Commencement Staging & Labor Services

The University of Texas at Austin is soliciting responses through Request for Proposal (RFP) 721-26056 for qualified vendors to provide commencement staging and labor services to support the university-wide commencement ceremony at Darrell K Royal - Texas Memorial Stadium scheduled for May 9, 2026, with potential additional ceremonies at other venues. The procurement seeks supplemental stage decks, support systems, scaffold and shoring structures, stage deck risers and systems for musician and performance platforms, black finish scaffold and shoring structures for technical components such as cameras and LED displays, training and certification for G2 Structures K2i staging systems and industry-standard safety operations, specified SteelDeck stage riser components, and comprehensive labor support for staging and production needs. Respondents will be evaluated on four criteria: qualifications and reputation (25 percent weight), quality of proposed goods or services and methodology (30 percent), ability to meet University needs (20 percent), and price proposal and long-term cost (25 percent). The question submission deadline is February 20, 2026 at 2:00 PM CST, and proposals must be submitted through the University's Euna (Bonfire) portal by March 10, 2026 at 2:30 PM CST. The anticipated contract term is three years beginning April 2026 through March 2029, with potential renewal for up to two additional one-year terms.

A Veteran Heroes United in Business (VetHUB) Subcontracting Plan is required as a material element of qualifications, with service-disabled veteran owned business subcontracting opportunities deemed probable; failure to submit this plan will result in proposal rejection. Respondents must demonstrate good faith efforts in soliciting VetHUB participation, including providing written notice to a minimum of two VetHUB centers and three or more State of Texas certified VetHUB firms with at least seven working days to respond, or provide justification for self-performing the entire contract. Contractors must comply with extensive federal, state, and local statutory requirements including Texas Government Code provisions addressing Israel boycotts, energy company discrimination restrictions, firearm entity discrimination prohibitions, COVID-19 vaccination policies, and foreign adversary restrictions per Executive Order GA-48; proposers must also complete the Texas Ethics Commission Form 1295 Certificate of Interested Parties unless exempt under applicable law. Respondents must maintain specified insurance coverage including workers compensation, employer's liability, commercial general liability, and auto liability, and provide criminal background screening for service personnel. The RFP does not specify a contract award value or budget range; however, compensation will be structured through flexible payment arrangements including fixed fees per deliverable, hourly rates with maximum hour caps, or flat project fees, with total compensation not to exceed an amount to be specified in the final agreement, and payment follows the Texas Prompt Payment Act with net 30-day standard terms.