REQUEST FOR PROPOSAL # R26-004

CONCERT PROMOTIONAL AND MANAGEMENT SERVICES

APRIL 1, 2026

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia §2.2-

4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP # R26-004 Concert Promotional and Management Services

REQUEST FOR PROPOSAL (RFP)

RFP # R26-004

GENERAL INFORMATION FORM

QUESTIONS/INQUIRIES: All questions/inquiries for information regarding this solicitation should be directed to:

Name: Sheryl S. Sullivan Phone: (540) 831-6106 Email: sssullivan@radford.edu.

Written questions to be submitted via email no later than: April 24, 2026, by 3:00 PM Eastern Standard Time (hereinafter EST)

PROPOSAL DUE DATE AND TIME: Proposals will be received until May 15, 2026 up to and including 11:00 AM EST. Email and fax responses will not be accepted.

In Person* Mail or Courier* Electronically through eVA

Deliver proposal to:

Mailing Address:

Electronic Submissions:

Radford University David E. Armstrong Complex 501 Stockton Street Radford, VA 24142

Radford University Procurement and Contracts PO Box 6885 Radford, VA 24142-6885

A PDF of your proposal may be submitted through eVA’s Virginia Business Opportunities (VBO) site.

See Attachment F for more details.

* Identify the envelope package as instructed in Attachment A – Terms and Conditions.

BUSINESS HOURS: Radford University’s Procurement and Contracts Department is open Monday through Friday from 8:00 AM to

4:30 PM EST.

LATE PROPOSAL RECEIPT:

In-Person or Mail/Courier Delivery:

To be considered for selection, proposals must be received by Radford University’s Procurement and Contracts Department by the due date and time identified in this solicitation document. The official time used in documenting the receipt of In-Person and Mail/Couriered proposals is that time identified on the automatic time stamp machine located in the Procurement and Contracts Department in the David E. Armstrong building on the main campus of Radford University. Proposals received after the date and time designated herein are automatically deemed non-responsive and will not be given consideration. The University is not responsible for delays in delivery conducted by the U.S. Postal Service, private couriers, or the intra-university mail system. It is the sole responsibility of the Offeror to ensure their proposal reaches the Procurement and Contracts Department at Radford University by the designated date and time.

For Electronic Submission through eVA:

To be considered for selection, proposals must be submitted through the eVA Electronic Submission process by the date and time identified herein. In order to submit an electronic proposal, the Vendor MUST BE properly registered with eVA. Registration may be accomplished through this site: https://eva.virginia.gov/register-now.html. It is strongly encouraged that registration be completed well in advance of the submission deadline to avoid any delays in the process. Upon successful submission, the Contractor will receive confirmation of submission through eVA. Radford University will not confirm receipt of the proposal. For a tutorial on how to view and respond to a solicitation, visit: https://www.youtube.com/watch?v=KSxcAkOekW0. The University is not responsible for delays, miscommunications, or transmission errors that may occur during the electronic submission process. This includes but is not limited to issues related to internet connectivity, email servers, or other technical malfunctions. It is the sole responsibility of the Offeror to ensure the proposal is submitted on time.

UNIVERSITY CLOSINGS: If the University is closed as a result of an act of God or an emergency situation, the University’s website shall post notices of said closings. It is the responsibility of the vendor to check the website at www.radford.edu for said notifications.

If the University is closed on the day proposals are due, proposals will be accepted at the same time on the next scheduled business day the University is open. If the University is closed on the day of a scheduled pre-proposal conference a written addendum will be issued to officially reschedule the conference.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://eva.virginia.gov/register-now.html https://www.youtube.com/watch?v=KSxcAkOekW0 http://www.radford.edu/

OPTIONAL PRE-PROPOSAL CONFERENCE: A pre-proposal conference will be held on April 15, 2026, at 11:00 A.M. EST See Section (13) for additional information.

TYPE OF BUSINESS: (Please check all applicable classifications). In order to qualify for assigned Small, Women and Minority (SWaM) points your business must be certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your assigned SBSD certification number. For assistance with SWaM certification, visit the SBSD website at https://www.sbsd.virginia.gov/.

Large

Small business – A business that is at least 51% independently owned and controlled by one or more individuals who are U.S.

citizens or legal resident aliens, and together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years. One or more of these individual owners shall control both the management and daily business operations of the small business.

Women-owned business – A business that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in owned by one or more women who are citizens of the United States or legal resident aliens, and both the management and daily business operations are controlled by one or more women.

Minority-owned business – A business that is at least 51% owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals, or any historically black college or university, regardless of the percentage ownership by minority individuals or, in the case of a corporation, partnership, or limited liability company or other entity, the equity ownership interest in the corporation, partnership, or limited liability company or other entity.

