‘HENRY COUNTY SCHOOLS

TO: Prospective Offerors

DATE: August 19, 2026

SUBJECT: 2027-130000-0819-Graduation Ceremonies-2027-2029

You are invited to submit Proposals for Production of Graduation Ceremonies for Henry County Schools.

Henry County Schoolsis a political subdivision of the State of Georgia, by and through the Henry County

Board of Education.

Attached are the general conditions, technical specifications, and submittal format.

The written requirements contained in this Request for Proposal (RFP) shall not be changed or superseded except by written notice from Henry County Schools. Failure to comply with the written requirements for this RFP may result in disqualification of the submitted proposal.

To be eligible for consideration, proposals shall be presented in accordancewith the instructions ofthis solicitation and within the timeframe specified. It shall be the responsibility of the offeror to meetall specifications and guidelines set forth herein, in addition to all applicable laws and regulations. Henry

County Schools, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damagesshall be recoverable by any challenger as a result of these determinations or decisions. Henry County Schools reserves the right to reject any or all proposals; any part or parts of a proposal; waive any technicalities/informalities or irregularities; make modifications or specifications; and award any(or all) of the contract ina manner whichis in the best interest of Henry County Schools.

Henry County Schools will leverage an electronic sourcing tool to administer this RFP andall offeror responses must be submitted electronically in accordance with the instructions contained in Section 1.B.2

“Proposal Submission”. Questions and Answers will be managed through the electronic platform as outlined in Section 1.B.2(b) “Submitting Questions”.

Your interest and participation in the Henry County Schools’ solicitation process is appreciated.

—44L Greg Goins, Executive Director of Purchasing

HENRY COUNTY SCHOOLS

SOLICITATION NO. RFP-2027-130000-0819-Graduation Ceremonies-2027-2029

REQUEST FOR PROPOSALS

FOR

Graduation Ceremonies

Opening: August19, 2026, at 11:00 AM EST

Closing: September 30, 2026, at 11:00 AM EST

This cover sheet is required to be signed and submitted for consideration of submitted information related to this request.

Offeror name: Date:

Mailing Address: Phone:

City: Fax:

State: Zip: SSN or Federal Tax ID:

Email: Title of Authorized Representative:

Printed Name: Authorized Signature:

SECTIONI - REQUEST FOR PROPOSAL OVERVIEW

A.

1.

PURPOSE

Henry County Schools is requesting competitive proposals from qualified and experienced offerors to provide all labor, supervision, materials, supplies, tools and equipment necessary to provide a turn-key finished product that includes all stages and structures, sound system, video walls, soft-goods/skirts/scrim, lighting, electrical power, and live-streaming services. Offeror should havea rigging load certified technician on-site during all stages, truss,fly, and operation of equipment. All work shall be performed in accordance with recognized industry standards. This is a Best Value Approach (BVA) Request for Proposals, a unique procurement method.

INFORMATION TO OFFERORS

RFP TIMETABLE

For general informational purposes, dates below are prospective and may be subject to change. Any such changewill be publically communicated via the Henry County Schools website, Bonfire powered by Euna, and shall be madeat least 48 hours prior to the event beginnings.

Event | Timing

Release of RFP 8/19/2026at 11:00 a.m. EST

SiteVisitat EchoPark Speedway 8/27/2026 at 10:00 a.m. EST _ _Deadline for Questions - 8/31/2026 at 3:00 p.m. EST Responsesto QuestionsPosted|9/03/2026 at3:00p.m.EST _ RFPSubmissionDeadline|9/30/2026at11:00a.m.EST_

Evaluationperod SS10/97— Notificationto allOfferors |. 11/11/2026 _ ContractAwarded | 44/13/2026 —

PROPOSAL SUBMISSION

All offerors that desire to respond to this solicitation must register on Bonfire — Henry County Schools’ eSource portal provider. Offerors can access the electronic platform by accessing the direct link for this

RFPorbyvisiting the Henry County Schools Purchasing website as follows:

e HCSportal link: https://henryk12.bonfirehub.com/portal/ e Henry County Schools Solicitations page:

https://schoolwires.henry.k12.ga.us/Page/128846

Oncea potential offeror reaches the Henry County Schools portal hosted by Bonfire, the offeror can register for free by clicking on “Create your free Bonfire account” on the ‘Log In’ tab, or using the ‘Log In’ button in the top right-hand corner of the portal, then clicking on “Create your free Bonfire account”.

Onceregistered, offerors can use this portal to view open projects and details and create a submission for a specific project. Informational addenda have been included on the Bonfire Registration process and contact details for technical support. Henry County Schools utilizes but is not responsible for the operational capabilities of the Bonfire platform.It is the offeror’s responsibility to contact Bonfire for all support needs. Offerors are encouraged to start submissions in advance of the deadline to gain familiarity with the platform and limit risk of technical complications in the offeror’s submittal.

Potential offerors are encouraged to use commonly accepted software programsto create electronicfiles.

If Henry County Schools is unable to open anelectronic file due to a virus or becausethefile has become corrupted, the offeror’s response may be considered incomplete and disqualified from further consideration.

