Project Information

Bid Title

2026 Commencement Equipment & Services

Issuing Agency

University of Kansas

Location

Kansas

Published Date

Feb 24, 2026

Closing Date

Mar 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

3131787

Original Source

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Bid Documents

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Project Description

Bid Information

Type	Request for Proposal
Status	Issued
Number	3131787 (2026 Commencement Equipment & Services)
Issue Date & Time	2/24/2026 02:00:14 PM (CT)
Close Date & Time	3/6/2026 02:00:00 PM (CT)
Question Cut Off Date	3/2/2026 12:00:00 PM (CT)
Notes	Greetings! Please start your review of the 2026 Commencement Equipment & Services by first reading the RF P Snapshot located in the Attachments tab.  The RFP Snapshot provides high level details about our evaluation including the product/service category, RFP timeline, and evaluation criteria.  Next, you should read the RFP Scope of Work and the RFP Instructions, which are also located in the Attachments section. After you review those materials, prepare your submission by working through each tab from left-to-right here in Euna Procurement, powered by Ion Wave . Most responses to this RFP will be addressed in the Attributes tab. However, key milestones can be found in the Activities tab and any requested documentation should be uploaded in the Response Attachments tab. Please Note: All required (i.e. red-starred) fields must be completed to successfully submit a bid. Questions about the commodity, requirements, or the evaluation process itself should be directed to the assigned Procurement Officer identified in the Bid Contact Info area. However, should you run into any technical (system) challenges or have problems registering as a supplier in ION WAVE during normal business hours, you can contact Rob Kottenbrock at rob.kottenbrock@ku.edu. After hours, you can contact ION WAVE at 844-226-3862 Listen to the prompts to connect with your Ion Wave team - Option 1, then 2, or support.ionwave@eunasolutions.com with your technical questions. Please note: Neither Rob, nor ION WAVE can address questions about the commodity, requirements, or process. Thank you for your interest in participating in this evaluation and good luck! #rockchalkjayhawk #goku

Contact Information

Name	Carey Keo
Address	1450 Jayhawk Blvd. Strong Hall, Room 232 Lawrence, KS 66045 USA
Phone	(785) 864- x0512
Fax
Email	carey_keo@ku.edu

Bid Documents

Document name	Format
Bid Invitation	Acrobat / PDF	BINVAVL	9146143

Bid Attachments

File Name	Description	File Size
Solicitation Instructions.pdf	Please refer to this file for instructions on submitting a proposal.	263 KB	340380	6802657
KU-146a Rev 02-25 (KU Purchasing) FINAL 4907-4428-5212 v.1.pdf	State of Kansas Contractual Provisions	158 KB	340380	6520243
Supplier Travel & Expense Reimbursement Addendum.pdf	Supplier Travel & Expense Reimbursement Addendum	142 KB	340380	6051980
Jayhawk Community Partners Attachment.pdf	Info about the Jayhawk Community Partners program	125 KB	340380	6051921
2026 Commencement - Rough Field Diagram.pdf (please login to view this document)	Stadium diagram	261 KB	340380	7229864
3131787 Commencement Equipment & Services RFP SOW.pdf (please login to view this document)	Scope of Work	133 KB	340380	7230316
3131787 Solicitation Snapshot.pdf (please login to view this document)	Solicitation Snapshot	230 KB	340380	7230421

Attachment Preview

3131787

2026 Commencement Equipment & Services

Issue Date: 2/24/2026

Questions Deadline: 3/2/2026 12:00 PM (CT)

Response Deadline: 3/6/2026 02:00 PM (CT)

KU Procurement

Contact Information

Contact: Carey Keo

Address: Procurement

Strong Hall

232

1450 Jayhawk Blvd.

Strong Hall, Room 232

Lawrence, KS 66045

Phone: (785) 864- x0512

Email: carey_keo@ku.edu

Page 1 of 23 pages

Deadline: 3/6/2026 02:00 PM (CT)

3131787

Event Information

Number:

3131787

Title:

2026 Commencement Equipment & Services

Type:

Request for Proposal

Issue Date:

2/24/2026

Question Deadline: 3/2/2026 12:00 PM (CT)

Response Deadline: 3/6/2026 02:00 PM (CT)

Notes:

Greetings!

