Regional Congress Venue RFP.pdf

Request for Proposals Inaugural Regional Congress for Spring/Summer 2025

The Atlanta Regional Commission is requesting proposals from venues who are interested in hosting the Atlanta Regional Commission’s (ARC) Inaugural Regional Congress, a one-day daytime conference, in Spring/Summer 2025.

I. Overview The Atlanta Regional Commission (ARC) is seeking a venue for a one-day event to be held in Spring/Summer 2025. We are looking for a distinctive venue with facilities and amenities that will appeal to our attendees. The preferred vendor should, at the minimum, provide space for the event, one to two onsite meals, breakout rooms, and a staff office space. Not required, but preferred, is a venue that can also provide food and beverage services and audio-visual support. Guest rooms are not required for this event. The event will be managed by employees of ARC.

The ARC Review Committee will make the final decision based upon the robustness of the RFP and the proposer’s ability to provide the most practical and cost-effective solutions to meet ARC’s needs. Additionally, ARC reserves the right to award the contract on the venue component alone and negotiate separately for food and beverage and audio-visual services.

Proposals must include a detailed cost estimate with all fees showcased as line items for rental spaces, equipment, labor and fees. If Food and Beverage, Security, Internet, Electricity, Parking or other customary event services are provided exclusively by the facility, you must provide Rate Schedules as a part of the proposal.

If audio-visual services are provided exclusively by the facility, please include costs in the proposal for the configurations outlined in the next paragraph. If third-party providers are allowable, please indicate if any load-in/load-out or support fees may be required.

II. Client Overview & Event Profile & History ARC is the regional planning and inter-governmental coordination agency for the 11-county Atlanta region. ARC serves as a regional convener, bringing diverse stakeholders to the table to address the most important issues facing the metro Atlanta region. ARC will present the Inaugural Regional Congress, a one-day conference and regional assembly for the elected officials who represent the region. We expect an attendance of about 350 individuals. The goal of this conference is to connect leaders with the tools, information, and interpersonal connections to tackle key issues impacting their communities. The event needs a venue that facilitates easy networking opportunities, ability to work in small groups, multiple breakout sessions, a working lunch, and panel discussions.

III. Safety & Security Since the intended audience is elected officials, there will be guests who will be accompanied by security onsite for this event. ARC will need to provide additional security. It is essential that the selected venue can accommodate a high-profile guest list and meet various security requests (walkthroughs of the venue, discuss alternative entrances/exists, etc.). If Security is provided exclusively by the facility, you must provide Rate Schedules as a part of the proposal.

Also, please indicate if there is a preferred list of security companies who have experience working at the venue.

IV. Work and Services Refer to Exhibit A-1 – Scope of Services for a more detailed description of the work and services needed for this program. The information includes preferred program dates, estimated attendance, space and audio-visual requirements.

V. Proposal Submission Requirements All proposals must be submitted electronically to Nicole Kusnierz at nkusnierz@atlantaregional.org by 5:00 p.m. EST on Monday, February 10, 2025. The subject line should read: ARC Regional Congress 2025 Venue Proposal. Any questions pertaining to the Request for Proposals should be submitted electronically to Nicole Kusnierz by 5:00 p.m. EST on Wednesday, January 29, 2025. Staff will post answered questions to ARC’s website by 5:00 p.m.

EST Friday, January 31, 2025.

Proposals shall not exceed a total of 30 pages (8.5 x 11) inclusive of experience and references.

Covers, end sheets, budget exhibits, and an introductory letter shall not count against this maximum. Font size shall be a minimum of 11-point in all cases.

Proposals must state that it will remain valid for a minimum of ninety (90) days after the submittal deadline, to allow time for evaluation, selection, and any holidays or unforeseen delays.

The Consultant should refer to Exhibit A-1 - Scope and Services before preparing their proposal.

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

1. General Venue Description

2. Describe your venue’s management philosophy, staff structure, and experience

3. Costs

A. Venue/Facility Costs B. Food & Beverage Minimal Costs C. Audio-Visual Minimal Costs D. Security, Internet, Electricity, Parking or Other Customary Services

4. References

Detailed descriptions of those factors are as follows:

mailto:nkusnierz@atlantaregional.org

1. General Venue Description

• A description of the overall facility and specific recommended spaces, addressing the ability to configure the space in ways that best meet ARC’s needs, ADA accessibility for differently abled audiences and presenters.

• Venue history, including the age of the venue, the date of any recent renovations and if any renovations are planned in 2025 leading up to our event.

• Any potential large-scale events (event names or organizations not needed) with overlapping reservations that could impact planning logistics, such as parking access, morning traffic delays, event signage placement.

• General condition and amenities.

• Accessibility to the venue – parking amenities, access to transit and accessibility for walkers, cyclists and other means of alternative transportation.

• Safety and security procedures and provisions.

2. Describe your venue's management philosophy, staff structure and experience.

• Who will work with ARC staff in planning this event?

• Indicate whether food and beverage and audio-visual services require the use of an exclusive in-house provider. If contracting with an outside provider is allowable, indicate any restrictions and associated fees for contracting with a third-party vendor. Demonstrate the ability to provide variable, reasonable catering options.

