RFP 46945 Technical Production Services for Special Events.pdf

Affidavits over 200K; V.1 Revised 11-29-16 1

University of Maryland College Park

Request for Proposal (RFP) No. 46945

For Technical Production Services for Special Events

Issue Date: September 18, 2026 Pre-Proposal Conference: n/a Deadline for Questions: September 29, 2026, 8:00 a.m.

Proposal Due Date: October 14, 2026, 8:00 a.m.

*All times listed are local time, College Park, MD

Contractors who have received this document from a source other than the Issuing Office should immediately contact the Issuing Office and provide their name and mailing address in order that amendments to the RFP or other communications can be sent to them. Contractors who fail to notify the Issuing Office with this information assume complete responsibility in the event that they do not receive communications from the Issuing Office prior to the closing date.

Contractors are cautioned not to make changes to any of the terms and conditions in this solicitation. Doing so may render a Contractor’s proposal unacceptable and subject to rejection.

Questions and comments may be addressed to the point of contact identified in Section A-1, Item 9 of this document.

UNIVERSITY OF MARYLAND RFP #46945 – TECHNICAL PRODUCTION SERVICES FOR

SPECIAL EVENTS

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TABLE OF CONTENTS

SECTION 1

Introduction Background Information

SECTION 2

Instructions and Notices to Contractors

2.1 Issuing Office

2.2 Pre-Proposal Conference

2.3 Questions

2.4 Submission of Proposals

2.5 Due Date and Time

2.6 Late Proposals

2.7 Durations of Proposal Offer

2.8 Amendments to the RFP

2.9 Alternate Proposals

2.10 Economy of Preparation

2.11 Unable to Propose

2.12 Public Information Act Notice

2.13 Cancellation of the RFP

2.14 Two Volume Proposal

2.15 Volume 1

2.16 Technical Volume Contents

2.17 Financial Volume Contents

SECTION 3

Evaluation, Award, Contract Formation, Debriefing of Unsuccessful Proposers, Protests and Claims, Contract Implementation Meeting

3.1 Evaluation Method

3.2 Evidence of Responsibility

3.3 Solicitation, Proposal, Acceptance, Award and Discussion

3.4 Negotiation

3.5 Basis of Award

3.6 Formation of Agreement/Contract with Successful Contractor

3.7 Debriefing of Unsuccessful Proposers

3.8 Protests and Claims

3.9 Contract Implementation Meeting

SECTION 4

Requirements

4.1 Contractor Data

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4.2 Contractor Qualifications

4.3 Minority Business Enterprise (MBE) Participation

4.4 Technical Requirements Matrix/Specifications/Scope of Work

4.5 Price Proposal Form

SECTION 5

Proposal and Contract Terms and Conditions Affidavits Corporate Diversity Addendum IT Accessibility Addendum Sensitive and Secure Data Addendum Section 889 of Public Law 115-232 Affidavit Insurance Addendum Exhibit 1 Attachment #1 Pricing Spreadsheet

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SECTION 1

Introduction and Background Information

The University of Maryland College Park is the state's flagship university and one of the nation's preeminent public research universities. A global leader in research, entrepreneurship and innovation, the university is home to more than 40,700 students, 14,000 faculty and staff, and nearly 400,000 alumni all dedicated to the pursuit of Fearless Ideas. Located just outside Washington, D.C., we discover and share new knowledge every day through our renowned research enterprise and programs in academics, the arts and athletics. And we are committed to social entrepreneurship as the nation’s first “Do Good” campus.

UMD is seeking qualified contractors to provide comprehensive event technical production services for select university hosted special events. Services may support commencement ceremonies, leadership meetings, campaign events, building dedications, groundbreaking ceremonies, conferences, donor events, and other university programs. Services shall be provided on an as-needed basis.

The vendor shall provide complete technical production services for university events, including but not limited to:

● Audio and sound production

● Video production, projection, LED displays, and live streaming

● Stage and environmental lighting

● Technical direction and show calling

● Event production management

● Asset development and multimedia production

● Scenic design, CAD renderings, and production planning

● Camera direction and video recording

● Teleprompter services

● Venue technical assessments

● Technical support for indoor and outdoor events

● Coordination with venue personnel, decor vendor, public safety officials, crowd management companies, and other third-party vendors

The contract term shall commence June 1, 2027. The contract term shall terminate one (1) year after award, unless extended or sooner terminated in accordance with the contract. At the sole option of the University, the contract may be renewed for up to six (6) additional separately exercisable one (1) year term under the same terms and conditions.

SECTION 2

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Instructions and Notices to Contractors

2.1 Issuing Office

The sole point of contact at the University of Maryland, College Park (UMCP), for purposes of this Request for Proposal (RFP), is the Issuing Office. The Issuing Office as identified on the Solicitation/Contract Form provided as Exhibit 1 is:

The University of Maryland Department of Procurement & Business Services 2113-R Chesapeake Building College Park, MD 20742

All contact throughout the process is to be made in writing, via email, throughout the RFP process with the exception of information received as a result of a Pre-Bid Conference.

Responses to inquiries will be made in writing and issued to all known participants.

