INVITATION TO BID (ITB)

ITB #717-27-715

Event and Décor Services

DEADLINE FOR SUBMITTAL:

11:00 a.m, Tuesday, November 24, 2026

Texas Southern University

PROCUREMENT SERVICES

Attention: Sceffers Ward

3100 Cleburne Street Mack O. Hannah Hall, Suite 333

Houston, Texas 77004 -4598

(Proposals received after the date and time specified will not be accepted)

ITB Number: 717-27-715

ITB Name: Event Planning and Décor Services Texas Southern University Date of Issuance: Monday, November 9, 2026 Procurement Services – Purchasing 3100 Cleburne Street, Room HH333 Deadline: Tuesday, November 24, 2026 Houston, TX 77004 11:00 a.m. Central Time

Under Section 231.006, Family Code, the Texas Vendor ID or FEI No. Vendor certifies that the individual or business entity named in this contract, offer, or application is not ineligible to receive the COMPANY NAME specified grant, loan, or payment and acknowledges that this contract may be terminated and payment may be withheld if ADDRESS this certification is inaccurate.

CITY STATE ZIP If the paragraph above is applicable, provide names and social security number of each person with at least 25% ownership. Vendors PHONE NUMBER EMAIL ADDRESS that pre-registered this information on the

Texas Procurement and Support Services Centralized Master Bidders List have satisfied

This Vendor agrees to comply with all conditions AUTHORIZED SIGNATURE DATE shown on this form.

FAILURE TO MANUALLY SIGN WILL

TYPE OR PRINT NAME OF SIGNER DISQUALIFY BID

E-MAIL ADDRESS ___________________________________

QUOTE F.O.B. DESTINATION PREPAID & ALLOWED Check below if preference is claimed under Rule 1 TAC 113.8 DELIVERY TIME DAYS [ ] Produced in Texas and/or Texas bidder [ ] Texas agricultural products TERMS OF PAYMENT: NET____DAYS [ ] USA produced supplies, materials or Equipment FREIGHT CHARGES: [ ] Historically Underutilized Business Certified If quoting other than F.O.B. Destination Prepaid and by the TX Procurement and Support Services Allowed, indicate all freight charges. [ ] Products of persons with mental or physical Disabilities [ ] Products made of recycled materials [ ] Energy efficient products

TOTAL AMOUNT OF BID:

Sceffers Ward sceffers.ward@tsu.edu 713-313-7887 http://www.tsu.edu/ mailto:sceffers.ward@tsu.edu

Texas Southern University (TSU or University) desires to enter a contract awarded to the company(s) offering the most advantageous proposition to the institution. Qualified and experienced vendors should submit bids to provide event planning, event production, décor, rentals, installation, event-day support, and related services for University-sponsored events. Services may support, but are not limited to, university holidays and celebrations, commencement-related activities, galas, donor and alumni events, conferences, receptions, official ceremonies, the University Centennial and Investiture events, and other institutional programs.

The University intends to establish a multiple-award pool of qualified vendors. Multiple vendors may be awarded contracts to provide coverage across event types, service categories, availability, capacity, design approach, and price. An award does not guarantee a minimum number or dollar value of assignments. The University may issue event-specific requests for quotes, concepts, or proposals to awarded vendors and select a vendor for each event in accordance with the resulting contract, applicable University policy, and law.

Bids must be plainly marked on the envelope container or package, with the offer number and opening date.

BID DELIVERY

Bid packets are commonly submitted to TSU by one of the following methods: (1) U.S. Postal Service overnight, (2) Fed Ex overnight / Express Mail, and/or (3) Hand Deliver (recommended). Regardless of how you deliver your proposals response please note:

Campus Map:

http://www.tsu.edu/about/campus/pdf/tsu-campus-map.pdf

TSU Post Office, 3100 Cleburne St, Houston, TX 77004 TSU Purchasing Dept, Hannah Hall room 333

ADDITIONAL COPIES

Texas Southern University requests that bidders submit one (1) paper original of your bid response, one (1) paper copy of bid your response, and a flash drive copy of your response

EQUAL OPPORTUNITY

Contractor represents and warrants that it shall not discriminate against any person on the basis of race, color, national origin, creed, religion, political belief, sex, sexual orientation, age, and disability in the performance of this Contract.

PPUUBBLLIICC IINNFFOORRMMAATTIIOONN

TSU considers all information, documentation and other materials requested to be submitted in response to this solicitation to be of a non-confidential and/or non-proprietary nature and therefore shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after a contract is awarded. Respondents are hereby notified that the University strictly adheres to all statutes, court decisions, and opinions of the Texas Attorney General with respect to disclosure of ITB information.

WAIVER OF INCONSISTENCIES:

The University reserves the right to waive any and all minor technical inconsistencies in evaluating the proposal responses.

