This RFP seeks proposals for comprehensive event strategy, production management, and logistical coordination services for the annual OSU Cascades Commencement ceremony in Bend, Oregon. The contract is anticipated to begin July 1, 2026, for an initial one-year term with options for two additional one-year renewals. Some portions of the work may be subject to Oregon's prevailing wage law. Proposers must have at least five years of experience in full-service outdoor event production and logistics for events of approximately 1,500 attendees, and experience as a prime contractor for large outdoor events. Preferred qualifications include experience with commencement ceremonies, large formal events, and events in Central Oregon. Proposals are due by April 21, 2026, at 2:00 PM PT. Questions are due by April 7, 2026, at 11:00 AM PT.
The RFP does not explicitly state a final delivery deadline for the services, but the contract is anticipated to begin July 1, 2026, for an initial one-year term.
The bid notice states that payment of OSU contracts are normally made within **** days following the date the invoice is received. After 45 days, contractor may assess overdue account charges up to a maximum of two-thirds of one percent (2/3 of 1%) per month or eight percent (8%) per annum on the outstanding balance pursuant to ORS ****.
Award will be made to the highest ranked proposers who, in OSU's opinion, best meets the requirements and qualifications of the RFP. The evaluation criteria include proposal relative to the scope of work (45 points), proposer's qualifications (30 points), and price of the goods or services (25 points).
To qualify, proposers must have a minimum of five years of experience in full-service outdoor event production and logistics for events of approximately 1,500 attendees, experience as the prime contractor for large outdoor events, and demonstrate experience providing professional outdoor sound reinforcement.
The bid notice mentions remedies for contractor's default, which include rejection of services, requiring correction of defects without charge, negotiation for reduced price, termination of the contract, withholding moneys due, and initiation of legal action for damages.
A minimum of two onsite visits prior to event setup are required as part of the preproduction planning.
The bid notice does not require sample submissions.
The RFP does not explicitly state a deadline for challenging the bid, but it mentions appeal rights for aggrieved proposers following the notice of intent to award.
