OSU-Cascades Commencement Production

REQUEST FOR PROPOSAL
RFP Number: P2026-021169LS
RFP Title: OSU-Cascades Commencement Production
Submittal Email: bids@oregonstate.edu
INTRODUCTION
The Office of Procurement, Payment and Travel (OPPT) is seeking responsive and
responsible proposers to provide comprehensive event strategy, production
management, and logistical coordination services for the annual OSU-Cascades
Commencement Ceremony held in Bend, Oregon.
Some portions of the Work under this solicitation may be subject to Oregon Bureau of
Labor and Industries (BOLI) Prevailing Wage Law under ORS 279C.800-279C.870.
Proposers are responsible for reviewing all applicable requirements as outlined in this
RFP.
SCHEDULE OF EVENTS
Issue Date: March 24, 2026 (11:00 AM PT)
Question Deadline: April 7, 2026 (11:00 AM PT)
Closing: April 21, 2026 (2:00 PM PT)
OSU ADMINISTRATIVE CONTACT
Name: Loni Spear
Title: Procurement Contracts Officer
E-Mail: Loni.spear@oregonstate.edu
The Office of Procurement, Payment and Travel (OPPT) at Oregon State University
(OSU) is the issuing office and is the sole point of contact for this Request for Proposal
(RFP). Address all concerns or questions regarding this RFP to the OSU Administrative
Contact identified above.
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I. GENERAL
1. BACKGROUND:
OSU-Cascades conducts an annual outdoor commencement ceremony in Bend,
Oregon to celebrate the academic achievements of its graduating class. The
ceremony is a signature institutional event and represents one of the largest annual
gatherings hosted on the OSU-Cascades campus.
Commencement at OSU-Cascades has evolved significantly in scale and complexity
as the campus has grown. The event has transitioned from a modest ceremony to a
large-scale production requiring full temporary infrastructure build-out, coordinated
procession management, formal stage production, campus-wide signage logistics and
parking strategy, and complex guest services operations. Previously held at the Hayden
Homes Amphitheater, the ceremony is now held outdoors on the Oval Green, a grass
field on campus that does not have permanent event infrastructure. As such, the event
requires complete temporary installation of:
* Stage and Truss systems.
* Seating for approximately 3,400 guests.
* Sound reinforcement and professional-grade A/V production.
* Power distribution and technical redundancy
* Temporary restroom facilities.
* Guest entry and crowd management systems.
* Livestream capability.
Recent post-event assessments have identified continued growth in production
expectations, accessibility standards, and guest experience requirements. In particular,
enhancements are being considered related to livestream access, ADA transportation,
video boards, and live captioning, hydration strategy, and production documentation.
The ceremony typically includes:
* Approximately 300 graduating students.
* Approximately 3,000 guests (family members, friends, and invited guests).
* 100+ faculty, platform party members, and volunteers.
* Formal academic procession with live bagpiper and mascot elements.
* Multiple speakers and coordinated program timing and formal show calling.
* Hooding and diploma recognition traditions.
The event includes a formal academic procession that crosses campus pathways
before entering the ceremony site. This requires coordinated staging, crowd
management, and show-calling precision.
The ceremony is approximately 90 minutes in duration and involves complex timing
of scripted remarks, graduate recognition, processional music, stage cues, and
audience movement.
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The Oval Green presents unique production challenges:
* Grass surface requiring protective planning for heavy equipment.
* No permanent stage or fixed power infrastructure.
* Wind exposure typical of high-desert Central Oregon conditions.
* Weather variability including heat, rain, and air quality considerations
* Limited fixed shade and shelter structures.
* Challenging and complex ADA transport management.
* Shared campus roadways and pedestrian corridors.
All production infrastructure must be installed and removed within a narrow campus
operational window (typically 2-3 days of pre-event and immediate post-event
teardown).
Given the scale, temporary infrastructure requirements, risk profile, and production
complexity of the event, OSU-Cascades requires a full-service event production partner
capable of:
* Comprehensive pre-production management.
* Technical production direction and show-calling.
* Subcontractor coordination, including set up staff and labor, all rental equipment
stage, chairs, tents, golf carts, etc.
* Infrastructure procurement and logistics management.
* Risk mitigation and contingency planning.
* On-site production leadership.
* Post event and during the year storage of purchased equipment, signage,
stanchions etc. (currently offered at no charge).
The university seeks a Contractor capable of serving as a single point of coordination
for event productIon elements while collaborating closely with the university's event
services team and campus stakeholders.
