GEORGIA WORLD CONGRESS CENTER AUTHORITY

(GWCCA)

REQUEST FOR PROPOSALS

RFP# GWCCA021926EC

MOBILE SENSORY UNIT

SECTION I

PROCUREMENT OBJECTIVE

1. Summary Statement

The Georgia World Congress Center Authority (GWCCA) is soliciting proposals from qualified vendors to provide a fully operational Mobile Sensory Unit to support neurodivergent individuals, guests with Post-Traumatic Stress Disorder (PTSD), anxiety disorders and individuals with sensory sensitivities during the 2026 FIFA World Cup and associated Fan Festival activations located in Centennial Olympic Park.

The Mobile Sensory Unit will serve as a temporary, safe, and calming decompression space designed to mitigate overstimulation and provide emotional regulation support for guests attending large-scale tournament and festival events.

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. 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.

4. 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

Event Date Time

a. Authority issues RFP 2/19/2026

b. Deadline for submission of written questions and requests for clarification 2/23/2026 10:00AM

c. Answers to questions posted 2/25/2026

d. Deadline for submission of Proposal 3/2/2026 10:00 AM mailto:ecoleman@gwcc.com https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

5. Proposal Submission and Deadline

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

One (1) flash drive (clearly marked), One (1) Original (clearly marked) and two (2) complete hardcopies 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 # GWCCA021926EC Mobile Sensory Unit 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.

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.

6. 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

The Georgia World Congress Center Authority (GWCCA) campus, which includes Georgia World Congress Center, Centennial Olympic Park, Mercedes-Benz Stadium, and Signia by Hilton Atlanta, is the largest combined convention, sports, and entertainment campus in North America. Since 2014, GWCCA has managed and operated the Savannah Convention Center (SCC) – marking the industry’s first-ever private-to-public facility management agreement. These facilities exist for the primary benefit of promoting and facilitating events and activities that generate economic benefits to the citizens of the state of Georgia as well as enhance the quality of life for every Georgian.

Georgia World Congress Center Georgia World Congress Center is the largest LEED Gold certified convention center in the world and continues to be one of the nation’s premier destinations for conventions, trade shows, film production, and much more. GWCC encompasses 3.9 million square feet and is among the largest convention centers in the nation in terms of exhibit space. GWCC features 13 exhibit halls offering 1.5 million square feet of prime exhibit space in addition to 98 meeting rooms, 3 auditoriums, 2 grand ballrooms, and various outdoors spaces and plazas. Georgia International Plaza includes a parking deck and pedestrian plaza on Andrew Young International Boulevard adjacent to Georgia World Congress Center and Mercedes-Benz Stadium.

Centennial Olympic Park Commemorating the 1996 Centennial Olympic Games, Centennial Olympic Park (COP) is a 22-acre urban oasis in the center of Atlanta’s dynamic downtown entertainment district and is operated by Georgia World Congress Center Authority. COP’s great lawn provides natural seating for 20,000 and new features make it the ideal location for a variety of events. Centennial Olympic Park is located adjacent to the Georgia World Congress Center.

Mercedes-Benz Stadium/The Home Depot Backyard The 71,000-seat Mercedes-Benz Stadium (MBS) is home to the Atlanta Falcons and Atlanta United and annually hosts the AFLAC Kickoff Game, Chick-fil-A Peach Bowl, SEC Football Championship Game along with other special events and concerts that provide fans with an unparalleled experience while contributing to the economic growth and success of Atlanta and the state of Georgia. Sitting in the former footprint of the Georgia Dome, The Home Depot Backyard functions as a fan experience zone and parking lot during events at MBS, and as greenspace open to the public on non-event days.

