2027-130000-0819-Graduation Ceremonies-2027-2029

Henry County Board of Education is soliciting proposals for a turn-key production solution for graduation ceremonies held at EchoPark Speedway in Hampton, Georgia. The contract covers the FY26-FY27 cycle, specifically for eight ceremonies occurring between May 19 and May 24, 2027, with an initial term beginning no later than November 16, 2026, and ending November 15, 2027. The agreement includes the possibility of four one-year renewal options, provided that pricing increases do not exceed 3 percent. The scope of work requires the provision of all labor, materials, and equipment, including a main stage with ADA ramps and safety rails, a secondary choral stage, sound, video walls, lighting, electrical power, and livestreaming services with a minimum 3-second delay. A rigging load certified technician must be on-site during all equipment operations. Award selection is based on a best value approach, utilizing a phased evaluation process where offerors must score at least 56 points in the qualification phase to proceed to cost and best value evaluations. Proposals must be submitted via the Bonfire platform by September 30, 2026. Required documentation includes an offeror information form, reference and experience forms, and certifications of non-collusion and non-discrimination. Payment is contingent upon the receipt, inspection, and acceptance of completed work, with itemized invoices submitted within 30 business days of service. The District is exempt from state sales tax.