THE CALIFORNIA STATE UNIVERSITY

Bakersfield / Channel Islands / Chico / Dominguez Hills / East Bay / Fresno / Fullerton / Humboldt / Long Beach / Los Angeles / Maritime Academy

Monterey Bay / Northridge / Pomona / Sacramento / San Bernardino / San Diego / San Francisco / San Jose / San Luis Obispo / San Marcos / Sonoma / Stanislaus

Division of Administration and Finance Contracts and Procurement 2600 Nutwood Ave., Ste 300, Fullerton, CA 92831 / T 657-278-4503 / F 657-278-1517

REQUEST FOR PROPOSAL

PROPOSAL DATA

RFP Number: RFP No. AR25004 Title: Commencement Equipment Rental Issue Date: Monday, January 19, 2026 CSUF Contact: Alex Rosales, Director, Phone: (657) 278-4503

Email: alexrosales@fullerton.edu

PROPOSAL DUE DATE

Date/Time: Wednesday, February 11, 2026, at 3:00 p.m.

Mailing Address: Contracts and Procurement Attn: Alex Rosales, Director California State University, Fullerton 2600 Nutwood Avenue, Suite 300 Fullerton, CA 92831

MANDATORY JOB WALK: Tuesday, February 03, 2026, at 10:00 a.m.

California State University, Fullerton 800 North State College Blvd.

Fullerton, CA 92831

QUESTIONS DEADLINE: Tuesday, February 03, 2026, no later than 5:00 p.m.

PROPOSAL CONTENT

Section I Introduction and General Provisions Section II Schedule of Events Section III Scope of Work Section IV Venue Requirements and Map Section V Special Provisions Section VI Cost Proposal Form and Workbook Section VII Evaluation and Selection Criteria Section VIII Proposal Instructions and Format

ATTACHMENTS

Exhibit A Sample Contract Cover Page Exhibit B CSU General Provisions for Service Acquisitions Exhibit C Small Business Preference and Certification Exhibit D Disabled Veteran Business Enterprise (DVBE) Exhibit E CSU Pre-Bid Campus Map mailto:alexrosales@fullerton.edu

CALIFORNIA STATE UNIVERSITY, FULLERTON

REQUEST FOR PROPOSAL AR25004

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

Section I, Page 1 of 10

1.1 INTRODUCTION AND BACKGROUND

California State University, Fullerton (University) is one of 22 campuses of the California State University System, the largest, most diverse, and one of the most affordable university systems in the country. The University currently has over 45,000 enrolled students.

California State University, Fullerton seeks proposals from rental equipment firms (including, but not limited to, steel shade structure, tents, chairs, tables, linens, draping, podiums, fencing, wheelchairs, portable restrooms, etc., including all labor and materials) to select a single service provider to plan, manage, coordinate, and oversee all aspects of rental equipment operations for the annual Commencement ceremonies. Proposers must include all set-up and take-down costs, restroom attendant services for each ceremony, daily pumping and cleaning of portable restroom facilities, and on-site event support.

The successful bidder will also include providing plans and calculations wet-stamped by an engineer for the steel shade structures to the University for submittal to plan review agencies, seismic peer review, and the Office of the State Fire Marshal for a special events permit. All related design and engineering costs, including revisions requested by any review and permitting agencies, must be included in the Proposer’s bid.

1.2 CURRENT ENVIRONMENT – COMMENCEMENT

The University hosts annual Commencement ceremonies, consisting of multiple ceremonies at two (2) sites, over four (4) days in May of each year. For 2026, Commencement is scheduled for Monday, May 18 through Thursday, May 21.

Participation at the University’s Commencement has grown significantly over the years with 13,000 graduates anticipated in 2026. Attendance is expected to reach approximately 20,000 guests per day over the four days of Commencement. The University’s objective is to provide graduates, their guests, and all attendees a safe and dignified Commencement.

For 2026, the University anticipates 16 ceremonies in two venues, beginning at 8:00 a.m. on Monday, May 18. Ceremonies run at 8:00 a.m. and 6:00 p.m. in the stadium and at 8:00 a.m., 1:00 p.m., and 6:00 p.m. on the intramural field.

1.3 DEFINITIONS

a. The Trustees of the California State University are referred to as “California State University, Fullerton,”

“University,” or “Trustees.”

b. The terms “bid” and “proposal” are synonymous and mean an offer made in response to a solicitation to perform a contract/agreement for work and labor or to supply goods at a specified price, whether it is considered a “seal bid” or results in award of a contract/agreement to a single or sole source.

c. “Bidder” or “Proposer”, or “Contractor” is used interchangeably, and each shall apply to the business entity which submits a bid/proposal or is awarded a contract/agreement.

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

Section I, Page 2 of 10

1.4 CALIFORNIA STATE UNIVERSITY, FULLERTON

California State University, Fullerton (CSUF) is a comprehensive university located in Orange County and serves as an intellectual and cultural center for the entire region. The University offers 110 degree programs in nine colleges, boasts over 300,000 alumni, and enrolled more than 45,000 students in Fall 2025. Accredited by the Western Association of Schools and Colleges, Cal State Fullerton is ranked fifth among "Top Public Regional Universities" in the West (by U.S. News and World Report); eighth in the nation for the number of bachelor’s degrees awarded to underrepresented students (by Diverse: Issues in Higher Education); and 14th in the nation among master's-level universities contributing to the public good (by Washington Monthly).

1.5 TERM OF SERVICES

The term of services shall be from receipt of fully executed Agreement through completion of all services and follow-up requirements for Commencement 2026.

