RFP- HR NYE and Halloween Décor
Cherokee Nation Entertainment, LLC (“CNE”) is seeking design services for the holiday décor program of 2016 for its Hard Rock Hotel and Casino Tulsa location. The holidays will include, but not be limited to, Halloween and New Year’s Eve. The designer will be working hand in hand with the marketing group and banquets team to decorate 24,000sq foot of the ballroom space and estimated8,000sq footage of the casino’s grand lobby and hotel main entrance.
Objectives
The objective of Halloween décor is to work with marketing to come up with a Halloween based theme that will coincide with any entertainment or celebrity personalities we bring in. There will be scheduled meetings throughout the year that will determine final designs and layouts. The decorations for Halloween will be expected to be up and finalized no later than 5am on 10/29/16. Any décor that is to be hung from the ceilings will need to be installed overnight with the forklift starting no earlier than 1am and removed from the floor no later than 5am on the day of the event, if left longer CNE will receive a credit issued on an invoice for the work completed after the deadline. Decorations will need to be removed within 24 hours of the events ending, with the majority of work to be done overnights.
The objective of NYE décor is to create an atmosphere of fun friendly gaming that will make Hard Rock the place to be for NYE. Designer(s) will work with Hard Rock marketing and team to come up with a design idea including the grand lobby, hotel lobby, and Sequoyah banquet halls. There will be design meetings held throughout the year to come up with and finalize all design concepts no later than six weeks prior to the event date.The decorations for NYE will be expected to be up and finalized no later than 5am on 12/30/16. Designers and installers will be given access to the floor and forklifts for install beginning on 12/26/16 at 1am. The Christmas designer will be removing all décor to be done and cleared no later than 12:30am on 12/26/16. The forklift will only be on the floor for the grand lobby and hotel lobby between the hours of 1am and 5am (each day), any time before or after that will result in penalties to the vendor, via credit to an invoice, unless it was a written request from marketing.
Expectations
The purpose of this RFP is to meet with interested designers and see what their ideas for the spaces would be. There will be a mandatory pre-bid meeting held on 4/29/16 at 11am where each designer will be asked to sign an NDA and sketches of the spaces to be decorated will be provided along with budgets for each event.Final bids should be sealed and will be due no later than 5/9/16 at 1pm. Designers who submitted their bids on timemay be invited to attend ade-scope meeting where they will present and further discuss their ideas to the selection committee.
Please note the design you present may not be the one we use for the event but we will choose which designer to work with based on who has the best ideas, best plan of action for putting décor up and removing it, and references from former large clients.
The designer(s) chosen will be awarded a one year contract with the option to extend to an additional three (3) years, based off performance and design concepts. At the end of the contract scorecards will be filled out by the end-user groups involved and presented to the designer for full review.
Responsibilities
The designer will be responsible for all setup and tear down of the events. Assistance will be given to the designer and team upon request with full understanding that if something is not completed on time the designer will be held responsible.
Unless told otherwise by marketing all the décor will be rented for use by CNE. All inventory décor will belong to the designer with the option to purchase by CNE, if requested. If CNE chooses to purchase the rented décor from the designer we will keep an inventory list of what we purchased and it will be stored in our warehouse for use by CNE only. If the designer needs to know for following years what we have on hand to work with the inventory list will be provided. Inventory items will be transported by CNE personnel at the request of marketing only to alternating locations.
**Please note the purpose of this bid is to have designers present their ideas for the space. The winner of the bid will be the one who can present the best options within our budget and is entirely subjective to the bid committee. The bid may not be awarded to the lowest bidder but to the designer who presents the best options for our budget and space, with good reference reviews, and a good plan of action for installing and removing the décor.
Schedule
Bid Posted 4/21/16 12:00PM (CST)
Mandatory Pre-Bid4/29/16 11:00AM (CST) Meet by the southwest entrance door (behind the pool)
Sealed Bids Due5/9/16 1:00PM (CST)