for Written Inquiries: June 30, 2026, by 2:00 PM CST Responses to Written Inquiries Issued: July 3, 2026 Statement of Qualifications Due Date and Time (Electronic Submission Only):

July 14, 2026, by 2:00 PM CST

1. Grambling State University reserves the right to reject any or all Statements of Qualifications, waive informalities, request clarifications, and accept the response deemed to be in the best interest of the University.

2. Hard-copy submissions will not be accepted. All Statements of Qualifications must be received electronically by the date and time specified in this RFQ to be considered.

3. Statements of Qualifications for furnishing the services specified herein are hereby solicited and shall be received electronically at the "Submit Response To" email address listed in this RFQ no later than the specified submission deadline. The Respondent is solely responsible for ensuring timely delivery of its submission. The Purchasing Office is not responsible for transmission delays, failed deliveries, spam filtering, or other electronic delivery issues. A response will be considered late if it is not received at the designated email address by the stated deadline.

4. The maximum email attachment size accepted is 125 MB. If a response exceeds this limit, the Respondent shall submit the response in multiple emails. Each email shall be clearly labeled. Example:

• RFQ 50018-26XXXX – Talent Management Services – Submission 1 of 3

• RFQ 50018-26XXXX – Talent Management Services – Submission 2 of 3

• RFQ 50018-26XXXX – Talent Management Services – Submission 3 of 3

Only documents received by the submission deadline will be considered. Late submissions will not be accepted.

5. Responses must be signed by a person authorized to bind the Respondent. In accordance with La. R.S. 39:1594, the person signing the response must meet the applicable statutory requirements regarding signature authority.

6. When submitted by email, the subject line must clearly identify the RFQ number and title. Responses must be received by the submission deadline.

7. Respondents are responsible for reviewing the entire RFQ, including all instructions, terms, conditions, attachments, specifications, and addenda.

8. All information submitted must be complete and accurate. Any corrections or revisions made to submitted documents should be clearly identified and initialed by the Respondent's authorized representative.

9. Any fees, commissions, reimbursements, or other compensation proposed by the Respondent shall include all costs associated with the performance of services unless otherwise stated in the response.

mailto:purchasingbids@gram.edu mailto:walkere@gram.edu

10. Payment terms shall be Net 30 after receipt of a properly executed invoice and acceptance of services by the University.

11. By submitting a response, the Respondent certifies compliance with all instructions, terms, conditions, and requirements contained in this RFQ and further certifies that the submission is made without collusion, fraud, or other improper conduct.

12. The University's requirements for services, events, and programming activities are estimates only and are not guaranteed. Grambling State University reserves the right to increase, decrease, modify, or discontinue services based upon institutional needs, available funding, and other operational considerations.

SECTION I: ADMINISTRATIVE & GENERAL INFORMATION

1.1 Grambling State University

Grambling State University is a public, comprehensive, historically Black university in Grambling, Louisiana, and a member of the University of Louisiana System. Founded on November 1, 1901, as the Colored Industrial and Agricultural School, the University grew from the vision of the North Louisiana Colored Agriculture Relief Association, organized in 1896 by Black farmers seeking to expand educational opportunity in their communities. At the Association’s request, Booker T. Washington sent Charles P. Adams of Tuskegee Institute to help establish the school;

Adams became its founding president.

For more than a century, that founding commitment has guided Grambling State’s growth and service. The institution moved to its present location in 1905 and evolved through successive stages as the North Louisiana Agricultural and Industrial School, the Louisiana Negro Normal and Industrial Institute, and Grambling College. Following the expansion of graduate education, the institution became Grambling State University in 1974. The University is accredited by the Southern Association of Colleges and Schools Commission on Colleges.

Through its academic colleges and Office of Graduate Studies, Grambling State offers a broad range of undergraduate, graduate, and certificate programs. In 2024, the University opened the Digital Library and Learning Commons, the first digital library at a historically Black college or university in the United States and the only facility of its kind in Louisiana. This landmark investment strengthens learning, research, and collaboration. Building on this momentum, the University continues to invest in learning environments, technology, and services that expand opportunity and support achievement.

Grounded in a legacy of access, excellence, and service, Grambling State University advances social and economic mobility by preparing graduates to lead with purpose, serve their communities, and make a meaningful impact. The University remains true to its enduring motto: “Where Everybody is Somebody.”

1.2 Request for Qualifications (RFQ)

You are invited to submit a proposal to provide Talent Acquisition, Entertainment Consulting, and Event Programming Services for Grambling State University in accordance with the Louisiana Revised Statute 39:1595: The Scope of work is provided in Section II of this document.

