Jackson Convention Complex Request for Proposals for...

Request for Proposals Digital Signage Replacement

JCC RFP #09-16DSRE Digital Signage Replacement Revised 10.6.16 / JBS of 26

JacksonConventionComplexRequestforProposals

for

DigitalSignageReplacementAndExpansion

RFP#09-16DSRE

DateIssued: October7,2016

ProposalDueDate:4:00p.m.CST,November16,2016



TableofContents

1. INTRODUCTION 31(A)RFPSCOPEANDPURPOSE 31(B)BACKGROUND 41(C)PROPOSALDUEDATE(S) 5

2. INSTRUCTIONS,INFORMATION,ANDFORMS 62(A)TIMELINE 62(B)CONTACTINFORMATION 72(C)LETTEROFINTENT 72(D)SITEVISIT/SURVEYS 72(E)QUESTIONSANDAMENDMENTS 82(F)NOTICES 82(G)RFPCOVERSHEET 112(H)NON-COLLUSIONCERTIFICATE 122(I)NORESPONSEFORM 13

3. PROJECTBACKGROUND,SCOPE,REQUIREMENTS,ANDEXPECTATIONS 143(A)PROJECTBACKGROUNDANDGENERALINFORMATION 143(B)REQUESTEDFEATURESOFDIGITALSIGNAGESOLUTION 143(C)SITESURVEYS 143(D)INSTALLATIONCONSIDERATIONS 153(E)INTEGRATIONANDIMPLEMENTATION 15

4. SUBMITTALREQUIREMENTS 174(A)TABLEOFCONTENTS 174(B)INTRODUCTION 174(C)RESPONDENTINFORMATION 174(D)CONTRACTORPROPOSAL 18

5. SELECTIONANDNOTIFICATION 205(A)RFPEVALUATIONCRITERION 205(B)NOTIFICATIONOFAWARD 206. RFPRESPONSESUBMITTALCHECKLIST 21

APPENDIXA 22FACILITYDIAGRAMSSHOWINGEXISTINGANDPROPOSEDNEWSIGNAGE 22FIRSTFLOORPLAN 23SECONDFLOORPLAN 24FIRSTFLOOR–OPERATIONSAREA 25THIRDFLOOR–WEST 25THIRDFLOOR–WEST-THEATRE 26



1. INTRODUCTION1(A)RFPScopeandPurposeSMG(“Operator”),asoperatoroftheJacksonConventionComplex(“JCC”)isseekingproposalsfromqualifiedandexperiencedfirms(“Contractor”)withdemonstratedexpertiseindigitalsignagetechnologyinterestedinreplacingandaddingcomponentstothedigitalsignagenetworkthroughoutthefacility.Thegoaloftheprojectistoremovealloldcomponentsofthecurrentdigitalsignagesystemanddesign/installasinglesystemthatwillallowforcentralizedmanagementandcontrolofthedisplays/playerswhileprovidingend-userswiththeabilitytoaddcontentfordisplaysintheirrespectiveassignedareas.InadditiontothoroughlyreadingandunderstandingallelementsoftheRFPdocument,theOperatorexpectseachproposingContractortoperformasite-walk(seesections2a“Timeline”,2d“SiteVisit/Surveys”and3c“SiteSurveys”fortimelineandschedulinginformation)andindependentsurvey,whichwilldeterminetheoveralldesignandbillofmaterialsfortheirrespectiveresponse.ItisimportantthatContractorsrespondingtothisRFParemindfulthatportionsofthisRFPmaynotadequatelyaddressvariousfundamentaltechnicalormechanicalfunctionalities.Anyomissioninthisareaisunintentionalandisnotintendedtosuggestthatthosefundamentalitemsareunimportant.Tothecontrary,ContractorsrespondingtothisRFPshouldmakeapointtoillustrateandassuretheOperatorthatallfundamentaltechnicalfunctionalitieswillbepartoftheContractor’simplementationofthedigitalsignageequipment.InratingresponsestothisRFP,theOperatorwillconsiderhowwelleachContractorisabletotakethecontentsoftheRFP,askrelevantquestions,extractcriticalinformation,addressthevarioustechnicalissuesandclearlycommunicateitsplantoinstallandimplementaqualitydigitalsignagesystemthatmeetsorexceedstheOperator’sstandardsandexpectationsforthefacility.



