Event Production, Audio, Visual, Lighting and Staging Services

Texas A&M International University is requesting proposals for event production, audio, visual, lighting, staging, video production, livestreaming, and recording services under RFP 2027-001, with proposals due September 30, 2026 at 1:00 p.m. Central Time. A VetHUB Subcontracting Plan is required as part of all proposals.

The primary recurring scope is production of the University's Fall and Spring Commencement exercises held at an off-campus arena venue in December and May each year, with potential expansion to additional University events on an as-needed basis. The University intends to award contract(s) effective December 1, 2026, for an initial five-year term with the option to renew for up to five additional one-year terms, not to exceed ten years total.

Proposals must include comprehensive pricing: a complete price for Commencement production services; equipment and service rate schedules with daily, event, weekly, or other applicable pricing units; labor rates by personnel classification; and clearly identified additional charges such as delivery, transportation, setup, strike, travel, production management, overtime, and minimum labor calls. The University does not guarantee any minimum volume of work and reserves the right to utilize multiple contractors, University-owned equipment, or other service providers.

Mandatory insurance requirements include workers' compensation, commercial general liability with $2,000,000 aggregate limit, automobile liability of $1,000,000, and excess/umbrella liability of $5,000,000. Respondents must submit certificates of insurance, execution of proposal, non-collusion affidavits, and evidence of compliance with accessibility and cybersecurity requirements. Awardees must also comply with state-mandated certifications and requirements related to debarment, export controls, conflict of interest, data privacy, FERPA compliance, and various Texas statutory prohibitions. Proposals are submitted electronically to Cristina Calderon at cristinam.calderon@tamiu.edu. No bidders' conference or mandatory site visit is specified, though the University reserves the right to request interviews.