RFP 26-728 District Graduation Audio Visual Services

The DeKalb County School District (DCSD) in Georgia is issuing Request for Proposal 26-728 to procure comprehensive live audio, video, and staging services for high school commencement exercises scheduled for May 2026. The procurement encompasses a full scope of services including staging infrastructure (80' x 40' platform with stairs, ADA ramps, and camera risers), lighting systems with stage wash and moving head instruments, audio systems capable of supporting 7,000+ guests with delay stacks and stage monitors, video projection utilizing five display screens with six-camera production capabilities, soft goods (velour and banjo drapes), wireless and wired communications equipment, power distribution, rigging solutions, ground covering, CAD drawings, and all associated labor across five days of ceremonies preceded by two setup days. Vendors must provide detailed cost proposals broken down by ceremony category (staging, lighting, audio, video projection, video production, soft goods, communication, power distribution, rigging, ground covering, CAD, and integration) with a lump sum total for all ceremonies, noting that dead time between ceremonies is non-billable. Required qualifications include a valid business license, audited financial statements for 2023 and 2024, maintenance of specified insurance coverage (Commercial General Liability of $1,000,000 per occurrence/$2,000,000 aggregate, Commercial Umbrella/Excess Liability of $2,000,000, and Professional Liability/Errors & Omissions of $2,000,000), documentation of five or more years of clean safety history via notarized affidavit, and compliance with Georgia's Illegal Immigration Reform and Enforcement Act of 2011. The evaluation criteria weight technical proposals at 100 points distributed across Firm's Overview (20 points), Scope of Services (35 points), Relevant Experience and Expertise (20 points), Professional References (10 points), and Cost Proposal (15 points). A pre-proposal conference is scheduled for February 12, 2026, at 11:00 AM EST via Microsoft Teams, with a question submission deadline of February 13, 2026, at 12:00 PM EST and answers posted by February 20, 2026; proposals must be submitted electronically via IonWave by February 26, 2026, at 2:00 PM EST with public acknowledgement at 3:00 PM EST the same day.

The RFP does not specify set-aside designations or restrictions limiting participation to disadvantaged enterprises or particular organization types. No incumbent vendors or current contractors are identified in the procurement documents. The contract duration is one year from execution with up to four optional one-year extensions contingent upon DCSD's offer, vendor acceptance, and Board of Education approval, with price increases limited to one per 12-month period at renewal/extension anniversaries and contract pricing required to remain firm throughout the entire term. The procurement permits multiple awards and is subject to Board of Education approval and fiscal year funding limitations. No specific award value or budget range is stated in the available documentation, though the scope of services and extended contract term suggest a substantial procurement. Vendors should note that contract execution is contingent upon Board of Education approval and available fiscal year funding.