1(B)BackgroundJacksonConventionComplex:Openedin2009,theJacksonConventionComplex(“JCC”)features330,000squarefeetofflexibleexhibit,ballroomandmeetingspaceandislocatedintheheartofdowntownJackson…Mississippi’scapitalcityandtheheartofSouthernhospitality.Ithostsawiderangeofeventsincludingconventions,tradeshows,corporatemeetings,banquets,weddings,receptions,concerts,sportingevents,consumershows,politicalevents,communitygatheringsandreligiousservices.Throughitsfirstfiveyearsofoperation(FY09–FY13),theJCChashosted1,499eventsdaysandover685,000guests,generatinganestimated$125Millionineconomicimpact.Inadditiontoofferingfirst-rateamenities,stateofthearttechnologies,resortqualityserviceandin-housecatering,theComplexisaLEED®CertifiedbuildingasestablishedbytheU.S.GreenBuildingCouncil(USGBC).TheJacksonConventionComplexisownedbytheCapitalCityConventionCenterCommissionandmanagedbySMG.Formoreinformation,visitwww.jacksonconventioncomplex.com.CapitalCityConventionCenterCommission:TheCapitalCityConventionCenterCommission(“Commission”)wasformedin2005tooverseeallmattersrelatedtotheconstructionandoperationoftheJacksonConventionComplexandiscomprisedofanine-memberboardofcommissioners.TheCommissioncontractswithSMGforthemanagementoftheJCC.SMG:In2008,theCommissioncontractedwithSMG(“Operator”)tomanagetheJacksonConventionComplex,includingtheauthoritytonegotiateandcontractforgoodsandservicesnecessaryforthesuccessfulmanagementandoperationofthefacility.In2013theCommissionextendedSMG’scontractthrough2016withrenewaloptionsthrough2022.InMay2016,theCommissiongrantedSMGitsfirstrenewalofthenewcontracteffectiveuntil2019.Since1977,SMGhasprovidedmanagementservicestoover220publicassemblyfacilitiesincludingarenas,stadiums,theatresandperformingartscenters,equestrianfacilities,convention,congressandexhibitioncenters,sciencecentersandavarietyofothervenues.Acrosstheglobe,SMGmanagesmorethan12millionsquarefeet(1.1millionsquaremeters)ofexhibitionspaceandover1.5millionarenaandtheatreseats.Astherecognizedglobalindustryleader,SMGprovidesvenuemanagement,sales,marketing,eventbookingandprogramming,constructionanddesignconsulting,andpre-openingservicesforsuchlandmarkfacilitiesastheLouisianaMercedesBenzSuperdomeandSmoothieKingCenter,Houston'sNRGPark,McCormickPlace&SoliderFieldinChicagoandtheMosconeConventionCenterinSanFrancisco.SMGalsooffersfoodandbeverageoperationsthroughaninhousecatering



company,Savor...,currentlyservicingmorethan100accountsworldwide.Foradditionalcompanyinformation,visitwww.smgworld.com.EqualBusinessOpportunityProgram:SMG,inkeepingwiththeCityofJackson’sEqualBusinessOpportunityPlan,iscommittedtotheprincipleofnon-discriminationinpubliccontracting.ItisthepolicyofSMGtopromotefullandequalbusinessopportunityforallfirmsdoingbusinesswithSMGandtheJacksonConventionComplex.

1(C)ProposalDueDate(s)ResponsessubmittedinresponsetothisRFPmustbesubmittedtotheaddressbelowby4:00p.m.CentralStandardTimeonWednesday,November16,2016.Proposalswillnotbeacceptedafterthedeadlineforanyreason.J.BrianSwindoll,DirectorofOperationsJacksonConventionComplex/SMG105EastPascagoulaStreetJackson,MS39201Telephone:601.960.2321ext:1039Fax:601.960.2584Email:bswindoll@jacksonconventioncomplex.comFormatsforsubmittalareasfollows.

§ One(1)originalhardcopy(8½”x11”,boundonthelongside)Thiscopyshouldbeplainlymarked“Original”.

§ Two(2)additionalhardcopies(8½”x11”,boundonthelongside)Thesecopiesshouldbeplainlymarked“Copy”.

§ One(1)electroniccopy(viaUSBdrive)–TheRFPshouldbecombinedintoonecohesivePDFdocumentthatelectronicallymirrorsthehardcopies.



2. INSTRUCTIONS,INFORMATION,ANDFORMS

2(A)Timeline

Day/Date DescriptionFriday,October07,2016 RFPissuedate.Friday,October21,2016 LetterofIntentduefromallContractorswhointendtorespondtotheRFP.Failureto

submitaLetterofIntentmayresultinaContractor’sdisqualification.Monday,October24,2016 WeekofsitevisitsbyContractors(Seesection2bforcontactinformationtoschedule

walkthroughs).Walkthrough'savailablethroughFriday,November1,2016.Sitevisitsarescheduledin3-hourblocks.

Wednesday,November02,2016 LastDaytosubmitwrittenquestionsfromproposingContractorsFriday,November04,2016 Writtenanswerstoallquestionsposedduringsitevisitsandviawrittensubmissionswillbe

distributedbyemailby5pmtoallapplicants.Wednesday,November16,2016 RFPresponsesdueby4:00pmCST.Thursday,November17,2016 Applicants’responseswillbeanalyzedandscoredbytheevaluationteam.Monday,November21,2016 AdecisionismadeastowhichContractorswillbefinalists,orasingleContractorwillbe

chosentoenterintonegotiationswith.AllapplicantswillbenotifiedoftheOperator’sdecision.

