HIGH SCHOOL GRADUATION SERVICES

Location:	North Carolina
Posted:	Jan 6, 2026
Due:	Jan 20, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	99 - Miscellaneous R - Professional, Administrative and Management Support Services S - Utilities and Training Services
Solicitation No:	251-26-248
Publication URL:	To access bid details, please log in.

Attachment Preview

Invitation for Bid # 251-26-248

1551 Rock Quarry Rd – Bldg. F

Raleigh, NC 27610

Refer ALL Inquiries to: Patrick Harris

Telephone No: 919-588-3459

E-Mail: bids-pharris3@wcpss.net

Proposals will be publicly opened: January 20, 2026, @2:00 pm

Contract Type: Open Market

Commodity: High School Graduation

Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM

NOTICE TO BIDDERS

Bids are subject to rejection unless submitted on this form. Failure to submit a bid in accordance with the instructions throughout

this document shall constitute just cause to reject bid. See below for bid/proposal submitting instructions. Bids submitted via

facsimile (FAX) machine or email in response to this Invitation for Bids will not be acceptable.

EXECUTION

In compliance with this Invitation for Bid, and subject to all the conditions herein, the undersigned offers and agrees to furnish

and deliver any or all items upon which prices are quoted, at the prices set opposite each item within the time specified

herein. Vendors are subject to immediate disqualification at any stage of the selection process for any of the following:

● The submission of false or misleading information in the vendor’s proposal.

● Any efforts to dissuade or discourage other vendors from submitting proposals.

● Any efforts to influence, dictate, or change the terms of another vendor’s proposal.

● Any form of bid collusion or bid rigging.

Failure to execute/sign this page prior to submittal shall render bid invalid. Late bids are not acceptable.

BIDDER:

STREET ADDRESS:

CITY & STATE & ZIP:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING:

AUTHORIZED SIGNATURE:

DATE:

FEDERAL ID OR SOCIAL SECURITY NO.

P.O. BOX:

ZIP:

TELEPHONE NUMBER:

TOLL FREE TEL. NO

(800)

FAX NUMBER:

E-MAIL:

Offer valid for 45 days from date of bid opening unless otherwise stated here: ____ days Prompt Payment Discount:

_______ % __________________ days.

1 | Page

IFB SCHEDULE

The table below shows the intended schedule for this IFB. WCPSS will make every effort to adhere to this schedule.

Event

Issue IFB

Submit Written Questions

Provide Response to Questions

Submit Proposals

Responsibility

WCPSS

Vendor

WCPSS

Vendor

Date and Time (ET.)

1-6-26

1-9-26, 2:00 pm

1-12-26, 2:00 pm

1-20-26, 2:00 pm

PROPOSAL QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best

proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the

above due date.

Written questions shall be emailed to bids-pharris3@wcpss.net by the date and time specified above. Vendors should enter

“IFB 251-26-248 Questions” as the subject for the email. Question’s submittals should include a reference to the applicable

IFB section and be submitted in a format shown below:

Reference

IFB Section, Page Number

Vendor Question

Vendor question …?

Questions received prior to the submission deadline date, WCPSS’ response, and any additional terms deemed necessary

by WCPSS will be posted in the form of an addendum and shall become an Addendum to this IFB. No information, instruction

or advice provided orally or informally by any WCPSS personnel, whether made in response to a question or otherwise in

connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained

in an Addendum to this IFB. Addendum’s associated with the Invitation for Bid will be posted to the following links

and it will be the vendor’s responsibility to adhere to and check these addendums prior to bid submittal:

(http://wcpss.net/domain/101)

(http://www.evp.nc.gov/solicitations)

PROPOSAL SUBMITTAL

Proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received

at the address indicated in the table below, for furnishing and delivering those items or services as described herein.

Mailing address for delivery of proposal

PROPOSAL NUMBER: IFB: 251-26-248

Wake County Public Schools

ATTN: Patrick Harris

1551 Rock Quarry Rd. Building F

Raleigh, NC 27610

IMPORTANT NOTE: All responses shall be physically delivered to the office address listed above on or before the response

deadline in order to be considered timely, regardless of the method of delivery. This is an absolute requirement. All risk

of late arrival due to unanticipated delay—whether delivered by hand, U.S. Postal Service, courier, or other delivery service

is entirely on the Vendor. It is the sole responsibility of the Vendor to have the proposal physically in this Office by the

specified time and date of opening. The time of delivery will be marked on each proposal when received, and any proposal

received after the proposal submission deadline will be rejected. Sealed proposals, subject to the conditions made a part

2 | Page

hereof, will be received at the address indicated in the table in this Section, for furnishing and delivering the commodity as

described herein.

a) Submit one (1) signed, original executed proposal response and one (1) electronic copy on a flash drive

simultaneously to the address identified in the table above.

b) Clearly mark each package with: (1) Vendor name; (2) the IFB number; and (3) the due date. Address the

package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) proposal, each

proposal shall be submitted in separate envelopes and marked accordingly. For delivery purposes, separate envelopes

from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted

with the information above included on the outside of the proposal package.

PURPOSE AND BACKGROUND

For background purposes, The Wake County Public School System (WCPSS) is currently the largest school

district in North Carolina and the 15th largest in the United States. There are currently 199 schools serving a

student population of approximately 160,000, with approximately 20,000 staff. Wake County covers 854

square miles. Additional information about the school system can be accessed via the internet site

(www.wcpss.net).

