RFP

GEORGIA WORLD CONGRESS CENTER AUTHORITY

ON BEHALF OF THE SAVANNAH CONVENTION CENTER

SAVANNAH, GEORGIA

REQUEST FOR PROPOSALS

RFP # GWCCA080222EC

EXHIBIT LIGTHING AND DIMMING SYSTEM

REPLACEMENT

SECTION I

PROCUREMENT OBJECTIVE

1. Summary Statement

Notice is hereby given t h a t the Georgia World Congress Center Authority (hereafter referred to as “Authority” or “Owner”) on behalf and by direction of the Savannah Convention Center is soliciting competitive sealed proposals from qualified and experienced companies ordinarily engaged in the business of providing lighting as it pertains to the project specified in detail herein, located at the Savannah Convention Center in accordance with the terms, conditions, and requirements set forth in this Request for Proposal (RFP) and further defined herein.

The Authority retains the right to reject any or all submittals and/or proposals, and 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. The final terms of any Agreement for the project contemplated by this procurement will be determined by the Authority; subject, in all cases, to strict compliance with the applicable provisions of the laws of the State of Georgia.

A. IMPORTANT- A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR THIS PROJECT.

From the time of advertisement of this solicitation until final award is made to a successful respondent and such award is announced, interested firms are not allowed or permitted to communicate about this solicitation or scope with any staff or any official representatives of the Authority, GWCC, Savannah Convention Center or other facilities of the Authority, or their consultants, except for submission of questions as instructed in the RFP, or as provided by any existing work agreement(s). Apparent Awardee(s) are restricted from making public statements or press releases about their selection as finalists or their apparent award. For violation of this restriction, the Authority reserves the right to reject the submittal of the offending respondent.

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. Pre-Proposal Conference/Site Visits

Proposal Conference/Site Visit will be held: August 23, 2022, at 1:00 PM Savannah Convention Center Jasper Boardroom One International Drive Savannah, GA. 31402

Late arrivals shall be subject to dismissal, all vendors are cautioned to arrive on time. A maximum of two (2) representatives from each firm may attend. For information regarding this conference contact Erle Coleman, Issuing mailto:ecoleman@gwcc.com

Officer. All potential respondents are encouraged to have a copy(ies) of this solicitation for the Pre-Proposal Conference, as copies are not guaranteed to be available.

The purpose of this conference will be to clarify the contents of this Request for Proposal in order to help ensure a thorough understanding of the Authority’s requirements. Any questions as to the requirements of this Request for Proposal, or any apparent omission or discrepancy should be presented to the Authority’s representatives at this conference. This conference also provides a forum by which interested parties will have equal access to relevant RFP information prior to the final proposal submission.

4. 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.

5. 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.

6. Proposal Submission and Deadline

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

One (1) Original (Clearly Marked) and three (3) complete hardcopies, and One USB Drive containing a complete copy of solicitation response to:

Georgia World Congress Center Authority Business Office, 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 # GWCCA080222EC Exhibit Lighting and Dimming System Replacement” 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.

Sealed proposals sent by courier, mail, etc., should be addressed to the Issuing Officer and should be received no later than the proposal deadline (September 1, 2022, 10:00 AM).

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

Event Date Time

a. Authority issues RFP 08/15/22

b. Proposal Conference/Site Visit

08/23/22 1:00 PM

c. Deadline for submission of written questions and requests for clarification 08//25/22 10:00AM

d. Answers to questions posted 08/26/22

e. Deadline for submission of Proposals 09/01/22 10:00AM https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp 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.

7. 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 (GWCC) hosts a wide variety of conventions, consumer/trade shows and corporate events each year. Owned by the State of Georgia and operated by the Georgia World Congress Center Authority the GWCC encompasses 4 million square feet and is among the largest convention centers in the nation.

The GWCC contains 13 exhibit halls offering 1.5 million square feet of prime exhibit space in addition to 105 meeting rooms encompassing. Additionally, the GWCC offers two ballrooms - 33,000 and 25,700 square feet, a 1,746-seat auditorium and two plazas. The Georgia International Plaza includes a parking deck and pedestrian plaza on Andrew Young International Boulevard adjacent to the Georgia World Congress Center and Mercedes-Benz Stadium.

Centennial Olympic Park is the largest center-city park to be developed in the United States in the last 20 years.

The 22-acre park was developed and is operated by the Georgia World Congress Center Authority and hosts a variety of events, from corporate receptions and picnics to major concerts and festivals. Centennial Olympic Park is located adjacent to the Georgia World Congress Center.

In addition to the Atlanta facilities, GWCCA manages the operation of the Savannah Convention Center in Savannah, Georgia under contract to GIMTCA, also a public instrumentality of the State of Georgia. SITCC is operated by the Authorities for the benefit of Chatham County, and its constituent municipalities.

The Authority enjoys a strong service reputation based upon our ability to provide a superior facility and related services. The following Request for Proposals will be used to select an organization to partner with the Authority to deliver a service to our customers in a manner that complements our ongoing operations and commitment to excellence and sustainability.

