Best Value Acquisition (BVA) No. 215189729CK - Event Planning Services

Virginia Commonwealth University is soliciting proposals for comprehensive event planning services for two signature university events—RAMCamp and Weeks of Welcome (WOW)—under Best Value Acquisition 215189729CK, with proposals due June 16, 2026 at 3:00 p.m. Virginia SBSD-certified businesses or firms demonstrating commitment to utilizing SBSD subcontractors are encouraged; firms selected will be issued a purchase order.

The scope encompasses five RAMCamp components scheduled for August 10–13, 2026 (decorations and setup at Altria Theatre, carnival, casino night, block party, and closing brunch) and four Weeks of Welcome events (Welcome Dance Party on August 15, Monroe Park Block Party on August 17, Black & Gold Wednesdays Kick-Off on August 19, and MCV Black & Gold Wednesdays Kick-Off on September 2). The budgeted allocation for RAMCamp is $93,500 and for Weeks of Welcome is $33,000. Proposals must detail firm qualifications, staff experience, work plans with timelines, risk management and sustainability practices, and subcontracting arrangements. Pricing must follow Attachment C without modification; firms may propose combined-award incentives, volume credits, or multi-event discounts applicable to separate departmental invoices.

The total contract value does not exceed $200,000. VCU will evaluate proposals under best-value methodology where price is not the sole determining factor. Required insurance includes Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Automobile Liability ($1,000,000), Workers' Compensation per statutory amounts, Professional Liability ($1,000,000), Employment Practices Insurance ($1,000,000), and Cyber Security Liability ($1,000,000). Questions are due June 10, 2026. All services must be completed by the respective event dates. Performance takes place in Richmond, Virginia.