Talent Acquisition, Entertainment Programming, and Event Support Servi

SUBMIT BID TO: Grambling State
University
Purchasing Department
purchasingbids@gram.edu
Request for Qualifications
To maintain the integrity of the bid
process, please do not cc any other
University email address when
submitting your bid.
Bid Number: 50018-260035 DATE: JUNE 23, 2026
Purchasing Department Contacts: Erin
Walker (318-274-3280)
TITLE: Talent Acquisition, Entertainment Programming, and Event
walkere@gram.edu
Support Services
RFQ Release Date: June 23, 2026
Deadline for Written Inquiries: June 30, 2026, by 2:00 PM CST
Responses to Written Inquiries Issued: July 3, 2026
Statement of Qualifications Due Date and Time (Electronic Submission Only):
July 14, 2026, by 2:00 PM CST
1. Grambling State University reserves the right to reject any or all Statements of Qualifications, waive informalities,
request clarifications, and accept the response deemed to be in the best interest of the University.
2. Hard-copy submissions will not be accepted. All Statements of Qualifications must be received electronically by the
date and time specified in this RFQ to be considered.
3. Statements of Qualifications for furnishing the services specified herein are hereby solicited and shall be received
electronically at the "Submit Response To" email address listed in this RFQ no later than the specified submission
deadline. The Respondent is solely responsible for ensuring timely delivery of its submission. The Purchasing Office is
not responsible for transmission delays, failed deliveries, spam filtering, or other electronic delivery issues. A
response will be considered late if it is not received at the designated email address by the stated deadline.
4. The maximum email attachment size accepted is 125 MB. If a response exceeds this limit, the Respondent shall
submit the response in multiple emails. Each email shall be clearly labeled. Example:
* RFQ 50018-26XXXX - Talent Management Services - Submission 1 of 3
* RFQ 50018-26XXXX - Talent Management Services - Submission 2 of 3
* RFQ 50018-26XXXX - Talent Management Services - Submission 3 of 3
Only documents received by the submission deadline will be considered. Late submissions will not be accepted.
5. Responses must be signed by a person authorized to bind the Respondent. In accordance with La. R.S. 39:1594, the
person signing the response must meet the applicable statutory requirements regarding signature authority.
6. When submitted by email, the subject line must clearly identify the RFQ number and title. Responses must be
received by the submission deadline.
7. Respondents are responsible for reviewing the entire RFQ, including all instructions, terms, conditions, attachments,
specifications, and addenda.
8. All information submitted must be complete and accurate. Any corrections or revisions made to submitted
documents should be clearly identified and initialed by the Respondent's authorized representative.
9. Any fees, commissions, reimbursements, or other compensation proposed by the Respondent shall include all costs
associated with the performance of services unless otherwise stated in the response.
1

10. Payment terms shall be Net 30 after receipt of a properly executed invoice and acceptance of services by the
University.
11. By submitting a response, the Respondent certifies compliance with all instructions, terms, conditions, and
requirements contained in this RFQ and further certifies that the submission is made without collusion, fraud, or
other improper conduct.
12. The University's requirements for services, events, and programming activities are estimates only and are not
guaranteed. Grambling State University reserves the right to increase, decrease, modify, or discontinue services
based upon institutional needs, available funding, and other operational considerations.
2

