Event Production Services

Prairie View A&M University (PVAMU), a state agency and member of the Texas A&M University System, is soliciting proposals through Request for Proposals (RFP) No. #715-26-05 for comprehensive Event Production Services to be delivered across three campuses: the main campus in Prairie View, the Northwest Houston Center, and the College of Nursing campus in Houston. The procurement seeks qualified firms to provide integrated event production support including production planning and coordination, professional video production with cameras and editing capabilities, audio services with public address systems, stage and structural design elements such as modular staging and LED video walls, and technical staffing encompassing camera operators, audio engineers, and lighting technicians. The selected vendor or vendors will support major university programs including commencement ceremonies, academic events, and community engagement activities. Proposals are due by March 31, 2026, at 2:00 p.m. Central Standard Time, with questions deadline set for March 17, 2026, and contract award anticipated for April 2026. Evaluation criteria are weighted as follows: experience and expertise (30 percent), proposed cost of services (30 percent), proposed methodology and approach (20 percent), professional references (10 percent), and responsiveness to requirements (10 percent). Respondents must provide three client references from work performed within the last five years, preferably from higher education institutions or public entities, and may be required to provide demonstrations and presentations. Proposals must not exceed 40 printed pages, submitted in five hard copies and one electronic PDF copy.

The contract includes a Historically Underutilized Businesses (HUB) subcontracting requirement with established goals of 1.00% across Building Construction, Special Trade Construction, Professional Services, Other Services, and Commodities categories; all respondents, including Texas-certified HUBs, must complete and submit a VetHUB Subcontracting Plan demonstrating good faith efforts to utilize certified HUB vendors or justifying self-performance of the entire contract. PVAMU intends to award multiple contracts to successful respondents based on best value considerations. The contract term will be an initial three-year period with options to renew for up to two additional one-year terms at PVAMU's discretion, contingent on satisfactory performance and continued need. Vendors must obtain and maintain comprehensive insurance coverage including commercial general liability ($1,000,000 per occurrence), automobile liability ($1,000,000), and workers' compensation with statutory limits prior to commencing work. The agreement incorporates multiple compliance requirements including cybersecurity standards consistent with TX-RAMP specifications, FERPA compliance for education records, PCI DSS compliance for cardholder data, ADA and WCAG 2.1 Level AA accessibility standards, and various Texas state agency clauses addressing conflict of interest, delinquent child support obligations, and executive orders regarding foreign adversaries and boycotts. Compensation for services will be determined through the RFP evaluation process with payment made by electronic direct deposit according to the Texas Prompt Payment Act.