ESBD_525002_1780958533885_Submission Instructions - 721-26055.pdf
PDF 140 KB Posted
- Attached to
- Event Video and Audio Services
- Solicitation number
- 721-26055
- Issued by
- Travis County, Austin City, Texas
About this file
This document is submission instructions for a competitive procurement issued by the University of Texas at Austin for audio and video production services and equipment rental or lease (NIGP codes 91509, 92591, and 98512). The university is soliciting proposals through its Euna Procurement portal, with an Intent to Bid deadline of June 30, 2026 at 2:30 PM CDT. The question period runs from June 8, 2026 at 5:30 PM CDT through June 16, 2026 at 2:30 PM CDT, with the final submission deadline coinciding with the Intent to Bid deadline of June 30, 2026 at 2:30 PM CDT. Suppliers are advised to allow at least one business day before the closing time to upload and finalize submissions through the portal at https://utexas.bonfirehub.com/opportunities/238690.
Respondents must submit multiple required documents including fixed pricing in PDF format, a cover letter, qualifications and reputation documentation, a subcontracting plan, responses addressing service quality and ability to meet the university's needs, staffing resources information, and execution of an offer. Additional optional submissions include renewal pricing, damage fee structures, cancellation policies, delivery policies, and discount descriptions. Suppliers must also complete the Company Information Questionnaire (Q-93WP) in Excel format and acknowledge any addenda. Pricing requirements include specification of prompt payment discounts, delivery fees, and cancellation fees, with yes/no declarations on payment program acceptance and exceptions to sample agreement terms. All text field responses are limited to 2,000 characters, and the maximum file upload size is 1,000 MB per submission. Technical support is available through Euna Procurement at support.procurement@eunasolutions.com.
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Text version
Submission Instructions for Suppliers
Please follow these instructions to submit via our Public Portal.
1. Prepare your submission materials:
Requested Information
Name Type # Files Requirement Instructions
Fixed Pricing File Type: PDF (.pdf) Multiple Required
Renewal Pricing File Type: PDF (.pdf) Multiple Optional
Damage fee structure
File Type: PDF (.pdf) Multiple Optional
Please indicate that you will charge cancellation fees.
Data Type:
Yes/No N/A Required
Cancellation policy
File Type: PDF (.pdf) Multiple Optional
Respondent's Cover Letter
File Type: PDF (.pdf) Multiple Required
Response:
Qualifications, Abilities, and Reputation
File Type: Any (.csv, .pdf, .xls, .xlsx, .ppt, .pptx, .bmp, .gif, .jpeg, .jpg, .jpe, .png, .tiff, .tif, .txt, .text, .rtf, .doc, .docx, .dot, .dotx, .word, .dwg, .dwf, .dxf, Multiple Required
.mp3, .wav, .avi, .mov, .mp4, .mpeg, .wmv, .zip)
Subcontracting Plan - Attachment three
File Type: PDF (.pdf) Multiple Required
Is Respondent identifying a GPO
Data Type:
Yes/No N/A Required
Cooperative Contract Name Data Type: Text N/A Optional
Cooperative Contract Number Data Type: Text N/A Optional
Cooperative Contract Term Data Type: Text N/A Optional
Cooperative Contract Website Link
Data Type: Text N/A Optional
Company Name Data Type: Text N/A Required
Contact Name Data Type: Text N/A Required
Contact Title Data Type: Text N/A Required
Contact Email Address Data Type: Text N/A Required
Date Data Type: Text N/A Required
Signature Data Type: Text N/A Required
Response: Quality of Proposed Services
File Type: Any (.csv, .pdf, .xls, .xlsx, .ppt, .pptx, .bmp, .gif, .jpeg, .jpg, .jpe, .png, Multiple Required
.tiff, .tif, .txt, .text, .rtf, .doc, .docx, .dot, .dotx, .word, .dwg, .dwf, .dxf, .mp3, .wav, .avi, .mov, .mp4, .mpeg, .wmv, .zip)
Response: Ability to Meet University’s Needs
File Type: Any (.csv, .pdf, .xls, .xlsx, .ppt, .pptx, .bmp, .gif, .jpeg, .jpg, .jpe, .png, .tiff, .tif, .txt, .text, .rtf, .doc, .docx, .dot, .dotx, .word, .dwg, .dwf, .dxf, .mp3, .wav, .avi, .mov, .mp4, .mpeg, .wmv, .zip)
Multiple Required
Response:
Staffing Resources and Past Business Relationship Strength with the University
File Type: Any (.csv, .pdf, .xls, .xlsx, .ppt, .pptx, .bmp, .gif, .jpeg, .jpg, .jpe, .png, .tiff, .tif, .txt, .text, .rtf, .doc, .docx, .dot, .dotx, .word, .dwg, .dwf, .dxf, .mp3, .wav, .avi, .mov, .mp4, .mpeg, .wmv, .zip)
Multiple Required
Company Information (Q-
93WP)
Questionnaire:
Excel (.xlsx) 1 Required
You will need to fill out the provided Response Template for this Questionnaire.