SECTION I: ADMINISTRATIVE & GENERAL INFORMATION
1.1 Grambling State University
Grambling State University is a public, comprehensive, historically Black university in Grambling, Louisiana, and a
member of the University of Louisiana System. Founded on November 1, 1901, as the Colored Industrial and
Agricultural School, the University grew from the vision of the North Louisiana Colored Agriculture Relief Association,
organized in 1896 by Black farmers seeking to expand educational opportunity in their communities. At the
Association's request, Booker T. Washington sent Charles P. Adams of Tuskegee Institute to help establish the school;
Adams became its founding president.
For more than a century, that founding commitment has guided Grambling State's growth and service. The institution
moved to its present location in 1905 and evolved through successive stages as the North Louisiana Agricultural and
Industrial School, the Louisiana Negro Normal and Industrial Institute, and Grambling College. Following the
expansion of graduate education, the institution became Grambling State University in 1974. The University is
accredited by the Southern Association of Colleges and Schools Commission on Colleges.
Through its academic colleges and Office of Graduate Studies, Grambling State offers a broad range of
undergraduate, graduate, and certificate programs. In 2024, the University opened the Digital Library and Learning
Commons, the first digital library at a historically Black college or university in the United States and the only facility
of its kind in Louisiana. This landmark investment strengthens learning, research, and collaboration. Building on this
momentum, the University continues to invest in learning environments, technology, and services that expand
opportunity and support achievement.
Grounded in a legacy of access, excellence, and service, Grambling State University advances social and economic
mobility by preparing graduates to lead with purpose, serve their communities, and make a meaningful impact. The
University remains true to its enduring motto: "Where Everybody is Somebody."
1.2 Request for Qualifications (RFQ)
You are invited to submit a proposal to provide Talent Acquisition, Entertainment Consulting, and Event Programming
Services for Grambling State University in accordance with the Louisiana Revised Statute 39:1595: The Scope of work
is provided in Section II of this document.
1.3 Goal
The goal of this Request for Qualifications (RFQ) is to identify and establish a contractual relationship with a qualified
firm capable of providing talent management, entertainment programming support, booking assistance, and event
consulting services that enhance student engagement and support the mission of Grambling State University.
The University seeks a strategic partner that can assist in the planning, development, coordination, and execution of
high-quality programming and signature events while promoting student involvement, leadership development,
campus engagement, and a positive student experience.
1.4 Objectives
The selected firm shall assist the University in achieving the following objectives:
1. Provide access to a diverse network of entertainers, speakers, performers, influencers, and other talent suitable
for University-sponsored events and programs.
2. Support the planning and execution of student-focused programming, including Homecoming, Spring Fest, Yard
3

Fest, Speaker Series, Welcome Week activities, and other campus events.
3. Assist in developing balanced and engaging event lineups that align with student interests, event goals, and
available budgets.
4. Provide strategic guidance regarding entertainment trends, audience engagement, cultural programming, and
emerging opportunities within higher education and HBCU environments.
5. Assist the University with talent negotiations, contract coordination, logistical planning, and event support
services.
6. Ensure transparency, professionalism, accountability, and fiscal responsibility throughout the talent acquisition
and event planning process.
7. Support programming that reflects and respects the University's mission, values, traditions, and the cultural
significance of Historically Black Colleges and Universities (HBCUs).
8. Assist the University in identifying programming opportunities that contribute positively to student success,
leadership development, community engagement, and institutional advancement.
9. Provide recommendations and services that comply with applicable University policies, State of Louisiana
procurement requirements, and all contractual and vendor registration procedures.
10. Enhance the overall student experience by providing high-quality, engaging, and memorable campus
programming opportunities.
1.5 Right to Investigate
The University reserves the right to investigate the qualifications of all firms under consideration and to confirm any
part of the information furnished by a Contractor or to require other evidence of managerial, financial, or technical
capabilities that are considered necessary for the successful performance of a contract.
1.6 Definitions
A. Agency - Any department, commission, council, board, office, bureau, committee, institution,
agency, government, corporation, or other establishment of the executive branch of this State
authorized to participate in any contract resulting from this solicitation.
B. Artist - Any musician, band, performer, entertainer, spoken-word artist, comedian, DJ, or other
individual or group engaged to provide entertainment services.
C. Booking Assistance - Services provided by the Contractor to identify, recommend, coordinate,
negotiate, and facilitate the engagement of talent on behalf of the University.
D. Contractor - Any person having a contract with a governmental body. For sections of this RFP
outlining required actions of a Contractor, the Contractor should be understood to refer to the
successful Proposer responding to this RFP.
E. Discussions- For the purposes of this RFP, a formal, structured means of conducting written or oral
communications/presentations with responsible Proposers who submit proposals in response to this
RFP.
F. DOA - Division of Administration
G. Entertainment Programming - Activities, performances, appearances, presentations, and events
designed to engage students and enhance campus life.
H. Event Support Services - Professional services related to the planning, coordination, scheduling,
logistics, and execution of University-sponsored events.
I. GSU - Grambling State University Purchasing Office
J. HBCU - Historically Black College or University.
K. Key Personnel - Individuals identified by the Respondent who will be primarily responsible for
providing services under the resulting contract.
L. May - The term "may" denotes an advisory or permissible action.
M. Must - The term "must" denotes mandatory requirements.
N. Programming Strategy - Recommendations and planning efforts designed to enhance student
engagement through talent selection, event development, and audience participation.
4

