Request for Proposal

Transcription

1 Request for Proposal The Arizona Sports Foundation, Valley of the Sun Bowl Foundation, Fiesta Events Inc. and The Arizona College Football Championship Foundation (collectively, the "Fiesta Bowl") PURPOSE Fiesta Bowl Audio Visual Due: July 15, 2016 The Fiesta Bowl is seeking a response from qualified vendors to provide Audio/Visual needs for up to seven Fiesta Bowl Committee Meetings throughout the year, Selection Sunday, Kickoff Luncheon, a Volunteer Appreciation Party and all Media Operations. *Please complete and submit by July 15, Bob Whitehouse bwhitehouse@fiestabowl.org [Committee Meetings, Selection Sunday, Kickoff Luncheon, Kickoff Dinners] Ali FauntLeRoy afauntleroy@fiestabowl.org [Media Operations] INSTRUCTIONS The Fiesta Bowl is seeking bids from qualified providers to arrange the Audio/Visual needs for up to seven Fiesta Bowl Committee Meetings, Selection Sunday, a Kickoff Luncheon, a Volunteer Appreciation Party, two Kickoff Dinners, and Media Operations per year for a three-year period beginning September 1, 2016 thru Aug 31, In your proposal: Please itemize cost of service per event Please include the cost and option to renew for a second year The vendor shall present their services and prices based on the following: o COMMITTEE MEETINGS Committee Meetings are held at the sponsor hotels around the Valley. The Fiesta Bowl Committee is comprised of dedicated business and civic leaders who work as the backbone

2 of the Fiesta Bowl s efforts and provide the leadership for the Fiesta Bowl s annual events. Meetings will tentatively be held on September 7, 2016, October 4, 2016, November 2, 2016, January 18, 2017, April 2017, and May The proposer shall provide similar scope and services as the following for each meeting: Scenic (1) x14 Screen with proper dress kits to be easily seen in a meeting room filled with between people. Drapes Piping Stage, Chairs, Couch and/or desk and small table for props Audio (4) wireless microphones Cables All necessary audio required to execute the event Video LCD Monitor/s LCD Projectors/s Lighting All necessary lighting required to execute the event All labor, tools and cable support required to execute the event. Each meeting is comprised of a PowerPoint, the Committee Chair as the host, and various guest speakers. Videos, music, and other audio visual elements are added into each meeting. Each ballroom ranges from 8,000 to 15,000 square feet. SELECTION SUNDAY Selection Sunday will be held at one of the six sponsor hotels around the Valley, possibly in conjunction with a December Committee Meeting on December 4, The event includes a press conference, catered hors d oeuvres, and has an expected attendance of people. The proposer shall provide similar scope and services as the following for Selection Sunday: Scenic (2) x14 Screen with proper dress kits to be easily seen in a meeting room filled with between people. (1) Stage Kit 4 x 4 x 8 Tall Dressed Black (11) Stanchion, Chrome (7) Rope, Red 8 (5) Easel, Aluminum Floor Drapes Hi Res Switcher (1) HD Switcher (1) Router Video (1) Workbox, Video (1) Video, DA Altinex 1x2 (6) Monitors, 55+"" LCD with spk (6) Monitor Stands, Dual Pole

3 (1) Satellite HD Receiver and Dish or alternative ability to view ESPN Audio (2) Speaker stands (4) Speakers (3) Wireless Mic Receivers (1) Workbox, Audio (1) Mixer (2) Mic, Wired SM58 (2) Mic, Lectern (1) Press Mult 1x12 Cables All tools and cable support required to execute the event Lighting Fixture, Source Four, 575W Dimmer Console All labor, tools and cable support required to execute the event. KICKOFF DINNERS The Fiesta Bowl Kickoff Dinner will be held on December 28, The Valley of the Sun Bowl Kickoff Dinner will be held on December 25, Both dinner locations are to be determined. Each dinner includes university officials, coaches, and representatives at an elegant dinner party setting. AV requirements for Kickoff Dinners are as follows: Basic speaker and microphone package for a dinner of 100+ guests depending on the location. KICKOFF LUNCHEON The Kickoff Luncheon is held at a sponsor hotel around the Valley. The Luncheon will be held August 31, The proposer shall provide similar scope and services as the following for the Kickoff Luncheon: Scenic (2)-10.5 x14 Screens or appropriately sized with proper dress kits to be easily seen in a ballroom filled with between people Drapes Piping Stage, Chairs, Couch and/or desk and small table for props Piping and Drapes along with a stage for a small VIP Meet and Greet with Questions and Answers in a separate room. Provide Decor and signage similar to those in previous years. Photos can be provided by contacting Bob Whitehouse. In the event the Fiesta Bowl decides to utilize an outside group for its Decor and Signage needs, include any costs incurred from your organization. Audio (5)-(8) wireless microphones Cables All necessary audio required to execute the event