COMPANY INFORMATION/SIGNATURE: In compliance with this Request for Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods or services in accordance with the attached signed proposal inclusive of all addenda, if applicable, and as mutually agreed upon by subsequent negotiation.

https://www.sbsd.virginia.gov/

Information Requested Vendor Response (Please write or fill in legibly)

FULL LEGAL NAME OF BUSINESS:

(Please print the company name as it appears with your Federal Taxpayer Identification Number)

FEDERAL TAXPAYER IDENTIFICATION

NUMBER (TIN):

BUSINESS NAME / DBA NAME/ TA NAME:

(If different than the Full Legal Name)

BILLING NAME:

(Company name as it appears on your invoice)

PAYMENT ADDRESS:

CONTACT NAME:

CONTACT TITLE:

EMAIL:

TELEPHONE NUMBER:

TOLL FREE TELEPHONE NUMBER:

EVA VENDOR ID NUMBER:

VIRGINIA STATE CORPORATION COMMISSION

REGISTRATION NUMBER:

I acknowledge that I have received the following addenda posted for this solicitation.

1 ______ 2 ______ 3 _______ 4 _______ 5 _______ 6 _______ (Please check all that apply.)

SIGNATURE: ____________________________________________ DATE: ______________________________

1. PURPOSE:

The purpose of this Request for Proposal (RFP) is to establish a contract through competitive negotiation, for Concert Promotional and Management Services. The selected Contractor will recruit, promote, and manage performers and concert events for Radford University, (hereinafter “University”), and the City of Radford (hereinafter “City”) located at 801 East Main Street, Radford, Virginia 24142, an agency of the Commonwealth of Virginia.

The University seeks proposals from qualified Offerors to provide a diverse range of high-quality entertainment services that enhances campus and community engagement, generates event revenue, responsibly manages costs, and maximize financial returns for Radford University while creating a positive economic impact to the City of Radford (City), and surrounding region.

2. SMALL, WOMEN-OWNED AND MINORITY OWNED - SWaM BUSINESS PARTICIPATION:

The mission of Radford University is to ensure strategic business development practices are in place to promote Small, Women- Owned and Minority-Owned (SWaM) businesses to the maximum extent. Radford University encourages prime suppliers, Contractors, and service providers to facilitate the participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other inclusive and innovative relationships.

Radford University has established SWaM goals that are posted on the Procurement and Contract website. Links to the University’s SWaM initiative can be located at: Procurement and Contracts | Radford University.

3. CONTRACT PERIOD:

The initial term of this contract is for two (2) years, or as negotiated. There will be an option for three (3) additional two-year renewals, subject to mutual agreement, satisfactory performance, and availability of funding.

4. BACKGROUND:

Radford University Background:

Radford University is a comprehensive public university of 7,837 students that has received national recognition for many of its undergraduate and graduate academic programs, as well as its sustainability initiatives. Well known for its strong faculty/student bonds, innovative use of technology in the learning environment and vibrant student life on a beautiful 211-acre American classical campus, Radford University offers students many opportunities to get involved and succeed in and out of the classroom. With over 250 clubs and organizations, Radford University offers many opportunities for student engagement, leadership development and community service. In addition to robust academic offerings and engaging student experiences on the main campus located in Radford, Virginia, Radford University also offers a clinical-based educational experience for some 1,000 students living and learning in Roanoke, Virginia as part of Radford University Carilion, a public-private partnership focused on the cutting-edge delivery of health sciences programming, outreach, and service. Radford University joins several other institutions in offering degree programs and continuing education opportunities at the Roanoke Higher Education Center in Roanoke, the Southwest Virginia Higher Education Center in Abingdon and flexible online offerings through its virtual campus.

Specific Background: The goal of this initiative is to deliver a high-quality, diverse, and professionally managed concerts (or concert series), if requested by the University and the City, that enhances campus community life, fosters student engagement, community engagement, engages students as part of the project, generates event revenue, and contributes to the cultural and economic vitality of the Radford and the surrounding region. This initiative provides an opportunity for Radford University to make a meaningful and lasting impact on both the campus and the broader community.

5. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCURMENT SYSTEM: The eVA internet electronic procurement solution, web site portal eva.virginia.gov, streamlines and automates government purchasing activities within the Commonwealth. Radford University, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are therefore requesting that your firm participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration as a self-registered vendor.