Henry County Schools has the capability of viewing documents submitted in the following format:

Microsoft Word or WordPad, Microsoft Excel, portable document formatfile (PDF), and plain text files with the file extension noted in parentheses(txt). Unless the RFP specifically requests the use of another type of software orfile format than those listed above, please contact the Issuing Party identified below priorto utilizing another type of software and/or file format. In the event Henry County Schools is unable to open an electronic file because Henry County Schools does not have ready access to the software utilized by the offeror, the offeror’s response may be considered incomplete and disqualified from further consideration.

a) RFP SUBMISSION CHECKLIST

The following components constitute a complete proposal submission:

Requested Information Category Required Document

CoverSheet Signed RFP Coversheet

Affirmative response and evidence of appropriate certified technician

- Certification

_ ScoredProposal ScoredProposal

Insurance Affirmative response and evidence of appropriate insurance

ScoredProposal Offeror’sProposal -

Technically Scored Responses

CostProposal

Required Addenda

- Required Addenda.

- RequiredAddenda

A—Signed “Execution of Proposal”

"B=Completed“OfferorInformation” Form |

-C-Offeror Reference and Experience form

. Required Addenda

|D- Signed “Certificate of Non-Collusion”-

¡ E—Signed “Certificate of Non-Discrimination”=

Required Addenda _ RequiredAddenda

H- Signed “Addenda Acknowledgement”

-1-Signed“Offeror's Modification Form”- L- Addenda Offeror's Safety RecordAffidavit

b) SUBMITTING QUESTIONS

All questions concerning this RFP must be submitted in writing via the electronic platform’s message feature for “Opportunity Q&A”. No questions otherthan written will be accepted.

No response other than written will be binding upon Henry County Schools. All offerors must submit questions by the deadline identified in the RFP TIMETABLE above for submitting questions. Offerors are advised that Henry County Schools may or may not respondto late questions.

c) AUTHORIZED PARTY

The table on the coversheet to this RFP shall be completed and signed by the offeror. The coversheet to the submittal must be signed by a offeror officer whois legally authorized to enter into a contractual relationship in the name of the submitting firm.

d) NOTICE OF GEORGIA OPEN RECORDS ACT

By submitting a proposal, each offeror expressly acknowledges and agrees that Henry

County Schools is obligated to timely comply with requests for information pursuant to state and federal laws and regulation, including the Georgia Open Records Act ('"GORA"), 0.C.G.A. § 50-18-70 et seg. Henry County Schools will comply with GORAatits discretion and is not required to notify any offeror prior to compliance. Each offeror also agrees to comply with GORA and to make records subject to GORA, as determined by the Henry

County Schools, available for inspection as required by law, unless otherwise exempt underotherprovisions of the GORA.

Further, if any offeror intends to reserve any record or information as confidential, trade secret, proprietary, or otherwise permissibly exempted under GORA or public record production, the offeror agrees that any such record will be labeled “PROPRIETARY TRADE

SECRET” conspicuously on the records submitted in the platform; and it shall be the offeror’s sole obligation to notify Henry County Schools of asserting such exemption. A

“public copy” of the offer — including any appropriate redaction or modification to preserve the offeror’s asserted confidential, trade secret, and/or proprietary information — shall be mailed to Henry County Schools (33 N. Zack Hinton Parkway;

McDonough, GA 30253) and addressed to the attention of the issuing party of this solicitation. Henry County Schools must receive the public copy within three (3) business days following the deadline for quote submission outlined within this RFP. It shall be

Henry County Schools’ intention to supply this “public copy” in response to public records requests including any such request made under GORA.

3. ISSUING PARTY DETAILS

The solicitation lead is Lynn Lewis- Purchasing Supervisor for Henry County Schools. Any question which arises must be submitted via the electronic portal prior to the DEADLINE FOR QUESTIONS due date outlined above

Failure to comply with the written requirements for this REP may result in disqualification of the submitted proposal.

ADDITIONAL INFORMATION/ADDENDA

Henry County Schools will issue responses to submitted questions, inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the deadline for proposal submission. Offerors should not rely on any representations, statements or explanations other than those madein this RFP (which shall include any addendum). Wherethere appears to be a conflict between the RFP and any addendumissued, the last addendum issued will prevail.

Offerors must acknowledge any issued addendadefined within the electronic platform. Proposals whichfail to acknowledgethe offeror’s receipt of any addendum mayresult in the rejection of the offer or result in the disqualification of the prospective offeror’s submittal.

Offerors are not to include brochures, flyers, screenshots, or the like in the body of the scored questionnaire(s). Any supporting document(s) may be included at the end of the proposal package to support answers and comments to the questions. A table of contents should be included to reference each documentand indexit to the corresponding topic and question.

LATE SUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWALS

Submittals received after the due date and time will not be considered. Modifications received after the due date will not be considered.

REJECTION OF PROPOSALS

Henry County Schools may reject any and all proposal(s) and reserves the right to waive any irregularities or informalities in any proposal or in the submittal procedure. Submittals received after time or at any place other than the time andplace as stated in the RFP will not be considered.

MINIMUM RFP ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawnfor a period of 60 days from the deadline for submission of proposals.

NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and its own work, not a sham, is and was not created or submitted as result of collusion or made in the interest or on behalf of any person not therein named, and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the offeror has not in any mannersought

10.

by collusion to secure to that offeror any advantage over any other offeror.

COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of the RFP to Henry County Schools or any work performed in connection therewith is the responsibility of the offeror(s).

RFP OPENING

Submitted proposals will not be opened or read aloud publicly. All offerors will be notified of solicitation results through the electronic platform.

