SABCS Audiovisual (AV) Services

The University of Texas Health Science Center at San Antonio (UTHSA), in partnership with the American Association for Cancer Research, is soliciting proposals for comprehensive audiovisual production services for the San Antonio Breast Cancer Symposium (SABCS), a 48-year-old global conference on breast cancer research and treatment scheduled for December 8-11, 2026, at the Henry B. Gonzalez Convention Center in San Antonio. The RFP (745-26-P34) seeks an experienced contractor capable of delivering large-scale, high-quality AV services for an event attracting over 10,000 international attendees with approximately 2,000 presentations across four days. Required services include multi-room support across multiple venues (plenary hall accommodating 7,000+ attendees, breakout rooms, speaker ready rooms, press conference facilities, and exhibit areas), projection systems ranging from 6' X 10'6" to 20' X 60" screens, audio systems with wireless microphones and lavaliere packages, lighting design, robotic IMAG cameras, live streaming and recording infrastructure, e-poster stations, and digital signage. Setup runs December 5-7, 2026 (7:00 A.M. to 5:00 P.M. CPT), with conference operations December 8-11, 2026 (6:00 A.M. to 7:00 P.M. CPT). Proposers must demonstrate a minimum of five years' experience providing large-scale AV production services for conferences exceeding 5,000 participants, with documented experience supporting at least three similar conferences within the past five years, capability for simultaneous live streaming and recording of multiple concurrent sessions, redundant systems and backup equipment, and prior integration experience with the Coe Truman International (CTI) Content Meeting Platform, with session recordings delivered within 30 days post-conference. Evaluation criteria are weighted as follows: cost (50 points), quality (20 points), reputation (10 points), meeting University needs (10 points), past University relationship (5 points), and exceptions to terms and conditions (5 points). Proposals must be submitted electronically through the Euna procurement portal by 3:00 P.M. Central Prevailing Time on Monday, April 20, 2026, with questions due by April 10, 2026.

A Historically Underutilized Businesses (HUB) Subcontracting Plan is required as a mandatory component of all proposals, with non-compliance resulting in disqualification from the evaluation process; no specific set-asides or restrictions limiting response to particular enterprise designations are identified in the solicitation materials. No incumbent vendor or current contractor information is provided in the available documentation. The contractor must demonstrate capability to integrate with the Coe Truman International (CTI) Content Meeting Platform and comply with all federal and state regulations, local ordinances, fire and safety codes, and Henry B. Gonzalez Convention Center requirements, with written assurances and regulatory approvals provided at UTHSA's request. The contract will be structured as a three-year term with no renewal options available to the University, with pricing based on firm hourly rates for all team members, remaining fixed throughout the contract term, and inclusive of labor, equipment, materials, fees, overhead, profit, insurance, licenses, and all other related costs. Reasonable travel expenses including meals, rental cars, mileage, coach airfare, and lodging will be reimbursed without markup, subject to Texas Comptroller Travel Reimbursement Rates and a mutually agreed maximum expense cap, with payment terms of net 30 days in compliance with the Texas Prompt Payment Act via electronic funds transfer. The total contract value cannot exceed $4,999,999.99 prior to University of Texas System Board of Regents approval, with the contractor required to notify UTHSA if invoiced amounts are likely to exceed $5,000,000; however, UTHSA explicitly provides no guarantee of minimum or maximum compensation or service volume under this RFP or any resulting contract agreement.