TWCVB Request for Quote (RFQ) 2014 Sound Engineering/Equipment Services

Transcription

1 Page 1 of 15 The Woodlands, Texas TWCVB Request for Quote (RFQ) 2014 Sound Engineering/Equipment Services SCOPE: The Woodlands Convention & Visitors Bureau ( TWCVB ) is requesting quotes to identify a company ( Vendor ) to provide amplified sound engineering/equipment services ( Sound Services ) for various events produced by TWCVB including, but not limited to: Live at Night (Spring and Fall Series); Memorial Day Weekend in The Woodlands; Waterway Nights; Labor Day Weekend in The Woodlands; and Caroling on the Square. Live at Night: This popular concert series features live music by local and regional favorites in the spring and fall at Waterway Square. Combined, both series attract over 10,000 visitors and residents to Waterway Square each year. From today s hits to classic favorites, Live at Night makes the perfect outing for families and couples alike. Memorial Day Weekend in The Woodlands: Memorial Day Weekend at Waterway Square serves up two nights of live music, activities and more to honor the fallen heroes of our country. Each night concludes with a dazzling fireworks display synchronized to patriotic music. This two-day festival attracts over 10,000 attendees. Waterway Nights: Featuring live music and strolling entertainers, Waterway Nights transforms Waterway Square into a summer hot spot each year in June. New for 2014, Waterway Nights will wrap up each evening of fun with an alluring fireworks show. This year s series attendance is expected to reach 20,000. Labor Day Weekend in The Woodlands: With back-to-back evenings of fireworks, live music, activities and more, Labor Day Weekend in The Woodlands provides the ultimate weekend getaway for all ages. Consistently expanding each year, this event draws nearly 10,000 festival goers and fireworks spectators. Caroling on the Square: Nestled in the intimate setting of Waterway Square, Caroling on the Square features holiday caroling by local musicians along with special appearances by Santa. With festive caroling, photos with Santa and more, Caroling on the Square has become a regular part of holiday traditions for many. TWCVB prefers to have one (1) Vendor provide Sound Services for all events listed above. Specifications and requirements for each event begin on page eight (8). Please note that all

2 proposals are due to TWCVB on Wednesday, February 19, 2014 by 5:00 p.m. Central Standard Time. GENERAL SPECIFICATIONS: The Vendor will be responsible for providing sound engineering/equipment services for all events listed above, including all equipment and personnel. Vendor shall not employ any subcontractor to fulfill any of the duties herein specified without express, prior written approval of TWCVB. TWCVB expressly reserves the right to reject any and all proposals in whole or in part; to accept any proposal(s) that it determines shall best meet TWCVB s goals, objectives and standards; and to waive any non-material defect, informality or irregularity in any quote or proposal procedure. By submitting its quote, the Vendor acknowledges that Vendor has read, fully understands and shall strictly adhere to all quote specifications and requirements contained in this Request for Quote and any exhibits and ancillary documents thereto, including: TWCVB QUOTE FORM ( Quote Form ) attached hereto on page five (5); TWCVB VENDOR REFERENCE FORM ( Reference Form ) attached hereto on page six (6); and TWCVB SPECIFICATIONS, REQUIREMENTS AND ACKNOWLEDGMENT FORM ( Acknowledgement Form ) attached hereto on page eight (8). The Request for Quote, Quote Form, Reference Form and Acknowledgment Form are collectively referred to and incorporated in full herein as Quote Packet Documents. Quote prices shall be firm and not subject to escalation during calendar year 2014 ( Service Year ). Vendor must demonstrate the skill, capacity and ability to develop and provide the Sound Services as described in the Acknowledgement Form. All quotes must be made on the Quote Form. All blank spaces for quote prices must be filled in, typewritten. TWCVB shall not be liable for any costs or expenses incurred by Vendor in responding to this Request for Quote, or in preparing or completing the Quote Packet Documents. Any conditional quote may be cause for rejection. Sealed Quote Form along with all Quote Packet Documents and any addenda thereto must be received by TWCVB, Attn: Megan Lichenstein, 2801 Technology Forest Boulevard, The Woodlands, Texas 77381, no later than 5:00 p.m. Central Standard Time Wednesday, February 19, Any questions regarding any term, condition or provision of the Quote Packet must be submitted in writing, via to Megan Lichenstein, at Megan.Lichenstein@TheWoodlandsCVB.com no later than 3:00 p.m. Central Standard Time on Wednesday, February 19, TWCVB may, but shall not be required to, respond to any questions submitted. Any response to questions shall be provided via to the address from which the question was originally sent. TWCVB reserves the right to amend or revise Quote Packet Documents in whole or in part as it deems necessary and without further notice to the Vendor. Any addenda, revisions or amendments to Quote Packet Documents shall replace the latest version of the Quote Packet and may be uploaded to the same location as the original Quote Packet on TWCVB s website, Page 2 of 15

