RFP FOR AV VENDOR 18 th Annual National TAP Conference March 22-24, 2018 Gaylord National Resort National Harbor, MD POSTED: October 20, 2017 DEADLINE TO SUBMIT: November 6, 2017, by 5:00 p.m. CST *RFP For: National Institute for Excellence in Teaching Page 1 of 17
AUDIO VISUAL REQUEST FOR PROPOSAL I. Contact Information *Event Name (no acronyms): 18 th Annual National TAP Conference *Event Host Organization: National Institute for Excellence in Teaching (NIET) Key Contact Person: Joshua Barnett Job Title: Chief Learning Officer Mailing Address Line 1: 1250 Fourth Street, 4 th Floor Mailing Address Line 2: * City: Santa Monica State/Province: CA * Zip/Postal Code: 90401 * Country: USA * Phone: 479.387.8973 Email * Address: jbarnett@niet.org Web * Address: www.niet.org Preferred Method of Communication: Email Event Organizer/Host Organization Billing Address: Billing Contact Person: Katie Von Rembow Billing Address Line 1: 1250 Fourth Street, 4 th Floor Billing Address Line 2: City: Santa Monica State/Province: CA Zip/Postal Code: 90401 Country: USA Billing Contact Telephone: 479.249.8096 Contact Information: invoices may be emailed to krembow@niet.org *RFP For: National Institute for Excellence in Teaching Page 2 of 17
II. Event Profile *Event Name: 18 th Annual National TAP Conference *Event Host Organization: National Institute for Excellence in Teaching (NIET) Event Organizer (if different from Host Organization): NIET Event Start Date: Thursday, March 22, 2018 Event End Date: Saturday, March 24, 2018 Event Location: Gaylord National Resort & Conference Center City: National Harbor State/Province: MD, 20745 Country: USA Facility Contact Name: Claudia Womack Facility Email Address: cwomack@gaylordhotels.com Facility Website: http://www.marriott.com/hotels/travel/wasgn-gaylord-national-resort-and-conventioncenter/ Additional facility names as needed Market Segment: *Event Type: *Event Frequency: Association (International) Association (National) Association (Regional, State or Local)) Corporate X Educational Ethnic 2 day Conference Annual Conference Fraternal Government Military Religious Social *RFP For: National Institute for Excellence in Teaching Page 3 of 17
EVENT HOST OVERVIEW The National Institute for Excellence in Teaching (NIET) is a nonprofit public organization, qualified under Section 501(c)(3) of the Internal Revenue Code to undertake education and other charitable activities, including the annual National TAP Conference. Recognizing that an effective teacher is the most important school-based factor impacting student achievement, the National Institute for Excellence in Teaching (NIET) is committed to ensuring a highly skilled, strongly motivated and competitively compensated teacher for every classroom in America. NIET supports states, districts and schools in attracting, developing, supporting and retaining high-quality human capital in order to raise achievement levels for all students. Equipped with a diverse staff experienced in education and business, combined with a broad coalition of school practitioners, NIET seeks to accomplish this mission through two signature initiatives: TAP : The System for Teacher and Student Advancement and the Educator Effectiveness Best Practices Center. TAP was launched in 1999 as a comprehensive school reform that restructures and revitalizes the teaching profession by providing teachers with powerful opportunities for career advancement, ongoing professional development, a fair evaluation system and performance-based compensation. Building on more than nearly two decades of experience in implementing teacher effectiveness reforms in schools across the country, NIET's Educator Effectiveness Best Practices Center to provide services and support to schools, districts and states in developing highly effective educators. These services and support include strategic planning and assistance in the design, development and implementation of teacher effectiveness policies and systems in the areas of educator evaluation, performance-based compensation and school-based professional development, as well as access to innovative tools and resources. Working together with teachers, administrators, teacher associations, government, foundations, corporations and other leaders in educator quality and compensation reform, NIET aims to achieve the goals of Educator excellence Student achievement Opportunities for all. EVENT OBJECTIVES To provide attendees with a wide range and selection of high-quality trainings, informative presentations and engaging plenary sessions that will provide opportunities to develop and strengthen the implementation of the TAP System in their respective states, districts and schools. Additionally, business leaders, policymakers and other VIPs will be afforded the opportunity to participate and gain a better understanding of the impact of the TAP system and NIET. *RFP For: National Institute for Excellence in Teaching Page 4 of 17