There are transaction fees involved with the use of eVA. These fees must be considered within the provision of quotes, bids, and price proposals offered to Radford University. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

http://www.radford.edu/content/procurement/home.html/

Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at https://eva.virginia.gov/register-now.html and register with eVA. This process needs to be completed before Radford University can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at http://www.eva.virginia.gov, or call eVA Customer Care at eva.virginia.gov/get-help-customer-care.html

6. CONTRACT PARTICIPATION: INTENTIONALLY LEFT BLANK

7. CONTRACT ADMINISTRATION: Radford University assigns Contract Administrators to each contract awarded. The Contract Administrator shall be the initial point of contact for the Contractor. Contract Administrators are charged with ensuring the terms and conditions of the contract are followed, payments are made in accordance to the contractual pricing schedule, and reporting noncompliance issues to the Procurement and Contracts Department at Radford University. Contract Administrators do not have the authority to authorize changes and/or modifications to the contract. Should noncompliance issues exist and cannot be resolved at this level or changes/modifications to the contract are required, the assigned Procurement Officer in the Procurement and Contracts Department must be notified immediately by the Contract Administrator.

8. DEFINITIONS:

ASCAP: American Society of Composers, Authors and Publishers

BMI: Broadcast Music, Inc. Performance rights organization in the U.S., they collect royalties for songwriters, composers, and publishers when music is publicly played.

Joint Commission: Radford University and the City of Radford Joint Commission (hereinafter “Joint Commission”): A collaborative body composed of six representatives from the University and six representatives from the City that work to address shared challenges and advance beneficial opportunities for students, residents, and Radford community.

SESAC: Formerly the Society of European Stage Authors and Composers. This agency collects royalties for songwriters, composers, and publishers when music is publicly played.

9. STATEMENT OF NEEDS: The Contractor is expected to provide comprehensive concert programming, promotion, and management services for either a single concert event or a four-to-six-month concert series, or both, at the University’s and City’s discretion. Services will include planning, execution, financial oversight, and compliance with all applicable laws, regulations, University policies, and City requirements. The Contractor must implement appropriate risk management practices and adhere to all contractual, operational, financial, and data security standards as specified herein.

A. GENERAL RESPONSIBILITIES:

1. Event Operations: The Contractor will be responsible for all day-of-event operations, including:

a. Event and production management.

b. Box office operations.

c. The Contractor will be responsible for providing all equipment necessary for the event and for all event setup and breakdown activities, including but not limited to staging, seating, lighting, and barricades. The Contractor could be responsible for post-event cleanup and waste management services, including providing adequate garbage receptacles and conducting complete debris removal within twenty-four (24) hours following the conclusion of the event.

d. The Contractor could be responsible for concert parking enforcement with applicable costs included with the proposal. However, the University and the City reserve the right to require use of University-contracted parking resources if deemed parking may be operationally/financially advantageous. Coordinate with the University Scheduling Office to ensure that events are scheduled around existing University events such as Homecoming, Commencements, Open Houses, Festivals, Student Life Events.

e. The Contractor will coordinate with the Scheduling Office regarding space reservations for events on campus and ensure that appropriate insurance certificates are provided, including the University as an additional insured party for all events. For off-campus events, the Contractor will ensure completion the required application process and coordination with the City officials for review and approval.

f. The Contractor will work with the University Scheduling Office to ensure that all event support requests for Facilities, Utilities, and Security are well defined and submitted to the appropriate functional areas. For off-campus https://eva.virginia.gov/register-now.html http://www.eva.virginia.gov/ events, the Contractor will work with the City to ensure that all event support requests are addressed in the City’s application process.

g. Security requirements for events will be reviewed by the Radford University Police Department (RUPD) and the City of Radford Police Department (RCPD).

h. For events hosted on University property, events will comply with the University’s Use of Facility Policy, which outlines security requirements as well as provisions for any damages to property. Microsoft Word - FA-PO-1209- Facility Use Policy Final-8-26-24.docx

i. For events hosted on University property, events will comply with all University Policies, to include the Protection of Minors on Campus Policy for events targeted to minors. Microsoft Word - FA-PO-1217 Minors on Campus Policy.docx

j. Event contracts should not be finalized, nor should events be advertised until the Event Request is approved by the Joint Commission, University Scheduling Office, and City officials.

k. The event contractor is responsible for all contracted services for the event and for processing payment for services promptly to support vendors.

2. Artist Recruitment and Programming: The Contractor will be responsible for recruiting and identifying performers for either a single concert event and/or four-to-six-month concert series to be held between April and October, as determined by the Joint Commission. All performers should promote a family-friendly environment, and demonstrate responsible behavior related to language, alcohol use, drug-free conduct, and respect for facilities, staff, and patrons.

Performers and programming selections should align with the shared goals of the University and the City of Radford, as well as the intended audience's demographics and approved budget limits.