1.6 QUESTIONS

Any questions, interpretations, or requests for clarifications of either an administrative or technical nature regarding this RFP must be submitted to alexrosales@fullerton.edu to “RFP AR25004” in the subject header and be received prior to the Question Deadline as noted in Section II, Schedule of Events, to be considered.

Questions received before the Question Deadline, which do not reference “RFP AR25004” in the subject line, may not receive a response. Questions received after the Question Deadline will not receive a response.

If a question contains the appropriate header reference, is received before the Question Deadline, and is deemed to require a response that is more than simply a reference to an item contained in the RFP, it will be addressed publicly in writing via written addendum,/a and posted to https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx. Any oral statement concerning the meaning or intent of the contents of this RFP by any person is both unauthorized and invalid.

1.7 SUBMITTAL OF PROPOSALS

University will receive proposals until the time and date indicated in this RFP solicitation in Section II, Schedule of Events (“RFP Deadline”). It is each Proposer’s sole responsibility to ensure its proposal is received at the correct location before the RFP Deadline. Further instructions for RFP submission can be found in Section VI, Proposal Instructions and Format. Mistakes or delays in either U.S. Mail, internal campus mail delivery, or any other means of delivery employed by the Proposer are the sole responsibility of the Proposer. Submissions received after the RFP Deadline will neither be accepted nor considered.

1.8 WITHDRAWAL OF PROPOSALS

A Proposer may request withdrawal of its submission by either written or email request and shall be signed or submitted by its authorized representative, depending on delivery method, prior to the RFP Deadline. A proposal may be withdrawn and resubmitted if both actions are performed in sequence, i.e. withdrawal prior to resubmittal, and prior to the RFP Deadline. Any request for withdrawal or modification that is mailto:alexrosales@fullerton.edu https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

Section I, Page 3 of 10 received in any other manner will have no effect. In addition, if two submissions have been received from one Proposer without a compliant request for withdrawal in between will void both proposal submissions.

1.9 COMPLETION OF PROPOSAL

Proposals shall be completed in all respects as required by the RFP provisions. A proposal may be rejected if it is conditional and will be rejected if it is materially incomplete. Any proposal that contains false or misleading statements or provides references that do not support an attribute(s) or condition(s) claimed by the Proposer will likely be rejected. All statements made by a Proposer shall also be without ambiguity and with adequate elaboration where necessary to ensure clear understanding.

1.10 ADDENDA

The University may modify this Request for Proposal or any of its contents, Sections, or Exhibits prior to the date fixed for submission of proposals by issuance of an addendum posted on fiscal. The addenda will be numbered consecutively.

1.11 ALTERNATIVE PROPOSALS

Only one (1) proposal submission is allowed per Proposer. Multiple proposals received from one Proposer without following instructions for proposal withdrawal in Section 1.7 will result in the rejection of all proposals received by that Proposer.

1.12 COST OF PROPOSAL

Costs for developing proposals are entirely the responsibility of the Proposer and shall not be chargeable to the University.

1.13 REJECTION OF PROPOSALS

The University reserves the right to reject any or all proposals received as well as the right to waive informalities and minor irregularities contained in those proposals. The University's waiver of an immaterial defect shall in no way modify the RFP documents nor excuse the Proposer from full compliance with the specifications if Proposer is awarded a Contract. Proposals which include terms and conditions other than the University's terms and conditions, or which take exception to the University’s terms and conditions, may be rejected as being non-responsive.

The University may make investigations as deemed necessary to determine the ability of a Proposer to perform the work as described, and the Proposer shall furnish all such information and data for this purpose as requested by the University if Proposer wishes for its proposal to remain eligible for consideration. The University reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer fails to satisfy the University that such Proposer is properly qualified to carry out the work and obligations of the pending Agreement.

Section I, Page 4 of 10

1.14 CANCELLATION OF RFP

This solicitation does not obligate California State University, Fullerton, to enter into an Agreement. The University reserves the right to cancel this RFP at any time, for any reason deemed in the best interests of the University. No obligation, either expressed or implied, exists on the part of the University to make an award or to pay any cost incurred in the preparation or submission of a proposal.

1.15 CONFIDENTIALITY AND DISPOSITION OF PROPOSALS

Proposers are advised that the University is a public agency subject to public disclosure laws. A bid document becomes a public record once it is opened, and a determination of the lowest responsible and responsive bidder has been made. (Pub. Cont. Code § 10780).

Proposals received in response to this RFP shall be held in the strictest confidence until a Contract is authorized. Once an Agreement has been authorized, the University reserves the right to make use of any information and/or ideas contained in the submitted proposal(s) except that which would legally qualify as confidential or proprietary data.

If this RFP is canceled, the University may elect either to return all proposals or to destroy all proposal documents, at its sole discretion.

1.16 NON-ENDORSEMENT

Once a proposal is accepted and an award is made, the successful Proposer shall not issue any news releases or other statements pertaining to the award or servicing of the agreement which state or imply CSU endorsement of Proposer’s services.

1.17 NON-COLLUSION AFFIDAVIT

By signing the proposal Cover Letter, Proposer hereby certifies that: 1) the proposal is not made in the interest of, or on behalf of, any undisclosed party; 2) the proposal is genuine and not collusive, false, or a sham; 3) the Proposer has not directly or indirectly induced or solicited any other Proposer to submit a false or sham proposal and has not directly or indirectly agreed with any Proposer or anyone else to submit a false or sham proposal, or to refrain from bidding; and 4) the Proposer has not in any manner, directly or indirectly, sought to fix any overhead, profit, or cost element of the RFP, or that of any other Proposer, or to secure any advantage against the public body awarding the Agreement.