Savannah Convention Center In 2014, the Georgia International Maritime and Trade Center Authority (now Savannah-Georgia Convention Center Authority) approved the selection of GWCCA to manage and operate the Savannah International Trade & Convention Center – today known as Savannah Convention Center (SCC) – marking the industry’s first-ever private-to-public facility management agreement. The 330,000-square-foot SCC currently features 100,000 square feet of exhibit space, a 367-seat auditorium, 50,000 square feet of prime meeting space consisting of 13 meeting rooms, a 25,000-square-foot Grand Ballroom, and four executive board rooms. In fiscal year 2020, the Georgia General Assembly approved $70M in bonds for an expansion project that will double the exhibit hall space as well as offer a 40,000 square-foot ballroom, 15 new meetings rooms, and a 900-space parking deck. The SCC expansion project broke ground in March 2021.

Signia by Hilton Atlanta Owned by GWCCA and managed by Hilton Management Services, Signia by Hilton Atlanta is the city’s largest downtown ground-up hotel development project in 40 years. The 453-foot-high, 976-room hotel overlooks Mercedes- Benz Stadium and is connected to Georgia World Congress Center’s Building C. Signia by Hilton Atlanta offers more than 100,000 square feet of meeting space, including the largest hotel ballroom in Georgia, an outdoor event deck and lawn, and three boardrooms. The hotel also features eight signature food and beverage experiences, including three restaurants and three bars, as well as world-class amenities, including a spa, beauty bar and fitness center with yoga stations, Peloton bikes and more.

2. Intent

The Georgia World Congress Center Authority will consider proposals from qualified and experienced firms ordinarily engaged in the business of providing general mobile sensory units, as described herein and in accordance with the terms, conditions, and requirements set forth in this Request for Proposal (RFP). It is the desire of the Georgia World Congress Center Authority to minimize the amount of material sent to landfills and incinerators, while increasing the amount and types of material that are recycled or reused to the highest level possible.

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.

3. Purpose This RFP is being issued to secure a fully operational Mobile Sensory Unit for FIFA Fan Festival Atlanta at Centennial Olympic Park in Atlanta, GA in June through July of 2026. The expected attendance in the venue at any given moment is 15,000. Your team must have extensive experience in providing outdoor, multi-day event janitorial services for 10+ hour days.

SECTION III

SCOPE OF SERVICES

PERIOD OF PERFORMANCE

The vendor shall provide the Mobile Sensory Unit for the following duration:

• Fan Festival Activation: Twenty-One (21) Days

• Remaining Days: Tournament operations, ancillary events, and peak attendance activations as directed by GWCCA.

The unit must remain fully operational, staffed, and deployment-ready throughout the contracted performance period.

SCOPE OF SERVICES & VENDOR RESPONSIBILITIES

A. Mobile Sensory Unit Requirements

The awarded vendor shall provide a fully equipped mobile sensory unit designed to deliver a calming, inclusive, and therapeutically supportive environment.

Minimum requirements include:

• ADA-accessible mobile structure (trailer, bus, modular pod, or equivalent)

• Climate-controlled interior (HVAC capable of summer operations)

• Acoustic dampening / sound-reduction design

• Adjustable or low-stimulation lighting

• Private, enclosed calming environment

Sensory equipment shall include, at minimum:

• Noise-canceling headphones

• Weighted blankets or lap pads

• Fidget and tactile tools

• Sensory seating (bean bags, rocking chairs, etc.)

• Visual calming elements (light panels, bubble tubes, etc.)

The vendor shall ensure all equipment is clean, sanitized, and maintained daily.

B. Staffing Requirements

The vendor shall provide all staffing required to operate the unit.

Staff minimum qualifications:

• Training in neurodivergence awareness

• Trauma-informed care certification or equivalent experience

• De-escalation and crisis response training

• Guest services / accessibility experience in high-volume environments

Staff responsibilities include:

• Guest intake and monitoring

• Capacity management

• Sensory tool distribution and collection

• Incident reporting

• Coordination with GWCCA public safety and medical teams

C. Operating Hours

The Mobile Sensory Unit must operate during all scheduled:

• Fan Festival hours

• Matchday activations

• Peak attendance periods

• Special events as directed by GWCCA

Operating hours will mirror festival operational schedules and may extend into late evening hours.