2. OREGON STATE UNIVERSITY:
Founded in 1868 as Oregon's land grant institution, OSU serves the state, the nation, and
the world as a premier 21st-century research university. OSU is committed to exceptional
research, discovery, innovation, and engagement - and to integrating its research and
engagement mission with the delivery of a high-quality, globally relevant, and
affordable education for the people of Oregon and beyond. OSU is one of only three
land, sea, space, and sun grant universities in the U.S. and is the only university in Oregon
to have earned both Carnegie Classifications for Very High Research Activity and
Community Engagement.
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Through its centers, institutes, Extension offices and Experiment Stations, OSU has a
presence in all of Oregon's 36 counties, including its main campus in Corvallis, the
Hatfield Marine Sciences Center in Newport and OSU-Cascades Campus in Bend. OSU
offers undergraduate, master's and doctoral degrees through 11 academic colleges
enrolling more than 35,000 students from every county in Oregon, every state in the
country and more than 105 nations.
OSU's 570- acre main campus is in the city of Corvallis, a vibrant college town of nearly
58,000 in the heart of Western Oregon's Willamette Valley. The OSU-Cascades campus
in Bend, Oregon recognizes the Indigenous peoples who have stewarded the lands of
Central Oregon since time immemorial and honors the enduring relationship that exists
between these peoples and their traditional territories.
OSU-Cascades recognizes and values its partnership with the Confederated Tribes of
Warm Springs.
Additional information about OSU-Cascades' land acknowledgement is available here:
OSU-Cascades Land Acknowledgement
3. APPLICABLE REGULATIONS / JURISDICTION AND VENUE:
This RFP is subject to the applicable provisions and requirements of the Oregon Revised
Statutes, Oregon Administrative Rules, and OSU Policies and Procedures. OSU Standards
03-010 and 03-015 govern OSU's procurement activities. In case of confusion or dispute
of a word or term used in this RFP, the definitions included in OSU Standards 03-010 and
03-015 control.
This RFP, and any dispute arising out of this RFP, shall be construed in accordance with,
and governed by, the laws of the State of Oregon. Any other action to enforce any
provision of this RFP or to obtain any relief from or remedy in connection with this RFP
may be brought only in the Circuit Court of Oregon for Benton County.
'
4. PREVAILING WAGE APPLICABILITY
Some portions of the Work under this solicitation may qualify as "public improvement"
and must comply with the Bureau of Labor and Industries (BOLI) Prevailing Wage Law
under Oregon Revised Statutes (ORS) 279C.800-279C.870, but only when the Work is
construction-related public improvement work.
Other portions of the Work involve non-construction commencement services that do
not fall under prevailing wage law but must still comply with applicable OSU
procurement, labor, and safety standards.
5. WORK COVERED BY BOLI PREVAILING WAGE LAW
A. Applicability
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Some of the work in this Project falls under the definition of "public improvement"
under Oregon Revised Statutes (ORS) 279C.800 through 279C.870. As such, it must
comply with the Bureau of Labor and Industries (BOLI) Prevailing Wage Law.
B. Work That Is Covered:
* Setting up, taking down, or repairing large temporary structures such as tents,
stages, risers, ramps, platforms, scaffolding, or truss systems
* Installing or removing flooring or ground protection such as plywood, decking, or
turf panels
* Putting up or removing pipe-and-drape frames or any framing used to support or
screen a stage or work area
* Connecting or disconnecting electrical or mechanical equipment used for lights,
power, or sound systems when performed by electricians or similar trades
* Using heavy equipment such as forklifts, lifts, or trucks to move or build any of the
above structures
* Anchoring or weighting structures with stakes, blocks, or other materials to stabilize
them
* Preparing or repairing the site, including protecting grass or turf, laying mats, or
cleaning up construction-related debris
C. Work Not Covered:
* This work still must follow general labor laws, safety rules, and OSU standards, but
the special wage rates do not apply.
* Event planning and coordination such as making schedules, layouts, or logistics
plans.
* Administrative work like attending meetings, handling permits, or
communicating with OSU staff.
* Routine delivery and pickup of materials using regular vehicles, when the driver
does not perform on-site construction activities such as installation, assembly, site
preparation, or equipment operation.
* Setting out chairs, tables, signs, or decorations that do not require tools or
structural assembly.
* Managing crowds, ushering, or general event assistance.
* Cleaning or trash removal after the event that does not involve construction
equipment or site restoration.
* If any portion of the Work evolves to include construction-type activities
described in Section 5.B, that portion of the Work will be subject to BOLI Prevailing
Wage requirements.
6. BUREAU OF LABOR AND INDUSTRIES (BOLI) PREVAILING WAGES
A. In compliance with Oregon Prevailing Wage Law, the Contractor and all
subcontractors shall comply with the provisions of the Oregon Revised Statutes (ORS)
279C.800 through 279C.870, which establish requirements for the payment of
prevailing wages on public works projects.