1.18 REMEDIES FOR NON-PERFORMANCE

If, in the opinion of the University, the awarded Proposer is non-compliant with agreement specifications or demonstrates non-performance of a specific assignment or assignments as described in Section III, Scope of Work, the Proposer shall immediately remedy such non- performance upon notification by the University or be subject to termination.

Section I, Page 5 of 10

1.19 SMALL BUSINESS PREFERENCE

The State of California requires agencies to provide a five percent (5%) preference when awarding agreements to small businesses or a non-small business that commits twenty-f ive percent (25%) of the agreement value to a certified small business. The five percent (5%) certified small business preference shall not exceed $50,000.00 in accordance with G.C. 14835 et seq. Only small businesses certified by the Office of Small Business and DVBE Services (OSDS are eligible to receive the preference).

In solicitations where an award is to be made to the lowest responsive bidder, the preference is applied by factoring 5 percent of a non-small business low bid total and subtracting this amount from the small business bid total.

Proposers wishing to claim the Small Business Preference must comply with and complete the Small Business Preference and Certification Request (Exhibit B).

1.20 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

California state law requires that state agencies achieve a minimum of three p e r c e n t (3%) participation for disabled veteran business enterprises (DVBE) in state agreements. For this RFP solicitation, the minimum three percent (3%) requirement is waived.

Proposer is referred to Exhibit C, Disabled Veteran Business Enterprise (DVBE) Participation Requirement.

The following DVBE incentives are offered.

Proposed DVBE Participation

Level DVBE Incentive %

4% to 4.99% 1%

5% to 5.99% 2%

6% to 6.99% 3%

The minimum incentive a qualifying Proposer can receive is one percent ( 1%). The combination of preferences with a DVBE incentive cannot exceed ten percent (10%) or $100,000, whichever is less.

A non- small business cannot displace a California certified small business from the top-ranked position due to application of preferences or incentive.

1.21 CSU TERMS AND CONDITIONS OF PURCHASE AND INSURANCE

Proposer agrees to provide services in accordance with the CSU Terms and Conditions of Purchase, attached herein as Exhibit A. Receipt of documentation of compliant insurance coverage in the amounts and of the types indicated in Exhibit A, Section Seven (7) will be required prior to authorization of any Contract that results from this RFP.

1.22 ACCOMMODATIONS FOR THE DISABLED

It is the policy of California State University, Fullerton, to make every effort to ensure that its programs, activities, and services are available to all persons, including persons with disabilities. Persons with a disability needing a reasonable modification to participate in the procurement process or persons having

Section I, Page 6 of 10 questions regarding reasonable modifications for the procurement process may contact the buyer listed elsewhere in this solicitation.

1.23 PUBLIC CONTRACTS CODE RESTRICTIONS FOR CALIFORNIA STATE UNIVERSITY, FULLERTON

EMPLOYEES

California State University, Fullerton employees, and immediate past employees must comply with restrictions regarding contracting with the University. Proposer needs to be aware of the following provisions regarding current or former University employees. In submitting a bid, Proposer certifies that the Proposer is eligible to contract with the University pursuant to the Public Contracts Code (PCC) sections list below:

a. Current California State University, Fullerton Employees (PCC Section 10831):

i. No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any University department through or by a University contract unless the employment, activity or enterprise is within the course and scope of the officer’s or employee’s regular University employment.

ii. No officer or employee shall contract on his or her own behalf as an independent Proposer with any University department to provide goods or services.

iii. This prohibition does not apply to officers or employees of the University with teaching or research responsibilities.

b. Former California State University, Fullerton Employees (PCC Section 10832):

i. For the two-year period from the date he or she left California State University, Fullerton employment, no former University officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any University department.

ii. For the twelve-month period from the date he or she left state employment, no former California State University, Fullerton officer or employee may enter into a contract with any University department if he or she was employed by that University department in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving California State University, Fullerton service.

1.24 DISPUTES, FAIR COMPETITION, ERRORS, AND OMISSIONS

The University encourages all Proposers to resolve issues regarding the requirements of this RFP or the procurement process through written correspondence and discussions. The University strives to foster cooperative relationships and to reach fair and objective resolutions in a timely manner.

In the event a Proposer believes this RFP solicitation is either unfairly restrictive, ambiguous, or contains conflicting provisions, discrepancies, omissions, or other errors, Proposer is required to immediately notify the University of such concern in writing, including email, prior to the RFP Deadline. As previously noted, modifications to RFP requirements and responses to valid questions, if any, will be issued via written addendum/a and publicly posted at https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

Section I, Page 7 of 10

A failure of the Proposer to notify the University of any concerns relating to the RFP requirements or any addendum/a prior to the RFP Deadline will be deemed a waiver of the Proposer’s right to protest the requirements of the RFP and Proposer shall submit a proposal at its own risk. Upon finalization of an Agreement, no Proposer shall be entitled to either additional compensation or time by reason of any error or its later correction.

1.25 PROTESTS

A Proposer wishing to submit a protest after the Notice of Intent to Award has been posted shall express its intent to do so within five (5) business days upon issuance and posting of such notice on https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx. Within ten (10) calendar days after expressing its intent to protest the award of a contract, the protesting Proposer must submit a full and complete written statement specifying the grounds for the protest and the facts in support thereof.

Protest must be sent by certified or registered mail or delivered in person to the Director of Contracts and Procurement, or designee, California State University, Fullerton, 2600 E. Nutwood Ave., College Park 300, Fullerton, CA 92831. Authority to protest is limited to Proposers who have submitted a qualified proposal.

