5-2. Scope of Work - BVB 410-25 JLO Civic Center Professional Audio and Video Services.pdf

BEST VALUE BID

AMARILLO CIVIC CENTER COMPLEX PROFESSIONAL AUDIO AND VISUAL SERVICES

SCOPE OF WORK

PURPOSE AND BACKGROUND

The City of Amarillo, hereafter called "City," is initiating this Best Value Bid (BVB) to solicit proposals from firms interested in providing professional audio and visual services at the Amarillo Civic Center Complex pursuant to an exclusive contract.

The City built the Amarillo Civic Center Complex (Complex) in 1968, and the Complex has been expanded and improved over the years. The Complex currently includes:

1. Coliseum: 4,870 permanent seats, up to 7,000 total GA capacity

2. Auditorium: 2,372 total capacities

3. Grand Plaza: 16.000 ft2, 50 booths, 824 banquet capacity

4. South Exhibit Hall: 26,700 ft2, 155 booths, 1,500 banquet capacity

5. Regency Room: 10,080 ft2, 56 booths, 560 banquet capacity

6. North Exhibit Hall: 24,565 ft2, 148 booths, 1,376 banquet capacity

7. Heritage Ballroom: 20,725 ft2, 124 booths, 1,068 banquet capacity

8. Hospitality Room: 5,100 ft2, 21 booths, 240 banquet capacity

9. Globe-News Center Performance Hall: 1,312 total capacities

10. Globe-News Center Education Room: 1,750 ft2, 112 banquet Capacity

11. Santa Fe Pavilion: up to approximately 5,000 GA capacity.

The building and land are owned and operated by the City of Amarillo. The City desires to contract with a Contractor to provide professional audio and visual services, including professional concert and show quality audio systems, theatrical and concert lighting capabilities, backline services as requested, video projection, portable stages, and LED screen video services at the Complex in the most efficient manner possible while providing top quality equipment and customer service to the clients of the Complex. The City also desires to produce as much income and/or cost savings as possible from the Audio & Visual Contractor’s activities.

OBJECTIVE

The Work consists of professional services outside of the Amarillo Civic Center Complex’s current in-house capabilities. The awarded contractor will provide quality professional concert and show quality audio systems, portable stages with sound and lights, assisted listening services, backline equipment, theatrical and concert lighting, and projection and LED screen video services for Amarillo Civic Center Complex events and will have reasonable access to existing Civic Center audio, lighting, and projection equipment and limited storage provided by the City of Amarillo. The successful Contractor will be responsible for providing all wares necessary to perform the scope of work as set out in this Best Value Bid.

As it relates to the services described herein, the awarded contractor will hold exclusive rights for all ticketed events held within the Amarillo Civic Complex, including the Globe- News Center for the Performing Arts, and the Pavilion at the Santa Fe Depot.

Any event client, promoter or entertainment end user, with the exception of any Civic Center contracted resident company, who arranges to hold a ticketed event at the Amarillo Civic

Center Complex will be required to use the awarded contractor to provide all audio/visual services listed herein unless the user travels completely self- contained or is arranging their own services and has no need for the Amarillo Civic Center Complex to provide or arrange such services. Any exceptions must be approved by both the Complex General Manager and the awarded contractor’s authorized representative or owner. The work shall include the coordination, setup, operation, and teardown of any professional concert and show audio systems, portable stages with sound and lights, assisted listening services, backline equipment, theatrical or concert lighting, and video projection or LED screen video services at Amarillo Civic Center Complex events. Providing skilled labor for audio engineering (A1 and A2) and advanced U and non-ticketed event clientele with information on the available contractor’s services. CONTRACTOR hereby agrees to release, waive and hold harmless the City of Amarillo, Texas, its elected and appointed officials, agents and employees from any and all liability, claims, costs and expenses whatsoever arising out of or related to any loss, damage, or injury, that may be sustained in the execution of CONTRACTOR’S services in locations other than the AMARILLO CIVIC CENTER COMPLEX grounds and parking lots.

PERIOD OF PERFORMANCE

The period of performance of any contract resulting from this BVB is tentatively scheduled to begin on or about January 1, 2026, and to end on December 31,2026. This Request for Proposal includes four (4) additional one (1) year renewal options. Renewal amendments extending the period of performance shall be at the sole discretion of the City of Amarillo.

DEFINITIONS - Definitions for the purposes of this BVB include:

Accounting Period - The Contractor's twelve (12), four-week accounting cycles in a one-year period.

Audio and Visual Services – All personnel and equipment regarding the setup, operation, and teardown of quality professional audio, professional show/theatrical lighting, professional video presentations including professional projection screens, LED walls, professional projectors, and video presentation processing equipment adequate enough to cover all leasable spaces at the Amarillo Civic Center Complex as requested.

Contractor/Supplier - Individual or company whose proposal has been accepted by the City as the most responsive, responsible proposal, and is awarded the contract, and executes a written contract with the City of Amarillo.