3. Costs

• Use attachment Exhibit B-1 - Proposed Project Budget to provide line-item cost breakouts.

• Provide Rate Schedules for electrical fees, if separate from the main quote.

• Provide Rate Schedules for any other customary services associated with a day-long meeting that are not included in the central proposal such as food and beverage, safety and security, parking, electricity, and internet access.

4. References

• Include names of contacts, including email and phone numbers, for events of similar size or configuration that have occurred in the last three years.

VI. Evaluation Criteria & Review Process The ARC Review Committee will evaluate all proposals received on or before the deadline, based upon the proposer’s ability to provide the most practical venue and cost-effective solutions to ARC’s space requirements. Specifically, proposals will be evaluated on the following factors:

1. Facility suitability and logistics (40%)

• Ability of the facility to meet our various configuration, space and logistics needs with serviceable and state-of-the-art facilities, equipment, and goods.

2. Event management plan and experience (35%)

• Events management plan demonstrating bidders’ ability to meet timelines and staff experience.

3. Cost-effectiveness (20%)

• The cost proposal is well defined, including whether there are options that allow

ARC to control costs by working with outside contractors.

4. Relevant References (5%)

• Description of related project work and references.

The ARC Review Committee may conduct site visits before selecting a venue. ARC reserves the right to award the contract on the venue component alone. ARC reserves the right to award all or part of the available funds for this project.

ARC anticipates awarding the contract in March 2025.

VII. Terms and Conditions:

1. ARC reserves the right to award this contract or contracts based on initial proposals received without formal interviews. ARC reserves the right to select for contract or for negotiations a proposal other than that with the lowest cost, reject any and all proposals or to make no award, and to waive minor irregularities in any proposal. ARC reserves the right to request clarification of information submitted and to request additional information from any proposer, and to negotiate any aspect of the proposal with any proposer and negotiate with more than one proposer at the same time.

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

Exhibit A-1

SCOPE OF SERVICES

General: The work to be accomplished by the Consultant is in support of the following ARC Cost Center:

Cost Center No. Cost Center Title 523AR Regional Congress

A. Purpose:

The Atlanta Regional Commission (ARC) will host Inaugural Regional Congress, a one-day, daytime regional leader gathering event in Spring/Summer 2025.

ARC will present the Inaugural Regional Congress for approximately 350 local government leaders and elected officials. This one-day event is an opportunity for metro Atlanta’s top leaders and decision makers to come together to explore the big issues facing the Atlanta region.

ARC is seeking a distinctive venue with facilities and amenities that will appeal to attendees.

The preferred vendor should at the minimum provide space for the event, but ideally also include food and beverage services and audio-visual support in the proposal. Guest rooms are not required for this event.

B. Study Area:

This conference aims to provide a platform for collaboration, idea exchange, and policy discussion among local leaders to address common challenges and capitalize on opportunities for regional development and prosperity.

C. Work and Services

1. Estimated Attendance: 350

2. Preferred date ranges for this one-day, daytime conference (in order of preference):

• June 2 – 18

• April 21 – 30

• April 7 – 11

3. Space requirements include:

• Event Space for 350 guests in rounds, crescent rounds, or theater-style

• Space for one to two meals (buffet or boxed meals for breakfast and/or lunch)

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

• At least two (2) breakout rooms for round table discussions

• Staff office space

4. Audio-visual requirements:

• Main Plenary Session - A stage or large enough open space before table/chair placement with the ability to accommodate a speaker at a lectern, 5 – 6-person panel discussions, video projection and screen or screens (based upon the room configuration; wired mic at the lectern, wired, wireless hand-held or lavalier mics for panelists)

• Registration Area – Electricity access for laptops and monitor displays

• Breakout Rooms – Electricity access for laptops and monitor displays, wireless hand-held or lavalier mics for group discussions

5. Tentative Agenda:

6:00 a.m. Event Set-up (vendors/ARC onsite) 7:00 – 8:00 a.m. AV/Production Rehearsal 8:00 a.m. Event Starts 4:00 p.m. Event Ends 5:00 p.m. Event Strike

6. Other Requirements:

• An onsite coordinator dedicated to our event.

• Pre-event consultation and walk-throughs.

• Food and Beverage, Security, Internet, Electricity, Parking or other customary services as they support a typical event of this size and scope.

D. Deliverables Provision of agreed upon space presented in good condition and professional services in a timely manner and equipment in good working condition.

EXHIBIT B-1

PROPOSED PROJECT BUDGET

1. Direct Labor Estimated Hours Rate/Hour Total Est. Cost (List by position all professional personnel participating in project) Total Direct Labor

POSITION RATE/HOUR

2. Overhead Cost (OMB circulators A-87 and A-122) (Overhead percentage rate) X (Total Direct Labor) Total Overhead $__________

3. Direct Costs or Services (List other items and basis for computing cost for each. Examples include computer services, equipment, etc.) Total Other Direct Costs $__________

ITEM COST

4. Subcontracts (For each, list identity, purpose and rate) Total Subcontracts $__________

IDENTITY PURPOSE RATE/HOUR

5. Profit (Percentage rate X basis) ______________________