RFP26-017 Potter Hall Theatre Rigging

REQUEST FOR PROPOSAL RFP26-017
FOR
POTTER HALL THEATER RIGGING
Submission Deadline: April 24, 2026
1:30 p.m. CST
Questions and/or requests for clarification of this RFP should be submitted via email to the Purchasing Department at
purchase@missouriwestern.edu. All questions and/or clarifications can be sent at any time regarding this RFP to the
Purchasing Department until 4:00 p.m. CST on April 13, 2026. Questions received after this date may not be answered.
Please reference RFP26-017 on all correspondence. Answers to the submitted questions will be emailed to each Vendor as
an addendum to this solicitation on April 14, 2026. It is the responsibility of all interested parties to read this information
and return it as part of the RFP confirming receipt.

Table of Contents
Description .......................................................................................................................................................................... 3
Scope ..................................................................................................................................................................................... 3
Prevailing Wage ................................................................................................................................................................ 3
Bid Bond ............................................................................................................................................................................... 4
Mandatory Pre-Bid Meeting .......................................................................................................................................... 4
Questions ............................................................................................................................................................................. 4
Submission Deadline ........................................................................................................................................................ 4
Timeline ............................................................................................................................................................................... 4
Attachment A: Questionnaire ........................................................................................................................................ 6
Evaluation ........................................................................................................................................................................... 7
Attachment B: Response Cover Sheet .......................................................................................................................... 9
University Standard Terms and Conditions ........................................................................................................... 10
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Description
Missouri Western State University (MWSU) is requesting bids for the Potter Hall Theater upgrades located at 4525
Downs Drive, Saint Joseph, MO 64507.
Scope
Rigging repairs.
Replace all head blocks.
Replace all lift line (1/4" GAC).
Replace operating lines.
Replace all rope locks.
New fire curtain release boxes.
Re-use battens, raceway, guide wires, arbors, and loft blocks.
Curtains and lighting to be removed at the start of repair and re-installed at the finish.
QTY. Description
29 Thern Rigging 12" Head Block 6
29 Thern Rigging Rope Lock
14 Peak Trading 106-GAC9/250-1000 1/4" x 1000' 7 x 19 GAC MBS 7000 LBS
Peak Trading 500-C7300-24-00600 Multiline II 3-Strand Rope 3/4" x 600' 10,100 LBS MBS, 3
5
Strand Rope
4 Peak Trading 121D-G30/0250-0133 Proof Coil Chain G30 EG 1/4" x 133' DOM WLL 1250 LBS
300 Peak Trading 115-CSL250 Swage Sleeve Copper 1/4"
300 Peak Trading 115-SHACKSPA0250 Shackle SPA HG 1/4" WLL .ST
300 Peak Trading 115-TSD0250 Thimble Standard Duty HG 1/4"
2 Fire Curtain Protection Pull Box
1 Misc. Rigging Items
1 Labor to Perform Work
Prevailing Wage
MISSOURI PREVAILING WAGE LAW (Sections 290.210 to 290.340, RSMo): The Contractor shall pay not less than
the specified hourly rate of wages, as set out in the Annual Wage Order and made part of the specifications for work under
this contract, to all workers performing work under the contract, in accordance with sections 290.210 to 290.340, RSMo.
The Contractor shall forfeit a penalty to the Owner of one hundred dollars per day (or portion of a day) for each worker
that is paid less than the specified rates for any work done under the contract by the Contractor or by any subcontractor, in
accordance with section 290.250, RSMo.
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Bid Bond
A Bid Bond of 5% of the total amount bid by the Vendor is due at the time of the submittal of the Vendor's response to this
RFP.
Mandatory Pre-Bid Meeting
A pre-bid meeting will be held in Potter Hall on Friday, April 10, 2026 at 10:00 a.m.
Questions
All questions should be directed to the Purchasing Department, (816) 271-4464,
purchase@missouriwestern.edu. The last day for questions regarding this RFP is 4:00 p.m. CST on April 13,
2026.
