9-01 RFP 745-26-P34 SABCS Audiovisual AV Services.pdf

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | https://uthscsa.edu | https://wp.uthscsa.edu/purchasing/

REQUEST FOR PROPOSAL

OGC Template 0525

REQUEST FOR PROPOSAL

by

The University of Texas Health Science Center at San Antonio for

Selection of a Vendor to Provide

SABCS Audiovisual (AV) Services

RFP No. 745-26-P34

Submittal Deadline:

3:00 PM – Central Prevailing Time –

Monday, April 20, 2026

Issued: 8:00 A.M. – Central Prevailing Time – Monday, March 30, 2026 https://uthscsa.edu/ https://wp.uthscsa.edu/purchasing/

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

SECTION 6: PRICING AND DELIVERY SCHEDULE

ATTACHMENTS:

APPENDIX ONE: PROPOSAL REQUIREMENTS

A01A – Appendix One, Section One – General Information A01B - Appendix One, Section Two – Execution of Offer A01C – Appendix Three, Section Three – General Questionnaire A01D – Appendix Four, Section Four – Addend Checklist

APPENDIX TWO: SAMPLE AGREEMENT

APPENDIX THREE: HUB SUBCONTRACTING PLAN

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 1

INTRODUCTION

1.1 Description of University

The University of Texas Health Science Center at San Antonio — also called UT Health San Antonio (UTHSA) — has a mission to make lives better through excellence in education, research, health care and community engagement. As the largest academic research institution in South Texas, reflected by an annual research portfolio of approximately $413 million, the university is designated as a Hispanic-Serving Institution by the U.S. Department of Education.

UT Health San Antonio’s professional schools of medicine, nursing, dentistry, health professions, graduate biomedical sciences and public health have graduated more than 43,886 alumni who are leading change, advancing their fields and renewing hope for patients and their families throughout South Texas and the world.

One of 14 UT System institutions, UT Health San Antonio has launched the newest of its six schools, the UT School of Public Health San Antonio. Now enrolling students into its Master of Public Health program, this school’s primary focus will be preparing its graduate students for developing and enacting public health policy that serves, specifically, the communities of South Texas.

Another significant reflection of UT Health San Antonio's phenomenal growth is its $472 million UT Health San Antonio Multispecialty and Research Hospital, which opened in December 2024.

The hospital will deliver specialty surgeries and advanced cancer care while focusing on enhancing access to advanced medical care, specialized oncology services and clinical trials for patients throughout South Texas.

For three years in a row, UT Health San Antonio has made Forbes' list of Best-in-State health services employers, and its schools of medicine, nursing and health professions rank in the nation’s top 50 by U.S. News & World Report.

The university employs a diverse workforce of more than 8,500; administers an annual operating budget of $1.46 billion; and stewards’ clinical practices in medicine, cancer, dentistry, nursing and other health professions that provide more than 2.6 million patient visits each year. It is a primary driver of San Antonio’s $44.1 billion health care and biosciences sector. UT Health San Antonio plans to add more than 1,500 higher-wage jobs over the next five years to serve San Antonio, Bexar County and South Texas.

To learn about the many ways “We make lives better®,” visit UTHealthSA.org.

https://www.uthscsa.edu/ https://uthscsa.edu/?utm_source=uthealthsaorg&utm_medium=pageredirect&utm_campaign=uthealthsa

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

1.2 Background and Special Circumstances

The San Antonio Breast Cancer Symposium (SABCS) is an annual scientific conference designed to provide state-of-the-art information on the experimental biology, etiology, prevention, diagnosis, and treatment of breast cancer and premalignant breast disease to an international audience of academic and private physicians and researchers.

This year’s SABCS conference will be held Tuesday, December 8, 2026, until Friday, December 11, 2026, from 6:00 A.M. CPT until 7:00 P.M. CPT each day at the Henry B. González Convention Center in San Antonio, Texas.