SCOPE OF WORK

VENUE: RALEIGH CONVENTION CENTER - EXHIBIT HALL

DATES: JUNE 9, 2026 – JUNE 16, 2026

22 HIGH SCHOOL GRADUATIONS

AUDIENCE: AUDITORIUM STYLE SEATING FOR 5,000 GUESTS

3 | Page

Equipment Provided by VENDOR

Vendor must provide lighting, video, and scenic support for 22 High School Graduations starting with the first graduation

on June 11, 2026, at 8:00am and ending after the 8:00pm graduation is completed on Tuesday, June 16, 2026.

Installation of all equipment must be completed by the end of the load in day on June 9. Removal of equipment to begin

after the last graduation ends and guests have left the exhibit hall area (approximately 10:00 p.m.) on Tuesday, June 16,

2026.

Proposal must include breakdown of cost on video and lighting equipment, staffing services, creative and technical services.

Description of services and equipment must be included along with terms of payment as detailed below:

Creative and Technical Services

▪ Video, Lighting, Scenic design, and engineering

▪ Production logistics

▪ Equipment transportation & installation

▪ Consumable materials

▪ Streaming

▪ Raw video footage of each ceremony

Staffing Provided by Vendor

▪ Certified Special Event Professional (CSEP)

▪ Load-in Crew

▪ Technical Director to supervise Load In/Load Out

▪ Video Switcher Operator for each graduation

▪ Camera Operators (2) for each graduation

▪ Load-out Crew

▪ Transportation/Delivery Fee

▪ Scissor lifts and riggers

Provide a timeline or overview of the schedule for installing and removing equipment, times camera operators will arrive

each day, as well as the name of a contact person and telephone number we are to use.

Terms of Payment

Please provide terms of payment and amount of deposit if required. Proposal should include both, a one year and a three-

year (renewable) option.

Proposals subject to the conditions made a part hereof shall be received until 2:00 PM ET on January 20,2026 for furnishing

services described herein. Direct all inquiries concerning this IFB to: Wake County Public School System, Attn: Patrick Harris,

Purchasing Department Bldg. F, 1551 Rock Quarry Road, Raleigh, NC 27610, or email bids-pharris3@wcpss.net. All inquiries

must be made in writing or via email.

4 | Page

Wake County Public School System

2026 Graduation Ceremonies for 22 Schools at the

Raleigh Convention Center - Lower-Level Exhibit Hall

Production Services – Request for Proposal

Scope of Service: Vendor must provide lighting, video, live streaming, and scenic design to support audience view of

graduates and stage area for 22 high school graduation ceremonies held in the lower-level exhibit hall of the Raleigh

Convention Center. The exhibit hall layout will be auditorium style seating for 5,000 guests.

Requirements: Vendor must include a breakdown of cost for video and lighting equipment, production/technical services,

scenic design, and staffing as outlined in this RFP.

Creative and Technical Services

▪ Video, Lighting, Scenic design, and engineering

▪ Production logistics

▪ Equipment transportation - installation & removal

▪ Consumable materials

▪ Live Streaming Specs (including stable platform for streaming and archival of all 22 graduations,

plus the ability to embed stream on WCPSS site)

Required Staff

▪ Certified Special Event Professional (required)

▪ Load-in Crew

▪ Technical Director for Load In/Load Out

▪ Video Switcher Operator

▪ Camera Operators (2) for each graduation

▪ Load-out Crew

▪ Scissor lifts and riggers

Installation of equipment: Must be completed the end of the load in day on June 9. Load in must take place on Tuesday,

June 9, starting at 6:00am. School walkthroughs on June 10. Ceremonies begin on Thursday, June 11, at 8:00am and run

through Tuesday, June 16, 2026. There will be four ceremonies each day with exception for two ceremonies on one of the

days. Day of ceremonies, video/camera operators must be on site each day at least 1 hour prior to the first graduation

ceremony. Vendor is required to have a Certified Special Event Professional on staff and must provide the name and

telephone number of the CSEP to serve as our contact person during the event. Vendor must provide or contract with

rigging staff. Vendor should provide a complete list of certified rigging staff who will be a part of the installation and

removal of equipment. They must provide their own scissor lifts. A timeline for installation and removal of all equipment

is required along with the schedule of arrival and departure times for staff during the event. Refer to page 5 for day and

time of each school’s graduation ceremony.

Video Requirements

Want high-definition quality video (1080P) for image magnification (IMAG) for 21 high school graduations. System must

include (2) cameras on risers with black skirting, a video switcher to live switch between two images, and signal

distribution to (3) flown projectors, (2) flown LED video walls, and (2) ground supported video walls. The three flown

projectors are mid-way back of the room for audience members seated towards the rear of each section, while the two

flown LED video walls are on either side of the stage. The two ground supported video walls will be located on the back

end of the student seating area to accommodate for the blind spots behind the

5 | Page

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Solicitation Number:	251-26-248
Project Title:	HIGH SCHOOL GRADUATION SERVICES
Description:	Creative and Technical Services, including Video, Lighting, Scenic Design, and Engineering
Opening Date:	1/20/2026 2:00 PM
Posted Date:	1/7/2026
Status:	Open
Department:	WAKE COUNTY BD OF EDUCATION


Solicitation Number * 251-26-248	Department WAKE COUNTY BD OF EDUCATION	Status Reason Open
Opening Date 2026-01-20T14:00:00.0000000	Posted Date * 2026-01-06T19:58:28.0000000Z	Commodity Code System and system component administration services
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Petra Gooding
Description Creative and Technical Services, including Video, Lighting, Scenic Design, and Engineering

Attachments Invitation for Bid #251-26-248.pdf (586.40 KB)