PROPRIETARY AND CONFIDENTIAL
NEW SINGLE TERMINAL AND PARKING AT KANSAS CITY INTERNATIONAL AIRPORT Kansas City, Missouri
REQUEST FOR PROPOSAL: Kansas City International Airport New Terminal Grand Opening Celebrations Event Design and Production Services May 19, 2022
Issued by: EDGEMOOR INFRASTRUCTURE & REAL ESTATE 533 MEXICO CITY AVENUE, KANSAS CITY, MO 61453
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New Single Terminal and Parking at KCI
PROPRIETARY AND CONFIDENTIAL
TABLE OF CONTENTS 1.0 INVITATION ....................................................................................................................... 3 2.0 GENERAL PROJECT INFORMATION ............................................................................... 3 3.0 GRAND OPENING EVENTS OVERVIEW........................................................................... 3 4.0 SCOPE OF SERVICES ...................................................................................................... 5 5.0 PROPOSAL SUBMITTAL REQUIREMENTS, INSTRUCTIONS & TIMELINE ..................... 7 6.0 EVALUATION AND SELECTION PROCESS.....................................................................10
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1.0 INVITATION Edgemoor Infrastructure & Real Estate, LLC (Developer - EIRE), on behalf of the Kansas City Aviation Department (KCAD) and the City of Kansas City, MO (Owner) presents this Request for Proposals (RFP) soliciting responses for an event production service provider to support grand opening festivities for the New Single Terminal and Parking project at Kansas City International Airport.
2.0 GENERAL PROJECT INFORMATION Edgemoor is leading the delivery of the $1.5 billion New Single Terminal and Parking project at Kansas City International Airport (KCI). The project is being developed in collaboration with KCAD, Paslay Group (PG), Clark | Weitz | Clarkson, A Joint Venture (CWC), and additional stakeholders from the City of Kansas City, Missouri. At just over 1 million square feet, the New Terminal is the largest single infrastructure project in Kansas City’s history. The structure is being built in the footprint of the airport’s existing Terminal A, which was demolished to make way for the new facility. When complete, the New Terminal will feature 40 gates, with the ability to accommodate future expansion. The project also includes an adjacent 6,150-space parking structure, a central utility plant, and landside and airside improvements. Construction of the New Terminal is scheduled to be complete in early 2023. The facility will open for air travel shortly thereafter.
3.0 GRAND OPENING EVENTS OVERVIEW In preparation for the New Terminal’s opening in early 2023, KCAD, PG, EIRE, and CWC are seeking an experienced, creative, and strategic event production firm to assist with the planning and execution of several signature Grand Opening events. These events are intended to: • •
• •
Commemorate the successful completion of the New Terminal and celebrate the transformational impact the project has had, and will continue to have, on Kansas City; Garner community excitement for the new facility, increasing public awareness of the New Terminal’s modern amenities/features and how they will support a redefined traveler experience at Kansas City International Airport; Honor the hard work and contributions of the thousands of individuals who supported the New Terminal’s development, design, and construction; and Ensure the New Terminal’s grand opening is inclusive, meaningful, and a significant moment in Kansas City’s history.
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3.1 EVENTS OVERSIGHT COMMITTEE A New Terminal Grand Opening Events Oversight Committee was established in December 2021 to support the planning and execution of all grand opening festivities. This committee is comprised of representatives from KCAD, PG, EIRE, CWC, Parris Communications and Parson + Associates. The Oversight Committee has selected an overarching theme (A New Journey Begins) and developed a basic framework for each of the grand opening events detailed below. The selected firm will work closely with the Oversight Committee, as well as other key project stakeholders, to further define, plan, and execute these events. 3.2 EVENT CLASSIFICATIONS Grand Opening Events are divided into two distinct categories: •
PUBLIC EVENTS: o Workforce Appreciation Event o Community Open House
•
PRIVATE EVENT: o Formal Gala Celebration
Interested firms may bid on the PUBLIC EVENTS (Workforce AND Community) or the PRIVATE EVENT, respectively, or on all three events. Firms who bid on the PUBLIC EVENTS must provide production services for both the Workforce Appreciation AND Community Open House, which will be held on the same weekend and follow a similar format. 3.2a PUBLIC EVENTS Workforce Appreciation Event
The Workforce Appreciation Event will provide members of the New Terminal and Parking Project team with an opportunity to see and experience the facility prior to its public debut. This day-long event will serve to thank those whose hard work and dedication brought the New Terminal to life. Who: Craftworkers, trade and design partners, and other individuals who contributed the New Terminal’s development, design, and construction efforts. Participants will be allowed to bring their immediate family members and show off the product of their hard work. Airport employees and concessions team members also will be invited to participate. The event will feature timed entry/exit for attendees and self-guided tours on designated route. Attendance is projected to be up to 10,000+ individuals. Where: New Terminal at Kansas City International Airport When: Official date to be determined; targeting early February 2023
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PROPRIETARY AND CONFIDENTIAL
Community Open House Event
The Community Open House is intended to provide the Kansas City community with an opportunity to experience and learn about the facility prior to its opening. The event will feature timed entry/exit for attendees and self-guided tours on a designated route. This event will serve to welcome the public to this new community asset and generate excitement for the New Terminal. Who: Open to the Kansas City community. Attendance is projected to be up to 10,000+ individuals. Where: New Terminal at Kansas City International Airport When: Official date to be determined; targeting early February 2023 ** To minimize disruptions to the New Terminal’s operational readiness plans, the Workforce Appreciation and Community Open House events will be hosted on same weekend. Event details are subject to change as concepts and budgets are further defined.