O. Proposal or Statement of Qualifications (SOQ) - The complete response submitted by a
Respondent in response to this RFQ.
P. Respondent - Any firm, agency, organization, or individual submitting a Statement of Qualifications
in response to this RFQ.
Q. RFQ- Request for Qualifications
R. Shall - The term "shall" denotes mandatory requirements per La. R.S. 39:1556 (52).
S. Speaker - Any lecturer, presenter, author, motivational speaker, public figure, influencer, educator,
or guest invited to participate in a University event.
T. Student Programming - Activities, events, workshops, performances, lectures, and initiatives
designed to support student engagement, leadership development, educational enrichment, and
campus involvement.
U. Talent - Artists, performers, speakers, influencers, entertainers, hosts, public figures, and other
individuals or groups recommended or secured by the Contractor for University events.
V. Should - The term "should" denotes a desirable action.
W. State- Grambling State University.
X. University or GSU- Grambling State University
Y. University Marks - The University's name, logos, trademarks, service marks, athletic marks,
mascot, trade dress, insignia, and other intellectual property owned or controlled by Grambling
State University.
Z. Vendor Registration - The process by which an individual or entity completes all required
documentation necessary to conduct business with Grambling State University and receive
payment through the University's financial system.
1.7 Contract Administration
The Contract Administrator shall be responsible for monitoring the performance of the resulting contract,
reviewing deliverables, coordinating services, and serving as the primary point of contact between Grambling State
University and the Contractor.
The Contract Administrator for this solicitation shall be:
Division of Campus Life & Holistic Development
Grambling State University
403 Main Street
Grambling, Louisiana 71245
The University reserves the right to designate another representative to administer the contract at any time during
the term of the agreement.
The Contract Administrator shall have the authority to:
* Coordinate services under the contract;
* Review and approve deliverables;
* Monitor contractor performance;
* Request status updates and reports;
* Coordinate event-related activities;
* Serve as the primary communication liaison between the University and the Contractor.
The Contract Administrator does not have authority to amend the contract, authorize additional compensation,
modify contract terms, or otherwise obligate the University beyond the scope of the executed agreement.
5

1.8 Proposer Inquiry Periods
Grambling State University shall not permit an open-ended inquiry period, as doing so may unnecessarily delay the
procurement process and the University's operational needs. The University expects all interested Respondents to
conduct a thorough review of the RFQ documents and submit any questions or requests for clarification in a timely
manner.
An inquiry period is hereby established to allow Respondents the opportunity to review the RFQ and submit written
inquiries. All inquiries must be submitted in writing by an authorized representative of the Respondent and should
clearly reference the applicable section of the RFQ.
All inquiries must be received by the Inquiry Deadline identified in Section 1.3, Schedule of Events. Questions
received after the stated deadline may not be considered.
Responses to inquiries that result in a change to the RFQ requirements or provide clarification deemed necessary by
the University will be issued through a written addendum and posted in accordance with University procurement
procedures. Verbal responses or informal discussions shall not be considered binding.
All inquiries regarding this RFQ shall be directed to:
Erin Walker
Director of Purchasing
Grambling State University
403 Main Street
Campus Box 4269
Grambling, Louisiana 71245
Phone: (318) 274-3280
Email: walkere@gram.edu
Respondents are prohibited from contacting any other University employee, department, committee member, or
representative regarding this solicitation during the inquiry period unless otherwise authorized by the University.
Failure to comply with this requirement may result in disqualification of the Respondent's submission.
Only the individual identified above, or their designated representative, has the authority to officially respond to
Respondent inquiries on behalf of Grambling State University, including during the Blackout Period. Any
communication from other University employees, representatives, consultants, or agents shall not be binding upon
Grambling State University.
An addendum will be issued, when necessary, to address inquiries received during the inquiry period and to
communicate any changes, revisions, or clarifications to this RFQ. All addenda will be posted on the Louisiana
Procurement and Contract Network (LaPAC) website. Upon issuance of an addendum, all solicitation documents,
including but not limited to the specifications, scope of services, terms, conditions, and requirements, shall be
considered modified accordingly.
No negotiations, decisions, commitments, interpretations, or actions shall be based upon any oral discussions or
unofficial communications with University employees or representatives. Only written information provided through
an official addendum shall be considered binding.
6