4 Video LCD Monitor/s LCD Projectors/s Lighting All necessary lighting required to execute the event All labor, tools and cable support required to execute the event. MEDIA OPERATIONS The main areas that will need AV/Services will include: December 22, 2016-January 1, 2017: Media hotel, JW Marriott Camelback Inn December 26 & 30: Team Arrivals, Sky Harbor Airport December 31: Fiesta Bowl, University of Phoenix Stadium December 31, 2016: Cactus Bowl, Chase Field December 27, The proposer(s) shall provide the similar scope and services as the following for each event: TEAM ARRIVALS Sky Harbor International Airport December 24 & 26, 2016 (Subject to change) There is a press conference for each team arrival. There will be four different arrivals and there is a potential for different dates within each game. The audience includes approx. 200 volunteers, staff and media members. Audio Package Front of House Consoles: 1 Behringer Single Point Insert Cables 1 Klark EQ Rack 1 Whirlwind 12 x 4 x 100" Snake 2 12 Ch Press Mult 1 Drawmer Audio DA Microphones: 2 Shure SM58 2 Shure UHF ULX Wireless Combo"s 1 Radial Engineering AV 1 Computer Audio Interface 2 Desk Stands Speaker Packages: 2 JBL VRX 932 LAP Self Powered Speaker 1 QSC K8 Self Powered Speaker 2 Ultimate Support Stands (Mains) Cable: 1 A/C Cable Package 1 Audio Patchkit

5 Power: 1 XLR Large Box, Mic Cable 10-5", 10-10", 10-25", 4-50", 2-100" Mic Cable 1 A/C Large Box, A/C Cable 8 15" Edison 8 25" Edison 5 50" Edison 2 100" Edison 8 Power Strips 10 Tri-Taps 1 25" AC Stringer Scenic 10 Feet of Black Drape 2 9" -16" uprights 2 Heavy Base and Pin 1 7" - 14" Sliders Lighting 1 Smart Fade Console 1 6 Channel Dimmer Conventional Package: 2 Source 4 Leko 26* 2 Source 4 Leko Parnel Cable: 1 DMX Cable Package 3 50" DMX 3 100" DMX Misc: 1 Medium Lighting Workbox (Gobo holders, Gel, Etc) 1 12" Ladder 4 Cable Crossovers + Cable Mat Crew 2 Audio Technician 2 Audio Technician 2 Audio Technician 2 Set Technician 2 Strike Technician FIESTA BOWL MEDIA HOTEL Set up: December 22-24, 2016 Strike: December 31, January 1, The Fiesta Bowl/Valley of the Sun Bowl Media Hotel is the JW Marriott Camelback Inn. All press conferences take place in the Sunshine room. Media days will take place in the ballroom. The audience ranges between media members. Below is the tentative media schedule for the season. Tuesday, December 27 Fiesta Bowl Coordinator Press Conference: 8:30 a.m.- 10:30 a.m. Wednesday, December 28 Fiesta Bowl Coordinator Press Conference: 8:30-10:30 a.m. Thursday, December 29 Fiesta Bowl Media Day: 8:00 a.m.-10:30 a.m.

6 Friday, December 30 Fiesta Bowl Head Coaches Press Conference: 8:00-9:00 a.m. Monday, December 26 Valley of the Sun Bowl Media Day: 9:00 a.m.-11:30 a.m. PRESS CONFERENCES Audio Package Front of House Consoles: 1 Yamaha LS Whirlwind 12 x 4 x 150 Snake 4 12 Ch Press Mult 1 Aphex Audio DA Microphones: 4 Shure SM58 2 Shure UHFR Rack Wireless Combo s 1 Radial Engineering AV1 Computer Audio Interface 4 Desk Stands 4 Tall Mic Stands Speakers: 4 JBL VRX 932 LAP Self Powered Speaker 2 QSC 122 Self Powered Speaker 2 Ultimate Support Stands (Mains) Cables: 1 A/C Cable Package 1 Audio Patchkit Power: 1 Motion Labs Distro Package 1 Feeder Package 1.5 DAYS 1 Large Desk Light Package 1 Powercon Cable 1 XLR Large Box, Mic Cable 10-5, 10-10, 10-25, 4-50, Mic Cable 1 A/C Large Box, A/C Cable 8 15 Edison 8 25 Edison 5 50 Edison Edison 8 Power Strips 10 Tri-Taps 1 25 AC Stringer Scenic 60 Feet of Black Drape (Behind Stage) uprights 6 Heavy Base and Pin Sliders 60 Feet of Black Drape (6 Individual sections) uprights