C. GENERAL PROCUREMENTINSTRUCTIONS

1. Henry County Schools is governed by the Henry County Board of Education and is a recognized governmental entity. The Henry County Schools Purchasing Policy (Board Policy DJE) can be accessed from the Henry County Schools website and is incorporated into this solicitation by reference. By participating in this solicitation, an offeror agrees to be bound by the Henry County

Schools Purchasing Policy on any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

Henry County Schools must receive all proposals no later than the date and timelisted in this

RFP. Each proposal must be signed and dated by anofficial authorized to bind the firm. Late proposals will not be considered for award.

Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Proposals will be evaluated according to completeness, content, experience with similar projects, ability of offeror and any hired staff. The advancementof offerors to a finalist round and/orthe award of a contract to one offeror does not mean other proposals lacked merit, ratherall factors considered, the selected proposal(s) was deemedto bein the best interest of

Henry County Schools.

Offerors are cautioned that this is a request for proposals not a request to contract, and Henry

County Schools reserves the unqualified right to reject any andall offers when such rejection is deemed to be in the best interest of Henry County Schools.

Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired.

Any costs incurred by an offeror in preparing or submitting a proposal(s) are the offeror’s sole responsibility; Henry County Schools will not reimburse any offeror for any costs incurred prior to contract award.

7. Proposals must be submitted in accordance with the requirements of the RFP. Failure to include any required information may cause rejection or disqualification of the proposal.

SECTION II — GENERAL CONDITIONS

A. PURPOSE

Henry County Schools is requesting competitive proposals from qualified and experienced offerors to provide all labor, supervision, materials, supplies, tools and equipment necessary to provide a turn-key finished productthat includesall stages and structures, sound system, video walls, soft-goods/skirts/scrim, lighting, electrical power, and live-streaming services. Offeror shall have a rigging load certified technician on-site during all stages, truss, fly, and operation of offeror equipment. All work shall be performed in accordance with recognized industry standards.

A mandatorysite visit at EchoPark Speedway will occur on Thursday August 27, 2026 @ 10:00 AM EST.

The address: 1500 Tara Place, Hampton, GA 30228thisvisit is to familiarize each offeror with the work to be accomplished in this proposal. The Offeror, in submitting a proposal, is assumed to have visited the premises and to have taken into consideration all conditions which might affect the work. This includes collaboration with Venue host for staging of equipment, materials, supplies, parking, access, and other considerationsrelative to this scope of work. No consideration will be given to any claim based ona lack of knowledge of existing conditions. Offeror shall be prepared to respond to severe weather conditions to ensure thesafety ofall attendees from harm dueto threat of roof, tower trusses, video walls and/or other equipmentstructural failures from high wind.

B. CONTRACT TERM

1. PARTIES

Contract will be between Henry County Board of Education (HCBOE) and Awardee. See Addendum J for

Sample Copy of HCS Offeror Agreement.

2. INITIAL TERM

Contract term will begin no later than November 16, 2026. While the actual graduation ceremonieswill not take place until May 2027,the initial contract duration shall be through November15, 2027.

3. OPTIONAL RENEWAL TERMS

The contract may contain four (4) one-year renewal options contingent upon HCS’s offer of such renewal, the successful offeror’s acceptance and the approval of the Henry County Board of Education

(HCBOE) to renew thecontract.

The Agreementshall terminate absolutely and without further obligation on the part of HCBOEat the close of the calendar year in which it was executed andat the close of each succeeding calendaryearfor which it may be renewed but shall be automatically renewed through the then existing term unless

HCBOE terminates the agreement by providing Offeror with thirty (30) days advance notice of termination prior to the end of the calendar year.

4, TERMINATION

Either party may terminate this Agreement without cause uponthirty (30) days prior written notice to the otherparty.

5. FUNDING OUT CLAUSE

a. It is necessary that fiscal funding-out provisions be includedin all contracts in which the termsare for periods longer than one year. Therefore, the following funding-out provisions are an integral part of this RFP and must be agreedto byall Offerors. The District may, during the contract period, terminate or discontinue the purchase of goods, services or systems covered in this RFP at the end of the District’s then current fiscal year and upon 30 daysprior written notice to the contracted

Offeror. Such prior written notice will state:

i. That the lack of appropriated fundsis the reason for termination, and

ii. Agreementnot to replace the items or services being terminated with items orservices with functions similar to those performed by the items or services covered in this RFP from another Offeror in the succeeding funding period.

b. The complete statement “This written notification will thereafter release the District of all further obligations in any wayrelated to such goods,services or systems covered herein.” must be included as part of any agreement with the District. No agreementwill be considered that does not include this provision for “funding out”.

6. PAYMENTS AND PRICING

a. Payment for any work from this contract shall be made uponreceipt, inspection, and acceptance of completed work and receipt of proper itemized invoices.

b. All invoices must be itemized and submitted in a consolidated manner to HCS within 30 business days of purchase and/or services rendered for the entirety of the agreement unless otherwise agreed upon by theDistrict.

c. The District will not pay any penalties for late paymentof invoices.

d. The District is exempt from State sales tax. All federal and state taxes and fees that can be eliminated in sales to public school systems in the State of Georgia should not be included in the proposedprice.

e. Proposed prices shall include all charges to complete the work as specified. All deliveries are Free on Board (FOB) Designation with the District assuming ownership andliability when the projectis complete at each specified site. All product warranties shall begin upon delivery to each specified site.