The Contractor will propose performers they intend to recruit or book and review those proposed performers with the Joint Commission for approval prior to confirming artists' bookings.

Offerors should provide a detailed programming vision outlining the proposed booking strategy, scheduling approach, and overall event concept. Offerors will demonstrate the capacity and experience necessary to successfully plan, manage, and execute either a single concert event or, if requested by the Joint Commission, an ongoing four-to-six-month concert series.

Offerors will also describe their financial model for artist booking, including but not limited to advancing artist deposits and guarantees, underwriting artists' fees, and assuming financial responsibility for artist compensation. The Contractor will be solely responsible for any revenue deficiency in ticket sales that do not fully cover guaranteed artist compensation and related expenses.

Programming should appeal to a broad audience and may include, but is not limited to:

a. Genre-based programs (e.g., indie rock, hip-hop, country)

b. Family-friendly concerts

c. Artist tier concepts: emerging artists and national touring acts

3. Ticket Pricing and Fees: The Contractor will propose ticket pricing tiers for the concert event and/or concert series.

All ticket prices, services fees, convenience fees, processing fees, discounts, and other charges associated with ticket sales will be subject to review and final approval by the University prior to public release.

Ticket Pricing: The Contractor should offer discounted ticket pricing for university students and may also provide discounts to high school students and seniors.

4. Marketing and Promotion: The Offeror will provide comprehensive marketing and promotional services for the concert event and/or concert series. The Offeror will clearly outline the marketing strategy, target audiences, promotional channels (including digital, social media, print, and media partnerships), and timeline. When utilizing logos in marketing materials, the Offeror will be required to coordinate with the appropriate agency regarding branding guidelines. All uses are subject to prior written approval by the appropriate entity and must comply with branding guidelines. Alteration of branding and/or logo is strictly prohibited.

5. Accessibility Compliance: The Contractor shall ensure that all digital and online materials, including but not limited to websites, ticketing platforms, digital marketing and event applications, comply with WCAG 2.1 Level AA accessibility standards. The Contractor shall also ensure that all event materials and communications support equitable access for individuals with disabilities and comply with applicable federal, state, and University accessibility https://www.radford.edu/policies/_documents/using-university-facilities.pdf https://www.radford.edu/policies/_documents/using-university-facilities.pdf https://www.radford.edu/policies/_documents/minors-on-campus-policy.pdf https://www.radford.edu/policies/_documents/minors-on-campus-policy.pdf requirements.

B. EVENT MANAGEMENT AND STAFFING REQUIREMENTS:

1. Event Production Oversight:

a. The Contractor will coordinate logistics, equipment, sound, lighting, staging, and staffing.

b. The Contractor will collaborate with University, City, and third-party vendors.

c. The Contractor will provide professional on-site and off-site management.

d. The Contractor will appoint an on-site event manager for each event.

e. The Contractor will not subcontract any portion of work without prior written consent of the Joint Commission. In the event the selected firm desires to subcontract any part of the work, the Contractor is expected to provide the names, qualifications, and experience of its subcontractors. The Contractor will remain fully liable for the work to be performed by the subcontractor and will ensure compliance with all requirements of the contract. The Joint Commission reserves the right to approve of the subcontractor prior to the event.

f. The Contractor will conduct events consistent with the Joint Commission’s mission and will collect and share customer feedback with the Joint Commission.

2. Financial and Administrative Support:

a. The Contractor will provide financial data for budgeting and cost management.

b. The Contractor will submit transparent financial reporting, including artist fees and production costs.

c. The Contractor should support sponsorship identification or revenue-generating opportunities, if applicable. All sponsorship and revenue-generating arrangements must be proposed and approved in writing by the Joint Commission prior to execution.

3. Contractor Personnel Responsibilities:

a. The Contractor at its sole expense, provide all personnel required for safe and efficient operations

b. Contractor shall assume responsibility for wages, taxes, and other related personnel costs.

c. Contractor personnel shall comply with all University policies. The University reserves the right to remove any

Contractor employee, or independent contractor for each event upon the University’s request.