Tuesday,November22,2016 FinalistContractorpresentationsattheJacksonConventionComplex.(Optional/Ifneeded)

Friday,November25,2016 OperatorselectionofInstaller/Integrator.(IfnotselectedPreviously)EarlytoMidDecember Prjoectanticipatedstartdate.Ifmoretimeisneededthanwhatisallotedhere,please

notateinproposal.StartandCompletiondatesareflexible.MidJanuary AnticipatedcompletiondateofInstallationandImplementation.Ifmoretimeisneeded

thanwhatisanticipatedhere,pleasenotateinproposal.



2(B)ContactInformationTheofficialcontactperson(s)forthepurposeofthisRFPis…

PrimaryContact:BrianSwindoll,DirectorofOperationsJacksonConventionComplex/SMG105EastPascagoulaStreetJackson,MS39201Telephone:601.960.2321,ext.1039Fax:601.960.2584Email:[email protected]

AllcommunicationwiththeOperatorregardingthisRFPmustbedirectedtoMr.Swindollthroughemailortraditionalmail.

2(C)LetterofIntentInterestedContractorsshallsubmitaletterofintentbyFriday,October21,2016acknowledgingreceiptoftheRFPandinformingtheOperatoroftheirintenttorespondtotheRFP.Theletterofintentmaybesubmittedbymail,faxoremailtotheofficialcontactperson(s),above.Contractorsshouldalsoprovidethename,address,telephone&faxnumbers,andemailaddressoftheindividualwhocanaddressinquiriesrelatedtothisRFPandtheContractor’sproposal,andreceiveclarificationsoraddendafromtheOperator.

2(D)SiteVisit/SurveysContractorsarestronglyencouragedtoattendapre-proposalsitevisitbetweenMonday,October24,2016andTuesday,November1,2014attheJacksonConventionComplex.SpecificdaysandtimesmustbescheduledwiththeDirectorofOperations(Pleasenotethatdatesaresubjecttomodification;allpotentialrespondentswillbedulyadvisedofsuchchangeswithinanampletimeperiodtoadjustschedulesifsuchshouldoccur).ThepurposeofthesevisitswillbetoalloweachContractoropportunitytowalkthebuildingandperformindividualsitesurveys,asneeded.EachContractorwillbealloweda3-hourformalwalkthroughwithfacilitypersonnel,andadditionaltimeasneededandastheeventschedulewarrants,tocompletesurveys.Pleasenote,eventschedulewilldictatewhatareasareopenlyaccessiblebyContractors.



2(E)QuestionsandAmendmentsQuestionsregardingthisRFPmaybeaskedatanytimepriorto,butnolaterthan,4:00pm,Wednesday,November2,2016.Allquestionsmustbesubmittedinwritingtotheofficialcontactperson,withtheexceptionoftheopportunityforallpotentialContractorstoaskquestionsin-personduringthepre-proposalsitevisits.WrittenresponsestoallquestionswillbesenttoallpotentialContractorswhoproperlysubmittedaLetterofIntent.

Additionally,anyamendmenttothisRFPwillbesenttoallpotentialContractorswhoproperlysubmittedaLetterofIntent

Otherthanduringthepre-proposalsitevisits,theOperatorwillnotrespondtooralrequests.

2(F)Notices

1. ThisRFPhasbeencompiledingoodfaith.TheinformationcontainedwithinisselectiveandsubjecttotheOperator’supdating,expansion,revisionandamendment.

2. TheOperatorreservestherighttochangeanyaspectof, terminate,ordelaythisRFP,theRFPprocess and/or theprogramoutlinedwithin this RFP at any time, andnoticeshallbegiveninatimelymannerthereafter.

3. RecipientsofthisRFPareadvisedthatnothingstatedherein,oranypartthereof,oranycommunication during the evaluation and selection process, shall be construed asconstituting,offeringorawardingacontract,representationoragreementofanykindbetweentheOperatorandanyotherparty,saveforaformalwrittencontract,properlyexecutedbybothparties.

4. ResponsestothisRFPwillbecomethepropertyoftheOperator,andwillformthebasisof negotiations of an agreement between the Operator and the apparent successfulrespondent.

5. The Operator is not liable and will not be responsible for any costs incurred by anyContractor(s) for the preparation and delivery of the RFP responses, nor will theOperator be liable for any costs incurred prior to the execution of an agreement,includingbutnotlimitedto,presentationsbyRFPfinaliststotheOperator.

6. During the review of this document, please note the Operator’s emphasis on theexpectations,qualities,andrequirementsnecessarytobepositionedasanRFPfinalistandapparentsuccessfulContractor.

7. ItisimportantthatContractorsrespondingtothisRFParemindfulthatportionsofthisRFPmaynotadequatelyaddressvariousfundamentaltechnicalormechanicalfunctionalities.Anyomissioninthisareaisunintentionalandisnotintendedtosuggestthatthosefundamentalitemsareunimportant.Tothecontrary,ContractorsrespondingtothisRFPshouldmakeapointtoillustrateandassuretheOperatorthatallfundamentaltechnicalfunctionalitieswillbepartoftheContractor’simplementationoftheproposedequipmentand/orservices.



