STATEMENT OF WORK

Concert Production Equipment & Services

For

The Coliseum

AtTHE UNIVERSITY OF WEST GEORGIA

Concert Production Equipment & Services

1. Background

The University of West Georgia (State entity/UWG/University) is one of the thirty-onestate-ownedCollegesandUniversities that are part of the University System of Georgia. UWG has more than 1,100 full-time faculty and staff members. The University's 645-acre campus is located in Carrollton, a town of over 23,000 residents located 45 miles west of Atlanta, Georgia.The University had an enrollment in fall of 2014 of approximately twelve thousand two hundred and six (12,206);ten thousandtwo hundred and forty-nine (10,249) are undergraduateandone thousand nine hundred fifty-seven (1,957)are graduate students.UWG projects a student growth rate of1% per year. Approximately 3,300 Students enjoy a complete college life experience on the Carrollton campus, including residence hall living, intercollegiate athletics competitions and opportunities to get involved in more than 150 student organizations.

Named by The Princeton Review as one of the Best Southeastern Colleges and one of America’s Best Value Colleges, the University of West Georgia provides exceptional academic quality. Its 86 programs of study include 43 at the bachelor’s level, 30 at the master’s and specialist levels, four at the doctoral level and 10 at the certificate level. Online courses are available for both undergraduate and graduate students seeking flexibility in time and location.

The 2014 – 2015 Fact Book, available at a comprehensive compilation of facts about UWG including students, faculty, academicprograms, athletics, organizational structure, facilities, budgets, and financial condition.

2. The Mission of the University of West Georgia

The mission of the University of West Georgia (UWG) is to enable students, faculty, and staff to realize their full potential through academic engagement, supportive services, professional development, and a caring, student-centered community. UWG is committed to academic excellence and to community engagement, offering high-quality undergraduate, graduate, and community programs on-campus, off-campus, and online.

UWG, a charter member of the University System of Georgia (USG), is a comprehensive, SACSCOC level VI, public university, based in West Georgia with multiple instructional sites and a strong virtual presence. UWG supports students in their efforts to complete degrees in relevant programs, valuing liberal arts and professional preparation. Through effective and innovative teaching, experiential learning, scholarship, research, creative endeavor, and public service, UWG equips graduates to engage with and discover knowledge. UWG is dedicated to building on existing strengths and developing distinctive academic, research, and co-curricular programs and services that respond to economic development and identified regional, state and global needs, thus empowering alumni to contribute responsibly and creatively to a complex 21st Century global society.

3. Objectives

UWG hosts many concerts and other similar events on campus. UWG has the capabilities of producing many such events in-house. However UWG produces at least one Annual Concert typically headlined by a major pop/rock/rap music artist or group that requires the services of a professional concert production company. Each headliner has had several supporting acts that may or may not have required production services. The Annual Concert has historically been held at The Coliseum located at 325 West Georgia Drive, Carrollton, GA 30117. The following are example artists UWG has previously brought to campus: Ludacris, Florida Georgia Line with Colt Ford and Tyler Farr, Neon Trees with Phillip Phillips and 21 Pilots, The Band Perry with the Lost Trailers,Third Eye Blind with Panic! at the Disco, and TI with B.o.B., and Gabriel Iglesias.

This RFP seeks responses from qualified companies to demonstrate their ability to provide professional concert production services, including but not limited to stage, sound, lights, artist specific backline, and associated labor in an arena venue for annual concert(s). It is the intent of UWG to select a qualified and capable Contractor that understands the University objectives, the scope of work as described herein, and can perform such work to the satisfaction of all interested parties.

4. Services

Services will include professional concert production services, including but not limited to stage, sound, lights and artist-specific backline. Services also include professional sound and lighting operators and/or engineers production supervisors, riggers, and stage hands as necessary.

