RFP 26-0023 Ceremonies Setup Services.pdf

UNIVERSITY OF WASHINGTON

Request For Proposal #26-0023 KLE

Event Setup Services for University of Washington Office of Ceremonies

RFP Coordinator: Kassy Ellefson, Sr. Contract Manager, UW Procurement Svcs. Email:ellefson@uw.edu RFP Due Date: October 30, 2026, on or before 4pm PDT

It is the Bidder’s responsibility to read the entire document, including all exhibits and addendum (if issued), and to comply with all requirements listed herein.

The University of Washington conducts all solicitations via Workday Strategic Sourcing, (WSS). Registration is free and is required to access WSS. The University is not responsible for a Bidder’s failure to register for and check WSS for solicitation updates.

This solicitation has been advertised on the Washington Electronic Business Site (WEBS). Please note that WEBS and WSS are different websites.

This solicitation is open to those who satisfy the qualifications stated herein and that are available to provide services in Washington State.

DUE DATE: October 30, 2026 Bidders shall submit a proposal via the Workday Strategic Sourcing Event. Proposals must be submitted on or before the time specified in the timetable. Any proposal received after that date and time may not be considered. All proposals shall remain valid for a minimum of 180 business days following the RFP closing date.

TABLE OF CONTENTS

Section 1: RFP Instructions Section 2: Project Information Section 3: Terms and Conditions Section 4: Evaluation

LIST OF EXHIBITS

Exhibit 1 Sample Scenarios Exhibit 2 University of Washington General Terms and Conditions Exhibit 3 Certifications and Assurances Exhibit 4 Minority, Women, and Small Business Enterprise Response Form Exhibit 5 Supplier Code of Conduct mailto:ellefson@uw.edu https://university-of-washington.public-portal.us.workdayspend.com/ https://university-of-washington.public-portal.us.workdayspend.com/

SECTION 1 RFP INSTRUCTIONS

1.1 RFP DEFINITIONS

• The terms "offer", “proposal,” or “bid” means a submitted response to this Request for Quote and Qualifications.

• The terms "Bidder", “Bidders,” or “Firm” means the entity submitting a response.

• The terms "Contractor", “Supplier” or “Vendor” means the entity receiving a contract award.

• The terms “Contract” or “Agreement” means the contract(s) and/or purchase order(s) that is awarded as a result of this RFP.

• The term "RFP Coordinator" means the University of Washington’s appointed contracting representative.

• The terms "solicitation" or “RFP” means Request for Proposal.

1.2 SUBMISSION OF RESPONSES

Bidders shall submit a proposal in PDF or Word format, via WSS. Proposals must be submitted on or before the time specified in Timetable, any proposal received after the due date and time may not be considered. All proposals shall remain valid for a minimum of 180 business days following the RFP closing date.

The University of Washington is not responsible for any technical issues, system errors, connectivity problems, or other difficulties experienced by bidders when accessing or submitting responses through Workday Strategic Sourcing (WSS) and reserves the right not to accept late or incomplete submissions resulting from last-minute technical difficulties.

Bidders are solely responsible for ensuring that their responses are fully completed and successfully submitted prior to the event closing deadline. The University strongly encourages bidders to begin and finalize their submissions well in advance of the deadline to allow sufficient time to address any potential technical issues.

All proposals and any accompanying documentation become the property of the UW and will not be returned.

1.3 TIMETABLE

Issue of RFP June 1, 2026 Onsite tour of UW Commencement at Husky Stadium (optional) June 11, 2026, 4pm Onsite tour of UW Convocation at Alaksa Airlines Arena (optional) September 25, 2026 Questions Due October 2, 2026, on or before 4pm Response Due October 30, 2026, on or before 4pm

The University reserves the right to change the timetable or cancel the RFP at any time. Bidders will be notified via WSS Message Center of any schedule changes which impact them.

1.4 REVISIONS TO THE RFP

The University reserves the right to change the acquisition schedule or cancel the RFP at any time. The University reserves the right to make corrections or amendments due to errors identified in the RFP by the University or a Bidders. Any changes will be dated and attached to, and made a part of, the RFP. All changes must be coordinated in writing with, authorized by, and made by the RFP Coordinator.

All RFP corrections and amendments will be posted to WSS. Bidders are responsible for checking the website for this information.

1.5 QUESTIONS and COMPLAINTS

QUESTIONS

All questions must cite the particular RFP section(s) and paragraph number and be submitted via the WSS Event Message Center. Depending upon the nature of the question and the response, copies of the question and response may be submitted to all other potential Bidders.

Unauthorized contact regarding the RFP with other than the RFP Coordinator may result in disqualification. Any oral communications will be considered unofficial and non-binding on the University of Washington. Questions will not be accepted after the closing date for inquiries.

Should any discrepancies be found in or omissions from the specifications, or doubt as to their meaning, the Bidder shall notify the RFP Coordinator, in writing. Any and all interpretations, corrections, revisions, and amendments shall be issued by the RFP Coordinator in the form of a written addendum to all holders of the RFP documents. All addenda issued shall be incorporated into the award.

Bidders will not receive confirmation that submitted questions have been received. Responses to questions received will be posted on the WSS Event Message Center and on WEBS.