INCURRED EXPENSES

Any and all expenses incurred in response to this proposal are entirely the responsibility of the contractor. Neither the University, nor the State of Texas, is liable in any manner.

http://www.tsu.edu/about/campus/pdf/tsu-campus-map.pdf

PRE-BID MEETING / WALKTHROUGH:

NO Pre Bid meeting will be held

INQUIRIES

All inquiries regarding this Invitation to Bid must be submitted via email by Wednesday, November 11, 2026, by 12:00 p.m. noon Central Time. The University will not accept questions after this date. All inquiries may result in written responses posted to the Electronic State Business Daily, available at https://www.txsmartbuy.com/esbd Questions must be emailed to Sceffers Ward at sceffers.ward@tsu.edu in Word format for ease of cutting and pasting.

ADDENDA, CHANGES AND MODIFICATIONS TO THIS BID

It is the bidder's responsibility to periodically check the Electronic State Business Daily Website https://www.txsmartbuy.com/esbd up until the offer opening time for any changes, modifications or addenda to this offer. Receipt of all addenda to this ITB should be acknowledged by returning a signed copy of each addendum with the submitted Bid. Failure to do so could result in an offer submission that cannot be considered

REFERENCES

Vendors responding to this bid must be prepared, if asked pre-award, to submit a list of at least three references your company has successfully provided products for projects of this type and magnitude. The list must include the client’s name, address, telephone number, a contact person, and a brief description of the project completed. The University shall not be confined to this list if it deems further reference investigation necessary.

SUBCONTRACTORS

Subcontractors providing services under a Contract shall meet the same requirements and level of experience as required of Respondent. No subcontract under the Contract shall relieve Respondent of responsibility for ensuring the requested services are provided. Respondents planning to subcontract all or a portion of the work to be performed shall identify the proposed subcontractors

AWARD

Texas Southern University intends to award in such a way as to gain the greatest benefit to the result of this project and therefore the University. Texas Southern University will be the sole judge of what constitutes the most advantageous proposition to the University. An award to multiple vendors is reserved by the university if so chosen.

CRITERIA FOR AWARD

The evaluation of the bid will include the overall response to the bid, and will include, but is not limited to the “Best Value Standard for Purchase of Goods or Services” and any other factor Texas Southern University deems relevant.

The University must be confident that their needs can be met. The University will evaluate and make the award on the offer that is determined to be the best value to the University based on the criteria listed below. All bids must be complete and convey all the information requested to be considered responsive.

Considerations for award of this contract will include the factors in accordance with Government Code 2155.074.

Best Value Standard for Purchase of Goods or Services are as follows:

https://www.txsmartbuy.com/esbd mailto:sceffers.ward@tsu.edu https://www.txsmartbuy.com/esbd

(a) For a purchase of goods and services under this chapter, each state agency, including Texas Southern University and shall purchase goods and services that provide the best value for the state.

(b) In determining the best value for the state, the purchase price and whether the goods or services meet specifications are the most important considerations. However, the Texas Procurement and Support

Services or other state agency may, subject to Subsection (c) and Section 2155.075, consider other relevant factors, including:

(1) Proposed costs

(2) Stability and success of contractor’s business

(3) Quality and reliability of the goods and services

(4) Delivery terms and proposed transition plan

(5) Indicators of probable contractor performance under the contract such as past contractor performance, the contractor's financial resources and ability to perform, the contractor's experience or demonstrated capability and responsibility, and the contractor's ability to provide reliable maintenance agreements and support

(6) Other factors relevant to determining the best value for the state in the context of a particular purchase

Added by Acts 1997, 75th Leg., ch. 1206, § 6, eff. Sept. 1, 1997.

Amended by Acts 2001, 77th Leg., ch. 1422, § 14.16, eff. Sept. 1, 2001.

PUBLICITY

Contractor agrees that it shall not publicize this Contract or disclose, confirm or deny any details thereof to third parties or use any photographs or video recordings of the University's employees or use the University's name in connection with any sales promotion or publicity event without the prior express written approval of the University.

BID TABULATION

Electronic copy of the submittal tabulation sheet will be made available after the scheduled public bid opening per request through Purchasing. Only names of respondents and total bid price will be released to the public at the public bid opening. All other information will be kept confidential until after successful contract award.

SEVERABILITY

In case any provision hereof, or of any resulting agreement or purchase order, shall, for any reason, be held invalid or unenforceable in any respect, such invalidity or unenforceability shall not affect any other provision thereof, and this Contract shall be construed as if such invalid or unenforceable provision had not been included herein.

GOVERNING LAW

This Contract, including, without limitation, this ITB and any resulting agreement or purchase order, shall be construed and governed by the laws of the State of Texas.