The Director of Contracts and Procurement or designee shall perform a complete review of the protest and render a decision in writing to the protesting Proposer within a reasonable period following receipt of the detailed statement of protest. THE DECISION OF THE UNIVERSITY IS FINAL.

1.26 FAILURE TO ENTER INTO AGREEMENT

Once issued and forwarded by University, failure to return the appropriately authorized Agreement package within the period agreed upon shall be sufficient cause for voiding the award by University.

Failure of Awarded Proposer to comply with other requirements within the set time shall constitute failure to enter into the Agreement. If the Awarded Proposer refuses or fails to enter into the Agreement, the University may award to the subsequently ranked Proposer.

1.27 UNFAIR PRACTICES ACT

Proposer warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section 17000 et seq.).

1.28 VIOLATION OF AIR OR WATER POLLUTION LAWS

Unless the contract is less than $25,000.00 or with a sole-source provider, Government Code Section 4477 prohibits the State from contracting with a person, including a corporation or other business association, who has been determined to be in violation of any State or federal air or water pollution control law. By a proposal the Proposer warrants that the Proposer has not been found to be in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution district, or is subject to a cease and desist order not subject to review issued pursuant to Section 13310 of the Water Code for violation of waste discharge requirements or discharge prohibitions, or is finally determined to be in violation of provisions of federal laws relating to air or water pollution. By submitting a bid, the Proposer certifies that it has not been identified either by published notices or by Board notification as a person in violation of State or federal air or water pollution control laws.

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

Section I, Page 8 of 10

1.29 ASSIGNMENT OF ANTITRUST ACTIONS

The Proposer's attention is directed to the following provisions of Government Code Sections 4552, 4553, and 4554, which shall be applicable to the Proposer:

In submitting a bid to a public purchasing body, the Proposer offers and agrees that if the bid is accepted, it will assign to the procurement body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, [commencing with Section 16700] of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Proposer for sale to the procurement body pursuant to the bid. Such assignment shall be made and become effective at the time the procurement body tenders final payment to the Proposer (Government Code Section 4552).

If an awarding body or public procurement body receives, either through judgment or settlement, monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery (Government Code Section 4553). Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action (Government Code Section 4554).

1.30 SAFEGAURDS FOR PROTECTION OF CALIFORNIA STATE UNIVERSITY, FULLERTON INFORMATION

ASSETS

By submitting a bid, Proposer acknowledges Federal privacy laws such as Gramm-Leach-Bliley Act (Title 15, United States Code, Sections 6801(b) and 6805(b) (2)) applicable to financial transactions and Family Educational Rights and Privacy Act (Title 20, United States Code, Section 1232g) applicable to student records and information from student records. In the event that such information is required for the performance of the work specified, the Proposer hereby certifies that it has the appropriate safeguards in place as required by Title 16 Code of Federal Regulation Chapter 1 Section 314.

1.31 TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

It is the policy of the CSU to grant preference to California-based companies submitting bids or proposals to the State for goods to be produced or services performed at worksites in distressed (as defined in Government Code 4532) areas by persons with a high risk of unemployment when the contract is for goods or services in excess of $100,000. The 5% preference is applicable only to contracts awarded on the basis of lowest responsible bidder meeting specifications.

1.32 THE CONGO – SERCURITIES EXCHANGE ACT

PCC § 10490 establishes restrictions on contracting for certain goods and services relating to compliance with the Securities Exchange Act of 1934. California State University, Fullerton will not accept bids or proposals or contract for goods or services related to products or services from companies designated as a “scrutinized company” by the Federal Government. By submitting a proposal, Proposer certifies that it is

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

Section I, Page 9 of 10 not a scrutinized company as defined therein. False certifications shall cause the proposal to be voided/rejected.

1.33 SECURITIES EXCHANGE ACT COMPLIANCE - SCRUTINIZED COMPANY

PCC § 10490 establishes restrictions on contracting for certain goods and services relating to compliance with the Securities Exchange Act of 1934. The University will not accept proposals from nor will it contract with any company designated as a “scrutinized company,” as defined under this statute and any related statues, by the Federal Government for goods or services. By submitting a proposal, Proposer certifies that it is not a scrutinized company as defined therein. False certifications shall cause the proposal to be voided/rejected.

1.34 CERTIFICATION OF COMPLIANCE WITH IRAN CONTRACTING ACT

PCC sections 2202 et seq., the Iran Contracting Act of 2010, establish restrictions against contracting with any Proposer that provides/d specified levels of goods or services or other investment activities, as defined, in the energy sector of Iran. If Proposer is submitting a proposal in excess of $1 million, Proposer certifies that it is not a financial institution extending credit to an ineligible vendor on the list published by the California Department of General Services on the web site:

http://www.documents.dgs.ca.gov/pd/poliproc/Iran%20Contracting%20Act%20List.pdf (PCC § 2204).

The Act includes certain exceptions (PCC § 2203(c)).

1.35 DARFUR CONTRACTING ACT – SCRUTINIZED COMPANY

PCC sections 10475 et seq., the Darfur Contracting Act of 2008, established restrictions against contracting with any Proposer conducting certain types of business in Sudan. The Act sets forth criteria to determine if a Proposer is a “scrutinized company” as defined therein and any such company would then be ineligible to bid on or submit a proposal for State contracts.

By submitting a proposal, a Proposer that has conducted business activities outside of the United States within the previous three (3) years certifies either that Proposer is not a scrutinized company, as defined, or that Proposer has demonstrated that Proposer obtained permission under the statute (PCC § 10478, § 10477(b)). False certifications shall cause the proposal to be voided/rejected (PCC § 10479).