1.3 Goal

The goal of this Request for Qualifications (RFQ) is to identify and establish a contractual relationship with a qualified firm capable of providing talent management, entertainment programming support, booking assistance, and event consulting services that enhance student engagement and support the mission of Grambling State University.

The University seeks a strategic partner that can assist in the planning, development, coordination, and execution of high-quality programming and signature events while promoting student involvement, leadership development, campus engagement, and a positive student experience.

1.4 Objectives

The selected firm shall assist the University in achieving the following objectives:

1. Provide access to a diverse network of entertainers, speakers, performers, influencers, and other talent suitable for University-sponsored events and programs.

2. Support the planning and execution of student-focused programming, including Homecoming, Spring Fest, Yard

Fest, Speaker Series, Welcome Week activities, and other campus events.

3. Assist in developing balanced and engaging event lineups that align with student interests, event goals, and available budgets.

4. Provide strategic guidance regarding entertainment trends, audience engagement, cultural programming, and emerging opportunities within higher education and HBCU environments.

5. Assist the University with talent negotiations, contract coordination, logistical planning, and event support services.

6. Ensure transparency, professionalism, accountability, and fiscal responsibility throughout the talent acquisition and event planning process.

7. Support programming that reflects and respects the University's mission, values, traditions, and the cultural significance of Historically Black Colleges and Universities (HBCUs).

8. Assist the University in identifying programming opportunities that contribute positively to student success, leadership development, community engagement, and institutional advancement.

9. Provide recommendations and services that comply with applicable University policies, State of Louisiana procurement requirements, and all contractual and vendor registration procedures.

10. Enhance the overall student experience by providing high-quality, engaging, and memorable campus programming opportunities.

1.5 Right to Investigate

The University reserves the right to investigate the qualifications of all firms under consideration and to confirm any part of the information furnished by a Contractor or to require other evidence of managerial, financial, or technical capabilities that are considered necessary for the successful performance of a contract.

1.6 Definitions

A. Agency - Any department, commission, council, board, office, bureau, committee, institution, agency, government, corporation, or other establishment of the executive branch of this State authorized to participate in any contract resulting from this solicitation.

B. Artist – Any musician, band, performer, entertainer, spoken-word artist, comedian, DJ, or other individual or group engaged to provide entertainment services.

C. Booking Assistance – Services provided by the Contractor to identify, recommend, coordinate, negotiate, and facilitate the engagement of talent on behalf of the University.

D. Contractor – Any person having a contract with a governmental body. For sections of this RFP outlining required actions of a Contractor, the Contractor should be understood to refer to the successful Proposer responding to this RFP.

E. Discussions- For the purposes of this RFP, a formal, structured means of conducting written or oral communications/presentations with responsible Proposers who submit proposals in response to this

RFP.

F. DOA – Division of Administration G. Entertainment Programming – Activities, performances, appearances, presentations, and events designed to engage students and enhance campus life.

H. Event Support Services – Professional services related to the planning, coordination, scheduling, logistics, and execution of University-sponsored events.

I. GSU – Grambling State University Purchasing Office J. HBCU – Historically Black College or University.

K. Key Personnel – Individuals identified by the Respondent who will be primarily responsible for providing services under the resulting contract.

L. May - The term “may” denotes an advisory or permissible action.

M. Must - The term “must” denotes mandatory requirements.

N. Programming Strategy – Recommendations and planning efforts designed to enhance student engagement through talent selection, event development, and audience participation.

O. Proposal or Statement of Qualifications (SOQ) – The complete response submitted by a Respondent in response to this RFQ.

P. Respondent – Any firm, agency, organization, or individual submitting a Statement of Qualifications in response to this RFQ.

Q. RFQ– Request for Qualifications R. Shall – The term “shall” denotes mandatory requirements per La. R.S. 39:1556 (52).

S. Speaker – Any lecturer, presenter, author, motivational speaker, public figure, influencer, educator, or guest invited to participate in a University event.

T. Student Programming – Activities, events, workshops, performances, lectures, and initiatives designed to support student engagement, leadership development, educational enrichment, and campus involvement.

U. Talent – Artists, performers, speakers, influencers, entertainers, hosts, public figures, and other individuals or groups recommended or secured by the Contractor for University events.

V. Should – The term “should” denotes a desirable action.

W. State- Grambling State University.

X. University or GSU- Grambling State University Y. University Marks – The University's name, logos, trademarks, service marks, athletic marks, mascot, trade dress, insignia, and other intellectual property owned or controlled by Grambling State University.

Z. Vendor Registration – The process by which an individual or entity completes all required documentation necessary to conduct business with Grambling State University and receive payment through the University's financial system.

