District Graduation Audio Visual Services

DeKalb County School District (DCSD) is requesting proposals for live audio, video, and staging services for high school commencement exercises in May 2022 under RFP 22-491, with proposals due January 11, 2022 at 2:00 p.m. and questions due by December 13, 2021.

The scope covers comprehensive audio-visual services for approximately 7,000 guests across six graduation days plus two setup days at James R. Hallford Stadium, an outdoor football stadium in Clarkston, Georgia. Services include audio systems with line array technology, delay stacks, and stage monitors; lighting with stage wash, audience wash, moving heads, lekos, and hazers; five image magnification displays; video production with six cameras and recording capability; an 80-foot by 40-foot stage with stairs and ADA ramps; soft goods and drape; communications systems; power distribution; rigging; and ground covering. All services must be completely integrated with no add-on charges permitted. Vendors must submit CAD drawings with precise measurements for projection and lighting equipment to ensure adequate coverage in the outdoor venue.

Proposals require firm fixed lump sum pricing with detailed cost breakdowns by category (staging, lighting, audio, video, labor, integration, and others). Payment is structured as 50 percent within 30 days of contract execution, 25 percent upon completion of setup and system demonstration, and 25 percent retained until 30 days after final invoice or June 30, 2022, whichever is earlier, via electronic funds transfer or ACH.

Offerors must provide certificates of insurance with minimum limits of $1 million per occurrence and $2 million annual aggregate, notarized safety record affidavits demonstrating five or more years of clean safety, and at least three client references from comparable organizations. All contractors and subcontractors must complete criminal background checks and submit Illegal Immigration Reform and Enforcement Act of 2011 certifications.

Evaluation weights ability to execute scope at 50 percent, functional requirements at 20 percent, general system requirements at 20 percent, and proposal price at 10 percent. The initial contract term is approximately one year, with potential renewal options up to four additional one-year periods contingent upon board approval and funding availability. Award is contingent upon DeKalb County Board of Education approval and funding authorization. DCSD reserves the right to reject any or all proposals and award multiple contracts if advantageous.

Responses must be submitted in sealed packages to the DCSD Purchasing Department at 1701 Mountain Industrial Boulevard, Stone Mountain, Georgia 30083, ATTN: Carla L. Smith, with an original, duplicate, and electronic copy required. Real Eyes Production was awarded the contract following the competitive solicitation.