Audio Visual RFP Savannah July 2024.pdf

GEORGIA WORLD CONGRESS CENTER AUTHORITY

ON BEHALF OF THE SAVANNAH CONVENTION CENTER

REQUEST FOR PROPOSALS

RFP # GWCCA070324EC

AUDIO VISUAL

SECTION I

PROCUREMENT OBJECTIVE

1. Summary Statement

Notice is hereby given the Savannah-Georgia Convention Center Authority (hereafter referred to as “Authority” or

“Owner”) is soliciting competitive sealed proposals firms specializing in audio visual equipment and installation.

This procurement will be for the Savannah Convention Center located in Savannah Georgia. The contract, if awarded, will be administrated by the Savannah Convention Center Operations Department or other designee, located at One

International Drive, Savannah, Georgia, 31402.

All respondents to this RFP are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. The Authority retains the right to reject any or all submittals and/or proposals, and to waive technicalities, irregularities, and informalities, and retains the right to cancel or conclude this procurement at any time without selecting a firm to provide the described services, without any liability to any respondents, or any other person or entity, and is under no obligation to make an award relating to this RFP to any person or entity. The final terms of any Agreement for the project contemplated by this procurement will be determined by the Authority, subject, in all cases, to strict compliance with the applicable provisions of the laws of the State of

Georgia.

A. IMPORTANT- A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR THIS PROJECT.

From the time of advertisement of this solicitation until final award is made to a successful respondent and such award is announced, interested firms are not allowed or permitted to communicate about this solicitation or scope with any staff or any official representatives of the Authority, GWCC, or other facilities of the Authority, or their consultants, except for submission of questions as instructed in the RFP, or as provided by any existing work agreement(s). Apparent Awardee(s) are restricted from making public statements or press releases about their selection as finalists or their apparent award. For violation of this restriction, the Authority reserves the right to reject the submittal of the offending respondent.

2. Issuing Officer and Authority Contract

This RFP is being issued by the Georgia World Congress Center Authority, which is the only office authorized to change, modify, clarify, etc., the provisions of this RFP and to award any contract(s) resulting from the RFP.

The Issuing Officer and sole point of contact for administrative and technical issues regarding this RFP is:

Erle Coleman, Issuing Officer

Georgia World Congress Center Authority

285 International Boulevard, NW

Atlanta, Georgia 30313-1591

Telephone: (404) 223-4244

E-mail: ecoleman@gwcc.com

The Issuing Officer may designate others to act on his/her behalf. The Authority may change the Issuing Officer or the limits of his/her authority at its discretion.

3. Mandatory Pre-Proposal Conference/Site Visits

The Mandatory Proposal Conference/Site Visit will be held: July 15, 2024 at 1:30 PM

Savannah Convention Center

Sales Conference Room located in Administration-Ronnie Hickman, Director of Operations

One International Drive

Savannah, GA. 31402-0248 mailto:ecoleman@gwcc.com

Late arrivals shall be subject to dismissal, all vendors are cautioned to arrive on time. Attendance at Pre-

Proposal Conference/Site is mandatory from start to finish to be eligible to submit proposal(s). A maximum of two (2) representatives from each firm may attend. Directions to the facility is available at www.savconventioncentercom. For information regarding this conference contact the Director of Operations on 912-

313-5280, Ronnie Hickman. All potential respondents are encouraged to have a copy (ies) of this solicitation for the

Pre-Proposal Conference, as copies are not guaranteed to be available.

The purpose of this conference will be to clarify the contents of this Request for Proposal in order to help ensure a thorough understanding of the Authority’s requirements. Any questions as to the requirements of this Request for

Proposal, or any apparent omission or discrepancy should be presented to the Authority’s representatives at this conference. This conference also provides a forum by which interested parties will have equal access to relevant RFP information prior to the final proposal submission.

4. Schedule of RFP Events

The following Schedule of Events represents the Authority’s best estimate of the schedule that will be followed. All times indicated are Eastern Standard Time. The Authority reserves the right to adjust the schedule as deemed necessary. If a component of this schedule, such as the close date, is delayed, the rest of the schedule may be shifted as appropriate.

5. Obtaining Proposal Documents

The complete RFP package Documents, scope of work, proposal form and associated Addendum (if issued) will be

PUBLICLY POSTED on the GEORGIA PROCUREMENT REGISTRY at the following web address (and may be directly downloaded using Acrobat 7.0):

https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp.

6. Proposal Submission and Deadline

Proposals are to be addressed and delivered, on or before the submission deadline, as follows:

One (1) Original (Clearly Marked) and One (1) USB Drive containing a complete copy of solicitation response to:

Georgia World Congress Center Authority

Purchasing Department

285 Andrew Young International Boulevard

Atlanta, Georgia 30313

Attn: Erle Coleman, Issuing Officer

All copies of the proposal shall be submitted in a sealed, opaque envelope or box, words “SEALED PROPOSAL”, RFP # GWCCA070324EC Audio Visual clearly indicated, along with Proposer’s name and address, on the outside of all the sealed envelope(s) and/or box(es). No telephone, email, or facsimile proposals will be considered.

