REQUEST FOR PROPOSALS FOR CONCERT PRODUCTION SERVICES. SUBMITTAL DUE DATE: Tuesday, April 26, 2016 at 4:00pm Central Standard Time.

Transcription

1 REQUEST FOR PROPOSALS FOR CONCERT PRODUCTION SERVICES SUBMITTAL DUE DATE: Tuesday, April 26, 2016 at 4:00pm Central Standard Time. Please submit one (1) unbound proposal suitable for photocopying, AND an equivalent quantity of information via a PDF file on compact disk (CD) or flash drive to: SUBMITTAL LOCATION: Matt Brinkmann, Special Events Manager Great Rivers Greenway 6174 Delmar Boulevard St. Louis, MO Facsimile or ed copies will not be accepted. All proposals delivered after the due date and time will not be considered. Firms will be notified of the decision by May 18, Questions related to this request should be directed via to: Matt Brinkmann, Special Events Manager mbrinkmann@grgstl.org BACKGROUND The Metropolitan Park and Recreation District, doing business as The Great Rivers Greenway District ( the District ), is a regional parks and trails district created by a vote of the people to connect St. Louis City, St. Louis County and St. Charles County to make the St. Louis region an even better place to live. The District is completing the reconstruction of Leonor K. Sullivan Blvd. along the Mississippi riverfront as part of the CityArchRiver project. We are now planning to activate the new riverfront with a variety of public events and other activities. As part of this effort, we are presenting a free series of ten public musical concerts this summer and fall, as a way to celebrating the new riverfront and encouraging area residents and visitors to come and enjoy it. The District is seeking the services of a production company to provide and oversee all necessary staging, sound and lighting equipment sufficient for this weekly concert series consisting of ten Wednesday evening events. 1

2 SCOPE OF WORK The District, in partnership with the CityArchRiver Foundation and The Sheldon, is presenting a series of ten free public weekly music concerts on Leonor K. Sullivan Blvd. on Wednesday evenings at 7:00pm beginning Wednesday, August 10, 2016 and ending Wednesday, October 12, The production company is responsible for providing and managing all stage, sound, and stagelighting equipment for all ten concerts. All equipment must be set up day-of-show (at mutually-agreed upon starting time) and removed at the conclusion of the concert no later than 12:00am (midnight). The District will provide security during setup, the event, and takedown, but the District is not responsible for the loss of or damage to any equipment. Production company agrees to provide the following: Covered stage - minimum 24 x 20 size located in the designated Stage Area (see map page 5) Sound system capable of delivering a high quality live musical experience for an outdoor audience of up to 1000 people seated across the street from the stage on the Arch staircase. Front-of-house audio mixing board operated from a mutually agreed-upon location. Specific requirements will vary by artist. Artist tent next to stage - minimum 10 x 10 size. Standard concert stage lighting. No fog machines, lasers or moving lights. Qualified technician onsite to monitor and adjust front-of-house audio and stage monitors during soundcheck and entire duration of concert. The District and the National Park Service reserve the right to determine appropriate volume level and adjust as needed. Suitable stage monitors controlled from front of house or offstage. Specific requirements will vary by artist. Sufficient labor for timely setup and teardown. Specific sound, monitor and microphone needs will vary by artist. Proposals should include a range of options for groups ranging from individual performers up to groups of sixteen. Backline instruments do not need to be provided. Concert time frame is 7:00pm 9:00pm. Leonor K. Sullivan Blvd. will be closed to public vehicle traffic during the concerts. The District will make all necessary arrangements with the City of St. Louis for the closing of the street. Production company is responsible for all electrical permits and inspections as required by the City of St. Louis. Production company may park at the stage for setup and teardown only. See Event Area maps on Page 6. 2

3 INSTRUCTIONS FOR PREPARING PROPOSAL Please submit one (1) unbound copy suitable for photocopying, AND an equivalent quantity of information via a PDF file to: Matt Brinkmann, mbrinkmann@grgstl.org. Submittals should contain the following: One page letter of interest that includes a synopsis of qualifications of the firm or firms, the primary contact stating his/her professional credentials. Please clearly state the individual representing the contractual authority of each firm. Profile of firm(s) and any subcontractors including number of employees, ownership structure, location, and relevant experience working on similar projects within the last five (5) years. Indicate percentage ownership by women and minorities. A detailed plan for the events, including equipment, staffing, and a schedule of setup, event activities and teardown. Provide a proposed cost estimate for all necessary materials, rentals, labor and services for this project. Disclose any material agreements, relationships, or employment your firm or team members have that may create a conflict of interest or the appearance thereof. Provide proof of your firm's liability insurance and proof of insurance for any subcontractors. Disclose whether your firm has been involved in any litigation or legal disputes over the past five years or in the foreseeable future. If so, describe. SELECTION PROCESS AND CRITERIA Process and Criteria A review committee will evaluate all responses to this Request for Proposals. Interviews may or may not be scheduled. The basis for evaluating proposals shall include the demonstrated ability to complete the project, professional excellence, demonstrated experience and competence in the services to be provided, price structure and process. The committee may contact any or all respondents to clarify submitted information. Firms will be notified in writing whether or not their proposal has been selected for this project. Important Considerations The District reserves the right, at their sole discretion, to 1) reject any or all submittals, 2) waive minor informalities of a submittal, 3) cancel, revise, or extend this solicitation, 4) request additional information as deemed necessary. This Request for Proposals does not obligate the District to pay any costs incurred by any respondent in the submission of a proposal. 3

4 The District will give preference to firms located in the District (St. Louis City, St. Louis County and/or St. Charles County) and secondly, in the State of Missouri, when other considerations are equal. The District reserves the right to cancel this Request For Proposals at any time; to void this Request For Proposals and the review process and/or terminate negotiations at any time; to revise any conditions and stipulations contained herein, as convenient or necessary; to further negotiate financial and other arrangements; to establish further criteria for selection; to ask respondent to submit additional information with respect to any aspect of respondent's submission whatsoever; and to negotiate with respondent as to any aspect of respondent's proposal whatsoever. Respondent shall carefully examine this Request For Proposals and shall make all necessary investigations to fully inform themselves as to the local conditions and requirements under which work is to be performed. Respondent shall familiarize themselves with all applicable federal, state, and local statutes, regulations, ordinances relating to the conduct of work pursuant to this Request for Proposals, and shall comply with all applicable federal, state, and local laws, ordinances, and rules and regulations. No pleas of ignorance of conditions, statutes or ordinances will be accepted as an excuse for any failure or omission on the part of the respondent to fulfill every requirement of the Request for Proposals and to perform as described in such respondent's proposal. In connection with the contract resulting from this Request for Proposals, the firm agrees that in performing any services resulting from this Request for Proposals, neither he/she nor anyone under his/her control will permit discrimination against any business, employee, applicant, client or subscriber because of race, creed, color, disability, religion, sexual orientation, national ancestry or origin. Contractor shall also sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with this Agreement. SUBCONTRACTING Work done under this contract shall not be subcontracted to others unless said subcontractor agrees to all the conditions indicated in these specifications in writing and the subcontractor provides an insurance certificate. 4

5 ELECTRICAL CAPACITIES 120V/20A and 208V/30A accessible at the streetlight on either side of the stage area. 120V/20A and 208V/30A 5