COMPLAINTS

A. Bidders may submit a complaint to the RFP Coordinator based on any of the following:

• The solicitation unnecessarily restricts competition;

• The solicitation evaluation or scoring process is unfair or flawed; or

• The solicitation requirements are inadequate or insufficient to prepare a response.

B. Bidders may submit complaints up to 5 business days prior to the proposal due date. Complaints must meet the following requirements:

• Must be in writing.

• Must be sent to the RFP coordinator, or designee.

• Should clearly articulate the basis for the complaint.

• Should include a proposed remedy.

The RFP coordinator or designee will respond to complaints in writing; responses to complaints received will be posted on the WSS Event Message Center and on WEBS. The complaint may not be raised again during the protest period. The complaint process does not include an appeal process.

1.6 ACCEPTANCE OF OFFERS

The UW reserves the right to reject any or all responses or any part thereof, or to accept any responses, or any part thereof, or to waive or decline to waive irregularities and technicalities in any response when it is determined that it is in the best interest of the UW to do so. The UW reserves the right to waive any minor irregularity in any response received, including but not limited to, obvious mathematical errors in extension of pricing, failure to date the response, or failing to execute any certification not considered salient to price, or acceptance of an agreement award. A major omission, such as but not limited to, failing to contain the signature of a responsible official of the company on the response, failing to propose actual pricing, may result in rejection of the offer as being non-responsive to the RFP.

Bidder’s proposal must provide a minimum of 180 business days validity period.

1.7 AWARD IN THE BEST INTEREST

In order to obtain the services and pricing that best meet the needs of the University as expressed in this RFP, the University reserves the right to make single or multiple awards. The University also reserves the right to cancel or reissue the RFP or reject any or all offers without penalty.

1.8 ATTACHMENT OF RESPONSES TO CONTRACT

If an award is made, the University will incorporate the RFP document and any addenda issued, plus the winning Bidder's response to the RFP as part of the final contract.

1.9 COST OF RESPONSES

Costs incurred in preparing and presenting the responses or incurred in any other manner by the Bidder in responding to this solicitation are not reimbursable and may not be charged to the University.

1.10 GRATUITIES

In accordance with RCW 42.52, Ethics in Public Service, University employees may not accept gifts, gratuities, or any item of economic value. The Bidder agrees to offer no such items to any University employee.

1.11 FUNDING

Any Contract awarded as a result of this solicitation is contingent upon the availability of funds. If UW receives additional funding during the procurement process or after Contract award, UW reserves the right to amend the solicitation or resultant Contract. If this occurs, the timeline for the overall Project may be extended.

1.12 IN-STATE RECIPROCITY

Pursuant to RCW 39.26.371 and WAC 200-300-075, the State of Washington Department of Enterprise Services has established a schedule of percentage increases to be added to Bids from Bidders in states that grant a preference to Contractors located in their state, or for goods manufactured in their state. The percentages related to each respective state are provided in the NASPO’s state preference repository and apply only to Bids received from Bidders in those states listed.

The appropriate percentage will be added to each Bid bearing the address from a state with in-state preferences rather than subtracting a like amount from Washington State Bidders.

This action will be used only for analysis and award purposes. In no instances shall the increase be paid to a Bidder whose Bid is accepted and awarded a Contract.

1.13 NON-ENDORSEMENT

As a result of the selection of a Bidder to supply products and/or services to the University, the University is neither endorsing nor suggesting that the Bidder is the best or only solution. All Bidders agree to make no reference to the University in any literature, promotional material, brochure, sales presentation, or the like without express written consent of the University’s Trademarks and Licensing Office.

1.14 PUBLICITY

Advertising, including use of the University marks and logos, press releases, or any other general public announcement by a Vendor, stating the availability of its products or services to University employees is prohibited unless the Vendor has obtained prior written authorization from the UW Procurement Services Department.

1.15 NO OBLIGATION TO CONTRACT

This solicitation does not oblige the University of Washington to contract for the services specified herein.

1.16 RESPONSE WITHDRAWAL

Responses may be withdrawn any time prior to the RFP scheduled due date and time. Withdrawn responses may be resubmitted up to the time and date designated for receipt of responses provided they are in full conformance with the terms and conditions of this solicitation.

1.17 PUBLIC DISCLOSURE

The University is subject to RCW 42.56 (Public Records Act). All Bidders Responses and any subsequent Contract will be “public records” as defined in RCW 42.56.010. The Bidders must clearly specify any specific information that it claims is confidential or proprietary. Marking of the entire Response or entire sections as proprietary will not be honored. The University may not accept Responses where pricing is marked as proprietary.

All Responses received will remain confidential until the Contract, if any, resulting from this RFP is signed by the University and the Apparent Successful Bidders; thereafter, the Responses will be deemed public records.

To the extent consistent with RCW 42.56, the University will maintain the confidentiality of all information marked confidential or proprietary. If a request is made to view the Bidder’s information, the University will notify the Bidders of the request and the date that such records will be released unless the Bidders obtains a court order enjoining that disclosure. The Bidders will have five (5) business days from receipt of notice to obtain the court order. If the Bidders fails to obtain the court order enjoining disclosure, the University will release the requested information on the date specified.

