KCI New Terminal Grand Opening Celebration Event Design & Production Services - Addendum 1

PROPRIETARY AND CONFIDENTIAL

NEW SINGLE TERMINAL AND PARKING AT KANSAS CITY INTERNATIONAL AIRPORT Kansas City, Missouri

ADDENDUM No. 1.0 RFP CLARIFICATIONS Kansas City International Airport New Terminal Grand Opening Celebrations Event Design and Production Services June 2, 2022

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RFP CLARIFICATIONS 1. Is there a format preference for the proposal submissions?

Proposals shall be submitted via email and in PDF format. Please reference the RFP Section 5.1 - RFP Requirements.

2. Are there general event specs that can be provided for the gala proposal?

The Headhouse (ticketing area of the New Terminal) is proposed as the space for the Gala Celebration event. Space dimensions are approximately 120 feet wide by 750 feet long. This space contains ticketing counters and freestanding ticketing kiosks, which will have to be factored into the overall event floor plan.

3. Are firms required to submit a full budget for Phase 1 as part of the proposal response or a lump-sum budget of their planning fee for phase 1?

As part of your proposal response, firms should compile a lump sum price (your firm’s fee) for the work you’ll do to complete Phase 1 deliverables (see RFP section 4.1a, pgs 5-6), which include advancing event details, compiling event budget(s), and detailing event production schedule(s), with key milestone dates. Event production partner(s) that are selected to support the Grand Opening Events will be required to develop an overall event budget as part of their Phase 1 deliverables.

4. How much will a firm’s plan to partner with minority and women-owned businesses affect Edgemoor’s selection of an event production partner?

Edgemoor and its project partners have prioritized creating opportunities for women- and minority-owned firms to contribute to the New Terminal’s design and construction. While M/WBE participation is not a determining factor in our selection process, it holds significance. Event production firms are encouraged to look at all avenues to increase the diversity of their team, including identifying potential vendors and suppliers (lighting, rentals, swag, decor, printing) to help achieve diverse participation goals.

5. Can firms partner with more than one company for the RFP? How can catering companies be included in the event production process outside of partnering with the company that wins the bid?

Catering firms are allowed to join more than one bidding team, if desired.

The Grand Opening Events Oversight Committee will maintain responsibility for coordinating and managing catering services for both the public and private events (reference the RFP section 4.1b PHASE 2, p. 7). The EOC will work closely with the selected event production firm(s) to identify the right catering partner(s) to support the unique needs of each event. Please note, to minimize waste and protect the New Terminal prior to opening, food and beverage options for Public Events will be limited.

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6. Will you provide a CAD drawing of the spaces intended for public and private events so we can make a conceptual layout?

Drawings/floor plans and measurements for both the Public and Private Events will be provided to the firm(s) selected for event production services. These details will not be made available during this stage of the procurement process. Please see the response for question 2 for Gala Celebration venue details.

7. Will there be a common gathering for attendees to view, or participate in, a program prior to each tour for the Workforce Appreciation Event and the Community Open House Events?

At this time, we do not anticipate a formal program for Community Open House and Workforce Appreciation Events. Facility tours during the workforce and community events are to be self-guided with stops for activities and additional information.

8. Is the building designed with 208 voltage 3 phase power for event production? Can you clarify what power sources will be available for the proposed events? Will we have access to building power or will we need to supply generators?

The New Terminal is outfitted with 120-volt convenience outlets and access to building power will be provided. Additional power required beyond the 120-volt outlets will need to be provided with generators.

9. Will co-venders have access to the venue up to a week in advance of the event(s)?

Access to the facility will be granted prior to opening events; however, access will need to be coordinated with the EOC and the Kansas City Aviation Department and may not interfere with ongoing construction efforts or operational readiness activities. All visits must be coordinated 48 hours in advance and will require a badged escort.

10. Is there a combined budget for all three events?

At this time, there is not a predetermined budget for the Grand Opening Events. The selected event production firm(s) will work with the EOC to advance event details and develop an event budget as part of the Phase 1 deliverables. Proposing firms should compile a lump sum price (your fee) for the work you’ll do to complete phase 1. While there are currently no budget parameters in place, the EOC is strongly committed to responsible spending.

11. Will representatives from the Events Oversight Committee be available for a call if questions arise?

Yes, we anticipate that Phase 1 will commence with a formal kick-off meeting between the selected event production partner(s) and members of the EOC. During this time, the group will discuss the EOC’s initial concepts/ideas and early planning efforts for both public and private events, review project stakeholders and decision-makers, and address any questions the selected event production firm(s) may have.

Designated representatives from the EOC will be available for follow-up calls in the month leading up to the Phase 1 deliverables.

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12. Will the selected partner have the option to take a hard-hat tour in Phase 1?

A hardhat tour will be provided to the selected event production partner(s) teams. The tour will be coordinated through the EOC to minimize the disruption to ongoing construction operations.

13. Can you please expand on your vision for self-guided tours of the new airport facility? Is it visual aids, or visual and hearing utilizing a QR code to prompt the audio or video to support the area of the terminal?

We envision the self-guided tours to be an inclusive experience for all ages and ability levels. Additional tour details are not available at this time but will be discussed with the selected event production firm(s) during a formal Phase 1 kick-off meeting.

14. Are there capacity requirements for the community events? The RFP mentions 10,000+ on timed slots.

The New Terminal can accommodate up to 10,000 individuals at any given time.

While this provides a threshold to not exceed, we reserve the right to lower capacity limits for all public events to ensure we can safely accommodate attendees, provide ample parking, and minimize wait times and overcrowding. We anticipate staggered arrival times for both Public Events to help with traffic flow.