8. The Operator reserves the right, at its sole discretion, to waiveminor administrativeirregularitiescontainedinanyproposal.

9. Asingle response to theRFPmaybedeemeda failureof completion,and in thebestinterestoftheOperator,theRFPmaybecancelled.

10. The Operator reserves the right to reject any or all proposals at any time withoutpenalty. The Operator reserves the right to refrain from contracting with anyContractor. The release of this RFP does not compel the Operator to enter into acontract. TheOperatormayelect toproceed furtherwith thisprojectby interviewingotherproposers,orproceedingwithanaward.

11. Contractorsmaywithdrawaproposal thathasbeen submitted at any timeup to theproposal closing date and time. To accomplish this, a written request signed by anauthorizedrepresentativeoftheContractormustbesubmittedtotheRFPContact.TheContractormaysubmitanotherproposalatanytimeuptotheproposalclosingdateandtime.

12. As a result of the selectionof a Contractor to supply products and/or services to theOperator, the Operator is neither endorsing nor suggesting that the Contractor'sservicesarethebestoronlysolution. TheContractoragreestomakenoreferencetotheOperator in any literature, promotionalmaterial, brochures, salespresentationorthelikewithouttheexpresswrittenconsentoftheOperator.

13. Any informationcontained in theproposal that isdeemedproprietarymustbeclearlydesignated. Marking the entire proposal as proprietary will be neither accepted norhonored.IfarequestismadetoviewaContractor’sproposal,theOperatorwillcomplyaccordingtotheOpenPublicRecordsAct.Ifanyinformationismarkedasproprietaryintheproposal,suchinformationwillnotbemadeavailableuntiltheaffectedContractorhas been given a reasonable opportunity to seek a court injunction against therequesteddisclosure.

14. All materials submitted in response to this request become the property of theOperator.Selectionorrejectionofaresponsedoesnotaffectthisright.

15. TheOperatorwillnotbeliableforanyerrorsinContractorproposals.Contractorswillnotbeallowedtoalterproposaldocumentsafterthedeadlineforproposalsubmission.The Operator reserves the right to make corrections or amendments due to errorsidentified inproposalsby theOperatoror the respondent. This typeof correctionoramendmentwill onlybe allowed for sucherrors as typing, transpositionor anyotherobvious error. Contractors are liable for all errors or omissions contained in theirproposals.

16. Abidbondisnotrequired.17. Aperformancebondisnotrequired.

18. All proposals and relatedmaterials shall become the property of the Operator upondelivery and shall be subject to public inspection at the conclusion of the selectionprocess.



19. ThisRFPand the selectedContractor’s submittals, includingall provisions,warranties,commitments,andrepresentationssetforththerein,willbebindingupontheselectedContractor and, at the Operator’s option, may be incorporated into any OperatorcontractwiththeContractor.

20. TheOperatorshallnotbe liableunderanycircumstancesforanycost incurredbyanyContractor inthepreparation,revision,orpresentationofanyproposal inresponsetothisRFP.

21. WhenevaluatingaContractor’sproposal,thefollowingfactorswillbeconsidered...

a. Theability,capacityandskilloftheContractortoprovidetheinstallationand/orimplementationservicesrequired

b. Thecharacter,integrity,reputation,judgment,experienceandefficiencyoftheContractor

c. Thequalityofperformanceofpreviousservices,including,butnotlimitedto,theContractor’sfailuretoperformsatisfactorily

d. EvidenceofcollusionwithanyotherContractor,inwhichcasecolludingContractorsmayberestrictedfromsubmittingfurtherbidsonthesubjectprojectorfuturetenders

e. ThereisuncompletedworkwiththeOperatororothers,oranoutstandingdisputeonapreviousorcurrentcontractthatmighthinder,negativelyaffectorpreventproperexecutionofthecontractwiththeOperator

f. TheContractororarepresentativeoftheContractorhasbeenconvictedofacrimearisingfromapreviouspubliccontract

g. TheContractororarepresentativeoftheContractorhasbeenconvictedofacrimeofmoralturpitudeoranyfelony.ContractorsshallaffirmativelydisclosetotheOperatorallsuchconvictions,especiallyofmanagementpersonnelortheContractorasanentity,priortonoticeofawardorexecutionofacontract,whichevercomesfirst.Suchdisclosureshallnotautomaticallybegroundsforterminationfordefaultsubsequenttoawardorexecutionofthecontract.However,failuretomakesuchaffirmdisclosureshallbegrounds,intheOperator’ssoleoptionanddiscretion,forterminationfordefaultsubsequenttoawardorexecutionofthecontract

h. TheOperatorconcludesthattheContractorwillbeunable,financiallyorotherwise,toperformthework

i. AtthetimeofRFPopening,theContractorisnotauthorizedtodobusinessinthestateofMississippiorotherwiselacksanecessarylicense,registrationorpermit

j. AccesstotheContractorisdifficultwithinOperator’snormalbusinesshours



2(G)RFPCoverSheet

JACKSONCONVENTIONCOMPLEXRFP#09-16DSRE

DigitalSignageReplacementRFPCOVERSHEET

YesNoHasyourbusinessentityoperatedatleastfive(5)yearswithoutinterruption?