C. OFFEROR QUALIFICATIONS

LICENSING

All offerors for the project must be properly licensed under the laws of the State of Georgia and Henry

County, and in good standing before submitting any offer and before commencing any work.

1.

INSURANCE

d.

The offeror shall be responsible from the beginning of this Proposal forall injury or damage of any kind resulting from the work to persons or property, regardless of who may be the owner of the property. In addition to the liability imposed upon the offeror on account of bodily injury (including death), or property damage suffered through the offeror's negligence, which, liability is not impaired or otherwise affected hereby, the offeror assumes the obligation to save the Henry County

Schools harmless and to indemnify and defend the Henry County Schoois from every claim, liability, expense, or paymentarising out of or through injury (including death) to any person or personsor damageto property (regardless of who may be the Henry County Schools of the property) of any place in which workis located arising out of or suffered through any act or omission of the offeror or anyoneeither: (i.) directly or indirectly employed by or; (ii.) under the supervision of any contractorin the prosecution of the work includedin this Proposal.

The offeror agrees to comply with the provisions of the Workers’ Compensation laws of the State of Georgia. The offeror agrees that, prior to the beginning of any work by the offeror; the offeror shall furnish to Henry County Schools a Certificate from the insurance offeror showing issuance of

Workmen’s Compensation coverage for the State of Georgia or a Certificate showing proof of the ability to pay compensation directly. Offerors are required to submit proof of a current insurance certificate via Henry County Schools’ electronic sourcing platform under “Requested information”.

The offeror shall obtain and maintain, at their expense, insurances with minimum limits as shown below and shall protect the offeror and Henry County Schools from any claims for property damage or bodily injury, including death, which may arise out of operations underthis solicitation. The offeror shall furnish Henry County Schools certificates, policies, and cancellation endorsements as shownbelow:

Offerors General Liability Insurance-taken out in the name of the offeror.

|. Split Limits of Liability-Bodily Injury Liability: Limits of $1,000,000 for each occurrence and

$2,000,000 for the aggregate of operations. Property DamageLiability: Limits of $1,000,000 for each occurrence and $2,000,000 for the aggregate of operations. Or if Combined Single

Limit Liability-Bodily Injury and Property Damage Combined: $1,000,000 each occurrence, $2,000,000 aggregate.

Il. Cancellation Endorsement-These insurance coverages shall not be cancelled until at least 30 days prior written notice has been given to Henry County Schools.

lil. Disposition-Certificate from insurance offeror showing insurance policy must be sent to Henry

County Schools prior to commencement of work. Offerors are required to submit proof of a current insurance certificate in the electronic platform under “Requested Information” showing Henry County Schools, 33 North Zack Hinton Parkway, McDonough, GA 30253 as certificate holder.

e. Contractor’s Public and Automobile Liability Insurance:

I. Split Limits of Liability-Bodily Injury Liability-limits of $1,000,000 for each person and $1,000,000 each occurrence. Property Damage-limits of $1,000,000 for each occurrence.

ll. Or if combined Single Limit of Liability-Bodily Injury and Property Damage Combined:

$2,000,000 each occurrence.

ltl. Cancellation Endorsement-These insurance coveragesshall not be cancelled until at least thirty

(30) prior written notice has been given to Henry County Schools.

IV. Disposition-Certificate from insurance offeror showing insurance policy sent to Henry County

Schools prior to commencementof work. Offerors are required to submit proof of a current insurancecertificate via Bonfire under “Required Information” showing Henry County Schools, 33 North Zack Hinton Parkway, McDonough, GA 30253 as certificate holder.

f. Acceptability of Insurance Companies-Noinsuranceofferorwill be acceptable unless written by an offeror licensed by the State Insurance Commissioner to do business in the State of Georgia at the time the policy is issued. The offeror must, in addition, be acceptable to Henry County Schools.

SUSPENSION AND DEBARMENT

By submitting a proposal, each offeror certifies that it is not currently suspended or debarred from submitting proposals or Proposals on contracts or in suspension or debarment proceedings by any agencyof the State of Georgia and the federal government, noris it an agent of any person or entity that is currently suspended or debarred from submitting proposals on contracts or in suspension or debarmentproceedings by any agency of the State of Georgia or the federal government.

BOYCOTT OFISRAEL

By submitting a proposal, an offeror certifies that it is not currently engaged in a boycott of Israel as defined in O.C.G.A. § 50-5-85. Further each offeror agrees to not engage in any boycottofIsrael for the duration of any contract award as a result of this RFP.

CONFLICT OF INTEREST

By submitting a proposal, the offeror represents and warrants no official or employee of Henry County

Schools has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be madeasresult of this RFP, or in any expected profits to arise therefrom. The offeror is required to disclose any real or apparent conflict of interest with any Henry County Schools officials or employees at the time of proposal submission. For the avoidance of doubt, this paragraph shall apply also to any real or apparent conflict of interest known or suspected to be held by any memberof the Henry County

Board of Education.