1.7 Contract Administration

The Contract Administrator shall be responsible for monitoring the performance of the resulting contract, reviewing deliverables, coordinating services, and serving as the primary point of contact between Grambling State University and the Contractor.

The Contract Administrator for this solicitation shall be:

Division of Campus Life & Holistic Development Grambling State University 403 Main Street Grambling, Louisiana 71245

The University reserves the right to designate another representative to administer the contract at any time during the term of the agreement.

The Contract Administrator shall have the authority to:

• Coordinate services under the contract;

• Review and approve deliverables;

• Monitor contractor performance;

• Request status updates and reports;

• Coordinate event-related activities;

• Serve as the primary communication liaison between the University and the Contractor.

The Contract Administrator does not have authority to amend the contract, authorize additional compensation, modify contract terms, or otherwise obligate the University beyond the scope of the executed agreement.

1.8 Proposer Inquiry Periods

Grambling State University shall not permit an open-ended inquiry period, as doing so may unnecessarily delay the procurement process and the University's operational needs. The University expects all interested Respondents to conduct a thorough review of the RFQ documents and submit any questions or requests for clarification in a timely manner.

An inquiry period is hereby established to allow Respondents the opportunity to review the RFQ and submit written inquiries. All inquiries must be submitted in writing by an authorized representative of the Respondent and should clearly reference the applicable section of the RFQ.

All inquiries must be received by the Inquiry Deadline identified in Section 1.3, Schedule of Events. Questions received after the stated deadline may not be considered.

Responses to inquiries that result in a change to the RFQ requirements or provide clarification deemed necessary by the University will be issued through a written addendum and posted in accordance with University procurement procedures. Verbal responses or informal discussions shall not be considered binding.

All inquiries regarding this RFQ shall be directed to:

Erin Walker Director of Purchasing Grambling State University 403 Main Street Campus Box 4269 Grambling, Louisiana 71245 Phone: (318) 274-3280 Email: walkere@gram.edu

Respondents are prohibited from contacting any other University employee, department, committee member, or representative regarding this solicitation during the inquiry period unless otherwise authorized by the University.

Failure to comply with this requirement may result in disqualification of the Respondent's submission.

Only the individual identified above, or their designated representative, has the authority to officially respond to Respondent inquiries on behalf of Grambling State University, including during the Blackout Period. Any communication from other University employees, representatives, consultants, or agents shall not be binding upon Grambling State University.

An addendum will be issued, when necessary, to address inquiries received during the inquiry period and to communicate any changes, revisions, or clarifications to this RFQ. All addenda will be posted on the Louisiana Procurement and Contract Network (LaPAC) website. Upon issuance of an addendum, all solicitation documents, including but not limited to the specifications, scope of services, terms, conditions, and requirements, shall be considered modified accordingly.

No negotiations, decisions, commitments, interpretations, or actions shall be based upon any oral discussions or unofficial communications with University employees or representatives. Only written information provided through an official addendum shall be considered binding.

mailto:walkere@gram.edu

It is the Respondent's responsibility to monitor the LaPAC website for the issuance of addenda and other procurement-related information. Grambling State University shall not be responsible for a Respondent's failure to obtain or review any addendum issued in connection with this RFQ.

Any person aggrieved in connection with this solicitation or the specifications contained herein may protest in accordance with Louisiana Revised Statute 39:1671. Any such protest shall be submitted in writing to the Director of Purchasing for Grambling State University and received no later than two (2) business days prior to the deadline established for the receipt of Statements of Qualifications.

Note: LaPAC is the state’s online electronic bid posting and notification system resident on the Office of State Procurement website [www.doa.louisiana.gov/osp]. In that LaPAC provides an immediate e-mail notification to subscribing bidders/proposers that a solicitation and any subsequent addenda have been let and posted, notice and receipt thereof is considered formally given as of their respective dates of posting.

To receive the e-mail notification, vendors/proposers must register in the LaGov portal and pay the vendor registration fee. Registration is intuitive at the following link:

https://wwwcfprd.doa.louisiana.gov/osp/lapac/Vendor/VndPubMain.cfm?tab=2

1.9 Contract Type

The resulting contract shall be a professional services agreement for talent management, entertainment programming support, booking assistance, event consulting, and related services as described in this RFQ.

The University anticipates utilizing the selected Contractor on an as-needed basis to provide talent recommendations, programming support, event planning assistance, contract negotiation support, and related services for student engagement activities and special events.

The scope and level of services requested may vary throughout the term of the agreement based on the University's programming needs, event schedules, available funding, and institutional priorities. Any significant changes to the scope of services shall be subject to review and approval by Grambling State University.