3.2b PRIVATE EVENT Grand Opening Gala
The Grand Opening Gala will mark the official completion of the New Terminal and include a cocktail hour, seated dinner, formal program, and ceremony. This event will take place in advance of the New Terminal’s official opening for travel. Who: Key project leaders and stakeholders, community partners, elected officials, and other special guests. Attendance is anticipated to be between 500 to 1,000 guests (based on venue capacity). Location: New Terminal Headhouse (ticketing area) for main event and North Courtyard (tented and heated) for pre-ceremony VIP reception (weather dependent). Timing: Official date to be determined; targeting late February 2023 ** Event details are subject to change as concepts and budgets are further defined.
4.0 SCOPE OF SERVICES Event production services shall be delivered in two distinct phases. Details regarding the scope and deliverables for each phase are included below. Firms bidding on both the PUBLIC EVENTS and PRIVATE EVENT shall provide schedule and budget breakdowns for each event, respectively. 4.1a PHASE 1 - Concept Framework, Key Partner Identification, Preliminary Schedule and Budget Development ** Please Note: the services and work product outlined under Phase 1 shall be delivered by the selected firm(s) within 28 calendar days (4 weeks) of contract award.
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Phase 1 Scope of Services Proposing firms shall include a lump sum budget to perform the services outlined below in your RFP response. •
Assist with the development of event concept frameworks. Event frameworks should build on the details and theme provided by the Oversight Committee and include thoughts on how the theme can be carried throughout each unique event, as well as recommendations for specialty activities, entertainment, swag, décor, etc.
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Develop an event production timeline to include key milestone dates and deliverables. If pursuing both PUBLIC and PRIVATE events, please provide a separate production timeline for each event type.
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Identify key vendors, partners and/or additional resources required to plan and execute the event(s) on which your firm is proposing. Note past working history together and the role and responsibilities each company/individual will fulfill. Detail how your firm will support the Oversite Committee’s goal to maximize opportunities for Kansas City-based minority- and women-owned businesses through your scope of work.
•
Compile an event budget. If pursuing both PUBLIC and PRIVATE events, firm shall provide a separate budget for each unique event. The preliminary budget shall be based on the scope of services outlined in Phase 2 and include anticipated costs for the follow items: (a) Staffing/Labor (including all fees to support event planning and production) (b) Event Rentals (tables, chairs, restrooms, etc.) (c) Specialty Décor and Staging (d) Audio, Video, and Lighting Equipment and Services (based on anticipated needs) (e) Swag (appropriate giveaways for each respective event) (f) Talent / Entertainment (provide entertainment recommendations and costs associated with appearances/performances) (g) Signage/Staging/Traffic control for Events (h) Possible Valet Services for the Private Event
** The aforementioned deliverables shall be compiled into a summary report, delivered in both PowerPoint and PDF format. Proposers will not be evaluated/scored on their overall event budget estimates and should strive to compile accurate and comprehensive budgets to provide the oversight committee with a clear picture of the true cost of executing these events. Firms WILL BE evaluated on their lump sum budget for Phase 1 services, which is outlined within the RFP Requirements section below. Edgemoor Infrastructure & Real Estate RFP – Event Design and Production Services Page 6
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4.1b PHASE 2 - Schedule and Budget Management, Event Planning and Execution ** The services and work product outlined under Phase 2 shall be executed following the completion of Phase 1 work.
Phase 2 Scope of Services • •
•
Advance the Development of Event Theme and Event-Specific Concepts and Activities Lead the Coordination and Management of: o Event Budget(s) and Schedule(s) Refinement and Tracking o Event Entertainment Celebrity / VIP (Private Event Only) Local Acts or Performers (All Events) o Stage Design (Private Event Only) o Program Run of Show and Narrative Development (Private Event Only) o Event Registration/Check-in Process o Sponsorship Packages & Partnerships o Public Safety Plan(s) Development (including ADA accessibility compliance) o Event Staffing and Volunteer Support (background checks may be required) o Supplemental Event Security (as needed) o Outside Vendor Procurement, Including: Audio, Visual, Lighting and Technical Support Services Event Rentals (Tables, Chairs, Staging Equipment, Pipe and Drape) and Personnel Required for Set-Up and Take Down Specialty Design and Décor Elements Traffic Management Services Portable Restroom Facilities Commemorative Swag Procurement and Packaging Collaborate/Consult with the Oversight Committee on the Following Scopes of Work: o Community Engagement Initiatives and Activities o Event Communications and Promotion o Media Relations o Catering Services o Event Collateral/Graphics Support Invitations Social Media, Digital Media, Print Advertisements Programs and Booklets Banners and Backdrops Wayfinding and Signage o Site Logistics Planning Parking Airport Security
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5.0 PROPOSAL SUBMITTAL REQUIREMENTS, INSTRUCTIONS & TIMELINE Carefully read the instructions and information provided in this Request for Proposal package. Responsiveness to these instructions will be considered an indication of the capabilities and qualifications of the respondent to this RFP and this project.
