Aerial Drone Light Show Services - UEE

The University of Texas at Austin is soliciting competitive sealed proposals for aerial drone light show services to support University Events & Experience productions, including the university-wide Commencement ceremony at Darrell K Royal - Texas Memorial Stadium. The procurement encompasses design and execution of aerial drone performances featuring up to 400 synchronized drones with capabilities including choreographed flight patterns, event branding integration, drone-mounted pyrotechnic effects, and full event day operational support. Qualified vendors must demonstrate a minimum of three years of similar drone performance experience at comparable venues, maintain a fleet of at least 400 drones, possess full FAA certification and regulatory compliance, and maintain an Austin-area operational base. Deliverables include creative design services, drone performance execution for performances lasting approximately three to five minutes per event, event day operational support, regulatory compliance and permitting assistance, and optional additional services. Evaluation will be weighted across five criteria: respondent qualifications and reputation (20%), quality of proposed goods and services methodology (30%), ability to meet University needs (20%), price proposal and long-term cost (20%), and staffing resources and past business relationship strength (10%). The proposal submittal deadline is Wednesday, March 18, 2026 at 2:30 PM CST via the University's Bonfire procurement portal, with the anticipated contract term of three years beginning in April 2026, plus optional renewal for two additional one-year terms.

The RFP documentation does not specify any set-aside designations, disadvantaged enterprise requirements, or restrictions limiting respondent eligibility based on organization type. No incumbent vendors or current contractors are identified in the available procurement materials. Proposers must submit itemized pricing through the Bonfire portal using a BidTable divided into design and creative services, drone performance pricing by fleet size, event day services and support, regulatory compliance and permitting, optional services, and hourly rates for assigned roles. The specific contract value or budget range is not disclosed in the available documentation, though compensation will be determined through the proposal evaluation process with payment terms following the Texas Prompt Payment Act at net 30 days. Contractors must maintain comprehensive insurance coverage including workers' compensation, employer's liability ($1,000,000), commercial general liability ($1,000,000), and auto liability ($1,000,000), with the University named as an additional insured. The University reserves the right to make multiple awards and may request Best and Final Offers from selected respondents.