Request for Proposals (Revised).pdf

REQUEST FOR PROPOSALS FOR AUDIO VISUAL SERVICES

TO SUPPORT ARC’S STATE OF THE REGION 2025 EVENT

The Atlanta Regional Commission (ARC) is seeking proposals from eligible companies to provide audio-visual production services for an in-person, morning event on Friday, October 24, 2025 at the Georgia World Congress Center in Atlanta, GA. ARC reserves the right to award the contract(s) to one or more companies to meet the needs of the event. ARC anticipates selecting a contractor(s) in June 2025. All post-event work must be completed by December 1, 2025. 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. For more than 30 years, the State of the Region event (SOR) has been a live gathering of approximately

1,500 civic, business, elected, and nonprofit leaders across the metropolitan Atlanta region. Its purpose is to provide an overview of the region’s progress in 2025, to look ahead to potential opportunities and challenges in coming years, and to provide an opportunity for community leaders to come together to build relations that lead to addressing those issues in a collaborative manner. The event will be managed by employees of ARC with assistance from the agency’s subcontracted events planning agency.

II. SCOPE OF SERVICES

It is ARC’s preference to hire one company that will provide an array of audio visuals solutions to support the “main stage” or central component of the event, as well as for multiple panel-style breakout sessions. ARC will consider contracting with one prime audio/visual provider who works with qualified sub-contractors.

Compensation for the services is not expected to exceed $62,500.

Please see Exhibit A for the detailed Scope of Service and Exhibit C for the tentative production schedule.

Location Georgia Ballroom, Georgia World Congress Center 285 Andrew Young International Blvd NW, Atlanta GA 30313

Estimated Attendance 1500

Load-in Wednesday, October 22, 2025

Rehearsal Thursday, October 23, 2025

• AM technical rehearsal

• PM full talent rehearsal

Event Date Morning of Friday, October 24, 2025

We envision a first-rate, two and half hour, in-person event that is comprised of a networking/coffee hour followed by approximately 90 minutes of main stage activity. The main stage activity involves five primary speakers, visual presentations, an awards ceremony, 2-4 pre-recorded videos, and a live stage performance.

III. APPLICANT ELIGIBILITY

Eligible companies, whether for-profit or not-for-profit, must meet the following years of experience to effectively carry out the duties and responsibilities outlined below. All proposers must have demonstrated similar project experience to be eligible for consideration. The Atlanta Regional Commission reserves the right to check all references and consider their responses 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, have 5+ years of experience

• Proven experience at this level of production

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

• Submittal of a Certificates of Insurance

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

• Completion of Debarment and E-Verify forms (see Exhibit E)

IV. PROPOSAL REQUIREMENTS

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

Proposals shall not exceed a total of 30 pages (8.5 x 11) inclusive of resumes and company experience. Covers, end sheets, budget exhibits, forms, and an introductory letter shall not count against this maximum.

Proposals should 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.

• Qualifications and years of experience for key staff members.

2) Previous, Relevant Experiences:

• Descriptions of your company’s last five (5) projects/events of a similar scale. Please include a list of services your organization was asked to provide.

• References for three (3) previous clients from projects/events held within the last three (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 project planning and execution, and proposed schedule.

4) Cost Proposal:

• Proposals should include a detailed estimated cost using Exhibit B (all fees showcased as line items) for all equipment and labor related to event execution.

• Provide estimated rigging cost, as per in-house provider, On Services. ARC will pay rigging cost separately.

• ARC will pay electric costs to in-house provider, Edlen Electrical, separately.

• 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

All proposals must be submitted electronically to Nicole Kusnierz at nkusnierz@atlantaregional.org by 9:00 a.m. EST on Thursday, May 22, 2025. The subject line should read: ARC SOR 2025 AV Proposal. Any questions pertaining to the Request for Proposals should be submitted electronically to Nicole Kusnierz by 5:00 p.m. EST on Thursday, May 8, 2025. Staff will post answered questions to ARC’s website by 5:00 p.m. EST Monday, May 12, 2025. No exceptions will be allowed for the timeline/evaluation process.