SABCS will celebrate its 48th year in 2025 and is recognized as the largest breast cancer research meeting in the world. The Symposium attracts more than 10,000 attendees from over 100 countries and features approximately 2,000 accepted abstracts presented across multiple sessions over a four-day period.

In 2004, a partnership between UTHealth Houston and the American Association for Cancer Research (AACR) was formed to help SABCS evolve into a global scientific meeting that integrates basic, translational, and clinical research with education on breast cancer.

The scientific program consists of plenary lectures, concurrent sessions, abstract presentations, panel discussions, and case-based educational sessions delivered by internationally recognized experts.

This international Symposium is directed primarily toward academic and private physicians and researchers involved in breast cancer in medical, surgical, gynecologic, and radiation oncology, as well as patient advocates and other appropriate healthcare professionals.

Due to the scale and technical complexity of this event, the University requires a contractor capable of delivering large-scale audiovisual production services, including multi-room projection systems, presentation management, professional audio systems, lighting design, video capture, and live streaming capabilities.

The selected contractor must demonstrate the capacity to support simultaneous sessions, large plenary audiences exceeding 7,000 attendees, and broadcast-quality recording and streaming services.

No Guarantee of Volume. UTHSA does not solicit or guarantee any specific amount of compensation, volume, minimum, or maximum amount of Services under this RFP or any contract or agreement resulting from this RFP.

Multi-Award. UTHSA reserves the right to multi-award this RFP.

https://www.sabc.co.za/sabc/ https://www.sahbgcc.com/ https://www.sahbgcc.com/ https://www.aacr.org/

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

1.3 Objective of Request for Proposal

The University is soliciting proposals in response to this Request for Proposal RFP 745-26-P34, from qualified proposers to provide operational guidance services (the “Services”) for SABCS Audiovisual (AV) Services are more defined in Section 5 (Scope of Work) of this RFP.

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 Proposer under this RFP. In particular, Proposer 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 RFP could give rise to additional purchase volumes. As a result, in submitting its proposal, Proposer should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP. Any purchases made by other institutions based on this RFP will be the sole responsibility of those institutions.

1.5 Public Information

All information, documentation, and other materials submitted in response to this solicitation are considered non-confidential and/or non-proprietary and are subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after the solicitation is completed.

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 http://www.utsystem.edu/institutions https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals submitted in response to this RFP until 3:00 PM Central Prevailing Time, Monday, April 20, 2026 via our e-Procurement Website Euna (formally Bonfire).

2.1.1 When submitting your proposal – follow the directions in Euna.

1. Each document that is required must be submitted individually, completed, and signed (if applicable). DO NOT UPLOAD ALL FILES TOGETHER

2.1.2 If during your submission, you encounter any technical issues – you must contact Euna Support directly for assistance or by calling 1-844-226-3862

1. After contacting Euna, inform the Strategic Sourcing Specialist that you have reached out to Euna due to technical issues.

2.1.3 Euna offers a Help Forum which you can access by clicking here.

2.2 RFP Contact Information and Questions

2.2.1 Interested parties MUST direct questions (ALL QUESTIONS MUST GO THROUGH Euna) about this RFP through Euna Opportunity Q&A.

Located in the Project Details (see below).

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com https://uthscsa.bonfirehub.com/portal/support https://uthscsa.bonfirehub.com/portal/support

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

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 3:00 PM Central Prevailing Time, Friday, April 10, 2026 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, 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.

If submitting multiple questions, submit them in one submission (not multiple submissions).

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.

University reserves the right to award a Contract for all or any portion of the requirements proposed by reason of this request, award multiple Contracts, or to reject any and all proposals if deemed to be in the best interest of the University and to re-solicit for proposals.