Submission Deadline
Confidential proposals must be submitted no later than April 24, 2026 1:30 p.m. CST to:
Missouri Western State University
Purchasing, Popplewell Hall 115
4525 Downs Drive St. Joseph, MO 64507
Faxed bid proposals will not be accepted.
Electronic bid proposals are acceptable when emailed to purchase@missouriwestern.edu with the RFP
Number "RFP26-017" in the subject line.
Written bid proposals must be signed and sealed in mailing envelopes with the Vendor's name and address
clearly written on the outside. The RFP Number "RFP26-017" shall also be clearly marked on the outside of the
envelope or package. Proposals may not be accepted if the RFP number is not on the outside of the envelope.
Timeline
RFP Issued April 3, 2026
Pre-Bid Meeting in Potter Hall April 10, 2026
Deadline for Submission of Questions April 13, 2026 4:00 p.m. CST
RFP Due Date April 24, 2026 1:30 p.m. CST
Bid Opening Popplewell Room 102 April 24, 2026 2:00 p.m. CST
RFP Award Notification (approximate) May 1, 2026
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Proposal Instructions
All vendors must include the following in their proposal submission:
Attachment A - Questionnaire
Please ensure all information requested on Attachment A is included within the submission and is accurate.
a. Section A Pricing
b. Section B Experience, Performance and Reference
Attachment B - Response Cover Sheet
Please complete to ensure all information is accurate. Required to be included with submitted documents.
W-9
Please complete with current date and signature.
Affidavit of Work Authorization
Bidders must submit a notarized Affidavit of Work Authorization and completed MOU
signature pages. E-Verify is an example of a federal work authorization program. Acceptable enrollment and
participation documentation consists of completed copy of the E-Verify Memorandum of Understanding
(MOU). For vendors that are not already enrolled and participating in a federal work authorization program, E-
Verify is available at:
https://www.e-verify.gov/
Addendum(s)
Include any addendum(s) with your initials for verification of receipt.
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Attachment A: Questionnaire
IMPORTANT: This questionnaire is part of the proposal and must be completed and submitted with the RFP.
Each Vendor must answer all questions, fill in all blanks, and provide all required documentation. Any errors,
omissions, or misrepresentation of information may be grounds to reject the proposal or cancel any RFP
contract award.
Section A: Pricing
DESCRIPTION PRICE
Equipment Total $
Labor Total $
Total $
List any additional costs if applicable.
DESCRIPTION PRICE
$
$
$
Total $
Total Dollar Amount for All Listed Above
$
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Evaluation
All proposals will be evaluated based on the following key criteria:
* Demonstrates understanding of the purpose, nature, requirements, and vision - 10%
* Demonstrates vendor strengths, experience level and expertise with project - 10%
* Demonstrates the ability to execute the requirements and specifications with completeness and quality of
response, including clear deliverables and compliance - 20%
* Demonstrates the innovation, market evolution, and approach to modern process improvements to maximize
effectiveness and efficiency - 5%
* Proposed cost - 20%
* Availability of Vendor to complete scope as outlined in timeline on-time and on-budget - 20%
* Reference completeness of required information and subsequent reports - 10%
* Additional criteria may be considered by the selection committee unique to the product or service - 5%
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Section B: Experience, Performance and References
1. Describe the Vendor's business and operations within the last 10 years.
City and State, Name of Business, Years in Business, Type of Business
2. Describe the warranty and/or included maintenance schedule for the product or service:
3. Describe the process and requirements for handling maintenance, troubleshooting or customer services
that are not covered by the Vendor's standard maintenance program:
4. In the past 10 years, has the bidder or any of the bidder's owners, officers, or partners been found liable
in a civil suit or found guilty in a criminal action for making any false claim or material
misrepresentation to any public agency? If yes, explain:
5. Explain the process for managing and resolving complaints for all parties involved:
6. Please list contact information for at least three organizations to which you have provided the product
and related services for the product named in Section A. The Vendor authorizes MWSU to contact such
clients regarding the delivery and execution of the product you provide.