It is the Respondent's responsibility to monitor the LaPAC website for the issuance of addenda and other
procurement-related information. Grambling State University shall not be responsible for a Respondent's failure to
obtain or review any addendum issued in connection with this RFQ.
Any person aggrieved in connection with this solicitation or the specifications contained herein may protest in
accordance with Louisiana Revised Statute 39:1671. Any such protest shall be submitted in writing to the Director of
Purchasing for Grambling State University and received no later than two (2) business days prior to the deadline
established for the receipt of Statements of Qualifications.
Note: LaPAC is the state's online electronic bid posting and notification system resident on the Office of State
Procurement website [www.doa.louisiana.gov/osp]. In that LaPAC provides an immediate e-mail notification to
subscribing bidders/proposers that a solicitation and any subsequent addenda have been let and posted, notice and
receipt thereof is considered formally given as of their respective dates of posting.
To receive the e-mail notification, vendors/proposers must register in the LaGov portal and pay the vendor
registration fee. Registration is intuitive at the following link:
https://wwwcfprd.doa.louisiana.gov/osp/lapac/Vendor/VndPubMain.cfm?tab=2
1.9 Contract Type
The resulting contract shall be a professional services agreement for talent management, entertainment
programming support, booking assistance, event consulting, and related services as described in this RFQ.
The University anticipates utilizing the selected Contractor on an as-needed basis to provide talent
recommendations, programming support, event planning assistance, contract negotiation support, and related
services for student engagement activities and special events.
The scope and level of services requested may vary throughout the term of the agreement based on the University's
programming needs, event schedules, available funding, and institutional priorities. Any significant changes to the
scope of services shall be subject to review and approval by Grambling State University.
Nothing in this RFQ or any resulting contract shall be construed as guaranteeing a minimum volume of work, number
of events, or level of compensation. Services shall be requested and authorized by the University as needed and in
accordance with the terms of the resulting agreement.
1.10 Availability and Submission Requirements
This RFQ is available electronically through the Louisiana Procurement and Contract Network (LaPAC). Interested
Respondents may obtain the solicitation documents and any related addenda directly from the LaPAC website.
It is the Respondent's responsibility to monitor the LaPAC website regularly for the issuance of addenda, updates, or
other procurement-related information. Grambling State University shall not be responsible for a Respondent's
failure to obtain or review any addendum issued in connection with this RFQ.
Electronic Submission Only
Grambling State University will accept Statements of Qualifications electronically only. Hard copy, printed,
faxed, hand-delivered, or emailed submissions will not be accepted.
All responses must be submitted electronically through the method identified in this RFQ and must be received
no later than the date and time specified in the Schedule of Events.
7

Respondents are solely responsible for ensuring that their electronic submission is successfully received by the
University prior to the submission deadline. Late submissions will not be considered.
Failure to submit all required documents by the deadline may result in the response being deemed non-
responsive and removed from further consideration.
1.11 Proposal Response Format
Statements of Qualifications (SOQs) submitted for consideration should follow the format and order of presentation
described below.
1.11.1 Cover Letter
The Cover Letter shall demonstrate the Respondent's understanding of the services requested and its ability to
successfully provide talent management, entertainment programming support, booking assistance, and event
consulting services as described in this RFQ.
The Cover Letter shall include a statement confirming that the Respondent is willing and able to perform the
services described herein and enter into a contract with Grambling State University under the terms and
conditions set forth in this RFQ.
Signature Authority
Please indicate in the Cover Letter which of the following applies to the individual signing the Statement
of Qualifications. Evidence of signature authority shall be provided upon request by the University.
1. The signer is a corporate officer listed on the Respondent's most current filing with the applicable
Secretary of State or is a member of a partnership, limited liability company, or other business entity
authorized to bind the organization.
2. The signer is a representative of the Respondent authorized to submit the Statement of Qualifications
and contractually bind the organization through a corporate resolution, certification, delegation of
authority, or similar documentation. Supporting documentation should be attached to the Cover
Letter.
3. The signer has been designated as an authorized representative through official organizational records
or other legally recognized documentation. Supporting documentation shall be provided upon request.
The Cover Letter shall also include:
a. The legal name of the Respondent and any DBA (Doing Business As) name;
b. Federal Tax Identification Number (FEIN);
c. Business address, telephone number, and website (if applicable);
d. Name, title, telephone number, and email address of the primary contact person;
e. Name, title, telephone number, and email address of the individual authorized to contractually
obligate the Respondent;
f. A brief summary of the Respondent's qualifications, experience, and capabilities relevant to the
services requested in this RFQ;
g. A statement acknowledging receipt of all addenda issued in connection with this RFQ; and
h. A statement certifying that the information contained in the Statement of Qualifications is true and
correct to the best of the Respondent's knowledge.
8

