2027-130000-0819-Graduation Ceremonies-2027-2029

Henry County Schools, a political subdivision of the State of Georgia through the Henry County Board of Education, is requesting proposals for production of eight graduation ceremonies (four daytime at 9:00 AM EST and four evening at 7:30 PM EST) held May 19–24, 2027, at EchoPark Speedway in Hampton, Georgia, with proposals due September 30, 2026 at 11:00 AM EST and a mandatory site visit on August 27, 2026 at 10:00 AM EST.

The scope is comprehensive turn-key event production encompassing stage structures, sound systems, video walls, lighting, electrical power, live-streaming services, and all associated labor and equipment. Setup occurs May 17–18, 2026, and breakdown May 26–27, 2027. Offerors must demonstrate equivalent or larger school district graduation experience and collaborative coordination capabilities with multiple entities. General Liability Insurance with minimum split limits of $1 million per occurrence and $2 million aggregate is required. Offerors must provide proof of non-collusion, non-discrimination, immigration compliance, and safety certifications.

Evaluation uses a Best Value Approach allocating 120 total points across three phases: mandatory and technical requirements (60 points covering grid systems, staging systems, ramps, lighting, audio, video, soft goods, and complete turn-key services), cost proposal (20 points), and best value services including optional add-ons and price-hold commitments (20 points). Cost proposals must be valid for 60 days from the submission deadline. The District is exempt from state sales tax; offerors should exclude applicable federal and state taxes from pricing. Payment is due upon receipt, inspection, and acceptance of completed work within 30 business days of invoice submission. Deliveries are FOB to site.

The initial contract term runs November 16, 2026, through November 15, 2027, with four optional one-year renewal terms available contingent upon Henry County Schools' approval and Board of Education authorization. Either party may terminate without cause upon 30 days' prior written notice; the District retains a funding-out clause allowing termination at fiscal year-end with 30 days' notice. Evaluation runs October 1–7, 2026, with offeror notifications November 11, 2026, and contract award November 13, 2026. Responses are submitted electronically through the Bonfire platform.