Audio Visual Equipment and Rental Services for Spring 2025 Commencement Ceremonies

The City College of New York (“CCNY” and/or “the College”) of The City University of New York (“CUNY” and/or “the University”) is seeking a Contractor through an Invitation for Bids (IFB), to provide all labor and rental of audiovisual equipment needed for the College’s Spring 2025 Commencement Ceremonies to be held from Wednesday, May 28, 2025 through Friday, May 30, 2025. A final schedule for the ceremony and reception will be provided one (1) week before the start of the first ceremony. This set-up will be outdoors on pavement, asphalt, paving stones, and earth; terrain is uneven at certain locations. The selected Contractor shall weigh down all equipment using best industry practices and standards. However, spikes are expressly prohibited. The selected Contractor will be required under the Contract to: 1) coordinate its work with the College’s Commencement Committee; 2) coordinate with any other contractors performing on the College’s designated site.

Bidders must have been in the audio, sound, and visual setup business for a minimum of two (2) years as of the Bid Submission Due Date. Bidders shall have completed within the past two (2) years at least three (3) contracts that are of similar size, scope, complexity, and nature as required by this IFB.

A mandatory Site Visit is scheduled for Thursday, February 27, 2025, at 11:00 AM at the Baskerville Hall Purchasing Department Conference Room, Room 208A, 160 Convent Avenue, New York, NY 10031.

Prospective Bidders can download a copy of the IFB from this advertisement.

Any purchase that results from this advertisement shall be governed by the University’s standard Terms and Conditions, Purchase Order, and the Standard Clauses for New York State Contracts (Appendix A).

The restricted period has begun.

Contact with CUNY:

Under the requirements of the Procurement Lobbying Law, all communications regarding advertised projects are to be channeled through the Designated Contact. Communication with respect to this procurement initiated by or on behalf of an interested vendor through others other than the Designated Contact may constitute an “impermissible contact” under NYS Law and could result in disqualification of that vendor.

Compliance with the PLL :

Required Forms:

The vendor shall complete, sign, and submit the following forms if they are selected.

1. “Offeror’s Affirmation of Understanding of and Agreement pursuant to State Finance Law § 139-j (3) and § 139-j (6) (b)”; and
2. “Offeror’s Disclosure of Prior Non-Responsibility Determinations and Certification of Compliance with State Finance Law §139-j and §139-k”

For rules and regulations and more information on the PLL, please visit:

https://ogs.ny.gov/acpl (Advisory Council FAQs)

https://ethics.ny.gov/lobbying-laws-and-regulations (New York State Lobbying Act)