References should include the following information:
* Business name and address
* Contact name and telephone number
* Description of project
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Attachment B: Response Cover Sheet
RFP NO: RFP26-017
BUYER: MISSOURI WESTERN STATE UNIVERSITY
(purchase@missouriwestern.edu)
PHONE: (816) 271-4464
PROPOSALS MUST BE RECEIVED NO LATER THAN:
Date: April 24, 2026
Time 1:30 p.m. CST
RFP26-015 MUST BE CLEARLY IDENTIFIED
Return Proposals To: Missouri Western State University
Purchasing Department, Popplewell Hall, Room 115
4525 Downs Drive
St. Joseph, MO 64507
Purchase@missouriwestern.edu
All prospective applicants must submit this document along with their proposals.
By submitting this RFP and signing below, the vendor agrees to furnish or deliver the items or perform the services
upon which prices are quoted herein. Subject to all terms and conditions contained in this RFP and in the manner
and according to the schedule agreed to by the parties.
Bid Firm for 60 Days Unless Otherwise Stated:
Date of Submission Minority Vendor Yes No
____ _____________________________________
Vendor E-Mail Address
_____________ _____________
Company (Entity) Name Vendor Telephone
Address City/State Zip
By (Signature of Authorized Agent) Title Printed Name
Unsigned Proposals May Be Considered Non-responsive
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University Standard Terms and Conditions
This Proposal Request is made upon and subject to the following conditions, all of which are accepted by the
Vendor. Upon acceptance by MWSU, this Bid Request, Bid and the Purchase Order issued thereon shall
constitute the contract for furnishing the items described in the bid in strict conformity with the contract
instruments.
1. Right to Control RFP and Process: MWSU reserves the right to accept or reject any submissions, in whole
or in part, to advertise for new submissions, to abandon the need for services, and to cancel or amend this
RFP at any time. MWSU reserves the right to reject any and all bids and to waive any informality in bids.
2. Solicitation Caveat: Vendor understands and agrees that MWSU shall have no financial responsibility for
any costs incurred in responding to this RFP and shall not be liable for any costs until the Vendor has
executed a contract with MWSU and has been authorized in writing to proceed. MWSU reserves the right
to terminate this RFP. The submission of a proposal shall be conclusive evidence that the Vendor has
investigated and understands, to its satisfaction, the conditions to be encountered, the character, quality, and
scope of work to be performed the requirements of MWSU, and the applicable regulations as outlined in this
RFP.
3. Clarification. No oral explanation in regards to the meaning of the specifications will be made, and no oral
interpretation will be given before the award of the contract. If any person contemplating submitting a bid
for the contract is in doubt as to the true meaning of any part of the specifications or any other proposed
contract documents, he may submit to MWSU a written request for an interpretation thereof. Any
interpretation of the proposed documents will be made by addendum duly issued or delivered to each person
receiving a set of such documents. MWSU will not be responsible for any other explanation or
interpretations of the proposed documents.
4. Identification. All invoices and correspondence shall show the Purchase Order Number. All invoices must
be rendered containing full descriptive information on items or services furnished.
5. Delivery. For any exception to the delivery date as specified on this purchase order, the Vendor shall give
prior notification and obtain approval thereto from MWSU's Purchasing Department.
6. Shipping. Unless otherwise specified, all goods are to be shipped prepaid, F.O.B. Destination. Vendor
agrees to prepay all shipping charges. MWSU reserves the right to refuse any C.O.D. shipments.
7. Contract Price. All prices and fees shall be firm, fixed for the term of the contract. MWSU shall not pay,
nor be liable for, any other additional costs including, but not limited to taxes, insurance, interest, penalties,
termination payments, attorney fees, liquidated damages, etc.
8. Taxes. The Vendor shall assume and pay all taxes and contributions including, but not limited to, State,
Federal and Municipal which are payable by virtue of the furnishing and delivery of items(s) specified
herein. Materials and services furnished to MWSU are not subject to Federal Excise Taxes or Missouri State
Tax.
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