RFP673 - Audio/Visual Service Support

RFP673
REQUEST FOR PROPOSALS
Audio/Visual Service Support
The Atlanta Regional Commission (ARC) is seeking proposals from eligible companies to provide
audio-visual production services for an in-person, event Wednesday, November 4, 2026 at the
Georgia World Congress Center in Atlanta, GA. ARC reserves the right to award the contract(s) to one
or more companies to meet the needs of the event. ARC anticipates selecting a contractor(s) in June
2026. All post-event work must be completed by December 1, 2026. The successful company or team
should be prepared to begin work immediately. ARC reserves the right to award all or part of the
available funds for this project.
I. CLIENT AND EVENT PROFILE
ARC is a governmental organization which serves as a regional convener, bringing diverse stakeholders
to the table to address the most important issues facing metro Atlanta. For more than 30 years, the
State of the Region event (SOR) has been a live gathering of approximately 1,500 civic, business,
elected, and nonprofit leaders across the metropolitan Atlanta region. Its purpose is to provide an
overview of the region's progress in 2026, to look ahead to potential opportunities and challenges in
coming years, and to provide an opportunity for community leaders to come together to build
relations that lead to addressing those issues in a collaborative manner. The event will be managed by
employees of ARC with assistance from the agency's subcontracted events planning agency.
II. SCOPE OF SERVICES
It is ARC's preference to hire one company that will provide an array of audio visuals solutions to
support the "main stage" or central component of the event, as well as for multiple panel style
breakout sessions. ARC will consider contracting with one prime audio/visual provider who works with
qualified sub-contractors.
Compensation for the services is not expected to exceed $70,500.
Please see Exhibit A for the detailed Scope of Service and Exhibit C for the tentative production
schedule.
Location: Thomas Murphy Ballroom, Georgia World Congress Center
285 Andrew Young International Blvd NW, Atlanta GA 30313
Estimated Attendance: 1,500
Load-in November 2, 2026
Rehearsal: November 3, 2026
* AM technical rehearsal
* PM full talent rehearsal
Event Date: Wednesday, November 4, 2026
We envision a first-rate, two and half hour, in-person event that is comprised of a networking/coffee
hour followed by approximately 90 minutes of main stage activity. The main stage activity involves five

primary speakers, visual presentations, an awards ceremony, 2-4 pre-recorded videos, and perhaps a
live stage performance.
III. APPLICANT ELIGIBILITY
Eligible companies, whether for-profit or not-for-profit, must meet the following years of experience
to effectively carry out the duties and responsibilities outlined below. All proposers must have
demonstrated similar project experience to be eligible for consideration. The Atlanta Regional
Commission reserves the right to check all references and consider their responses in evaluating the
proposals.
We are seeking to collaborate with an organization who has an outstanding track record of reliability
and stellar customer service. We are interested in partnering with a company(ies) that can meet the
following criteria:
* 3+ years in business
* Key staff, the project manager in particular, have 5+ years of experience
* Proven experience at this level of production
At a minimum, but not limited to, the selected company will be required to adhere to the following:
* Submittal of a Certificates of Insurance
* Assurance of Compliance with Title VI of the Civil Rights Act of 1964
* Completion of Debarment and E-Verify forms (see Exhibit E)
IV. PROPOSAL REQUIREMENTS
Interested companies should submit a proposal that addresses the factors listed below and in Exhibit
A - Scope of Services. The Consultant should provide a detailed breakdown of the proposed budget in
the format of Exhibit B.
Proposals shall not exceed a total of 30 pages (8.5 x 11) inclusive of resumes and company experience.
Covers, end sheets, budget exhibits, forms, and an introductory letter shall not count against this
maximum.
Proposals should include the following to be considered responsive:
1) Company Information and Staffing including:
* Legal name, mailing address, email address, phone, primary point of contact.
* Core technical competences of your company, including a statement of your company's
production philosophy.
* Qualifications and years of experience for key staff members.
2) Previous, Relevant Experiences:
* Descriptions of your company's last five (5) projects/events of a similar scale. Please include a
list of services your organization was asked to provide.
* References for three (3) previous clients from projects/events held within the last three (3)
years (with current contact information) who can attest to the quality of your company's
work
3) Project Approach:
* Description of technical approach for project planning and execution, and proposed schedule.

