Event Setup Services for UW Office of Ceremonies

The University of Washington Office of Ceremonies is soliciting proposals under solicitation number 26-0023 KLE for a qualified firm to provide transportation and setup services for university-owned staging, event, and décor elements. The scope of work primarily focuses on major annual events, including Commencement and Convocation, requiring the contractor to transport materials from the UW Sandpoint Storage facility to venues such as Husky Stadium and the Alaska Airlines Arena. Key deliverables include the assembly and placement of stage structures, flowers, chairs, and lecterns, with a strict requirement that all Commencement setup be completed by 10:00 a.m. on the Friday preceding the ceremony. The contractor is also responsible for post-event disassembly, transport back to storage, and necessary maintenance or repairs of the equipment. The selection process is based on a 100-point scale, with 50 points allocated to pricing, 45 to bidder qualifications, and 5 to the transmittal letter. The university may award one or more contracts to the most responsive and responsible bidders. Applicants must provide a detailed labor and staffing plan, five professional references, and a current standard pricing list. Non-negotiable insurance requirements include 1 million dollars per occurrence for Commercial General Liability and 2 million dollars per claim for Professional Liability. Proposals must be submitted via the Workday Strategic Sourcing portal by October 30, 2026. The contract includes provisions for termination for convenience with 30 days notice and requires prior written approval for any subcontracting.