Nothing in this RFQ or any resulting contract shall be construed as guaranteeing a minimum volume of work, number of events, or level of compensation. Services shall be requested and authorized by the University as needed and in accordance with the terms of the resulting agreement.

1.10 Availability and Submission Requirements

This RFQ is available electronically through the Louisiana Procurement and Contract Network (LaPAC). Interested Respondents may obtain the solicitation documents and any related addenda directly from the LaPAC website.

It is the Respondent's responsibility to monitor the LaPAC website regularly for the issuance of addenda, updates, or other procurement-related information. Grambling State University shall not be responsible for a Respondent's failure to obtain or review any addendum issued in connection with this RFQ.

Electronic Submission Only

Grambling State University will accept Statements of Qualifications electronically only. Hard copy, printed, faxed, hand-delivered, or emailed submissions will not be accepted.

All responses must be submitted electronically through the method identified in this RFQ and must be received no later than the date and time specified in the Schedule of Events.

http://www.doa.louisiana.gov/osp https://wwwcfprd.doa.louisiana.gov/osp/lapac/Vendor/VndPubMain.cfm?tab=2

Respondents are solely responsible for ensuring that their electronic submission is successfully received by the University prior to the submission deadline. Late submissions will not be considered.

Failure to submit all required documents by the deadline may result in the response being deemed non-responsive and removed from further consideration.

1.11 Proposal Response Format

Statements of Qualifications (SOQs) submitted for consideration should follow the format and order of presentation described below.

1.11.1 Cover Letter

The Cover Letter shall demonstrate the Respondent's understanding of the services requested and its ability to successfully provide talent management, entertainment programming support, booking assistance, and event consulting services as described in this RFQ.

The Cover Letter shall include a statement confirming that the Respondent is willing and able to perform the services described herein and enter into a contract with Grambling State University under the terms and conditions set forth in this RFQ.

Signature Authority

Please indicate in the Cover Letter which of the following applies to the individual signing the Statement of Qualifications. Evidence of signature authority shall be provided upon request by the University.

1. The signer is a corporate officer listed on the Respondent's most current filing with the applicable Secretary of State or is a member of a partnership, limited liability company, or other business entity authorized to bind the organization.

2. The signer is a representative of the Respondent authorized to submit the Statement of Qualifications and contractually bind the organization through a corporate resolution, certification, delegation of authority, or similar documentation. Supporting documentation should be attached to the Cover Letter.

3. The signer has been designated as an authorized representative through official organizational records or other legally recognized documentation. Supporting documentation shall be provided upon request.

The Cover Letter shall also include:

a. The legal name of the Respondent and any DBA (Doing Business As) name;

b. Federal Tax Identification Number (FEIN);

c. Business address, telephone number, and website (if applicable);

d. Name, title, telephone number, and email address of the primary contact person;

e. Name, title, telephone number, and email address of the individual authorized to contractually obligate the Respondent;

f. A brief summary of the Respondent's qualifications, experience, and capabilities relevant to the services requested in this RFQ;

g. A statement acknowledging receipt of all addenda issued in connection with this RFQ; and

h. A statement certifying that the information contained in the Statement of Qualifications is true and correct to the best of the Respondent's knowledge.

1.11.2 Statement of Qualifications Response Form

The Respondent shall submit a Statement of Qualifications (SOQ) organized in the format outlined below. Responses should be concise, complete, and provide sufficient detail to allow the University to evaluate the Respondent's qualifications, experience, and ability to perform the requested services.

1.11.2.1 Company Information and Qualifications

1. Company name, headquarters address, website, and primary contact information.

2. General description of the company, including years in business, areas of expertise, and services offered.

3. Description of the firm's experience providing talent management, entertainment programming, artist booking, speaker procurement, event consulting, or related services.

4. Description of the firm's experience working with colleges, universities, Historically Black Colleges and Universities (HBCUs), student affairs divisions, campus activities programs, or comparable organizations.

5. Description of the firm's experience coordinating large-scale events, concerts, speaker series, student engagement activities, festivals, or similar programs.

6. Professional biographies or resumes of key personnel who will be assigned to support Grambling State University.

7. Identification of the primary account manager and any additional personnel expected to oversee, advise, and support the University throughout the contract term.

1.11.2.2 Work Organization and Approach

1. Description of the firm's organizational structure and the personnel assigned to support the University.

2. Description of the firm's approach to talent sourcing, artist recommendations, speaker identification, and event programming support.

3. Description of the firm's process for evaluating talent opportunities and developing balanced event lineups that align with student interests, institutional values, and budget considerations.

4. Description of the firm's contract negotiation process, including coordination of talent agreements, riders, logistics, and performance requirements.

