Display & Data Services for Track & Field Events

The University of Texas at Austin is seeking proposals from qualified vendors to provide comprehensive display and data services for track and field events, including the deployment of LED displays, data entry tablets, touchscreen monitors, portable generators, and on-site technical support for athletic meets such as the Longhorn Invitational and Texas Relays. The contract, anticipated to span three years with renewal options, is valued between $500,000 and $1,500, and requires vendors to deliver solutions that ensure real-time data accuracy, high display uptime, and seamless integration with timing systems. Proposals must be submitted electronically via the Bonfire portal by November 18, 2025, with an intent to bid due a hour earlier. The procurement emphasizes strict adherence to university-specific terms, including compliance with NCAA and SEC regulations, accessibility standards, and Texas law, while incorporating multiple appendices and exhibits that detail the scope of work, pricing, subcontracting plans, and legal terms. The contractual framework is governed by the University’s standard service agreement terms, which incorporate referenced appendices covering execution, subcontracting, accessibility, security, and compliance requirements. The evaluation process prioritizes factors such as business relationship strength (30%), respondent qualifications and reputation (25%), service quality and approach (25%), and price (20%), with the potential for negotiations and oral presentations for top-ranked proposals. Payment procedures involve monthly invoicing, with funds disbursed within 30 days of approval, contingent upon proper documentation and adherence to the university’s financial policies. The contract is a blanket purchase agreement, allowing the university to request services on an as-needed basis without guaranteed minimums, and emphasizes responsible contractor performance, legal compliance, and non-negotiable terms such as dispute resolution and jurisdiction. Overall, the solicitation emphasizes a comprehensive, compliant, and value-driven approach to selecting a vendor capable of delivering high-quality display and data solutions for university athletic events.