RFP# 25-046 Commencement Venue, Facilities, and Event Services

Tarrant County College District (TCCD) in Texas is soliciting proposals through Request for Proposal (RFP) #25-046 for commencement venue, facilities, and event services to support Spring 2026 Commencement ceremonies scheduled for May 15-16, 2026, with load-in on May 15 and load-out on May 17. The procurement seeks a single qualified venue provider capable of accommodating approximately 2,500 graduates and substantial attendance of guests, faculty, staff, volunteers, dignitaries, and media across up to five separate ceremonies over two days. The selected vendor must deliver comprehensive facilities, staffing, security coordination, technical services, and event support in a safe, accessible, and professionally managed environment. Key deliverables include facility rental and space usage, venue staffing and operations, security and safety services, technical and production services (including audio/sound reinforcement, video displays with livestream capability, and lighting), parking and traffic services, catering and food service, and administrative fees. The RFP was released January 23, 2026, with written questions due February 3, 2026 at 5:00 PM Central Time and answers posted by February 6, 2026; proposals must be submitted electronically through the Bonfire e-Procurement platform by February 17, 2026 at 2:00 PM Central Time in MS Word or PDF format with cost schedules in MS Excel. Evaluation will be based on a weighted scoring system comprising cost (30 percent), facilities and capacity (30 percent), event services and staffing (25 percent), experience and past performance (10 percent), and schedule and responsiveness (5 percent), with the lowest qualified cost proposal receiving maximum points and all others scored proportionally. The initial contract term is one year with options to extend for four additional one-year terms upon mutual agreement, and TCCD reserves the right to extend on a month-to-month basis for up to three months beyond the initial term.

The RFP documentation does not specify set-aside designations or restrictions limiting responses to particular types of organizations, disadvantaged enterprises, or minority-owned businesses, indicating the procurement is open to qualified vendors meeting specified requirements. All insurance carriers must be rated A or better by A.M. Best's Rating Guide, and the selected vendor must maintain Commercial General Liability coverage of $1,000,000 per occurrence, Automobile Liability coverage of $500,000 combined single limit, and Workers' Compensation meeting statutory limits with Employer's Liability of $100,000 per accident. Selected vendors must comply with Texas House Bill 1295 requirements by completing and submitting Form 1295 Certificate of Interested Parties within two days of notification as the apparent lower bidder. All proposals and accompanying documentation must include twelve mandatory documents, including supplier introduction, certifications and representations, felony conviction notification, conflict of interest questionnaire, and multiple compliance forms related to boycotts and discrimination. No incumbent vendors or existing infrastructure integration requirements are identified in the available documentation. While specific award values or budget ranges are not disclosed in the RFP materials, vendors must submit itemized cost proposals detailing facility rental fees, staffing costs, security and technical services, parking and traffic services, and administrative fees, with proposals remaining valid for a minimum of 180 days following the submission deadline.