The Point of Contact is

Name Brennita Johnson Title Category Manager, General Goods and Services Email Address bjohnson@umd.edu

2.2 Pre-Proposal Conference/Site visit – Not applicable

2.3 Questions

The Contractor is responsible for carefully reading and fully understanding the requirements, terms, and conditions of this RFP. All contact between Contractors and the University will be made formally at scheduled meetings or in writing through the Issuing Office with the identified Point of Contact.

Requests for clarification or additional information must be submitted in writing, via email, to the Point of Contact and received by the Issuing Office no later than September 29, 2026, 8:00 a.m. EST. These requests are to contain the following subject line: “QUESTIONS: RFP #46945”. Outside of the Pre-bid meeting, only written communications relative to the procurement will be responded to. It is incumbent upon the Contractor to verify University receipt of their questions.

All questions will be answered in writing. Questions and answers will be distributed, without identification of the inquirer(s), to all Contractors who are on record with the Procurement Officer as having received this RFP. Oral communications are not to be relied upon for proposal purposes. Any communication received from parties other than the identified Point of Contact are to be considered non-authoritative in nature.

To the extent that a question causes a change to any part of this RFP, an amendment shall be issued addressing such.

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2.4 Submission of Proposals

Proposals must be:

(1) submitted in the designated format

(2) made in the official name of the firm or individual under which Contractor's business is conducted (including the official business address),

(3) signed by a person duly authorized to commit Contractor to the proposal, electronic signatures are acceptable

(4) submitted in files clearly marked with the assigned RFP number and Contractor name as described below

(5) separated into Technical and Financial volumes, and

(6) addressed to the Procurement Officer identified as the Point of Contact in the Issuing

Office

The Offeror must submit Technical Proposal electronically via ‘UMD Box’ with the URL as noted, https://umd.app.box.com/f/29169bc8ba404596822ba0da4b002d56. The file description shall include the proposer’s name, RFP number, RFP title, and “TECHNICAL

PROPOSAL”.

The Offeror must submit Financial Proposal electronically via ‘UMD Box” with the URL as noted, https://umd.app.box.com/f/22308e7e28294510a607e49d09166224. The file description shall include the proposer’s name, RFP number, RFP title, and “FINANCIAL

PROPOSAL”.

Commingling of technical and financial information or failure to submit the two volumes separately, or as instructed, may result in the proposal being deemed non-acceptable.

Submittals deemed non-acceptable will be rejected.

NOTE: PROPOSALS SUBMITTED THROUGH MEANS OTHER THAN IDENTIFIED MAY NOT BE

ACCEPTED.

2.5 Due Date

Proposals must arrive at the location identified in Section 2.4 of this document on or before October 14, 2026, 8:00 a.m. EST/EDT as applicable, in the designated format.

Depending upon the subject matter of the RFP, Contractors may be required to submit hard copy proposals. In these instances, Contractors are to allow sufficient time for delivery to ensure timely receipt by the Issuing Office.

Proposals, amendments to proposals, or requests for withdrawal of proposals arriving after the closing time and date shall not be considered.

There shall be no public opening of the proposals. The names of Contractors will not be released until after award.

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2.6 Late Proposals

Any proposal, request for withdrawal, or modification of a proposal including a Best and Final Offer (BAFO) that is not received at the designated location at the designated due date and time will be considered late and will be rejected as non-acceptable. Delivery of the proposal to the specified location by the prescribed date and time is the sole responsibility of the Contractor. Exceptions may be authorized, at the sole discretion of the Procurement Officer, when the reason for the late proposal, late request for withdrawal, late modification of a proposal or BAFO is due to the action or inaction of the University. A record of the late proposal, request for withdrawal, modification of a proposal or BAFO will be retained in the appropriate procurement file.

2.7 Duration of Proposal Offer

Proposals will be valid for a minimum of 120 days following the closing date of this RFP. If an award is not made during that period, the proposal will automatically extend for another 120 days, unless the Contractor gives specific written notice to the Procurement Officer at least 15 days before the expiration of the then current 120 day period. Proposals will automatically renew for an additional 120 days until such time as an award is made or proper written notice is given to the University of Contractor's intent to withdraw its proposal. By submission of a proposal, Contractor guarantees that its offer shall be firm for the period specified in this clause.

2.8 Amendments to the RFP

If it becomes necessary to revise any part of this RFP, notice of the revision will be issued in the form of an Amendment to Contractors on record with the Procurement Officer as having received this RFP. All Amendments shall become a part of this RFP. Each Contractor is required to acknowledge receipt of Amendments. Failure of a Contractor to acknowledge any Amendment will not relieve the Contractor of responsibility for complying with the content of the Amendment.

2.9 Alternate Proposals

Alternate proposals shall not be allowed or accepted, nor will they be considered, for this solicitation.

2.10 Economy of Preparation

Each proposal is to be prepared simply and economically, providing a straightforward, concise description of the Contractor's offer and capabilities to satisfy the requirements of this RFP.

Emphasis is to be placed on clarity of content and providing a complete response.

2.11 Unable to Propose

If Contractor is unable or unwilling to submit a proposal in response to the requirements, Contractor must indicate this in writing to the Procurement Officer on or before the proposal due date. Electronic mail is an acceptable delivery method for submittal of the Contractor’s inability to submit a proposal. UMD requests that Contractors who are unable to respond include a brief explanation of the rationale for non-submission of a proposal.