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

2.3.1 Threshold Criteria Not Scored

A. Ability of University to comply with laws regarding Historically Underutilized Businesses; and

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

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

2.3.2 Scored Criteria

A. Cost of goods and services (50 Points).

B. Reputation of the Proposer and of the Proposer's goods or services (10 Points).

C. Quality of the Proposer's goods or services (20 Points).

D. Extent to which the goods or services meet the University's needs (10 Points).

E. Proposer's past relationship with the University (5 Points).

F. Proposer’s exceptions to the terms and conditions set forth in Section 4 (5 Points).

2.4 Key Events Schedule

Date RFP Issued 8:00 AM Central Prevailing Time, Monday, March 30, Question Deadline 3:00 PM Central Prevailing Time, Friday, April 10, 2026 (ref. Section 2.2)

Submittal Deadline 3:00 PM Central Prevailing Time, Monday, April 20, 2026 (ref. Section 2.1)

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

2.5 Historically Underutilized Businesses

2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (HUBs) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the HUB program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any Work, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts.

Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of Work by the Proposer is subject to review by University to ensure compliance with the HUB program.

2.5.2 University has reviewed this RFP in accordance with 34 TAC §20.285, and has determined that subcontracting opportunities are probable under this RFP.

2.5.3 A HUB Subcontracting Plan (HSP) is a required part of the proposal. The HSP will be developed and administered in accordance with University’s Policy on Utilization of Historically Underutilized Businesses, attached as APPENDIX THREE.

Each Proposer must complete and return the HSP in accordance with the terms and conditions of this RFP, Including APPENDIX THREE. Proposers that fail to submit the HSP will be considered non-responsive to this RFP as required by §2161.252, Government Code.

Questions regarding the HSP may be directed to:

Contact: Rebecca A. Mendez, HUB Program Manager Phone: 210-562-6300 Email: HUBAdmin@uthscsa.edu

OR

Contact: Mary Minier, HUB Specialist Phone: 210-562-6326 Email: HUBAdmin@uthscsa.edu

Contractor will not be permitted to change its HSP unless: (1) Contractor completes a new HSP in accordance with the terms of APPENDIX THREE, setting forth all modifications requested by Contractor, (2) Contractor provides the modified HSP to University, (3) University approves the modified HSP in writing, and (4) all agreements resulting from this RFP are amended in writing to conform to the modified HSP.

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F22%2F2025&recordId=214411 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:HUBAdmin@uthscsa.edu mailto:HUBAdmin@uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

2.5.4 At the same time Proposer submits its proposal (no later than the Submittal Deadline (ref.

Section 2.1)), Proposer must submit the following HUB materials (HUB Materials):

(a) One (1) complete electronic copy of Proposer’s HSP through the Euna Procurement Portal.

2.5.5 University may offer Proposer an opportunity to seek informal review of its draft HSP by

University’s HUB Office before the Submittal Deadline. If University extends this offer, details will be provided at the Pre-Proposal Conference (ref. Section 2.6) or by other means. Informal review is designed to help address questions Proposer may have about how to complete its HSP properly. Concurrence or comment on Proposer’s draft HSP by University will not constitute formal approval of the HSP and will not eliminate the need for Proposer to submit its final HSP to University as instructed by Section 2.5.

2.6 Vendor Presentation

University reserves the right to hold Vendor Presentation in person at the University of Texas Health Science Center at San Antonio (or virtual). The dates and times to be determined after the first round of evaluations. Not all vendors may be invited to participate in these presentations, all dependent on first round of evaluation scores.

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

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received electronically through the University’s online Procurement Portal via Euna, on or before the Submittal Deadline (ref. Section 2.1 of this RFP). Competitive Bids will be listed on the Procurement Portal, and submissions will only be accepted through the portal.

University WILL NOT accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this RFP.

You can register for a free account by clicking here, which will be required when you prepare a submission. As part of the registration process, you may select Commodity Codes to associate with your account. This will open you up for notifications of opportunities matching your chosen codes.