1.18 RESPONSIVENESS

All responses will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Bidder is specifically notified that failure to comply with any part of the RFP may https://www.naspo.org/research-and-innovation/state-preference-repository/ result in rejection of the response as non-responsive.

1.19 MINORITY AND WOMEN BUSINESS ENTERPRISE PARTICIPATION

In accordance with chapter 39.19 RCW, the University of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this solicitation or on a Subcontractor basis. However, no preference will be included in the evaluation of proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award and proposals will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulation or statutes included or referenced in the contract documents will apply. Reference Exhibit 4

The established annual procurement participation goals for this solicitation are MBE 6% and WBE 4%. For information on certified firms, Vendors may contact OMWBE at 360/753-9693 or http://www.omwbe.wa.gov.

1.20 U.S. SMALL BUSINESS PARTICIPATION

Participation in contracts for goods and services is encouraged by firms which qualify under definitions by the U.S. Small Business Administration as small business (SB), or small disadvantaged business (SDB), or small women owned business (WOB). Reference Exhibit 4

The percentage listed is voluntary. No preference will be included in the evaluation of bids/proposals. Participation in University contracts may be either direct as the Vendor in response to this solicitation, or as a Subcontractor to a Vendor.

Voluntary U.S. Small Business goals for this solicitation are 15% SB/SDB/WOB

SECTION 2 PROJECT INFORMATION

2.1 PROJECT

The University of Washington Office of Ceremonies seeks proposals from qualified firms able to provide transportation and set up of university owned and stored staging, event, and décor elements with the ability to provide additional rental support materials as needed to supplement the event build.

Convocation and Commencement are the only ceremonies at which the entire University—its faculty, staff, administration, and all 16 schools and colleges—unite to celebrate its fundamental purpose: to provide students with a transformative educational experience and instill in them a passion for learning.

These ceremonies showcase the University’s excellence, its vision and reach, to the entire world. At Convocation, new students are welcomed into the University community and begin to get a sense of the voyage of discovery that awaits them. At Commencement we share their achievements, as well as those of our outstanding faculty and alumni, with 50,000 guests at Husky Stadium and, via the web, a national and international audience.

The events produced by the Office of Ceremonies are among the largest and most important public events held by the University. They are the vehicles through which we share our mission with the larger community and nurture a shared commitment to the University’s winning traditions.

The successful Bidder must be able to demonstrate an understanding of the scope of this project in accordance with the business and service requirements as described herein. The primary objectives of the RFP are, in no particular order:

● To create a long-term, mutually beneficial, strategic relationship

● To reduce the costs of setup services.

● To work with the University on operational efficiencies

Other University departments may utilize contract(s) issued as a result of this solicitation but are not required to do so.

2.2 INTRODUCTION

This section describes the product and service requirements for the various Office of Ceremonies events. If a stated requirement is outside of a Bidder’s normal scope of services or product offering such that the Bidder cannot offer it as part of their proposal, the Bidder should indicate this in their response.

This section is the University’s best projection as to the service requirements needed; however, it is not an exhaustive list.

Additional requirements may arise at the last minute, or events may be revamped due to weather or unforeseen events.

2.3 SITE VISITS

Bidders are invited to attend two site visits, June 11 for Commencement and September 25 for Freshmen Convocation.

Both visits are live setup observation walks. Site visits are optional; however, Bidders are responsible for fully understanding the conditions under which services will be performed. Failure to attend a site visit shall not relieve the Contractor of any obligation to perform in accordance with the Contract requirements or be grounds for additional compensation.

For the June 11 site visit, Bidders should meet at the SE Stadium loading dock gate at 4pm. Please RSVP your intent to attend to UW Ceremonies, Trevor Whiton, algernon@uw.edu.

Details for the September site visit will be provided closer to the visit date and time.

2.4 SCOPE OF WORK

2.4.1 Commencement:

EVENT COORDINATION AND MEETINGS

Contractor must work in coordination with Ceremonies Office, sound engineers, TV engineers, and UW’s ICA/Husky Stadium Staff and other venue staff to accomplish an effective set up. Contractor must attend between two (2) and three

(3) operational meetings with all participating parties involved in Commencement, Convocation, and other academic ceremonies. These meetings will begin in 3-4 months prior to the event and continue until the event is completed. All time specific actions will be provided to the Contractor by the Office of Ceremonies.

Contractor must attend all organizational meetings arranged by the Office of Ceremonies to ensure appropriate coordination between all Contractors and project managers associated with the Office of Ceremonies events.

Contractor is responsible for executing staging and setup in accordance with specifications, drawings, and direction provided by the Office of Ceremonies.

PERSONNEL

Contractor shall remove from the University workplace any of its employees who are found to be unacceptable by the University. Such requests will not be unreasonable.

While on University property all personnel shall observe all rules and regulations in effect governing safety and personal conduct.

At all times, Contractor’s personnel shall be clearly identifiable as such.