RFPs and responses can be found on the ARC’s website: https://atlantaregional.org/about-arc/procurements/

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.

mailto:nkusnierz@atlantaregional.org https://atlantaregional.org/about-arc/procurements/ https://atlantaregional.org/about-arc/procurements/

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 contractor(s) 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 a disclosure presents a potential organizational conflict of interest that should preclude award to the respondent.

VIII. EVALUATION CRITERIA & REVIEW PROCESS

Proposal evaluations will focus initially on the written proposals. Should it be determined that further information is required, one or more companies may be asked to further explain their company’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.

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 plan to meet deadlines (35%)

c) Cost Proposal (20%)

d) Three References for clients from projects/events held within the last three years (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 Cost Center Title 523AC State of the Region

I. PURPOSE

The Atlanta Regional Commission (ARC) is seeking proposals from eligible respondents to provide audio-visual production services for an in-person, morning event on Friday, October 24, 2025 at the Georgia World Congress Center (GWCC) in Atlanta, GA.

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 Regional Assembly of Public Officials, a one-day conference and regional assembly for the elected officials who represent the region.

II. STUDY AREA

We envision a first-class, two and half hour, in-person event that is comprised of a networking/coffee hour followed by approximately 90 minutes of main stage activity. The main stage activity involves three primary speakers, visuals, an awards ceremony, various pre-recorded videos, guest speakers and a live stage performance. ARC will consider contracting with one prime audio/visual provider who works with qualified sub-contractors.

III. WORK AND SERVICES

It is ARC’s preference to hire one company that will provide an array of audio visuals solutions to support the “main stage” or central component of the morning event. ARC will consider contracting with one prime audio/visual provider who works with qualified sub-contractors.

The event will be managed by employees of ARC with assistance from the agency’s subcontracted events planning agency. See Exhibit D for sample stage designs from previous years.

ARC’s will provide an event planning team including Show Caller, Stage Manager and Assistant Stage Manager. The successful provider will be expected to work closely with this team in both the design and execution phases of the event to ensure all expectations are met. ARC will design and deliver all show and graphics content for the event to provider's specifications. The successful provider will be expected to engage with ARC's internal design team with exact design specifications to ensure all graphics and images are displayed on the provided equipment as designed.

Location Georgia Ballroom, Georgia World Congress Center 285 Andrew Young International Blvd NW, Atlanta GA 30313

Estimated Attendance 1,500

Load-in Wednesday, October 22, 2025

Rehearsal Thursday, October 23, 2025

• AM technical rehearsal

• PM full talent rehearsal

Event Date Morning of Friday, October 24, 2025

A. Production Operations and Management

1. Weekly meetings with key staff in weeks leading up to the event. One onsite walk-thru with GWCC, ARC staff and ARC event contractor.

B. Stage Design – See Exhibit D for stage design examples

1. Scenic set elements with lighting to highlight ARC brand and themes. The preferred provider will present 2-3 various staging options to the ARC team 40 days prior to the event.

2. Attractive, modern lectern with mic and digital screen.

3. The preferred provider will present proposed staging options to the ARC team 40 days prior to the event.

C. Lighting

1. Stage lighting – sufficient stage wash

2. Accent lighting – moving spot and wash fixtures

3. Uplighting for side walls

4. Gobo or animated lighting on two (2) white back walls

D. Rigging – Include estimated rigging costs as provided by the exclusive in-house AV provider, On Services, Contact: Todd Kotzin, tkotzin@onservices.com, 470.799.8456, E. Audio – Professional sound system capable of producing 100dB of even, full spectrum audio throughout the ballroom. Sources to include spoken word, video playback, music playback and live musical performances.

