ESBD_521639_1782145615141_How-to-Respond-to-a-Negotion-in-Supplier-Portal-(New).pdf

This file contains procedural instructions for responding to a negotiation through Oracle Cloud Supplier Portal and relates to a request for proposals issued by Texas Woman's University for comprehensive event production and management services. The university seeks a turnkey event production vendor for the Dream Big Campaign Close Event scheduled for October 24, 2026, with proposals due June 30, 2026 at 2:00 PM CT. The scope encompasses creative direction, concept development, staging, scenic fabrication, technical production, audiovisual services, lighting, sound, scripting, motion graphics, and show management. Vendors must demonstrate a minimum of two years' experience producing large-scale institutional or nonprofit events with budgets of at least $100,000 and must provide 3D renderings, virtual walkthroughs, and event pre-visualization capabilities. Written questions are due June 12, 2026, with responses provided by June 19, 2026. Evaluation commences July 1, 2026, with award recommendations anticipated by July 6, 2026. The contract term extends three years from execution, with an optional renewal for up to one additional year upon mutual written agreement at least 60 days prior to expiration.

Proposers must submit fixed-fee project budgets with detailed cost breakdowns covering creative development, scenic design and fabrication, audiovisual equipment and services, lighting and sound production, motion graphics and video production, project management, labor and staffing, transportation and logistics, installation and strike, and power infrastructure. A VetHUB Subcontracting Plan is required for proposals valued at $100,000 or more. Payment terms are net 30 days upon receipt of invoices referencing valid purchase orders. Evaluation criteria include creative approach (35 points), project team and production capability (30 points), relevant experience and qualifications (20 points), cost proposal and budget transparency (10 points), and references and past performance (5 points). Multiple proposers may be awarded, with each TWU location (Denton, Dallas, and Houston) independently selecting providers at identical pricing levels. Insurance requirements follow TWU's Third Party Insurance Standards. The contract may be terminated without cause with 60 days' notice.