COMMENCEMENT

The annual Commencement ceremony for the Seattle campus is typically held on the second Saturday of June. Set-up starts on the Monday or Tuesday prior to the ceremony. Dismantling begins following the ceremony on Saturday and concludes on Monday

STAGE

Pick up and transport stage structure from UW Sandpoint Storage (Magnuson Park, Building 5) to the University of Washington Husky Stadium. Contractor must coordinate with Husky Stadium Staff and UW Commencement Office for correct stage placement and proper order of set up. Contractor to supply plywood between contact points from the stage and the field. Assemble and set up stage structure per attached specifications and timelines established by the Office of Ceremonies. Finished stage including placement of flowers, flower boxes, seals, greenery, chairs, tables, lectern, lining up mailto:algernon@uw.edu areas, columns, and all other required Commencement items must be completed no later than 10:00 a.m. Friday, before ceremony . After Commencement, stage structure, and all related Commencement items to be disassembled and transported to the UW Sandpoint Storage Facility. Contractor is responsible for maintaining and repairing items, as necessary.

WIND ENSEMBLE

Provide 50 light colored chairs and white picket fence to enclose ensemble. Location will be specified by the University of Washington. Length of picket fence needed will be approximately five 8-foot sections. Set up shall be completed by 10 a.m. Friday, prior to the ceremony.

FLOWERS (POLYESTER SILK CHRYSANTHEMUMS)

Pick up and transport imitation flowers from UW Sandpoint Storage to the University of Washington Husky Stadium.

Installed according to Florists and specifications provided by the University of Washington. All flowers are the property of the University of Washington and will be removed per University of Washington instructions. 850 each 8” potted GOLD Chrysanthemums and 350 each 8” potted WHITE Chrysanthemums to be used on Commencement day. Each pot to be wrapped in gold foil delivered and installed at the UW Husky Stadium no later than Friday morning, prior to ceremony.

TREES AND SHRUBS (POLYESTER SILK)

Pick up and transport imitation flowers from UW Sandpoint Storage to the University of Washington Husky Stadium and installed according to Florists and specifications provided by the University of Washington. All trees and shrubs are the property of the University of Washington. Trees shall be installed by Friday morning, prior to ceremony. Various sized trees and evergreen shrubs shall fill in (10’, 8’, and 6’) in approximately 118 linear feet at the rear of the main stage. Trees and shrubs are to be properly secured to rear of stage to prevent from falling in the wind. All polyester silk trees and shrubs shall have covered storage containers.

CHAIRS, TABLES, AND STANCHIONS

Provide and set up 300 non-folding chairs with chrome frame and light-colored seat and back (color to be approved by the Commencement Office) on the stage at Husky Stadium according to photographs, charts, and specifications provided by the University of Washington. Transport and set up 4 diploma tables, (university owned) and one table with chrome legs and grey top next to lectern (to be provided by the vendor and must be large enough to hold honorary degrees, medals, water pitchers, and glasses). Provide approximately 6,000 lineal feet of stanchions for the graduate line-up, and stadium floor. Line or ribbon for lining up areas and stadium floor. After Commencement, Contractor to remove chairs, tables, and stanchions from Husky Stadium.

COLUMNS

Pick up and transport four (4) 16 foot by 2-foot diameter columns held in ten (10) storage boxes from the UW Sandpoint Storage Facility to UW Husky Stadium to set up at the rear of the stage per photographs and specifications. Insure columns are secured to keep from blowing over in the wind. Contractor to repair columns to ensure all mechanisms are safe and functioning properly. Touch up columns with approved white paint as needed prior to Commencement. After Commencement, columns are to be disassembled, crated, and transported to UW Sandpoint Storage Facility.

FLOWER BOXES & LARGE SEAL BOXES

Pick up and transport flower boxes, seals, and frames from the UW Sandpoint Storage Facility to UW Husky Stadium to set up and arrange flowers per photographs and specifications. Flower boxes will surround the large seals, the ramps, stage, and additional areas as directed by the Office of Ceremonies and shown in photographs. Contractor is responsible for maintaining and repairing items, as necessary.

SIGNAGE AND BANNERS

Create signage and banners as needed under the discretion of the Office of Ceremonies. Provide pricing for vinyl printed and Sintra printed signage.

Pick up and transport signs (Signs in Sign Box) and lollipop stands from the UW Sandpoint Storage Facility to UW Husky Stadium to set up as noted in charts, photographs, and specifications. After Commencement, all signs to be transported to UW Sandpoint Storage Facility. Ensure proper storage for all signage and banners. Contractor is responsible for maintaining and repairing items, as necessary.

TV PLATFORM AND SKIRTING

Contractor to provide TV platforms and skirting with plain white material as shown in pictures, leaving a space for TV camera men to step up on to the platform.

VARIOUS PLATFORMS AND SKIRTING

Platform to be set for Sign Language interpreters on the floor of the field. Locations of platform shall be determined prior to the event. Dimension should be approximately 4’ x 4’ x 12”.

Provide skirting for sound towers on north and south sides of stage. Specifications will be discussed with the University of Washington prior to event set up.

LINING UP AREA PIPE & DRAPE, CARPET

Provide line up area divider drape in purple and gold. Each color drape shall be 3’ x 160’.

Provide purple carpet for the live broadcasting program (location TBA). Approximate size shall be 9’ x 10’.

GONFALONS

Pick up and transport appropriate Gonfalon box from the UW Sandpoint Storage Facility to UW Husky Stadium. After event, all gonfalon boxes will transported to UW Sandpoint Storage Facility.