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2.12 Public Information Act Notice

Contractors are required to specifically identify those portions of their proposals that they deem to contain confidential, proprietary information, or trade secrets. The Contractor is further required to provide specific justification, with respect to each separate portion identified, as to why the materials, upon request, should not be disclosed by the State under the Access to Public Records Act, State Government Article, Title 10, Subtitle 6, Annotated Code of Maryland.

For claims of confidentiality to be considered, Contractors must clearly identify and provide individual justification for each and every section that is claimed to contain confidential, proprietary information or trade secrets. It is not sufficient to preface your proposal with a proprietary statement, or to use a page header or footer that arbitrarily marks some or all pages as confidential. General claims of confidentiality or similar blanket designations will not be accepted and may result in a proposal being deemed non-acceptable, at the discretion of the Procurement Officer.

2.13 Cancellation of the RFP

The University may cancel this RFP, in whole or in part, or reject any or all proposals submitted in response to the RFP when such action is determined to be fiscally advantageous to the University and/or the State or otherwise in the best interest of the University and/or the State.

2.14 Two Volume Proposal

The selection procedure for this procurement requires an independent evaluation of the technical and financial proposals. This separation allows for evaluation of technical proposals, on a “go/no-go” or “pass/fail” decisional rule based on meeting the technical specifications and business requirements. Consequently, Contractor is required to submit its proposal in two separately sealed volumes as indicated in Section 2.4.

2.15 Volume 1-Contractor Qualifications, Technical Requirements/Specifications, Business

2.15.1 Executive Management Summary

The Contractor’s response is to contain an Executive/Management Summary. This section of the Contractor’s offer is to contain a brief synopsis of how the Contractor's proposal meets the needs of the University.

2.15.2 Technical Proposal

Contractors are expected to read the specifications, requirements, and qualifications very carefully and to submit questions, in writing, by the due date for questions.

Misinterpretation of specifications, requirements, or qualifications by the Contractor do not relieve the Contractor of responsibility to accurately address these components of this RFP or to perform the contract, if awarded.

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The information/items specified as Specifications, Requirements, and/or Qualifications must be addressed in the technical proposal. The proposal must expressly indicate that it satisfies each point of the RFP Requirements, Specifications and/or Qualifications referenced in Section 4. Simple YES or NO responses to stated requirements are insufficient. The Contractor must describe in detail how the proposed products and/or services meet or exceed the stated requirements. The Contractor must explain any exception or deviation from the requirements. In cases where the Contractor cannot or does not meet a requirement, this must be clearly stated along with the reason for not meeting the Requirement, Specification, or Qualification.

2.16 Technical Volume Contents-the Technical Volume must contain

2.16.1 Exhibit 1, Solicitation/Contract Form

Contractors must complete Exhibit 1, Section A-1, Solicitation/Contract Form Offer Section as part of the Technical Volume. Failure to submit this document, signed by a person duly authorized to commit Contractor to the proposal may cause the Contractor’s proposal to be rejected, at the sole discretion of the University.

2.16.2 Completed Section 4 Specifications/Requirements documents including

2.16.2.1 All required information listed as Contractor Data Requirements (Section 4.1) including but not limited to required demographic information, resumes, references, past performance documentation

2.16.2.2 All affidavits, addenda, and disclosures included as Exhibits

2.16.2.3 Additional support documentation, as required

2.16.2.4 Contractor Qualifications, including financial viability documentation

2.16.2.5 Specifications/Requirements Matrix, as provided

2.16.2.6 Narrative Specification/Requirements responses, as required

2.16.2.7 The University may make a final determination regarding a proposal’s acceptability solely on the basis of the proposal as submitted. The University is under no obligation to seek clarification for missing information or to repair responses that are deemed to be incomplete

2.17 Financial Volume

This volume consists of and must contain the offered pricing information in the format required by the University. Contractors are not to include any technical information or specifications in the financial volume. Inclusion of technical requirements in the Financial Volume, unless technical details are necessary to provide pricing clarity, may result in in disqualification of the Contractor’s response particularly if said technical details are not included in the Technical Volume.

2.17.2 Pricing Section

The Contractor is required to use the provided pricing submittal documents as included. The pricing submittal documents will either be provided in the form of an

Affidavits over 200K; V.1 Revised 11-29-16 10 electronic Pricing Matrix for those RFPs with numerous line items, complex pricing, etc.

A Price Proposal Form will be used in instances when the pricing is simple and straightforward.

2.17.2.4 The Contractor is required to complete the electronic Pricing Matrix when provided

2.17.2.5 The Contractor is required to submit their proposal for pricing on the Price

Proposal Form provided when an electronic Pricing Matrix is not used. Using Price Proposal Form will help ensure consistency in the financial evaluation.

The price proposal form is to be completed in full when used for submittal of pricing.

2.17.3 Best and Final Offers

The University reserves the right to request best and final offers (BAFO) following evaluation of technical and pricing proposals. Contractors must submit BAFO pricing information in the format required, on or before the date and time indicated on the BAFO request, and using the means of submission indicated by the Procurement Officer.