HOUSE BILL 1295

The awarded vendor may be required to submit the State of Texas House Bill 1295, Certificate for Interested Parties, if your bid response is over $100,000; unless you are a publicly traded company. If your price is over $100,000 you must complete the 1295 form and include it in your response. Mr. Ward is the contact person. The bid number is the contract number.

If not applicable, then clearly state this point as well.

FIRM PRICING

Prices contracted for are to be guaranteed firm pricing for ninety (90) days from the bid deadline.

TERMINATION FOR FAILURE TO MEET SPECIFIED DELIVERY

Should the contractor consistently fail to meet the specified delivery, Texas Southern University reserves the right to cancel upon 10 days written notice. Texas Southern University specifically reserves the right to purchase these items elsewhere when delivery cannot be met, and Texas Southern University deems it necessary to override the contractual agreement.

FIXED ESCALATION CLAUSE

Bidders must certify a fixed, maximum percentage of escalation for both the initial and any subsequent terms of the contract as specified. This percentage will be employed in the evaluation and award of any contract resultant of the bid. The maximum annual percentage of escalation is ______%. If this field is not filled in, an escalation of 0% will be assumed.

RIGHT TO TERMINATE

The University reserves the right to terminate this contract or any portion thereof on thirty (30) days written notice.

Grounds for cancellation shall include, but are not limited to the following:

1) Failure to provide timely prompt service, and

2) Failure to provide quality products.

The University shall be the sole judge of acceptable service as indicated above.

TERMINATION

For termination, which is not based upon cause, thirty (30) day written notice shall be given to the contractor.

AMENDMENTS

This Contract may be amended only upon written agreement between Texas Southern University and Contractor;

however, any amendment of this Contract that conflicts with the laws of the State of Texas shall be void.

PROTECTION OF PROPERTY

Vendors shall always guard against damage or loss to the University property or of other vendors, suppliers or contractors, and shall be responsible for replacing or repairing, or for the cost of repairs or replacement of any such loss or damage. The University may require payment or require such additions and/or adjustments to the Vendor’s assessment to ensure reimbursement or replacement for such loss or damage to property incurred by the Vendor or its agents

INDEMNIFICATION

CONTRACTOR SHALL DEFEND, INDEMNIFY, AND HOLD HARMLESS THE STATE OF TEXAS, ITS OFFICERS, AND EMPLOYEES, AND TEXAS SOUTHERN UNIVERSITY ITS OFFICERS, AND EMPLOYEES AND

CONTRACTORS, FROM AND AGAINST ALL CLAIMS, ACTIONS, SUITS, DEMANDS, PROCEEDINGS, COSTS, DAMAGES, AND LIABILITIES, INCLUDING WITHOUT LIMITATION ATTORNEYS’ FEES AND COURT COSTS, ARISING OUT OF, CONNECTED WITH, OR RESULTING FROM ANY ACTS OR OMISSIONS OF CONTRACTOR OR ANY AGENT, EMPLOYEE, SUBCONTRACTOR, OR SUPPLIER OF CONTRACTOR IN THE EXECUTION OR

PERFORMANCE OF THIS CONTRACT. CONTRACTOR SHALL COORDINATE ITS DEFENSE WITH THE

TEXAS ATTORNEY GENERAL AS REQUESTED BY TEXAS SOUTHERN UNIVERSITY.

THIS PARAGRAPH IS NOT INTENDED TO AND SHALL NOT BE CONSTRUED TO REQUIRE CONTRACTOR TO INDEMNIFY OR HOLD HARMLESS THE STATE OR TEXAS SOUTHERN UNIVERSITY FOR ANY CLAIMS OR LIABILITIES RESULTING FROM THE NEGLIGENT ACTS OR OMISSIONS OF TEXAS SOUTHERN UNIVERSITY

OR ITS EMPLOYEES.

VENDOR CERTIFICATION / ACCEPTANCE

The undersigned hereby certifies that he has read, understands, and agrees that acceptance by Texas Southern University of the bidder’s offer by issuance of a purchase order will create a binding legal contract. Further he agrees to fully comply with documentary forms herewith made a part of this specific procurement

NAME OF COMPANY:

AUTHORIZED SIGNATURE:

TYPED NAME & TITLE:

SPECIFICATIONS

Texas Southern University (TSU) seeks competitive bids from qualified proposer(s) to provide one of two types of Services: event-related rentals and Services and comprehensive event management Services. Both Service types are referred to collectively hereafter as the (“Services”). This ITB is not for a specific event, and there will be no guaranteed minimum amount of Services that will be requested by TSU. The intent is to establish an open-ended Agreement for departments to use for Event planning resources.

Objectives Texas Southern University (TSU) hosts various “Events” on the TSU campus and at venues in and outside of the Houston area. Awarded Proposer(s) will serve as a resource for TSU departments and may be contacted to provide Services for individual Events. TSU’s objective is to provide options to TSU departments for various Event types.