ATTENDEE PROFILE Expected Total Event Attendance: 750-1,000 people Attendee Demographics Profile: The National TAP Conference attracts a large and diverse audience of nearly 750-1,000 teachers, school and district administrators, boards of education, chief state school officers, distinguished education leaders, and national policy, business and community leaders. Most attendees fly in from a variety of states across the country. The two-day conference consists of up to 15 breakout trainings and panels in 5-7 time slots, along with a general opening session for all attendees, and daily group luncheons that involve keynote speakers and award presentations. Attendees are on their own for evenings. *RFP For: National Institute for Excellence in Teaching Page 5 of 17
VENDOR SCHEDULE Move-in Begin Date: Wednesday, March 21, 2018 Move-in Begin Time: Move-in End Date: Thursday, March 22, 2018, 1:00 p.m. 6:00 a.m. Move-out Begin Date: Saturday, March 24, 2018 Move-out Begin Time: Move-out End Date: Saturday, March 24, 2018, 11:00 p.m. 2:00 p.m. III. Requirements STATEMENT OF NEED NIET seeks to partner with an audio visual vendor who can support production needs for breakout meetings and general sessions during the 2018 National TAP Conference. Interested vendors should submit a detailed proposal addressing costs for the following services: show management and labor; conference theme creative, set design and engineering; stage scenery and setting, sets and soft goods; audio, computer, projection and video equipment; travel and expenses. Executed contracts will cover the 18 th Annual National TAP Conference only and do not reflect commitments for service in any future years. LUNCHEON ROOM REQUIREMENTS (1) The Potomac Ballroom A-D will be used for luncheons on both Friday and Saturday for an estimated audience of 1,000 people. Both events will include keynotes speeches, videos aired on large screens, and award presentations. Vendor responsibilities include set design, staging, lighting, sound, two podiums, and full production crew during the luncheons. Gaylord National contract stipulates they must perform the rigging. PRE-CONFERENCE / PANEL ROOM An additional room will need to be set up as a panel room with staging, podium, on-stage chairs, lighting, sound and a production crew to assist with event management. This room also will serve as a preconference room for 100 people on Wednesday and Thursday for a partnering series of meetings. *RFP For: National Institute for Excellence in Teaching Page 6 of 17
TRAINING SESSION ROOMS (12) An estimated 12 breakout rooms will run training sessions concurrently Friday and Saturday. Breakouts will be set in rounds of eight chairs each for an audience of 40-200 and each room will need to be equipped with a data laptop and sound for video playback. These rooms may be in Potomac 1-6, Chesapeake 1-12, and/or National Harbor 1-8. RECEPTION (1) Additionally, AV support will be required for a private reception Thursday, March 22, for 50-75 people in area TBD. GENERAL FUNCTION REQUIREMENTS There is a standard set for meeting rooms: AV/Production vendor will manage stage set: Audio/Video Recording is required for one or more functions: Rehearsals are required: X Yes No X Yes No X Yes No X Yes No Plenary/General Session Schedule: 2018 schedule is being developed; a copy of the 2018 schedule is on page 15 noted as "Attachment 1." NIET provides detailed diagrams including meeting and AV set-up for all rooms. Timelines will be provided for presentations in the Potomac Ballroom A-D and reception where AV is required. It should be noted that our organization holds tight to any published agenda times and timelines. Other Specific Requirements: Multiple channel two-way radios Videotaping We will need the panel session on Friday morning and both awards luncheons to be videotaped for future use. Additional Branding Needs, such as: Stage backdrop Podium(s) artwork GOBOs 1 marquee banner (T) Attachments: The following documents are attached to this RFP: (T) Conference Agenda for 2018 *RFP For: National Institute for Excellence in Teaching Page 7 of 17