SECTION 3

Evaluation, Award, Contract Formation, Debriefing of Unsuccessful Proposers, Protests and Claims, Contract Implementation Meeting

3.1 Evaluation Method

3.1.1 The University intends to make awards to the responsible contractors based on technically acceptable offers to the University. In order to be considered technically acceptable, Contractors must meet all technical specifications and business requirements as delineated in this solicitation.

3.1.2 Technical Evaluation

3.1.2.1 Evaluation Committee

The Procurement Officer shall establish a technical evaluation committee to review and rate the proposals. The technical evaluation committee shall be composed of other individuals appointed by the Procurement Officer.

3.1.2.2 Acceptability of Proposals

• The Procurement Officer shall determine which contractors have met the basic requirements of the RFP

• Failure to comply with any mandatory requirement will normally disqualify a contractor's proposal

• The Procurement Officer shall have the sole authority to determine whether any deviation from the requirements of this RFP is substantial in nature

• The Procurement Officer may waive or permit to be cured minor irregularities or minor informalities in proposals that are immaterial or inconsequential in nature, whenever it is determined to be in the University’s best interest

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• The Procurement Officer may reject in whole or in part any and all proposals if such is in the University’s interest, and may conduct discussions with contractors in any manner deemed necessary to best serve the interests of the University

• The University reserves the right to make an award to more than one contractor or to split an award among contractors

3.1.2.3 Technical Evaluation

• Evaluation of technical proposals will be based on “go/no-go” or “pass/fail” decisional rule, applied to each technical specification and business requirement delineated below.

• A no-go or fail rating will eliminate a Contractor from further consideration.

The Contractor either meets or does not meet each of the technical specifications and business requirements.

• There is no merit or extra credit awarded for exceeding the requirements.

• The Technical Evaluation Committee may request site visits for the purpose of evaluating proposals and/or Contractor's responsibility. The Committee may request additional technical assistance from any source. Industry standard references may be used during the evaluation process.

3.1.2.4 Evaluation Criteria

The following minimum technical requirements must be met for the Contractor proposal to be considered technically acceptable

• Mandatory Requirements- Contractor’s demonstrated understanding of the

University’s Mandatory Requirements and the nature of work to be performed. This includes the quality and soundness of the offeror’s approach. (May include Key Personnel Qualifications, appropriateness of labor mix to sample tasks as defined, appropriateness of the level of effort hours defined for each labor category when contract services are involved.

• Preferred/Desired Requirements- Contractor’s demonstrated understanding of the University’s Preferred/Desired requirements and the nature of work to be performed. This includes the quality and soundness of the offeror’s approach.

• Past Performance - determined by references, including but not limited to, the quality of product delivered, ability to meet the specifications as defined, offeror’s record for on-time delivery, technical quality, cost control, demonstrated corrective actions, etc. The University may also use its own past performance with a Contractor as a portion of the evaluation for Past Performance. Contractors must provide references. Cited references must be able to confirm, without reservation, the Contractor's ability to perform as mandated in this solicitation.

• Clarity of Proposal-The Contractors response will be evaluated based on clarity and conciseness of their response with how their proposed solution satisfies each of the criteria specified in Section 4.

• The terms "must" or "shall” and “required” are used throughout this document to indicate mandatory requirements. Contractors must meet all

Affidavits over 200K; V.1 Revised 11-29-16 12 the requirements and specifications; that is, that the Contractor is fully capable of delivering the items and providing the services as specified in this

RFP.

3.1.3 Oral Presentations

3.1.3.1 At the sole discretion of the Procurement Officer, short-listed Proposers may be invited to provide an oral presentation and product demonstration.

Information provided during this phase will be used to supplement the prior evaluation of the written technical proposal and the final evaluation of technical capabilities will take into account both the written technical proposal and the oral presentation/product demonstrations.

3.1.3.2 The University reserves the right to waive the Oral Presentation/Product Demonstration, in which case the technical evaluation will be based on the written technical proposal submittal alone. Proposers are therefore encouraged to submit the best possible proposal at each opportunity for submittal

3.1.3.3 The due date and time of the oral presentation/product demonstration will be determined by the University upon evaluation completion of Technical Proposals. The actual date will be verified with the applicable Proposers at the time the presentation is requested. Refer to the Solicitation Schedule for tentative dates. Proposers are advised to set these dates aside so as to avoid a conflict

3.1.3.4 The oral presentation will be informal, as the University is not interested in a marketing presentation, rather, it will be a casual and informal format in which to view the Proposers presentations, etc.

3.1.3.5 The purpose and parameters of the Oral Presentation/Product demonstration will be defined by the Procurement Officer at the time of scheduling. This information may be included in Technical requirements in those instances when it is a requirement for short-listed Contractors.

3.1.3.6 The criteria and format of the demonstration will be provided with the written request to conduct an oral presentation.

3.1.4 Financial Evaluation

Only those Contractors meeting the technical specifications and business requirements will be considered in the Financial Volume evaluation. The Financial Volume evaluation will consist of ranking on the basis of lowest price to the University and State when considering technical submittal. Information from the pricing proposal sheet contained in the Pricing Matrix or on the Price Proposal Form will be used to compute the total price.