15. Can you provide additional details around the timing of the events that you are envisioning and how they are intertwined with the construction schedule?

All events (public and private) will take place in February 2023, after primary construction is complete and the New Terminal is turned over to the Kansas City Aviation Department. We anticipate that the construction of concessions areas will still be ongoing at this time. This work is being managed by another contractor. Operational readiness activities to prepare the new facility for activation will also be underway at this time. Access to the facility for vendor visits, event deliveries, and cleaning (pre- or postevent) will require coordination with the EOC, Kansas City Aviation Department, and other key stakeholders.

16. The RFP mentions portable restrooms. Will attendees have access to the airport restrooms? Is there a need for attendants for cleaning? Are portable restrooms there to assist with the volume?

New Terminal restrooms will be available for Public Event attendees. We anticipate that supplemental restrooms may be required for the Gala Celebration, which will take place in the New Terminal headhouse (ticketing area pre-security). Restroom servicing needs are not yet determined and will be coordinated with the Kansas City Aviation Department’s Airport Operations Department.

17. Regarding celebrity / VIPs for the Gala, is the intention to pay for appearances?

We anticipate allocating some funding in the overall event budget to address entertainment expenses, as needed. That amount is not yet determined but will be further defined during Phase 1.

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18. Will the gala have tickets/tables for purchase or is it invitation-only at no cost to the attendees?

This will be determined during Phase 1.

19. Do you envision any food and beverage for the Community Open House and Workforce Appreciation Events?

To minimize waste and protect the New Terminal finishes prior to opening, food and beverage options for Public Events will be limited.

20. Will you entertain activation along Cookingham Drive to include signage, ads, etc.?

This has not yet been determined but can be considered. Any activation or advertisements outside of the New Terminal will need to be coordinated with the EOC and Kansas City Aviation Department’s Airport.

21. For the "A New Journey Begins" theme, does the creative campaign and graphic design for the events need to incorporate the City of Kansas City, MO branding and/or the "Build KC" brand and style components?

The BuildKCI logo and branding will NOT be used for the Grand Opening Events. Additional branding guidelines are currently in development. Further branding guidance will be provided to the selected production partner(s) during Phase 1.

22. Has a campaign logo/icon, style, and color scheme been determined for the "A New Journey Begins" theme?

An event style guide, including a color palette and font guidelines, is currently in development. These details will be shared with the selected event production firm(s).

23. Regarding “Community Engagement Initiatives and Activities”, will these initiatives occur in the time leading up to the Grand Opening Events or during the actual events?

At this time, we anticipate that community engagement activities will take place in advance of, AND during, the Grand Opening Events. The EOC will maintain overall responsibility for planning and executing community engagement strategies and will collaborate with the selected event production partner(s) to ensure these efforts are closely coordinated and align with event production timelines.

Please reference the RFP Section 4.1b Phase 2.

24. Can you provide a few examples of expected deliverables for “Event Communications and Promotion”?

Event Communications and Promotions responsibilities (i.e., drafting communications plans, compiling a social media strategy, etc.) will be managed and executed by the EOC and are not included in the event production services scope of work. The EOC will work collaboratively with the selected event production partner(s) to ensure these efforts are closely coordinated and align with event production timelines.

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Please reference the RFP Section 4.1b Phase 2.

25. Will the “Media Relations” scope include pitching media stories and/or managing media requests?

Media Relations responsibilities will be managed and executed by the EOC and are not included in the event production services scope of work. The EOC will work collaboratively with the selected event production partner(s) to ensure these efforts are closely coordinated and align with event production timelines. Please reference the RFP Section 4.1b Phase 2.

26. Can you provide examples of expected deliverables for “Digital Media” or “Print Advertisements”?

Digital and Print Media Responsibilities will be managed and executed by the EOC and are not included in the event production services scope of work. The EOC will work collaboratively with the selected event production partner(s) to ensure these efforts are closely coordinated and align with event production timelines. Please reference the RFP Section 4.1b Phase 2.

27. Has a campaign strategy been developed for “Social Media”, or will the chosen supplier be expected to develop that? Will the chosen supplier be responsible for creating graphics?

Social Media and Digital Graphics responsibilities are considered a part of the event communication and promotion responsibilities and will be managed and executed by the EOC. The EOC will work collaboratively with the selected event production partner(s) to ensure these efforts are closely coordinated and align with event production timelines. Please reference the RFP Section 4.1b Phase 2.

28. Is the narrative development specific to the speakers or for all event communications?

While we aim to weave a consistent narrative throughout all of the New Terminal’s Grand Opening Events, this scope item is specific to the Gala Celebration program.

29. Are you looking for an estimated budget for these events?

As part of the proposal response, firms should compile a lump sum price (your firm’s fee) for the work you’ll do to complete phase 1 deliverables (see RFP section 4.1a, pg 5-6), which include advancing event details, compiling event budget(s), and detailing event production schedule(s), with key milestone dates.

30. Are the management fees for phase 2 required at the time of RFP? Management fees for Phase 2 are not required as part of the initial proposal submission due on June 9.

The selected event production partner(s) will be required to submit their management fees as part of the overall event budget deliverable due at the end of Phase 1.

31. What is the estimated timeframe for the start of Phase 2?

We anticipate Phase 2 work will begin in late July/early August 2022.

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32. Will there be more than one partner selected for Phase 1? Will there be a bid process for Phase 2?

Proposers are given the option to bid on Public Events (Community Open House and Workforce Appreciation), the Private Event (Gala Celebration), or both. As such, there is the potential for more than one event production company to be selected to support the New Terminal’s Grand Opening Events. The selected production partner(s) that will work with the EOC through both Phase 1 and Phase 2. There WILL NOT be a separate bid process for Phase 2.

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