5. Description of the firm's approach to event planning support, risk management, contingency planning, and event execution.

6. Description of the firm's communication practices and methods for providing recommendations, updates, and status reports to the University.

7. Description of any subcontractors, strategic partners, talent agencies, or affiliated organizations that may assist in providing services under the resulting contract.

1.11.2.3 Talent Network and Industry Relationships

1. Overview of the Respondent's talent network, including artists, entertainers, speakers, influencers, cultural presenters, and other talent categories.

2. Description of industry relationships, agency partnerships, speaker bureaus, management companies, and other resources available to support University programming.

3. Description of the firm's ability to secure talent at varying budget levels, including premium, mid-tier, and emerging talent options.

4. Examples of successful programming recommendations or events coordinated for higher education institutions or similar organizations.

1.11.2.3 Technical Response

Each Respondent shall address how the firm will meet the requirements of this RFQ, with particular attention to the following:

1.11.3.1 Service Delivery Approach

Describe the Respondent's approach to providing talent management, entertainment programming support, artist booking assistance, event consulting, and related services. Include the process for identifying talent, developing recommendations, coordinating negotiations, and supporting event execution.

1.11.3.2 Implementation and Onboarding Plan

Describe the Respondent's proposed approach for initiating services, establishing communication protocols, understanding University programming objectives, and coordinating with the Division of Campus Life & Holistic Development and other University stakeholders.

1.11.3.3 Training and Knowledge Transfer

Describe any training, orientation, resources, or educational tools the Respondent will provide to assist University personnel in understanding talent acquisition processes, industry trends, event planning considerations, and entertainment programming opportunities.

1.11.3.4 Student Engagement, Community Impact, and Supplier Diversity

Describe the Respondent's approach to supporting student engagement, leadership development, cultural enrichment, and community impact through programming recommendations. Respondents may also describe efforts to utilize diverse suppliers, minority-owned businesses, small businesses, and other community partners where appropriate.

1.11.3.5 Customer Service and Account Management

Describe the Respondent's customer service model, including primary points of contact, communication methods, response times, escalation procedures, and availability during event planning and event execution.

1.11.3.6 Key Personnel

Provide resumes, biographies, or professional summaries for the proposed account manager, primary University contact, and any key personnel who will be assigned to support Grambling State University under the resulting contract.

1.11.3.7 References

Provide references for at least three (3) colleges, universities, government agencies, nonprofit organizations, or private entities for whom similar services have been provided. Include the organization name, contact person, title, telephone number, email address, and a brief description of the services provided.

1.11.3.8 Financial Stability

Provide information demonstrating the Respondent's financial stability and ability to perform the services contemplated by this RFQ. Acceptable documentation may include audited financial statements, annual reports, financial summaries, or other documentation from the past three (3) years.

1.11.3.9 Understanding of University Needs

Describe the Respondent's understanding of the University's goals, the scope of services requested, HBCU culture and traditions, student engagement objectives, and the unique considerations associated with providing entertainment programming and talent management services in a public higher education environment.

1.11.3.10 Additional Information

Provide any additional information, value-added services, strategic partnerships, innovative ideas, or other information that the Respondent believes would be beneficial to the University's evaluation of its qualifications and capabilities.

1.11.4 References

Respondents shall provide a minimum of three (3) references that can attest to the firm's qualifications, experience, performance record, and ability to successfully provide talent management, entertainment programming, artist booking, speaker procurement, event consulting, or similar services.

For each reference, provide:

• Organization Name

• Contact Person

• Title

• Telephone Number

• Email Address

• Description of Services Provided

• Contract Term or Project Dates

1.11.4.2 At least one (1) reference should be from a college, university, Historically Black College or University (HBCU), student affairs division, campus activities program, or other organization with event programming needs similar in scope and complexity to those anticipated by Grambling State University.

The University reserves the right to contact any reference provided by the Respondent and may consider information obtained from references when evaluating qualifications and determining the most advantageous respondent.

1.12 Industry Partnerships and Strategic Relationships

Respondents shall provide information regarding any industry partnerships, agency affiliations, speaker bureau relationships, talent representation agreements, management company affiliations, production partnerships, sponsorship relationships, or other strategic arrangements that may support the services contemplated under this RFQ.

The response should include:

1. A description of any exclusive or preferred relationships that may affect the Respondent's ability to recommend, procure, or negotiate with talent on behalf of the University.

2. A description of any partnerships with talent agencies, management companies, speaker bureaus, promoters, production companies, or other organizations that may provide value to the University.

3. A statement regarding whether any such relationships could create actual or potential conflicts of interest when recommending talent, speakers, entertainers, or programming opportunities.