GONFALON BASES & SANDBAGS

Pick up and transport imitation gonfalon marble bases, sandbags and flag stands from UW Sandpoint Storage to the University of Washington Husky Stadium and installed according to specifications provided by the University of Washington. All gonfalon marble bases, sandbags and flag stands are the property of the University of Washington. Bases shall be installed by Thursday morning, prior to rehearsals. Leather sandbags shall be placed on all marble bases on the field. Flag stands shall be placed in the Lining Up area per specifications provided by the University of Washington.

TRANSPORT OF DIPLOMA COVERS

Transport and store at Stadium approximately 7 pallets of Diploma covers. When event is completed remaining diploma covers shall be returned to the UW Sandpoint Storage Facility.

TRANSPORT ITEMS POST EVENT TO HEC EDMUNDSON PAVILION

At the completion of the event on Saturday, transport flowers and boxes, mace table with cover and cart, and the lectern with seal, cover, and cart to Hec Edmundson Pavilion’s roll-up doors for UW Bothell’s event. Discuss with University of Washington the number of flowers and boxes that are needed to be moved.

INDOOR/OUTDOOR CARPET (artificial turf) Delivered according to specifications provided by the University of Washington. All carpeting will remain the property of the University of Washington and will be removed and transported to the Sandpoint Storage Facility after Commencement. Carpeting to cover all artificial turf (411’ x 240’). After Commencement, all carpet transported to the UW Sandpoint Storage Facility.

CANNONS

Transport to the UW Husky Stadium and move crates into the upper decks (one box per north and south sides at the 50-yard line. Specifications will be provided to Contractor prior to transportation. When event is completed cannons and their cases will be retrieved from the upper decks and shall be returned to the UW Sandpoint Storage Facility.

2.4.2 FRESHMAN CONVOCATION

STAGE AND DRAPE

Pick up and transport stage structure and drape from UW Sandpoint Storage to the University of Washington Hec Edmundson Pavilion. Contractor must coordinate with Hec Edmundson Staff and UW Commencement Office for correct stage placement and proper order of set up. Assemble and set up stage structure as noted by the Office of Ceremonies specifications and timelines. Install stage including gray carpet, pipe, and drape for rear of stage (specifications to be provided by the University of Washington), 3’ pipe and drape (purple) around the lower-level student seating, placement of flowers, flower boxes, seals, greenery, chairs, tables, lectern, lining up areas, columns, and all other required

Convocation items prior to day of ceremony. After Convocation, stage structure, and all related items to be disassembled and transported to the UW Sandpoint Storage Facility. Drape shall be properly wrapped for transport and storage.

Contractor is responsible for maintaining and repairing items, as necessary.

Gray protective carpeting for the floor of Hec Edmundson Pavilion, Bank of America Arena will be installed prior to the stage being set.

FLOWERS (POLYESTER SILK CHRYSANTHEMUMS)

Pick up and transport imitation flowers from UW Sandpoint Storage to the University of Washington Hec Edmundson Pavilion. Installed according to Florists and specifications provided by the University of Washington. All flowers are the property of the University of Washington and will be removed per University of Washington instructions. Each flowerpot shall be wrapped in gold foil and placed in flower boxes and installed prior to ceremony.

TREES AND SHRUBS (POLYESTER SILK and LIVE) Pick up and transport trees and shrubs from UW Sandpoint Storage to the University of Washington Husky Stadium and installed according to Florists and specifications provided by the University of Washington. All imitation trees and shrubs are the property of the University of Washington. Various sized trees and evergreen shrubs shall be used to decorate the stage and fill in as needed between (live) trees. Live trees will be provided for the event only and placed on stage according to florist and specifications provided by the University of Washington. All polyester silk trees and shrubs shall have covered storage containers.

CHAIRS

Provide and set up 150 (stage/Wind Ensemble) 450 (floor – student seating) non-folding chairs with chrome frame and black colored seat and back (color to be approved by the Ceremonies Office) at Hec Edmundson Pavilion according to photographs, charts, and specifications provided by the University of Washington. After Convocation, Contractor to remove chairs from Hec Edmundson Pavilion.

COLUMNS

Pick up and transport four (4) 16 foot by 2-foot diameter columns held in ten (10) storage boxes and column stands from the UW Sandpoint Storage Facility to UW Hec Edmundson Pavilion to set up at the rear of the stage per photographs and specifications. Insure columns are secured on the column stands. Contractor to repair columns to ensure all mechanisms are safe and functioning properly. Touch up columns with approved white paint as needed prior to Commencement. After event, Columns are to be disassembled, crated, and transported to UW Sandpoint Storage Facility. Contractor is responsible for maintaining and repairing items, as necessary.

GONFALONS

Pick up and transport appropriate Gonfalon box from the UW Sandpoint Storage Facility to UW Hec Edmundson Pavilion to set up as noted in charts, photographs, and specifications. Golden drape will be hung behind each Gonfalon and shall be steamed and free of wrinkles. After event, gonfalon boxes to be transported to UW Sandpoint Storage Facility. Ensure proper storage for all banners.

