This is a service / maintenance or supply contract in Gainesville, Florida. Contact the soliciting agency for additional information.

The University of Florida ("UF" or "University") is seeking proposals from qualified companies that specialize in providing Audio Visual services, lighting and sound, for large-scale events, especially with experience in outdoor settings. This includes staffing, delivery, unloading, set-up, test, show operation, strike, load-out, and removal. UF will award to a pool of suppliers, from which a prime supplier for Graduation will be selected. The pool of qualified, awarded suppliers will be asked to provide additional services to the University on an as-needed basis should the prime supplier be unable to provide all services or equipment necessary and non-prime suppliers may also be asked to provide services to other UF units/departments as needs arise. These services are primarily for the UF Spring University Wide Commencement Ceremony in Ben Hill Griffin Stadium (BHGS). BHGS includes 91,000 guest seats and the flexibility to seat up to 10,000 graduation candidates on the field. The facilities are owned and operated by the University Athletic Association (UAA). The UF Commencement event is run by the UF Office of the Provost, overseen by the Office of the President. Historical spend/budget: UF cannot provide a budget for these events as markets have changed drastically and the event has changed annually for various reasons, including the pandemic. In some cases events were during daylight, so no lighting was required. DATES o Spring 2023 University Wide ("UW") Ceremony is Friday, May 5 at 7pm in Ben Hill Griffin Stadium PROPOSED dates pending approval by new UF president: o Spring 2024 UW Ceremony is the weekend of May 2-4; specific date and time will be approved by the UF president, summer of 2023 o Spring 2025 UW Ceremony is the weekend of May 1-4; specific date and time will be approved by the UF president. summer of 2024 o Spring 2026 UW is the weekend of Apr. 30-May 3; specific date and time will be approved by the UF president, summer of 2025 A. The successful proposer shall furnish personnel to include: o Persons to deliver equipment to, and remove equipment from, the facility o Persons to unload the equipment from the truck(s) and re-load the equipment onto the truck(s) o Persons to set-up equipment before the ceremony and strike equipment after the ceremony o Persons to test the equipment prior to the ceremony, during rehearsals, and during the ceremony o At least 2 persons must be able to drive and operate a forklift B. The successful proposer shall furnish a quote each year to include: o Itemized equipment list, including price per item and price total o Labor cost, including travel expenses and other related items o List of requests or needs from UF C. The successful proposer shall furnish equipment to include: o Lighting appropriate for the stage and tent used at the designated time of the ceremony o Microphones appropriate for the stage and tent 11/8/22 Technical Questions/Inquiries Due 11/15/22 Reponses to Inquires sent out 12/12 Negotiation meetings with suppliers 5/3/23-5/5/23 Set up, rehearsals, ceremony, strike Vendor inquiries, questions and requests for clarification related to this ITN are to be directed, in writing, to: University of Florida Procurement Services 971 Elmore Drive Gainesville, FL 32611-5250 Attn: Nicola Heredia Telephone No: 352/392-1331 Facsimile No: 352/392-8837 E-mail Address: n.heredia@ufl.edu Any vendor protest to a University decision or intended decision with regard to this ITN is subject to Florida Board of Governors' (BOG) Regulations 18.002 and 18.003. Any vendor who files an action protesting a decision or intended decision shall post at the time of the filing the formal written protest, a bond, payable to the University of Florida, in an amount equal to the lessor of 10% of the estimated value of the protestor's proposal or 10% of the University's estimated expenditure during the contract term:, or $10,000. The bond shall be conditioned upon the payment of all costs which may be adjudged against the vendor. In lieu of a bond, the University will accept a cashier's check or money order in the amount of the bond. The term of this Agreement will be for an initial period of three years, assuming the award can be made timely, from 1/1/23 - 12/31/25, with an option to renew based on satisfactory performance and the written approval of the parties for up to two additional one-year periods. The University reserves the right to reject any or all proposals. Such rejection may be without prior notice and shall be without any liability of any kind or amount to the University. The University shall not accept any proposal that the University deems not to be in its best interests. The University shall reject proposals submitted after the closing date and time.