RFP - Inaugural Regional Congress Venue for Spring/Summer 2025
Closed State & local contract opportunity Posted
- Solicitation number
- PE-29016-NONST-2025-000000025
- State
- Georgia
- Responses due
Opportunity facts
- Jurisdiction
- Point of contact
-
- Nicole Kusnierz nkusnierz@atlantaregional.org (404) 463-3100
Opportunity details come from ssl.doas.state.ga.us. Updated .
About this opportunity
The Atlanta Regional Commission (ARC) is seeking proposals for an Inaugural Regional Congress venue for a one-day event planned for Spring/Summer 2025. The procurement is a Request for Proposals (RFP) targeting venues that can accommodate 350 attendees, requiring a main event space, registration area, at least two breakout rooms, and staff office space. Key deliverables include venue rental with facilities capable of supporting audio-visual needs, including stage space for panels, projection capabilities, and microphone systems. Preferred event dates include June 2-18, April 21-30, or April 7-11, 2025. The evaluation criteria are comprehensive, with 40% weight on facility suitability and logistics, 35% on event management plan and experience, 20% on cost-effectiveness, and 5% on relevant references. Proposals are due by February 10, 2025, at 5:00 p.m. EST, with vendor questions accepted until January 29, 2025. ARC anticipates contract award in March 2025.
The RFP does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The document indicates that proposals must include detailed cost breakdowns for venue rental, equipment, labor, and any exclusive services like food and beverage, security, internet, electricity, and parking. While guest rooms are not required, the RFP allows for potential separate negotiations for food and beverage and audio-visual services. No specific budget range is stated, but vendors must provide comprehensive line-item pricing for all anticipated expenses. ARC reserves the right to award the contract for the venue component independently and will require proposals to remain valid for 90 days after the submission deadline. Interested vendors should review the full RFP details available at https://atlantaregional.org/procurement/inaugural-regional-congress-for-spring-summer-2025/ for complete submission requirements.
Opportunity text
The Atlanta Regional Commission (ARC) is seeking a venue for a one-day event to be held in Spring/Summer 2025. We are looking for a distinctive venue with facilities and amenities that will appeal to our attendees. The preferred vendor should, at the minimum, provide space for the event, one to two onsite meals, breakout rooms, and a staff office space. Not required, but preferred, is a venue that can also provide food and beverage services and audio-visual support. Guest rooms are not required for this event. The event will be managed by employees of ARC. Proposals must include a detailed cost estimate with all fees showcased as line items for rental spaces, equipment, labor and fees. If Food and Beverage, Security, Internet, Electricity, Parking or other customary event services are provided exclusively by the facility, you must provide Rate Schedules as a part of the proposal. If audio-visual services are provided exclusively by the facility, please include costs in the proposal for the configurations outlined in the next paragraph. If third-party providers are allowable, please indicate if any load-in/load-out or support fees may be required. **GO TO https://atlantaregional.org/procurement/inaugural-regional-congress-for-spring-summer-2025/ FOR ADDITIONAL INFORMATION**
Files
| File | Type | Posted |
|---|---|---|
| Regional Congress Venue RFP.pdf |
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