estimated conference room specs IV. Proposal Specifications NIET expects that all work will be performed in a professional manner. All information provided in this RFP is proprietary for this purpose only. Information cannot be released without written permission from the contact person named in Section I. Questions: Direct all questions and requests for additional information regarding this RFP to the contact person designated in Section I (Contact Information). Decision Making Process: Final Decision Maker: Dr. Gary Stark, CEO and President, NIET There may be a preliminary cut with a second review of finalists: X Yes Timeline: No RFP Published Date 10/20/2017 Proposal Due Date and Time: 11/06/2017 by 5:00 p.m. CST Tentative Decision Date: 11/08/2017 Approximate Date of Site Inspection (if required): February 2018 Decision Notification Method (choose all that apply): Telephone Call X Email Letter Fax Key Decision Factors: Selection is based on the following criteria, rated by how they will play a role in proposal evaluation (1 is critical, 3 is important, and 5 minimally important): Decision Factor Ability of vendor to provide high level of service 1 Availability of required equipment (including age and types of equipment to be provided) Overall cost of services (including travel, shipping of equipment) Recommendations from previous and existing clients 3 Staff Experience 1 Rating 3 1 *RFP For: National Institute for Excellence in Teaching Page 8 of 17
Required Attachments: Standard sales kit for the company Equipment Price List Instructions for Responding: Each proposal responding to this RFP must include the information requested in Section V (Proposal Content) of this RFP (in the order presented). Expenses related to the preparation and completion of a response to this RFP is the sole responsibility of the vendor. The proposal with the lowest dollar amount will not necessarily be considered as the best proposal. Incomplete and/or late responses will not be considered. Accepted Formats for Response: Email or mail V. Proposal Content Each proposal responding to this RFP must include the following information (in the order presented here): Company Name: Mailing Address Line 1: Mailing Address Line 2: City: State/Province: Zip/Postal Code: Country: Website: Primary Sales Contact: Full Name: Preferred Name: Job Title: Employer: Mailing Address Line 1: Mailing Address Line 2: *RFP For: National Institute for Excellence in Teaching Page 9 of 17
City: State/Province: Zip/Postal Code: Country: Phone: Fax: Mobile Phone: Email Address: Web Address: Experience: For how many events of similar size and scope as the one described in Section II of this RFP has the company provided services in the past three years? When was the company founded? (year) What is the company s scope of services? Describe the company s working relationship with the facility (named in Section II Event Profile) selected for this event (i.e., Are you the preferred vendor? How many events and of what type have you serviced there?). Experience Comments: Additional Information: Planning the Event: How would the company and its staff participate in planning meetings? Who would accompany the event organizer on site visits? (Full Name), (Job Title) Planning Comments: Response to Requirements: The company can meet the event s specific equipment requirements with its own equipment: Yes No If No, Types and amounts of equipment that would need to be outsourced: Comments: *RFP For: National Institute for Excellence in Teaching Page 10 of 17
The company can meet the event s specific staffing requirements with its own staff: Yes No If No, Supplemental staff is supplied by: Comments: The company can meet the other specific requirements outlined in the RFP: Yes No Comments: Additional Information: Personnel: The company has an office in the city where the event is being held: Yes No If No, Staff would travel from: City: State/Province: # of Staff from This Location: Number of staff that would work the event outlined in Section II: Complete the following for all staff who would work the event: Staff Full Name Staff Full Name Additional staff as necessary Title Responsibility Years of Experience Supervisor? Yes No Yes No Provide an estimate of what charges, if any, will be charged to the event organizer for travel expenses, including number of guestrooms required, if any. Personnel Comments: Labor: What is the minimum number of hours that are charged per person working (e.g., four-hour minimums)? Does the company use union labor? If No, Indicate why and in what areas union labor is not used: Yes No What is the company s experience with the unions in the city where the event is being held? *RFP For: National Institute for Excellence in Teaching Page 11 of 17
Hourly rate for supervisors: (indicate currency type) Describe the anticipated responsibilities of each supervisor: How is overtime calculated? When does overtime begin and end? Labor Comments: Planning the Event: How would the company and its staff participate in planning meetings? Who would accompany the event organizer on site visits? (Full Name), (Job Title) What is the charge, if any, for staff to accompany the event organizer on site visits? (indicate currency type) How many months in advance of an event does the company customarily participate in site visits? Who would be responsible for travel costs to a location for planning purposes more than 12 months prior to the event? Planning Comments: Equipment: What percentage of the equipment to be used for this event is owned by the company? % What percentage of back-up equipment does the company customarily take to the event site? % List all other companies with which the company customarily subcontracts: (Company Name 1) Additional Company Names As Necessary Is the company currently contracted to provide service in the facility(s) listed in Section II? Yes No If Yes, List the facility(s) with which the company has a contract and the date the contract expires: (Facility Name 1), (Contract 1 Expiration Date) Additional Facility Names As Necessary How far away from the event location is the company s inventory/operation? *RFP For: National Institute for Excellence in Teaching Page 12 of 17