3.2 Evidence of Responsibility

Prior to the award of a contract pursuant to this RFP, the Procurement Officer may require

Contractor to submit such additional information bearing upon Contractor's ability to perform

Affidavits over 200K; V.1 Revised 11-29-16 13 the contract as the Procurement Officer deems appropriate. The Procurement Officer may also consider any information otherwise available concerning the financial, technical, and other qualifications or abilities of the Contractor.

3.3 Solicitation, Proposal, Acceptance, Award and Discussion

This RFP creates no obligation on the part of the University to award a contract or to compensate Contractors for proposal preparation expenses. The University reserves the unilateral right to cancel this solicitation at any time and to accept or reject any and all proposals, in whole or in part, received in response to this RFP; the unilateral right to award a contract in whole or in part; to award a contract to one Contractor; and to waive or permit cure of minor irregularities; and to conduct discussions with Contractors in any manner necessary to serve the best interest of the University.

Discussions may be conducted with those Contractors who submit proposals initially judged by the Procurement Officer to be reasonably susceptible of being selected for award. However, the University reserves the right to award a contract based upon the proposals received without further discussions.

3.4 Negotiation

The University has the right to accept the best proposal as submitted, without discussion or negotiation. Contractors should therefore not rely on having a chance to discuss, negotiate and adjust their proposals.

Contractors who submit proposals initially judged by the Procurement Officer to be reasonably susceptible of being selected for award may be asked to discuss their proposals with the University to facilitate arrival at a contract most advantageous to the University. If the Procurement Officer determines that discussion is in the best interest of the University, the Procurement Officer will advise contractors to submit a best and final offer for consideration after discussions are held.

However, discussions may not be conducted if the Procurement Officer determines either that discussions are not in the best interests of the University or that discussions need not be conducted: (a) with respect to prices that are fixed by law or regulation, although consideration shall be given to competitive terms and conditions; (b) because the time of delivery or performance does not permit discussions; or (c) because it can be demonstrated clearly from the existence of adequate competition or accurate prior price experience with the particular item that acceptance of an initial offer without negotiation would result in a fair and reasonable price.

3.5 Basis of Award

The University will award contracts resulting from this solicitation to the responsible offeror(s) whose offer conforms to the solicitation and is determined to be the lowest priced among those rated technically acceptable.

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Recommended contract awards, if any, resulting from this RFP, may be subject to State and University approvals.

3.6 Formation of Agreement/Contract with Successful Contractor This RFP and any resulting contract shall be governed by the University System of Maryland

Procurement Policies and Procedures. These policies and procedures may be viewed at the following web site: https://www.usmd.edu/usm/procurement/procedures.html.

3.7 Debriefing of Unsuccessful Proposers

A debriefing of an unsuccessful proposer shall be conducted upon written request submitted to the Procurement Officer within ten (10) days of the date on which the proposer knew, or should have known, its proposal was unsuccessful. The debriefing shall be limited to a discussion of the proposer’s unsuccessful proposal. The debriefing will be oral and shall provide information on areas in which the proposal was deemed weak or insufficient. The debriefing will NOT include discussion of a competing offeror’s proposal or discussion, thoughts, notes or ranking from individual evaluation committee members. A summary of the Procurement Officer’s rationale for the selection may be given. Debriefings shall be conducted at the earliest feasible time.

3.8 Protests and Claims

Any protest regarding the award of this contract or claim arising out of this contract shall be administered in accordance with the University System of Maryland Procurement Policies and Procedures, Section X - Protests and Claims. Detail is available by accessing the following web site https://www.usmd.edu/usm/procurement/procedures.html.

3.9 Contract Implementation Meeting

Contractor receiving an award under this solicitation may be required to attend a Contract

Implementation Meeting to be held after contract award, as scheduled by the Procurement Officer. The location and agenda for this meeting will be communicated to the Contractor by the Procurement Officer.

SECTION 4

Contractor is required to provide the information listed below by completing the Technical Requirements Matrix. Failure to comply with this instruction may result in disqualification of Contractors proposal.

4.1 Contractor Data

The Contractor’s proposal must include the following information

4.1.1 Contractor/Company Details

4.1.1.1 Contractor (Company/Corporate) Name (as it appears on current W-9)

4.1.1.2 Contractor Primary Business Location/Address

4.1.1.3 Contractor to provide company organization chart and staffing profile including tenure for staff https://www.usmd.edu/usm/procurement/procedures.html

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4.1.1.4 Contractor Main Point of Contact (POC)

4.1.1.4 Contractor POC Contact Information, location, telephone number, cell phone number, email address

4.1.1.5 Contractor Office that will service the University

4.1.1.6 Contractor Tax Identification Number and current W-9

4.1.1.7 Contractor Parent Company (if applicable)

4.1.1.8 Parent Company business location

4.1.1.9 Contractor Authorized Signer for contractual purposes

4.1.1.10 Name and Address for delivery of notices

4.1.1.11 Contractor Small Business status and Maryland Small Business Certification

Number with certificate provided as attachment

4.1.1.12 Contractor MBE status and if MBE company provide State of Maryland

MDOT MBE certification number and date of certification

4.1.1.13 If proposing company is not publicly traded, identify principal owners of company

4.1.2 Company Size

4.1.2.1 Identify the number of people employed by Contractor

4.1.2.2 Identify the current number of customers serviced by Contractor

4.1.2.3 Identify the number of customers serviced by the location that will service the University

4.1.3 Customer Service

4.1.3.1 Overview of customer service program

4.1.3.2 Customer Service key contact information

4.1.3.3 Location Customer Service is conducted from (if off-shore provide

Country/State/Province/City customer service is delivered from)

