Event Floral Services - University Events & Experience

The University of Texas at Austin is issuing a Request for Proposal (RFP No. 721-26075) for Event Floral Services to support University Events & Experience, with proposals due by 2:30 p.m. Central Standard Time on Friday, May 22, 2026. The solicitation seeks qualified vendors to provide comprehensive floral services including consultation and creative direction, premium sourcing and production of custom floral arrangements and installations, logistics and delivery, on-site floral stewardship, and post-event breakdown and cleanup services for an estimated five to ten university events annually, ranging from 20 to 500 attendees at various campus and offsite venues. The anticipated contract term is two years beginning July 2026 and expiring July 2028, with the University retaining the right to renew for two additional one-year terms. Minimum qualifications require 15 years of industry experience, full licensing and insurance, background-checked employees, Austin-area operations preferred, and demonstrated experience with bespoke locations and non-traditional load-in scenarios. Evaluation scoring allocates 100 percent to technical criteria (qualifications 15%, quality of services 45%, ability to meet needs 20%, staffing resources 10%) and pricing proposal (10%), with the highest-scoring respondent(s) selected as most advantageous to the University. Proposals must include detailed pricing responses using the University's Euna portal with three-tiered pricing ranges (low, medium, and high) for two specified event scenarios: a 60-guest Presidential Dinner and a 400-guest formal event, with itemized labor costs, delivery, breakdown, and disposal fees. All costs must be inclusive of labor, materials, and associated fees, with payment terms following the Texas Prompt Payment Act at net 30 days.

The RFP includes a probable VetHUB (Veterans Heroes United in Business) subcontracting requirement, mandating submission of a completed VetHUB Subcontracting Plan identifying service-disabled veteran-owned business opportunities or confirming self-performance. Proposers must comply with the mandatory VetHUB certification standards requiring at least 51 percent ownership by service-disabled veterans with minimum 20 percent service disability ratings, demonstrate good faith outreach efforts by providing notice to a minimum of two VetHUB centers and three or more state-certified VetHUB firms with at least seven working days for response, and submit progress assessment reports with each payment application documenting subcontractor expenditures. All proposals must include execution of an Offer document certifying compliance with federal, state, and local laws; completion of the Texas Ethics Commission Form 1295 (Certificate of Interested Parties); acknowledgment of all addenda; and submission of a completed VetHUB Subcontracting Plan, with failure to include any of these materials resulting in proposal rejection. The RFP documents do not specify incumbent vendors, current contractor information, budget ranges, or estimated award values; however, the University reserves the right to make multiple awards under this solicitation and has explicitly reserved the authority to negotiate with respondents, request best and final offers, or reject all proposals if deemed in the University's best interest. Proposals are submitted through the University's Procurement Portal, and all materials submitted become University property subject to disclosure under the Texas Public Information Act following contract execution.