C. PERMITS AND LICENSING:

1. The Contractor shall, at its sole cost and expense, obtain and maintain all permits, licenses, certifications, and approvals required to perform services under this contract, including those necessary to conduct events on both University and City property. This includes, but is not limited to the following:

a. Applicable health permits and inspections required by local or state health authorities, including temporary food service permits for vendors.

b. Security personnel must be licensed issued by the Virginia Department of Criminal Justice Services (DCJS), as required by law.

c. Performance licensing and royalty payments, including but not limited to ASCAP, BMI, SESAC, or other applicable performing rights organizations.

d. Local business licenses, if required.

e. Fire Marshal permits and approvals, including tent permits, pyrotechnics permits, or special effects approvals, if applicable.

f. The Contractor shall be solely responsible for ensuring that attendance at all venues does not exceed the maximum occupancy limits established by the applicable fire code, building code, permits, and venue specifications. The Contractor must implement appropriate crowd management and access control measures to always ensure occupancy compliance.

g. Temporary assembly, mass gathering, or special event permits, if required by local or state authorities.

h. Noise permits or local ordinance compliance approvals, if applicable.

i. Any required stage, rigging, electrical, or structural safety inspections and certifications.

j. Any other federal, state, or local permits, licenses, or approvals necessary to lawfully conduct the event. The

Contractor will be responsible for ensuring the occupancy levels for specified venues do not exceed permitted occupancy levels.

2. The Contractor shall provide copies of all required permits and licenses to the appropriate agency prior to the event upon request. Failure to obtain and maintain required permits may result in cancellation of the event at no cost to the University.

3. Operational Alcohol Controls

a. Alcohol sales, if permitted by the University and City, must comply with all Virginia ABC regulations and University and City policies.

b. Alcohol consumption shall be restricted to clearly designated and controlled areas approved in advance by the University and the City.

c. Alcohol sales must end no later than thirty (30) minutes prior to the scheduled conclusion of the concert.

d. No alcohol service shall be provided to individuals under the age of 21. Valid government-issued identification must be verified.

e. The Contractor must implement appropriate controls to prevent over-service and ensure responsible beverage service practices (e.g., trained servers, wrist banding, ID checks, security monitoring).

f. Security and Monitoring: The Contractor will provide adequate staffing and security measures to monitor concession and alcohol service areas and to ensure orderly operations.

D. Security and Safety:

1. Security Coordination and Law Enforcement Authority: The Contractor shall provide and manage event security personnel necessary to support safe and orderly concert operations. All security services shall be coordinated in advance with Radford University Police Department (RUPD) and the City of Radford Police Department (RCPD) and performed in accordance with the Joint Commission policies and applicable laws.

If the Contractor is unable to provide qualified security personnel, or if the University and the City determine, in their sole discretion, that additional or alternative security measures are required, the University may require the use of University Police, University-contracted security personnel, or other approved third-party providers, and the City may require the use of Radford City Police Department. In such cases, the parties shall coordinate responsibilities in advance, and associated costs shall be allocated as mutually agreed in writing or as otherwise specified in this Agreement.

a. Incident Reporting: Contractor security staff shall immediately report all incidents occurring on University property to RUPD and all incidents occurring on City property to the RCPD. This includes, but is not limited to, criminal activity, disturbances, medical emergencies, safety hazards, crowd control issues, or suspicious behavior. Written incident reports shall be provided to the University and the City upon request.

b. Coordination and Cooperation: Contractor security staff shall fully cooperate with RUPD and the RCPD regarding traffic control measures and related public safety planning, and other emergency responders, and shall follow all directives issued by Joint Commission officials related to safety, crowd management, and emergency response.

c. Security Training: All Contractor-provided security personnel shall be properly trained, qualified, and licensed as required by law. Personnel shall be clearly identifiable and professionally attired while performing services.

d. Occupancy and Safety Compliance: The Contractor shall ensure that attendance does not exceed the permitted occupancy levels for campus venues as specified by the agency. The Contractor shall comply with all applicable local, state and federal safety regulations, including fire, building, and crowd safety codes.

2. Event-Day Operational Authority: The University and the City shall retain final authority over all operational decisions on the day of the event related to safety, including but not limited to weather delays, evacuations, emergency response, and event cancellation due to public safety concerns. The Contractor should provide recommendations, support, and implementation of safety protocols as directed, and shall maintain direct communication with the University-designated event manager and/or RUPD throughout the event or the City designated event manager and/or RCPD. All safety decisions made by the University shall be final and binding.

3. Emergency Preparedness and Coordination:

a. The Contractor must develop and implement event-specific safety and emergency procedures in coordination with the University and the City.

b. Ensure all security personnel are familiar with emergency plans, evacuation routes, and emergency communication protocols.

c. Assist the University and the City in coordinating traffic control measures and public safety planning with local authorities, as needed.

d. Support emergency response operations, including medical, fire, or law enforcement interventions, as directed by the University or the City.

E. CONCESSION SALES:

1. Vendor Authorization and Compliance: For any events that are scheduled on University property, all food and beverage services shall be subject to the University’s exclusive dining and pouring rights agreements. The Contractor shall not engage or advertise any food or beverage vendor without prior written confirmation from the University that the Dining Services provider has declined or waived exclusive rights.

