AUDIO/VISUAL FOR WINE AUCTION & DINNER

Transcription

1 REQUEST FOR QUOTE: AUDIO/VISUAL FOR WINE AUCTION & DINNER Quote: # RFQ Released: October 3, 2018 Deadline for Quotes: Wednesday, October 31, 2018 by 2:00 PM The Houston Livestock Show and Rodeo (the HLSR ) promotes agriculture by hosting an annual, familyfriendly experience that educates and entertains the public, supports Texas youth, showcases Western heritage and provides year round educational support within the community. As the world s largest livestock show and rodeo, the largest fair in North America and the site of 20 concerts from top-flight entertainers each year, the show attracted over 2.4 million spectators in A Section 501(c) (3) charity, this organization has committed approximately $450 million in youth and educational support to Texas students since it began in HLSR is backed by more than 34,000 volunteers serving on over 108 different committees. GENERAL REQUIREMENTS FOR REQUEST FOR QUOTE PRICING Pricing for all goods/services must be very specific, all-inclusive and firm. All administrative fees, shipping, expedited delivery costs, labor, etc. must be included in the quote. All shipping, drayage and other charges are to be listed as a separate line item. Based on your line item bid price for shipping on the Price Sheet, HLSR may require that product shipments are to be done via Federal Express or UPS, using the HLSR s existing account. Moreover, all design work, product set-up, production, repair work, etc. must be done according to HLSR s schedule, which may include weekends, nights and early mornings, at no additional cost to HLSR. HLSR will pay only for goods/services stated on the Price Sheet unless otherwise agreed to in writing by both parties before the order is placed or work is started. No price changes, additions, or subsequent qualifications will be honored. INTELLECTUAL PROPERTY The provider acknowledges that the names, logos, copyrighted material and trademarks of HLSR are the sole and exclusive property of HLSR (the HLSR Marks ) and nothing herein shall provide the provider any right, title or interest in HLSR Marks. All HLSR Marks included in this Request for Quote ( RFQ) are for bidding purposes ONLY. They may not be used for any other purpose, now or in the future, without the express written consent of HLSR s Marketing and Public Relations Department. PROVIDER ADVERTISING, MARKETING AND PROMOTION The provider may not promote itself in conjunction with HLSR, use the HLSR as a client reference or display HLSR goods in any advertising, marketing or promotional materials. Exceptions may apply to current licensed providers.

2 Page 2 of 6 SPECIAL REQUIREMENTS / INSTRUCTIONS The following requirements and instructions supersede GENERAL REQUIREMENTS where applicable. SCOPE HLSR will receive quotes for the Audio/Visual System and related services for our 2019 Wine Auction and Dinner. GENERAL DESCRIPTION Provide all labor, materials, supplies and equipment necessary to produce and deliver the item(s) described in this quote and as directed by HLSR staff. There are no facilities on site to prepare food. Date: Sunday, February 24, 2019 Time: 5:00 11:00 PM Description: Seated 4-course dinner for the Wine Auction and Dinner Location: NRG Center, 3 NRG Park, 2 nd Floor, 600 Series Rooms and Café on the Park Set-Up: Wednesday, Feb. 20 by end of day (before tables are placed) Tear Down: Sunday, Feb. 24 at conclusion of the event. Must be complete by 2:00 AM. Attendance: Estimate 850 AUCTION MAIN ROOM - REQUIREMENTS 1. Two (2) screens (9 x 16 ) on NE & NW corners of the room (must be rigged from ceiling) 2. One (1) screen 6.75 x 14 behind the stage (must be rigged from ceiling) 3. Three (3) LCD Projectors rigged in ceiling for screens 4. Plexiglas podium with wired microphone on stage 5. Three (3) wireless microphones 6. Stand-alone sound system rigged in ceiling to cover 17,078 square foot room drape between two 9 x 16 screens at front of room (no vinyl, must be as tall as screens) 8. LED up lighting around perimeter of room and on air wall columns. Room is 180 x Two (2) gobo projectors 10. Stage wash lighting for 16 x 18 stage (2 lekos and 6 par can lights) with dimmer 11. Sports lens to shoot from back of room and project on screen 12. IMeg camera and switcher 13. Dry erase board (approximate 4 x 8 )

3 Page 3 of 6 SILENT AUCTION AREA (Café on the Park) - REQUIREMENTS 1. Four (4) speaker sound system with wireless microphone. 2. Lighting above silent auction tables with dimmer package (26 tables, two wide in Z shape layout provided with bid) and skin the truss stands in mutually agreed upon color. OTHER See Attachment A for room layout CONTRACTING PROCESS An Audio/Visual Services Agreement will be sent to the selected provider. TIMELINE RFQ is due back (per instructions) no later than Wednesday, October 31, 2018 by 2:00 PM Provider will be selected no later than November 16, 2018 Order confirmed no later than January 4, 2019 Set Up for Event is February 23, 2019 * Selected provider must attend an event production meeting prior to the event (date & time tbd). For additional information or questions contact: Jennifer Meznarich: meznarich@rodeohouston.com

4 Page 4 of 6 SUBMITTAL REQUIREMENTS RETURN ALL PAGES (by: hardcopy, fax, or ) Houston Livestock Show and Rodeo Attn: Tracy Kennon 3 NRG Park Houston, Texas fax kennon@rodeohouston.com YOUR SIGNATURE ATTESTS TO YOUR OFFER TO PROVIDE THE GOODS AND/OR SERVICES DESCRIBED IN THIS QUOTE. OFFERED BY: Company Name Date Signature Title Printed Name Phone

5 Page 5 of 6 PRICE SHEET Audio/Visual for 2019 Rodeo Uncorked! Champion Wine Auction & Dinner EACH TOTAL Four (2) screens (9 x16 ) $ $ One (2) screen (6.75 x 14 ) $ $ Three (3) LCD projectors $ $ Plexiglass podium w/ mic $ $ Four (4) wireless mics $ $ Stand-alone sound system $ $ 40 drape $ $ LED uplighting $ $ Two (2) gobo projectors $ $ 2 lekos & 6 par can lights $ $ Sports lens $ $ IMeg camera and switcher $ $ Dry erase board $ $ 4 speaker sound system $ $ Silent Auction lighting $ $ TOTAL (ALL INCLUSIVE): $

6 Page 6 of 6 Attachment A Room Layout Final Layout May Vary Slightly