ccHasanownerormanagingagentofyourbusinessentitybeenconvictedofacrimewithinthepastten(10)years?

cc

Ifselected,doyouagreetoexecuteastandardservicescontract?(ifno,thisdoesnotnecessarilyeliminateyourContractorfromconsideration,thoughthisinformationmaybeusedintheevaluationprocess):

ccIfno,describedifferences: Hasyourcompanybeeninbankruptcy,reorganizationorreceivershipinthelastfive(5)years?

cc

Hasyourcompanybeendisqualifiedbyanypublicagencyfromparticipationinpubliccontracts?

cc

IsyourcompanylicensedtodobusinessintheStateofMississippi?

cc

Theundersignedherebyacceptsthetermsandconditionsassetforthherein.Theundersignedherebyacceptsthetermsandconditionsassetforthherein. ThispagemustbesignedandThispagemustbesignedanddatedbytheContractororarepresentativelegallyauthorizedtobindtheContractor.datedbytheContractororarepresentativelegallyauthorizedtobindtheContractor.

FULLLEGALNAMEOFCOMPANY TYPEOFBUSINESS

oCorporationoPartnership(general)oPartnership(limited)

oSoleProprietorshipoLimitedLiabilityCompany

ADDRESS

CITY/STATE/ZIP

EMAILADDRESS

PHONE FAX NAME TITLE SIGNATURE__________________________________



2(H)Non-CollusionCertificate


DigitalSignageReplacementNON-COLLUSIONCERTIFICATE

NON-COLLUSIONCERTIFICATION

Icertifythatthisresponseismadewithoutpriorunderstanding,agreement,orconnectionwithanycorporation,Contractor,orpersonsubmittinganofferforthisRequestforProposals,andisinallrespectsfairandwithoutcollusionorfraud.

ThebelowsignedContractorhasnotdivulgedtonordiscussedorcomparedhis/herresponsewithotherContractorsandhasnotcolludedwithanyotherContractororanyotherpartiestothisRFPwhatsoever.CompanyName: MailingAddress: City-State-Zip: Date: AuthorizedSignature: (Written)AuthorizedSignature: (typed/printed)Title:



2(I)NoResponseForm


DigitalSignageReplacementNoResponseForm

DearProspectiveContractor:IfyoudecidenottosubmitaresponsetothisRFP,wewouldverymuchappreciateyourcompletingandreturningthisformforourrecords.Reasonfornotsubmittingaresponseinresponsetothissolicitation:

FULLLEGALNAMEOFCOMPANY

ADDRESS

CITY/STATE/ZIP

EMAILADDRESS:

PHONE FAX NAME(PLEASEPRINT) TITLE

SIGNED DATE Thankyouforyourassistance.Pleasemail,faxoremailthisdocumentto:

JacksonConventionComplexAttn:BrianSwindoll,DirectorofOperations

105E.PascagoulaStJackson,MS39201Fax:(601)960-2584

[email protected]



3. PROJECTBACKGROUND,SCOPE,REQUIREMENTS,ANDEXPECTATIONS

3(A)ProjectBackgroundandGeneralInformationTheJCCisseekingaqualifiedfirmwithpreviousexperienceindevelopmentandimplementationofadigitalsignagesolution.Thepurposeoftheprojectistoimplementdigitalsignsinvariouspre-functionareas,back-of-houseareas,andateachmeetingroomentrancethroughoutthebuilding.Accordingly,thesystemshouldbecapableofdisplayingarangeofdigitalmediaincludingannouncements,scheduledeventsandroomcards,customerandpartnermarketingmaterials,videos,messages,andemergencynotifications.Solutionproposedshouldberobust,flexibleandscalable.

3(B)RequestedFeaturesofDigitalSignageSolutionTheJCC’sprimaryneedsforaqualitydigitalsignagesystemareinmarketing/promotion,facilitiesmanagement,andemergency/facilityannouncements.

• Marketing/Promotion–Mayincludefacilitysponsoradvertisements,eventadvertisement,andevent-relatedmaterialsfromcustomers.

• FacilitiesManagement–Mayincludekiosks,stationaryandmobilewayfinding,meetingroomandvenueschedules(withpotentialintegrationintoeventmanagementsystem),etc.

• Emergency/FacilityAnnouncements–Includeemergencyalertsdeliveredinrealtime,andfacilitymanagementannouncements.