1.11.2 Statement of Qualifications Response Form
The Respondent shall submit a Statement of Qualifications (SOQ) organized in the format outlined
below. Responses should be concise, complete, and provide sufficient detail to allow the University to
evaluate the Respondent's qualifications, experience, and ability to perform the requested services.
1.11.2.1 Company Information and Qualifications
1. Company name, headquarters address, website, and primary contact information.
2. General description of the company, including years in business, areas of expertise, and services
offered.
3. Description of the firm's experience providing talent management, entertainment programming,
artist booking, speaker procurement, event consulting, or related services.
4. Description of the firm's experience working with colleges, universities, Historically Black Colleges
and Universities (HBCUs), student affairs divisions, campus activities programs, or comparable
organizations.
5. Description of the firm's experience coordinating large-scale events, concerts, speaker series,
student engagement activities, festivals, or similar programs.
6. Professional biographies or resumes of key personnel who will be assigned to support Grambling
State University.
7. Identification of the primary account manager and any additional personnel expected to oversee,
advise, and support the University throughout the contract term.
1.11.2.2 Work Organization and Approach
1. Description of the firm's organizational structure and the personnel assigned to support the
University.
2. Description of the firm's approach to talent sourcing, artist recommendations, speaker
identification, and event programming support.
3. Description of the firm's process for evaluating talent opportunities and developing balanced
event lineups that align with student interests, institutional values, and budget considerations.
4. Description of the firm's contract negotiation process, including coordination of talent
agreements, riders, logistics, and performance requirements.
5. Description of the firm's approach to event planning support, risk management, contingency
planning, and event execution.
6. Description of the firm's communication practices and methods for providing recommendations,
updates, and status reports to the University.
7. Description of any subcontractors, strategic partners, talent agencies, or affiliated organizations
that may assist in providing services under the resulting contract.
1.11.2.3 Talent Network and Industry Relationships
1. Overview of the Respondent's talent network, including artists, entertainers, speakers,
influencers, cultural presenters, and other talent categories.
2. Description of industry relationships, agency partnerships, speaker bureaus, management
companies, and other resources available to support University programming.
3. Description of the firm's ability to secure talent at varying budget levels, including premium,
mid-tier, and emerging talent options.
4. Examples of successful programming recommendations or events coordinated for higher
education institutions or similar organizations.
9

1.11.2.3 Technical Response
Each Respondent shall address how the firm will meet the requirements of this RFQ, with particular
attention to the following:
1.11.3.1 Service Delivery Approach
Describe the Respondent's approach to providing talent management, entertainment programming
support, artist booking assistance, event consulting, and related services. Include the process for
identifying talent, developing recommendations, coordinating negotiations, and supporting event
execution.
1.11.3.2 Implementation and Onboarding Plan
Describe the Respondent's proposed approach for initiating services, establishing communication
protocols, understanding University programming objectives, and coordinating with the Division of
Campus Life & Holistic Development and other University stakeholders.
1.11.3.3 Training and Knowledge Transfer
Describe any training, orientation, resources, or educational tools the Respondent will provide to assist
University personnel in understanding talent acquisition processes, industry trends, event planning
considerations, and entertainment programming opportunities.
1.11.3.4 Student Engagement, Community Impact, and Supplier Diversity
Describe the Respondent's approach to supporting student engagement, leadership development,
cultural enrichment, and community impact through programming recommendations. Respondents may
also describe efforts to utilize diverse suppliers, minority-owned businesses, small businesses, and other
community partners where appropriate.
1.11.3.5 Customer Service and Account Management
Describe the Respondent's customer service model, including primary points of contact, communication
methods, response times, escalation procedures, and availability during event planning and event
execution.
1.11.3.6 Key Personnel
Provide resumes, biographies, or professional summaries for the proposed account manager, primary
University contact, and any key personnel who will be assigned to support Grambling State University
under the resulting contract.
1.11.3.7 References
Provide references for at least three (3) colleges, universities, government agencies, nonprofit
organizations, or private entities for whom similar services have been provided. Include the organization
name, contact person, title, telephone number, email address, and a brief description of the services
provided.
10