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B. Prevailing Wage Rates are established and published by the Oregon Bureau of Labor
and Industries (BOLI).
C. Contractor and subcontractors performing covered work shall maintain a $30,000
Public Works Bond filed with the Construction Contractors Board (CCB) prior to
beginning work, unless exempt.
D. If total Work exceeds $150,000 in any given year, Contractor shall provide payment
and performance bonds equal to 100% of the total annual Work value.
E. The following publications are incorporated by reference and may be accessed at:
https://www.oregon.gov/boli/WHD/PWR/Pages/pwr_state.aspx
* January 5, 2026 Prevailing Wage Rates
* January 5, 2026 Apprenticeship and Training Rates
* October 5, 2024 Definitions of Covered Occupations
These rates remain in effect for the duration of the Contract regardless of later
revisions.
F. The Work described in this solicitation shall take place in Deschutes County, Oregon.
II. INSTRUCTIONS TO PROPOSERS
1. COMMUNICATIONS DURING RFP PROCESS:
Proposers are prohibited from communicating about this RFP or award of a new
contract with OSU employees, other than the OSU Administrative Contact, or any party
in a position to create an advantage for the proposer or disadvantage for other
proposers. This restricted period of communication begins on the date the RFP is issued
and ends with the conclusion of the appeal period following notice of intent to award.
This restriction does not apply to communications during a pre-proposal conference or
other situations where the OSU Administrative Contact is present. A proposer who
intentionally violates this requirement or otherwise benefits from such a violation by
another party may have its proposal rejected due to failing to comply with all prescribed
solicitation procedures.
2. QUESTIONS:
Questions about this RFP must be sent via email and received by the OSU Administrative
Contact no later than the question deadline indicated in the Schedule of Events on the
first page of this RFP. OSU will consider all timely submitted questions and if appropriate
either amend the RFP or answer questions through an addendum. Questions should be
clearly marked with the RFP Number and Title.
3. ADDENDA:
Only documents issued as written addenda by PCMM serve to change the RFP in any
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way. No other direction, written or verbal, serves to change the RFP. Addenda will be
publicized on the OSU bid opportunities website. Proposers are advised to consult the
OSU bid opportunities website prior to submitting a proposal to ensure that all relevant
addenda have been incorporated into their proposal. Proposers are not required to
submit addenda with their proposal however, proposers are responsible for obtaining
and incorporating any changes made by addenda into their proposal. Failure to do so
may make the proposal non-responsive, which in turn may cause the proposal to be
rejected.
4. SIGNATURE:
Any submittals that require signature must be signed in ink or electronically, by an
authorized representative with authority to bind the proposer. Proposer's signature
certifies that the proposer has read, fully understands, and agrees to be bound by the
RFP and all exhibits and addenda to the RFP.
5. PUBLIC RECORD:
Upon completion of the RFP process, information in all proposals will become subject
records that can be disclosed under Oregon Public Records Law. Oregon Revised
Statute 192.345 contains exemptions from disclosure including "trade secrets", which
may include, but are not limited to: any formula, plan, pattern, process, tool,
mechanism, compound, procedure, production data, or compilation of information
which is not patented, which is known only to certain individuals within an organization
and which is used in a business it conducts, having actual or potential commercial
value, and which gives its user an opportunity to obtain a business advantage over
competitors who do not know or use it. NOTE: Price is not considered a trade secret.
If a proposal contains "trade secrets" the proposer must only mark those sections of the
proposal with the words "TRADE SECRET" prior to, and at the end of, the trade secret
information; provided, that such mark shall not be sufficient to make any information a
"trade secret." Only bona fide "trade secrets" may be exempt and only if public interest
does not require disclosure. Marks or claims that the entirety of a proposal is "trade
secret" or "confidential" WILL RESULT IN NONE OF THE PROPOSAL BEING TREATED AS
SUCH.
6. SUBMISSION:
Proposers must submit their proposal as attachment(s) in an email to the
bids@oregonstate.edu email address. Electronic versions must be sized appropriately for
transfer (under 150 mb per email). Multiple emails may be sent to submit proposal
attachments, as necessary.
Proposals must be received, in their entirety, by PCMM no later than the closing date
and time indicated in the Schedule of Events on the first page of this RFP. The email
subject line must contain the RFP number and RFP title. It is the proposer's responsibility
to ensure that the proposal is received prior to the closing date and time. Only those
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proposals received at the bids@oregonstate.edu email address by the closing date and
time will be considered responsive. Do not email a copy of the proposal to any other
OSU email addresses.
