RFP 721-26054 - Guest Services - UEE

The University of Texas at Austin is conducting a competitive Request for Proposal (RFP 721-26054) to procure guest services for University Events & Experience (UEE) operations. This procurement seeks qualified vendors to provide comprehensive event support services including ADA accommodations for guests with disabilities, venue access and flow management, wayfinding and event navigation, line and queue management, venue arrival and departure coordination, access control, point-of-entry screening, and stage access control. The services will support multiple annual events including commencement ceremonies, Gone To Texas orientation events, and various Presidential recognition programs across multiple venues. Vendors must submit proposals by March 6, 2026 at 2:30 p.m. CST through the University's Bonfire procurement portal, with an anticipated contract term beginning April 10, 2026 and expiring August 31, 2029, plus potential renewal options for up to two additional one-year terms. Required qualifications include an Austin-area operational base, at least five years of experience providing similar services at venues exceeding 15,000 patron capacity, and applicable industry certifications. Evaluation will be based on qualifications and reputation (30%), quality of proposed services and methodology (30%), ability to meet University needs (5%), price proposal and long-term cost (25%), and staffing resources and business relationship strength (10%). Pricing must be submitted on an hourly rate basis for each role and service category, with all costs inclusive of associated expenses and payment on a net 30-day basis under the Texas Prompt Payment Act.

All proposers must complete and submit a Veteran Heroes United in Business (VetHUB) Historically Underutilized Business (HUB) Subcontracting Plan as a mandatory requirement for contracts with an anticipated value of $100,000 or more where subcontracting opportunities are probable. Vendors must declare their subcontracting intentions and demonstrate good faith efforts to utilize Texas-certified HUB subcontractors, with options to award all work to HUBs, meet agency-established goals through a mix of HUB and non-HUB subcontractors, or perform the entire contract with internal resources. Proposers must complete comprehensive certifications and representations regarding tax compliance, employment laws, safety standards, non-boycott requirements, non-discrimination policies, and absence of conflicts of interest with University employees, along with various federal compliance attestations. The University reserves the right to make multiple awards and select different vendors for specific service segments based on evaluation criteria, and may extend contracts to other institutions within the UT System comprising fourteen institutions through group purchasing authority. No incumbent vendor information or existing contract values are specified in the available RFP documentation, though the contract value threshold of $100,000 or more indicates this is a substantial procurement opportunity.