Contract - The contract entered into between the City of Amarillo and the successful Contractor for the performance of the work that is described in this BVB.

Proposal - A formal offer submitted in response to this solicitation.

Best Value Bid (BVB) - Formal procurement document in which a service or need is identified but no specific method to achieve it has been chosen. The purpose of an BVB is to permit qualified firms to suggest various approaches to meet the need at a given price.

City – The City of Amarillo, Texas ADA -The City of Amarillo, Texas, complies with the Americans with Disabilities Act (ADA).

Contractors may not contact the BVB Coordinator to receive special assistance.

1. EVALUATION CRITERIA

This Best Value Bid will be awarded to the best evaluated proposer. The following scoring will be used to evaluate each proposer’s response to the BVB.

A. Technical Proposal 30 pts.

B. Management Proposal 15 pts.

C. Financial Proposal 40 pts.

E. References 15 pts.

F. Total Points 100 pts.

BVB RESPONSE ELEMENTS AND FORMAT

The City requires comprehensive responses to every section within this BVB. To facilitate the review of the responses, Respondents shall follow the described response format. The intent of the response format requirements is to expedite review and evaluation. It is not the intent to constrain Respondents with regard to content, but to assure that the specific requirements set forth in this BVB are addressed in a uniform manner amenable to review and evaluation. Your response must concisely contain sufficient information to assure the City of its accuracy and any additional information necessary to summarize the overall benefit of the response to the City.

Proposals must include the following information in the order listed:

1. PROPOSAL CONTENTS

The five major sections of the proposal are to be submitted in the order noted below:

1. Respondent’s Information and Acknowledgements

2. Technical Proposal

3. Management Proposal

4. Financial Proposal

5. References

Proposals must provide information in the same order as presented in this document with the same headings. Items in this section marked "mandatory" must be included as part of the proposal for the proposal to be considered responsive.

1.1. RESPONDENT’S INFORMATION AND ACKNOWLEDGEMENTS (MANDATORY)

Complete the Respondent’s Information and Signature Page

1.2. TECHNICAL PROPOSAL (MANDATORY)

Proposal must contain a comprehensive work plan, to demonstrate the Contractor’s ability to provide audio and visual services to the entire Amarillo Civic Center

Complex. The plan must be of sufficient detail to convey to members of the Evaluation Committee the Contractor's knowledge of the subjects and skills necessary to accomplish the scope of work and to produce the deliverables of that scope of work on an ongoing and successful basis. The Technical Proposal must contain specific areas in the work plan and a comprehensive description of services including the following elements:

A. Implementation Plan - Include an “implementation" plan to demonstrate a smooth and timely implementation of portable audio and visual services. The details for this plan should be presented in both a narrative form and detailed on a timeline.

The plan should include, but not necessarily be limited to, the steps the Contractor would take to:

1. Coordination Training and familiarization of staff to the facilities, equipment, and services of the Amarillo Civic Center Complex.

2. Selection and/or relocation of Management personnel responsible for working with the Complex.

3. Development of standard equipment packages and pricing for standard or specialized services.

4. Facilitation of Vendor relationships.

5. Conformance with all regulatory and licensing requirements necessary to fulfill the operation of the services detailed herein.

6. All “startup" procedures your company would implement.

7. Any on-going procedures and policies to be used by the Contractor.

B. Description of your Company - A succinct description of why your company is the best qualified choice to provide audio and visual services at this Complex.

C. Operating Plan - A proposed and service methods plan for this Complex, and include as a minimum in this Operating Plan the following items:

1. Organization chart detailing all proposed management, staff members, and on-call positions. The Amarillo Civic Center Complex requires that all Contractors include main point of contact, AV Services Manager, as a component of the proposal.

2. Accounting Policy and Procedures, showing detailed forms and any proposed software that will be used in the control of the Audio and Visual service.

3. Provide information on the use of available equipment and any specific specialty or advanced equipment your company may possess.

4. Provide information on any special licensing or advanced training capabilities your staff members hold. Especially as it would pertain to how many audio engineers and lighting designers you employ.

5. Indicate any sustainable practices that are employed by your organization, related to green initiatives, employee practices or employee development or other best practices.

D. SERVICES - Proposed details of services your company can provide to the clientele of the Amarillo Civic Center Complex. Include proposed pricing for standard system packages and any specialized equipment where applicable.

E. PHILOSOPHY - Include an overview of your company's operating concept and philosophy of service, which would include a resume or summary of your firm’s experience, expertise, knowledge, capabilities, resources and unique qualifications.

F. PROGRAM - Include a program of any suggested modifications or improvements to current systems in the Amarillo Civic Center Complex.

G. CREATIVITY - Contractors may present any creative approaches that might be appropriate. The Contractor may also provide supporting documentation that would be pertinent to this BVB.

H. TURNOVER PLAN - A program for turning the audio and visual services over to a successor upon the termination of the existing contract.

1.3 MANAGEMENT PROPOSAL (MANDATORY)

Provide all information requested below in response to the management requirements of this BVB. The Management Proposal must contain the Contractor's information regarding their staff's qualifications, related experience, and references.