4) Cost Proposal:
* Proposals should include a detailed estimated cost using Exhibit B (all fees showcased as line
items) for all equipment and labor related to event execution.
* Provide estimated rigging cost, as per in-house provider, On Services. ARC will pay rigging
cost separately. Vendor should plan to minimize the use of rigging and in no case can
rigging exceed $15,000.
* ARC will pay electric costs to in-house provider, Edlen Electrical, separately. Vendor should work
to minimize electricity costs.
* The proposer is encouraged to propose charges that will be discounted as compared to the
then-current market rates for comparable products and services available from other reputable
providers.
* Showcasing your services before this select group of potential customers can bring new business
to your company. For this reason, priority may be given to any bid that includes complimentary
services or reduced fees, in exchange for sponsorship status and/or trade outs.
5) Completed Contract Forms in Exhibit E:
* Contractor/Vendor Information
* E-Verify (Georgia Security and Immigration Compliance Act Affidavit
* Certification Regarding Debarment
V. TERMS AND CONDITIONS:
a) ARC reserves the right to select for contract or for negotiations a proposal other than that with
the lowest cost, reject any and all proposals or to make no award, and to waive minor
irregularities in any proposal. ARC reserves the right to request clarification of information
submitted and to request additional information from any proposer, and to negotiate any
aspect of the proposal with any proposer and negotiate with more than one proposer at the
same time.
b) ARC reserves the right to award any contract to the next most qualified contractor if the
successful contractor does not execute a contract within thirty (30) days after the award of the
proposal. The contract resulting from acceptance of a proposal by ARC shall be in a form
supplied or approved by ARC and shall reflect the specifications in this RFP.
c) ARC reserves the right to reject any proposed agreement or contract that does not conform to
the specifications contained in this RFP, and which is not approved by the client's legal counsel.
d) ARC will reserve the right to terminate the event upon the occurrence of any circumstance
beyond the control of either party, such as acts of God, war, acts of terrorism, government
regulations, disaster, strikes, work stoppages, accidents, mandatory quarantines, pandemics,
curfews, or other restrictions of movements, or civil disorder, to the extent that such
circumstances make it illegal or impossible to continue the event.
e) ARC shall not be responsible for any costs incurred by the contractor(s) in preparing, submitting
or presenting its response to the RFP.

VI. CONFLICT OF INTEREST AND CONFIDENTIALITY
ARC is subject to the Georgia Open Records law. All proposals submitted will become public records to
be provided upon request. Any information containing trade secrets or proprietary information, as
defined by state law, must be marked as confidential to prevent disclosure. Confidential markings
must be limited to the protected information. Entire proposals marked confidential will not be
honored. Additionally, conflicts of interest are governed by the ARC Standards of Ethical Conduct.
Respondents must disclose any potential conflicts of interest that may arise from the provision of
services described herein. Such disclosure should include the name of the individual(s) with whom
there is a conflict, any relevant facts to the potential conflict, and a description of the internal controls
proposed to mitigate any such conflict. ARC's Staff Legal Counsel will determine whether such a
disclosure presents a potential organizational conflict of interest that should preclude award to the
respondent.
VII. EVALUATION CRITERIA & REVIEW PROCESS
Proposal evaluations will focus initially on the written proposals. Should it be determined that further
information is required, one or more companies may be asked to further explain their company's
ability to meet the specific needs of this event. ARC reserves the right to award this contract, or
contracts based on initial proposals received without formal interviews.
An ARC team will review and evaluate all properly submitted proposals that are received on or before
the deadline. Proposals will be evaluated based on the following factors:
a) Provider capabilities to satisfy the requirements of the request, demonstrated related
experience and qualified staff (35%)
b) Technical approach including proven plan to meet deadlines (35%)
c) Cost Proposal (20%)
d) Three References for clients from projects/events held within the last three years (10%)
VIII. SUBMITTING PROPOSALS
Electronic Submission Requirements
All proposals must be submitted electronically through the Atlanta Regional Commission (ARC)
procurement website. Proposal submitted by any other method (including email, mail, fax, or hand
delivery) may not be accepted unless specified in the solicitation document.
Respondents must register and complete the application on the ARC procurement website to submit a
proposal. It is the responsibility of the respondent to ensure successful registration and timely
submission.
Proposals must be received no later than 9:00 a.m. EST on Wednesday, June 10, 2026. The
procurement system will automatically record the date and submission time. Late proposals will not
be accepted under any circumstances.
The Respondent(s) is solely responsible for:
* Uploading all required documents;
* Verifying that files are complete, readable, and properly labeled; and
* Ensuring submission is finalized prior to the deadline.
* Only one proposal containing all required information may be uploaded per responder (the
system will only submit the latest uploaded).
ARC is not responsible for technical difficulties, internet outages, user errors, or system delays
experienced by the respondent. Respondents are strongly encouraged to submit proposals well in
advance of the deadline.

