RFP #715-26-01 Event Production Services

Prairie View A&M University, a member of the Texas A&M University System, is seeking comprehensive Event Production Services through RFP #715-26-01 for its main campus in Prairie View and Houston center campuses. The procurement aims to secure an experienced firm to provide full-scale event production support for university ceremonies, programs, and high-profile events throughout the academic year. Required services encompass pre-event planning, site surveys, lighting design, audio-visual system design, video production, stage and structural elements, and event staffing. Proposal responses are due on November 5, 2025, at 2:00 p.m. Central Standard Time, with a contract award anticipated in December 2025. The resulting contract will have an initial three-year term with options to renew for two additional one-year periods. Evaluation criteria will be weighted across multiple factors: vendor experience and expertise (30%), proposed service costs (30%), proposed methodology and approach (20%), professional references (10%), and overall responsiveness (10%). The university reserves the right to request demonstrations and presentations from selected respondents during the evaluation process.

The procurement includes a specific solicitation goal of 23.7 percent for professional services to be fulfilled by Historically Underutilized Businesses (HUBs), requiring respondents to submit a comprehensive HUB Subcontracting Plan and demonstrate good faith efforts to engage HUB vendors. While no specific incumbent vendors are mentioned, the RFP indicates flexibility in vendor selection with a focus on diverse and qualified service providers. Potential respondents must demonstrate capability in managing complex event production environments across multiple campus locations. The addendum to the RFP provides additional flexibility, particularly in insurance requirements, allowing proposers to exclude certain line items during initial evaluation with full documentation to be provided at contract award. Although no explicit budget range is specified in the provided documents, the comprehensive nature of the services and multi-year contract structure suggests a substantial procurement opportunity for qualified event production service providers.