Events will include, but are not limited to, outdoor and indoor concerts, galas, 100th Anniversary Centennial 2027, Investiture events, meetings, retreats, celebrations, and donor, alumni, and student-focused Events.

Some Events may include VIP guests or donors. If applicable, Proposer(s) should provide options for premium Event rental items including, but not limited to, premium table seating and furniture options, fine dinnerware and flatware, luxury linens, table decor, etc. TSU will communicate the level of Event decor that is appropriate for each individual Event.

Not all Services will be required for each Event. TSU welcomes small vendors and specialized Proposers that can support any one portion of the Scope of Work (ex. Talent management, catering, pipes and drape, audio/visual, etc.)

Proposers do not have to provide the entire Scope of Services.

Project Details The Proposer(s) responding to the Event-related rentals and Services portion of this ITB must be capable of providing at least one or more of the Services listed in in this solicitation.

Proposer(s) responding to the comprehensive Event management Services portion of this ITB must be qualified to provide or subcontract any requested Services listed in this solicitation. Such Proposer(s) may also be required to provide or subcontract the following additional Services:

• Comprehensive event planning and management (including onsite);

• Production development; and

• Talent management.

Event-related rentals and Services may include, but are not limited to:

• Audio/Video production;

• Audio/Video equipment rental;

• Lighting production;

• Lighting equipment rental;

• Venue rental;

• Event staging and rigging;

• Stage properties and equipment rental;

• Event decor;

• Standard Event equipment;

• Event technology and unique equipment rental;

• Catering; and Other Services that are required to produce high-quality Events.

Audio/Video Production Services A. Proposer(s) shall provide and operate all A/V equipment required for onsite production of TSU-provided content. Services will include, but shall not be limited to:

• Multi-camera broadcast for live streaming;

• Multi-camera broadcast for image magnification;

• Teleprompting;

• Archival recording;

• Video editing;

• Creating and designing motion graphics for video; and

• Speaker configuration to meet sound quality needs.

B. Audio/Video (“A/V”) equipment, for purposes of this RFP, does not include any permanently installed A/V equipment. Requirements for each Event will be requested by TSU departments, which may include, but are not limited to:

• LED Video Walls (varying shapes, sizes, and dimensions);

• Projection equipment and screens;

• Monitors;

• Video cameras;

• High-definition camera packages;

• Complete playback systems (including any related computer equipment);

• Complete switching systems (including camera and graphics support);

• Media servers;

• Complete archival recording systems;

• Microphones (wireless and handheld);

• Speaker configuration to meet sound quality needs for each distinct venue;

• Audio mixers and signal distribution boxes;

• HDMI converters;

• Other A/V equipment needed to produce a quality Event; and

• Onsite technical support during the Event.

C. Lighting Production Services

Proposer(s) shall provide and operate all lighting equipment required for onsite production of TSU-provided content. Services will include, but are not limited to:

• Lighting design Services; and

• Theatrical lighting production.

D. Lighting Equipment Rental Lighting equipment, for purposes of this ITB, does not include any permanently installed lighting equipment.

Requirements for each Event will be requested by TSU departments, which may include, but are not limited to:

• Theatrical lighting fixtures and packages (stage, scenic, hours, pre-function, etc.);

• Robotic theatrical lighting fixtures;

• Programmable consoles; and

• Associated dimmers, cabling, and specialty equipment, including generators, if required.

E. Venue Rental

TSU departments may request venue rental or management Services from any Proposer(s). TSU departments must make individual requests to Proposer(s) for specific Events. Proposer(s) response to this RFP does not guarantee exclusive or prioritized use of the Proposer(s) venue.

Venue rentals may include, but are not limited to:

• Restaurants;

• Hotels;

• Conference centers;

• Sports clubs;

• Barns;

• Art galleries;

• Stadiums and arenas;

• Residential buildings; and

• Botanical gardens.

F. Event Staging and Rigging Services and equipment will include, but are not limited to:

• Crowd control equipment;

• Event security (not to include personnel unless the personnel are employed by the Event venue);

• Tents, awnings, and canopies;

• Standard and customized stage platforms and flooring;

• Associated ramps and railings;

• Box trusses and rigging systems; and

• Drapery systems (stationary and moving).

G. Event Décor

• Balloons and custom balloon displays;

• Lighting, including specialty lighting elements;

• Temporary banners, signage, or vinyl applications;

• Custom fabricated experiential items such as stage props, backdrops, freestanding elements, displays, archways, or pipe and drape;

• Inflatables; and

• Florals.

H. Standard Event Equipment

• Tables and chairs;

• Soft furniture (chairs, ottomans, etc.);

• Carpeting or floor coverings;

• Linens;

• Cutlery and dinnerware;

• Staging;

• Specialized kitchen and dining equipment, tables, chairs, and serve ware;

• Fencing, barricades, bike fencing, crowd control barriers, handheld, or walk-through metal detectors;

• Tents, awnings, and canopies;

• Portable toilets;

• Restroom trailers;

• Hand-wash stations;

• Temporary seating units/bleachers; and

• Other required specialized equipment needed to produce a successful Event.