1.36 AWARD OF AGREEMENT

An award, if any, will be made to the Proposer whose submittal best complies with all the requirements of this RFP, any Addenda, and the highest number of points awarded at the end of the evaluation. Evaluation methodology and basis for award are outlined in Section V, Evaluation and Selection Criteria. The university may, at its discretion, award multiple contracts under this solicitation based on the evaluation results and identified needs.

A Notice of Intent to Award will be publicly posted for five (5) consecutive business days on https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx prior to initiation of Agreement.

Individual written notification may not be made to unsuccessful Proposers.

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

Section I, Page 10 of 10

An Agreement, if issued, shall be signed by an authorized agent of the Awarded Proposer and returned, along with the required Exhibits, to the University within ten (10) calendar days from receipt of the Agreement package. The period for return of the appropriately authorized Agreement package may be modified by mutual agreement of the University and Awarded Proposer. Agreements are not effective until approved by the appropriate University official(s). Any billable work performed by Awarded Proposer prior to receipt of a fully authorized Contract shall be at the Awarded Proposer’s own risk.

SECTION II

SCHEDULE OF EVENTS

Section II, Page 1 of 1

ACTION OR DEADLINE Date

Release of Request for Proposal (RFP) Monday, January 19, 2026

Mandatory Job Walk Tuesday, February 03, 2026 10:00 AM Pacific Standard Time

Last Day to Submit Questions Tuesday, February 03, 2026, at 5:00 p.m., Pacific Standard Time

Last Day for Addendum Friday, February 06, 2026

RFP Due Date Wednesday, February 11, 2026, at 3:00 p.m., Pacific Standard Time

Notice of Intent to Award Wednesday, February 18, 2026

Contract Award Wednesday, February 25, 2026

Commencement of Services Monday, May 18, 2026

Notes:

Dates up to and including the RFP Due Date may be adjusted upon advance written notice posted to https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

END OF SECTION II

SECTION III

SCOPE OF WORK - COMMENCEMENT

Section III, Page 1 of 2

3.1 COLLEGE/DEPARTMENT CEREMONIES

The College/Department Ceremonies take place at two (2) separate venues. Each venue requires its own audio visual and staging equipment.

3.2 SCHEMATICS

Proposer shall produce CAD drawings to scale for each venue and the surrounding areas, including campus landmarks. Schematics shall include plans and calculations. The schematics will be subject to review by the University, third party plan review entities, the CSU Office of Fire Safety, and the Office of the State Fire Marshal. Schematics must be submitted to the campus at least three (3) months before and to the Office of the State Fire Marshal one (1) month prior to the first day of Commencement.

3.3 SET-UP/RE-SET/STRIKE

Proposer shall produce a schedule of set-up and strike activities. Set-up should begin no earlier than two

(2) weeks prior to the Thursday before the first day of Commencement unless prior authorization has been requested and granted in writing. Proposer must have a team available and on site at all Commencement ceremonies to address any necessary adjustments or venue re-sets between ceremonies. All strike activities to remove equipment must be completed no later than two (2) weeks after the last ceremony takes place unless prior authorization has been requested and granted in writing.

3.4 PROPOSER OVERSIGHT AND RESPONSIBILITIES

The Proposer shall be fully responsible for all work performed under the executed Agreement, and no subcontractor will be recognized as such. For the purpose of assessing responsibility to the Proposer, all persons engaged in the work shall be considered employees of the Proposer. The Proposer shall give its personal attention to the successful fulfillment of the Agreement and keep all phases of the work under its control.

The Proposer shall exercise caution at all times for the protection of persons and property and shall install adequate safety guards and protective devices for all equipment as necessary. Proposer shall also provide and adequately maintain all proper guards, railings, barriers, lights and warning signs as appropriate and shall comply with all safety precautions as required by law or regulation.

Proposer shall take all additional precautions as the CSU may reasonably require for safety and accident prevention purposes. Proposer’s violation of such rules and requirements, unless promptly corrected, shall constitute a material breach of the Agreement.

3.5 PROJECT MANAGER AND PROJECT LEADS

The University requires an experienced and qualified Project Manager is assigned to oversee all aspects of the four-day event and ensure full compliance with the requirements set forth in this RFP. The Project Manager will have the overall responsibility for the successful coordination of all activities including

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SCOPE OF WORK - COMMENCEMENT

Section III, Page 2 of 2 initiation, planning, scheduling, execution, monitoring, and controlling of all timelines and objectives including all subcontractor activities.

A minimum of two (2) qualified project leads reporting directly to the Project Manager shall also be assigned to assist in all coordination efforts.

3.6 SUBCONTRACTORS

Proposer shall employ competent workers and hire competent subcontractors if needed, who are skilled in the type of work required. Proposer shall make certain that all subcontractors employed are properly licensed (if applicable). The University reserves the right to request a list of all third-party subcontractors hired.

3.7 PREVAILING WAGE

In accordance with Labor Code Section 1720, Proposer must pay employees and subcontractors current prevailing rate wages for applicable work under the Agreement.

3.8 PROTECTION/RESTORATION OF FACILITIES

The awarded Proposer shall properly and adequately protect all CSU property from damage, including, but not limited to, land, structures, equipment and utilities. If any CSU Property is damaged or altered in any way during the performance of the Agreement, whether by Proposer or anyone acting on behalf of Proposer, Proposer shall restore the CSU Property to its condition prior to damage or alteration at Proposer’s sole cost and expense.