It is highly recommended that the proposer confirms receipt of the email with the OSU
Administrative Contact noted in this RFP. The OSU Administrative Contact may verify
receipt but will NOT verify the integrity of the attachment(s), answer questions related
to the content of the proposal or address the overall responsiveness of the proposal.
7. MODIFICATION:
Modification of a proposal after submittal but prior to closing may be completed by
submitting a written notice indicating the modifications and a statement that the
modification amends and supersedes the prior proposal. After closing, proposers may
not modify their proposal.
8. WITHDRAWALS:
A proposer may withdraw their proposal by submitting a written notice to the OSU
Administrative Contact prior to the closing date and time. The written notice must be
on the proposer's letterhead and signed by an authorized representative of the
proposer.
9. LATE SUBMITTALS:
Proposals and written notices of modification or withdrawal must be received no later
than the closing date and time. For purposes of this RFP, the official date and time is the
date and time that the email is received at the bids@oregonstate.edu email address.
OSU may not accept or consider late proposals, modifications, or withdrawals except
as permitted in OSU Standard 03-015, Sec 5.9. Sole responsibility rests with the proposer
to ensure OSU's receipt of its proposal prior to closing. OSU shall not be responsible for
any delays or misdeliveries caused by transmission errors, malfunctions, or electronic
delays including those within OSU's network. IT IS THE PROPOSER'S RESPONSIBILITY TO
ENSURE OSU HAS RECEIVED THE PROPOSAL BY CLOSING DAY AND TIME. Any risks
associated with electronic transmission of the proposal are borne by the proposer.
10. PROPOSAL OPENING:
Proposals will be opened immediately following the closing. Proposers may request to
attend a virtual proposal opening which may be conducted via Zoom or other
electronic meeting platform. Please inform the OSU Administrative Contact in advance
if you would like to attend the proposal opening. Only the names of the proposers
submitting proposals will be announced. No other information regarding the content of
the proposals will be available.
11. PROPOSALS ARE OFFERS:
The proposal is the proposer's offer to enter a contract pursuant to the terms and
conditions specified in the RFP, its exhibits, and addenda. The offer is binding on the
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proposer for one hundred twenty (120) days. OSU's award of a contract constitutes
acceptance of the offer and binds the proposer.
12. RIGHT TO REJECT:
OSU may reject, in whole or in part, any proposal not in compliance with the RFP,
exhibits, or addenda. OSU may reject all proposals for good cause, if OSU finds that it is
in the public interest to do so. Notification of rejection along with appeal rights will be
sent to proposers whose proposal is rejected.
13. PROPOSAL CANCELLATION:
If an RFP is cancelled prior to closing, notification of cancellation will be sent, and all
proposals already received will be deleted. If an RFP is cancelled after closing, or all
proposals are rejected, the proposals received will be retained and become part of
OSU's proposal file.
14. PROPOSAL PREPARATION COST:
OSU is not liable for costs incurred by the proposer during the RFP process.
15. AWARD:
Unless otherwise specified in the RFP, single or multiple contracts may be awarded as a
result of this RFP. Award will be made to the highest ranked proposer(s) who, in OSU's
opinion, best meets the requirements and qualifications of the RFP. If issuing a single
contract from this RFP to the highest ranked proposer, and contract negotiations are
unsuccessful after award, OSU may conclude those contract negotiations, rescind its
award to that proposer, and may award and begin negotiations with the next highest
ranked proposer.
16. APPROVALS:
Contract award is subject to all required OSU approvals. OSU will have no obligation or
liability whatsoever to the proposer selected as result of this RFP unless and until a
contract satisfactory to OSU is approved and executed by both parties.
17. PROPOSAL RESULTS:
A written notice of intent to award will be issued to all responsive proposers along with
appeal rights for aggrieved proposers. The proposal file will be available for responsive
proposer's review during the appeal period. Proposers must make an appointment with
the OSU Administrative Contact to view the proposal file electronically. After the
contract is executed or RFP canceled, the file will be available by making a Public
Records Request through OSU's Public Records Request process.
18. CONTRACT REVIEW AND NEGOTIATION:
Prior to execution of a contract, the contract may be reviewed and negotiated. This
review may result in modifications of the applicable terms and conditions specified on
OSU's website, in the RFP, exhibits, addenda, or those proposed by the proposer. OSU's
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negotiation of, or acceptance of alternate terms and conditions, is at OSU's discretion
as may be in the best interest of OSU.
19. INVESTIGATION OF REFERENCES:
OSU reserves the right to investigate and to consider the references and the past
performance of any proposer with respect to evaluation and determining proposer's
responsibility. OSU may consider such things as proposer's past performance, provision
of similar goods or services, compliance with specifications, contractual obligations,
and its lawful payment of suppliers, subcontractors, and workers.
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