If the University authorizes the use of third-party vendors for on campus events (including after the required waiver by the University’s Dining Services provider), and if the City authorizes vendors for off-campus events, all such vendors shall obtain and maintain all required health permits, business licenses, insurance coverage, and fire Marshall approvals.

The contractor shall be responsible for verifying vendor compliance prior to event operations.

Beverage concession sales shall comply with the University’s exclusive pouring rights agreement with Pepsi.

2. Operational Alcohol Controls

a. Alcohol sales, if permitted by the University and City, must comply with all Virginia ABC regulations and University and City policies.

b. Alcohol consumption shall be restricted to clearly designated and controlled areas approved in advance by the University and the City.

c. Alcohol sales must end no later than thirty (30) minutes prior to the scheduled conclusion of the concert.

d. No alcohol service shall be provided to individuals under the age of 21. Valid government-issued identification must be verified.

e. The Contractor must implement appropriate controls to prevent over-service and ensure responsible beverage service practices (e.g., trained servers, wrist banding, ID checks, security monitoring).

f. Security and Monitoring: The Contractor will provide adequate staffing and security measures to monitor concession and alcohol service areas and to ensure orderly operations.

F. EVENT REQUIREMENTS:

1. Event Services and Equipment: The Contractor will provide, at its sole cost and expense, all equipment, labor, materials, supplies, transportation, staging, production services, and management necessary to fulfill contract obligations.

In coordination with the University for on campus events, certain University facilities, infrastructure, or equipment may be made available upon prior written approval to support efficient event operations. The Contractor shall be responsible for the proper use, supervision, and care of such property and shall reimburse the University for any loss or damage due to improper use.

An Event Plan, including projected revenue, expenses and projected commission to the University and the City should be submitted with the Event Scheduling Request for review and approval.

2. Utilities: For on-campus events, Radford University, in coordination with Radford Electric Department, will provide electricity as necessary for the performance of the work. The Contractor is responsible for coordinating with the University Facilities Department to arrange electrical access. For off-campus events, the City, in coordination with the Radford Electric Department, will provide electricity as necessary for the performance of the work. The Contractor will be responsible for contacting City Staff to arrange electrical access.

3. Sanitation and Waste Management: Contractor should provide adequate sanitation and wastes services for the event, to include portable restrooms and handwashing stations, if requested. The number and placement of portable restrooms shall comply with applicable health regulations and anticipated attendance levels and shall be subject to University and City approval.

a. The Offeror will be required to submit a trash removal and post event clean-up plan for each event on-campus event as part of the Request to the University Scheduling Office for advance review. The Contractor will provide trash receptacles, post-event cleanup staff and will coordinate with Facilities Management regarding proper grease disposal. The Contractor is encouraged to incorporate sustainable practices in support of the University’s Action Plan, including but not limited to waste reduction, recycling, use of environmentally preferable products, and responsible disposal methods.

b. For events held off campus, the trash removal and clean-up plan should be submitted to and reviewed by City staff.

The Contractor should provide trash receptacles and staffing for post-event cleanup.

4. Pre-Event Submission Requirements: No later than thirty (30) calendar days prior to each scheduled concert, the Contractor shall submit the following for University and City review and approval:

a. Proposed ticket pricing structure, service fees, and distribution method.

b. Detailed event schedule, including load-in, sound check, gates open, performance times, and load-out.

c. Primary on-site event contact information and emergency contact information.

d. Marketing and promotional materials (all materials must contain accurate, consistent, and University and City-approved information).

e. Site layout plan, including stage placement, barricades, emergency access lanes, concessions, alcohol service areas

(if applicable), ADA access, and crowd flow.

f. Security and crowd management plan.

g. Emergency action and severe weather contingency plan.

5. Scheduling Requirements: Concert(s) will be scheduled between April and October on mutually agreed upon dates, subject to final approval by the University and the City. Events may be held on weekdays and/or weekends at the discretion of the University and the City for off-campus events. Each concert will be limited to a single-day event unless the University provides prior written approval for a multi-day event.

6. Parking and Traffic Control: All parking and traffic management arrangements shall comply with University and

City policies and site limitations. The Contractor shall coordinate with University and City officials regarding parking designations, staffing, signage, and traffic flow.

7. Final Event Roster and Credentials: A comprehensive list of volunteers, vendors, staff, performers, production personnel, parking passes, credentialed individuals, and any other relevant event details shall be submitted no later than fourteen (14) days prior to the concert.

8. Insurance and Risk Management: The Contractor shall maintain required insurance coverage as specified in this RFP and shall provide certificates of insurance 30 days prior to the event.

