Request for Proposal.pdf

REQUEST FOR PROPOSALS FOR AUDIO VISUAL SERVICES

TO SUPPORT ARC’S CONNECTATL 2024 EVENT

The Atlanta Regional Commission (ARC) is seeking proposals from eligible respondents to provide audio-visual production services, for an in-person event, which will be held Thursday, July 25, 2024 at the Georgia World Congress Center. ARC reserves the right to award the contract(s) to one or more contractors to meet the needs of the event. ARC anticipates selecting a contractor(s) in late May 2024. All post-event work must be completed by July 31, 2024. The successful company or team should be prepared to begin work immediately. ARC reserves the right to award all or part of the available funds for this project.

I. CLIENT AND EVENT PROFILE

ARC is a governmental organization which serves as a regional convener, bringing diverse stakeholders to the table to address the most important issues facing metro Atlanta with the ultimate mission of creating One Great Region. Additionally, ARC is responsible for developing and updating the Metropolitan Transportation Plan, a long-range blueprint that details the investments needed to ensure metro Atlanta’s future success and improve the region’s quality of life.

There have been many exciting and transformation technological changes in transportation and technology since ConnectATL last met in August 2022. ARC will share information about those advances, as well as tools, that will help local governments and their leaders be prepared for and take advantage of new transportation policies, funding opportunities, and technological advances.

II. SCOPE OF SERVICES

We envision a first-rate, one day, in-person event that is comprised of a networking, an exhibit, general assembly sessions and break-out sessions. The morning will primarily consist of plenary sessions. The afternoon will primarily consist of break-out sessions.

Please see attached Scope of Service and Exhibit C of this RFP for the tentative agenda.

Load in will take place on Wednesday, July 24 with time allowed between 4-6 pm for speaker rehearsals. All audio and visual components will be set and operational for this rehearsal.

Compensation for the services is not expected to exceed $25,000.

It is ARC’s preference to hire one company that will provide full audio visuals solutions to support the event. ARC will consider contracting with one prime audio/visual provider who works with qualified sub-contractors.

III. APPLICANT ELIGIBILITY

Individuals and organizations, whether for-profit or not-for-profit, having the appropriate experience and specific expertise necessary to carry out the duties and responsibilities outlined below are eligible. All proposers must have demonstrated similar project experience to be eligible for consideration. The Atlanta Regional Commission reserves the right to check all references furnished and consider the responses received in evaluating the proposals.

We are seeking to collaborate with an organization who has an outstanding track record of reliability and stellar customer service. We are interested in partnering with a company(s) that can meet the following criteria:

● 3+ Years in business

● Key staff, the project manager in particular, has 5+ years of experience

● Proven experience at this level of production

At a minimum, but not limited to, the selected firm will be required to adhere to the following:

● Required Certificates of Insurance

● Assurance of Compliance with Title VI of the Civil Rights Act of 1964

● Completion of Debarment and E-verify forms.

IV. PROPOSAL REQUIREMENTS

Interested firms should submit a proposal that addresses the factors listed below and the Scope of Services. The Consultant must provide a detailed breakdown of the proposed budget in the format of Exhibit B-1.

Proposals shall not exceed a total of 40 pages (8.5 x 11) inclusive of resumes and firm experience. Covers, end sheets, budget exhibits, and an introductory letter shall not count against this maximum.

Firms must respond to this RFP with digital files. Proposal evaluations will focus initially on the written proposals. Should it be determined that further information is required, one or more firms may be asked to demonstrate their product’s ability to meet the specific needs of this event. ARC reserves the right to award this contract or contracts based on initial proposals received without formal interviews.

Proposals must include the following to be considered responsive:

1) Company Information and Staffing including:

• Legal name, mailing address, email address, phone, primary point of contact

• Core technical competences of your company including a statement of your company’s production philosophy

• Biographies/qualifications of key staff members

2) Previous, Relevant Experiences:

• Descriptions and images of your company’s last 5 projects/events of a similar scale.

Please call-out which services your organization was asked to provide

• References of at least 3 previous client references within the last 3 years (with current contact information) who can attest to the quality of your company’s work

3) Project Approach:

• Description of technical approach for this project, and proposed schedule.

4) Cost Proposal:

• Proposals must include a detailed estimated cost (all fees showcased as a line item) for all equipment and labor related to event execution.