Vendor must provide staffing coverage for all operational periods without interruption.

D. Wayfinding & Signage

The vendor shall provide all sensory-unit-specific wayfinding and identification signage, including:

• Directional signage within Centennial Olympic Park

• Exterior unit identification signage

• Sensory-inclusive symbol signage

• Guest information and usage guidelines

All signage must comply with FIFA branding overlay requirements and GWCCA approval.

E. Set-Up & Breakdown

The vendor shall be responsible for all logistics related to the Mobile Sensory Unit, including:

• Transportation and delivery

• On-site placement and leveling

• Utility connections (if applicable)

• Daily opening and closing procedures

• Full breakdown and removal at contract end

Vendor must coordinate all delivery and removal schedules with GWCCA Event Operations.

REPORTING & COORDINATION

The awarded vendor shall coordinate daily with GWCCA and FIFA Fan Festival operations.

Requirements include:

• Daily attendance/utilization reporting

• Incident and escalation reports

• Maintenance and supply status

• Staffing rosters

• Operational readiness updates

Vendor shall participate in all required:

• Pre-event planning meetings

• Safety briefings

• Operational walk-throughs

• Post-event debriefs

COMPLIANCE & INSURANCE

The vendor must comply with all applicable federal, state, and local regulations, including:

• ADA accessibility requirements

• Health and sanitation standards

• Public safety and emergency protocols

OWNER’S RESPONSIBILITIES

For the purposes of administering this Agreement, the Owner will appoint representatives from the applicable departments who will be the Contractor’s primary contacts for the Owner, and who shall be responsible for: (a) reviewing and recommending payment of invoices, (b) approval of work changes, and (c) coordination of support service for activities within the facilities. Based on performance, the Owner agrees to pay Contractor the verified weekly invoiced sums within agreed-to payment terms.

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 10:00 a.m. on February 23, 2026 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 Georgia World Congress 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 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 facilities;

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 facilities 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 all facilities 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

GWCCA 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 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.

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 know, 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 than 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. 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 (70% Weight Factor):

Experience & Specialized Expertise Vendor demonstrates proven experience designing, operating, or managing mobile sensory units or sensory-inclusive environments for large-scale, public, multi-day events serving diverse and neurodiverse populations.

Quality, Safety & Accessibility of Unit Vendor provides a safe, ADA-compliant, professionally designed mobile sensory unit equipped with high-quality sensory tools, climate control, sound mitigation, and furnishings that support individuals with sensory sensitivities.

Staffing, Operations & Support Plan Vendor presents a comprehensive staffing and operational plan, including trained personnel experienced in sensory support, clear protocols for intake and monitoring, and coordination with event medical and security teams.

Reliability, Logistics & Proximity Vendor demonstrates dependable delivery, setup, maintenance, and breakdown capability, with consideration given to firms headquartered or operating within the State of Georgia, where proximity may enhance responsiveness, coordination, and overall service reliability.

COST (30% Weight Factor):

In the process of evaluation, GWCCA may acquire and utilize, to the extent deemed necessary, information obtained from the following sources:

1. Proposer, including representations and other data contained in the proposal, or other written statements of commitments, such as financial assistance, subcontracting, and references.

2. Other existing information available to the Authority, including financial data and records concerning Proposer’s performance.

3. Publications, including credit ratings, trade and financial journals or reports.

4. Other sources, including banks, other financial companies, state, county, and municipal departments and agencies and other public entities.

5. Background investigations of Proposers submitting proposals may be made to verify information furnished or to secure additional information the Authority may deem necessary or desirable.

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 the 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 “Proposal Certification From”.

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, GWCCA 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

GWCCA 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 GWCCA 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 GWCCA, 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.

SECTION VII

PROPOSAL CONTENT

All proposals shall, at the minimum, provide the following information in separate & distinguishable sections of the

A. Organization and Resources

A1- Description of organizational structure of the firm, brief Authority history, and services offered. The Proposer must furnish proof that they have or will have available under direct employment and supervision, the necessary organization and facilities located within the Atlanta area organization to properly fulfill all services and conditions as required under these specifications.