4.1.3.4 Hours of operation for Customer Service location servicing the University

4.1.4 Business Inclusion and Supplier Diversity Program Information

4.1.4.1 Identify whether Contractor has a Business Inclusion and Supplier Diversity

Program, provide website link describing the Program, goals, and achievement

4.1.4.2 Identify ability to provide detailed sub-contractor/Tier 2 reporting to customers

4.1.4.3 For all offers for which a MBE Participation Goal has been established in section 4.3, contractors must complete and submit, as part of their financial proposal, the MBE forms contained in Exhibit X. All forms shall be completed as instructed in RFP Supplemental Document 1. Failure to submit the required forms will render a proposal not susceptible for award and cause it to be rejected.

4.1.5 Sustainability Program and Measures

4.1.5.1 Identify and describe company’s Sustainability Program

4.1.5.2 Identify sustainability measures tracked by company

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4.1.5.3 Identify sustainability Eco labels that are used for your company (ePEAT, LEED, Green Building Council)

4.2 Contractor Qualifications

Contractor is required to complete the Technical Requirements Matrix. Failure to comply with this instruction may result in disqualification of Contractors proposal.

4.2.1 Contractor References

The Contractor is required to provide three (3) references of similar size and scope.

Information to be included: Client name, client address, contact person, contact person title, contact person email address, contact person telephone number, description of goods and services provided.

4.2.2 Financial Viability

The University reserves the right to require, during proposal evaluation, that the

Contractor provide a copy of its most current Annual Report or audited Statement of Financial Condition to include a Balance Sheet, Income Statement and Cash Flow Statement or other acceptable financial information. These documents may be relied on in any determination regarding Contractor financial responsibility and suitability for contract award.

4.2.3 Key Personnel

4.2.3.1 Contractor is required to provide appropriate support to carry out the functions described under Specifications and is required to identify all Key Personnel who will be involved in performing the work.

4.2.3.2 Contractor is required to provide vital/bio information, validating the individuals’ credentials to carry out the work, for all professional personnel who are considered Key Personnel for the work

4.2.3.3 Contractor is to identify which Key Personnel will be involved in the various aspects of the work

4.2.4 Contractor problem resolution and escalation process

4.2.4.1 Contractor is required to outline the Contractor’s escalation process for problem resolution

4.2.4.2 Contractor is to identify and provide key contacts including title and contact information for the individuals involved in the escalation process

4.3 Minority Business Enterprise (MBE) Participation

The University of Maryland College Park has a 29% goal for MBE participation in our procurement activities. This goal is achieved through procurements issued to MBE suppliers on a prime vendor basis and through subcontracting activities on procurements that include subcontractors or Tier 2 relationships in the acquisition of equipment and supplies.

This RFP does not have a MBE subcontracting goal.

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The Contractor is required to complete RFP Supplemental Document 1, Minority Business Enterprise Participation.

For all solicitations with a subcontracting goal other than 0%, failure to complete and submit documents outlined and included in RFP Supplemental Document 1 will result in the Contractor’s offer being deemed non-responsive or not reasonably susceptible of being selected for award.

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SECTION 4.4

Technical Requirements/Specifications/Scope of Work

The Contractor is required to complete the Technical Requirements Matrix below. If additional space is required for attachments, etc., that information is to be provided in the appropriate space in the matrix (ie. see Attachment I etc) and the attachment is to refer to section in the matrix to which it applies.

Requirements/Specifications will be identified by a code designating its level of importance. Priority Codes are as follows:

M=Mandatory I=Information HD=Highly Desired D=Desired /C=contractor must confirm agreement to this requirement /E=contractor must explain how their solution meets this requirement

Failure to complete the Requirements Matrix may result in disqualification of the Contractor’s proposal.

Item

DESCRIPTION PRIORITY RESPONDENT COMMENTS

4.4.1 Executive/Management Summary - The Contractor’s offer

is to contain a brief synopsis of how the Contractor's proposal meets the needs of the University. Projects shall include full scale virtual and/or live event production.

M/E

4.4.2 Reference Section 4.1 Contractor Data, provide all

information regarding company details, company size, customer service, business inclusion and supplier diversity program, and sustainability program and measures

M/E

4.4.3 Reference Section 4.2 Contractor Qualifications, provide all information regarding references, financial viability, key personnel, and contractor problem resolution and escalation process. References shall include at least 3 other universities in the past 2 years.

M/E

4.4.4 Contractor shall provide full production services (audio, video and lighting) for 50 or more events in the past 12 months, with at least 100 attendees and 5 or more speakers. Event production value at $25,000 or more.

Events should have a cohesive production timeline, run of show and cue sheet.

M/E

4.4.5 Contractor shall employ 10 or more full-time staff

members.

M/E

4.4.6 Contractor shall employ at least 1 full-time technical

director with a minimum of 10 years of experience.