Upon successful submission, the system will provide email confirmation. This confirmation serves as
proof of receipt.
Questions Regarding Solicitation
All questions concerning this RFP must be submitted electronically through the procurement website
by 5:00 p.m. EST on Friday, May 29, 2026. Questions submitted after this deadline or through any
other means will not be considered.
To ensure fairness and transparency, respondents are prohibited from contacting ARC staff, board
members, or consultants regarding this solicitation outside of the formal Q & A process.
Response to Questions
Official responses to all timely submitted questions will be posted on the procurement website as a
written addendum by 5:00 p.m. EST Monday, June 1, 2026. Only written responses issued through the
website shall be considered official and binding.
It is the responsibility of each respondent to regularly check the procurement website for addenda,
clarifications, and updates. Failure to review posted addenda shall not relieve a respondent from
compliance with any requirements of the RFP.
RFPs and responses can be found on the ARC's website:
https://atlantaregional.org/aboutarc/procurements/
RESTRICTION OF COMMUNICATION
From the date of the advertisement of the solicitation through contract award and selection is
announced, respondents are not allowed to communicate about this solicitation or scope with any
staff of ARC, except for submission of questions as instructed in the RFP or as provided by any existing
work agreement(s). In the case of violation of this provision, ARC reserves the right to reject the
submittal of the offending respondent.
CONFIDENTIALITY AND CONFLICT OF INTEREST
ARC is subject to the Georgia Open Records law. All proposals submitted will become public records to
be provided upon request. Any information containing trade secrets or proprietary information, as
defined by state law, must be marked as confidential to prevent disclosure. Confidential markings
must be limited to protected information. Entire proposals marked confidential will not be honored.
Additionally, conflicts of interest are governed by the ARC Standards of Ethical Conduct available here:
Standards of Ethical Conduct. Respondents must disclose any potential conflicts of interest that may
arise from the provision of services described herein. Such disclosure should include the name of
individual(s) with whom there is a conflict, any relevant facts to the potential conflict, and a
description of the internal controls proposed to mitigate any such conflict.
ARC's Staff Legal Counsel will determine whether such disclosure presents a potential organizational
conflict of interest that should preclude award to the respondent.

EXHIBIT A
SCOPE OF SERVICES - AUDIO VISUAL PRODUCTION SERVICES
General: The work to be accomplished by the Consultant is in support of the following ARC Cost
Center:
Cost Center Cost Center Title
623AC State of the Region
I. PURPOSE
The Atlanta Regional Commission (ARC) is seeking proposals from eligible respondents to
provide audio-visual production services for an in-person, morning event on November 4, 2026 at the
Georgia World Congress Center (GWCC) in Atlanta, GA.
ARC is the regional planning and inter-governmental coordination agency for the 11-county
Atlanta region. ARC serves as a regional convener, bringing diverse stakeholders to the table to
address the most important issues facing the metro Atlanta region. ARC will present the
Regional Assembly of Public Officials, a one-day conference and regional assembly for the
elected officials who represent the region.
II. STUDY AREA
We envision a first-class, two and half hour, in-person event that is comprised of a
networking/coffee hour followed by approximately 90 minutes of main stage activity. The main
stage activity involves three primary speakers, visuals, an awards ceremony, various prerecorded
videos, guest speakers and a live stage performance. ARC will consider contracting
with one prime audio/visual provider who works with qualified sub-contractors.
III. WORK AND SERVICES
It is ARC's preference to hire one company that will provide an array of audio visuals solutions
to support the "main stage" or central component of the morning event. ARC will consider
contracting with one prime audio/visual provider who works with qualified sub-contractors.
The event will be managed by employees of ARC with assistance from the agency's
subcontracted events planning agency. See Exhibit D for sample stage designs from previous
years.
ARC will design and deliver all show and graphics content for the event to provider's specifications.
The successful provider will be expected to engage with ARC's internal design team with exact
design specifications to ensure all graphics and images are displayed on the provided
equipment as designed.
Location: Thomas Murphy Ballroom, Georgia World Congress
Center 285 Andrew Young International Blvd NW, Atlanta
GA 30313
Estimated Attendance: 1,500
Load-in November 2, 2026