The Response Template can be downloaded from the project listing on the Bonfire portal.
Does Respondent take exception to any terms or conditions set forth in the attached sample agreement
Data Type:
Yes/No N/A Required
List of exceptions Respondent is requesting
File Type: PDF (.pdf) Multiple Optional
Execution of Offer File Type: PDF (.pdf) Multiple Required
Addenda Acknowledgement
File Type: PDF (.pdf) 1 Required
Please indicate that you will charge delivery fees.
Data Type:
Yes/No N/A Required
Delivery and Pickup policy
File Type: PDF (.pdf) Multiple Optional
Description of Discounts Data Type: Text N/A Optional
Upload of Discounts
File Type: PDF (.pdf) Multiple Optional
Additional Service List
File Type: PDF (.pdf) Multiple Optional
Prompt Payment Discount:
Data Type:
Percentage N/A Required
Please indicate that you will accept payment under this program
Data Type:
Yes/No N/A Required
Commodity Codes
Commodity Set Commodity Code Title Description
NIGP 91509 Audio and Video Production Services
NIGP 92591 Video and Audio Design Engineering
NIGP 98512
Audio and Video Equipment and Accessory Rental or Lease
Requested Documents:
Please note the type and number of files allowed. The maximum upload file size is 1000 MB.
Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.
Requested Data:
Please note that text fields have a limit of 2000 characters. We recommend you prepare your responses in advance to ensure they fit within the length restrictions. Learn more about Requested Data at the Euna Procurement Help Center.
Requested Questionnaires:
The Questionnaire Response Templates can be obtained at https://utexas.bonfirehub.com/opportunities/238690.
Please note that Questionnaires may take a significant amount of time to prepare.
2. Upload your submission at:
https://utexas.bonfirehub.com/opportunities/238690
You will not be able to prepare a submission unless you submit 'Yes' for your Intent to Bid by Jun 30, 2026
2:30 PM CDT.
The Question period for this opportunity starts Jun 08, 2026 5:30 PM CDT. The Question period for this opportunity ends Jun 16, 2026 2:30 PM CDT. You will not be able to send messages after this time.
Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Jun 30, 2026 2:30 PM CDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.
Important Notes:
Each item of Requested Information will only be visible after the Closing Time.
Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.
You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.
https://procurement-help.eunasolutions.com/hc/en-us/articles/48878569291411-What-s-a-Data-Field-or-Slot https://procurement-help.eunasolutions.com/hc/en-us/articles/48878569291411-What-s-a-Data-Field-or-Slot
Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.
Need Help?
University of Texas at Austin uses a Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Euna Procurement at support.procurement@eunasolutions.com for technical questions related to your submission. You can also visit their help forum at https://procurement-help.eunasolutions.com/hc/en-us mailto:support.procurement@eunasolutions.com https://procurement-help.eunasolutions.com/hc/en-us https://procurement-help.eunasolutions.com/hc/en-us
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