M/E

Affidavits over 200K; V.1 Revised 11-29-16 19

Provide a brief biographical summary of experience with Technical Proposal.

4.4.7 Contractor shall employ at least 2 full-time engineers/ technicians.

M/E

4.4.8 Contractor shall employ at least 1 live event camera

director with a minimum 5 years of experience. Provide a brief biographical summary of experience with Technical Proposal.

M/E

4.4.9 Contractor’s clients shall include at least 2 other

universities in the past 2 years. Projects shall include full scale virtual and/or live events.

M/E

4.4.10 Project Manager or lead shall be accessible before and after business hours. In the 15 calendar days prior to the event, Project Manager shall be available to respond to emails and phone calls within 4 hours from 7 a.m. to 7 p.m.

M/E

4.4.11 Contractor shall own prosumer grade equipment. M/E

4.4.12 Contractor shall have access to a large archival storage system, at least 10 TB, to be able to archive content projects for the duration of this contract.

M/E

4.4.13 Contractor shall have broad technical capabilities and show resources available for various types (ground supported and rigging systems) for lighting, sound, video display/wall, and live streaming systems. With the Technical Proposal, contractors shall provide a summary of owned and a summary of equipment that is subcontracted and/or rented. If subcontracted or rented, detail how the resources are managed and guaranteed to meet high quality standards.

M/E

4.4.14 Contractor shall have in-house CAD design capabilities. M/E

4.4.15 Contractor shall have experience in events with a reliance on live teleprompter services and have worked on at least 5 events in the past 12 months that included an on-site live teleprompter technician.

M/E

4.4.16 Contractor shall have worked in a venue that holds 10,000+ attendees.

M/E

4.4.17 Contractor shall have experience working with décor

vendors. With the Technical Proposal, provide a list of décor vendors you have worked with and proof/renderings and photographs of actual events on site.

HD/E

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4.4.18 Contractor shall have experience in events that include pyrotechnics and special effects, which may include drone shows.

HD/E

4.4.19 Contractor shall employ at least 1 video content producer with a minimum of 5 years of experience. Provide a brief biographical summary of experience with Technical Proposal.

HD/E

4.4.20 Contractor shall have in-house content creation services.

Content department shall include the following platforms:

Adobe Suite, AfterEffects, Premiere, and 3D capabilities.

HD/E

4.4.21 Contractor shall have produced events in SECU stadium

and Xfinity Center.

HD/E

4.4.22 Contractor shall have scenic build and large format print capabilities.

HD/E

4.4.23 Contractor shall have provided similar services, as

demonstrated by references.

HD/E

4.4.24 Contractor shall have experience working with venue/in-house sound and video systems to blend auxiliary systems working together. With the Technical Proposal, provide examples and venue locations.

HD/E

4.4.25 Contractor shall hold IATSE Local 22 union contract. HD/E

4.4.26 Contractor shall have experience working with crowd

management companies (such as CSC). With Technical Proposal, contractors shall describe experience and list vendors you have worked with and on what events.

HD/E

4.4.27 Contractor shall have experience working with police and fire marshals. With Technical Proposal, contractors shall describe experience and list agencies you have worked with and on what events.

HD/E

4.4.28 While fulltime staff is a requirement, describe how your company would supplement and guarantee key project management roles with contractual and freelance personnel on short notice.

M/E

4.4.29 Contractors may be required to submit a detailed proposal, including all associated costs, in response to a specific event scope of work. Such proposals may be evaluated competitively against submissions from other approved contractors.

M/E

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SECTION 4.5

Price Proposal Form – Financial Proposal Contractors shall provide pricing for each of 3 hypothetical events on the Pricing Spreadsheet, Attachment #1.

Prices submitted must include all associated costs including, but not limited to, costs such as travel, mark-up, overhead, administrative costs and profit. Blanks on the Bid Price form will be interpreted as zero (0) and no price will be allowed for that item.

These scenarios are provided solely to help us understand each vendor’s pricing methodology, cost structure, assumptions, and approach, and to enable a consistent comparison across participating vendors.

The scenarios are illustrative only and do not represent confirmed or committed events. Pricing submitted in response to these scenarios will not be considered binding. Actual event pricing will be determined based on the specific scope, requirements, timing, location, and other relevant circumstances at the time services are requested.

With the Financial Proposal, for each hypothetical event, vendors should:

● Provide a detailed pricing estimate using the pricing structure you would typically apply to an event of this nature.

● Clearly identify the key components of the price, including applicable fees, labor, materials/equipment, travel, markups, management fees, or other charges.

● Identify any assumptions used in developing the estimate.

● Note any variables that could materially increase or decrease the final price.

● Identify any volume discounts, minimum charges, tiered pricing, or other pricing mechanisms that would apply.

● Clearly distinguish between fixed costs, variable costs, and pass-through costs, where applicable.

● Include any items that would typically be excluded from the quoted price or billed separately.

The primary purpose of this exercise is not to select the vendor offering the lowest hypothetical price, but rather to evaluate the transparency, competitiveness, predictability, and overall structure of each vendor’s pricing model on a like-for-like basis.

Please use the information provided in each scenario as the basis for your estimate and avoid introducing additional scope unless clearly identified as an assumption. Where information is insufficient to determine a specific cost, please state your assumption rather than leaving the item unaddressed.

