Scope of Work.pdf

Sound Engineering RFP

CITY OF FAIRBURN

FAIRBURN THIRD FRIDAY SERIES

Request for Proposal (RFP) for Sound Engineering Services

1. Introduction

The City of Fairburn is seeking proposals from a qualified sound engineering firm to provide professional sound engineering services for concerts and events. The City of Fairburn is seeking a one-year Contract with four one- year option to renew.

The firm selected will be responsible for ensuring high-quality sound production that enhances the overall experience for attendees. Fairburn's Third Fridays on Main Street was launched in June 2021 within the downtown Historic Commercial District. The event aims to support local businesses and vendors by connecting them with customers who may not otherwise visit Fairburn's downtown area. The Third Friday Experience enhances the vibrancy of the community, creating a sense of place and reflecting the diverse population that values tradition while embracing the future.

This event is unique because it offers opportunities to experience arts, culture, and music in a family-friendly environment. It has attracted tourists to the area and positively impacted on the local economy, providing benefits to businesses. Each year, approximately 1,500 concertgoers attend each event, totaling over 10,000 attendees throughout the series. Fairburn Third Fridays is a public concert sponsored by the city.

We have previously hosted renowned artists such as Bobby Rush, Regina Belle, Keith Washington, Jamison Ross, The Dass Band, Mary Jane Girls, Klymaxx, Shanice Wilson Knox, Tracie Spencer, Glenn Jones, Sammie, the P-Funk Band, Demola, and many others.

Sound engineering and lighting are crucial to the city's event production. Therefore, we are seeking a firm equipped with state-of-the-art equipment with back-up generators and uniformed professional staff to meet our production needs.

2. Project Overview

• Project Name: Sound Engineering Services for Concerts and Events

• Location: Various venues within Fairburn, Georgia

• Duration: All concert and related events within the City of Fairburn, to include but not be limited to the 2025 Fairburn Third Fridays Concert Season

August 15, 2025 (Fairburn City Center) Stage required.

September 20, 2025 (Frankie Arnold Stage & Courtyard) No stage required.

• Scope of Work: Provide sound engineering services, including timely setup, operation, and timely breakdown of sound equipment for full-scale concerts and events at the Fairburn Third Friday venues, which include the Fairburn City Center, located at 320 NW Broad Street, Fairburn, GA 30213; and the Frankie Arnold Stage & Courtyard, located at 15 W. Broad Street, Fairburn, GA

30213. The technical riders provided by the performers will include backline support. A list of performers will be provided. The City uses a generator(s) at each event for the stage – a 125kw for the stage, and 25kw for other power needs as related to the event. Other relevant factors related to the concert production are listed below.

• Stage installation is required the night before the concert (Thursday)

• Events are generally rain or shine except where lightning or high winds are expected

• In cases of inclement weather, cancellation is announced at least 48-72 hours

• Currently, there are ordinances and agreements with the community, which require that the concert ends promptly at 10:00 pm

• The award date for the event will take place July 29th by 5:00 pm.

The successful applicant will be required to submit a comprehensive sound engineering production plan that includes a detailed cost breakdown for the necessary equipment.

This plan should address the following items (please note that the equipment specifications listed below are meant to guide applicants and may vary, except for those explicitly stated in the performance technical riders):

For the Stage:

- Portable stage measuring 24 x 24 feet, including wings.

For Audio:

- Event audio using a JBL Line Array flown above subwoofers.

- An SC48 Console for Front of House sound management.

- Another SC48 Console for Monitor World.

- Four dual 18-inch subwoofers for side wall support.

- Four top boxes for side fills.

- Ten stage monitors.

- Mic stands and a complete cable package.

- A snake system along with all necessary cables and connectivity.

- Audio-visual production equipment suitable for a medium-to-large-scale event.

- Backline support.

- At least four staff members manage and operate the equipment.

For Lighting:

- Event lighting, including sixteen LED wash fixtures (warm white and RGB).

- Six LED moving beam style fixtures.

- Two hazers for special effects. - An Avo Pearl Lighting Controller.

- A cable package and all necessary connectivity to operate the lighting equipment. This plan should ensure all aspects of audio and lighting are thoroughly addressed for a successful event.

3. Scope of Services The selected firm will be expected to:

• Conduct site assessments to determine sound equipment needs.

• Provide and set up all necessary sound equipment at least eight hours prior to show time, 24 hours in advance for stage installation.

• Operate sound equipment during events to ensure optimal sound quality.

• Troubleshoot and resolve any sound-related issues during events.

• Break down and remove sound equipment within 8-hour timeframe after events.

• Collaborate with event organizers to meet specific sound requirements.

4. Proposal Requirements Interested firms should submit a proposal that includes the following:

• Company Profile: Overview of the firm, including experience and qualifications.

• Project Team: Names, contact number and roles of key personnel who will be involved in the project.

• Relevant Experience: Examples of similar projects completed by the firm.

• Technical Approach: Description of the firm's approach to providing sound engineering services.

• Cost Proposal: Detailed breakdown of costs, including equipment rental, labor, and any additional fees.

• References: Contact information for at least three references from similar projects.