Contractorssubmittingaproposalarepreferredtohaveexperienceworkingwithotherconventioncentersand/orpublicfacilities.Proposersshouldbeawarethatthereisanexistingproductinplaceinhalfofthefacilitybuthasreacheditsendoflifeandwillrequireremovalduringthenewsysteminstallation.Allequipmentremovedduringthisprocessremainsthepropertyofthefacilityandshouldnotbediscardedorotherwiseremovedfromthepremises.Operatorwilldesignateacentrallocationforreceivingandinventoryingremovedhardware.AdiagramisincludedinAppendixAtoshowcurrentandproposednewdigitalsignagelocationsthroughoutthefacility.

3(C)SiteSurveysTobettermanagethisprojectandunderstandtheoverallrequirementssetforthintheRFP,theOperatorrequestsallrespondentstocompleteawalkthroughandindependentsitesurveyofthefacility.Sitesurveysmaybescheduledintwo-hour(3-hour)windowsbyemailingthe



PrimaryContact(seesection2b“ContactInformation”)andproposingaspecificdate/time(seesection2a“Timeline”)tocompletethisrequirement.AppointmentswillnotbeconfirmeduntiltheOperatorhasreceivedanofficialLetterofIntenttobidfromtheProposer.

3(D)InstallationConsiderations

Thefollowinglistrepresentspertinentinstallationinformationthatshouldbeconsideredbyallrespondentswhendraftingproposals:

1. TheprojectincludestheremovalofoldmonitorsandplayerPC’sandinstallationofthenewequipment.

2. Contractorsshouldnotethatelectricalandnetworkinginfrastructuresarealreadyinplaceinmostofthesignagelocations.Ifcontractoriswillingandabletoprovideelectricalandnetworkingcablingservicestonewproposedsignagelocationsinthefacility,thoseinterestsorintentionsshouldbenotedintheproposal.Thisworkmaybesubcontractedouttoothers,ormaybecompletedbytheContractordirectly.PleasenotethattheJacksonConventionComplexiscommittedtofollowingandexceedingtheCityofJackson’sminorityandwomanownedenterprise(MBE/WBE)guidelinesforallfacilityprojects.IfContractorrespondingtothisRFPisnotalreadyaMBE/WBEcontractor,theOperatorpreferstheuseofaMBE/WBEtocompletethenetworkingand/orelectricalcablingcomponentofthisRFP.

3. Therearefive(5)free-standingsignsinthefacilitythatrequireenclosures.The

Operatorisopentoanewdesignfortheenclosures,aswellasenclosuresfortheroomsigns.Theseitems,ifaddedtotheproposal,shouldbepricedseparatelytoshowadditionalexpense,outsideoftheactualsystemreplacement.

4. DuetothenatureoftheJacksonConventionComplex’sbusiness,itmaybenecessarytocompletesomeoftheinstallationworkafterhoursandonweekends.TheOperatorwilldiscusstheseneedsandmakearrangementsastheeventscheduledictatesclosertotheinstallationwindow.

5. ThedigitalsignagenetworkisalreadysegmentedonaseparateVLANinthefacility’snetworkinfrastructure.InstallednetworkcomponentsofthenewsystemmustadheretotheprovidedIPschemebytheOperator.

3(E)IntegrationandImplementationAfterinstallation,Contractorwillberequiredtoensureallequipmentisfunctioningandoperatingatacceptablelevelsandcapabilities.Toensureasolidimplementationandmanagementofthenewsystem,Contractorwillbeaskedtoprovidethefollowing:

• Aspartoftheimplementationprocess,OperatorwillrequiretheawardedContractortoensureallequipmentisfunctioningwithoutincident.



• Aspartoftheimplementationofthesystem,Contractorshouldbeavailableforampletrainingonthesystemandassistwithinitialsetup.TheOperatorwilldeterminedetailsatthetimeofsetupandimplementationofthesystem.

• TheOperatorrequestsassistancewithstart-upgraphicdesignoptionsandscreentemplates,providinganinitialturn-keysystemthatcanbeimmediatelydeployed.Thisstart-updesignworkshouldbeincludedintheContractor’sproposalpricing.Aspartofthisstartup,theOperatorwouldliketoautomaticallydisplayeventsinproperlocationsfromoureventreservationsystem.AlthoughthefacilityisinRFPprocesstochangeitscurrentreservationsystem,theOperatoranticipatesamajorsolution(i.e.eventbooking.com,Ungerboeck,etc)capableofthisfeature.

• Contractorshallprovidewrittendocumentationofthesystem,itscapabilities,andanyintricaciesthatmaybeneededforproperoperationandongoingmaintenance,aswellasdetailsoftheinstallationsuchasnetworkaddressesofallcomponentsinstalled,andinformationforreplacingpartsorrequestingserviceforthesystem.

• Contractorshouldprovidesystemsupportandanysystemadjustmentsasneededfornolessthan180daysaftercompletionofsystemimplementationatnoadditionalfeetotheOperator.Thissupportmaybeprovidedviaremoteaccessorthroughon-sitesupport.