A. PROJECT MANAGEMENT

1. Specify who will be your full-time, on-site general manager and provide a resume and references for the specified manager, and why you recommend him/her as your choice. Tell us what are the unique talents that this person brings to the Amarillo Civic Center Complex. Provide similar information for any other key management staff you propose to fill at the Complex. Please note that if you are selected for an interview, we will ask you to have your proposed on-site general manager join us for the interview.

2. Identify other staff that will have authority over this contract, indicating the responsibilities and qualifications of such personnel.

3. The Contractor must commit that the staff identified in its proposal will actually be assigned to this location. Any substitution must have the approval of the General Manager of the Complex.

4. An organizational chart of your firm is required indicating lines of authority of personnel involved in performance of this potential Contract and the relationships of this staff to other programs or functions of the firm. This chart must show lines of authority to the next senior level of management. Provide a resume for that manager and detail the number of accounts the manager is responsible for. As a requirement of this BVB the next senior level of management, i.e. regional manager, is required to visit the site a minimum of once every month (twelve times a year). Please note if you are selected for an interview, we will ask you to have your next senior level of management join us for the interview.

5. Each Contractor shall disclose who, within the firm, will have prime responsibility and have final authority for the operations at the Complex. This person will be expected to participate in quarterly meetings to review performance as it relates to the contract.

6. Contractors should also propose any other service that could be expected by the Amarillo Civic Center Complex if the Contractors were awarded this contract.

7. Contractors should include resumes and references for all on-site managers and corporate personnel referenced in this proposal.

B. EXPERIENCE OF THE CONTRACTOR

1. Indicate the experience the Contractor has had in providing the type of professional audio and visual services described in this BVB. Also describe specific experience the Contractor has had working at similar sized convention centers and complexes.

2. List contracts the Contractor may have had in the last five years that relate to the Contractor's ability to perform the services called for under this BVB. List contract reference numbers, contract period of performance, contact persons, and telephone numbers, and fax numbers / e- mail addresses.

3. Indicate any other experience that indicates the qualifications of the Contractor for the performance of the potential Contract.

C. SUBCONTRACTORS

In the event the Contractor intends to subcontract or joint venture any of the proposed work stated in its proposal, the Contractor shall submit the information required in Paragraphs A and B, of Section 1.3 "Management Proposal" for each proposal subcontractor or joint venture.

D. RELATED INFORMATION

1. If the Contractor has had a contract terminated for default in the last five years, describe such incident. Termination for default is defined as notice to stop performance due to the Contractor’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Contractor, or (b) litigated and such litigation determined that the Contractor was in default.

2. Submit full details of the terms for default including the other party's name, address, and phone number. Present the Contractor’s position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience. If no such termination for default has been experienced by the Contractor in the past five years, so indicated.

1.4 FINANCIAL PROPOSAL (MANDATORY)

The agreement between City and the Contractor will be a Professional Audio and Visual Contract. The Civic Center Complex hosts approximately 50-55 non-resident company ticketed events annually in the Coliseum, Auditorium, Pavilion, and Globe- News Center. The number of annual events will vary year by year, and rates will commonly be based on event needs, which will be on a case-by-case basis.

However, some standard pricing and packages will be beneficial. The following is the structure of the financial arrangement for these specified services subject to the Contract:

A. DISCOUNT/COMMISSION STRUCTURE

1. The CONTRACTOR agrees to pay the CITY a damage deposit of twenty- five thousand dollars ($25,000). This deposit shall be paid upon award of the contract. The damage deposit is refundable, less identified damage, upon successful completion of the contract.

2. In exchange for the exclusive right to provide the services described in this request for proposal, CONTRACTOR will provide the CITY with a proposed schedule of charges for the services provided that include a proposed discounted rate that will be offered to clientele.

3. In exchange for the exclusive right to provide the services described in this request for proposal, CONTRACTOR will agree to negotiate a commission on the monies generated from the sale of all services provided to the Amarillo Civic Center Complex and its clientele, to be paid to the CITY.

4. CONTRACTOR may submit a proposal that includes a discount and/or commission structure for consideration; however, the CITY reserves the right to negotiate and make a final determination on the structure of any commission and/or discounts agreed upon at the execution of this contract.

** The highest proposed rate, discount and/or commission proposed by the vendor will set the standard for which proposed rates will be scored on. The formula will be as such: (proposed rate divided by highest proposed rate) multiplied by points possible. The result will be the score given to the proposer.

If a rate is proposed for both commission and discount, they will be combined into one for scoring purposes.

5. CONTRACTOR will submit details on standardized audio, lighting, and A/V packages it can provide with standardized pricing, including any proposed discounts or commissions.

1.5 REFERENCES

Provide references for similarly successful projects from three agencies (or regional districts), including the name of the agency, address, contact name, telephone number and a brief description of services provided. A minimum of two references are required to respond to inquiries.