Event Date Time

a. Authority issues RFP 07/3/24

b. Mandatory Proposal Conference/Site Visit

07/15/24 1:30 PM

c. Deadline for submission of written questions and requests for clarification

07/17/24 2:00PM

d. Answers to questions posted 07/19/24

e. Deadline for submission of Proposals 07/29/24 10:00AM http://www.savconventioncentercom/ https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

Sealed proposals sent by courier, mail, etc., should be addressed to the Issuing Officer and should be received no later than the proposal deadline (July 29, 2024, by 10:00 am).

Proposers are solely responsible for ensuring delivery of proposals to, and in the hands of, the Issuing Officer by the date and time indicated. The mere fact that the proposal was dispatched or mailed may not be considered. Any proposal received after the date and time specified or improperly marked, prepared, or submitted may not be eligible for consideration and may be returned unopened. Proposals will not be publicly opened.

7. Duration of Offer

Once submitted, a proposal becomes the property of the Authority and constitutes an offer by the Proposer that may not be revoked or withdrawn after the time set for deadline for receipt of proposals and shall remain open for acceptance for a period of One Hundred and Twenty (120) days following such time, and thereafter only in writing.

END OF SECTION

SECTION II

BACKGROUND and INTENT

General Information

1. Organizational Context

SGCCA is a public instrumentality of the State of Georgia and encompasses and operates facilities to promote economic benefit to the citizens of the State of Georgia. SGCCA facilities host a wide variety of conventions, consumer/trade shows and corporate events each year. SGCC is operated by the Authority for the benefit of Chatham

County, and its constituent municipalities.

Under a contract with the Georgia World Congress Center Authority (GWCCA), also a public instrumentality of the

State of Georgia, GWCCA essentially manages the operation of the SGCC.

The Authority enjoys a strong service reputation based upon our ability to provide a superior facility and related services.

The following Request for Proposals will be used to select an organization to partner with the Authority to deliver a service to our customers in a manner that complements our ongoing operations and commitment to excellence.

2. Intent

The Savannah-Georgia Convention Center Authority will consider proposals from qualified and experienced firms ordinarily engaged in the business of providing audio visual equipment and installation and in accordance with the terms, conditions, and requirements set forth in this Request for Proposal (RFP). The Authority intends to make a single award to the highest scored proposer (s) meeting all requirements herein but reserves the right to make a split award if deemed in the best interest of the State.

SECTION III

SCOPE OF SERVICES

AUDIO VISUAL EQUIPMENT AND INSTALLATION

I. PROJECT DECSCRIPTION/GENERAL SCOPE

The Savannah Convention Center is soliciting for bids to replace the existing audio-visual components in the facility. The below work is to include all material and labor to perform the necessary change out of the existing equipment to the new equipment. Please provide the duration of time needed to complete the removal of the existing and installation of the new system. This needs to be the complete time for each one. Please keep in mind that due to business in the facility these may need to be completed at separate times. If there is a pricing difference between separate mobilizations, please quote the project as such. Contractor is responsible for making sure their work area is secure and cleaned up daily. Contractor is responsible for removing all materials from the job site. Also remember we have an active Convention Center so work times may vary due to events we have inhouse. However, we will work with the selected contractor closely to minimize disruption in your schedule.

The existing audio-visual system was installed in 1999/2000. There are two rooms that house the main equipment. If possible, we would like to move all the equipment into one room. Bidders will be responsible for the demo of the old equipment. The old equipment will be turned over to the

Savannah Convention Center for disposal by facility guidelines. Bidders need to keep in mind that the equipment being removed must be protected in a manner that it is not damaged by negligence or unapproved demo methods. If a bidder chooses to use the existing wiring, please provide in your bid testing of the wiring to make sure it supports the new equipment.

We will provide as much documentation on the old system as possible to help in the bidding process. If you have questions, please make sure you ask them during the bid phase. We recommend all bidders come to the facility for a site visit and to field verify aspects to accurately quote the project.

SECTION IV

PROPOSAL TERMS & CONDITIONS

Proposers are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions. All descriptions and prices shall be furnished in a legible manner so there is no uncertainty as to the intent or scope of your proposal.

Where forms are provided, all spaces and the requested information are to be fully completed. All prices must be clearly set forth. In case of a conflict regarding unit price, the word amount shall prevail over figures contained in the proposal. Erasures or other changes in the proposal shall bear the signature or initials of the authorized signature for the proposer.