4. SUBMITTALREQUIREMENTSTheproposershallcompleteandsubmitone(1)originalhardcopy,two(2)additionalhardcopies,andone(1)electroniccopyofitsproposalviaUSBthumbdrive(Pleaseseesection1(C)forspecificformattingrequirements).Theproposershallsignalloriginalsubmissions.Unsignedsubmissionswillberejected.Submissionstransmittedbyfaxwillnotbeacceptedorreviewed.AchecklisttoassistrespondentshasbeenprovidedinSection6.

4(A)TableofContents(Section4(A)MaximumScore–2pts)Proposersmustincludeatableofcontents,whichlistssectionsandsubsectionswithpagenumbersthatfollowtheorganizationandsequenceoftheirsubmission.

4(B)Introduction(Section4(B)MaximumScore-12pts)Theintroductionshouldincludethefollowingitems:

§ AfullyexecutedRFPcoversheet.SeeSection2(G);(2pts)§ TheidentityoftheproposingContractorandanypartnersorconsultantsincludedas

partoftheresponse.(2pts)

§ ThenamesofindividualsinvolvedinthepreparationoftheRFPresponsealongwiththeirrelationshiptotheproposingContractor.(2pts)

§ AstatementconfirmingthattherespondenthassoleandcompleteresponsibilityforprovidingtheservicesasdefinedintheRFPandanyaddendaissuedtothisRFP.(2pts)

§ Astatementsignedbyarepresentativeauthorizedtolegallybindtherespondent,whichshallincludeanidentificationoftherespondentasacorporationorotherlegalentity.(2pts)

§ Afullyexecutednon-collusioncertification.SeeSection2(H).(2pts)

4(C)RespondentInformation(Section4(C)MaximumScore-28pts)Theproposalshallincludethefollowinginformation:

1. Organization(3pts):DatadescribingtheproposingContractor’scurrentorganization,ownership,legalentitydesignation(corporation,LLC,etc…),address,numberofyearsinbusiness,sizeofbusiness,andservicesoffered.



2. RelevantExperience(15pts):DescribetheContractor’soverallqualificationstofulfilltherequirementsofthisRFP,includingexperienceindesigning,installing,andservicinglargecommercial-gradedigitalsignagedeployments.

IdentifyallpersonnelwhowillworkonthisprojectandprovidetheirqualificationsandexperiencerelatedtotheRFP’srequestedservices. ProvidealistingofcomparablesystemsthattheContractorhasdesignedand/oradministeredwithinthelastfive(5)years.IfthereareotherSMGfacilitieswithintheContractor’sresume,thoseshouldbeincludedhere.(Thisrequirementmayalsobefulfilledaspartofthe“references”sectionbelow,aslongasthesystemsreferencedarecomparabletoscopeofthisRFP.)

3. References(10pts):Includefive(5)referencesthathavecontractedwiththerespondentasitrelatestotheRFP’srequestedservices.Providethefollowingforeachreference:name,title,nameoforganization,addressandtelephonenumber,emailaddress,websiteaddress,aswellasabriefdescriptionoftheservicesprovided.

4(D)ContractorProposal(Section4(D)MaximumScore–58pts)TheproposalshallincludethefollowingminimuminformationabouttheContractor’sdesigninstallationandimplementationprocess.

1. SiteSurveyOverviewandExplanation(5pts):

Contractorwilldescribefindingsinthesitesurveyandanypotentialitemsofinterestthatwerefoundasaresultofthesitevisit.Also,anexplanationtohowtheremovaloftheoldsystemandanticipatedinstallationprocesswillunfoldshouldbeexplainedinthisarea.

2. Contractor’spreferredManufacturer(3pts):

DescribetheContractor’schosenequipmentmanufacturerandadetailedexplanationofthebenefitsoftheirequipmentoverpossiblecompetitors.Manufacturerliteratureisencouragedinthissection.

3. TechnicalSubmittal(20pts):

a. HardwareSpecifications:Provideacompletelistingofequipmentandsuppliesproposedtocompletetheproject–includemanufacturer/modelinformation,quantities,andadescriptionoftheitems.(4pts)

b. ConfigurationInformation:Pleaseprovideadescriptionhowtheproposedsystemoperates.Thissectionshouldaddressuserinterface,thefeaturesofthesystemavailableandhowtheyfulfilltherequestedusesofthesystemasoutlinedinSection3(B),acceptedmediaformats,maintenanceinformation,aswellas



configurationbackupoptions.Also,futureexpansionandupgradabilityshouldbediscussedinthisarea.Screenshotsareencouraged.(10pts)

c. Timeline:Anticipatedtimelineofprogressionthroughthedigitalsignagesysteminstallation,implementation,andtraining.AplanofactiontoremoveandsalvageolddigitalsignagesystemtoOperatorasdescribedinsection3(B),aswellascomponentsofsection3(E)shouldbediscussedhere.Iftheproposedwindowoftimeallottedinsection2(a)isnotadequate,thisshouldbeaddressedhere.(4pts)

d. OperatorResponsibilities–Contractorshouldincludeacomprehensivelistofrequestsand/orrequirementsoftheOperatortocompletethisproject.(2pts)

4. Pricing(30pts):

Contractorshouldpresentdetailedanditemizedpricingproposalsthatoutlineageneralunderstandingofdifferentelementsinvolvedinthepricingstructure.Thissectionshouldincludedetailsofanticipatedparts,labor,andancillaryexpensestheContractorforeseesincurringduringthesysteminstallationandimplementationprocess.