• The proposer is encouraged to propose charges that will be discounted as compared to the then-current market rates for comparable products and services available from other reputable providers.

• Showcasing your services before this select group of potential customers can bring new business to your company. For this reason, priority may be given to any bid that includes complimentary services or reduced fees, in exchange for sponsorship status and/or trade outs.

5) Completed Contract Forms in Exhibit E:

• Contractor/Vendor Information

• E-Verify (Georgia Security and Immigration Compliance Act Affidavit)

• Certification Regarding Debarment

V. SUBMITTING PROPOSALS

Interested proposers should submit an electronic copy of their proposal(s) to cmayerik@atlantaregional.org no later than 5:00 p.m. (EDT), Friday, May 31, 2024. Your subject line should read: ConnectATL AV Proposal.

Technical questions should be submitted in writing to cmayerik@atlantaregional.org no later than 9 a.m. on Wednesday, May 15, 2024. Responses to those questions will be posted as received but no later than 5 p.m. on Friday, May 17, 2024 on ARC’s website which can be found at: https://atlantaregional.org/procurement/ https://atlantaregional.org/procurement/

No exceptions will be allowed for the timeline/evaluation process.

Each proposal must state that it will remain valid for a minimum of ninety (90) days after the Submittal Deadline, to allow time for evaluation, selection, holidays, or unforeseen delays.

VI. TERMS AND CONDITIONS:

a) 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.

b) 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.

c) ARC reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP, and which is not approved by the client’s legal counsel.

d) ARC will reserve the right to terminate the event upon the occurrence of any circumstance beyond the control of either party, such as acts of God, war, acts of terrorism, government regulations, disaster, strikes, work stoppages, accidents, mandatory quarantines, pandemics, curfews, or other restrictions of movements, or civil disorder, to the extent that such circumstances make it illegal or impossible to continue the event.

e) ARC shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFP.

VII. CONFLICT OF INTEREST AND CONFIDENTIALITY

ARC is subject to the Georgia Open Records law. All proposals submitted will become public records to be provided upon request. Any information containing trade secrets or proprietary information, as defined by state law, must be marked as confidential to prevent disclosure.

Confidential markings must be limited to the protected information. Entire proposals marked confidential will not be honored. Additionally, conflicts of interest are governed by the ARC Standards of Ethical Conduct. Respondents must disclose any potential conflicts of interest that may arise from the provision of services described herein. Such disclosure should include the name of the individual(s) with whom there is a conflict, any relevant facts to the potential conflict, and a description of the internal controls proposed to mitigate any such conflict. ARC’s

Staff Legal Counsel will determine whether such disclosure presents a potential organizational conflict of interest that should preclude award to the respondent.

VIII. SELECTION CRITERIA AND PROCESS:

An ARC team will review and evaluate all properly submitted proposals that are received on or before the deadline. Proposals will be evaluated based on the following factors:

a) Provider capabilities to satisfy the requirements of the request, demonstrated related experience and qualified staff (35%)

b) Technical approach including proven ability to meet deadlines (35%)

c) Cost Proposal (20%)

d) References of the firm or project team including the customer service experience (10%)

EXHIBIT A

SCOPE OF SERVICES – AUDIO VISUAL PRODUCTION 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 406ETC ConnectATL

I. PURPOSE

The Atlanta Regional Commission (ARC) is seeking proposals from eligible respondents to provide audio-visual produc�on services, for in-person event, which will be held Thursday, July 25, 2024 at the Georgia World Congress Center in Atlanta, GA.

ARC is a governmental organiza�on which serves as a regional convener, bringing diverse stakeholders to the table to address the most important issues facing metro Atlanta with the ul�mate mission of crea�ng One Great Region. Addi�onally, ARC is responsible for developing and upda�ng the Metropolitan Transporta�on Plan, a long-range blueprint that details the investments needed to ensure metro Atlanta’s future success and improve the region’s quality of life.

There have been many exci�ng and transforma�on technological changes in transporta�on and technology since ConnectATL last met in August 2022. ARC will share informa�on about those advances, as well as tools, that will help local governments and their leaders be prepared for and take advantage of new transporta�on policies, funding opportuni�es, and technological advances.

II. STUDY AREA

The event will take place in Building A, Level 4 at Georgia World Congress Center, Atlanta, GA

III. WORK SERVICES

It is ARC’s preference to hire one company that will provide the full array of audio visuals solu�ons to support the “main stage” and two break-out sessions. ARC will consider contrac�ng with one prime audio/visual provider who works with qualified sub-contractors.