D. SCOPE OF WORK —- MANDATORY REQUIREMENTS:

Henry County Schools will host graduation ceremonies for the FY26-FY27 school yearas follows:

EchoPark Speedway- 1500 Tara Place, Hampton, GA 30228

Dates: May 19,2027- May 24,2027

There will be 4 daytime ceremonies held at 9 am est -There will be 4 evening ceremonies held at 7:30 pm est

Potential makeup dates 5/25 & 5/26

Setup days prior to the first graduation ceremony will be: 5/17-5/18

Breakdown,load out, and clean up after the final ceremonywill be: 5/26-5/27

Offeror Experience

1. Graduation experience with a School District of equivalent or larger size to Henry County Schools

2. Collaborative coordination experience with multiple entities for High School graduation ceremonies

OFFEROR PROPOSAL— TECHNICAL SCORED RESPONSES:

Project Scope of Work

* To feed the EchoPark Speedway house PA system offeror needsto provide line level analog feed to the house at the media center.

**All Specifications listed below will be equivalent or superior equipment**

Brand names and model numbers referenced within this RFP primarily establish the quality, capability and performance level expected by the Offeror.

Offeror shall provide one main stage equal to or closely approximated to 64' wide by 16' feet deep and 30" high. The stage will have rails along the sides and the upstage edges. The main stage will have three ADA ramps(slip resistant) with the entrance stage right, stage left and downstage center. In addition, the main stage will have twosets ofstairs, (1) stage right and (1) stage left. All stages and ramps shall have skirting aroundfront and twosides. All stages and rampswill have 32" safety handrails.

Offeror shall provide a secondary stage for choral performance equalto 24'L x 16'W x 30"H with capacity for choral risers, and twosets of stairs stage right. In addition, an ADA ramp (slip resistant) is necessary for this stage also. All stages and ramps shall have skirting around front and twosides. All stages and rampswill have 32" safety handrails.

Offeror should provide twolecterns. One will be downstage centerfor primary speaking, another stage right for name-calling.

Offeror shall provide an arched roof with white roofing skin over stage that covers the entire main stage area at an approximate height of 25', Offeror shall provide 2(ea.) 18' W x 10' H, 3.9 mm video walls, (1) stage right and (1) stage left.

Grid System, Staging System, Ramps, Lighting, Audio, Video and Soft goodsas specified below:

1 (ea.) - 46'x 24'x 25'h Arched Roof with 12' sound bay rated at 3000 Ibs. per Sound Wing, White Skin 6 (ea.)-

Tower Peaked MDLB/Roof

Note: All Roof Systems must be staked in ground or rigged to water barricadeson at least 8-points.

12 (ea) -48"H x 48"Lx 48"W WaterBarricade. -45lbs empty/2400lbs. full. (Offeror shall supply both water and a meansto fill ballast)

12 (ea)- Water Barricade Covers (Black)

2 (ea.) - Applied GS-33 Towers with 20.5 x 20.5 Sleeve Block@33'

2 (ea.) - 1 Ton CM 3-Phase Motors as necessary to properly rig and fly equipment. 4 (ea) - 20' Wide Video

Bay: Applied 10’ 20.5 x 20.5 x 10' HD Truss

1 (ea)-64' x 20' stage (SR)

Black fabric under-skirtingfor all stages and ramps, three sides (Front,left, and right) 8' Safety Hand-rail

Sections necessary for all main and side stages.

2 (ea.)-24"-32" 3-Tread Stair Unit

3 (ea )-ADA Handicap Ramptoa 30"H Stage,(1) Stage Right, (1) stage Left, and (1) Down Stage Center | (ea) -

12' x 8' DownStage Thrust, three-sided black skirt.

12 (ea.)- 8'Lx32"HFrontRail Sections (open) 2 (ea.)-4'L x 32"HFrontR.ail Sections (open)

6 (ea.)- 8' Toe/Chair Rail Sections for ADA Ramps2 (ea)-24"-32" 3-Tread Stair Unit (Side Stage)

1 (ea)- 16' x 16' Stage (SR) (Side Stage)

4 (ea.) - Applied 10'12" x 12" HD Truss

2 (ea) - Camera Risers (2 (ea) -48"x 48" Decks making an 8'x4' platform) one for operator@24" Hand one for camera@ 72" H.

Lighting:

2 (ea.) - 1/4 Ton CM Single Phase Motors

1 (ea.) - Rigging Package consisting of all motors, safety cables, clamps, etc. required to safely and properly rig andfly all equipment.

8 (ea.) -AAdyn ECO Punch Plus -ECO-PHC-003 - 3.3K LED Television Light that includes (3) Diffusion Filters,

(1) 1/4 CTO,(1) 1/4 Minus Green,Filter Scrim Bag, Bracket & Yoke Adaptor and carry case. Specs:

http://www.aadyntech.com/light/eco-punch-plus Power Consumption: 4.8 amps.

