Staging for Commencement

Texas Southern University Procurement Services is requesting bids for staging and equipment services for the institution's May 2026 Commencement ceremony under ITB 717-26-724, with bids due March 10, 2026 at 11:00 a.m. Central Time. For bid responses exceeding $100,000, a completed Texas HUB Subcontracting Plan is mandatory; bids without it will be rejected.

The scope is a turnkey production including audio (30 A-Line Acoustics AL10 line array cabinets, 4 subwoofer cabinets, Midas M32 digital console, 6 wireless handheld microphones, stage wash lighting), video (2 4K stationary cameras with sports lenses on vendor-provided risers, 2 4K rover cameras), staging (20 by 11 LED screen, 2 70-foot LED program monitors, 110-foot truss with black draping at 20+ feet height, 40 by 20 by 3-foot stage with rear ramp), live streaming at 1080P resolution with unlimited viewership and independent hosting (4K preferred), and all necessary technical personnel including a Technical Director/Switcher Operator, camera operators, audio engineer, and streaming technician. Setup occurs May 5 beginning at 8:00 a.m., with technology day on May 7 and breakdown May 8 beginning at 3:00 p.m. The vendor must supply all electrical infrastructure including 400A and 200A 3-phase 208V internal quick disconnects and cam-lock feeder runs from approximately 50 feet away.

The contract term is one year beginning upon execution, with two single-year renewal options. Year one pricing is quoted F.O.B. Destination Prepaid and Allowed, firm for 90 days. Bidders must certify a fixed, maximum percentage of escalation for years two and three; pricing for those years is negotiable. Award uses best value standards, weighing proposed costs, contractor stability and business success, quality and reliability of services, delivery terms and transition plans, and indicators of probable performance. Vendors must provide at least three references for successfully completed projects of similar type and magnitude. Questions are due March 3, 2026. Bids must be submitted in triplicate (one original, one copy, one flash drive) to the TSU Post Office at 3100 Cleburne Street, Houston, Texas 77004. Texas law governs with venue in Harris County.