University of Washington Workday #RFP 26-0023

University of Washington ceremony event transportation, setup, and rental support

The University of Washington Office of Ceremonies is seeking event transportation, setup, and rental support for major university ceremonies in Seattle. - Buyer: University of Washington, Office of Ceremonies. - Scope: Transport, assemble, set up, maintain, and remove university-owned staging, event, and décor items; provide supplemental rental materials when needed. Work supports Commencement at Husky Stadium and Freshman Convocation at Hec Edmundson Pavilion. - Products and quantities: The request includes 300 stage chairs and 600 convocation chairs; 850 gold and 350 white silk chrysanthemums; 50 Wind Ensemble chairs; 10, 8, and 6 silk trees or shrubs; 4 columns for each ceremony; approximately 6,000 linear feet of stanchions; and approximately 7 pallets of diploma covers to be transported. Other requested items include stages, tables, platforms, signage, banners, flowers, drapes, carpet, gonfalons, cannons, and related setup materials. No part numbers or product models are specified. - Requirements: Provide transportation between UW storage and event venues, assembly and secure installation, post-event teardown and return of items, and rental equipment and labor as needed. Some items must be repaired or painted as needed; event setup deadlines and liquidated damages apply. - OEMs and vendors: No product OEMs or prospective service vendors are named. The University of Washington is the buyer, not an identified product manufacturer. - Performance term: Five-year initial term, with options that may extend the total term to ten years. Pricing is firm for the first two years, with annual price-escalation requests allowed afterward.

Description

The University of Washington Office of Ceremonies is seeking proposals from qualified firms to transport and set up university-owned and stored staging, event, and décor elements. The contractor must also be able to provide additional rental support materials as needed to supplement event builds. Optional onsite tours are available for UW Commencement at Husky Stadium and UW Convocation at Alaska Airlines Arena. Proposals are due October 30, 2026, on or before 4:00 p.m. PDT, and must be submitted through Workday Strategic Sourcing.

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