3.9 POWER

Proposer and all subcontractors working under the Agreement shall bring on-site generators and fuel sufficient to power all equipment as required. Proposer and all subcontractors shall not attempt to access power from any University building or outlet in any way unless prior written approval from the University is obtained.

3.10 RENTAL EQUIPMENT CONTINGENCY (BACK-UP) PLAN

Proposer shall provide a written narrative of its contingency (back-up) plan for the rental equipment requirements of this RFP. The plan shall outline the steps Proposer is prepared to take to replace any faulty or damaged equipment or any unforeseen emergency situation to ensure that all venues are properly equipped.

3.11 CHANGE ORDERS

The University reserves the right to issue written orders, or instructions to the awarded Proposer as necessary. Such written instructions may direct changes in the work at any time. The Proposer may also request changes as deemed appropriate but shall not act on such changes until approved in writing by the University.

SECTION IV

VENUE REQUIREMENTS AND MAP - COMMENCEMENT

Section IV, Page 1 of 6

All venue rentals listed in this Section represent the University’s best information and data at the time of the RFP release and shall be used for evaluation purposes only. The University will adjust the numbers accordingly to represent actual usage.

4.1 INTRAMURAL FIELD (Location “1” on the map)

A. Rentals

• Shade Structures o Three (3) 30m x 70m x 4m steel structures, labeled “A” on the map o One (1) 50m x 50m x 4m steel structure, labeled "B” on the map o Eighty-four (84) LED50 hi-bay light fixtures in the guest seating structures o Overhead ceiling fans in all four (4) of the steel structures o Twenty-four (24) fire extinguishers, mounted o Twenty-four (24) no smoking signs, mounted o Fourteen (14) lighted exit signs with battery backup, mounted

• Stage Area o One 40’ x 17’ section of pipe and drape, black velour o Twenty (20) black Chivari chairs with padded seats/cushions in black o Two (2) podiums, mahogany o Two (2) 6’-0” tables o Two (2) 6ft. table drapes, navy o One (1) California flag with stand o One (1) American flag with stand o Two (2) fire extinguishers, mounted

• Perimeter o 6’-0” chain link fence, free-standing (approx. 1,008 ft.)

o Custom print covering for 6’-0” chain link fence, 1 side with install (approx. 900 ft.)

o Chain link fence black mesh covering (approx. 1,008 ft.)

o Fifty (50) sandbags o Two hundred eighty-five (285) bike rack barricades, 8 ft. section o One (1) 10’ x 360’ custom fence banner for the tennis courts, use banners from 2023

• Graduate Seating o 1,000 white Samsonite (zip-tied together)

• Guest Seating o 9,000 Samsonite chairs (zip-tied together) o Forty (40) white plastic stanchions with 10ft. white plastic chain each

• Photographers o Two (2) 6’-0” tables o Four (4) white Samsonite chairs o Two (2) 10x10 canopies o Three (3) canopy walls, 10ft. section

• Backstage o Two (2) 10x20 canopies o Two (2) canopy walls, white, 20ft. section o Two (2) canopy walls, white, 10ft. section

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VENUE REQUIREMENTS AND MAP - COMMENCEMENT

Section IV, Page 2 of 6 o Five (5) 6’-0” tables o Three (3) 6ft. table drapes, navy o Eighteen (18) white Samsonite chairs

• Marching Order o One (1) 8’-0” table o One (1) 8ft. table drape, navy o One (1) 10x10 canopy o One (1) 8ft. market umbrella o One (1) 1.5” free standing umbrella base

• Ushers / ADA Entrance o One (1) 6’-0” table o One (1) 6’-0” table drape, orange

• Interpreters o Four (4) white Samsonite chairs

• Graduate Line-Up Area o One (1) 40x80 canopy – student shade tent, on grass, stakes okay o One (1) 20x40 canopy – check-in tent on grass o Eight (8) 8’-0” tables o Eight (8) 8ft. table drape, royal blue o Twenty (20) white Samsonite chairs o One hundred (100) bike rack barricade, 8ft. sections o Four (4) portable restrooms o Two (2) ADA-compliant portable restrooms o Two (2) portable handwash stations o Daily service (including pumping) and supplies for the restrooms and handwash stations

• Banners o Two (2) ceremony site banners, hung o One (1) graduate line-up banner, hung

4.2 TITAN STADIUM (Location “2” on the map)

A. Rentals

• Stage Area o One 40’ x 17’ section of pipe and drape, black velour o Twenty (20) black chairs with padded arms and black seat cushions o Three (3) podiums, mahogany o Two (2) 6’-0” tables o Two (2) 6ft. table drapes, navy o One (1) California flag with stand o One (1) American flag with stand o Two (2) fire extinguishers, mounted

• Faculty/Staff Seating Area o Two (2) 10’ x 10’ canopies o Three (3) white canopy walls, 10ft. section o Twenty-five (25) white Samsonite chairs o One (1) fire extinguisher, mounted

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VENUE REQUIREMENTS AND MAP - COMMENCEMENT

Section IV, Page 3 of 6

• Graduate Seating o 1,000 white Samsonite chairs (zip-tied together)

• Guest Seating o Ten (10) 10’ x 10’ canopies over ADA seats on east side o One hundred sixty (160) white Samsonite chairs (ADA seating at top of stadium) o Use existing bleacher seating in stadium o Forty (40) white plastic stanchions with white plastic chain

• Photographers o Two (2) 10’ x 10’ canopies o Three (3) canopy walls, 10ft. section o One (1) 6’-0” table o Two (2) table drapes, navy o Six (6) white Samsonite chairs

