Grand Valley State University Workday #1254826

GVSU RFI for commencement event management and technical production services

Grand Valley State University is seeking supplier information and preliminary cost estimates for production of its commencement ceremonies at Van Andel Arena. - Buyer: Grand Valley State University (GVSU), Procurement Services; the request is represented by Assistant Director Heather White. - Opportunity: An information-gathering request for a potential five-year arrangement covering four commencement ceremonies annually. It seeks capabilities, preliminary nonbinding estimates, pricing approaches, and feedback on the draft scope; it is not a binding bid or award commitment. - Services requested: Event management and live-event coordination; performance lighting, sound reinforcement, staging, live video/IMAG, and projection or LED displays; venue technical, safety, and logistics coordination; and operation of Tassel software to display graduate names and announcements. - Production requirements: Pre-event planning, electronic ceremony recordings, technical advancing, rigging designs, CAD drawings, schedules, logistics, sub-rentals, and crew catering. Suppliers should describe qualified production managers and technical staff, including onsite talent management and show-calling, and coordination with GVSU, arena staff, external vendors, stagehand labor, and venue operations. - Other requested capabilities: Venue catering coordination; subcontractor insurance and risk-compliance verification; production budget and variable-expense management; and optional livestream integration, venue marketing support, and auxiliary event staging. - OEMs and vendors: No event-production vendor or equipment OEM is identified. Tassel is the named software the provider must be able to use; the software manufacturer is not specified. Van Andel Arena is the venue. - Quantities: Four ceremonies annually are anticipated during the potential five-year term. No product quantities or equipment part numbers are specified. - Costs: GVSU requests nonbinding budget estimates, typical multi-year pricing structures, key cost drivers, and suggestions for scope items that may be missing.

Description

Grand Valley State University is requesting information from qualified event production suppliers about comprehensive event management, technical production, and live event coordination for its commencement ceremonies. The university seeks vendor qualifications, technical insights, information on services and staffing, and preliminary budget estimates and cost structures; estimates are not binding prices. The potential contract term is five years, and the ceremonies are held at Van Andel Arena. This RFI is for information-gathering and planning only and is not a solicitation for bids or a commitment to issue an RFP or award a contract.

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