4. A description of any sponsorship, promotional, marketing, or branding agreements that may impact the Respondent's services under the resulting contract.

If no such partnerships or agreements exist, the Respondent shall so state.

The University reserves the right to review and evaluate any partnerships, affiliations, or relationships that may influence the Respondent's recommendations, objectivity, or ability to act in the best interest of Grambling State University.

1.13 Number of Response Copies

Respondents shall submit one (1) complete electronic Statement of Qualifications (SOQ) in PDF format.

Hard copy, printed, faxed, hand-delivered, or USB submissions will not be accepted.

All responses must be received electronically no later than the date and time specified in the Schedule of Events. The Respondent is solely responsible for ensuring that its submission is successfully received prior to the submission deadline.

Late submissions will not be considered.

The electronic submission shall include all required forms, certifications, attachments, and supporting documentation identified in this RFQ.

Failure to provide all required information may result in the response being deemed non-responsive and removed from further consideration.

1.14 Legibility/Clarity

Responses to the requirements of this RFQ should be prepared in the format requested and provide sufficient detail to allow the University to evaluate the Respondent's qualifications, experience, capabilities, and overall approach to providing the requested services.

The Statement of Qualifications should clearly demonstrate the Respondent's understanding of the University's objectives, the scope of services, student engagement needs, and the requirements contained in this RFQ.

Responses should be organized, concise, and straightforward while providing adequate information to address each requirement. Unnecessarily lengthy submissions are discouraged; however, Respondents should provide enough detail to fully explain their qualifications, experience, proposed approach, and ability to successfully perform the requested services.

Each Respondent is solely responsible for the accuracy, completeness, and clarity of its submission. The University reserves the right to request clarification of any information submitted; however, the University is not obligated to seek clarification and may evaluate responses solely on the information provided.

1.15 Confidential Information, Trade Secrets, and Proprietary Information

For purposes of this procurement, the provisions of the Louisiana Public Records Act, La. R.S. 44:1 et seq., shall apply.

Pursuant to this Act, all proceedings, records, contracts, and other public documents relating to this RFQ shall be subject to public inspection, except as otherwise provided by law.

Respondents are advised that trade secrets and other proprietary information submitted in connection with this RFQ may be protected from disclosure only to the extent permitted by Louisiana law. Any claim of confidentiality must be asserted by the Respondent at the time of submission of its Statement of Qualifications.

Any Statement of Qualifications that is copyrighted, marked confidential, proprietary, or trade secret in its entirety may be rejected without further consideration. Blanket designations of confidentiality are discouraged and may not be honored.

The Respondent must clearly designate any information claimed to be a trade secret or privileged or confidential proprietary information by marking the applicable pages or sections as "CONFIDENTIAL." The Respondent shall also identify the specific sections for which protection is requested and provide a written justification supporting the request.

The cover page of the submission shall contain the following statement, if applicable:

"The data contained in pages _____ of this Statement of Qualifications have been submitted in confidence and contain trade secrets and/or privileged or confidential proprietary information and such data shall only be disclosed for evaluation purposes. If a contract is awarded as a result of this solicitation, Grambling State University shall have the right to use or disclose such information to the extent provided in the resulting contract. This restriction does not limit Grambling State University's right to use or disclose information obtained from any source without restriction."

Additionally, each page containing confidential information shall be clearly marked "CONFIDENTIAL."

Respondents must be prepared to defend any claim that information should remain confidential. If a competing Respondent or other party seeks access to information designated as confidential, Grambling State University will notify the owner of the information of the request. If the owner of the information objects to disclosure, it shall indemnify and hold harmless Grambling State University, its officers, employees, and agents from any claims, damages, costs, or legal actions, including attorney fees, arising from the University's refusal to disclose such information. If the owner declines to provide such indemnification, the University may disclose the information as required by law.

Grambling State University reserves the right to provide submissions, including proprietary information, to University personnel, evaluation committee members, legal counsel, the Office of the Governor, the Office of State Procurement, or other governmental entities as necessary for the evaluation and administration of this solicitation.

Such individuals shall be required to protect any properly identified confidential information to the extent permitted by law.

Any Respondent that fails to comply with this section and applicable provisions of Louisiana law may be deemed to have waived any claim of confidentiality, and the information may be considered a public record.

If a submission contains information claimed to be confidential, the Respondent shall also provide a redacted copy of its Statement of Qualifications suitable for release under a public records request. The redacted version shall be clearly marked "REDACTED COPY" and identify the sections or information that have been removed. If a redacted copy is not submitted with the original response, the University may request one, and the Respondent shall provide it within forty-eight (48) hours of notification.