• Marching Order o One (1) 8’-0” table o One (1) 8ft. table drape, navy o One (1) 10’ x 10’ canopy o One (1) 8ft. market umbrella o One (1) free standing umbrella base

• Interpreters o Two (2) Samsonite chairs

• Ushers o Two (2) 6’-0” tables o Two (2) 6’-0” table drapes, orange

• Miscellaneous o 160 ft. of flooring to protect the field during install (plywood is acceptable)

• Banners o Two (2) ceremony site banners, hung o One (1) graduate line-up banner, hung

• Graduate Line-Up Area o One (1) 40x80 canopies with lights and concrete blocks (no stakes), set on asphalt o Twenty-four (24) concrete blocks, 500-pound B&R o One (1) 20x40 canopy with lights and concrete blocks (no stakes), set on asphalt o Twelve (12) concrete blocks, 500-pound B&R o Twenty (20) white Samsonite chairs o One (1) 50-amp generator o Eight (8) 8’-0” tables o Eight (8) 8ft. table drape, orange o Twenty-five (25) wheelchairs o Four (4) portable restrooms o Two (2) ADA-compliant portable restrooms o Two (2) portable handwash stations o Daily service (including pumping) and supplies for the restrooms and handwash stations

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VENUE REQUIREMENTS AND MAP - COMMENCEMENT

Section IV, Page 4 of 6

4.3 ADDITIONAL RENTALS (Delivery locations to be determined. All tents in this section will be 10ft.

tall to accommodate banners)

A. Information/Wheelchair Stations

• Five (5) 10’ x 10’ festival canopies, white, 10’h

• Ten (10) concrete block 500-pound B&R

• Five (5) 8’-0” tables

• Five (5) table drapes, orange

• Forty (40) white Samsonite chairs

• Twenty-five (25) wheelchairs

B. Restroom Station

• Portable Restrooms o Twenty (20) portable restrooms o Ten (10) ADA-complaint portable restrooms o Ten (10) portable handwash stations o Daily service (including pumping) and supplies for the restrooms and handwash stations

• Baby Changing Station o One (1) 20 x 20 canopy white o Three (3) canopy wall, white, 20ft. section o One (1) canopy wall, white, 10ft. section o One (1) pair of glass doors, aluminum 6x7 o One (1) LED50 hi-bay light fixture o One (1) 1-Ton spot cooler - A/C o One (1) towable 25kVa generator o Three (3) changing tables o Three (3) portable handwash stations o One (1) banner, hung

C. First Aid Stations

• Two (2) 10’ x 10’ festival canopies, red/white, 10’h

• Eight (8) white Samsonite chairs

• Six (6) banners hung, three per station

D. Cooling Stations

• Two (2) 30’ x 15’ festival canopies, white

• Nine (9) concrete block, 500-pound B&R

• Two (2) canopy walls, white, 20ft. section

• Two (2) canopy walls, white, 10ft. section

• Four (4) 6’-0” tables

• Four (4) 6ft. table drape, white

• Sixty (60) Samsonite chairs

• Two (2) banners hung

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VENUE REQUIREMENTS AND MAP - COMMENCEMENT

Section IV, Page 5 of 6

E. Shuttle Stops

• Four (4) 10’ x 10’ festival canopies, white, 10’h

• Forty (40) white Samsonite chairs

F. Brite Ideas Requests

• Two (2) 8ft. market umbrellas

• Two (2) 1.5” free standing umbrella bases

G. Alumni House

• Fifteen (15) 72” round tables

• Six (6) 8ft. market umbrellas

• Six (6) 1.5” free standing umbrella bases

• One hundred fifty (150) white Samsonite chairs

H. Registration Stations

• Two (2) 40’ x 30’ canopies with lights

• Two (2) 50-amp generators

• Thirty-two (32) 8’-0” tables

• Thirty-two (32) table drapes, royal blue

• Forty (40) white Samsonite chairs

• Four (4) banners hung, two per station

• Four (4) industrial mist fans, two per station

I. Shirt Vendors

• Two (2) 10’ x 10’ festival canopies, white

• Eight (8) 6’-0” tables

• Eight (8) 6ft. table drape, lemon

• Six (6) White Samsonite chairs

J. Photo Stations

• Eight (8) barn walls

• Twelve (12) hedge walls

• Ninety (90) plastic stanchions

K. Titan Shops

• Intramural Field o One (1) 10’ x 30’ canopy, white o Two (2) sections of 10’ x 20’ canopy wall, white o One (1) fire extinguisher, mounted o Two (2) banners, hung

• Titan Stadium o Two (2) 10’ x 10’ festival canopies, white o One (1) section of 10’ x 20’ canopy wall, white o Two (2) 300 lb. concrete blocks o One (1) fire extinguisher, mounted o One (1) banner, hung

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VENUE REQUIREMENTS AND MAP - COMMENCEMENT

Section IV, Page 6 of 6

SECTION V

SPECIAL PROVISIONS - COMMENCEMENT

Section V, Page 1 of 1

5.1 MEETINGS

The successful Proposer will be required to attend two-four monthly Commencement and College Ceremony Coordination meetings. In addition, the Proposer’s attendance will be required for the Facilities Operations campus tour (February) and site walk-through (two days prior to the start of Commencement). The designated project leads must attend April and May meetings, including the site walk-through.

5.2 DEBRIEFING MEETING AND REPORT

Successful Proposer shall attend a final debrief meeting and produce a written assessment report, including recommendations for improvement for the upcoming year within 30 days of Commencement.