The successful bidder will be able to demonstrate their ability to provide the following services –

  • Complete sound reinforcement system (FOH, monitor, and side fill) for pop/rock/rap/country concerts in indoor venues of 5500 patrons.
  • Portable, building code and ADA code compliant, interlocking staging compatible with Stage Right ME-500 style staging stage is typically 4 feet in height but may change depending on show and artist requirements; risers and rolling risers will also be requested
  • Ground supported concert lighting: for mid-size to large productions to include: if requested
  • Ability to fly up to 5 trusses for lighting and accessories; and all applicable audio equipment
  • Rigging, truss, and stage lighting as required per show
  • Special effects:haze, Cryo/CO2, spotlights, Laser, strobe, confetti and all necessary equipment or “cannons” to operate special effects.
  • Barricade: bicycle and blow through/crowd control
  • Pipe and Drape, black, 12 feet in height, typical run is 40 feet in length
  • Flown drape in selected areas would be even better
  • Sound Engineer
  • Lighting Designer
  • Rigger
  • Stagehand Labor

Additional services include

  • Load-in and load out of equipment (without assistance)
  • Supervision of sound checks
  • Ability to create lighting without hanging lights from The Coliseum ceiling or structures; if needed
  • Rental and coordination of forklift if needed for load in and load out
  • Operator for said forklift

Note that although this RFP is for Concerts, UWG reserves the right to use the contracted services for other events needing similar production services, including but not limited to other concerts outside of The Coliseum.

5. Sound & Lighting Requested equipment may include brands or equivalent brands of equipment such as:

  • Shure Microphone Systems (audio equipment ;)
  • Electro-Voice (audio equipment ;)
  • QSC (audio equipment ;)
  • Stagework Spot Lights;
  • Martin Audio (audio equipment ;)
  • Leprecon (lighting equipment ;)
  • ETC (lighting equipment ;)
  • Whirlwind (cabling equipment ;)
  • Soundcraft (audio equipment ;)
  • Yamaha (audio equipment ;)
  • Crown (audio equipment ;)
  • Audio Technical (audio equipment ;)
  • Motion Labs (rigging equipment ;)
  • Sennheiser (audio equipment ;)
  • Avolight (lighting equipment ;)
  • Tomcat Truss (rigging equipment :)
  • Meyer Sound (audio equipment ;)
  • Avid Consoles (sound management ;)
  • DB Technologies (sound equipment.)

6. Technical Assistance (Experienced Technical Labor)

University of West Georgia books a variety of concerts and events. Some acts require all equipment and technicians. However, some acts bring their own Audio/Visual/Lighting equipment and only require technical assistance/labor to prepare for concert or event. The successful Offeror would be asked to supply experienced technical personnel to limited events (personnel only) and to full service events (equipment and personnel.) The successful Offeror will work directly with Special Events staff to obtain the event date, venue, artists and/or programs, equipment requirements, personnel requirements and a brief description of the related production requirements to ensure a professional event.

7. Project Management

The proposal should detail how the Offeror has made and will make available sufficient personnel resources to work within the specified time constraints and to maintain necessary performance levels. The proposal must detail the number of and qualifications of personnel required to perform the work requested.

A.Provide a description of the proposed project staffing/organization and internal controls to be used during the course of the project, including any subcontractors.

B. State the name, the title or position, telephone number, and email address of the individual who would have primary responsibility for the project resulting from this RFP. Disclose who within the firm will have prime responsibility and final authority for the work under the proposed contract. Name other individuals providing services on the project.

8. Offeror References

The Offeror shall provide a historical overview of the company, particularly as it relates to the proposed work to be done.

  • Offeror’s should supply with the proposal at least ten (10) reference accounts (including persons to contact address, telephone numbers and date of show) located in the continental United States. The University reserves the right to request or obtain additional information. The University of West Georgia also requests that a list of any Colleges or Universities that the Offeror has serviced also be provided, with dates of service, type and size of event. When submitting references, use only venues with minimum capacities of 4,000 guests please.
  • As House Rigger, Offeror must employ (or be one them self,) a certified rigger with certification from industry recognized organization (credentials upon demand)
  • The Offeror must detail its background, size, resources and familiarity and ability to provide quality service meeting industry and government guidelines. Please ensure detail is provided starting with inception of business to present day, and include any changes in ownership, buyouts, bankruptcies, mergers, acquisitions or name changes.
  • Each Offeror must submit three(3) references. Each Offeror must submit the names, addresses, and telephone numbers and email addresses for each reference. References must be parties who can attest to the Offeror’s qualifications relevant to providing the services outlines in the request for proposal. Organization or professional recommendations and references must be submitted; personal recommendations and references will not be accepted. Recommendations and references may be verified.