I. Event Technology and Unique Equipment Rental

• Drone shows;

• Laser shows;

• Confetti, streamers, confetti cannons;

• Kabuki drops;

• LED wristbands;

• Water effects;

• T-shirt cannons;

• Pyrotechnics, including cold sparkle fountains and smoke effects; and

• Photography delivered instantly via SMS.

• Drones operated on the TSU campus must comply with TSU Operating Policies and Procedures. All drones must comply with any regulations of the Federal Aviation Administration and all applicable authorities. It is the Proposer(s) responsibility to be knowledgeable and compliant with the requirements.

• Pyrotechnics must be permitted by and operate under the supervision of the Texas Southern University Police Office.

J. Event Catering

Proposer(s) serving alcoholic beverages at any Event shall: • Be properly licensed by the Texas Alcoholic Beverage Commission (“TABC”) to serve or sell alcohol and be able to always provide proof of licensure.

• Maintain liquor liability insurance in accordance with TSU Operating Policies and Procedures.

• Have a contract in place that indemnifies TSU for the service of alcoholic beverages.

• Ensure there are proper security services at all Events in accordance with TABC requirements and Texas Southern University Policies and Procedures.

• Ensure there are plans in place for monitoring and controlling underage consumption.

Catering staff provided by the Proposer(s) shall be properly dressed for the Event and maintain a clean and neat appearance.

K. Comprehensive Event Management Proposer(s) shall:

• Manage venue selection, negotiation, and coordination;

• Obtain any required permits or licenses;

• Manage and obtain the required approvals for licensing music, videos, and images;

• Manage clean up and tear down; and

• Manage transportation requirements, if required by the Event.

L. Production Development Proposer(s) shall:

• Provide Pre-Event consultation with TSU designated contact(s);

• Assist in developing the Event budget;

• Assess what resources will be needed to achieve Event execution;

• Provide assistance in creating an Event schedule;

• Assist in developing marketing plans for the Event;

• Oversee and manage all Event elements;

• Facilitate all logistics to assist in executing the Event, including obtaining approvals and permits from any required TSU departments (Operations, Emergency Management, Texas Tech Police Department, Fire Marshal, Environmental Health & Safety, TSU Parking, etc.) and outside agencies (City/County Police Departments, City/County Fire Departments, etc.);

• Manage all aspects of safety requirements and coordinate with TSU departments on needed logistics (fireworks, crowd control, etc.); and

• Resolve any unforeseen issues that arise during the Event execution.

M. Talent Management Proposer(s) may be asked to provide a list of proposed musical artists from which TSU can select.

TSU will provide a budgeted amount (subject to TSU approval) to the selected Proposer(s) to secure the artist and all fees, including, but not limited to:

• Artist rider requests;

• Any transportation, lodging, and food expenses; and

• Proposer(s) booking fees.

Proposer(s) will be responsible for executing all terms and agreements with each selected musical artist.

TSU will not be a party to such agreements.

Proposer(s) shall be responsible for obtaining all licensing rights and permissions that may be required for the Services.

N. Scheduling

Services will be primarily requested in the Houston region; however, TSU reserves the right to request Services at other sites as needed and as mutually agreed upon in writing by the parties. Previous sites have included, Dallas and Austin.

Proposer(s) must confirm the scope of Services and requirements for each Event with TSU. Proposer(s) will submit an itemized quote for Services to TSU detailing Services to be performed, rates, and fees, and referencing the TSU Contract number. Rates shall be in accordance with any master Contract that is issued.

• TSU will not pay for any Services not specifically detailed on the quotes and confirmed by the Purchase Order provided by the TSU Office of Procurement Services.

• Proposer(s) will check in with authorized TSU personnel prior to the beginning of Services and check out with the TSU personnel upon completion of Services. Service receipt(s) will be checked in and checked out by designated TSU personnel.

• Services must comply with the schedules and timeframes stated in the quote and resulting Purchase Order.

• Services shall be completed as directed and to the satisfaction of the requesting TSU department.

O. Mandatory Requirements/Conditions Proposer(s) must work collaboratively with TSU to ensure all deliverables and Services, as agreed upon, are accomplished.

Proposer(s) will be expected to be in contact with TSU personnel throughout all phases of Services, meeting as needed in person, by phone, or by email, and providing updates as requested.

Proposer(s) will be expected to work collaboratively with other contracted vendors (caterers, florists, etc.) in support of overall Event success. Final determination for all aspects of the Event is to be provided by TSU.

