Event Production and Management Services

Texas Woman's University is seeking a qualified provider to deliver comprehensive turnkey event production services for the Dream Big Campaign Close Event on October 24, 2026, with a contract term extending up to three years, renewable for one additional year by mutual written agreement. The solicitation, RFP-731-26-010-JC, requires proposers to provide full-service production encompassing creative direction, event concept development, staging, scenic fabrication, audiovisual and lighting design, sound engineering, scripting, motion graphics, show management, and on-site execution, including pre-event planning, technical run-throughs, setup, and post-event breakdown. The event demands a fully immersive, donor-focused experience with mandatory capabilities such as 3D renderings, virtual walkthroughs, and coordination of temporary power and generator infrastructure for outdoor productions, while optional services like livestreaming, drone videography, audience engagement technology, photography, and highlight videos may be included. Proposals must be submitted exclusively through TWU’s Oracle Supplier Portal by June 30, 2026, at 2:00 PM CT, with failure to comply with submission protocols resulting in disqualification. All proposals must include a detailed table of contents, background on the proposer, responses to a questionnaire, a schedule of costs with a granular budget breakdown, scope of work, insurance documentation, a HUB subcontracting plan if the proposal exceeds $100,000, a completed W-9, and signed affirmations regarding conflicts of interest and debarment status. Evaluation will be based on a weighted scoring system prioritizing creative approach and understanding of objectives (35%), project team and production capability (30%), relevant experience (20%), cost transparency (10%), and references (5%), with award determined by Best Value under Texas Education Code provisions that consider price, quality, reputation, alignment with TWU’s needs, past relationships, HUB compliance, and total lifetime cost. Performance must meet TWU’s satisfaction in accordance with applicable safety, fire, and accessibility standards, and all work is subject to inspection and acceptance by TWU. Contracts are governed by TWU’s purchase order terms, require written change orders, and payments are net thirty days upon submission of invoices referencing a valid TWU purchase order to TWUPayables@twu.edu. Vendors must certify compliance with Executive Order GA-48, Texas Government Code § 2252.908 (Form