9. Offeror’s Qualification and Credentials as Related to the Proposal

This section will describe in detail the Offeror’s organizational plan for meeting the requirements in this request for proposals. It will include: (1) organization charts of proposed personnel (2) Staffing information detailing the tasks to be performed and the number of staff hours estimated for each individual for each task. The Offeror shall also state the qualifications and credentials of the company, in terms of proven experience through similar projects, reputation, and other relevant information.

Offeror shall include the number and a description of 10 similar projects successfully completed. A statement shall be included specifying the extent of responsibility on each described project. Proposals shall include proof of the Offeror’s license’s and certifications and successful completion of other projects have a like size and scope. All evidence under this requirement shall be in sufficient detail to allow an adequate evaluation by the University.

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10. Subcontractors

The Offeror is fully responsible for all work performed under the contract. The Offeror may, with the consent of the University, enter into written subcontract(s) for performance of certain of its functions under the contract. The Offeror shall not enter into any written subcontract without the prior written consent of the Contract Administrator. Valid Insurance Certificates and Immigration Affidavits must be provided prior to approval. No subcontract, which the Offeror entered into with respect to performance under the contract, shall in any way relieve the Offeror of any responsibility for performance of its duties.

For subcontractors(s) and consultant(s), proposers shall include letters of agreement, contracts or other forms of commitment, which demonstrate their willingness to undertake their portion of the proposed project. In addition, all requirements, contractual obligations and a statement of the Offeror’s involvement in litigation that could affect this work shall be included. The Offeror shall give the Contract Administrator immediate notice in writing by certified mail or any action or suit filed and prompt notice of any claim made against the contractor by a subcontractor or Offeror which, in the opinion of the Offeror, may result in litigation related in any way to the contract or the State.

11. State Property

The Offeror shall be responsible of the proper custody and care of any State owned property furnished for Offeror’s use in connection with the performance of this contract.Offeror agrees to pay for any damage caused to venue flooring, equipment or property. Offeror agrees that state property will be repaired by University’s chosen contractor at the expense of the company found responsible for damage.

12. Terms & Conditions

Any Special Terms and Conditions included in the Request for Proposals (RFP) override these Standard Terms and Conditions. The Standard Terms and Conditions and any Special Terms and Conditions shall become part of the contract entered into if any or all parts of the proposal(s) are accepted by University.

13. Prices

Bid pricing on the unit price to include FOB destination to the University. In case of errors in

extension, unit prices shall govern. Prices are firm and not subject to escalation. Time or Cash discounts will not be considered. Quantity discounts should be included in the priced offered.

14. Brand Name References

Unless specified “No Substitutes”, any catalog brand name or manufacturer’s reference used in the RFP is descriptive only, not restrictive and used to indicate the type and quality desired. Unless otherwise specified herein, bids on brands of like nature and quality will be considered. If proposing on other than referenced specifications, the proposal must show the manufacturer, brand or trade name, and other descriptions, and should include the manufacturer’s illustrations and complete descriptions of the product offered. The University reserves the right to determine whether a substitute offered is equivalent to and meets the standards of the item specified, and the University may require the Offeror to supply additional descriptive material. The Offeror guarantees that the product offered will meet or exceed specifications identified in this RFP invitation. If the bidder takes no exception to specifications or reference date in this bid, he will be required to furnish the product according to brand names, numbers, and other terms as specified in this RFP.

15. Invoicing

The Offeror shall be paid upon the completion of all the following: (1) delivery and acceptance of the commodities or services; (2) submission of a properly itemized invoice, with the specified number of copies that reflect the contract/purchase order number(s), item(s), quantity and pricing;Invoices must be sent to the University: Attn: Accounts Payable, as shown on the original contract or purchase order.

16. Presentations

Due to the nature of this engagement, presentations may be used as an additional validation of the scoring of the Technical Proposal Factors. The Evaluation Team will determine, from the total combined score, which Suppliers will be asked to provide presentations. The number of Suppliers invited to present is at the discretion of the State Entity. This number can be derived from scores identified to be in a competitive range, percentage of total bids, or other similar process. The State Entity reserves the right to award to the Supplier(s) that will provide the best overall value after total combined scores are evaluated.

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