5.1 RFP Requirements Proposal responses shall be submitted via email as a single PDF document not to exceed 20 pages in length. Submissions shall include the following: 1. Cover Letter / Executive Summary (not to exceed 2 pages) 2. Capabilities Statement. Include a list of the event production services provided by your firm. Bidders must denote any services that are contracted and not provided directly through your firm. (not to exceed 2 pages) 3. Case Studies or Relevant Firm Experience. Include information on at least three (3) and no more than five (5) completed projects of a similar scope and complexity. Information on these projects must include a description of the work performed, year completed, approximate event budget, and client name/contact. (not to exceed 6 pages)
4. Management Plan. Include your firm’s overall approach to planning and executing
large-scale public or special events. The plan should include an organizational chart indicating key individuals the firm proposes to assign to the Grand Opening Events and demonstrate the team’s ability to successfully perform work on projects of similar scale and complexity. Provide resumes for key individuals who will be assigned to this endeavor. Resumes should demonstrate the individuals’ experience on relevant projects. (not to exceed 6 pages)
5. Lump Sum Budget for Phase 1 Services. Provide a brief summary of the effort required to execute the services and deliverables outlined in Phase 1. Include a lump sum budget, as well as a breakdown of the costs associated with performing the services outlined in Phase 1 (see p.6). (not to exceed 2 pages)
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5.1a Minority and Woman-Owned Business Participation The New Single Terminal and Parking at KCI project team has made a strong commitment to maximizing opportunities for Kansas City-based minority- and woman-owned businesses during the delivery of the Project. This same commitment holds true for the events surrounding the new facility’s grand opening. The following participation goals have been established for both Construction and Professional Services contracts: • •
20% Minority-Owned Business Participation 15% Woman-Owned Business Participation
Bidding firms are strongly encouraged to achieve similar levels of participation by building out their teams with qualified minority- and women-owned partners, vendors, and suppliers. Please share your proposed plan to provide opportunities for local, woman- and minority-owned businesses to contribute to this scope of work. (not to exceed 2 pages)
5.2 RFP and Selection Schedule RFP Issued: Questions Emailed: Clarifications Issued: RFP Submitted: Proposal Review Complete: Interviews of Shortlisted Firms (Virtual): Partner Selected:
May 19, 2022 May 26, 2022 June 2, 2022 June 9, 2022 June 13, 2022 June 17, 2022 June 20, 2022
5.3 Submission Instructions and Questions/Clarifications All proposals must be received on or before 5:00 PM Central Time, Thursday, June 9, 2022. Any submittal received after the submission due date and time may be deemed unresponsive. Proposals shall be submitted to electronically to: Edgemoor Infrastructure & Real Estate Attn: Kimberly Wood, Director, Strategic Communications kimberly.wood@edgemoor.com cc: Christine Lewellyn, christine.lewellyn@edgemoor.com Kate Sweeten, kate.sweeten@cwcjv.com Edgemoor Infrastructure & Real Estate RFP – Event Design and Production Services Page 9
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Questions regarding the RFP should be submitted to Kimberly Wood at kimberly.wood@edgemoor.com on or before Thursday, May 26. Please include “KCI New Terminal Grand Opening Events RFP” in the subject line of any email correspondence.
6.0 EVALUATION AND SELECTION PROCESS Proposing firms will be evaluated on best value, taking into consideration relevant past experience and capabilities, work approach, key personnel, and cost/fees. Edgemoor, in coordination with the proposal evaluation committee and Project insurers, have sole right to determine a proposing firm’s eligibility to participate in the event design and production process. Proposers shall cooperate with requests for additional information as deemed necessary by the proposal evaluation committee to completely evaluate firm capabilities. Proposing firms, at the discretion of the proposal evaluation committee, may be asked to participate in an interview. The interview will address the firm’s relevant experience, team, management plan, scope of work, and other questions arising from the proposal evaluation committee’s review of RFP response. The lead person identified in the proposal will be expected to lead the interview. Other key personnel will be expected to attend, and their contributions will be evaluated. Interviews should be assumed to be no longer than 60 minutes, including Questions and Answers.
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