Please start your review of the 2026 Commencement Equipment & Services by first

reading the RFP Snapshot located in the Attachments tab. The RFP Snapshot

provides high level details about our evaluation including the product/service

category, RFP timeline, and evaluation criteria. Next, you should read the RFP

Scope of Work and the RFP Instructions, which are also located in the Attachments

section.

After you review those materials, prepare your submission by working through each

tab from left-to-right here in Euna Procurement, powered by Ion Wave . Most

responses to this RFP will be addressed in the Attributes tab. However, key

milestones can be found in the Activities tab and any requested documentation

should be uploaded in the Response Attachments tab.

Please Note: All required (i.e. red-starred) fields must be completed to successfully

submit a bid.

Questions about the commodity, requirements, or the evaluation process

itself should be directed to the assigned Procurement Officer identified in the

Bid Contact Info area.

However, should you run into any technical (system) challenges or have problems

registering as a supplier in ION WAVE during normal business hours, you can

contact Rob Kottenbrock at rob.kottenbrock@ku.edu. After hours, you can contact

ION WAVE at 844-226-3862 Listen to the prompts to connect with your Ion Wave

team - Option 1, then 2, or support.ionwave@eunasolutions.com with your technical

questions. Please note: Neither Rob, nor ION WAVE can address questions about

the commodity, requirements, or process.

Thank you for your interest in participating in this evaluation and good luck!

#rockchalkjayhawk #goku

Bid Activities

Question Deadline Date

3/2/2026 12:00:00 PM (CT)

Questions requesting clarification of the Solicitation must be submitted through the University’s ebid Questions Tab,

prior to12:00 Noon CT on March 02, 2026. Each question or clarification should reference the appropriate Solicitation

section.

RFP Close Date & Time

3/6/2026 2:00:00 PM (CT)

Due to Procurement Services working from home bids are to be submitted online via KU's eBid system ONLY. Sealed

electronic bids will be received until 2:00pm local time on March 06, 2026.

Page 2 of 23 pages

Deadline: 3/6/2026 02:00 PM (CT)

3131787

Bid Attachments

Solicitation Instructions.pdf

Please refer to this file for instructions on submitting a proposal.

KU-146a Rev 02-25 (KU Purchasing) FINAL 4907-4428-5212 v.1.pdf

State of Kansas Contractual Provisions

Supplier Travel & Expense Reimbursement Addendum.pdf

Supplier Travel & Expense Reimbursement Addendum

Jayhawk Community Partners Attachment.pdf

Info about the Jayhawk Community Partners program

2026 Commencement - Rough Field Diagram.pdf

Stadium diagram

3131787 Commencement Equipment & Services RFP SOW.pdf

Scope of Work

3131787 Solicitation Snapshot.pdf

Solicitation Snapshot

Download

Download

Download

Download

View Online

View Online

View Online

Requested Attachments

Annual Report/Financial Statements

Publicly traded companies are encouraged to include a recent Annual Report and/or other relevant Financial

Statements here.

State of Kansas Tax Clearance Certificate

(Attachment required)

State of Kansas Tax Clearance Certificate Tax Clearance: The University of Kansas strongly supports the State of

Kansas Tax Clearance Process. Vendors submitting bids or proposals which exceed $25,000 shall include a copy of a

Tax Clearance Certification with their submittal. Failure to provide this information may be cause for rejection of

vendor's bid or proposal. Tax Clearances may be obtained at the following website:

http://www.ksrevenue.org/taxclearance.html A “Tax Clearance” is a comprehensive tax account review to determine

and ensure that the account is compliant with all primary Kansas Tax Laws administered by the Kansas Department of

