AV_Scope.docx

REQUEST FOR PROPOSAL: Exclusive Audio-Visual Services

1. INTRODUCTION

Ocean Center is seeking proposals from qualified audio-visual companies to provide exclusive AV services for convention and meeting business at our facility. This RFP outlines the requirements, expectations, and evaluation criteria for selecting a partner to deliver comprehensive audio-visual solutions to our clients.

1.1 Facility Overview

Our convention center includes the following spaces:

Arena**: 42,146 square feet Exhibit Hall**: 93,028 square feet Ballroom**: 14,000 square feet Meeting/Breakout Rooms**: 32 rooms totaling 32,000 square feet

1.2 Scope of Services

The selected provider will serve as the exclusive audio-visual partner for all convention and meeting business. This contract does **not** include entertainment events.

2. SERVICE REQUIREMENTS

2.1 Core Services

The selected AV provider must offer comprehensive audio-visual services including, but not limited to:

- Audio systems (microphones, speakers, sound reinforcement, audio mixing)

- Video projection (projectors, screens, and related equipment)

- Display technology (LED screens, monitors, video walls)

- Lighting for meetings and presentations

- Video production and recording services

- Teleconferencing and virtual/hybrid event solutions

- Staging and rigging services related to AV installations

- Technical support and labor

- Event planning consultation and technical drawings

2.2 On-Site Presence

The provider must:

- Maintain on-site presence throughout the duration of any event they are servicing

- Provide adequate staffing levels appropriate to event size and complexity

- Ensure technicians are professionally trained and certified

- Designate an on-site account manager or lead technician for each event

2.3 Equipment Standards

The provider must:

- Maintain current, professional-grade equipment that meets client needs

- Ensure all equipment is well-maintained, clean, and in proper working order

- Keep inventory sufficient to handle multiple simultaneous events

- Provide backup equipment for critical systems

- Regularly update technology offerings to remain competitive in the marketplace

2.4 Response and Service Standards

- Provide quotes within 72 business hours of request

- Respond to emergency technical issues immediately

- Conduct pre-event site visits and technical planning meetings

- Perform equipment setup, testing, and strike according to agreed timelines

- Maintain professional appearance and conduct at all times

3. BUSINESS TERMS

3.1 Commission Structure

The convention center will receive 20% commission on all AV business booked at the facility. Commission payments shall be remitted to the convention center monthly with detailed reporting of all events and revenue.

3.2 Client Buyout Option

The convention center reserves the right to offer clients a buyout option to bring in their own AV provider. The buyout rate will be determined by the convention center and will not include any revenue share with the exclusive provider. This policy ensures competitive pricing and quality service from the exclusive provider.

3.3 Pricing Requirements

- Provider must submit a standard rate sheet for common equipment and related labor services

- Pricing must be competitive with regional market rates throughout contract

- All quotes must be itemized and transparent

- Provider must honor quoted prices for the duration of the event

- Any price increases during the contract term must be justified and approved

3.4 Billing and Payment

- Provider will bill clients directly for all AV services

- Provider is responsible for collection of payment from clients

- Commission payments to convention center are separate from client billing

3.5 General

Must currently maintain a regional headquarters within the Orlando or Jacksonville Metropolitan area, if not, must describe how operations would be managed.

Must be capable of maintaining a sufficient inventory of equipment on-site to meet a majority of demands of audiovisual request on a day-to-day basis.

Rental fees shall be at or below the published rates in Contractor's supply brochure. These prices shall be consistent individually and jointly consistent with other audio-visual firms in local market area. Pricing will be determined jointly by Contractor and Ocean Center’s General Manager.

Contractor will have a technician in the facility as required by renter's needs. This technician will attend to all audio-visual needs and meet with customers. Changes to schedule must be pre-approved by the Show Services Manager. Contractor will supplement the technician with additional technicians as determined by the requirements of events.

Contractor will keep on the premises an inventory of the most requested audio-visual equipment, i.e. projectors, screens, easels, tape recorders, microphones, stands, mixers, etc. Such inventory to be a matter of agreement between Contractor and the Ocean Center.

On occasion, the Convention Centre will need equipment for its own use such as staff meetings, etc. Such equipment will be provided at no charge. If labor costs are incurred, then such cost will be billed to the Ocean Center at Contractor's cost.

Contractor agrees to maintain all in-house audio-visual equipment and be responsible for the replacement of all portable equipment. Major repairs or replacement of in-house built in system will be the responsibility of the Ocean Center.

All auxiliary equipment such as extension cords, tape, markers or supplies are the responsibility of the Contractor.

Contractor will install all electrical services needed for equipment installation.

Contractor agrees to provide the Ocean Center with equipment for four conference rooms, including with large screens, smart televisions and teleconferencing software. The contractor will replace as needed to ensure all technology remains industry standard and relevant.

Contractor shall maintain and regularly update an accurate inventory of all audiovisual equipment provided under this agreement. The contractor agrees to rotate and refresh inventory as needed to ensure all equipment remains current and aligned with the latest available technology.

4. PROPOSAL REQUIREMENTS

Interested companies must submit a comprehensive proposal including the following sections:

4.1 Company Overview and Experience

- Company history, ownership structure, and years in business

- Description of experience serving convention centers and similar facilities along with past financial performance Provide resources for additional audiovisual equipment needed upon request

- Overview of current exclusive partnerships or venue relationships

- Company size, number of employees, and service area

- Financial stability and references from banking/bonding institutions

4.2 Relevant Experience

- List of at least five (5) similar convention center or venue partnerships

- Case studies demonstrating successful event execution

- Examples of complex or large-scale events managed

- Client testimonials and references (minimum of five references)

- Any awards, certifications, or industry recognition

4.3 Equipment and Technology

- Comprehensive inventory list of available equipment

- Description of equipment maintenance and replacement programs

- Technology refresh cycle and commitment to staying current

- Backup equipment policies

- Storage and inventory management approach

- Any proprietary or unique technology offerings

4.4 Staffing and Operations

- Staffing model and proposed on-site presence

- Staff qualifications, training programs, and certifications

- Account management structure

- Emergency response protocols

- Quality control measures

- Safety training and protocols

4.5 Customer Service Approach

- Client consultation and event planning process

- Communication protocols with convention center staff

- Approach to handling client concerns or complaints

- Technology to facilitate ordering and communication (online portals, apps, etc.)

- Value-added services offered to clients

4.6 Pricing Structure

- Standard rate sheet for common equipment and services

- Labor rates (technician, engineer, project manager, etc.) along with example as to how these charges are tabulated.

- Package pricing options for typical event types

- Pricing for specialized services (streaming, recording, custom solutions)

- Explanation of pricing methodology and market competitiveness

4.7 Business Partnership Approach

- Vision for partnership with the convention center

- Marketing and sales support offered

- Reporting capabilities and frequency

- Approach to supporting convention center business objectives

- Additional equipment provided at no cost to the Ocean Center.

5. EVALUATION CRITERIA

Proposals will be evaluated based on the following weighted criteria:

· Experience and Qualifications 30%

· Relevant convention center/venue experience

· Quality and relevance of client references

· Demonstrated track record of successful partnerships

· Equipment and Technology 30%

· Quality, breadth, and currency of equipment inventory

· Commitment to technology updates and innovation

· Backup equipment and redundancy planning

· Customer Service 25%

· Proposed service model and client support

· Responsiveness and communication approach

· Problem resolution and quality assurance

· Pricing Competitiveness 15%

· Market competitiveness of rates

· Value proposition relative to price

· Transparency and clarity of pricing structure **Total: 100%**