Event Security - Metal Detector Rentals

The University of Texas at Austin is soliciting proposals through a competitive sealed proposal process for temporary rental of portable metal detector systems and related event support services to be used at University-managed events, including commencement ceremonies, concert programs, and presidential events held at various on-campus locations. The procurement encompasses equipment rentals, technical supervision, operational support, staff training, and related services, with the preferred equipment specified as CEIA OPENGATE portable metal detector systems or functionally equivalent alternatives featuring arch-free design, battery and 110V AC power capability, rapid setup and breakdown in under thirty minutes per unit, and suitability for both indoor and outdoor use with accompanying screening tables. Respondents must provide detailed pricing proposals broken down by equipment rental per unit or per event/day, supervisor hourly rates, event screening staff hourly rates, and additional charges for delivery, transportation, setup, breakdown, overtime, and standby support. Qualified vendors must demonstrate the capability to perform work; maintain compliance with all applicable federal, state, and local laws; provide a minimum of three client references from the past five years preferably from tier 1 research institutions or similarly complex organizations; and indicate any previous work completed for the University of Texas at Austin. Proposals must be submitted by Friday, March 6, 2026, at 2:30 PM Central Standard Time via the University's Euna procurement portal, with a supplier question deadline of Friday, February 20, 2026, at 12:00 PM Central Time, and written responses provided by Friday, February 27, 2026. The anticipated contract term is three years beginning April 1, 2026, and expiring March 31, 2029, with the option for up to two additional one-year renewal terms under a blanket purchase agreement with no guaranteed minimum volumes or dollar amounts, and work requested on an as-needed basis.

Submission requirements include completed Execution of Offer documents with numerous statutory certifications regarding tax compliance, debarment status, non-boycott of Israel or energy companies, non-engagement with Iran or Sudan, firearm non-discrimination, COVID-19 vaccination documentation prohibitions, compliance with Executive Order GA-48 regarding foreign adversaries, antitrust law compliance, and absence of conflicts of interest. Proposers must maintain comprehensive insurance coverage throughout the contract term, including workers' compensation, general liability, professional liability, and other policies with minimum limits as specified, and are classified as independent contractors responsible for all taxes and withholdings. The University reserves the right to make multiple awards, reject all proposals, or abandon the selection process if deemed in the University's best interest, with contract contingency upon availability of appropriated funds and the right to terminate at the end of any fiscal year with thirty days' written notice. No set-aside designations or disadvantaged enterprise restrictions are specified in the available documentation. Payment terms are net 30 days under the Texas Prompt Payment Act, with the University preferring the JP Morgan Chase Single Use Account payment method. No specific award values or budget ranges are disclosed in the RFP materials provided.