1. Special Terms and Conditions of Request for Proposal

This request is not an offer to contract or solicitation of bids. This request and any proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the Authority and does not obligate the Authority to procure any goods or services. For the purposes of this Request for Proposal, any reference herein to “bid”, “bids”, “bidder”, “bidders”, shall mean, respectively, “proposal”, “proposals”, “proposer”, and “proposers”. Neither the Authority nor any party submitting a response shall be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the Authority and a party containing such terms and conditions as are negotiated between those parties.

All expenses for preparing and submitting a proposal are the sole cost of the party submitting the proposal. The

Authority is not obligated to any party to reimburse such expenses. All proposals upon receipt become the property of the Authority. Labeling information provided in proposals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. The Authority reserves the right to waive non-compliance with any requirements of this request for proposal and to reject any or all proposals submitted in responses.

Upon receipt and review of responses, the Authority shall determine the party(s) and proposal that in the sole judgment of the Authority is in the best interest of the Authority (if any is so determined), with respect to the evaluation criteria stated herein. The Authority then intends to conduct negotiations with such party(s) to determine if a mutually acceptable contract may be reached and in the course of doing so may use ideas expressed in any proposal. If those negotiations, in the judgment of the Authority, are not successful, the Authority may, but is not required to, enter into negotiations with any other party that has submitted a proposal. The Authority reserves the right to negotiate and/or contract with more than one firm for specific portions of the scope described herein.

Proposals shall be in accordance with the terms, conditions, and requirements set forth in this Request for proposal

(RFP). This RFP provides sufficient information for interested parties to prepare and submit proposals for consideration by the Authority. The Proposer chosen will be determined based upon the Authority’s evaluation of qualified submitted proposals.

The Owner is not required to, and does not intend to, prepare a written evaluation of each proposal and is not required to, and does not intend to, disclose to any party submitting a response, the basis on which any party’s proposal was accepted, rejected, or ranked.

2. Proposer Questions: Requests for Information, Extensions of Deadlines, or Addenda

Proposers are expected to exercise their best professional independent judgment in analyzing the requirements of this RFP to ascertain whether additional clarification is necessary or desirable before responding.

Proposer questions, interpretations of this document, requests for information, requests for extensions of proposal deadlines, or requests for clarification of the scope of services/work shall be submitted in writing to the Issuing

Officer ONLY at the e-mail address provided. Questions and requests submitted shall be numbered and separated from each other by at least two-line spaces. The e-mail message title shall reference the RFP title and number. To be given consideration these questions shall be submitted to the Authority by no later than 2:00 p.m. July 19, 2024. The Authority may, but is not required to, answer questions submitted. If, upon review of such questions/requests, the Authority deems that a change in any part of the proposal documents is in order, an addendum addressing that change may be issued to all interested parties via the Georgia Procurement Registry. All interested parties are responsible for monitoring the site for the latest information regarding the proposed project.

Failure of any Proposer to receive any such addenda or interpretation shall not relieve the Proposer from any obligation that shall apply to their proposal as submitted. All addenda so issued shall become part of this RFP.

Requests for extensions of proposal deadline(s) will be reviewed by the Authority and may be approved or denied at the sole discretion of the Authority.

Corrections, changes, or clarifications, if required, will be made in written addenda. The Authority will not be responsible for any other instructions, interpretations, or explanations. Any written addenda to the proposal documents issued by the Authority prior to the proposal acceptance deadline will be considered a part of these documents. No response other than written will be binding upon the Authority. (See also “Restrictions of

Communications”)

3. Proposal Opening

Proposals will not be opened publicly. After the contract is awarded and finalized, those portions of proposals available under Georgia Laws regarding access to public information will be made available by the Issuing Officer.

4. Specifications

Proposers are expected to meet or exceed the specifications in their entirety. Each proposal shall be in accordance with this specification. If products and/or services as bid do not comply with specifications as written, Proposer shall attach to proposal a complete detailed itemization and explanation for each and every deviation or variation from these specifications. Absence of any such itemization and explanation shall be understood to mean that

Proposer proposed to meet all details of these specifications. Successful Proposer (contractor) delivering products and/or services pursuant to these specifications shall guarantee that they meet specifications as set forth herein. If it is found that materials/equipment and/or services delivered do not meet requirements of this specification, the successful Proposer shall be required to correct it at Proposer’s own expense.

5. Ownership:

Ownership of all data, materials and documentation originated and prepared and submitted in response to this RFP shall belong exclusively to the Authority. Proposals shall be open for public inspection after contract award.

Information submitted in response to this RFP may be disclosed pursuant to applicable Georgia public records laws.

6. Alternates

The Authority will consider alternates that meet or exceed the quality of goods or services specified in this document. Although the Authority will consider all alternates, it is not bound to accept any, which, in its opinion, is not in the best interest of the Authority.

7. Reciprocal Preference Law

For the purposes of evaluation only, Proposer’s resident in the State of Georgia will be granted the same preference over Proposer’s resident in another State in the same manner, on the same basis, and to the same extent that preference is granted in awarding bids for the same goods or services by such other State to Proposer’s resident therein Proposer’s resident in the State of Georgia. NOTE: for the purposes of this law, the definition of a resident

Proposer is one who maintains a place of business with at least one employee inside the State of Georgia. A post office box address will not satisfy this requirement.

