ESBD_525002_1781728834599_721-26055 Addendum #1.pdf

RFP 721-26055 – Event Video and Audio Rental Addendum 1, Page 1 of 3

ADDENDUM 1

DATE: June 16, 2026 PROJECT: Event Video and Audio Services

RFP NO: 721-26055

OWNER: The University of Texas at Austin TO: Prospective Bidders

This Addendum forms part of Contract Documents and modifies Bid Documents dated June 8, 2026, with amendments and additions noted below.

Questions and Answers:

1. Question: As an out-of-state vendor anticipating fluctuating travel costs based on season and lead time, should travel and living expenses be blended into the equipment and labor rates on the fixed pricing schedule, or can they be itemized per event as part of the pre-show estimates outlined in Section 4.10?

Answer: Refer to 5.1 Fixed Pricing.

2. Question: Can the University clarify the discrepancy between Section 4.8 (which allows for parking reimbursement) and Section 5.1 (which requires fixed pricing to include all travel and living expenses)? Are parking costs handled as an exception to the fixed pricing rule?

Answer: Parking cost should not be included in the fixed pricing and is subject to the

University procedures and guidelines for reimbursement to a contractor.

3. Question: Regarding the LED Tile requirements in Section 5.1, does the University have a minimum or preferred pixel pitch for indoor versus outdoor programs, or should we provide pricing based on our standard rental inventory?

Answer: Specifications for LED tile pixel pitch is based on the event context – e.g., indoors vs. outdoors, proximity of LED screen to audience, or placement of talent on a set and how IMAG or other camera feeds are utilized. Recent events and programs have used a range of 3.9 mm – 2.5 mm (or smaller) LED tiles.

4. Question: Given the complexity of the campus network and event sites, will the University provide an RF coordinator or specific frequency bands to avoid interference with existing campus infrastructure, or is the

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Contractor entirely responsible for campus-wide RF coordination for each event?

Answer: Contractor is responsible for event-based RF coordination and frequency alignment as needed for the production. University provides assistance and representation when events are based in venues with existing RF loads – that assistance may include providing frequency attributions for existing systems, or otherwise coordinating within the venue to turn off such existing systems if required by the production. Given the scale of the campus, most programs requiring RF coordination are venue-centric, and not campus wide considerations.

5. Question: Should the travel, labor, and strategy costs associated with the mandatory site visit(s) detailed in Section 4.5.1.6 be built into the standard "Technical Producer" or "Technical Director" rates, or can site visits and pre-production strategy be quoted as a separate line item on a per-event basis?

Answer: Typically site visit charges are listed in a “Pre-Production” classification.

6. Question: What is the University's standard protocol for weather-related postponements?

Answer: The inclement weather plan is aligned to a particular event and the respective event criteria – there is not a standardized or globally-applied overall weather plan. Event criteria may include possible program delayed start, or a truncated program, depending on when / what weather circumstances arise. Large-scale outdoors events typically have additional guidance by other campus stakeholders to provide weather monitoring and an Emergency Operations Center if needed. Emergency Management personnel and the University event producers coordinate during events to make best determinations for event safety, and then communicate any noted actions or updates to the event support providers and to the guests.

7. Question: For high-level VIP events at complex locations such as the Main Mall or Darrell K Royal - Texas Memorial Stadium, does the University have exclusive in-house or union labor restrictions that we will need to integrate with, or are we permitted to utilize our own staff and VetHUB partners exclusively?

Answer: Most University venues do not have exclusive labor considerations, vendor can provide their own labor source for their respective needs. There are some on-campus venues that do have labor contracts in place, working ion those

Addendum 1, Page 3 of 3 venues is typically a hybrid arrangement, and is identified in advance during the event pre-production period.

8. Question: What is the typical duration of your events?

Answer: The majority of events and programs are single-day programs, with load-in, set-up, rehearsal, and strike periods adjacent to the actual program day.

Some programs – or “cluster” of programs – in a particular venue can be schedule with a recurring matinee timeframe, those types of events would be identified in the early planning discussions for that event.

9. Question: How far in advance does the university typically begin planning events and issue RFPs?

Answer: The majority of University events are defined and scheduled on a recurring annual basis, event planning and development typically begins several months before the program; however, some events can come about within a relatively short timeframe – such as a four-week notice. The University has no intention of issuing out RFPs for individual events.

10.Question: Can the University provide a general breakdown of the types of events historically supported under this contract?

Answer: The event types range from student-facing ceremonial programs, events that are produced for donors, Presidential-level events, and other special events for both internal and external constituencies.

11.Question: Can the University provide the approximate annual spend and approximate number of events supported under the previous Event Video and Audio Services contract?

Answer: The University’s does not have a master agreement for Event Video and Audio Services Contract.

12.Question: Which streaming platforms are most commonly utilized by the University for events supported under this contract?

Answer: Typical University aligned streaming platforms include: Ustream and YouTube, plus other non-linear services such as LHN.

13.Question: What level of Clear-Com/intercom integration is typically expected for productions under this contract?

Answer: The integration / coordination requirements for Clear-Com support vary by event-based needs. Examples include:

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Small program – self-contained distribution for all production departments, wired or wireless, with applicable channel assignments and belt pack labeling or assignments as needed.

Mid-sized programs – similar to above, but may also include added integration with existing “house” systems in a particular venue, or other event-based needs such as program feed, stage announce, or IFB style applications.

Large-scale programs – fully deployed and integrated multi-channel system approach, often with multiple antennae networks, distributed feeds over ethernet or fiber pathways, and bridging to broadcast or other existing venue environments.

14.Question: What is the typical lead time between event request and event execution?

Answer: Refer to Question 9.

15.Question: Which equipment and labor categories listed in the pricing schedule are utilized most frequently by University Events & Experience?

Answer: The equipment and labor indicated are those elements that are most common to University events and programs; the scope, scale, and venue choice of programs dictates the actual equipment and crew load needs – and those vary by event.

16.Question: The RFP states that the University reserves the right to make multiple awards. Does the University currently anticipate making a single award or multiple awards under this solicitation?

Answer: The University’s has not determined the number of awards at this time.

END OF ADDENDUM 1