FLOWER BOXES

Pick up and transport flower boxes from the UW Sandpoint Storage Facility to UW Hec Edmundson Pavilion to set up and arrange flowers per photographs and specifications. Contractor is responsible for maintaining and repairing items, as necessary.

SIGNS & BANNERS

Create signage and banners as needed under the discretion of the Office of Ceremonies. Provide pricing for vinyl printed and Sintra printed signage.

Pick up and transport signs (Signs, lolly-pop stands, and sandwich boards) from the UW Sandpoint Storage Facility to UW Hec Edmundson Pavilion and be set as noted in charts, photographs, and specifications. After event, collect all signs and holders to be transported to UW Sandpoint Storage Facility. Ensure proper storage for all signage and banners.

2.4.3 ADDITIONAL ITEMS

The University of Washington reserves the right to add additional equipment and elements to the above-listed items at its sole discretion. The University reserves the right to change set-up date and event dates at its sole discretion.

2.5 PRICING

2.5.1 Bid Pricing

For evaluation purposes, the equipment Bidders shall price the rented equipment noted in Exhibit 1, Sample Scenarios.

Pricing to be submitted via Worksheet in the Workday Strategic Sourcing Event. Bidders must disclose and include any and all fees, costs, or expenses to be charged for the goods and services provided. All equipment, parts, and/or supplies must be included in base bid for each event. Pricing must include delivery charges. No additional surcharges, fees, or pass-through costs will be permitted unless expressly identified in the proposal.

Hourly rates for standard and overtime labor are requested with a list of associated staff titles.

Bidders shall provide a current standard pricing list (e.g., catalog, rate sheet, or schedule of charges) applicable to the goods and services offered under this RFP.

Bidders must clearly identify any discounts offered to the University of Washington from their standard pricing. Discounts shall be expressed as either a percentage reduction or fixed price adjustment and must be clearly defined. The University reserves the right to use the Contractor’s submitted price list and discounts for any additional services, materials, or equipment not explicitly priced in the proposal.

The pricing submitted in the Workday Strategic Sourcing Event shall reflect the net pricing after application of any proposed discounts.

2.5.2 Price Increases

Pricing will remain firm and fixed during the first two (2) years of the contract. The responsibility rests with the Contractor to submit any request for a contract price or rate increase to UW Procurement Services not less than thirty (30) days prior to the expiration of the current contract period.

Price escalation requests will be permitted only once annually after the initial two-year term. Price adjustments will be evaluated using the Bureau of Labor Statistics Producer Price Index (PPI) Commodity Code WPU1129 (Specialized Freight Trucking) and CPI-U (Seattle-Tacoma-Bellevue) as evaluation guidance.

Any approved annual increase shall be capped at the actual percentage change of the designated PPI over the preceding 12-month period, or four percent (4%), whichever is lower. The University reserves the right to reject any requested price increase and terminate the Contract with thirty (30) days’ written notice if the proposed new prices are not acceptable to the University.

2.6 BIDDER QUALIFICATIONS

The purpose of the Bidder Qualifications section is to determine the ability of the Bidder to respond to this Request for Proposal.

a) Provide a brief company overview. If you are part of a larger company, briefly describe the degree of corporate support / oversight provided by the parent company.

b) Provide a narrative response describing your approach to and understanding of the Scopes of Work for both Commencement and Convocation

c) Submit a detailed Labor & Staffing Plan specifically showing crew sizes and shift breakdowns to verify they can meet event timelines.

d) Include a detailed list of services your firm provides and what sets your program apart from your major competitors (unique benefits, knowledge and experience offered by your company).

e) Describe your company’s experience with events at institutions similar to the UW

f) Provide a listing of at least five (5) references that the University may contact regarding previous work completed.

The University reserves the right but is not obligated to contact any organization.

1. Include the name and address of the client and the length of the relationship.

2. Include name, title, and telephone number of a contact person at each institution.

2.7 TERMS AND CONDITIONS EXCEPTIONS

In submitting a response to this RFP, the Bidder agrees to accept the terms and conditions set forth and as noted in this RFP. Any exceptions to terms and conditions must be noted with RFP response and alternate language provided.

In the event a Bidder does not submit exception to RFP terms and conditions or UW General Terms and Conditions, it shall be construed by the University as the Bidders’ full acceptance; further changes to the same will not be allowed during the negotiation of the contract.

The University will evaluate requested exceptions or additional terms and conditions proposed by Bidder and may accept or reject the same at its sole discretion. The University reserves the right to exclude the proposal from further consideration in the event of excessive exceptions or additional terms and conditions in the proposal.

2.8 TRANSMITTAL LETTER

A Transmittal Letter must be included with the RFP in the form of a standard business letter and shall be signed by an individual authorized to legally bind the Bidder. Unless otherwise noted, the Bidder’s signature on the transmittal letter will constitute acceptance and compliance with the information, instructions, and terms and conditions of the RFP.

Proposal must be signed and dated with name and title typed or printed below the signature. Authorized signatures acceptable to the University are as follows:

• The Owner must sign proposal submitted by a proprietorship.

• Proposal submitted by a partnership must be signed with the partnership name, listing at least one of the partners, followed by the signature and title of the partner signing.

• Proposals submitted by a corporation must be signed with legal name of the corporation, followed by the legal name and title of the authorized officer.