If you encounter technical issues while preparing and/or submitting your proposal – you must contact Euna directly.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of two hundred and forty days (240) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays

3.3 Terms and Conditions

3.3.1 Proposer must comply with the requirements and specifications contained in this RFP, including the Agreement (ref. APPENDIX TWO), the Notice to Proposer (ref. Section 2), Proposal Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5). If there is a conflict among the provisions in this RFP, the provision requiring Proposer 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:

A. Specifications and Additional Questions (ref. Section 5).

B. Agreement (ref. APPENDIX TWO).

C. Proposal Requirements (ref. APPENDIX ONE).

D. Notice to Proposers (ref. Section 2).

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities mailto:support.bonfire@eunasolutions.com

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

3.4 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:

3.4.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE).

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6).

3.4.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX ONE).

3.4.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE).

3.4.5 Signed and completed General Terms and Conditions (ref. Section 4 of APPENDIX

ONE)

3.4.6 Responses to questions and requests for information in the Specifications and Additional

Questions Section (ref. Section 5).

3.4.7 Signed and completed originals of the HUB Subcontracting Plan or other applicable documents (ref. Section 2.5 and APPENDIX THREE).

3.4.8 Detailed Proposer Quote.

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 4

GENERAL TERMS AND CONDITIONS

See Attached in Euna

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | www.uthscsa.edu | https://wp.uthscsa.edu/purchasing/

REQUEST FOR PROPOSAL

5.1 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.

5.2 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements:

5.2.1 Minimum of Five (5) years of experience in providing large-scale audiovisual production services for conferences, conventions, or scientific meetings with attendance exceeding 5,000 participants.

5.2.2 At no cost to UTHSA or AACR, the Proposer shall ensure that all equipment, materials, rigging, staging, lighting, and audiovisual infrastructure used for the event comply with all applicable:

i. Federal regulations

ii. State regulations

iii. Local ordinances

iv. Fire and safety codes

v. Convention center regulations

vi. Labor regulations where applicable

5.2.3 Upon request by UTHSA, the successful Proposer must provide written assurances of compliance, including approval of final floorplans and layouts by:

i. Henry B. Gonzalez Convention Center

ii. San Antonio Fire Department where applicable

iii. Any other regulatory bodies required to complete the services of this RFP.

5.2.4 Proposer must demonstrate experience supporting at least three (3) conferences within the past five (5) years with attendance exceeding 5,000 participants.

5.2.5 Proposer must demonstrate the capability to provide simultaneous live streaming and recording services for multiple concurrent conference sessions.

5.2.6 Proposer must provide redundant systems and backup equipment to ensure uninterrupted operation of critical audiovisual components.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.2.7 Proposer must have prior experience and the ability to integrate Audiovisual services with Coe Truman International (CTI) Content Meeting Platform.

i. Proposal shall include list of conferences integrating with CTI Content Meeting

Platform.

5.2.8 If applicable, proposal must include detailed cost associated with integrating Audiovisual services with Coe Truman International’s Content Meeting Platform.

5.3 Additional Questions Specific to this RFP

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

5.3.1 If Proposer takes exception to any terms or conditions set forth in APPENDIX TWO), Proposer must submit a list of the exceptions. The University WILL NOT consider any modifications to the University’s Standard Terms and Conditions AFTER submittal deadline.

5.3.2 By signing the Execution of Offer (ref. Section 2 of 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. Proposer may learn more about these disclosure requirements, including the 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.

The Certificate of Interested Parties must only be submitted by Contractor upon delivery to University of a signed Agreement.

5.4 Scope of Work

Awarded Proposer will provide the following services to University:

The Awarded Proposer shall be prepared to provide comprehensive audiovisual production services for the SABCS conference at the Henry B. González Convention Center in San Antonio, Texas. Tuesday, December 8, 2026, until Friday, December 11, 2026, from 6:00 A.M. CPT – 7:00 P.M. CPT each day.

Audiovisual setup in advance of the 2026 SABCS conference will be Saturday, December 5, 2026, until Monday, December 7, 2026, from 7:00 A.M. CPT – 5:00 P.M. CPT.