Will any equipment transportation costs be incurred by the event organizer? What equipment and/or services are not provided by your company but are often provided by the facility? How are these services affected by your involvement? Describe any on-site storage needs: Equipment Comments: Speaker Ready Room: Speakers are prepped prior to presentation in a backstage area. How are charges for the speaker ready room determined? What materials does the company provide? What materials should the event organizer expect to provide in each speaker ready room? How many persons would staff the speaker ready room? Speaker Ready Room Comments: Costs & Services: Explain the company s method for discounting equipment and/or labor: Explain all other costs you foresee as part of this event: Describe other services the company provides, addressing the method of billing for these services: Describe the company s payment policy, including any deposits required and how any discrepancies are handled: Describe any incentives offered for paying the total bill on-site: Costs & Services Comments: Insurance Coverage: Indicate the types and levels of insurance the company carries: Errors & Omissions Insurance: (indicate currency type) Workers Compensation Insurance: (indicate currency type) Commercial Liability Insurance: (indicate currency type) Commercial Automobile Liability Insurance *RFP For: National Institute for Excellence in Teaching Page 13 of 17
Other - : (indicate currency type) Insurance Comments: References: Provide three references for events similar in size and scope to the one outlined in Section II (Event Profile) of this RFP: Reference 1 Reference 2 Reference 3 Event Name Event Start Date Event End Date Event Type Event Host Given Name Middle Name Surname Job Title Employer Phone Email Address Type(s) of services performed for the reference References Comments: Attachments: The following are attached to this proposal: Standard sales kit for the company An equipment list indicating number available of each type of equipment, the cost of rental, and any discounts that can apply. A labor rate sheet indicating rates for straight time, overtime and double-time. Other required attachments (as applicable) *RFP For: National Institute for Excellence in Teaching Page 14 of 17
ATTACHMENT 1 18 th ANNUAL NATIONAL TAP CONFERENCE March 23-24, 2018: Gaylord National Resort 201 Waterfront St, National Harbor, MD (tentative) Thursday, March 22 12:00 pm 6:00 pm Registration 6:30 pm 8:30 pm Staff Reception Friday, March 23 8:00 am 5:00 pm Registration 8:30 am 10:00 am Conference Welcome & Opening 10:15 am 11:45 am Breakout Session A 12:00 pm 1:30 pm Awards & Recognition Luncheon 1:45 pm 3:15 pm Breakout Session B 3:30 pm 5:00 pm Breakout Session C 5:00 pm 6:30 pm Networking Social Saturday, March 24 8:30 am 10:00 am Breakout Session D 10:15 am 11:45 am Breakout Session E 12:00 am 1:30 pm NIET Keynote Luncheon 1:45 pm 3:15 pm Breakout Session F 3:30 pm 5:00 pm Stakeholder Meetings / Team Planning 5:00 pm Conference Concludes *RFP For: National Institute for Excellence in Teaching Page 15 of 17
ATTACHMENT 2 Anticipated set-up by rooms for opening/luncheon, training and meeting rooms. Function Cap Set Up Comments Luncheon/Keynotes 1000 Round Tables of 10 Panel Rm/pre-conference room 150 Theater Training 130 rounds, chairs Training Rm 1 40 rounds, chairs Training Rm 2 60 rounds, chairs Training Rm 3 70 rounds, chairs Training Rm 4 40 rounds, chairs Training Rm 5 50 rounds, chairs Training Rm 6 50 rounds, chairs Training Rm 7 60 rounds, chairs Training Rm 8 50 rounds, chairs Training Rm 9 60 rounds, chairs Training Rm 10 60 rounds, chairs Training Rm 11 60 rounds, chairs full production: stage, lighting, sound, backdrop, 2 screens, 2 podiums stage, podium, 4 chairs, lighting, production booth *RFP For: National Institute for Excellence in Teaching Page 16 of 17
Training Rm 12 200 rounds, chairs Meeting Rm 1 50 rounds, chairs monitor, sound, lights, small stage Meeting Rm 2 25 conference table monitor, sound Meeting Rm 3 25 U-shape projector, screen Reception 50 high tops, buffet tables partners meeting room 50 rounds, chairs small stage, podium, lighting, monitor stage, podium, 4 chairs, lighting, production booth *RFP For: National Institute for Excellence in Teaching Page 17 of 17