8. Small and Minority Business Enterprise

It is the policy of the State of Georgia that small businesses, female-owned businesses and minority businesses have a fair and equal opportunity to participate in the State purchasing process. Therefore, the Savannah-Georgia

Convention Center Authority encourages all small businesses, female-owned businesses and minority-owned businesses to compete for, win, and receive contracts for goods, services, and construction. This desire on the part of the Authority is not intended to restrict or limit competitive bidding or to increase the cost of the work. The

Authority supports a healthy free market system that seeks to include responsible businesses and provides ample opportunity for business growth and development. The Georgia Department of Administrative Services maintains an office to assist small businesses, female-owned businesses and minority businesses in understanding the State procurement process. In addition to contacting the Georgia World Congress Center Authority Purchasing Office, all businesses, female-owned businesses and minority businesses can also contact the Governor’s Small Business

Center at the following address for assistance:

The Governor's Small Business Center

75 5th Street, N.W., Suite 825

Atlanta, GA 30308

Telephone: 404.962.4824

The Minority Business Coordinator of the Georgia World Congress Center Authority is Erle Coleman, 404-223-4244, e-mail: ecoleman@gwcc.com All Proposers should be aware that Contractors and subcontractors who utilize qualified minority subcontractors may qualify for a Georgia state income tax credits for qualified payments made to minority subcontractors. See Official Code of Georgia Annotated (O.C.G.A.) O.C.G.A. Section 48-7-38.

9. EEO - Certification

Proposer, for itself, its personal representatives, successors in interest, and assigns, as a material part of the consideration for the award of a contract, covenants and agrees:

that no person on the grounds of race, color, creed, sex, age, or national origin or handicap shall be excluded from participation, denied the benefits of, or be otherwise subjected to discrimination in the use of its facility;

that, in the construction of any improvements on behalf of Proposer and the furnishing of services, no person shall be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination on the grounds of race, creed, color, sex, age, national origin, or handicap;

that, Proposer shall use the Authority’s facility in compliance with all other requirements imposed by or pursuant to Title 49, Code of Federal Regulations, Nondiscrimination-Effectuation of Title VI of the Civil Rights

Act of 1964, as amended; and that in the event of breach of any of these nondiscrimination covenants, the

Authority shall have the right to terminate the Agreement.

10. Drug Free Workplace

The Authority, as policy, operates its facility as a drug-free workplace, and requires that the labor force of any proposer be drug-free. With submission of a proposal, the proposer hereby acknowledges this requirement, and asserts that the organization of the proposer adheres to such policy and practice. The proposer acknowledges that it may be required to produce certificates affirming its compliance of these requirements of drug-free workplace for duration of agreement term, at execution, or at any time during the term of the agreement. The successful contractor shall secure from any subcontractor hired to work in a drug-free workplace the following written certification: "As a part of the subcontracting agreement with (contractor's name, subcontractor's name) certifies to the proposer that a drug-free workplace will be provided for the subcontractor's employees during the performance of this contract pursuant to paragraph 7 of subsection B of Code Section 50-24-3." The proposer may be suspended, terminated, or debarred if it is determined that: 1. The proposer has made false certification herein above; or 2. The contractor has violated such certification by failure to carry out the requirements of Official Code of Georgia Section 50-24-3.

11. Compliance

By submitting an offer in response to this RFP, the Proposer, if selected for award, agrees that it shall maintain compliance with all Federal, State, and local codes, laws, regulations, standards, ordinances, including applicable to its activities and obligations under the Contract. This includes but not limited to Occupational Safety and Health

Act (OSHA) and all GWCCA rules, regulations, and orders governing the performance of work.

12. Warranty

Proposer warrants that its equipment service to be provided under this RFP and subsequent agreement shall conform to its proposal's description and any applicable specifications shall be of good quality and for the known purpose for which it is intended. This warranty is in addition to any standard warranty or service guarantee given by the Proposer.

13. Interest of the Authority

SGCCA is soliciting competitive proposals pursuant to a determination that such a process best serves the interests of the Authority. The Authority reserves the right to accept or reject any or all proposals; to waive any formality of the proposal form; to modify or amend, with the consent of Proposer, any proposal prior to acceptance; to negotiate with the selected Proposer; to waive irregularities and nonconformities, and; to make an award not based solely on the highest proposal, all as SGCCA in its sole judgment may deem to be in the Authority’s best interest.

If successful Proposer refuses to enter into the Agreement, the right is reserved to accept the proposal of any other qualified Proposer without re-advertising.