The Awarded Proposer shall provide delivery, all labor, equipment, materials, transportation, installation, operation, technical support, and dismantling necessary to support the audiovisual production requirements for the SABCS conference.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu https://www.ctimeetingtech.com/ http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://www.ethics.state.tx.us/rules/commission/ch46.php https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4.1 Audiovisual Service Locations and Requirements

Audiovisual setup will be based on a layout provided by SABCS conference point of contact. Audiovisual services will be required in multiple locations throughout the convention center including plenary halls, breakout rooms, press conference rooms, speaker ready rooms, and exhibit areas. All audiovisual equipment must be professional-grade conference production equipment suitable for large-scale scientific meetings. All projection systems must support high-resolution scientific presentations and compatibility with both Mac and PC platforms. All rooms shall include dedicated technical support staff during scheduled sessions.

A. Plenary Session Hall 1

1. Two (2) each 20' X 60' Main Screens with projection systems.

2. Two (2) each 15' X 45' Screens (delay screens) with projection system.

3. One (1) each 15’ X 26’9” Center screen with projection system.

4. One (1) each 24” Presenter confidence monitor.

5. IMAG camera system.

6. Podium confidence monitor.

7. Two (2) each 70” floor confidence monitors for presenters.

8. Perfect cue and Hardwired mouse with green arrows for Mac & PC.

9. Speaker timer.

10. Five (5) each Gooseneck Panel microphones.

11. Wireless Microphone 10 Channel Package.

12. Ten (10) each Shure Wireless Handheld & Stands for Q&A with numbered stands.

13. Ten (10) each Lavaliere microphones for presenters.

14. Moving lights (stage wash and scenic).

15. Moving lights (back light).

16. LED lights for drape.

17. Digital Lectern Built-in digital LED front display.

18. Grey or black Drape (wall to wall) and custom scenic kit and tech table draping.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

19. Audio/video feeds for live streaming and recording.

20. Estimated audience of over 7,000 in theater seating in Plenary Session Hall 1.

B. Green Room

1. Two (2) each 55” HD monitors displaying live program feed.

2. Sound system for monitoring.

3. Presenter rehearsal cue system.

4. Stage access lighting with up lights behind stage.

C. E-Poster Areas

1. At least four (4) each Interactive E-Poster stations on stands including:

i. Touchscreen displays.

ii. Computer systems.

ii. E-Poster software management package.

D. Speaker Ready Room/Digital Signage

1. Digital signage outside session rooms.

2. Eleven (11) each laptop stations for presentation upload.

3. Presentation testing area.

4. Projector and screen for rehearsal

5. Presentation management system capable of distributing slides to all session rooms.

E. Press Conference Room

1. One (1) each 6’ X 10’6” display screen with projection system.

2. Camera recording package.

3. Webcasting hardware.

4. Four (4) each Wired Handheld Microphone & Stand for Q&A.

5. Podium microphone.

6. Telephone/Audio system with Webinar audio interface.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

7. Stage Wash lighting.

8. Scenic uplighting.

9. Media Multibox for press camera feeds.

F. Exhibit Spotlight Theaters

Two (2) theaters, each must include the following:

1. Audio System

i. Podium microphone.

ii. Q&A Microphone and speakers.

2. 7’6” X 13’4” Screen Package.

3. One (1) each 55” Schedule display monitor on stand.

4. One (1) each 55” Digital Signage Monitor.

5. Speaker timer and cue system.

G. Hemisfair 1 & 2

1. Two (2) each 12' X 21'4" Front-Projection screens.

2. One (1) each 10'6" X 18'8" Screen Kit – Front-Projection (Center Screen).

3. Robotic camera for stage IMAG and streaming feed.

4. Two (2) each 55-inch confidence monitors (DSM) (1) for main (1) for notes.

5. 24-inch podium confidence monitor.

6. Audio System

i. Podium microphone.

ii. Four (4) each Head table Gooseneck Microphones.

iii. Wireless Microphone 6 Channel Package.

iv. Six (6) each Shure Wireless Lavaliers.

v. Six (6) each Q&A microphones.