Proposer(s) must provide, employ, train, and supervise adequate staff, specialists, and technicians to provide efficient, dedicated, prompt, and courteous services.

Proposer(s) must adhere to and enforce all standard crowd management protocols, security, and participant safety expectations during the entire Event.

Proposer(s) must provide adequate expert labor for delivery, rigging, setup, execution, operation, and teardown for any provided equipment.

Proposer(s), their employees, including their subcontracted employees, shall abide by all applicable local, state, and federal laws as well as TSU Operating Policies and Procedures while providing Services to TSU, regardless of where the Services are being rendered.

• Proposer(s) must ensure all employees adhere fully to TSU safety regulations and maintain a safe working environment while providing Services.

• Proposer(s) shall obtain, upon request and as applicable, all approvals and permits from any required TSU departments (Operations, Emergency Management, Texas Southern University Police Department, Environmental Health & Safety, TSU Parking, etc.) and outside agencies (City/County Police Departments, City/County Fire Departments, etc.).

• Approval and permits must be obtained prior to any Services, setup, or delivery being provided.

• All Services are subject to TSU supervision if deemed necessary by TSU.

Proposer(s) shall take measures to protect existing structures, including, but not limited to, flooring, walls, lighting, doors, doorways, and exterior grounds (landscaping, trees, shrubs, sidewalks, curbs, fountains, statues, etc.), if applicable.

A. Proposer(s) will be responsible for any damage to areas at and surrounding the Event site, even if not held at a TSU location.

Proposer(s) must coordinate all A/V, lighting, and staging equipment setup with TSU if any power will be tied into TSU electrical sources.

A. On the TSU campus, equipment cannot be attached to buildings, structures, trees, landscapes, fountains, handrails, sidewalks, asphalt, etc. All speakers, video screens, and projectors must be free-standing and set up in a manner that secures the equipment for external purposes.

Proposer must provide identification for all employees providing Services on TSU property. No employee of the Proposer will be allowed on TSU properties without proper identification.

P. Transportation

A. Proposer(s) must provide transportation for all needed Event equipment, decor, tenting, lighting, and A/V equipment.

Q. Working Hours A. Proposer(s) must be able to provide Services outside of normal business hours, including evenings and weekends, as requested. i. “Normal Business Hours” are defined as 8:00 a.m. to 5:00 p.m., Monday to Friday, excluding TSU Holidays.

R. Preferred Requirements/Conditions Proposer(s) should provide evidence of at least three (3) years of experience and evidence of resources to meet the requirements of requested Services.

Provide documentation of sufficient resources/staff with the relevant skills for requested Services.

S. Quality Measures All Services and rentals delivered by Proposer(s) to TSU are subject to inspection and approval by

TSU.

All Services subcontracted by Proposer(s) are subject to inspection and approval by TSU. Subcontractors providing Services under the Contract shall meet the same requirements and level of experience required of Proposer(s). No subcontract under the Contract shall relieve Proposer(s) of the responsibility for providing the

Services Proposer(s) has agreed to provide. Additionally, if subcontractors are utilized by Proposer(s) to perform Services, Proposer(s) must comply with Texas Government Code § 2251.022.

If, for any reason, TSU is not satisfied with the Services, Proposer(s) shall coordinate with TSU to resolve the problem(s) with no additional charge unless agreed upon in writing by both parties.

T. Compensation and Fees Provide a detailed compensation schedule for the Goods provided and/or Services to be performed in response to this ITB. Proposed pricing will apply to every TSU department requesting Goods and/or Services and cannot be limited to select departments. Proposer(s) shall submit a schedule that clearly details the various compensation amounts and fees that will apply if the Proposer is awarded a Contract with TSU. TSU will not be obligated to compensate for any amounts that are not provided in the schedule or not included in the fully executed Contract.

Contract Pricing: Contract prices for Goods or Services will remain firm for twenty-four (24) months following Contract execution.

U. Alternate Proposals TSU may consider alternate Proposals submitted by Proposer that expand or differ from these specifications.

Proposers submitting alternate Proposals should (i) clearly identify any exceptions taken to the Specifications set forth in this ITB and (ii) include a detailed description of the alternative(s) proposed. The Proposer may suggest additions to the specifications set forth in this ITB, and all such suggestions must be clearly defined. Alternate Proposals should be submitted as attachments to the Proposal. Alternate Proposals shall meet the same mandatory requirements and shall be in the same format as the Proposal’s base format.

Additional Event and Décor Services

Please identify any additional event planning, coordination, production, rental, and décor services your company provides that are not currently included in the pricing sheet. Please provide a description of each service and its corresponding pricing, if applicable.

TEXAS SOUTHERN UNIVERSITY – ITB #717-27-715

EVENT AND DÉCOR SERVICES – SIMPLE PRICING MATRIX

Instructions: Enter your price for each service offered. Mark services not offered as N/A. List any additional charges or pricing conditions in the notes column. Prices should include all related costs unless separately identified.