9. Damage and Restoration: The Contractor shall be responsible for returning all University and City facilities and grounds to their original condition immediately following the event, and the Contractor will be responsible for any repairs/restoration costs.

10. Safety and Emergency Management: The University, in its sole discretion, shall retain final authority on the event date to delay, suspend, modify, evacuate, or cancel the event due to weather conditions, public health considerations, safety risks, or other emergency circumstances. For events held off campus, the City of Radford shall retain final authority.

10. SPECIFIC REQUIREMENTS: Proposals should be as thorough and detailed as possible so that Radford University and the

City may properly evaluate your capabilities to provide the required goods or services. Offerors are required to submit the following information/items as a complete proposal:

A. Plan for Providing the Delivery of Services: Provide your plan for providing Concert Series Programming and

Management Services in coordination with the University and the City. Offeror should provide all the requirements as stated in the Statement of Needs above to include:

1. A description of the services the Offeror proposes to provide the staff needed, when services shall be performed, by whom, and the time durations for each phase of the process.

2. A description of the artist booking and negotiation process.

3. A description of production management services (e.g. sound, lighting, and staging).

https://www.radford.edu/sustainability/_documents/path-to-2040.pdf

4. A description of event staffing, including event managers, box office, production crew, and security coordination.

5. A description of any reports, certifications, or deliverables in the performance of the work included in this solicitation.

Include copies of all standard certifications, business licenses, security certifications/licenses, resumes of key employees, reports, example receipts, and tracking tools.

6. A description of your firm’s ticketing management services to include the platform used (e.g. Ticketmaster, Eventbrite, in-house system), fee structure, refund policies, fraud prevention, reporting and reconciliation.

7. The Offeror will additionally describe the platform’s capability to provide discounted tickets options for University students and staff, as well as high school students and seniors including any required verification methods (e.g., email, student ID), and any related technical considerations.

8. Describe your firm’s music production crew schedules and event day operations from moving equipment into a venue and setting up for a show, and dismantling, packing, and removal of equipment after the performance.

9. Include a projected timeline for delivery of services relative to the award date off the contract. How soon can programming begin, artist booking lead times, marketing launch timeframe to initiate first concert delivery.

B. Experience and Qualifications: Provide a written narrative outlining the experience of the firm in providing the services described.

1. Provide names, qualifications and experience of personnel to be assigned to the project along with their responsibilities, including an organization chart that clearly illustrates the Offeror’s management structure, identifying individuals authorized to execute contracts, authorized to make financial decisions, oversee operations, and handle issue resolution.

2. Resumes of key employees to be assigned to the project, including industry experience, past concert management success, and experience in working with public-sector clients.

3. Provide artists and genres your firm can provide, to ensure diverse audience needs, program across genres (e.g., pop, jazz, country). Ability to attract appropriate talent for a university or community spacing.

4. Contractor shall provide examples of other commission structures in place with institutions of higher education in Virgina and/or adjacent states, or for local governments and municipalities.

C. Financials: Provide a balance sheet or annual report of the Offeror’s last fiscal year, certified by a CPA to substantiate the

Offeror’s ability to advance artist fees, cover upfront production, and marketing costs, and sustain operations across a multi-event concert series.

D. Financial Considerations

1. The Offeror shall clearly define the proposed commission structure related to event revenue, including the following components:

a. Commission Percentages: Specify the percentage of gross sales less defined deductions (such as refunds and chargebacks, discounts, etc.) applicable to each revenue category, including but not limited to ticket sales, concessions, parking, and merchandise.

b. Accounting Records: Describe the accounting methodology to be utilized, including record-keeping practices, financial controls, documentation standards, and audit accessibility.

c. Reporting: The Offeror is expected to provide post-event financial reporting within ten (10) days, the format and content of financial reports provided to the University and City, must include sale summaries, expense breakdowns, and commission calculations.

d. Refunds: Explain procedures for processing ticket refunds, event cancellations, chargebacks, and adjustments, including how such transactions impact commission calculations. Refunds should be fully processed within 30 days of event. Refund policy for event should be publicized prior to and after the ticket purchase.

e. Payments: Identify the payment schedule, method of payment, and timeline for remitting funds owed to the University, including any required supporting documentation, and the option to discuss acceptance for other payment options in the future.

f. Reconciliations: Outline the reconciliation process following each event, including timelines, dispute resolution procedures, and final settlement protocols.

2. Offerors should propose a minimum guarantee of revenue for the University, as well as a percentage scale of split revenue between the University and Contractor.

3. Commissions will not be paid on the Contractor’s revenue losses, resulting from vandalism or theft of products. Prior to the start of the contract, the University, the City, and Contractor will mutually agree on the format and content of the report(s).

