Audio/Video Production Rental Services For Special Events

Houston Community College System is seeking qualified firms through a Request for Proposal to provide Audio/Video Production Rental Services for its special events, including high-profile gatherings such as the State of the College and Fall Convocation. The contract aims to facilitate the provision of comprehensive AV services at external venues accommodating 500 to 2,000 attendees, with the potential to award multiple contracts to different vendors. The scope encompasses pre-event planning, including script development and storyboard creation, on-site setup such as rigging, lighting, staging, and audio-visual equipment installation, as well as live event management involving technical direction for lighting, sound, and visual displays. Post-event disassembly and equipment removal are also required. The contract is structured as an "as needed" arrangement with an initial term of two years, renewable annually up to three times, with an optional short-term extension. Proposals must adhere to strict submission guidelines via the Bonfire portal, including completing all required forms and attachments, some of which must be notarized. Evaluation criteria prioritize firm qualifications and experience, proposed approach, past performance, price, and small business practices, with a total score of 100 points. To be eligible, proposers must demonstrate financial stability, relevant experience, personnel capability, and compliance with Texas tax and legal requirements, including non-delinquency in taxes and absence of conflicts of interest. Insurance coverage is mandatory, with minimum liability limits specified, and contractors must provide proof upon request. The contract emphasizes compliance with HCC policies, including drug-free workplace mandates, conflict of interest disclosures, and restrictions on prohibited communications. Additional services outside the scope can be proposed and approved separately, and all services are warrantied for one year post-acceptance. The procurement process is overseen by HCC’s designated officials, with the contract subject to approval by the HCC Board of Trustees, ensuring adherence to all applicable laws and regulations.