RFP-25-014 The City of Fairburn Repost Sound Engineering Services

The City of Fairburn, Georgia (located in Fulton County) is seeking proposals for professional sound engineering services for the Third Friday Series concert events through Request for Proposal RFP-25-014. The procurement encompasses comprehensive sound engineering and lighting services for concerts and community events held at two primary venues: Fairburn City Center and Frankie Arnold Stage & Courtyard, with an anticipated annual attendance of approximately 10,000 people across multiple events. The successful vendor must provide professional sound engineering production planning, site assessments, setup and operation of state-of-the-art audio and lighting equipment, and qualified staff management, including at least four staff members per event. Required equipment specifications include JBL Line Array audio systems with SC48 Consoles, dual 18-inch subwoofers, stage monitors, LED wash and moving beam lighting fixtures, and a 24 x 24-foot portable stage. The 2025 concert season includes events on August 15, 2025, and September 19, 2025, with stage installation required the night before concerts and sound equipment setup required at least eight hours prior to showtime, with all events concluding by 10:00 p.m. per local ordinances. The contract is structured as a one-year initial term with four one-year renewal options. Evaluation criteria include firm experience and qualifications, quality and relevance of past projects, technical approach and methodology, cost effectiveness, and client references and feedback. An optional pre-bid meeting is scheduled for July 21, 2025, at 10:00 a.m. EST at the City of Fairburn Administrative Building, requiring email registration by July 18, 2025, at noon. All vendor questions must be submitted electronically via the BidNet Direct portal by July 23, 2025, at 10:00 a.m. EST, and proposals must be submitted through the same portal by July 30, 2025, at 3:00 p.m. EST, with public opening and oral reading of all bids.

The City of Fairburn emphasizes its commitment to providing equal opportunities to small and minority businesses and encourages all qualified businesses to participate regardless of size or status, though no specific set-aside percentages or disadvantaged enterprise restrictions are identified in this procurement. Service providers must be registered to conduct business in Georgia, maintain current business licenses in Fulton County, comply with E-Verify requirements under O.C.G.A. 13-10-91, and provide proof of insurance including commercial general liability ($500,000), automobile liability ($500,000), professional liability ($500,000), and workers' compensation coverage. No incumbent vendor or current contractor is identified in the available procurement documents. The vendor must integrate with the City's existing infrastructure, including generators provided at each event (125kw for stage and 25kw for other power needs) at Fairburn City Center and Frankie Arnold Stage & Courtyard. No specific award value or budget range is disclosed in the solicitation documents; instead, the contract will be awarded to the responsible bidder offering the best value to the City based on the evaluation criteria outlined in the Scope of Work and RFP specifications. Vendors must submit detailed cost proposals itemizing pricing across nine categories: audio equipment rental, monitor rental, stage rental, visual equipment, lighting, labor, backline, miscellaneous fees, and miscellaneous equipment rental, with compensation based on actual work performed subject to a maximum price specified in the Cost Sheet (Exhibit K).