7 12 Heavy Base and Pin Sliders 1 20 Tech Surround Drape BLACK Lighting 1 ETC Smart Fade 24/96 Console 1 ETC 24 Channel Dimmer Conventional Package 4 Source 4 Leko Source 4 Leko Parnel Lighting Truss and Tree 5 12 Box Truss Box Truss Steel Pipe 1 Box Truss Bolts and Tools 2 Swivel Cheesebouroughs 1 100lb Lighting Base Cable 1 DMX Cable Package 3 50 DMX DMX SOCO 1 50 SOCO 2 25 SOCO 4 SOCO TO FEMALE BREAKOUT 4 SOCO TO MALE BREAKOUT 1 5 Wire Feeder Cable 100 Misc. 1 Medium Lighting Workbox (Gobo holders, Gel, etc.) 1 12 Ladder 1.0 DAYS 6 Cable Crossovers + Cable Matt 2 Manual Chain Hoists Crew 1 Audio Technician A1 1 Audio Technician A2 1 Audio Technician A2 5 Set Technician 4 Strike Technician MEDIA DAYS Audio Package Front of House Consoles 1 Behringer 12 Channel Mixer 1 DBX EQ 1 Whirlwind 8 x 4 x 50" Snake 3 12 Ch Press Mult 2 Shure SM58 1 Desk Stands 1 Tall Mic Stands Speaker Packages

8 2 QSC K8 Self Powered Speaker 2 Ultimate Support Stands (Mains) Cable 1 A/C, XLR Cable Package 1 Audio Patchkit Lighting 1 10" Truss 1 2" Truss 1 100lb Base 1 Truss Cover 2 Sand Bags 2 Source 4 Leko 26* 2 Single channel Dimmer 70 Feet of Black Drape (Single sections) 12 9" -16" uprights 12 Heavy Base and Pin 6 7" - 14" Sliders 1 Behringer 12 Channel Mixer 1 DBX EQ 1 Whirlwind 8 x 4 x 50" Snake 2 12 Ch Press Mult 2 Shure SM58 1 Desk Stands 1 Tall Mic Stands Speaker Packages 2 QSC K8 Self Powered Speaker 2 Ultimate Support Stands (Mains) Cable 1 A/C, XLR Cable Package 1 Audio Patchkit Lighting 1 10" Truss 1 2" Truss 1 100lb Base 1 Truss Cover 2 Sand Bags 2 Source 4 Leko 26* 2 Single channel Dimmer 20 Feet of Black Drape 3 9" -16" uprights 3 Heavy Base and Pin 2 7" - 14" Sliders Labor 6 Set Technician 6 Strike Technician

9 VALLEY OF THE SUN BOWL Chase Field: The press needs for the stadium and the postgame press conference will be at the stadium. There are approx media members who will attend. The game date is Tuesday, December 27, 2016 at 8:15 p.m. FIESTA BOWL University of Phoenix Stadium: The press needs for the stadium and the postgame press conference will be at the stadium. There are approx media members who will attend. The game date is Saturday, December 31, 2016 at either 1:00 pm or 5:00 pm. Audio Package Front of House Consoles 1 Behringer Single Point Insert Cables 1 Klark EQ Rack 1 Whirlwind 12 x 4 x 100" Snake 4 12 Ch Press Mult Microphones 8 Shure SM58 2 Shure UHF ULX Wireless Combo"s 1 Radial Engineering AV1 Computer Audio Interface 8 Desk Stands Speaker Packages 4 JBL VRX 932 LAP Self Powered Speaker 2 Ultimate Support Stands (Mains) Cable 1 A/C Cable Package 1 Audio Patchkit Power 1 XLR Large Box, Mic Cable 10-5", 10-10", 10-25", 4-50", 2-100" Mic Cable 1 A/C Large Box, A/C Cable 8 15" Edison 8 25" Edison 5 50" Edison 2 100" Edison 8 Power Strips 10 Tri-Taps 1 25" AC Stringer 1 Cable Packaging for Distro 1 Motion Labs Distro Package and Feeder Package 1 Large Desk Light Package Lighting 1 ETC Smart Fade Lighting Console 1 ETC 12 Channel Dimmer 6 Source 4 Leko Source 4 Leko Parnel 1 Lighting Tree - 5' steel pipe - 8' steel pipe - 1 Box truss bolts & tools - 1 Ridged lb Lighting base 1 DMX Cable Package ' DMX & 100' DMX 1 SOCO Package ' ' ' - 3 SOCO