14. Evidence of Submission

The submission of a proposal shall be considered evidence that Proposer has: (1) investigated all conditions related to the requested service herein described; (2) ascertained that all areas/conditions are as specified; and (3) has reviewed all RFP documents. No claim for adjustment of the provisions of the RFP or any subsequent Agreement to be awarded shall be honored on the grounds that Proposers were not fully informed of existing conditions.

15. Statements of Agreement (General Information)

Having carefully examined the Request for Proposal, and with submission of a proposal, the Proposer agrees that the Proposer understands any issues in any section of the Request for Proposal with which the Proposer disagrees or needs to clarify its positions on, and also understands that failure to list these items in its proposal will be interpreted to mean that the Proposer is in full agreement with the terms, conditions, specifications and requirements therein. With submission of a proposal, the Proposer hereby certifies: (a) that this proposal is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that

Proposer has not directly or indirectly included or solicited any other Proposer to put in a false or insincere proposal; (c) that Proposer has not solicited or induced any person, firm, or corporation to refrain from sending a proposal.

16. Vendor Protests

The Georgia World Congress Center Authority has established policy and procedures for processing protests from vendors, bidders, or Proposers regarding the solicitation process and/or award of contracts related to any organizational entity of the Georgia World Congress Center Authority.

Bidders/Proposers are hereby cautioned that the policy dictates the following requirements of the Bidder/Proposer:

a. Any protest regarding this solicitation must be filed in writing with the Issuing Officer only. The term

"filed" means receipt by the Officer who has issued this solicitation.

b. If the reason for the protest is apparent before the proposal opening, the vendor who is aggrieved regarding an Invitation to Bid (ITB) or a Request for Proposal (RFP) must file the protest in accordance with policy before the proposal opening. The protest must be filed within 7 calendar days after the reason for the protest is known or should have been known, but no later than two (2) business days prior to bid opening or proposal due date.

c. An actual Proposer/Bidder who is aggrieved after the award of a contract must file the protest in accordance with this policy no later than seven (7) calendar days following the award.

d. The protest must contain (1) the name and address of the protester; (2) the appropriate identification of the solicitation and, if a contract has been awarded, the contract number if it is known; (3) a statement of the reasons for the protest; and (4) any supporting exhibits, evidence, or documents to substantiate any claims unless the documents are not available within the filing time, in which case the date by which the supporting documents are expected to be available is to be noted.

The Issuing Officer will respond to the protest in writing as expeditiously as possible. The decision of The Issuing

Office shall be final.

17. Restriction of Communication

From the issue date of this RFP until a successful Proposer is selected and the selection is announced, Proposers are not allowed to communicate for any reason with any Authority staff except through the Issuing Officer named herein, or during the Proposer's conference (if applicable), or as provided by existing work agreement(s). For violation of this provision, the Authority shall reserve the right to reject the proposal of the offending

Proposer. No individual, other then the Issuing Officer is authorized to amend any part of this RFP in any respect, by an oral statement, or to make any representation of interpretation in conflict with provision of this RFP prior to the proposal submission date.

All interested firms are cautioned to completely familiarize themselves with all conditions as stated in the entire

Request for Proposal. Nothing indicated verbally by the Authority will contradict or override anything in this document. If a Proposer feels they have been told anything that is inconsistent with the information contained in this document, it will not be considered valid unless and until confirmation is received in writing from the

Authority. Should there be any doubt as to the meaning or content of these proposal documents, Proposer shall at once, notify the Authority in writing.

18. Mandatory Contractual Terms

By submitting a proposal in response to this RFP, the proposer, if selected for award, shall be deemed to have agreed to and accepted all Contract terms and conditions set forth in the standard contract form included in the appendices to this RFP.

19. Order of precedence

In submitting a proposal in response to this RFP, Proposer acknowledges that this RFP, including all appendices and attachments, and including service, financial and program specifications and terms and conditions will be incorporated in its entirety in any award issued in response to this RFP. Other documents to be incorporated in the

Agreement shall include the Proposer's entire proposal, including all brochures, attachments and supplementary information. However, in the event of any conflict between the RFP and the bid, the terms of this RFP shall control, and govern any matter set forth therein that is not explicitly modified, added or deleted by the provisions of the subsequent Agreement.

SECTION V

BASIS FOR AWARD

1. Proposal Evaluation Criteria

Following receipt by the Authority, a thorough review of all proposals will be made by an internal committee to determine if the required minimum information is included, and to completely evaluate the information submitted.

Generally, the proposals from firms that are judged by the Authority’s review committee to have substantially excelled with regard to the stated evaluation criteria or have offered services or qualifications especially attractive for the purposes of the project, will be eligible for award consideration.

Proposals will be evaluated based upon criteria formulated around the most important features of the service, of which quality; capabilities, service offerings, customer experience and references may be overriding factors in the issuance of a contract or award. The proposal evaluation criteria, included but not limited to those identified in this document, should be viewed as standards which measure how well a Proposer’s approach meets the desired requirements and needs of the users.