Company Name:

Service Category Service / Item Pricing Unit Unit Price

($) Notes / Additional Charges

Event Planning & Management

Event planning / coordination Per hour

Event Planning & Management

Onsite event manager Per hour

Event Planning & Management

Full event management package Per event

Audio / Visual Audio package (speakers, mixer, microphones)

Per event

Audio / Visual Video package (screens, cameras, projection)

Per event

Audio / Visual A/V technician or operator Per hour

Lighting Lighting package, including equipment Per event

Lighting Lighting technician / operator Per hour

Venue & Catering Venue rental Per day

Venue & Catering Catering – breakfast, lunch, or dinner Per person

Venue & Catering Catering server / attendant Per hour

Staging & Rentals Stage, platform, or riser Per event

Staging & Rentals Tent / canopy Per day

Staging & Rentals Tables and chairs Per item per event

Staging & Rentals Linens, tableware, and serving items Per item / setting

Décor Floral arrangements / centerpieces Per arrangement

Décor Backdrop, pipe and drape, or custom display

Per item / linear foot

Specialty Effects Special effects (drone, laser, confetti, etc.)

Per show / event

Labor & Other Charges

Setup and teardown labor Per hour

Labor & Other Charges

Delivery / transportation Per trip

Labor & Other Charges

Additional fees (describe) As quoted

EXHIBITS

The following attachments are to be considered as part of this bid:

Executive Order GA-48 Compliance Statement (Higher Education) Veteran Heroes United in Business (VETHUB)

Form 1295, if applicable TSU Terms and Conditions

PREFERENCES

See Section 2.38 of the State of Texas Procurement Manual regarding preferences. Check below to claim a preference under 34 TAC

Rule 20.38

( ) Supplies, materials or equipment produced in TX or offered by TX bidder or TX bidder that is owned by a service-disabled veteran *

( ) Agricultural products produced or grown in TX

( ) Agricultural products and services offered by TX bidders*

( ) USA produced supplies, materials or equipment

( ) Products of persons with mental or physical disabilities

( ) Products made of recycled, remanufactured, or environmentally sensitive materials including recycled steel

( ) Energy Efficient Products

( ) Rubberized asphalt paving material

( ) Recycled motor oil and lubricants

( ) Products produced at facilities located on formerly contaminated property

( ) Products and services from economically depressed or blighted areas

( ) Vendors that meet or exceed air quality standards

( ) Recycled or Reused Computer Equipment of Other Manufacturers

( ) Foods of Higher Nutritional Value

Exhibit A

Executive Order GA-48 Compliance Statement (Higher Education)

NOTE: THIS EXHIBIT MUST BE SIGNED AND RETURNED WITH THE PROPOSAL. PROPOSALS

THAT DO NOT INCLUDE THIS EXHIBIT WILL BE DISQUALIFIED. THE PROPOSAL SHALL BE

VOID IF FALSE STATEMENTS ARE CONTAINED IN THIS EXHIBIT.

Pursuant to Executive Order GA-48 issued by Greg Abbott, Respondent affirms its understanding of and commitment to comply with all applicable requirements related to foreign adversary restrictions as they apply to public institutions of higher education.

Respondent certifies that it is not owned by, controlled by, or affiliated with any entity identified as a foreign adversary and does not participate in prohibited foreign talent recruitment programs or restricted research collaborations. Respondent further certifies that it does not receive funding, contractual support, or other resources from prohibited foreign sources that would conflict with the requirements of this Executive Order.

In support of institutional research security and academic integrity, Respondent agrees to fully disclose any foreign affiliations, partnerships, funding sources, or collaborative arrangements that may involve foreign entities. This includes, but is not limited to, research sponsorships, joint academic programs, data-sharing agreements, and subcontracting relationships.

Respondent acknowledges that any resulting agreement may be subject to enhanced compliance measures, including review of research activities, data access limitations, export control considerations, and restrictions on the use of certain technologies, equipment, or personnel connected to foreign adversaries.

Respondent further agrees to comply with all institutional policies related to international travel, remote work conducted outside the United States, and access to university systems or sensitive data, where applicable to the services provided.

Failure to comply with the provisions of Executive Order GA-48 and applicable institutional policies may result in disqualification from the solicitation process, contract termination, and/or other remedies available under law.

Vendor Certification – Executive Order GA-48 Compliance

The Respondent must complete the following certification. Failure to complete this section may result in disqualification.

☐ Certified Compliant

Respondent affirms that it is fully compliant with the requirements of Executive Order GA-48 and has no prohibited affiliations, funding sources, or engagements.

☐ Disclosure Required

Respondent affirms compliance but has disclosed below any affiliations, funding sources, partnerships, or activities that may require review under GA-48.