Of Note:

• ARC uses the services of a contracted event planning company that provides a creative and technical producer.

• Client is not responsible for craft services for the AV Providers onsite personnel.

A. Produc�on opera�ons and management: Weekly mee�ngs with key staff in weeks leading up to event.

B. Technical rehearsal: With opera�onal audio and video projec�on day prior to the event.

C. Labor:

1. Audio

2. Ligh�ng

3. Video

4. Set-up, rehearsal and strike labor

5. Over�me labor fees chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.gwcca.org/docs/GWCCA-Floorplans.pdf

D. Rigging: Include all associated rigging costs as defined by the required in-house AV provider

E. Audio, Visual, Stage Design and Ligh�ng (See photo in Exhibit D)

Main Ballroom (A411/A412) Inclusive of but not limited to:

• Stage:

o Approx. 8-12’ x 24’ x 24” Stage – Provided by GWCC

• Design and Scenic o Preferred provider to present proposed set design of drape and ligh�ng with a possible center hung sign of the event logo.

o Set up for keynote/emcee at a single lectern, offset. Set for panel discussion either center or offset on the opposite side of stage.

o Basic scenic set elements with ligh�ng and draping. The preferred provider will present proposed staging op�ons to the ARC team 40 days prior to the event.

• Audio:

o PA (sounds system) sufficient for 400 people o (8) Channels of wireless (inclusive of handhelds and lavalier mics) o Podium Mic(s) o (8 - 10) Hardwired and wireless comm for tech team and client team (stage managers and show producers) o Acrylic Podium. Provide dimensions for a podium to be affixed.

o ISO audio recording to mp3 file(s) uploaded to client pla�orm post event (Op�onal)

● Video:

o (1-2) Projectors – HD DLP or equivalent - per room size and stage design o (2) Outboard screens o (2) camera - IMAG video of speakers o Video Switcher o (2) confidence monitor - (PPT presentations setup for current slides and notes) o Gfx and video playback systems o Perfect Cue - speaker presentations o Speaker timer o PGM and ISO video recording(s) delivered to client via hard drive or cloud-based storage link post event

• Ligh�ng:

o Basic ligh�ng package to include sufficient stage wash and accent uplights

Break-Out Rooms (A402/403 and A404/405) Inclusive of but not limited to:

• Stage:

o 8x24 Riser (provided by GWCC)

• Set design and decor:

o Grey or black Pipe and drape - Color TBD

• Audio:

o Acrylic Podium - Provide dimensions for a podium to be affixed.

o Power speakers o 6 channels of wireless mics o Audio mixer

• Video:

o Screen and projector o 1 camera o Video switcher o Graphics laptop o Record deck

IV. DELIVERABLES

1. A produc�ve and staffed rehearsal offered on �me with all necessary equipment opera�onal.

2. A fully staffed, professionally delivered event.

3. State of the art equipment, all in working order and delivered to the venue on �me.

4. Video and audio recordings of all sessions.

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

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 $__________

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

5. Profit (Percentage rate X basis) $_________________

EXHIBIT C

DRAFT RUN OF SHOW

8:00 - 9:00 AM REGISTRATION, EXHIBIT0R VISITS & BREAKFAST

9:00 - 9:15 AM WELCOME

9:15 - 9:45 AM KEYNOTE ADDRESS:

9:45 - 10:15 AM EXPERT PRESENTATION:

10:15 - 10:30 AM EXHIBITOR VISITS & COFFEE

10:30 - 11:45 AM PANEL DISCUSSION

11:45 - 12:00 PM MORNING WRAP-UP & PRESENTING SPONSOR MESSAGE

12:00 - 1:00 PM LUNCH, EXHIBITOR VISITS & NETWORKING

1:00 – 4:00 PM ARC’S INFRASTRUCTURE INVESTMENT & JOBS ACT RESOURCE ROOM

BREAKOUT SESSIONS

1:15 – 2:30 PM 1A.

1:15 – 2:30 PM 1B.

2:30 – 2:45 PM NETWORKING & EXHIBITOR VISITS

2:45 – 4:00 PM 2A

2B

4:00 PM WRAP-UP

EXHIBIT D

ConnectATL 2024

Exhibit E

Contract Forms