2. Intent

The intent of this project is to provide the Owner a proposal for the Ballroom Airwall Replacement. The Contractor is to provide to the Owner, as a minimum, all drawings, depictions, equipment, labor, materials and such other appurtenances as are required.

3. Performance Time

The term of any construction contract resulting from this proposal will be sixty (60) working days after contract is executed. Completion shall be by August 31, 2022; time being of the essence.

SECTION III

SCOPE OF SERVICES

BALLROOM AIRWALL REPLACEMENT

I. GENERAL OVERVIEW

The intent of this project is for the Contractor to provide the Owner with, as a minimum, all equipment, labor, materials and other appurtenances required for Exhibit Airwall Replacement. Located in Savannah, Georgia. The project is a weather, client, and property sensitive. All construction activities must be coordinated with the Savannah Convention Center’s scheduled activities during the construction project.

II. GENERAL SCOPE / SPECIFICATIONS

The Savannah Convention Center is soliciting for bids to replace the existing Exhibit Hall Light Fixtures and Dimming System. The below work is to include all material and labor to perform work on replacing all the existing light fixtures and changing out the complete dimming system over to the ETC platform to match our expansion.

Please provide the duration of time needed to complete the removal of the existing and installation of the new light fixtures and dimming system. This needs to be the complete time for each one. Please keep in mind that due to business in the facility these may need to be completed at separate times. If there is a pricing difference between separate mobilizations, please quote the project as such. Contractor is responsible for making sure their work area is secure and cleaned up daily. Contractor is responsible for removing all materials from the job site. Also remember we have an active Convention Center so work times may vary due to events we have inhouse. However, we will work with the selected contractor closely to minimize disruption in your schedule.

The exhibit hall currently has the following estimated light fixtures. We currently have 1000-watt and 400-watt metal halide fixtures in the exhibit hall. There is a total of 130 light fixtures in the hall, 88 are 1000watt metal halide and 42 are the 400watt metal halide. We want all these fixtures to be changed over to the Ephesus LUMA8 fixture.

If possible, we would like to have the fixtures individually controlled. There are also 500watt quartz lights in the hall that will remain in place unless the bidder has a recommendation for replacement and there are 414 of these.

The current dimming system is performing line voltage dimming and does the dimming in two and three fixtures across the room. The Exhibit Hall area can be divided into 2 sections. There are emergency backup lighting controls that need to be taken into consideration when bidding the dimming system. We are currently expanding the facility and will be utilizing the ETC system in the expansion project. Our request is to have the same system installed in the Exhibit Hall that will work with this system. We want the ability to have the system controlled by either a laptop or iPad. We will also request wall controls around the room. The system should be able to be controlled by DMX. The current dimming system in the Exhibit Hall is Leviton. Our expectations are to keep the current light output or higher.

The provided specifications for the exhibit hall dimming system will be for all bidders to review. These specifications are for the expansion of the facility. Please keep in mind that some aspects of these specifications do not apply to the current facility. If you have questions, please make sure you ask them during the bid phase. We recommend all bidders come to the facility for a site visit and to field verify all light fixtures and dimming system change outs to accurately quote the project.

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. August 25, 2022. 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 Erle Coleman, 404-223- 4244, e-mail: ecoleman@gwcc.com 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. Criminal History Record Check

Contractor shall employ and supervise such personnel as necessary for the efficient performance of its obligations under this agreement, who will be subject to pre-employment security checks and screening to the extent permitted by law. Contractor agrees to comply with the Authority’s Personnel Policies and Procedures, Criminal History Record Check (Criminal Background Policy). The Authority shall be authorized to audit Contractor’s records for compliance with the Criminal Background Policy.

12. Prohibition On Carrying Weapons In The Workplace

Contractor agrees to prohibit its employees and agents from carrying any weapons while in the course of performing services under this Agreement anywhere on the campus of the Georgia World Congress Center Authority (GWCCA).

Contractor also agrees to require that its contractors and subcontractors prohibit their respective employees and agents from carrying any weapons while in the course of performing services under this Agreement anywhere on the campus of the GWCCA.

Contractor shall utilize its best efforts to monitor and enforce compliance with these requirements.

For purposes of this requirement, a “weapon” means any firearm, knife over five inches, or other arms, military hardware, weaponry, armament, munitions, ordnance, biological or chemical weaponry, explosives, crossbows, spears, slingshots, or any other instruments of destruction without limitation, but does not include tools customarily used by the employee, agent, contractor, or subcontractor when performing services under this Agreement.

13. 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.

14. Warranty

Manufacturer’s Warranty: A written copy of any applicable manufacturer warranties shall be supplied to the Authority by contractor agreeing to replace any materials or equipment that fails due to materials or workmanship under the existing terms.

Installation Warranty: In addition to any manufacturer’s warranties, the installing Contractor shall provide a written one (1) year warranty agreeing to provide the labor and materials to replace any portion of the installation or material and equipment that fails due to materials or workmanship.