4 (ea.) - AAdyn JAB Variable Kit-JAB-VBAR-002-1.SK LED Fixture that includes (3) Diffusion Filters, Filter Scrim

Bag, Bracket & Yoke Adapter and Cany Case with stands). Power Consumption |.7amps

1 (ea.)- Complete powerand control cabling package as necessary for specified lighting. 1 (ea.) - Lighting

Console, with minimum of(2) Universes

8 (ea.) - Chauvet Colorado Batten 72 Tour (Color), Optics: 30 degree, Beam angle: 40.1 degree, Field angle: 54.8 degree, Lux: 1,300 @2m, Power: 120V, 1.43A

Audio:

1 (ea.) - Behringer FOH Console

1 (ea.) - DiGiCo Galileo 616 Processor1 (ea.) - Tascam CD200i CD Player

12 (ea.) - Meyer Milo Powered Speakers 2 (ea.) - Meyer 700HP Self Powered Sub

4 (ea.) - Meyer UPJ-IP Self Powered FrontFill Speakers

Complete Microphone Package- to include 2 gooseneck style condenser mies with pop filters for lectern, 2 pencil condenser mies with pop filters for side stage Choirs/ensembles. 1 wired SM58 mic with popfilter for side stage choir solos, a minimum four channel wireless handheld mic package with antennadistro, and all mic stands, Di's, and cables necessary for operation.

| (ea.) - Splitter Snake System

1 (ea.) - Motion LAB 200A 3 Phase Power Distribution 4 (ea.) - Motors with Rigging Package- (All motors, safety cables, clamps, etc. required to properly rig and fly audio equipment)

2 (ea.)- Complete 4 Unit Comm Sets

Yellow Jackets Cable Ramps - as necessary to ensure protection ofall cabling from personnel and vehicular traffic.

Video:

System Builds - 2 (ea.) 18' W x10' H, 3.9 mm Video Walls

17 (ea.) 8 units in flight case of3.9mm LED Video Panels Aurora LED (Indoor/Outdoor)2 (ea.) -4K2K processor

Magn Image.Inputs including HD-SDI, dual HDMI, DVI, dual DisplayPort. Up to 8DVI scaled outputs. 4 Layer

(multi-window) functionality.

1 (ea.) - Complete power and control cabling package as required for Video.

All motors, safety cables, clamps, etc. required to properly rig and fly video equipment.

Live Streaming:

Offeror shall provide services to capture and stream via internet the commencement services of the

2026-2027 school year graduations at EchoPark Speedway. Live-stream feed shall be delayed minimum of 3 seconds.

Offeror shall provide a download link to each school Principal or designee so that after graduation ceremonies have been completed families may downloadtheir Participant's video.

Offeror should expect variation from ceremony to ceremony in regard to individual school commencement preferences. Schools will provide any backing tracks, choir performances and/or other content specific to their school program.

Offeror will be responsible to coordinate and vet with HCBOEpersonnel to provide media content to include

"titles," also known as "lowerthirds” on the screen for anyone speaking at the podium, graduates’ names, graphics, logos' etc. Digital versions of each school's program will be provided to Offeror in a timely manner to prepare programs. Offeror is responsible to make any last minute name changes or media content up to day of event.

Offeror shall be responsible forall copyright, royalties and licensing fees associated with this event.

Offeror shall have digital versions of the graduations for download, available no more than 15 working days after the final commencement ceremony has concluded.

Offeror shall provide all equipment, camera risers, power, and control cabling required for live streaming.

Offeror will provide a minimum of 5(ea.) camera setup downstageleft remote camera shot, downstageright remote camera shot, Wide angle remote camera shot from grandstand, and two cameras on separate platform risers placed at the rear center of the seated graduates.

Specific stationary camera andriser locations to be designated by HCBOE personnel. Offeror will provide a minimum of 4(ea.) camera setupto include, (1) wide angle shot, (1) camera stage right, (1) camera stageleft, and (1) down stage Lectern shot, and (1) roaming camera shot.

Any agreement ensuing from this RFP will entail the following, at a minimum:

Using the templates provided in the electronic platform, the following information is requested to support selection of a qualified and responsive offeror:

Best Value Approach- Available value-added services (optional services)

a. Additional Services Offered- unique experience for the Graduation Ceremony

b. Pricing not to exceed 3% for the potential renewal options for two years

F. CRITERIA FOR EVALUATION AND SCORING

All timely responseswill be evaluated in accordance with the following steps:

1. ADMINISTRATIVE REVIEW

Submittals will be reviewed by the Issuing Party to determine compliance with the following requirements:

e Response was submitted by the deadline defined in the “RFP TIMETABLE” e Response is complete and contains all required documents defined in the “RFP SUBMISSION

CHECKLIST”

e Donot substitute any Henry County Schools form within the electronic platform

2. EVALUATING QUALIFICATION FACTORS

Offeror proposals which pass the administrative review will be evaluated according to responses provided to statements outlined abovein the “SCOPE OF WORK — MANDATORY REQUIREMENTS”and

“OFFEROR PROPOSAL — TECHNICAL SCORED RESPONSES”for project scope of work sections and other requested documents. The Evaluation Team will review each offeror’s responsein detail. If an offeror fails to meet a mandatory and/or technical scored RFP requirement, Henry County Schools will determineif the deviation is material. A material deviation will be cause for rejection of the response.

An immaterial deviation will be processed as if no deviation had occurred. The presence of multiple non-material issues in a solicitation or response does not constitute a material issue unless deemed material by the evaluation team.

