Commencement/Convocation/Inauguration Ceremony Services

The University of Wisconsin-Stevens Point (UWSP) is seeking comprehensive sound and staging equipment services and rentals for multiple campus ceremonies, including Convocation/Welcome Week Activities, Chancellor Inauguration Ceremony, and Winter and Spring Commencement ceremonies. The procurement requires vendors to provide extensive technical equipment such as projectors (7,000-10,000 lumens), wireless microphones, stage lighting with ground truss, pipe and drape, audio connections, video screens, and technical support personnel. Specific technical requirements include 240 feet of aisle lighting, wash lights, upstage/downstage lighting, camera mounting, and audio front fills. Vendors must supply their own scissor lift for setup and coordinate with existing UWSP equipment and facilities. The bid was posted on July 18, 2022, with questions due by July 21, 2022, at 2:00 PM CT, and final bids due on July 25, 2022, at 2:00 PM CT via email to Purchasing@UWSP.edu. Award will be made to the lowest responsible responsive bidder, with bid pricing required to remain firm for 60 days and submitted in US dollars.

The contract includes potential provisions for Minority Business Enterprises, with a possible 5% preference granted under Wisconsin Statutes Section 16.75(3m). Successful bidders must maintain specific insurance requirements, including worker's compensation insurance, commercial liability insurance with a minimum $1,000,000 coverage, and motor vehicle insurance with minimum $1,000,000 per occurrence coverage. The Board of Regents must be named as an additional insured. The initial contract term is one year from the purchase order date, with options to renew for three additional one-year periods upon mutual consent. Bidders must submit completed Exhibit B (Bid Response with Pricing), Form DOA-3070, and Form DOA-3832 to be considered responsive. UWSP reserves significant discretion in the procurement process, including the right to reject all bids, waive irregularities, request clarifying information, make partial awards, or accept or reject any portion of submitted bids. While a specific budget range is not disclosed, the comprehensive technical requirements suggest a potentially substantial contract value for the selected vendor.