☐ Non-Compliant

Respondent is unable to certify compliance with Executive Order GA-48.

If “Disclosure Required” is selected, provide details below (attach additional pages if necessary):

Authorized Representative Name: __________________________________________

Title: _________________________________________________________________

Company Name: __________________________________________________________

Signature: _______________________________________ Date: ____________

End of Exhibit A

Exhibit B

Veteran Heroes United in Business (VetHUB) program

The Texas Comptroller of Public Accounts has adopted amended Veteran Heroes United in Business (VetHUB) program rules at 34 Texas Administrative Code (TAC) Sections 281-298. The new rules take effect May 12.

Through the regular rulemaking process, the Comptroller's office fully considered all public comments received regarding the proposed program changes. The rule changes are similar to the emergency rules in effect since Dec. 2, 2025. Included in the amended rules are substantive changes to 34 TAC 20.285 revising the subcontracting plan methods. No comments were received about this section.

The subcontracting plan has been simplified and narrowed to two methods: self-performing or good faith effort.

Accounting for the narrower focus of the VetHUB program, prime contractors that will subcontract any work must now notify two certified vendors of each subcontracting opportunity. The requirement to notify trade/development centers has been removed. The seven business days notification and response period for potential subcontractors is unchanged. For self-performing vendors, the subcontracting plan can be completed on one page.

Under the amended 20.285.2(b)(1), state agency contract developers and agency coordinators should identify the probability of subcontracting opportunities for historically underutilized businesses for contracts with an expected value of $100,000 or more. If no certified VetHUBs can be identified to fulfill subcontracting opportunities — rendering the good faith effort ineffective — the agency should document that and not require a subcontracting plan.

The new subcontracting plan form has been posted to the Comptroller’s website and may be downloaded by agencies preparing upcoming solicitations. Agencies may, but are not required to, amend existing solicitations closing on or after May 12 to incorporate the new subcontracting plan.

The Texas Procurement and Contract Management Guide will be updated to reflect the rule changes in version

4.1. Questions about the VetHUB Program may be emailed to VetHUBProgram@cpa.texas.gov

End of Exhibit B https://links-1.govdelivery.com/CL0/https:%2F%2Fcomptroller.texas.gov%2Fvethub%2F/1/0100019df3cfd792-12e140a3-fdd3-4182-ad2c-66c61254946c-000000/WFJf2u3PV0bFTiSAb-1Pp__mclQQHjO178jbRCtuUYU=452 https://links-1.govdelivery.com/CL0/https:%2F%2Fcomptroller.texas.gov%2Fvethub%2F/1/0100019df3cfd792-12e140a3-fdd3-4182-ad2c-66c61254946c-000000/WFJf2u3PV0bFTiSAb-1Pp__mclQQHjO178jbRCtuUYU=452 https://links-1.govdelivery.com/CL0/https:%2F%2Ftexas-sos.appianportalsgov.com%2Frules-and-meetings%3FrecordId=462291%26interface=VIEW_TEXAS_REGISTER_PREAMBLE_SUMMARY/1/0100019df3cfd792-12e140a3-fdd3-4182-ad2c-66c61254946c-000000/F55Xk1wmQGOkwggoZsU5uZPBewzZHUKIGeK7TiNtx4o=452 https://links-1.govdelivery.com/CL0/https:%2F%2Fcomptroller.texas.gov%2Fvethub%2F/2/0100019df3cfd792-12e140a3-fdd3-4182-ad2c-66c61254946c-000000/IQbrsld1zqNTwteJQtBCBvOVVJEktrZnkq-pbNjArpk=452 https://links-1.govdelivery.com/CL0/https:%2F%2Ftexas-sos.appianportalsgov.com%2Frules-and-meetings%3Finterface=VIEW_TEXAS_REGISTER_SUMMARY%26recordId=462291/1/0100019df3cfd792-12e140a3-fdd3-4182-ad2c-66c61254946c-000000/c0W1HrG7dRVZFb0IvAD3NILhUK04PJtfnaqRIG-j-Ww=452 https://links-1.govdelivery.com/CL0/https:%2F%2Fcomptroller.texas.gov%2Fpurchasing%2Fvendor%2Fhub%2Fforms.php/1/0100019df3cfd792-12e140a3-fdd3-4182-ad2c-66c61254946c-000000/ay7FQe4HRgJRs337GsC3iv1ctd6BpmbmL16OMN0kLow=452 mailto:VetHUBProgram@cpa.texas.gov

Exhibit C

HOUSE BILL 1295

The awarded vendor may be required to submit the State of Texas House Bill 1295, Certificate for Interested Parties, if your bid response is over $100,000; unless you are a publicly traded company. If your price is over $100,000 you must complete the 1295 form and include it in your response. If not applicable, then clearly state this point as well in Tab 9

End of Exhibit C

End of this solicitation