Event Setup Services for UW Office of Ceremonies

The University of Washington Office of Ceremonies is requesting proposals for event setup services under RFP 26-0023, with proposals due October 30, 2026 at 4:00 p.m. PDT via Workday Strategic Sourcing. Optional site visits are scheduled for June 11 at Husky Stadium and September 25 at Hec Edmundson Pavilion.

The scope encompasses transportation and setup of university-owned staging, event, and decor elements from UW Sandpoint Storage, plus rental of supplemental materials for two annual ceremonies: Commencement (typically the second Saturday in June, requiring 7–9 day setup and teardown cycles) and Freshman Convocation (typically the last Sunday in September, requiring 5–6 day cycles). Work includes stage assembly and disassembly, floral and greenery installation, chair and table arrangement, column placement, signage and banner creation and placement, carpet installation, and general event support at Husky Stadium and Hec Edmundson Pavilion.

The contract term is five years with options to extend to a maximum total length of ten years. Bidders must provide firm and fixed pricing for the first two years, with annual escalation requests thereafter capped at the actual percentage change of the Bureau of Labor Statistics Producer Price Index Commodity Code WPU1129 or four percent, whichever is lower. Pricing must include all delivery, labor (by staff title with standard and overtime rates), equipment rental, and materials. Initial progress payment of up to 25 percent is permitted before each event, with the remaining balance due within 30 days of completion. Liquidated damages are assessed at $1,500 per hour for delays up to five hours before ceremony, 50 percent of event cost if critical elements are incomplete three hours before gates open, and 100 percent of event cost if contractor-controlled delays force postponement or cancellation.

The RFP encourages MWBE participation with established annual procurement participation goals of 6 percent for MBE and 4 percent for WBE, and voluntary U.S. Small Business goals of 15 percent. Bidders must maintain Commercial General Liability insurance of $1 million per occurrence/$3 million aggregate and Automobile Liability insurance of $1 million combined single limit, naming the Board of Regents as additional insured. Proposals are evaluated on a 100-point scale: Bidder Qualifications (45 points), Transmittal Letter (5 points), and Pricing (50 points). Questions are due October 2, 2026.