3 TWCVB MINIMUM VENDOR INSURANCE REQUIREMENTS 2014 Sound Engineering/Equipment Services Vendor agrees to maintain and require its subcontractors to maintain at all times during the contract Term the following coverage at no less than the limits indicated: Worker s Compensation Insurance Statutory Employers Liability $100,000 Automobile Liability (Including Owned and Non-Owned Autos) Bodily Injury $250,000 each person $500,000 each occurrence Property Damage $100,000 each occurrence Commercial General Liability Combined Single Limits for Bodily Injury and Property Damage: Each occurrence for premises/operations: Broad form CGL liability coverage $1,000,000 Products/ Operations aggregate $1,000,000 Advertising Injury $1,000,000 General Aggregate $2,000,000 Umbrella Liability $1,000,000 each occurrence $1,000,000 annual aggregate $25,000 self insured retention Page 3 of 15 General Public Liability Insurance Coverage of no less than $5,000,000 in respect of its operations and duties concerning the Waterway Property Insurance Coverage of at least to the same extent that similar insurance is normally and customarily carried by other political subdivisions in Texas for similar properties and improvements, and for such additional amounts and coverages as may from time to time be reasonably deemed advisable by TWCVB and The Woodlands Township, or The Woodlands Land Development Company, L.P. and The Woodlands Operating Company, L.P. The General Public Liability Insurance and Property Insurance required herein shall: (a) Be issued by an insurer admitted to engage in the business of insurance in the State of Texas and having a General Liability Policy Rating of A-VIII or better, as set forth in the most current issue of the Best Key Rating Guide; (b) Name The Woodlands Township or subsequent Owner as additional insureds;

4 (c) Include a waiver of subrogation in favor of The Woodlands Township; (d) Provide a primary/excess coverage declaration, other insurance excess provision, or endorsement stating that any coverage maintained by Vendor shall be primary to any policy maintained by The Woodlands Township or subsequent Owners; (e) Include a provision requiring thirty (30) days prior written notice to The Woodlands Township in the event of cancellation or material change in coverage Terms; and (f) In instances where alcohol is being served, obtain appropriate endorsement, if necessary to provide coverage in such events, protecting against liability arising therefrom, if commercially available. Additionally, Vendor s coverage must be written on an Occurrence (not claims made) basis with companies acceptable to TWCVB (in accordance with (a) above), must stipulate that no take-out endorsements are included on the General Liability policy, and each policy providing coverage hereunder shall contain provisions that no cancellation or material reduction in coverage in the policy shall become effective except upon thirty (30) days prior written notice thereof to TWCVB, who shall be named as additional insured with respect to liability imposed upon it resulting from the performance of Sound Services under this Agreement. There shall be no right of subrogation against TWCVB, and this waiver of subrogation shall be endorsed upon the policies. Prior to the commencement of performance of the Sound Services, Vendor shall furnish certificates which shall identify TWCVB, as an additional insured to TWCVB in duplicate, evidencing compliance with all requirements herein. The limits of such insurance shall in no way be construed as limiting Vendor s obligation to completely defend, indemnify and hold harmless TWCVB. Page 4 of 15

5 TWCVB QUOTE FORM 2014 Sound Engineering/Equipment Services Company Name: Service Units Unit Cost Live at Night Spring Series 9 Memorial Day Weekend in The Woodlands 2 Waterway Nights 4 Labor Day Weekend in The Woodlands 2 Live at Night Fall Series 5 Caroling on the Square 3 Total Cost (Units x Unit Cost) Evaluation Criteria: Factor Percentage Price 40% Experience in Sound Engineering/Equipment Services 40% References 10% Community Involvement 10% I,, certify that this quote is made without prior understanding, agreement or connection with any corporation, firm or person submitting a quote for the same materials, supplies or equipment and is in all respects fair and without collusion or fraud. I agree that and all information that I have provided in the Quote Packet is true and correct and accurately reflects my skills and ability and the quality of my Sound Services. I agree to abide by all conditions of the Quote Packet and certify that I am authorized to sign this Quote for the Vendor. DATE SIGNATURE PRINT/TYPE NAME TITLE COMPANY Page 5 of 15

6 TWCVB VENDOR REFERENCE FORM 2014 Sound Engineering/Equipment Services Please provide the following information of five (5) clients for whom you have provided Sound Services within the past 12 months. You may also attach to this Reference Form, any letters of recommendation from the below-named clients. 1. Agency/Company: Contact Name: Contact Phone: Contact Date(s) of Services Rendered: Total Invoice for Services Rendered: $ Brief Description of Specific Event Production Services Rendered: 2. Agency/Company: Contact Name: Contact Phone: Contact Date(s) of Services Rendered: Total Invoice for Services Rendered: $ Brief Description of Specific Event Production Services Rendered: 3. Agency/Company: Contact Name: Contact Phone: Contact Date(s) of Services Rendered: Total Invoice for Services Rendered: $ Brief Description of Specific Event Production Services Rendered: Page 6 of 15

7 4. Agency/Company: Contact Name: Contact Phone: Contact Date(s) of Services Rendered: Total Invoice for Services Rendered: $ Brief Description of Specific Event Production Services Rendered: 5. Agency/Company: Contact Name: Contact Phone: Contact Date(s) of Services Rendered: Total Invoice for Services Rendered: $ Brief Description of Specific Event Production Services Rendered: Page 7 of 15

8 TWCVB SPECIFICATIONS, REQUIREMENTS AND ACKNOWLEDGMENT FORM 2014 Sound Engineering/Equipment Services Vendor shall initial each space under the Vendor Acknowledgement column below to indicate that he or she has read and fully comprehends each specification and requirement and will meet, conduct and perform each specification and requirement of this Acknowledgment Form and the Quote Packet Documents exactly as provided therein or will notate and provide a clear description of any deviation from any such specification or requirement if Vendor is unable or unwilling to meet such specification or requirement. Vendor acknowledges that the actual terms, conditions and provisions of the Sound Services Agreement, if awarded, may differ from the specifications and requirements outlined below. Vendor shall execute and date the final page of this Acknowledgment Form once reviewed and initialed as required. Item # Description of Specifications and Requirements Standard of Conduct and Appearance 1 The contractor to whom the Sound Services Agreement(s) is/are awarded, if awarded, Vendor shall exhibit proper decorum and act in a professional manner during all TWCVB directed events or while providing the Sound Services to TWCVB. Vendor may not use tobacco of any type or drink alcoholic beverages at any TWCVB directed event or while providing the Sound Services to TWCVB. Timeline and Contract Term 2 Sound Services Agreement(s), if awarded, shall be for the term beginning in March 2014 and ending March Any and all financial obligations of TWCVB under a proposed contract are conditional as they relate to a yearly appropriation. The award will be subject to the presentment and execution of written Sound Services Agreement(s) with the contractor on standard terms and conditions of TWCVB, including but not limited to, incorporation of those general terms outlined in this RFQ and the response(s) hereto. 3 Timeline: Quote Packet Questions Due Date 3:00 p.m. CST, Wednesday, February 19, 2014 Quote Packet Due Date 5:00 p.m. CST, Wednesday 19, 2014 Quote Approval Date Friday, February 21, 2014 Communication 4 Though Vendor shall have one main TWCVB contact, communication regarding the Sound Services may be with multiple TWCVB staff members or TWCVB affiliates, agents or assigns due to the number of TWCVB programs and events. Vendor, at Vendor s sole cost and expense, shall be capable of timely receiving and reviewing communication by fax, web, or via phone call/message and shall be capable of timely replying to any such communication. Payment 5 Payments to Vendor shall be made by TWCVB within thirty (30) calendar days after receipt and review of uncontested invoices. 6 No taxes shall be included in the quote price since TWCVB is exempt from all sales tax. TWCVB may provide Vendor with applicable proof of sales tax exemption. Vendor Acknowledgement Page 8 of 15

9 7 All invoices for the Sound Services shall indicate the type of service (program or event), services provided, time of event, location, etc. in sufficient detail and in a form required by TWCVB. Insurance Requirements 8 Vendor shall provide TWCVB acceptable proof of valid insurance which meets or exceeds the minimum insurance requirements as provided in TWCVB MINIMUM VENDOR INSURANCE REQUIREMENTS attached hereto on page three (3) and incorporated herein prior to providing the Sound Services. Sub-Contractors 9 Vendor shall not employ any subcontractor to fulfill any of Vendor s Sound Services obligations, in whole or in part, without the prior express written approval of TWCVB and shall fully indemnify and defend TWCVB for any acts or omissions of any such subcontractor. Non-Exclusive Arrangement 10 The Vendor agrees and understands that the Sound Services Agreement(s) shall not be construed as an exclusive arrangement and further agrees that TWCVB may, at any time, secure similar or identical services for additional Vendors at its sole option. TWCVB s Responsibility 11 TWCVB shall provide direction for all projects it initiates. Sound Checks 12 For all programs and events, sound checks shall be completed no more than one (1) hour prior and no less than thirty (30) minutes prior to advertised start of program or event. Location(s) for Sound 13 Sound Services are primarily provided at, though not limited to: Waterway Square 31 Waterway Square Place; The Woodlands, Texas Event Cancellation Policy 14 All obligations of The Woodlands Township and TWCVB under event production and vendor services agreements shall be excused in whole or in part, as necessitated based on the circumstances, by acts of God such as fires, storms, rain, cold, water quality or conditions, lightening, or floods; confiscations or restraints of government (civil or military, including but not limited to inability to have access to roads or pathways); strikes or labor disputes; civil disturbance; or any other cause or combination thereof that is not within the reasonable control of The Township or TWCVB, and not otherwise due to any negligence or willful misconduct by The Township or TWCVB. In the event that weather conditions, as determined by The Woodlands Fire Department, The Township, TWCVB, or other similar appropriate authority, do not allow a particular event to proceed on the scheduled date, the event shall be deemed cancelled due to weather (hereinafter referred to as a Weather Cancellation ). The Township and TWCVB hereby reserve the right to reschedule or completely cancel any event, at their sole discretion. In the event of such Weather Cancellation, the production company and/or service provider shall be entitled to retain an amount, as dictated by The Township and TWCVB or as otherwise agreed, as may be necessary to compensate the production company Page 9 of 15

10 Page 10 of 15 and/or service provider for expenses actually incurred in preparation for the event. Additionally, Vendor hereby acknowledges that the Location for Sound is currently subject to planned construction of a pedestrian bridge and permanent stage. Said construction may result in the interference with the Location for Sound, thereby prohibiting the events. If said construction does in fact require TWCVB to cancel any of the events, the event shall be deemed cancelled due to construction (hereinafter referred to as a Construction Cancellation ). TWCVB hereby reserves the right to reschedule or completely cancel any event, at their sole discretion. In the event of such Construction Cancellation, Vendor shall be entitled to retain an amount, as dictated by TWCVB or as otherwise agreed, as may be necessary to compensate Vendor for expenses actually incurred in preparation for the event. The Parties shall have no further rights or obligations to each other in the case of Weather or Construction Cancellations, except as expressly provided for otherwise. Weather conditions include but are not limited to rain, snow/ice, temperature and/or forecast for remainder of event day. Technical Requirements 15 It shall be the Vendor s responsibility to have the proper equipment necessary for the Sound Services. The Technical Requirements contained in this bid are to be used as a reference only and are not to be considered of a propriety nature. These specifications represent a level of quality and features that are desired by TWCVB. TWCVB is receptive to any product that would be considered by qualified TWCVB personnel as an approved equal. The Vendor must clearly state in the bid any variance from the specifications. If the Vendor is proposing an approved equal, it will be the Vendor s responsibility to provide adequate information in the Quote Packet to ensure equipment meets the required criteria. If adequate information is not submitted, quotes may be rejected. Below are the minimum technical specifications for sound equipment and the requirements for the events and programs where it may be used: FOH Minimum 8,000 watt single stack FOH system with four (4) monitor mixes and all necessary microphones and cabling for minimum five (5) piece band; MP3, IPOD and CD player for music playback. Mixers channel analog or digital console (Yamaha, Allen & Heath, Soundcraft or Midas equivalent) *No Peavey, Behringer or Mackie Boards. Speakers Two (2) to three (3) way main speakers (JBL SRX, EV or Yorkville equivalent); Two (2) dual 18 subwoofers (JBL SRX, EV, or Yorkville equivalent). Monitors Five (5) to 15 inch two (2) way monitors (Yamaha, JBL, Yorkville

11 or QSC equivalent) *No Peavey, Behringer or Mackie Speakers. Amplification Minimum of 4,000 watts amplification for mains and 4,000 for subs using crown or QSC power amps *No Peavey, Behringer or Mackie Amps. Must have a distribution capable of tying into 50 amp circuit (range plug). Lighting Minimum of 8k of incandescent halogen or LED lighting PAR 56 or 64 with DMX controller. Live at Night Spring Series 16 SOUND Vendor shall provide the following sound equipment (anticipated Minimum 8,000 watt single stack FOH; Minimum four (4) monitor mixes; Minimum 24 channel analog or digital console; All necessary microphones and cabling for a minimum five (5) piece band; Wireless handheld microphone for announcements; and MP3 player for music playback between sets. 17 LIGHTS Vendor shall provide the following lighting equipment (anticipated Minimum of 8k of incandescent halogen or LED lighting PAR 56 or 64 with DMX controller. 18 PROFESSIONAL MANAGEMENT SERVICES Vendor shall provide the following: Professional and experienced sound technicians in a number and type reasonable to the size and requirements of the event. Memorial Day Weekend in The Woodlands 19 SOUND Vendor shall provide the following sound equipment (anticipated Minimum 8,000 watt single stack FOH; Minimum four (4) monitor mixes; Minimum 24 channel analog or digital console; All necessary microphones and cabling for a minimum five (5) piece band; Wireless handheld microphone for announcements; and MP3 player for music playback between sets. 20 LIGHTS Vendor shall provide the following lighting equipment (anticipated Minimum of 8k of incandescent halogen or LED lighting PAR 56 or 64 with DMX controller. 21 PROFESSIONAL MANAGEMENT SERVICES Vendor shall provide the following: Professional and experienced sound technicians in a number and type reasonable to the size and requirements of the event. Waterway Nights 22 SOUND Vendor shall provide the following sound equipment (anticipated Minimum 8,000 watt single stack FOH; Minimum four (4) monitor mixes; Page 11 of 15

12 Minimum 24 channel analog or digital console; All necessary microphones and cabling for a minimum five (5) piece band; Wireless handheld microphone for announcements; and MP3 player for music playback between sets. 23 LIGHTS Vendor shall provide the following lighting equipment (anticipated Minimum of 8k of incandescent halogen or LED lighting PAR 56 or 64 with DMX controller. 24 PROFESSIONAL MANAGEMENT SERVICES Vendor shall provide the following: Professional and experienced sound technicians in a number and type reasonable to the size and requirements of the event. Labor Day Weekend in The Woodlands 25 SOUND Vendor shall provide the following sound equipment (anticipated Minimum 8,000 watt single stack FOH; Minimum four (4) monitor mixes; Minimum 24 channel analog or digital console; All necessary microphones and cabling for a minimum five (5) piece band; Wireless handheld microphone for announcements; and MP3 player for music playback between sets. 26 LIGHTS Vendor shall provide the following lighting equipment (anticipated Minimum of 8k of incandescent halogen or LED lighting PAR 56 or 64 with DMX controller. 27 PROFESSIONAL MANAGEMENT SERVICES Vendor shall provide the following: Professional and experienced sound technicians in a number and type reasonable to the size and requirements of the event. Live at Night Fall Series 28 SOUND Vendor shall provide the following sound equipment (anticipated Minimum 8,000 watt single stack FOH; Minimum four (4) monitor mixes; Minimum 24 channel analog or digital console; All necessary microphones and cabling for a minimum five (5) piece band; Wireless handheld microphone for announcements; and MP3 player for music playback between sets. 29 LIGHTS Vendor shall provide the following lighting equipment (anticipated Minimum of 8k of incandescent halogen or LED lighting PAR 56 or 64 with DMX controller. 30 PROFESSIONAL MANAGEMENT SERVICES Vendor shall provide the following: Professional and experienced sound technicians in a number and type reasonable to the size and requirements of the event. Page 12 of 15

13 Caroling on the Square 31 SOUND Vendor shall provide the following sound equipment (anticipated Minimum 8,000 watt single stack FOH; Minimum four (4) monitor mixes; Minimum 24 channel analog or digital console; All necessary microphones and cabling for a minimum five (5) piece band; Wireless handheld microphone for announcements; and MP3 player for music playback between sets. 32 LIGHTS Vendor shall provide the following lighting equipment (anticipated Minimum of 8k of incandescent halogen or LED lighting PAR 56 or 64 with DMX controller. 33 PROFESSIONAL MANAGEMENT SERVICES Vendor shall provide the following: Professional and experienced sound technicians in a number and type reasonable to the size and requirements of the event. Additional Services 34 TWCVB may require additional goods and services related to, but not specifically listed in, the Sound Services Agreement or this Quote Packet. To the extent that any such additional services are beyond the scope of the Sound Services Agreement or the Quote Packet, Vendor shall timely provide to TWCVB an estimate of the cost of such additional goods and services based on the same or similar formula or method Vendor used in establishing the prices in the Quote Packet. If acceptable to TWCVB, TWCVB shall authorize Vendor to provide such additional goods and services, and Vendor shall timely provide such additional goods and services. Notwithstanding the forgoing, TWCVB reserves the right to procure any such additional services from other Vendors, contractors or to utilize TWCVB employees, agents, affiliates or assigns to provide the additional goods and services at any time and at its sole discretion. Quote Evaluation 35 Evaluations of the quotes shall be based on a variety of criteria as determined solely by TWCVB and may include, in whole or in part, the total cost of Sound Services, Vendor s experience, quality and timeliness of Quote Packet submission, Vendor s ability to successfully perform the Sound Services, Vendor s experiences with similar contracts and/or scope of services, quality of previous Vendor s goods and services and Vendor s reliability amongst other criteria. Vendor Quote Packet Documents And Submissions 36 Vendor shall complete Quote Form and shall seal and submit said sealed form to TWCVB prior to the Quote Packet Due Date. 37 Vendor shall complete Vendor Reference Form, providing five (5) client references and submit said form to TWCVB prior to the Quote Packet Due Date. 38 Vendor shall submit a summary of its Community Involvement describing its location; its availability to meet with TWCVB representatives regularly and directly; and its involvement in the community and submit said summary to TWCVB prior to the Quote Packet Due Date. 39 Vendor shall complete this Acknowledgement Form initialing each block under Vendor s Acknowledgement, and signing in signature section provided and submit this form to TWCVB prior to the Quote Packet Due Date. Page 13 of 15

14 ACKNOWLEDGMENT FORM I have read and completely understand this TWCVB SPECIFICATIONS, REQUIREMENTS AND VENDOR ACKNOWLEDGMENT FORM and the entirety of the Quote Packet and hereby affirm that I am able to and shall meet, conduct and perform each specification and requirement contained therein. DATE SIGNATURE PRINT/TYPE NAME TITLE COMPANY WEBSITE Page 14 of 15

15 TWCVB QUOTE PACKET DOCUMENTS AND SUBMISSIONS RECEIVED CHECKLIST 2014 Sound Engineering/Equipment Services TO BE COMPLETED BY TWCVB STAFF ONLY Date Quote Packet received: Vendor s Name: Quote Packet reviewed by: Was Quote Packet complete and correct? Yes No If Quote Packet was complete and correct, then no further notations are required and the entire Checklist below should be left blank. If Quote Packet is not complete, indicate date each Quote Packet Document and/or Submission is received under Date Received column. If a Quote Packet Form and/or Submission is not received, then the Date Received column of the Checklist should be left blank for that particular Form and/or Submissions. If Quote Packet Document and/or Submission is incomplete or incorrect, provide brief description of deficiency of Document and/or Submission in the Notes Colum of the Checklist. QUOTE PACKET DOCUMENT OR VENDOR SUBMISSION QUOTE FORM VENDOR REFERENCE FORM VENDOR SUMMARY OF COMMUNITY INVOLVEMENT ACKNOWLEDGMENT FORM Date Received REVIEWER S NOTES Page 15 of 15