Responses to Mandatory Requirementswill be scored and allocated up to 20 points. Technical Scored

Responseswill be allocated up to 60 points and will be evaluated in consideration of the following:

phaseMandatoryscopeOfWorks 5:2keiee s02EU Gà Lê) Offeror Experience Requirements: _—_ 20

Graduation experience of equivalent size school district or larger 10

Collaborative coordination experience with multiple entities for High School graduation ceremonies 10

Technical Scored Requirements: 60

Grid System _A

StagingSystem - 10 - Ramps 5

Lighting Audio _ 5

Video 5

Soft goods 5

Complete Turnkey:all stages, structures, sound systems, video walls, soft-goods, skirts, scrim, lighting, electrical power, and live stream services 20

Total available (56 points needed to qualify to move to phase 2)

Phase 2 Cost:

Offeror Cost Proposal 20

Total cost of services o o 0-

Phase 3 Best Value Approach: 20

Additional Services Offered: i.e. drones for images, holograms 10

‘Agreeto price hold: pricing not to increase more than 3% for 2-year renewal options 10 Total Points Available 120

H. FINAL SELECTION

Following review ofall qualified proposals and selection of a suitable offeror, and preliminary contract negotiations, a recommendation for contract award will be made to the Henry County Board of

Education. Any contract award will be made only upon approvalby the Board. Following approval, Henry

County Schools will complete contract negotiations.

Note: Henry County Schools reserves the right to accept the response whichis determined to be in the best interest of Henry County Schools and its employees. Henry County Schools reservesthe right to reject any and/orall proposals.

|. ADDENDA

The following is a summaryofall required and informational addenda included in this RFP. All addenda must be acknowledgedby the offeror to submit a responseto this RFP.

Addend Rafere a Addend

Execution of Proposal

Acdaeno atego

Required with submittal

Offeror Information form Required with submittal

Offeror Reference and Experience form Required with submittal

Certification of Non-Collusion Required with submittal

Certification of Non-Discrimination Required with submittal

Bonfire Support Information Informational

Henry County Schools Protest Procedure Informational

Addenda Acknowledgement Required with submittal

Offeror's Modification Form Required with submittal

Sample Copy of HCS Offeror Agreement Informational

Immigration and Security forms Required with submittal

Safety Record Affidavit form Required with submittal r F l l l r l a l m l m l D l o l ơ l r

EchoPark Images Informational

ADDENDUM A

EXECUTION OF PROPOSAL

DATE:

The potential offeror certifies the following by placing an "X"in all blank spaces:

That this proposal was signed by an authorized representative of thefirm.

That the potential offeror has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

That all labor costs associated with this project have been determined, including all direct and indirect costs, That the potential offeror agrees to the conditions as set forth in this Request for Proposal with no exceptions.

Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees,if this proposal is accepted within sixty (60) days from the date of the opening, to furnish the services for the prices quoted within the timeframe required.

Authorized Signature Date

Typed Name€ Title

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL.

ADDENDUM B

OFFEROR INFORMATION FORM

Mailing Address (Please type or print. Complete all items)

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Remittance Address(if different)

City, State, Zip:

Accepted Payment Methods(select all that apply)

[_] Check [_] Credit Card/Purchase Card LỊACH ] Other:

Other Offeror Information

Federal Business ID: or Social Security #

Certification

Under penalty of perjury, | certify that:

1. The information stated in this application is factual and true, and

2. The number shown on this form is my correct taxpayer identification number (or | am waiting for a numberto be issued to me), and

3. lam not subject to backup withholding because (a) | am exempt from backup withholding, or (b)| have not been notified by the Internal Revenue Service that | am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that | am no longer subject to backup withholding.

Certification Instructions: You must cross out Item 3 above if you have been notified by the IRS that you are currently subject to backup withholding because of under reporting interest or dividends on your tax return. For real estate transactions, item 3 does not apply. For mortgage interest paid, the acquisition or abandonmentof secured property, contributions to an individual retirement account (IRA), and generally payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN.

(Representative’s Signature) Date

Please type or print representative’s name

THIS PAGE MUST BE COMPLETED AND SUBMITTEDASA PART OF YOUR PROPOSAL.

ADDENDUM C

OFFEROR'S REFERENCES AND EXPERIENCE

Offeror NameProviding Reference

Business Name:

Address:

City, State, Zip:

Describe in Detail Services Provided (use additional sheets if necessary):

Offeror Name Providing Reference

Address:

City, State, Zip:

Describe in Detail Services Provided (use additional sheetsif necessary):

Offeror NameProviding Reference

Address:

City, State, Zip:

Describe in Detail Services Provided (use additional sheets if necessary):

Important! This is a vital part of your RFP submission. HCSwill verify client references. It is advisable that you inform your reference contact person that you have listed them for reference.

Contractor

Signature Date

THIS PAGE MUST BE COMPLETED AND SUBMITTEDAS A PART OF YOUR PROPOSAL.

ADDENDUM D

CERTIFICATION OF NON-COLLUSION

| certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Proposal for the same materials, supplies, or equipment, andis in all respects fair and without collusion or fraud per the requirements of O.C.G.A. § 50-5-67(e).

| certify that this Proposal is made without prior understanding, agreement, or connection with any memberof the governmentagencyletting this public works contract and is in all respects fair and without collusion or fraud per the requirements of 0.C.G.A. § 36-91-21(f).

| further certify that the provisions of the Official Code of Georgia Annotated § 45-10-20 et. seq. has not andwill not be violated in any respect.

| understand thatcollusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.| agree to abide byall conditions of this Proposal and certify that | am authorized to sign this Proposal for the Offeror.

The Offeror being sworn disposes and says, its agents, officers, or employees have not directly or indirectly entered into any agreements, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this Proposal.

