AV services for Sewing & Stitchery Expo in Puyallup Feb 25 to March 1 2026

Washington State University is seeking a comprehensive audio-visual (AV) services provider for the Sewing & Stitchery Expo, to be held at the Washington State Fairgrounds in Puyallup from February 25 to March 1, 2026. The procurement involves full-service AV support for 18 classrooms hosting over 200 classes, requiring the selected vendor to manage equipment rental, setup, operation, and strike services. Key deliverables include providing approximately 20 units of AV equipment such as projectors, screens, speakers, audio mixers, microphones, flipcharts, laptops, radios, and visual presenters. The contractor must deploy a minimum of 4 AV technicians for setup and strike, and 3 onsite AV technicians to manage daily operations. Proposal evaluation will be weighted across three primary criteria: qualifications (40 points), plan of approach and timeline (25 points), and cost factors (35 points). The Request for Proposals (RFP) was posted on June 13, 2025, with proposals due by July 11, 2025, at 3:00 pm Pacific Time. The anticipated contract period spans from September 1, 2025, to May 2, 2026.

Bidders must meet specific minimum qualifications, including eligibility to contract with a Washington state agency, proper licensing, and demonstrated experience with large multi-day events. The procurement does not explicitly outline set-aside designations or restrictions for disadvantaged enterprises. Proposers are required to complete Exhibit B Contractor Information and Exhibit A Certifications, which include detailed disclosures about business structure, potential conflicts of interest, and compliance with Washington Wage Law. The fee structure remains flexible, with the current fee sheet showing placeholder values to be finalized based on specific program needs. While a precise budget range is not specified, the comprehensive nature of the AV services and the scale of the event suggest a significant contract value. Washington State University reserves the right to conduct oral presentations with top-scoring vendors and will ultimately select the bidder deemed most responsible and in the best interest of the university.