27012 Graduation Facility Rental

Tulsa Public Schools is soliciting proposals for the rental of a large venue to host graduation ceremonies on May 21 and 22, 2027. The required facility must be available from 8:00 a.m. to 11:59 p.m. on both dates and possess a minimum capacity of 7,000 attendees. The contract period runs from the date of award through June 30, 2027, with the possibility of four optional one-year renewals. Pricing must remain firm through June 30, 2027, and offerors must specify the maximum percentage increase for any renewal periods. Proposals must be submitted electronically via the Beacon Bid portal by October 2, 2026, at 4:00 p.m. Required documentation includes a detailed narrative of the facility and parking, a pricing schedule, and several mandatory affidavits, including felony and non-collusion certifications. Award decisions will be based on the best interest of the District, with evaluations considering the responsiveness and responsibility of the offeror. The selected provider must maintain comprehensive insurance, including Commercial General Liability and Professional Liability of at least $2,000,000 aggregate, and Commercial Automobile Liability of $2,000,000. Policies must specifically cover sexual abuse and molestation and name Tulsa Public Schools as an additional insured with a waiver of subrogation. Payment terms are Net 30 days upon receipt of a properly itemized invoice, with the option for the District to pay via purchasing or bank card without additional fees.