A2- Provide information concerning the financial stability of the contractor. A current standard financial statement, or Dun & Bradstreet report indicating the Authority’s current Net Worth, D&B rating and working capital position must be provided to the Owner. Provide a statement of how long the business has been in operation.

A3- Provide in detail the responsibilities and functions between the firm submitting the proposal and any subcontractors, suppliers, or affiliates, if applicable.

A4- Provide full information concerning hiring practices, security screening practices, problem resolution practices, and the non-discrimination policies of the firm.

B. Experience and Qualifications

B1- Provide a minimum of three (3) qualification references, one (1) of similar size, complexity (public or quasi-public client) and scope where clients were served by the firm; listing names and phone numbers of contact person.

B2- Provide information on experience and qualifications of firm making this proposal, including information for any major subcontractors and /or suppliers. Proposer must submit list of previous and current long-term accounts whose facility is considered similar in function. Proposer must have been successfully engaged in the business of providing related services for five (5) consecutive years, immediately preceding submission of proposal. Evidence that the contractor has satisfactorily performed the work included in these specifications for a period of five (5) years must be submitted to the Authority.

B3- The firm must submit qualifications that demonstrate that all staff members that would be designated for this project are suitable in this type work. Names of key personnel of firm and a brief resume for each should be submitted to the Authority with the proposal.

B4- All firms must meet all Federal, state and any applicable local operation requirements regarding applicable necessary licenses and permits. Provide comprehensive information concerning this area.

B5- All information describing the insurability, including current insurance levels or certificates should be included.

B6- Proposed scope of services and approach

Goods and Services

C1- Letter of interest and firm overview. Provide complete information as to the nature of services and expertise that will in any way be utilized in performing the scope indicated herein. Provide any additional information that will aid the Authority in determining the quality of those services or to demonstrate the firm’s ability to perform the requested services for this proposed contract. Additionally, if possible, the firm should provide concise reasons why the goods and/or services that the firm offers are especially suited to the stated needs of the Authority.

C2- Provide a proposed plan of operation, including proposed personnel duties and schedules.

C3- Provide any information the firm feels necessary in response to Section III, “Scope of Services”. Information concerning a particular scope item must be categorized using the same nomenclature as the listed scope item.

For example only: Information concerning scope item number “1.1.1” must be identified starting with “1.1.1”.

C4- Fee proposal and sample engagement contract.

C5- Sample reports (quarterly performance, compliance summaries).

NOTICE TO ALL COMPANIES

Servicing the Georgia World Congress Center and Centennial Olympic Park

Procedures and Guidelines for Working within the Facilities

To assist you in performing your work at the Georgia World Congress Center Authority facilities, 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 Georgia World Congress 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.

You should not try to park in any other area of the campus such as the marshalling yards and docks. They are under the control of the show contractors (by our lease agreement with them) and the upper viaduct will be strictly monitored by GWCCA Police and the shuttle bus companies. Parking in fire exit lanes and service streets is strictly prohibited, and your vehicle will be subject to being towed.

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 of the appropriate facility. Both Security Offices are open 24 hours a day. Phones: GWCC/Park – 404.223-4900.

Georgia World Congress Center and Centennial Olympic Park: The main Security Office is located at the corner of Lower International Boulevard and Mangum Street. The Employees’ Entrance to the Georgia World Congress Center should be used as it directly accesses the Security Office.

Your personnel assigned to perform work at either the Georgia World Congress Center or Centennial Olympic Park should report to this office, giving their name, company and where they need to work. A temporary GWCC 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, GWCC Security will contact the private “show security firms” to coordinate your work in either the World Congress Center or Centennial Park.

(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 one or more of the facilities 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 facilities, we request that you first call your contact person. Maintenance contractors planning to work in the GWCC or COP should always contact their GWCC Contract Administrator or his designee upon entering or leaving the facilities.

(5)…