Additionally,contractorshouldprovidepricinginformationforongoingserviceagreementsbasedon3-yearand5-yearcontractoptions.Contractpricingshouldbeseparatefrominstallationpricingandclearlydefinedforbudgetingreasons.ContractorshouldincludeacopyoftheproposedserviceagreementforreviewbytheOperator.

5. Sponsorship/CommercialRightsMarketingOpportunity:

TheJacksonConventionComplexhasanamingrightsandadvertisingprograminplacetooffsetsomeofthecostsassociatedwiththisproject.Contractorsarewelcometoarticulateanypotentialsponsorshipand/ortradeopportunitiesinlieuofcashforthisserviceandshouldoutlinethatinterestinthisarea.

6. Other:

ThissectionisopenforContractorstooutlineanypertinentinformationnotalreadycoveredintheRFPresponse.IfContractorintendstouseanMBE/WBEparticipantasnotedinsection3(D)(1),thoseintentionsshouldbenotedhere.



5. SELECTIONANDNOTIFICATIONProposalswillbeevaluatedbasedprimarilyontheevaluationcriteriadescribedbelow.Theapproachandproceduresarethose,whichareapplicabletoacompetitivenegotiatedprocurement,wherebyproposalsarefirstevaluatedtodeterminewhichproposalsarewithinacompetitiverange.TheOperatorreservestherighttorejectanyproposalfrompotentialContractorsthatarenotfullyqualifiedtoperformtherequiredservices.DiscussionsandnegotiationsmaythenbecarriedoutwithpotentialContractorswithinthecompetitiverange,afterwhichBestandFinalOffers("BAFO")mayberequested.

OperatorreservestherighttoselectaproposalforanawardwithoutanydiscussionsornegotiationsorarequestforanyBAFO.SubjecttoOperator'srighttorejectanyorallproposals,thepotentialContractorwhoseproposalisfoundtobemostadvantageoustotheJCCwillbeselected.

5(A)RFPEvaluationCriterionAnevaluationteamcomposedoftheGeneralManager,theDirectorofOperationsand/orotherpartiesattheOperator’sdiscretion,willevaluatetheRFPresponsesreceivedfromeachContractor.TheOperatorreservestherightto,butshallnotbeobligatedto,requirepotentialContractorstoparticipateinapresentationtotheevaluationteamofitemscontainedintheRFPresponseandanyotheritemsdeemedappropriatebytheOperator.

Contractorselectionwillbebasedprimarilyonthefollowingsetofcriteriaandscoring.

SELECTIONSCORESHEETCriterion: AvailablePoints:

TableofContents–Section4(A)IntroductionofContractor-Section4(B)RespondentInformation–Section4(C)Contractor’sProposal–Section4(D)

2122858

100total

5(B)NotificationofAwardTheOperatorintendstocontactallContractorsattheconclusionoftheRFPprocesstoleteachContractorknowtheoutcomeofthebiddingprocess.Notificationwillbesentviaemailtotheindividual(s)listedintheContractor’sLetterofIntent



6. RFPRESPONSESUBMITTALCHECKLIST

EachContractorshallsubmitaresponseinthefollowingformat:

1. EachContractorshallcreateone(1)originalresponse(labeled“original”)withoriginalsignatureandtwo(2)identicalcopies(foratotalofthree(3)hardcopyresponses),andone(1)electroniccopy.Formatsforsubmittalareasfollows.

§ One(1)originalhardcopy(8½”x11”,boundonthelongside)Thiscopyshouldbeplainlymarked“Original”.

§ Two(2)additionalhardcopies(8½”x11”,boundonthelongside)Thesecopiesshouldbeplainlymarked“Copy”.

§ One(1)electroniccopy(viaUSBdrive)–TheRFPshouldbecombinedintoonecohesivePDFdocumentthatelectronicallymirrorsthehardcopies.

2. Theoriginalandeachofthetwo(2)identicalcopiesshallbesenttotheofficialcontact

personattheaddressshowninSection2(B),onorbeforetheduedateshowninSection1(C).TheelectroniccopyshouldbeincludedonaUSBthumbdrive.

3. Theoriginalandeachofthethree(3)copiesshallbeorganizedasdescribedinSection4:TableofContentsIntroductionRespondentInformationContractor’sProposal

ThischecklistisintendedmerelyasanaidtotheContractorinprovidingaresponsetothisRFP.TheContractorretainsthesoleresponsibilityforaccuracyandcompletenessoftheresponse.



APPENDIXA

FacilityDiagramsShowingExistingandProposedNewSignage



FirstFloorPlan



SecondFloorPlan



FirstFloor–OperationsArea

ThirdFloor–West



ThirdFloor–West-Theatre

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