Revenue (KDOR) Director of Taxation. Information pertaining to a Tax Clearance is subject to change(s), which may

arise as a result of a State Tax Audit, Federal Revenue Agent Report, or other lawful adjustment(s). INSTRUCTIONS:

To obtain a Current Tax Clearance Certificate, you must: • Go to http://ksrevenue.org/taxclearance.html to request a

Tax Clearance Certificate • Return to the website the following working day to see if KDOR will issue the certificate • If

issued an official certificate, print it and attach it to your bid response • If denied a certificate, engage KDOR in a

discussion about why a certificate wasn’t issued Bidders (and their subcontractors) are expected to submit a current

Tax Clearance Certificate with every bid response. You must submit this certificate with your bid in the ”Response

Attachments” TAB.

W-9

(Attachment required)

Please attach a copy of your W-9 dated within the last 12 months.

References

(Attachment required)

Provide at least three (3) references that have purchased similar items or services from the vendor in the last two (2)

years.

Résumés and Org Charts

Please upload documents as needed to complete your response.

Page 3 of 23 pages

Deadline: 3/6/2026 02:00 PM (CT)

3131787

Cad Seating Layout

(Attachment required)

Please provide CAD seating layout and counts by zone in the Response Attachments section.

Detailed Stage Specifications

Supporting Documents

Wind Load Documentation

Supporting documents

Proof of Insurance

Upload COI as needed.

Pricing

(Attachment required)

Please provide itemized pricing (chairs, stage, labor, delivery, overtime, standby staff).

Other Attachments

Please include any other attachments to your proposal here.

Other Attachments

Please include any other attachments to your proposal here.

Other Attachments

Please include any other attachments to your proposal here.

Bid Attributes

1 Company Profile

Please choose from below to describe your company:

Publicly Traded Privately Held

(Required: Check only one)

2 Company Profile

Is your company U.S.-based?

Yes No

(Required: Check only one)

3 Company Profile

Where is your company headquartered? Specify the city and state, as well as the country if not in the U.S.

(Required: Maximum 100 characters allowed)

4 Company Profile

Select the option that best describes your firm's geographical footprint.

Global International

(Required: Check only one)

National

Regional

Local

5 Company Profile

How many years has your company been in business?

(Required: Numbers only)

Page 4 of 23 pages

Deadline: 3/6/2026 02:00 PM (CT)

3131787

6 Financial Health

If your company is publicly traded, please include your company's most recent Annual Report or other relevant

financial statements in the Response Attachments tab.

7 General Experience & Expertise

Please describe your company's business relationship with KU (to the best of your knowledge) by selecting the best

choice below:

My company has never done business with KU.

My company has done business with KU in the past.

My company is currently doing business with KU.

(Required: Check only one)

KU is a present client as well as past client.

8 General Experience & Expertise

How would you describe the types of clients you normally work with?

(Required: Maximum 1000 characters allowed)

9 General Experience & Expertise

Do you have experience performing services for or providing goods to clients in higher education?

Yes No

(Required: Check only one)

1 General Experience & Expertise

0 Do you have resources (or a vertical) specifically dedicated to institutions of higher education/the higher ed sector?

Yes No

(Required: Check only one)

1 References

1 List up to 3 of your current or former clients as references. For each, include:

Names of each company

Each company's point of contact ("POC")

The POC's email address; and

Phone number.

Note: Public or private sector clients are fine so long as the work is relevant. Large public research universities

preferred.

(Required: Maximum 500 characters allowed)

1 Competitive Advantages

2 What sets you apart from you competitors? Please focus on pure differentiators and be concise. There may be an

opportunity to elaborate later.

(Required: Maximum 1000 characters allowed)

Page 5 of 23 pages

Deadline: 3/6/2026 02:00 PM (CT)

3131787

Commodity Codes

• NAICS 811219Other Electronic and Precision Equipment Repair and Maintenance

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