Commencement 2026 Lighting, Audio and Visual Services

California State Polytechnic University, Pomona is seeking a single service provider for comprehensive Lighting, Audio, and Visual Services for their 2026 Commencement Ceremonies through a Request for Proposal (RFP). The procurement will cover twelve separate ceremonies scheduled from May 15-17, 2026, with four daily sessions accommodating approximately 8,500 guests per ceremony. Required services include venue lighting with eight light towers, main stage lighting with dual podiums, LED screens, an ADA closed-caption LED tile strip, a 200KW generator, and a comprehensive sound system with speaker arrays and mixing consoles. The selected vendor must have a minimum of five years' experience in higher education events and provide professionally certified staff, including an event venue lighting technician, LED technician, and two event venue sound system technicians. Evaluation will be conducted using a scoring mechanism that allocates 60 points to technical qualifications (venue lighting, LED screens, sound system, and timeliness/feasibility) and 30 points to cost. Key procurement dates include a Request for Information (RFI) deadline of November 13, 2025, a final addendum posting date of November 18, 2025, and the RFP submission deadline of November 25, 2025, at 2:00 p.m. PST.

The procurement includes specific set-aside and preference requirements, notably a five percent small business preference (not to exceed $50,000) and a mandatory three percent Disabled Veteran Business Enterprise (DVBE) participation. Potential DVBE participation incentives range from one to three percent based on involvement levels. The contract has an estimated budget range of $100,000 to $130,000, with a one-year term and potential options for two additional annual renewals. Contractors must provide comprehensive insurance coverage, including $4,000,000 in general liability, $1,000,000 in business automobile liability, workers' compensation, and professional liability insurance. Compliance with California safety codes, fire regulations, NFPA standards, and CSU policies is mandatory, with CAD drawings compliant with fire and life safety codes required two months prior to the event. The University anticipates awarding the contract on December 18, 2025, with service commencement in January 2026, and retains ownership of all technical schematics and design documents.