Commencement Venue, Facilities, and Event Services

Tarrant County College District is requesting proposals for commencement venue, facilities, and event services for Spring 2027 ceremonies under RFP 26-014, with proposals due September 1, 2026 at 2:00 PM Central Time.

The scope spans a primary indoor arena accommodating approximately 2,500 graduates across up to five ceremonies conducted May 14–15, 2027, with load-in and rehearsal on May 14 and load-out on May 16. The venue must provide climate-controlled, ADA-accessible facilities with designated spaces for graduate check-in, platform party assembly, volunteer coordination, media operations, and storage. The selected vendor shall deliver comprehensive staffing, security coordination, technical services, parking, and catering through TCCD-approved vendors only. The venue must be capable of accommodating graduates, guests, faculty, staff, volunteers, and dignitaries in a safe, professionally managed environment.

The contract covers an initial one-year period with options to extend for four additional one-year terms upon mutual agreement, and potential month-to-month extensions not to exceed three months. Evaluation criteria are total cost (30%), facilities and capacity (30%), event services and staffing (25%), experience and past performance (10%), and schedule responsiveness (5%). Pricing is scored on a 0–10 scale where the lowest cost receives maximum points and others receive proportional points using the formula (Low cost ÷ proposed cost) × 10. All pricing must be itemized to include facility rental, staffing, security, technical services, parking, and administrative fees.

Proposals must be submitted electronically through the Bonfire platform at https://tccd.bonfirehub.com/portal/?tab=openOpportunities; hard copies are accepted but not preferred. Questions were due August 18, 2026 at 5:00 PM Central Time, with answers posted by August 20. Proposals must remain valid for a minimum of 180 days after the submittal deadline. Vendor registration with TCCD is required. TCCD reserves the right to reject any proposals, award to single or multiple suppliers, or select no supplier, and is not required to award to the lowest bidder.