1. Eight (8) wireless headsets for ARC staff with separate channel for event planner logistics

2. Audio recording to mp3 file(s) uploaded to client platform post event

3. Twelve (12) clear com system headsets for client – wireless and hard wired to be provided.

4. Podium and lavalier mic’ing for talent.

mailto:tkotzin@onservices.com

F. Video – Video design should include a minimum of two 16:9 format outboard video screens for presentation content and a center screen positioned on stage. All screens should be independently switchable. The possibility of using an LED wall for the center screen would be considered as an alternative for center stage.

1. Three (3) projectors – HD DLP or equivalent (unless use of LED wall is proposed)

2. One (1) Center screen or possible LED wall

3. Two (2) 16:9 format outboard screens for presentation content

4. Two (2) camera – IMAG video of speakers

5. One (1) confidence monitor (PPT presentation setup for current slides and notes)

6. Perfect cue system

7. Speaker timer

8. Video recording(s) delivered to client via hard drive or cloud-based storage link post event.

G. Labor

1. A1, A2, Video Switch, Graphics, Camera Shade/Record, LD, PM, Two Camera Ops

2. Setup & strike labor fees

3. Overtime labor fees

H. Setup & Rehearsals

1. Wednesday October 22

i. Load In

2. Thursday, October 23

i. AM technical rehearsal with operational audio and video projection

ii. PM full talent rehearsal

Note: All meals will need to be supplied by the contractor and/or their staff.

IV. DELIVERABLES

1. Provision of a digital file of the “main stage” program content within 24 hours post event.

2. ISO audio recording to mp3 file(s) uploaded to client platform post event (Optional).

3. Productive event planning meetings leading up to the event. AV provider will provide recommendations on event needs that help create a highly curated, professional event that also accommodates the client’s budget and planning time constraints.

4. A fully staffed, professionally delivered event.

5. State of the art equipment, all in working order and delivered to the venue on time.

EXHIBIT B

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. Overtime (Event has been structured to avoid overtime. However, should overtime be required, please state the rates for each position) Overtime Costs $____________

3. Equipment Equipment Rental $__________

4. Parking and Logistics Other Direct Costs $__________

5. Total Project Costs

TOTAL $__________

Please list separately anticipated rigging costs per On Site AV Services. Rigging cost will be paid separately by the client.

Rigging Estimate $____________

EXHIBIT C

PRODUCTION SCHEDULE DRAFT

STATE OF THE REGION

GEORGIA BALLROOM, GEORGIA WORLD CONGRESS CENTER

WEDNESDAY, OCTOBER 22, 2025

Venue rental access: 12:00 a.m. to 11:59 p.m.

• Production company to propose set up start time and end time.

• All equipment in place by Thursday’s 8 a.m. technical rehearsal start time.

• ARC cannot incur overtime costs.

THURSDAY, OCTOBER 23, 2025

*Tentative timing for technical and talent rehearsals

By 8 a.m. Production company onsite 8 a.m. – 12 p.m. Technical Rehearsal 12 – 1 p.m. Lunch 1 - 5 p.m. Full Talent rehearsal

FRIDAY, OCTOBER 24, 2025

Venue rental access: 12:00 a.m. to 11:59 p.m.

5:30 a.m. Production company arrives onsite 6:45 a.m. Guests begin arriving onsite 7:20 a.m. Georgia Ballroom doors open, guests begin entering the ballroom 8:00 a.m. State of the Region program

• Performance

• Video

• Opening & welcome

• Metro Atlanta Speaks (PowerPoint or Video)

• State of the Region address (PowerPoint and video vignettes)

• (2) What’s Next ATL Speakers OR (1) Keynote speaker (PowerPoint)

• Regional Excellence Awards (PowerPoint and/or video)

• Harry West Visionary Leadership Award (PowerPoint)

• Concluding Remarks

9:45 a.m. Adjournment

EXHIBIT D

PREVIOUS STATE OF THE REGION STAGE DESIGNS

2023 Theme: One Great Region

2022 Theme: Owning Our Future

2021 Theme: A Region of Possibilities

EXHIBIT E

REQUIRED CONTRACT FORMS

The following contracts are attached below to be completed:

• Contractor/Vendor Information Form

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

• Certification Regarding Debarment