Title
Request to Issue a Request for Proposals for Audio-Visual Services
Description
Request to authorize the City Manager, or his designee, to issue a Request for Proposals (RFP) for Non-Exclusive Audio-Visual and Production Services, including Equipment Rental and Exclusive Rigging Services, for the Phoenix Convention Center Department (PCCD).
Report
Summary
PCCD is in the fourth year of a five-year contract for non-exclusive audio-visual and production services essential to operations at the Convention Center. "Audio-Visual Services" under this contract includes the provision of all labor, insurance, supervision, equipment and incidentals necessary to provide overhead and floor supported rigging, rigging inspection, sound systems, projection systems, labor and related services directly to PCCD clients. This contract covers the Convention Center only. The services are utilized by clients of the Convention Center in the presentation of conventions, trade shows, meetings and concerts. Providing meeting planners and show managers with a direct link to a contractor for these services is a standard industry practice.
The current contract expires June 30, 2018. A new contract, effective July 1, 2018, is needed to provide continuity of services with no gap in coverage. The selected Proposer will maximize revenues from sales and provide PCCD with a percent commission based on gross receipts as well as create operational efficiencies for the department.
Procurement Information
The RFP evaluation criteria will cover Proposers' Commission Structure, Operational Plan, Firm History and Experience, Equipment Inventory and Pricing, Financial Strength and Customer Service Initiatives, totaling 1,000 points. It is anticipated that the RFP will be released before the end of 2017.
Financial Impact
This is a revenue-generating contract. The current contract will generate an estimated total of $4 million over the life of the contract. It is anticipated that the new contract will generate similar revenue.
Concurrence/Previous Council Action
The Downtown, Aviation, Economy and Innovation Subcommittee recommended approval of this item on Nov. 1, 2017, by a 3-0 vote.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr. and the Phoenix Convention Center Department.