Evaluation criteria include:

TECHNICAL MERIT (60% Weight Factor):

• Demonstrated experience of the firm in providing similar services, including experience and qualifications of key personnel, and relevance of that experience to the needs of the Georgia World Congress Center Authority.

Ability to effectively provide local management to oversee operation of the project on a day-to-day basis and type, quantity, and quality of services provided.

• Stability and responsibility of the firm. Demonstrate that the Proposer has completed at least (5) five projects of similar size and complexity, all completed within the last (5) five years.

• Preferred Qualifications, Education and experience of the team members proposed to perform services.

Demonstrated competence and minimum five (5) years demonstrated prior experience with construction and renovation services. Knowledge of current industry standards, installation, related products, and services.

• Financial Qualifications: The financial strength and creditworthiness of the Proposer will be evaluated to assure the GWCCA that the Proposer can perform its obligations including: i) maintaining a smooth and uninterrupted operation.

• References about the firm, and/or its previous services or accounts. This includes, but is not limited to, the references about the firm’s ability to satisfy the needs of similar facilities with proposed system or services and the levels of that satisfaction as verified by direct Authority communication with listed contacts. The

Authority reserves the right to utilize any relevant reference information received from sources other than those listed by Proposer in this evaluation if the Authority deems such sources reputable.

• Suitability of proposed goods and services to the objectives of the Authority. This includes, but is not limited to, the firm’s apparent fit to the overall goals of the Authority with regard to this service, and how well the firm’s proposed goods and services fit with Authority employees, clientele and/or guests.

• Acceptance of GWCCA's Contract document

• Completeness of response to the Request for Proposal.

COST (40% Weight Factor):

• Overall anticipated proposed cost, as well as any other (if applicable), proposed prices or rates, anticipated cost savings, stated payment terms, discounts, and additional charges. Any items proposed that might result in an impact on the operation costs of the authority are subject to this evaluation.

2. Oral Presentations

In support of their proposals, Proposers may be required to make an oral presentation not more than two calendar weeks after the Authority has requested a Proposer to do so. This will provide an opportunity for the Authority to clarify or elaborate on the proposal but will in no way change the original proposal. The Authority will schedule the time and location of these presentations and Proposer shall be notified individually of their date and time. Oral presentations are an option of Authority and may not be conducted. Therefore, proposals should be as thorough and detailed as possible so that the Authority may properly evaluate Proposers and its capability to provide the required services.

Failure to be prepared to make an oral presentation within this time period may prevent the Proposer’s submittal from receiving further consideration.

Presentations and/or “best and final offers” may be requested of Proposers deemed by the Authority to be the best suited among those submitting proposals on the basis of the selection criteria.

3. Reference Checks

The evaluation committee reserves the right to contact, interview and evaluate the Proposer’s references; contact any

Proposer to clarify any response; contact and interview any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

4. Contract Award in Best Interest

The Authority reserves the right to accept or reject proposals on each item separately or as a whole, to reject any or all proposals without penalty, to split awards, make multiple awards or no award, to waive or permit cure of any minor informalities or irregularities therein, and to contract as the best interest of the Authority may require in order to put an agreement in place which best meets the needs of the Authority, as expressed in this RFP. The Authority reserves the right to negotiate the modification of proposed terms and conditions with the Proposer offering the best value to the

Authority, in conjunction with the award criteria contained herein, prior to the execution of a contract to ensure a satisfactory contract.

SECTION VI

INSTRUCTIONS TO PROPOSERS

Basic Instructions for Preparation of Proposals

✓ Cost amounts shall be submitted on the attached proposal form. Any additional costs to the Authority that cannot be adequately described on the proposal form shall be attached to the respective form, but notation shall be made on the respective proposal form of any such attachment.

✓ Each proposal will be typewritten, upon the forms furnished by the Authority, when applicable, and must give all required information, in the form of a typewritten report, on a standard 8 ½” x 11" page format and accompanied by a cover letter on Proposer’s letterhead.

✓ Proposals must be submitted in such a manner as to make them complete and free of ambiguity, without alterations or erasures. In the event of a discrepancy between the dollar amount written and that given in figures on any portion of a proposal, the amount in writing will be considered the proposal.

✓ All proposal forms must include NOTARIZED “Statement of Proposer’s Qualifications”.

✓ All information, and required forms, called for in the RFP shall be included in the proposal. Information submitted in response to that called for in the items listed in the RFP Section “VII”, “Proposal Submittals”, shall be categorized using the same nomenclature as the RFP listing. For example: Responses for item “A1” requested in category “A”, “Organization and Resources”, must be identified with “A1” designation.

✓ Any exceptions to RFP, Proposal Documents or Policy Statements shall be included with the proposal and clearly indicated on a separate sheet of paper and labeled “Exceptions”.