Offeror Name:

City: State: ZIP:

Name: Title:

Signature: Date:

ADDENDUM E

CERTIFICATION OF NON-DISCRIMINATION

In connection with the performance of work underthis contract, the contractor agreesasfollows:

The contractor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin or ancestry. The offeror shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin or ancestry. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event the contractor is not in compliance with this non-discrimination clause, the contract may be cancelled or terminated by the Henry County Schools. The Henry County Schools may declare the contractor, ineligible for further contracts with the Henry County Schools until satisfactory proof of intent to comply shall be made by the offeror.

The contractor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

Contractor

Signature

Date

ADDENDUM F

BONFIRE SUPPORT INFORMATION

Bonfire is Henry County Schools' eSource portal provider. Bonfire provides direct support to Offerors. Bonfire

Support Hours are Monday- Friday 8:00am - 8:00pm EST.

Offerors should contact Bonfire via email (Support@GoBonfire.com) to launch a support case. Alternatively, offerors can call CustomerService at 1-800-354-8010 (ext. #2). Note thatif the offeror doesn't get through on the first try and leaves a voicemail, a support ticket will automatically be generated, and the Bonfire support team will respond in a timely manner.

Offerors can also visit https://gobonfire.com/support/ to access tutorials, videos, and other resources which can support the Offeror in completing a submittal.

Note: Henry County Schools utilizes but is not responsible for the operational capabilities of the Bonfire platform.It is the offeror’s responsibility to contact Bonfire for all support needs. Offerors are encouraged to start submissions in advance of the deadline to gain familiarity with the platform and limit risk of technical complications in the offeror’s submittal.

ADDENDUM G

HENRY COUNTY SCHOOLS PROCUREMENT PROTEST PROCESS

Any Offeror not selected, or otherwise adversely affected by the decision-making process under a competitive procurement, mayfile written protest. An adversely affected Offeror must file such written protest and exhaust all administrative remedies afforded herein before seeking judicial review of any award of a contract resulting from a competitive procurement. In each instance of protest, the Offeror must demonstrate that it would be eligible to be awarded the contract in the event the protest was successful.

In order to be an adversely affected Offeror with a right to submit a written protest, the Offeror mustitself claim to be eligible for award of the contract in the event the Protest were successful and must be next in line for the

Award.In addition, the adversely affected Offeror must demonstrate at least one of the following reasonsfor the

Protest:

(a) all higher-ranked Offerors are ineligible for Award of the Contract becausetheir Proposals were nonresponsive;

(b) the School District has failed to conduct the evaluation of proposals in accordance with thecriteria or processes described in this RFP;

(c) the School District has abusedits discretion in rejecting the Offeror’s proposal as nonresponsive; or

(d) the School District's evaluation of the proposals or its subsequent determination of awardis otherwisein violation of Georgia Law.

The written protest shall specify, at minimum:

e the name and addressof the protestor;

e appropriate identification of the solicitation;

se any andall grounds uponwhichthe protest is based;

e supporting exhibits, evidence or documents to substantiate any grounds; and suggested changes that may remedy the defects.

To be considered, all protests must be in writing and must be submitted to the Superintendent’s Office in an envelope marked as follows: REP Award Protest. Protests must be timely received by the Superintendent's Office to be considered. In all cases, the last date for any protest shall be within seven (7) calendar days after issuance of the Award and such protest must be received by such date (not mailed orin route).

The Executive Director of Purchasing shall have the authority to settle or resolve a written protest submitted in accordance with the requirements of this Section. If the protest is not settled or resolved by mutual agreement, the Superintendent or the Superintendent designee shall issue a written decision on the protest in a reasonably timely manner.

ADDENDUM H

ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Request for Proposal and the following Addenda, receipt of all of which is hereby acknowledged by placing an "X"in all blank spaces:

Addendum A — required with submission

Addendum B — required with submission

Addendum C — required with submission

Addendum D — required with submission

Addendum E — required with submission

Addendum - Informational

AddendumG - Informational

Addendum H — required with submission

Addendum | — required with submission

Addendum J — Informational

Addendum K — required with submission

Addendum L — required with submission

Addendum M - Informational

Contractor's Representative (First and Last Names)

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the Offeror’s receipt of any addendum will result in the rejection of the offer if the addendum contained information which substantively changes the County’s requirements.

ADDENDUM |

Offeror’s Modifications Form

Regarding Addendum J (Sample Copy of HCS Offeror Agreement)

The terms and conditions contained in the solicitation comprise the contract proposed by HCS. HFCS does not intend to make changes to those terms and conditions, unless necessary to clarify the scope of work and/or technical requirements. Offeror may lose points for substantive modifications proposed by Offeror which materially differ from the RFP terms andarelikely to, in the opinion of HCS, require substantial legal negotiations to resolve. In addition, failure to accept the terms and conditions mayresult in significant unacceptable delays in

HCS’ ability to award a contract and may result in an Offeror’s proposal being deemed to be nonresponsive.

Nonetheless,if an Offeror must propose modifications to any of the contractual terms containedin the solicitation

(including Addendum J) the Offeror shall provide the requested information for each proposed modification in the table below. Offerors who submit a proposed or sample contract muststill specifically identify each proposed modification using the format below. By completing and submitting this form, an Offeror acknowledgesthatits proposal may be deemed to be nonresponsive at HCS' discretion.

No. Section #, Paragraph Modification Proposed and Proposed Contract Price /

#, title and clause Reason Provision to be…