5.3 FINALIZED VENUE LISTS AND COST RECONCILIATION

The rental equipment listed in Section IV, Venue Requirements – Commencement, represents the University’s best information at time of bid based on previous history and available data. A revised itemized listing for each venue, based on pricing from Section VI, Cost Workbook, must be submitted for review prior to final venue set-up.

The successful Proposer shall develop a final, detailed post-event cost analysis reflecting all costs including changes made prior to or during the ceremonies. Final cost analysis shall be due within 30 days after Commencement. Additional charges will not be accepted without prior written approval from the University, per section 3.11 of the RFP.

5.4 TEMPORARY STRUCTURES

All temporary structures must comply with the 2025 California Building Code, Title 24, Part 2, Section 108 – Temporary Structures, Equipment and Systems.

SECTION VI

COST PROPOSAL - COMMENCEMENT

Section VI, Page 1 of 3

To: Date:

California State University, Fullerton Contracts & Procurement 2600 Nutwood Ave., Ste. 300 Fullerton, CA 92831

1. We acknowledge the receipt of addenda number(s)

2. In compliance with the Request for Proposal, our Lump Sum Amount is as follows:

Design and Engineering for Shade Structures Subtotal $

Commencement Subtotal $

Total $

3. Proposed Progress Pay Schedule

Print Name/Title Signature

Name of Company as Licensed Contractor License Number (If Applicable)

Address City, State, ZIP

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COST PROPOSAL - COMMENCEMENT

Section VI, Page 2 of 3

INTRAMURAL FIELD (Location 1 Rentals)

(EXCEL SHEET PROVIDED)

Qty Description Unit Price Extended Amount Steel Shade Structures $0.00

3 30m x 70m x 4m steel structures $0.00 1 50m x 50m x 4m steel structure $0.00

84 LED50 hi-bay light fixtures $0.00 Overhead ceiling fans in all four structures $0.00

24 Fire extinguishers, mounted $0.00 24 No smoking signs, mounted $0.00 14 Lighted exit signs with battery back-up, mounted $0.00

Stage Area 1 40' x 17' section of pipe and drape, black velour $0.00

20 Black Chivari chairs with padded arms & cushions $0.00 2 Podiums, mahogany $0.00 2 6ft. Tables $0.00 2 6ft. Table drapes, navy $0.00 1 California flag with stand $0.00 1 American flag with stand $0.00 2 Fire extinguishers, mounted $0.00

Band Stage 1 15' x 20' canopy $0.00 1 12' x 16' x 24" stage with skirting $0.00 1 Stage steps $0.00

65 Black Chivari chairs with cushions $0.00 Perimeter

168 6ft. Chain link fence, 1,008 ft. $0.00

Custom print covering for 6ft. chain link fence (900 ft.)

$0.00 1008 Chain link fence black mesh covering (1,008 ft.) $0.00

50 Sandbags $0.00 285 Bike rack barricades, 8ft. Section $0.00

1 10' x 360' custom fence banner for tennis courts $0.00 Graduate Seating

1000 White Samsonite chairs, zip-tied together $0.00 Guest Seating

9000 White Samsonite chairs, zip-tied together $0.00 40 White plastic stanchions with chain $0.00

Photographers 2 6ft. tables $0.00

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COST PROPOSAL - COMMENCEMENT

Section VI, Page 3 of 3

4 White Samsonite chairs $0.00 2 10' x 10' canopies $0.00

Backstage 2 10' x 20' canopies 2 Canopy walls, white, 20ft. Section 2 Canopy walls, white, 10ft. Section 5 6ft. tables 3 6ft. Table drapes, navy

18 White Samsonite chairs Marching Order

1 8ft. Table 1 8ft. Table drape, navy 1 10' x 10' canopy 1 8ft. Market umbrella 1 1.5" free-standing umbrella base

Ushers 1 6ft. Table 1 6ft. Table drape, orange

Interpreters 4 White Samsonite chairs

Graduate Line-Up Area 1 40’ x 80’ Canopy 1 10’ x 20’ Canopy 8 8ft. banquet tables 8 8ft. table drape, navy

20 White Samsonite chairs 100 Bike rack barricades, 8ft. Section

4 Portable Regular Restrooms 2 ADA compliant Portable Restrooms 2 Hand wash stations

Daily Service and Supplies for restrooms and hand wash

1 ADA compliant Portable Restrooms

2 Hand Wash Station Daily Service and Supplies for restrooms and hand wash

Banners 2 Ceremony site banners, hung

SECTION VII

INTRAMURAL FIELD – (LOCATION 1 RENTALS)

EVALUATION AND SELECTION CRITERIA

Section VII, Page 1 of 2

7.1 GENERAL

All proposals shall be reviewed to verify that the Proposer has met the minimum qualifications and proposal submission requirements. Proposals that have not followed the format, do not meet minimum content and quality standards, or take unacceptable exceptions to the CSU General Provisions for Service Acquisitions (Exhibit A) shall be eliminated from further consideration. Proposal responses will be reviewed and evaluated by an evaluation committee comprised of University personnel who will assign points according to the selection criteria listed below.

7.2 EVALUATION AND SCORING

Proposals will be reviewed, evaluated and scored in accordance with the following points schedule for each evaluation criterion listed. The award shall be made to the Proposer receiving the highest total number of awarded points. A maximum total of 1,100 points is available for each proposal as detailed below.

7.3 EVALUATION CRITERIA

7.3.1 Qualifications/Experience 450 Points

Points awarded in this category will consider Proposer’s overall financial condition and company profile including number of years in business and professional qualifications. Proposer shall provide annual reports and/or financial statements for the past three (3) years.

Proposer must provide evidence of an accomplished record of event planning services spanning a minimum…