1.16 Blackout Period

The Blackout Period is a specified period during the competitive solicitation process in which any Respondent, prospective Respondent, contractor, or their agent or representative is prohibited from communicating with any employee or representative of Grambling State University involved in any phase of the procurement process regarding the solicitation.

The Blackout Period applies to all Grambling State University employees, evaluation committee members, consultants, contractors, and other individuals participating in the procurement process. Involvement in the procurement process may include, but is not limited to, project management, solicitation development, scope development, specification preparation, procurement administration, evaluation of Statements of Qualifications, contract review, and award recommendation activities.

All communications regarding this RFQ during the Blackout Period shall be directed solely to the designated Procurement Contact identified in this solicitation. Communications shall be conducted only through the methods authorized by Grambling State University.

The Blackout Period shall begin upon issuance of the RFQ and shall remain in effect until a contract is awarded, the solicitation is canceled, or the University otherwise formally concludes the procurement process.

In instances where a Respondent is also an incumbent contractor, communications between the University and the incumbent contractor may continue regarding the administration and performance of the existing contract. However, under no circumstances shall discussions occur regarding this RFQ or any matters related to the evaluation, selection, or award process.

Any Respondent, contractor, or representative who violates the Blackout Period may be subject to disqualification from further consideration and may be subject to any other remedies available under applicable law.

Any costs associated with cancellation, termination, or disqualification resulting from a violation of this provision shall be the sole responsibility of the Respondent.

The Blackout Period shall not apply to:

1. A protest submitted pursuant to Louisiana Revised Statute 39:1671;

2. Officially scheduled pre-submittal conferences, site visits, or meetings conducted by the University;

3. Oral presentations, interviews, demonstrations, or discussions requested by the University as part of the evaluation process;

4. Communications regarding procedural matters that are directed to the designated Procurement Contact.

Procedural matters include questions regarding deadlines, submission requirements, procurement schedules, or other administrative matters. Procedural communications shall not include substantive discussions regarding the requirements of the RFQ, evaluation criteria, selection process, or the Respondent's qualifications.

1.17 Errors and Omissions in Proposal

Grambling State University shall not be liable for any errors, omissions, or misrepresentations contained in a Respondent's Statement of Qualifications.

Respondents shall not be permitted to modify, supplement, or alter their submission after the deadline established for receipt of Statements of Qualifications, except as specifically authorized by the University.

The University reserves the right to request clarifications, additional information, or supporting documentation from any Respondent for the purpose of clarifying or verifying information contained in the submission. Such requests shall not be construed as an opportunity for the Respondent to revise, modify, or materially alter its response.

The University also reserves the right to correct patent errors, obvious clerical mistakes, or administrative inaccuracies identified in a submission when such corrections do not affect the substance of the Respondent's qualifications or provide a competitive advantage.

Failure of a Respondent to provide accurate, complete, and responsive information may result in the submission being deemed non-responsive and removed from further consideration.

1.18 Changes, Addenda, Withdrawals

Grambling State University reserves the right to revise the Schedule of Events, issue addenda to this RFQ, or cancel and reissue the RFQ at any time when it is determined to be in the best interest of the University.

All addenda issued by the University shall become part of this RFQ. It is the responsibility of each Respondent to monitor the LaPAC website and obtain any addenda issued in connection with this solicitation.

Prior to the submission deadline, a Respondent may modify, supplement, clarify, or withdraw its Statement of Qualifications by submitting a written request signed by an authorized representative of the Respondent. Any such request shall clearly identify the RFQ number and Respondent name and shall be received by the University prior to the deadline established for receipt of responses.

Modifications or withdrawals received after the submission deadline will not be accepted unless otherwise permitted by law or specifically authorized by the University.

Following the submission deadline, Statements of Qualifications may not be altered, amended, or withdrawn except as may be requested by the University for clarification purposes. Any clarification requested by the University shall not provide the Respondent an opportunity to materially revise its submission.

The University reserves the right to request additional information, clarifications, or supporting documentation from any Respondent as necessary to facilitate the evaluation process.

1.19 Withdrawal of Proposal

A Respondent may withdraw its Statement of Qualifications at any time prior to the submission deadline established in the Schedule of Events.

To withdraw a submission, the Respondent shall submit a written request signed by an authorized representative of the Respondent. The request shall clearly identify the RFQ number, Respondent name, and the intent to withdraw the submission.

Withdrawal requests must be received by the Grambling State University Purchasing Office prior to the submission deadline. Once the submission deadline has passed, Statements of Qualifications may not be withdrawn for a period of ninety (90) days unless otherwise authorized by the University or required by law.