Transmittal letter shall include (in no particular order of importance):

a) Corporate Identification Information including State of Washington UBI number and DUNS code, if applicable.

b) Certification that your firm is not currently delinquent in the payment of taxes

c) Acceptance of 180-day validity period of the proposal

d) Acceptance of Terms and Conditions per Section 2.7

e) Address of the Corporate headquarters as well as regional offices, telephone numbers, email address(s), and point(s) of contact for this RFP

f) Litigation or claims pending against their firms, if any. Include any investigations involving your organization for violation(s) of a law or laws within the last five years.

g) A statement confirming that all RFP addenda have been reviewed.

SECTION 3 CONTRACT TERMS AND CONDITIONS

3.1 CONTRACT TERM

Contract(s) awarded as result of this RFP shall have an initial term of five (5) years with options to extend for additional terms based on the parties’ mutual agreement. Total contract length not to exceed ten (10) years. At the end of the contract term, the University reserves the right to extend the contract at the same service level while the contract is being rebid.

3.2 UNIVERSITY OF WASHINGTON GENERAL TERMS AND CONDITIONS

University of Washington General Terms and Conditions revised May 21, 2025, reference Exhibit 2, will become part of any Contract and/or purchase order issued as a result of this solicitation, in addition to the Terms and Conditions contained in this RFP.

In the event of conflict between Terms and Conditions referenced in this RFP or the attached General Terms and Conditions, the following priorities shall apply:

1. Terms and Conditions of this Solicitation.

2. General Terms and Conditions

3.3 APPLICABLE LAW AND VENUE

The Contract signed as a result of this solicitation, and/or any purchase order issued, and the rights and obligations contained in either shall be governed by and construed in accordance with the laws of the state of Washington, without regard to any conflicts of law principles that would require the application of the laws of any other jurisdiction. Further, the venue of any proceedings shall be in King County, Washington.

3.4 ACTS OF INSOLVENCY

Either party may terminate the Contract by written notice to the other and may regard the other party as in default of the Contract, if the other party becomes insolvent, makes a general assignment for the benefit of creditors, files a voluntary petition of bankruptcy, suffers or permits the appointment of a receiver for its business or assets, or becomes subject to any proceedings under any bankruptcy or insolvency law whether domestic or foreign, or has wound up or liquidated, voluntarily or otherwise. In the event that any of the above events occurs, that party shall immediately notify the other party of its occurrence.

3.5 ASSURANCE OF CONTRACTOR PERFORMANCE

The University shall retain the right of immediate termination of the award if University is dissatisfied regarding Contractor’s performance, product, or service quality. Failure on the part of Contractor to reach that University approved level of customer satisfaction will allow University to terminate the award without constituting a default by Contractor.

3.6 CHANGES

No alteration in any of the terms or conditions of the Contract and/or purchase order will be effective without written consent of the University of Washington Procurement Services Department.

3.7 CANCELLATION

Any Contract resulting from this solicitation may be terminated under the following conditions:

• The University shall have the option to cancel any Contract awarded as a result of this solicitation at any time for performance that is not in compliance with all the instructions and specifications stated herein.

• Theft of any University or employee property

• Use of alcoholic beverages or illegal drugs, negligent driving, or disorderly conduct while on University property

If applicable, insurance must remain in effect through the official termination date of the Contract.

3.8 DISPUTE RESOLUTION

Each party agrees to notify the other party in writing of any dispute or claim arising out of or relating to the Contract awarded as a result of this solicitation. The written notification shall specify, to the fullest extent possible, the notifying party's version of the facts surrounding the dispute. In the event the dispute is not resolved within thirty (30) days after receipt of written notification of the dispute, the parties agree to non- binding mediation and to use their best efforts in good faith to resolve the dispute.

Any mediation shall be conducted by a mediator mutually agreed upon by the parties. The parties will equally share the costs of the mediation service, but each party will bear its own costs, including, but not limited to, attorney fees, in conjunction with the mediation proceeding. Mediation is a condition precedent to the bringing of any legal action, claim or proceeding.

3.9 INDEMNIFICATION

The University assumes no liability for any damage to the property of the Contractor, to the property of any person, or public property, or for personal injuries, illness, disabilities or death of the Contractor, Contractor’s employees, and any other person subject to the Contractor’s control, or any other person including members of the general public, caused, in whole or in part, by (a) Contractor’s breach of any term or provision of this contract; or, (b) any negligent to act or omission of the Contractor, its employees or Subcontractors in the performance of this contract. The Contractor agrees to indemnify, save harmless and defend the University from and against any and all liabilities, claims, penalties, forfeitures, suits and the costs and expenses incident thereto (including the costs of defense, settlement and reasonable attorney’s fees), which it may hereafter incur, become responsible for or pay out as a result of acts or omissions covered by (a) or (b) herein.

3.10 SPECIAL INSURANCE REQUIREMENTS

Bidders must strictly comply with the insurance requirements detailed in the attached UW General Terms and Conditions (Exhibit 2). Because of the high-risk operational environment of Husky Stadium and Alaska Airlines Arena, the following minimum coverages are non-negotiable for this contract:

• Commercial General Liability: Minimum of $1,000,000 per occurrence / $3,000,000 aggregate.

