RFP HM15013 - Audio Visual & Staging Equpiment for 2017 Commencement and 2017 Concert Under the Stars

California State University, Fullerton is seeking proposals for audio/visual and staging equipment rental through RFP HM15013, targeting support for two specific events: the 2017 Commencement Ceremonies and the 2017 Concert Under the Stars. The procurement covers comprehensive services including equipment rental, labor, materials, and staffing for ceremonies expecting up to 35,000 guests per day, with requirements for main ceremony equipment such as LED screens, sound systems, and broadcast capabilities across 13 smaller college ceremonies. A mandatory site visit was required for potential proposers, specifically attending the 2016 Commencement Ceremonies on May 21-22, 2016, with sign-in at the Pollak Library between 7:00-9:00 AM. The RFP was scheduled to be released approximately 60 days after the 2016 Commencement, with proposals due on August 23, 2016 at 2:00 PM. Evaluation criteria included Cost (200 points), Qualifications/Experience (450 points), Work Plan/Methodology (300 points), Personnel (100 points), and References (50 points), totaling a possible 900 points.

The solicitation included Disabled Veteran Business Enterprise (DVBE) incentives, though DVBE requirements were specifically waived for this contract. Prevailing Wage Rates were applicable to the contract. The Notice of Intent to Award, issued on October 24, 2016, indicated Brite Ideas for Callagher Staging & Productions as the intended contractor, despite being initially noted as non-compliant with RFP requirements. The procurement was specific to Orange County and focused on supporting university events, with no explicit budget range provided in the available documentation. While specific award values were not disclosed, the comprehensive nature of the required services suggests a significant contract scope encompassing complex audio/visual and staging needs for multiple high-attendance university events.