4. The Contractor shall provide concert sales and commission reports to the Contract Administrator, or their designee.

The report should include the following:

a. Detailed statement showing the gross sales after each concert.

b. Selling prices of merchandise

c. Concession and alcohol sales (if a waiver is granted by the University’s Dining Services Provider for on campus events).

d. Any taxes that are due to state or localities (such as Radford City Meals Tax)

e. Total commission from concert

f. Refunds for ticketing and concert merchandise.

g. The University Scheduling Office should provide a cost estimate and final billing of costs associated with the event

(i.e. labor for connection of utilities, security, etc.) for events held on campus.

5. Payments: The Contractor shall pay the commission percentage of gross sales within thirty (30) days following the concert performance last day in which commissions were earned, and post-event financial reporting due within ten

(10) days of event with a detailed explanation of dollar sales by item category.

E. Business Practices: Provide a detailed description of how your firm will manage and implement concert programming and management, to include but limited to:

1. Programming philosophy.

2. Coordination with University and City stakeholders.

3. Marketing strategies to promote concerts and the ability to expand audiences over time.

a. Advertisement platforms (digital, social media, email, print, radio).

b. Branding and promotion of the concerts.

c. Communication method in coordinating with University and City.

4. Community engagement.

5. Risk Mitigation: Describe your firm’s strategies to minimize operational, safety, and financial risks, including contingency planning and the use of event cancellation insurance for outdoor concerts to add weather or emergency-related cancellations.

6. Provide simple online return policy.

7. Ensure accessibility for disabled concert patrons.

F. Accounting: The Offeror must provide strong internal controls, accurate ticket and revenue tracking, proper settlement with artists, inventory control (merchandise, credentials, etc.) and transparent cost analysis.

G. Concert Merchandise: A description of the products offered at concerts, apparel (T-shirts, hoodies, hats), accessories, music formats (CDs, Vinyl, etc.).

H. References: Provide four (4) references in Attachment C, for whom you have provided the type of services described herein. Include the date(s) services were furnished, the client name, address, and the name and phone number of the individual Radford University has your permission to contact.

I. *Participation of Small, Women-owned and Minority-owned business (SWaM) Business: If your business cannot be classified as SWaM, describe your plan for utilizing SWaM subcontractors if awarded a contract. Describe your ability to provide reporting on SWaM subcontracting spend when requested. If your firm or any business that you plan to subcontract with can be classified as SWaM, but has not been certified by the Virginia Department of Small Business and

Supplier Diversity (SBSD), it is expected that the certification process will be initiated no later than the time of the award.

If your firm is currently certified, you agree to maintain your certification for the life of the contract. For assistance with SWaM certification, visit the SBSD website at http://www.sbsd.virginia.gov .

11. SELECTION CRITERIA AND AWARD

A. Selection Criteria: Proposals will be evaluated by Radford University using the following weighted evaluation criteria.

Evaluation Criteria Percentage of Points

1 Qualifications and experience of Offeror in providing the goods/services. 25%

2 Quality of products/services offered and suitability for the intended purposes. 25%

3 Specific plans or methodology to be used to provide the products/services. 20%

4 Financial (Cost) 20%

5 Participation of Small, Women-Owned and Minority-Owned (SWaM) Businesses. 10%

TOTAL 100%

B. Award Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation criteria included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offers so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, Radford University shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. Radford University may cancel this Request for Proposal or reject proposals at any time prior to award. Should Radford University determine in writing and in its sole discretion that only one Offeror has made the best proposal a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor’s proposal as negotiated. See Attachment B for sample contract form. Radford University reserves the right to award multiple contracts as a result of this solicitation.

12. PROPOSAL PREPARATION AND SUBMISSION:

A. GENERAL INSTRUCTIONS: Response shall be submitted in one of the following ways:

Identify the envelope/package as instructed in Attachment A – Terms and Conditions No other distribution of the proposal shall be made by the Offeror.

1. IN PERSON or MAIL/COURIER RFP Responses: In order to be considered for selection, Offerors shall submit a complete response to this RFP to include.

a. One (1) original paper copy of the entire proposal, INCLUSIVE OF ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with section 12.A.1.c below.

b. One (1) electronic copy in WORD format or searchable PDF (USB/Flash Drive) of the entire proposal as one document, INCLUSIVE OF ALL ATTACHMENTS mailed along with the hard copy above. Any proprietary information should be clearly marked in accordance with 12.A.1.c below.

In Person* Mail or Courier* Electronically through eVA

Deliver proposal to:

Mailing Address:

Electronic Submissions:

Radford University David E. Armstrong Complex 501 Stockton Street Radford, VA 24142

Radford University…