• Automobile Liability: Minimum of $1,000,000 combined single limit (covering all owned, non-owned, and hired vehicles used for stadium field delivery).

• Workers' Compensation: Compliance with Washington State Department of Labor & Industries regulations.

• Additional Insured Endorsement: The Board of Regents of the University of Washington must be named as an additional insured.

Proof of an ACORD Certificate of Insurance (COI) matching these exact limits must be submitted within ten (10) business days of contract award. Failure to provide a compliant COI will result in immediate disqualification and forfeiture of the award.

3.11 LIQUIDATED DAMAGES

Time is strictly of the essence for all setup milestones outlined in Section 2.4. Failure to deliver fully completed and safe setups will severely disrupt University academic ceremonies, resulting in irreparable financial and reputational damage.

Because it is impractical to fix the actual damage sustained from a scheduling default, the University and the Contractor agree to the following Liquidated Damages structure, assessed not as a penalty, but as a mutual estimation of harm:

• Milestone 1: Rehearsal and Operations Readiness Failure to deliver a fully completed setup (including stage, seating arrays, draping, and columns) by the specific deadline stated in the Office of Ceremonies timeline (e.g., Friday 10:00 AM for Commencement, or the designated pre-ceremony deadline for Convocation) will result in an assessment of $1,500 per hour of delay up until five (5) hours prior to the scheduled ceremony start time.

• Milestone 2: Final Ceremony Readiness If any critical event setup elements are incomplete, unsafe, or non-functional three (3) hours prior to the scheduled gates-open time for either Commencement or Convocation, Liquidated Damages will be assessed at fifty percent (50%) of that specific event's total contract price.

• Milestone 3: Event Postponement or Cancellation If a Contractor-controlled delay or failure to perform forces the University to delay the start of either ceremony, alter the program format, or cancel the scheduled event, the Contractor shall be assessed one hundred percent (100%) of that specific event's total contract price, and will be held liable for any external venue, production, or broadcast vendor extension fees incurred by the University.

Amounts due to the University as liquidated damages may be deducted directly from any monies due or trailing invoices owed to the Contractor.

3.12 LOSS OR DAMAGE

Contractor shall be fully and solely responsible and liable for any and all loss, damage, or injury to persons or property, including but not limited to University-owned facilities, equipment, and third-party property, arising out of or in any way connected with the Contractor’s performance of services for the requested events, including all setup, staging, installation, and teardown activities.

Such responsibility shall apply regardless of whether the loss or damage is caused in whole or in part by the Contractor, its employees, agents, or Subcontractors.

Contractor shall, at its sole cost and expense, promptly repair, restore, or replace any damaged property to a condition acceptable to the University.

3.13 MATERIAL DEFAULT IN PERFORMANCE

Contractor may be terminated for cause by UW, at the sole discretion of UW, for failing to perform a contractual requirement or for a material breach of any term or condition. Material breach of a term or condition of the Contract may include but is not limited to:

• Contractor’s failure to perform services or deliver materials, supplies, or equipment by the date required or by an alternate date as mutually agreed in a written amendment to the Contract.

• Contractor’s failure to comply with any mandatory provision of the Contract.

• Contractor becomes insolvent or in an unsound financial condition to endanger performance hereunder.

• Contractor becomes the subject of any proceeding under any law relating to bankruptcy, insolvency, or reorganization, or relief from creditors and/or debtors that endangers the Contractor’s proper performance hereunder.

• Appointment of any receiver, trustee, or similar official for Contractor or any of the Contractor’s property and such appointment endangers the Contractor’s proper performance hereunder.

• A determination that the Contractor is in violation of federal, state, or local laws or regulations and that such determination renders the Contractor unable to perform any aspect of the Contract.

If Contractor fails to perform a contractual requirement or materially breaches any term or condition, UW may issue a written cure notice. The Contractor may be given a specified period of time in which to cure. UW is not required to allow Contractor to cure defects if the opportunity for cure is not feasible as determined solely within the discretion of UW.

Time allowed for cure shall not diminish or eliminate Contractor's liability. If the breach remains after Contractor has been provided the opportunity to cure, UW may do any one or more of the following:

• Exercise any remedy provided by law.

• Terminate this Contract and any related contracts or portions thereof.

• Procure replacements and impose damages as set forth elsewhere in this Contract.

• Impose actual or liquidated damages.

• Suspend or bar Contractor from receiving future solicitations or other opportunities.

• Require Contractor to reimburse UW for any loss or additional expense incurred as a result of default or failure to satisfactorily perform the terms of the Contract.

3.14 PAYMENT

Deposits are not permitted under this agreement. However, an initial progress payment may be invoiced and paid prior to the event, provided that such payment does not exceed twenty-five percent (25%) of the total event price. The remaining balance shall be due and payable within thirty (30) days following the later of (i) completion and teardown of the event, or

(ii) UW Accounts Payable receipt of the final invoice.

UW payment terms are Net 30 from receipt of services or a properly completed invoice by the Accounts Payable department, whichever is later. The UW will not process invoices for payment, and the period of computation for cash discount will not commence, until the UW’s Accounts Payable department receives a properly completed invoice or receives and accepts invoiced items, whichever is later.

If an adjustment in…