Event 1 - Flagship’s Finest Dinner

Flagship’s Finest – An Evening of Gratitude Dinner

Affidavits over 200K; V.1 Revised 11-29-16 22

A description of the organization, services needed, and other pertinent information follows:

The signature Flagship Society event is an annual opportunity for university leadership to connect with top donors and build a strong community of donors who have supported Maryland at the $250K+ level of giving. The dinner provides Maryland's top donors with backstage access to a unique venue in the DMV to strategically attract donors to this event who typically do not attend events in College Park. The event focuses on a theme related to the venue and highlights the university’s impact in this discipline.

Event Name: Flagship’s Finest Event Date: Friday, April 10 Event Time: Reception: 5:30 pm

Dinner & Program: 6:30 pm – 9:00 pm Attendees: 150 Guests Event Location: Union Station

50 Massachusetts Ave NE, Washington, DC 20002

Load in Date: Friday, April 10 Load in Time: 11:30 AM Please note that setup timeline will be finalize at the vendor site visit with Union Station.

Strike Date: Friday, April 10 Strike Time: Immediately following the event

Storage Location: TBD

Staff Vendor to supply professionally dressed and trained staff.

Staff Parking: TBD

Power Power will be supplied, please indicate on your proposal all your power needs.

Event Needs - Creative Ideas welcome

● Reception - 5:30 pm - 6:30 pm | President’s Suite

○ Audio

■ Ambient music for cocktail reception

■ Ability to make announcements to invite guests to dinner

○ Lighting

■ Up-lighting throughout

● Seated Served Dinner – 6:30 pm – 8:30 pm | East Hall

○ Audio

■ Appropriate PA for speaking program, primarily from a lectern.

■ Ability to make announcements / VO’s.

Affidavits over 200K; V.1 Revised 11-29-16 23

■ Audio playback for walk-up/stingers and ambient music during dinner

■ Wired comm for AV team

○ Lighting

■ Ambient up-lighting of the lobby area

■ Optional: Ambient lighting over the dining tables

● Include the optional price for breakup patterns and gobo projection on the surrounding walls

■ Stage wash for the existing stage area

■ Video

● n/a

On Site Staff: Please outline the production / scenic staff that will be provided (Project Manager, Audio Lead, Lighting Designer, etc.) Please provide the number of meals that UMD will need to provide for staff.

Renderings: Vendor to supply all appropriate production equipment and stage set concepts. Please specify and include renderings of the proposed concept(s).

IMPORTANT - RULES AND REGULATIONS

Storage is limited and will be specified at the pre-event site visit.

Special considerations:

● Below is a list of items that are important to the guest experience

○ We would like the event design to complement the look and feel of the museum and the invitation design

○ Consider including décor elements that can also be used for service, such as decorative bars.

○ Photos from 2025 for reference

○ Invitation Sample:

https://universityofmaryland.zenfolio.com/flagshipsfinest_2025

Affidavits over 200K; V.1 Revised 11-29-16 24

Thematic look & feel: We would like this year’s look to be influenced by Union Station and its historic relevance and architecture. The concept is to choose items that will have a nod to structural elements of the building. Colors should be inspired by the invitation and design boards provided.

Link to the design board

2025 Schedule:

5:30 PM Guest arrival; Cocktails and gallery tour 6:30 PM Guests make their way to dinner area 6:40 PM Dinner & Program 8:30 PM Dessert Reception; Event concludes, guest departure 10:00 PM Venue contracted end time

Event 2 - President’s Weekend Friday dinner and induction ceremony.

A description of the organization, services needed, and other pertinent information follows:

About President’s Weekend President’s Weekend is the signature presidential donor event at the University of Maryland. One weekend each fall, the university’s president invites donors who have given $1 million or more to Maryland to campus for a weekend of activities. These donors, known as the 1856 Society, are invited to a Friday evening dinner and induction ceremony. This is an opportunity to honor and recognize the university’s highest level donors and assist in establishing a community among those who have made a transformational investment in our university.

https://www.canva.com/design/DAGzzt-H5-g/vtO2X4TVFhikgUZXIUDVJg/view?utm_content=DAGzzt-H5-g&utm_campaign=designshare&utm_medium=link2&utm_source=uniquelinks&utlId=h248d22abcb

Affidavits over 200K; V.1 Revised 11-29-16 25

About the 1856 Society The 1856 Society honors Maryland’s most generous and transformational donors. At this level of giving, donors have supported Maryland through cash gifts of $1 million+, or planned gifts of $5 million+. The 1856 Society consists of approximately 120 households, and donors give to various areas across campus, supporting students, faculty, programs, and capital projects.

Event Name: 1856 Society Dinner Event Date: Friday, November 15 Event Time: Reception: 6:00 pm.

Dinner & Program: 7:00 pm – 9:00/9:30 pm Attendees: 100 - 110 Event Location: University of Maryland, Van Munching Hall / Robert Smith School of Business

Directions

Load in Schedule The on-site production schedule will be managed by the Office of Special Events team. Ultimately, this schedule is the primary source of information for the venue, vendors, contractors, and the greater production crew leading up to and while on show site.