7. LED up lights.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

8. Stage wash lighting.

9. Scenic kit, speaker timer, perfect cue and mouse.

H. Hemisfair 3

1. One (1) each 12' X 21'4" Front-Projection screen.

2. Robotic cameras for stage IMAG and streaming.

3. Two (2) each 55-inch confidence monitors (1) for main (1) for notes.

4. 24-inch podium confidence monitor.

5. Audio System

i. Podium microphone.

ii. Four (4) each Head table Gooseneck Microphones.

iii. Wireless Microphone 6 Channel Package.

iv. Six (6) each Shure wireless lavaliers.

v. Four (4) each Q&A microphones.

6. LED up lights.

7. Stage wash lighting.

8. Scenic kit, speaker timer, perfect cue and mouse.

I. Stars at Night 1&2 and Stars at Night 3&4

Two (2) breakout rooms, each must include the following:

1. One (1) each 15' X 26'6" Front-Projection screen (21K laser).

2. One (1) each 9' X 16' Screen Kit – Front-Projection (Center Screen) (12K laser).

3. Robotic cameras for stage IMAG.

4. Two (2) each 55-inch confidence monitors (1) for main (1) for notes.

5. 24-inch podium confidence monitor.

6. Audio.

i. Podium microphone.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

ii. Head table Gooseneck Microphones.

iii. Wireless Microphone 6 Channel Package.

iv. Shure wireless lavaliers.

v. Four (4) each Q&A microphones.

7. LED up lights.

8. Stage wash lighting.

9. Scenic kit, speaker timer, perfect cue and mouse.

J. Breakout Rooms: 221abc, 301abc, 302abc.

Three (3) breakout rooms, each must include the following:

1. One (1) each 9’ X 16” Front Projection screen.

2. 24-inch podium confidence monitor.

3. Two (2) each 55-inch confidence monitors (1) for main (1) for notes.

4. Audio

i. Podium microphone.

ii. Head table Gooseneck Microphones.

iii. Wireless Microphone 6 Channel Package.

iv. Two (2) each Shure Wireless Lavaliers.

v. Four (4) each Q&A microphones.

5. LED up lights.

6. Stage wash lighting.

7. Scenic kit, speaker timer, perfect cue and mouse.

5.4.2 Live Streaming and Recording

The Awarded Proposer must provide infrastructure capable of supporting:

A. Multiple live streaming of plenary sessions.

B. Recording of concurrent sessions.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

C. Integration with webcasting platforms.

D. Delivery of session recordings to UTHSA and AACR within 30 days after the conference.

5.5 Group Purchasing Organization (GPO):

If Proposer is part of any GPO, provide the GPO Name, Contract(s) Number, and other pertinent information.

5.6 Add or Delete Services

UTHSA is continuing to grow clinical, research, and educational services, which may require additional service locations or facilities to be added or removed during the term of this agreement.

The agreement that results from this RFP may need to be modified during its term to reflect these locations modifications. Proposer agrees that the University has the right to add or delete services and locations which are available from the Proposer during the effective period of the contract. The University and the Proposer, prior to execution of services, shall mutually agree upon the scope and price, in writing, for any such additional services. In addition, the University has the right to modify, replace, upgrade, or delete services and locations during the effective period of this contract. The University and the Proposer, prior to modification or services shall mutually agree in writing before modifying services. As well as special notice in Section 1.2 Background and Special Circumstances.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

SECTION FOUR

TERMS AND CONDITIONS

SECTION SIX

PRICING AND DELIVERY SCHEDULE

APPENDIX ONE

SECTION 1 – GENERAL INFORMATION

SECTION 2 – EXECUTION OF OFFER

SECTION 3 – GENERAL QUESTIONNAIRE

SECTION 4 – ADDENDA CHECKLIST

APPENDIX TWO

SAMPLE AGREEMENT

APPENDIX THREE

HUB SUBCONTRACTING PLAN

See Attached in Euna file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu