Title
Non-Exclusive Audio Visual, Equipment Rental and Exclusive Rigging Contract - Request for Award (Ordinance S-51900) - Districts 7 & 8
Description
Request to authorize the City Manager, or his designee, to enter into a contract with AV Concepts, Inc., to provide non-exclusive audio visual, equipment rental, and exclusive rigging services for the Phoenix Convention Center Department (PCCD). Further request to authorize the City Treasurer to accept, and the City Controller to disburse, all funds related to this item. The gross sales for the contract are estimated to produce $22,769,467 over the five-year aggregate term, resulting in approximately $7,790,000 in revenue to the City.
Report
Summary
This contract will provide non-exclusive audio-visual and equipment rental services, and exclusive rigging services, for event organizers and clients hosting events at the Phoenix Convention Center.
Under the contract, the provider will supply equipment, setup, on-site technical assistance, and ensure safe rigging operations for events such as conventions, trade shows, and concerts. Exclusive services, limited to rigging and connections to the in-house AV system, must adhere to the PCCD’s structural and safety guidelines. Non-exclusive services, including AV rentals and support, remain open to market competition. The contractor will collaborate closely with each client to assess needs, prepare competitive proposals, including CAD drawings and visual renderings, and secure bookings. Additionally, the provider will work with PCCD Sales and Marketing staff, manage approved marketing materials, maintain current website content with reciprocal links, and participate in promotional open houses as requested.
Approval of this contract is essential to ensure the Phoenix Convention Center meets professional standards for AV production and rigging. Exclusive rigging services guarantee safety, reduce liability, and ensure code compliant installations, critical factors for the success and reputation of events hosted at the Phoenix Convention Center.
Procurement Information
A Revenue Contract Solicitation was processed in accordance with City of Phoenix Administrative Regulation 3.10.
One vendor submitted a response, and was evaluated after deemed to be responsive and responsible.
The evaluation panel recommendations were reached by consensus in consideration of published selection criteria with total points ranging from 0 - 1,000:
Operational Plan: 0-300 points
Firm History and Experience: 0-300 points
Equipment Inventory and Price Structure: 0-200 points
Commission Structure: 0-200 points
The following Proposer is selected for award:
AV Concepts, Inc. - 940 points
Contract Term
The contract will begin on or about July 1, 2025, for a five-year term with no options to extend.
Financial Impact
The Contractor will pay to the PCCD as a monthly commission. The gross sales are estimated to be $22,769,467 over the five-year aggregate term, resulting in approximately $7,790,000 in revenue to the City.
Location
100 N. Third Street
Council Districts: 7 and 8
Department
Responsible Department
This item is submitted by Deputy City Manager John Chan and the Phoenix Convention Center Department.