RFP673 - Audio/Visual Service Support

The Atlanta Regional Commission (ARC) is seeking qualified vendors to provide comprehensive audio-visual production services for an in-person event scheduled for Wednesday, November 4, 2026, at the Georgia World Congress Center in Atlanta, Georgia. All proposals must be submitted electronically through the ARC procurement portal by 9:00 a.m. EST on June 10, 2026, and only one complete proposal, combining all required elements, is permitted per respondent. Prior to submission, vendors must complete ARC site registration and application approval. Proposals are limited to 30 pages, excluding covers, end sheets, budget exhibits, forms, and introductory letters. The solicitation requires detailed company information, including legal name, contact details, core competencies, and production philosophy, along with descriptions of the last five similar-scale events and three client references from the past three years. The project manager must have at least five years of experience, and the company must have operated for a minimum of three years with proven capabilities at the required production level. The scope includes delivering a fully staffed, professionally executed event using state-of-the-art equipment, providing a digital file of main stage content within 24 hours post-event, optionally uploading ISO audio recordings, and participating in pre-event planning meetings to optimize logistics and budget alignment. Cost proposals must follow Exhibit B format, itemizing direct labor, overtime, equipment rental, and parking/logistics costs; rigging expenses are capped at $15,000 and will be paid separately by ARC, while electrical services are handled exclusively by Edlen Electrical. Evaluation will prioritize provider capabilities and technical approach, each weighted at 35%, followed by cost proposal at 20% and references at 10%. ARC reserves the right to award the contract to one or more vendors based solely on written submissions, without formal interviews, and may request supplemental information. All awarded contracts are subject to Georgia state law, including compliance with worker’s compensation, public liability, property damage, and valuable papers insurance requirements, as well as indemnification obligations protecting ARC and its personnel. Termination provisions allow for termination for convenience with 15 days’ notice, for cause with five days’ notice, for non-availability of funds with immediate effect, or by mutual agreement. Force majeure events, including natural disasters, pandemics, and civil unrest, excuse performance delays. The vendor must comply with numerous federal and state mandates, including Title VI of the Civil Rights Act, the Hatch Act, equal employment