✓ Proposals shall be prepared simply and economically, providing straightforward, concise delineation of

Proposer’s capabilities to satisfy the requirements of the RFP. Proposals shall be presented in a format with simple binding and organized tabs. Fancy bindings, colored displays other than those necessary, and promotional materials are not desired. Emphasis in each proposal must be on completeness and clarity of content. To expedite the evaluation of proposals, it is essential that Proposers follow the format and instructions contained herein.

✓ At any time after the opening of proposals, SGCCA may give oral or written notice to any Proposer to furnish additional information, either in writing and/or in a verbal presentation, to representatives of the Authority relating to its qualifications to perform the obligations imposed by the project including, but not limited to, information which may be required to supplement that which is required herein to be submitted with the proposal. The additional requested information shall be furnished within the time frame specified by the

Authority.

The giving of the aforesaid notice to Proposer shall not be construed as an acceptance of said Proposer’s proposal.

SGCCA reserves the right to consider such additional information obtained from Proposer or as the Authority may obtain from its independent investigation of Proposer, in its evaluation and selection process.

✓ It is the intent of SGCCA to fully evaluate all complete proposals received by the deadline and to select

Proposer it considers most satisfactory. If a proposal does not comply with the conditions specified herein, it may be rejected without further consideration. These restrictions are not intended to hamper proposal preparation; rather, they will provide uniformity in the responses to this Request for Proposals (RFP).

✓ Proposals may be withdrawn until the proposal due date and time specified herein, at which time the proposal shall be deemed irrevocable by Proposer. Proposer shall be liable for any damages incurred by SGCCA, directly or indirectly, foreseeable or not, related to Proposer’s revocation or attempted revocation of a proposal after that time, including, without limitation, administrative and attorney fees.

✓ The Authority adheres to the guidelines set forth in the Americans with Disabilities Act. Accordingly, provisions will be made to make your use of the services provided by the GWCCA Purchasing Office easier & more accessible. We ask that you please call the Purchasing Manager in advance if you require special arrangements when you attend the public proposal openings or when you visit our offices. If you need assistance when attending a Pre-Proposal Conference, if one is scheduled, please contact the Purchasing

Manager. Please try to give at least one-day notice for such assistance.

NOTICE TO ALL COMPANIES

Servicing the Savannah-Georgia Convention Center Authority

Procedures and Guidelines for Working within the Facility

To assist you in performing your work at the Savannah-Georgia Convention Center Authority, these procedures and information have been developed for our mutual benefit. With ever increasing event activity, it is necessary to carefully plan, coordinate and communicate your proposed work with applicable Savannah-Georgia Convention Center Authority personnel and departments.

(1) PARKING: Prior to your arrival at the facility in which you will be working, you must contact your “contract administrator” or the party requesting services to make arrangements for a parking pass. At that time, you will be given information regarding the appropriate parking location designated for your use and directions to access the designated parking area. We ask that only vehicles that are clearly identified with your company name park in the designated area, and that you limit your stay to the time required performing your work.

Very short-term parking for the delivery of supplies and/or the unloading of parts is understandable and arrangements to park in other areas if necessary, can be made when you arrive, but, again, coordination with your contract administrator or department designee will help to eliminate any problems.

(2) SIGN-IN: We request that all service firms instruct their personnel to report to and sign-in at the Security Office. The

Security Office is open 24 hours a day. Phones: SGCCA – 912-447-4077.

Your personnel assigned to perform work should report to this office, giving their name, company and where they need to work. A temporary SGCCA badge will be issued, and the Security Officer will advise them of designated restricted areas where they may not work on that day. Additionally, Security will make the necessary arrangements to get your personnel where they must go. If applicable, SGCCA Security will contact the private “show security firms” to coordinate your work in the facility.

(3) SIGN-OUT: Upon completion of your work, we request that your personnel return to the appropriate Security Office, turn in the temporary badge, and exit the area.

(4) COORDINATION OF WORK: Generally, there are activities in session at every day of the year. It is important that your work is coordinated with us so that there is no conflict, and our clients are not disturbed. If you are planning to work in the facility, we request that you first call your contact person. Maintenance contractors planning to work in SGCCA should always contact their SGCCA Contract Administrator or his designee upon entering or leaving the facility.

(5) CONCESSION STANDS AND FOOD SERVICE: Unfortunately, there are no facilities available to offer food service to your employees. The staff food facilities are restricted to full-time SGCCA and the food facilities throughout the campus are provided for our clients as part of the scheduled events. We restrict our own staff, as well as the show service contractors, from these facilities accordingly. During move-in and move-out operations on the exhibit floor we frequently open one of the concession stands for the working personnel setting up the show and your employees may eat there. However, most of the time, these areas are also restricted by the show security. Our advice is to simply arrange for your employees to eat elsewhere.

(6) FIRST AID: In the event of an injury to one or more of your employees which requires assistance, the Security Office for the facility in which you are working should always be notified for assistance. Security may be reached by using any

RED HOUSE TELEPHONE and dialing “Ext. 4900”.