5. Evaluation Criteria Proposals will be evaluated based on the following criteria:

• Experience and qualifications of the firm and project team.

• Quality and relevance of past projects.

• Technical approach and methodology.

• Cost effectiveness.

• References and client feedback.

6. Submission Instructions Proposals must be submitted electronically through the BidNet portal by Wednesday, July 30,2025 by 3:00 pm EST. All questions or requests for clarification must be sent via the BidNet Direct portal by Wednesday, July 23, 2025, at 10:00 am. EST.

ADDITIONAL GUIDANCE

Scope of Work for Sound Engineering RFP for City Events and Concert Series

1. Concept:

• Objective: Provide high-quality sound engineering services for city events and concert series to ensure exceptional audio experience for attendees.

• Vision: Enhance the overall ambiance and engagement of events through professional sound and lighting setups, creating memorable experiences for the community.

2. Detailed Description of Capabilities:

• Sound Engineering Expertise:

o Experience in managing sounds for various types of events, including concerts, festivals, and community gatherings.

o Ability to handle live sound mixing, audio recording, and playback.

o Proficiency in troubleshooting and resolving audio issues promptly.

• Team Qualifications:

o Sound engineers with extensive experience in the industry, certified preferred.

o Technicians are skilled in setup, operation, and maintenance of sound equipment.

o Project managers to oversee the coordination and execution of sound engineering tasks.

3. Equipment: Respondent will provide information regarding equipment capacity, indicated rented versus items that are in-house.

• In-House Equipment:

o Sound Systems: High-quality speakers, amplifiers, mixers, and microphones.

o Monitoring Systems: In-ear monitors and stage monitors for performers.

o Recording Equipment: Multi-track recorders and digital audio interfaces.

• Rented Equipment:

o Specialized Gear: Additional speakers, subwoofers, and wireless microphone systems as needed.

o Backup Systems: Redundant equipment to ensure uninterrupted audio service.

4. Lighting Schematics:

• Lighting Design:

o Custom lighting plans tailored to each event's theme and requirements.

o Integration of lighting with sound to create synchronized audio-visual experiences.

• Equipment:

o In-House Lighting: LED lights, spotlights, moving heads, and DMX controllers.

o Rented Lighting: Additional lighting fixtures and special effects equipment as needed.

• Setup and Operation:

o Professional lighting technicians to handle installation, programming, and operation.

o Coordination with event planners to ensure seamless integration with other event elements.

5. Visuals of Previous Shows:

• Portfolio:

o High-resolution images and video showcasing previous events and concert setups.

o Examples of sound and lighting configurations used in past projects.

• Client Testimonials:

o Feedback from previous clients highlights the quality and impact of sound engineering services.

o Case studies demonstrate successful execution of complex audio-visual setups.

6. Additional Services:

• Consultation: Pre-event meetings to discuss specific requirements and preferences.

• On-Site Support: Dedicated team available throughout the event for real-time adjustments and support.

• Post-Event Review: Evaluation of sound engineering performance and recommendations for future improvements.

MANDATORY QUESTIONS

1. Technical Expertise (Sound Engineering)

• Describe your experience providing sound engineering services for events of a similar size and scope.

• What equipment and technology do you typically use for live sound production?

• How do you ensure sound clarity and consistency across different venue types and audience sizes?

• Can you provide a sample equipment list and diagram for a past project similar to ours?

• How do you handle on-site troubleshooting during live events?

2. Project Management

• Who will serve as the primary point of contact throughout the planning and execution of the project?

• Describe your process for collaborating with clients, venues, and other vendors (e.g., lighting, video).

• How do you handle changes in event scope, timeline, or budget?

• What project management tools or systems do you use to keep deliverables on track?

• Provide a timeline of your involvement from pre-production through load-out.

3. Lighting Design (if applicable)

• Do you offer in-house lighting design, or do you subcontract this service?

• How do you coordinate lighting design to complement the audio and stage elements?

• Please share examples or portfolios of recent lighting designs for similar events.

• What types of lighting fixtures and control systems do you typically use?

• How do you address energy efficiency and safety in your lighting design?

4. Quality Control (Production & Stage)

• What is your quality assurance process for sound checks and system testing before an event?

• How do you ensure consistent performance quality throughout a multi-day production?

• What safety measures are in place for stage rigging, cabling, and equipment setup?

• How do you document and address technical issues encountered during rehearsals or live shows?

• Can you provide a sample checklist or QA process used during past events?

5. Staffing

• Please provide a breakdown of your proposed team for this project, including roles and qualifications.

• Are your engineers and crew unionized or certified by any professional organizations?

• How do you handle crew training, safety protocols, and emergency procedures?

• What is your staffing contingency plan in case of illness or unforeseen circumstances?

• Will the same team be present during pre-production, rehearsals, and the live event?

Optional Bonus Section: References & Past Work

• Please provide 2–3 references from clients with similar projects.

• Include a portfolio or reel of past productions, if available.

**Respond to solicitation questions on the Mandatory Questions Form and with attachments. **

APPENDIX

CITY OF FAIRBURN VENUES

SAMPLE STAGING INSTALLATION – FAIRBURN CONCERT SERIES

FAIRBURN DOWNTOWN VENUE