Scope of Work (SOW) for Production Management Services

Purpose:  The purpose of this document is to provide a clear understanding of services needed, and to request a bid for Production Management services only, in relationship to and in connection with the Oakland Bay Area Chapter of The Links, Incorporated’s (OBAL) Cotillion. Your response does not constitute a contract.

The services described below are continuing up through, including and subsequent to the OBAL Cotillion which will be held at the San Francisco Marriott Hotel, Saturday, February 26, 2022. Please read this SOW  carefully and state your price(s) in the areas indicated.

Please submit your proposal no later than October 1, 2021 via email to: Sabrina Brutus   Obal1950@gmail.com

OBAL will award the final contract based on the following criteria so please address these components in your response:

Summary of Criteria

Cotillion Production Management RFP Summary of Criteria

• Cost
• Experience/Depth
• Flexibility
• Collaborative Relationship
• Project Coordination

Summary of Services

Cotillion Production management RFP Summary of Services

• Overall Event Technical Coordination
• Production Coordination
• Choreography Technical Coordination
• Music Technical Coordination
• Program Technical Coordination

 The OBAL requests professional production management services as follows:

PRODUCTION MANAGEMENT FOR THE COTILLION

1. Technical coordination includes: Overseeing stage, sound, lighting,  set design and color coordination; oversees the configuration of the stage set design relevant to room dimensions and the scale of  choreographer and orchestra director needs; coordinates and oversees the pre-production set up the day before the event and teardown the night of the event.
2. Production coordination includes: Production of the power point  presentation; slow dissolves, text and music sync (necessary   enhancements); coordination with the videographer pre-event and the day of the event; coordinate direct live video caption for   implementation on multi-media screens pre-show and the day of the    event in line with hotel union parameters.
3. Choreography technical coordination includes: coordinate the timing of each dance for the purpose of stage, lighting cues, videographer’s camera cues and pre-program artistic review. Coordinate with the Hotel lighting director the day of the event and pre-program lighting   (computer lighting board).
4. Music technical coordination includes: Rehearsal and sound check     coordination on the day of the event with the orchestra director, vocalist(s), band and DJ.
5. MC coordination includes: Follow script and adhere to timeline; confirm all transitions; address all sound issues; brief and coordinate with Hotel technical staff and Hotel AV management; coordinate  equipment placement relative to acoustics and set design.
6. Necessary meetings may include the following: One vendor meeting prior to the Cotillion event; one vendor meeting after the Cotillion event; hotel meetings as needed.

STAFFING AND RESOURCES

By completing and submitting this SOW, you are committing to OBAL that, if selected, you have adequate resources and staffing to meet the needs of the OBAL and the OBAL Cotillion through the completion of your contract.

PRIOR CONTRACTING WITH OBAL

Have you or your company provided prior services to OBAL?  Y/N

If so, provide a brief summary of the date(s) and type(s) of service(s).

INSURANCE AND INDEMNIFICATION 

If selected, you may be required to provide proof of insurance and indemnification to OBAL.

DIVERSITY

The Links, Incorporated is one of the Nation’s oldest and largest volunteer service organizations of extraordinary women who are committed to enriching, sustaining and ensuring the culture and economic survival of African Americans and other persons of African ancestry. To that end, OBAL seeks to contract and work with businesses and individuals committed to, including, qualified minority-owned businesses, who provide quality products and performance at reasonably competitive prices and who are committed to diversity in the Bay Area Community.

MISCELLANEOUS

The price(s) quoted herein shall be valid as of the date signed and if accepted, continue in effect until the contract is fully performed.

Total Compensation Bid $_____________________

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