10 1 5 Wire Feeder Cable 100' 1 Lighting Workbox (Gobo holder, gel, etc) 6 Cable Crossovers & Cable Matt 1 12' Ladder Scenic 5 12x16 Black Velour Pipe & Drape - Includes: Bases, uprights, cross bars (for behind stage & tech table surround Lighting 1 ETC Smart Fade Lighting Console 1 ETC 12 Channel Dimmer 6 Source 4 Leko Source 4 Leko Parnel 1 Lighting Tree - 5' steel pipe - 8' steel pipe - 1 Box truss bolts & tools - 1 Ridged lb Lighting base 1 DMX Cable Package ' DMX & 100' DMX 1 SOCO Package ' ' ' - 3 SOCO 1 5 Wire Feeder Cable 100' 1 Lighting Workbox (Gobo holder, gel, etc) 6 Cable Crossovers & Cable Matt 1 12' Ladder LABOR GENERAL INFORMATION 1.) The Fiesta Bowl reserves the right to conduct discussions with the vendor and negotiate terms of agreement. If necessary, the Fiesta Bowl may utilize the services of multiple vendors. 2.) The Fiesta Bowl will determine the evaluation criteria that will be utilized for the selection process. 3.) There will be no obligation between the parties until a valid contract is executed. 4.) The selected vendor shall send invoices pertaining to this RFP to the Fiesta Bowl for payment. Detailed back-up information is required with each invoice. Please include a W-9. INSURANCE REQUIREMENTS Vendor shall procure and maintain, until all of their obligations have been discharged including any warranty periods, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the vendor, their agents, representatives, employees or sub-contractor. The insurance requirements herein are minimum requirements and in no way limit indemnity covenants. Arizona Sports Foundation, Fiesta Events, Inc.,

11 Valley of the Sun Bowl Foundation and Arizona College Football Championship Foundation in no way warrants that the minimum limits contained herein are sufficient to protect the vendor from liabilities that might arise. Vendor shall provide coverage with limits of liability not less than stated below and name the following as additional insured; The Arizona Sports Foundation, Fiesta Events, Inc., the Valley of the Sun Bowl Foundation and the Arizona College Football Championship Foundation. A. Commercial General Liability Occurrence Form Policy shall include bodily injury, property damage and broad form contractual liability coverage. (*additional coverage may be required depending upon scope of contract). General Aggregate $2,000,000 Products-Complete Operations Aggregate $2,000,000 Personal and Advertising Injury $1,000,000 Each Occurrence $1,000,000 Fire Damage (Damage to Rented Premises) $50,000 B. Automobile Liability Bodily injury and Property Damage for any owned, hired and non-owned vehicles in the performance of this Contract. Combined Single Limit (CSL) $1,000,000 C. Workers Compensation and Employers Liability Workers Compensation Statutory Employers Liability Each Accident $ 100,000 Disease-Each Employee $ 100,000 Disease-policy limit $ 100,000 * If deemed necessary, additional insurance coverage may be required. ** In the event that the Certificate of Insurance in place at the time of this RFP expires prior to the commencement of contracted services, it will be the responsibility of the vendor to provide a new Certificate of Insurance sixty (60) days prior. CONFIDENTIALITY All information contained in this RFP, as well as any other additional information the vendor may obtain from the Fiesta Bowl during the course of this process, shall be kept strictly confidential at all times. If deemed necessary, the selected vendor may be required to sign confidentiality statements prior to beginning contracted services. DELEGATION AND/OR ASSIGNMENT The vendor selected to perform the services requested under this RFP shall not delegate any of these duties to a subcontractor other than a subcontractor named in the response unless the Fiesta Bowl has given its written consent to the vendor. The primary vendor may not assign the right to receive money due under the contract without the prior written consent of the Fiesta Bowl. Attach your Certificate of Insurance: Name the following as additional insured: The Arizona Sports Foundation, Fiesta Events, Inc., the Valley of the Sun Bowl Foundation and the Arizona College Football Championship Foundation. Address for all foundations: 7135 E. Camelback Rd. #190 Scottsdale, AZ RFP PROPOSAL RESPONSE EXECUTIVE SUMMARY Include a brief summary of your business as it relates to this RFP. RELATED EXPERIENCE Provide a list of a minimum of three and a maximum of six clients and/or events that utilized your company s services. Please list all applicable licenses, certifications, awards, etc.

12 PROJECT MANAGEMENT TEAM Provide a list of key personnel that would be involved with the requested services, along with their professional experience and their role/responsibility within the organization. PROJECT COST Provide the cost for services in detailed itemized format per the instructions outlined above and include applicable costs i.e. taxes, wages, permits, etc. OTHER INFORMATION Provide any other information deemed necessary to support the proposal. OTHER CONCESSIONS Consideration will be given to vendor(s) that are willing to participate in a reciprocal business agreement for example: sponsorship, advertising, purchase of tickets, trade of services, reduction in price, etc. Outline below opportunities your company is willing to consider in detail. For additional information or clarification to the above information, please contact Bob Whitehouse at bwhitehouse@fiestabowl.org or Ali FauntLeRoy at afauntleroy@fiestabowl.org or