Abbreviated RFP for 2025 LINK Site Selection.pdf

Request for Proposals LINK Program 2025

Site Selection Service

The Atlanta Regional Commission is requesting proposals from site selection companies who are interested in assisting with the coordination of one of our agency’s flagship programs.

I. Overview The Atlanta Regional Commission (ARC) is seeking a site selection company to research, contact, evaluate, and negotiate contracts with a suitable hotel for the 2025 LINK Program. LINK will be held during the month of August in the Washington D.C., Maryland, Virginia (DMV) area.

II. Client Overview & Event Profile & History The Atlanta Regional Commission (ARC) is a regional planning and inter-governmental coordination agency for the 11-county Atlanta region. ARC’s responsibilities include in transportation, land use, economic development, and environmental planning, ARC serves as a catalyst for promoting regional stewardship through comprehensive leadership development programs.

One of these programs is LINK (Leadership Involvement Networking Knowledge). Through LINK each year, we carry 120+ regional leaders -public, private and nonprofit from 11 different counties to another region to learn how other metropolitan areas have tackled the issues, challenges and opportunities that we face in the Atlanta region. LINK is an invitation only trip targeted toward the region's highest-level leaders. Participants include the City Mayors, County Commission Chairpersons, the presidents and chairpersons of the major chambers of commerce, high profile developers, leaders of nonprofit agencies, and other established leaders in the region.

III. Safety & Security Since the intended audience is elected officials, there will be guests who will be accompanied by security onsite for this event. It is essential that the selected venue can accommodate a high-profile guest list and meet various security requests (walkthroughs of the venue, discuss alternative entrances/exits, etc.).

IV. Work and Services For the purposes of this proposal, please consider:

A. Preferred date range for the site selection service is January – March 31st

B. Estimated Attendance: 160 participants

C. Space requirements include:

• Event Space for 160 guests in crescent rounds, podium, and stage

• Space for meals (buffet for breakfast and/or lunch)

• Registration area to accommodate one hour for guest check-in, coffee, and networking

• breakout rooms

• Staff office space

• Reception Area (preferred)

IV. Proposal Submission Requirements All proposals must be submitted electronically to Melissa Roberts at mroberts@atlantaregional.org by 5:00 p.m. EST on Thursday, January 23, 2025. The subject line should read: 2025 LINK Site Selection Service Proposal. Any questions pertaining to the Request for Proposals should be submitted electronically to Melissa Roberts by 5:00 p.m. EST on Monday, January 13, 2025. Staff will post answers to the questions by 5:00 p.m. EST Thursday, January 16, 2025.

Proposals shall not exceed a total of 10 pages (8.5 x 11) inclusive of experience and references. Covers, end sheets, budget exhibits, and an introductory letter shall not count against this maximum. Font size shall be a minimum of 11-point in all cases.

The proposal must address the following factors in the order listed below:

1. General Service Description

2. Describe your company’s services philosophy, work style, and experience

3. Proposed Timeline

4. References

V. Scope of Work ARC seeks to engage with a site selection company to research, contact, evaluate, and negotiate contracts with a suitable hotel for the 2025 LINK Program. The successful company will work with ARC LINK program staff to identify a distinctive hotel with facilities and amenities that will appeal to our attendees. The site should, at minimum provide space for the event, onsite meals (breakfast/lunch), breakout rooms, and a staff office space. Not required, but preferred, is a hotel that can also provide food and beverage services and audio-visual support. Around 160 guests’ rooms per night required for this event. The event will be managed by employees of ARC’s Leadership Program Team. The company’s work will be concluded once the hotel selection and a contract are confirmed.

VI. Evaluation Criteria & Review Process The ARC Review Committee will evaluate all proposals received on or before the deadline, based upon the proposer’s ability to provide the most practical venue and solutions to ARC’s requirements. The review of submitted proposals will be based on the following evaluation criteria with the relative weights in parentheses:

1- Experience (35%) 2- References (30%) 3- Proposed Schedule (25%) 4- Cost (10%) mailto:mroberts@atlantaregional.org

VII. Terms and Conditions:

a) ARC reserves the right to award this contract, or contracts based on initial proposals received without formal interviews. ARC reserves the right to select for contract, reject any and all proposals or to make no award, and to waive minor irregularities in any proposal. ARC reserves the right to request clarification of information submitted and to request additional information from any proposer.

b) ARC reserves the right to award any contract to the next most qualified contractor if the successful contractor does not execute a contract within thirty (30) days after the award of the proposal. The contract resulting from acceptance of a proposal by ARC shall be in a form supplied or approved by ARC and shall reflect the specifications in this RFP.

LINK Hotels Over the Past Several Years:

• InterContinental New York Times Square; August 14-17, 2024

• Humaniti Hotel Montreal Autograph Collection, Montreal; August 15 – 19, 2023

• Kimpton Hotel Van Zandt, Austin; May 4 – 7, 2022

• The Gwen Hotel, Chicago; October 27-30, 2021 (rescheduled from May 2020)

• The Hotel Monaco, Pittsburgh; May 15-18, 2019

• The Pendry, San Diego; May 9-12, 2018

• The Westin Book Cadillac, Detroit; May 3-6, 2017

• The Fairmont, Dallas; May 4-7, 2016

• The Ritz Carlton, Toronto; May 6-9, 2015

ARC Contact: Melissa Roberts Atlanta Regional Commission 229 Peachtree St, NE, Ste 100 Atlanta, Georgia 30303 P | 470-378-1563 Email: mroberts@atlantaregional.org

For more about the LINK program, visit: http://atlantaregional.org/link/ mailto:hberry@atlantaregional.org http://atlantaregional.org/link/