A Respondent whose submission has been properly withdrawn may submit a new or revised Statement of Qualifications at any time prior to the submission deadline.

1.20 Material in the RFQ

Responses shall be based solely upon the information contained in this RFQ and any official addenda issued by Grambling State University.

This RFQ includes all official instructions, requirements, specifications, responses to written inquiries, addenda, and other information issued by the University in connection with this solicitation. Respondents shall not rely upon verbal statements, informal discussions, interpretations, or representations from any University employee, consultant, or representative that are not confirmed through an official written addendum.

Should a Respondent identify any ambiguity, inconsistency, discrepancy, or error in this RFQ, the Respondent shall promptly notify the University's designated Procurement Contact during the established inquiry period.

Only information communicated through an official addendum issued by Grambling State University shall be considered binding and may be relied upon by Respondents in preparing their Statements of Qualifications.

1.21 Waiver of Administrative Informalities

Grambling State University reserves the right, at its sole discretion, to waive minor administrative informalities, irregularities, or technical deficiencies contained in a Respondent's Statement of Qualifications when such waiver is determined to be in the best interest of the University and does not prejudice the rights of other Respondents.

Examples of administrative informalities may include minor clerical errors, formatting issues, or other immaterial defects that do not affect the substance of the submission, the Respondent's qualifications, or the evaluation process.

The waiver of any administrative informality shall not obligate the University to waive the same or similar informalities in any other submission. The University reserves the right to request clarification of any information contained in a Statement of Qualifications and to determine, in its sole discretion, whether a deficiency is material or administrative in nature.

1.22 Rejection of Responses

Issuance of this RFQ in no way constitutes a commitment by Grambling State University to award a contract. The University reserves the right to accept or reject any or all Statements of Qualifications, to waive minor informalities and irregularities, to request clarifications, or to cancel this RFQ if it is determined to be in the best interest of the University.

Grambling State University further reserves the right to cancel, postpone, reissue, modify, or withdraw this RFQ at any time and reserves the right to decline to enter into a contract with any Respondent, including the highest-ranked Respondent, prior to final contract execution and approval.

The University reserves the right to reject any Statement of Qualifications that is incomplete, non-responsive, submitted after the deadline, contains false or misleading information, or otherwise fails to comply with the requirements of this RFQ.

In accordance with the provisions of La. R.S. 39:2192, Grambling State University may reject a response or decline to award a contract to a business in which any individual with an ownership interest of five percent (5%) or more has been convicted of, or entered a plea of guilty or nolo contendere to, any state felony or equivalent federal felony committed in connection with the solicitation, award, or performance of a public contract.

Additionally, all corporations, limited liability companies, partnerships, and other business entities doing business in Louisiana shall be in good standing with the Louisiana Secretary of State and possess all licenses, registrations, and authorizations required by law at the time of contract award and throughout the term of the resulting agreement.

Failure to satisfy any legal, regulatory, licensing, registration, financial responsibility, or contractual requirement may result in rejection of the Respondent's submission or cancellation of any resulting award.

1.23 Use of Subcontractors

The selected Contractor shall serve as the single prime contractor and shall be responsible for all services, deliverables, obligations, and performance requirements arising under the resulting contract.

Nothing contained herein shall prohibit a Respondent from utilizing subcontractors, consultants, strategic partners, speaker bureaus, talent agencies, production companies, or other third parties to assist in providing services under the contract. However, the prime Contractor shall remain fully responsible for the performance of all services and the actions of its subcontractors.

If subcontractors or third-party partners are proposed, the Respondent shall identify such entities in its Statement of Qualifications and describe the nature of the services to be performed by each.

Grambling State University encourages the use of Louisiana businesses, including certified Small and Emerging Businesses (SEBs), Hudson Initiative businesses, Veteran Initiative businesses, minority-owned businesses, and other local service providers whenever practical and consistent with the needs of the University.

Any subcontractor, consultant, agency, or third-party partner utilized under the resulting contract shall comply with all applicable contract requirements, University policies, State of Louisiana procurement requirements, insurance requirements, and vendor registration requirements.

The Contractor shall ensure that all subcontractors, consultants, and third-party partners are bound by the same terms, conditions, confidentiality requirements, and performance standards applicable to the Contractor. The Contractor shall assume full responsibility and liability for the acts, omissions, and performance of any subcontractor or third party utilized in connection with the contract.

The University reserves the right to request additional information regarding any proposed subcontractor, consultant, agency affiliation, talent representative, or strategic partner and to reject the use of any subcontractor deemed unacceptable by the University.

1.24 Written or Oral Discussions/Presentations, Evaluation and Selection Statements of Qualifications submitted in response to this RFQ shall be evaluated by a…