Rehearsal: November 3, 2026
* AM technical rehearsal
* PM full talent rehearsal
Event Date: Wednesday, November 4, 2026
A. Production Operations and Management
Weekly meetings with key staff in weeks leading up to the event. One onsite walkthru with
GWCC, ARC staff, and ARC event contractor.
B. Stage Design - See Exhibit D for stage design examples
1. Scenic set elements with lighting to highlight ARC brand and themes.
The preferred provider will present 2-3 various staging options to the
ARC team 40 days prior to the event.
2. Attractive, modern lectern with mic and digital screen.
3. The preferred provider will present proposed staging options to the
ARC team 40 days prior to the event.
C. Lighting
1. Stage lighting - sufficient stage wash
2. Accent lighting - moving spot and wash fixtures
3. Uplighting for side walls
4. Gobo or animated lighting on two (2) white back walls
D. Rigging - Include estimated rigging costs, ideally provided by the exclusive in-house AV
provider, On Services, Contact: Todd Kotzin, tkotzin@onservices.com, 470.799.8456
E. Audio - Professional sound system capable of producing 100dB of even, full
spectrum audio throughout the ballroom. Sources to include spoken word, video
playback, music playback, and live musical performances.
1. Eight (8) wireless headsets for ARC staff with separate channel for event planner
2. Audio recording to mp3 file(s) uploaded to client platform post event
3. Twelve (12) clear com system headsets for client - wireless and
hard wired to be provided
4. Podium and lavalier mic'ing for talent
F. Video - Video design should include a minimum of two 16:9 format outboard video
screens for presentation content and a center screen positioned on stage. All
screens should be independently switchable. The possibility of using an LED wall for
the center screen would be considered as an alternative for center stage.
1. Three (3) projectors - HD DLP or equivalent (unless use of LED wall is proposed)
2. One (1) Center screen or possible LED wall
3. Two (2) 16:9 format outboard screens for presentation content
4. Two (2) camera - IMAG video of speakers
;

5. One (1) confidence monitor (PPT presentation setup for current slides and notes);
6. Perfect cue system;
7. Speaker timer;
8. Video recording(s) delivered to client via hard drive or cloud-based
storage link post event.
G. Labor
1. A1, A2, Video Switch, Graphics, Camera Shade/Record, LD, PM, Two Camera Ops
2. Setup & strike labor fees
3. Overtime labor fees
H. Rehearsals
1. AM technical rehearsal with operational audio and video projection
2. PM full talent rehearsal
Note: All meals will need to be supplied by the contractor and/or their staff.
IV. DELIVERABLES
1. Provision of a digital file of the "main stage" program content within 24 hours post event.
2. ISO audio recording to mp3 file(s) uploaded to client platform post event (Optional).
3. Productive event planning meetings leading up to the event. AV provider will
provide recommendations on event needs that help create a highly curated,
professional event that also accommodates the client's budget and planning time
constraints.
4. A fully staffed, professionally delivered event.
5. State of the art equipment, all in working order and delivered to the venue on time
.

EXHIBIT B
PROPOSED PROJECT BUDGET
1. Direct Labor
Estimated Hours Rate/Hour Total Est. Cost
(List by position all professional personnel participating in project)
Total Direct Labor $
2. Overtime (Event has been structured to avoid overtime. However, should overtime be
required, please state the rates for each position)
Overtime Costs $
3. Equipment
Equipment Rental $
4. Parking and Logistics
Other Direct Costs $
5. Total Project Costs
TOTAL $
Please list separately anticipated rigging costs per On Site AV Services. Rigging cost will be
paid separately by the client.
Rigging Estimate $

EXHIBIT C
Tentative Production Schedule
Kick-Off Meeting: July 2026
Stage Design Selected: August 2027
Bi-Monthly Meetings Begin: August 17, 2026
Weekly Meetings Begin: October 7, 2026
Load-in: Monday, November 2, 2026
Rehearsal: Tuesday, November 3, 2026
* AM technical rehearsal
* PM full talent rehearsal
Event: Wednesday, November 4, 2026
7:00 - 10:30 a.m.
Break-Down/Load-Out: 10:30 a.m.