Additionally, either Security Office may be contacted through our internal radio system. Most staff members carry internal radios.

We appreciate your reviewing these guidelines and procedures with your personnel who will be working in our facility from time to time. We want to assist you in making your work efficient and safe, while fulfilling our obligations to our clients and customers. Thank you for your assistant. Please contact us if you have concerns or problems that we have not addressed.

HAZARDS & INSURANCE

I. Hazards: The contractor shall be responsible from the time of the beginning of the first work, for all 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 contractor on account of bodily injury (including death) or property damage suffered through the contractor's negligence, which liability is not impaired or otherwise affected hereby, the contractor assumes the obligation to save the owner harmless and to indemnify and defend the owner from every claim arising out of or through injury (including death) to any person or persons or damage to property (regardless of who may be the owner of the property) arising out of or suffered through any act or omission of the contractor or any sub-contractor, or anyone either (a) directly or indirectly employed by or (b) under the supervision of any of them in prosecution of the work included in this contract.

II. Insurance: Proof of insurance coverage and furnishing of insurance policies shall be as shown herein below:

(A) Compliance with Workmen's Compensation Laws: The contractor agrees to comply with the provisions of the workmen's compensation laws of the State of Georgia and to require all sub-contractors likewise to comply. The contractor agrees that, prior to the beginning of any work by the contractor, the contractor will furnish the following to the owner: Certificate from insurance company showing issuance of workmen's compensation coverage for the State of Georgia or a certificate from Georgia Workmen's Compensation Board showing proof of ability to pay compensation directly. The contractor agrees that the foregoing provision respecting workmen's compensation is also applicable to sub-contractor.

(B). Policies, Certificates, Limits, and Disposition of Documents: The contractor shall obtain at his expense insurance with limits as shown herein below unless the contractor desires to broaden the limits and obtain more protection:

(1) CONTRACTOR'S PROTECTIVE LIABILITY INSURANCE - taken out in the name of the contractor.

Bodily injury, including death - limits of $1,000,000 for each accident.

Property damage - limits of $1,000,000 for each accident and $3,000,000 for the aggregate of operations.

DISPOSITION - Certificate of insurance must be sent to owner prior to commencement of work.

(2) CONTRACTOR'S PUBLIC LIABILITY INSURANCE - taken out in the name of the contractor.

Bodily injury, including death - limits of $1,000,000 for each person and $3,000,000 for each accident.

Property damage - limits of $1,000,000 for each accident and $3,000,000 for the aggregate of operations.

DISPOSITION: Certificate of insurance must be sent to owner prior to commencement of work.

(C) Acceptability of Insurers to Owner: No insurance will be accept unless written by a company licensed by State Insurance Commissioner to do business in Georgia at the time the policy is issued, and the company must in addition be acceptable to the owner. To avoid inconvenience, any general contractor or sub-contractor must get in touch with the owner to determine whether the insurance company or companies he expects to use is, or are, acceptable to the owner. All policies and certificates must be signed or countersigned, as the case may be, by resident Georgia agents.

(D) Termination of Obligation to Insure: Unless otherwise expressly provided to the contrary, the obligation to insure as prescribed herein shall not terminate until the owner shall have executed the final certificate.

(E) Competence of Insurers: The contractor is responsible for any delay resulting from the failure; (1) of his insurance carriers; and (2) of insurance carriers of his sub-contractors to furnish proof of proper coverage in; (1) the prescribed form; (2) the prescribed manner; and, (3) in good season.

(F) Notice of cancellation or non-renewal. - No notice of cancellation or notice on intent to non-renewal shall be effective if given more than thirty (30) days in advance of cancellation or date of expiration of policy.

PROPOSAL

FORM A

(MUST BE

RETURNED

WITH

PROPOSAL)

Date:

Name of Proposing Firm:

Address:

Contact Name:

Telephone: Fax: e-mail:

Submit Proposal to:

Georgia World Congress Center Authority

Purchasing Department

Attn: Erle Coleman

285 Andrew Young International Blvd

Atlanta, GA 30313-1591

Re: RFP #GWCCA070324EC AUDIO VISUAL EQUIPMENT AND INSTALLATION –

Georgia World Congress Center

I. Having carefully examined the Scope of Work entitled RFP #

GWCCA070324EC AUDIO VISUAL EQUIPMENT AND INSTALLATION –

Georgia World Congress Center in addition to the entire Request for Proposal of the

Authority, and Addendum No. (s) (if applicable) as well as the premises and conditions affecting the work, (the state reserves the right to disqualify any bid submitted which fails to acknowledge receipt of all issued addendum (a) we propose to furnish all services, expertise, labor and materials called for by them for the entire scope indicated in accordance with the aforesaid documents; Proposer agrees that if the proposal is accepted, he will contract with the Owner in the form of the Contract attached hereby to construct completely, in the manner and time prescribed, the items proposed upon, including all work incidental to such…