REQUEST FOR PROPOSAL Audio/Visual Services Overland Park Convention Center (OPCC) & Sheraton Overland Park Hotel at the Convention Center (Hotel) Overall Summary: This request is for a company with the ability to provide and otherwise make available to our guests and clients, a full line of audiovisual services and equipment. The clients are under no obligation to use the services of said company and may choose to use their own audio‐visual equipment or equipment provided by outside vendors. They would, however, be named the “Preferred A/V Company” for the Overland Park Convention Center & Sheraton Overland Park Hotel at the Convention Center (Complex). A separate contract will be executed for each facility, OPCC and Hotel. Inventory can be shared between the Complex as long as adequate quantities are available to service the clients in a timely manner. Term: This agreement would be for a term commencing on November 1, 2013 and ending on October 31, 2017. REQUIREMENTS: Scope of Service Requested A. Contractor to act seamlessly as an integrated department, including the use of each property’s computer systems (OPCC uses EBMS/ Hotel uses Galaxy, HSI). Contractor to be known as AV Department for each property, not AV Provider name. B. All charges are invoiced through the each property. Each property will invoice and receive all payments cutting the contractor a monthly check. C. Provide all necessary labor, audiovisual, sound and lighting equipment and service needs of the Complex in an efficient and courteous manner consistent with the operation of first‐class hospitality properties. All such equipment shall be maintained in excellent operating condition by the AV Provider. D. Charge clients at rates for audio‐visual services acceptable to each property. Such rates shall not be changed without property’s prior approval. E. Complex has the right to approve inventory levels, inventory quality and full‐time staffing levels. Complex has a strong desire for the latest technology to offer clients. F. Guarantee revenue increases year over year after the first year of the contract based on revenue per group room for the Hotel and revenue per event for the Convention Center, with the vendor paying the short fall. Facility Provides A. OPCC a. Office Space and Utilities – One Cubicle in Admin; Storage Space – 21’ x 27’; Office with 3 Desks – 12’ x 27’ b. # of Events – 2012 357 2013 Proj 360 c. Rev $ ‐ 2012 $448,292 2013 Proj $650,000 B. Hotel a. Office Space and Utilities – One Cubicle in Admin; Storage Space – 4’ x 8’; Office with 3 Desks – 12’ x 20’ b. Rev $ ‐ 2012 $664,000 2013 Proj $712,000 Proposal: A. Fee Structure Proposed – if a % deal is proposed it should be one fixed number and not divided into tranches. B. Include in house functions complimentary and functions where AV is provided by the facilities at no cost to the guest to be charged at cost. C. Dedicated Inventory List (Complex) D. Upgrades/Enhancements to existing facility or equipment. E. Capital Investment F. Marketing Strategy G. Staffing Plan – including resumes of proposed Staff. Provide one dedicated sales person to each facility. Staff should be professionally dressed at all times. H. Alternative methods to operate A/V in the building (ex. equipment lease only, management fee, etc.) will be welcomed as well Requirements The Contractor, at its sole cost and expense, shall obtain and continuously maintain the following insurance: A. Commercial General Liability insurance on an occurrence basis in amounts no less than $2,000,000 bodily injury and property damage per occurrence, including personal and advertising injury; $2,000,000 general aggregate. B. Automobile Liability insurance in an amount no less than $2,000,000 bodily injury and property damage combined single limit, including all owned, hired and non‐owned autos. C. Workers' Compensation and Employers' Liability, The liability limits shall not be less than Statutory (Workers' Compensation); $100,000 / $500,000 / $100,000 (Employers Liability). The Contractor shall provide a Certificate of Insurance verifying such coverage, listing the City, Hotel Operator, and Convention Center Operator as additional insureds for the general liability and automobile liability coverages. Industry Ratings – The City will only accept coverage from an insurance carrier who carries a Best's policyholder rating of A‐:VII or better. Indemnification is also required. Timeline: Proposal Sent: Proposals will be sent out on Monday, July 8, 2013. Additional Information: Any company seeking additional information is encouraged to call Jeanne Kanoy at 913‐339‐3073. If a meeting is necessary, Jeanne will schedule it between July 8 and July 26, 2013. Written Proposal: Submit all proposals in electronic format to each person listed below by July 26, 2013. Overland Park Convention Center Sheraton Hotel Brett C. Mitchell Bruce Boettcher 6000 College Blvd and 6100 College Blvd Overland Park, KS 66211 Overland Park, KS 66211 Bid Announcement: The party who will receive the contract will be notified by August 16, 2013 and will begin operation November 1, 2013.