Warranty Commencement: Warranty shall begin at the point of substantial completion, which is defined as the date when the owner obtains beneficial use of the space.

15. Final Inspection

After Contractor has finished all the work required for this contract and final cleanup has been completed for the job site area, and Contractor is ready for final inspection, he shall give notice to the Owner in writing.

No final inspection will be made until such time as the Owner has received written notification and a copy thereof has been forwarded to the Authority.

16. Site Clean Up

Contractor shall be responsible for ensuring a clean work site. All work areas are to be left clean and all debris removed from site at the end of each work day. All debris, trash, etc. as a result of construction shall be cleaned up at the completion of each workday from all affected areas. Contractor shall be responsible of proper removal of debris created in the process of completing said work.

17. Project Management and Personnel

Selected Contractor shall provide a designated, qualified, project manager throughout duration of project to serve as the primary point of contact for the Authority.

All work is to be performed by qualified craftsmen provided by the Contractor in sufficient numbers to accomplish the work in a timely and professional manner.

All work shall be performed under the direction of qualified on-site supervision.

18. Permits

The contractor is responsible to secure any/all permits as required for erosion/sediment controls. GWCC is a self-governing State facility therefore permits are not “typically” required other than for city sewer connections/inspections and storm water runoff or similar type work. However, all work must be in compliance with applicable codes and shall be subject to inspection by GWCCA.

19. 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 irregularities and nonconformities, and; to make an award not based solely on the highest proposal, all as GWCCA in its sole judgment may deem to be in the Authority’s best interest.

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.

20. 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.

21. 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.

22. 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.

23. 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 then 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.

24. Mandatory Contractual Terms

By submitting a proposal in response to this RFP, the proposer, if selected for award, shall be deemed to have agreed to and accepted all Contract terms and conditions set forth in the standard contract form included in the appendices to this RFP.

25. 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.

26. Performance Bond

The successful proposer shall furnish a performance bond (Bond only, certified check or other forms are not acceptable) 100% (percent) of the contract award amount; for the performance on the contract. The cost of the bonding will be the sole responsibility of the prospective contractor, and shall be included in the proposal price. The Authority will not be responsible for bonding costs that are not included in proposal. The Authority reserves the right to waive any or all of these bonding requirements upon award of bids, for the entire project or any portion of the project as the Authority deems necessary. The contract sum(s) may be adjusted based on actual bonding requirements. The bond shall be issued by a Corporate Surety authorized to do business with the State of Georgia. The performance bond must be submitted to the Authority within ten (10) calendar days of the date the contract is executed, but in any event, prior to the beginning of any contract performance by the awarded contractor. The Performance Bond shall remain in place for the duration of the contract term, which includes executed renewal options and contract extensions.

27. Bid Bond

Each bid must be accompanied with a Bid Bond (Bond only, certified check or other forms are not acceptable) in an amount equal to 10% of the base bid, payable to the Georgia World Congress Center Authority and issued by a surety authorized to do business with the State of Georgia, in order to guarantee that the Proposer will enter into a contract with the Owner for completion of this project strictly within the terms and conditions stated in these bid documents and in the Contract documents.

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):

• Demonstrated experience of the firm in providing similar services, including experience and qualifications of key personnel, and relevance of that experience to the needs of the Georgia World Congress Center Authority. Ability to effectively provide local management to oversee operation of the concession on a day-to-day basis and type, quantity, and quality of services provided.

• Stability and responsibility of the firm.

• Qualifications, education, and experience of the team members proposed to perform services.

Demonstrated competence and experience with Granite repair and placement. Knowledge of current industry products & standards.

• Financial Qualifications: The financial strength and creditworthiness of the proposer will be evaluated to assure the GWCCA that the proposer can perform its obligations including: i) maintaining a smooth and uninterrupted operation.

• References about the firm, and/or its previous services or accounts. This includes, but is not limited to, the references about the firm’s ability to satisfy the needs of similar facilities with proposed system or services and the levels of that satisfaction as verified by direct Authority communication with listed contacts. The Authority reserves the right to utilize any relevant reference information received from sources other than those listed by proposer in this evaluation if the Authority deems such sources reputable.

• Suitability of proposed goods and services to the objectives of the Authority. This includes, but is not limited to, the firm’s apparent fit to the overall goals of the Authority with regard to this service, and how well the firm’s proposed goods and services fit with Authority employees, clientele and/or guests.

• Acceptance of GWCCA's Contract document

COST (30% Weight Factor):

• Overall anticipated proposed cost, as well as any other (if applicable), proposed prices or rates, anticipated cost savings, stated payment terms, discounts, and additional charges. Any items proposed that might result in an impact to operation costs of the authority are subject to this evaluation.

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 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 “Statement of Proposer’s Qualifications”.

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. 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 proposal.

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 proposal.

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 Five (5) qualification references, one (1) of similar size, complexity 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…