provide venue management & financial services … · the authority is seeking proposals from...

REQUEST FOR PROPOSALS

PROVIDE VENUE MANAGEMENT &

FINANCIAL SERVICES SOFTWARE

FOR THE

900 CONVENTION CENTER BOULEVARD

NEW ORLEANS, LOUISIANA70130

THE ERNEST N. MORIAL NEW ORLEANS EXHIBITION HALL

AUTHORITY

“THE AUTHORITY”

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C-1245 RFP Provide Venue Management &

Financial Services Software

Instructions to Proposers

I. SUMMARY AND BACKGROUND

CONTRACT NO. C-1245

The Ernest N. Morial New Orleans Exhibition Hall Authority (“the Authority”) is a political

subdivision of the State of Louisiana. New Orleans Public Facility Management, Inc. (“NOPFMI”)

is a quasi-public body that is charged with the responsibility of managing the Ernest N. Morial

Convention Center-New Orleans (“ENMCCNO”) on a day-to-day basis. NOPFMI and the

Authority are referred to herein collectively as “The Authority”. As such, the Authority is

performing its due diligence in bidding projects and is not subject to or regulated by the Louisiana

Procurement Code, LSA-R.S 39: 1551 et seq. The Authority is also not governed by LSA:R.S.

39:1481 et seq. or the corresponding rules and regulations, thus the New Orleans Ernest N. Morial

Convention Center may reject any and all proposals after receipt or withdraw this request for

proposal at any time prior to or after receipt of proposals. Should no proposals be received, the New

Orleans Ernest N. Morial Convention will negotiate a private contract.

The Authority is seeking proposals from qualified firms or individuals to provide Venue

Management & Financial Services Software as described in this document and related exhibits.

All proposals are due by 4:00 P.M. (Central Standard Time) on Wednesday, July 6, 2016, and may

be submitted in any of the following methods:

Mail: New Orleans Ernest N. Morial Convention Center

Contract Division, Mezzanine Level, Hall B

Attn: Contract Department

900 Convention Center Blvd

New Orleans, Louisiana70130

Electronic Submission: purchasing.mccno.com

Hand Delivery: The Contract Division is located on the Mezzanine floor of

the New Orleans Ernest N. Morial Convention Center, above

Hall B.

Proposals must be submitted on time to be considered for contract award. Proposals received after

the due date and time will be returned unopened.

Any questions related to the project and/or to obtain proposal documents, email

[email protected].

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mailto:[email protected]




II. CONTRACT RELATIONSHIP

The Contract shall be between The Ernest N. Morial New Orleans Exhibition Hall Authority (“the

Authority”) a political subdivision of the State of Louisiana; New Orleans Public Facility

Management, Inc. (“NOPFMI”) a quasi-public body that is charged with the responsibility of

managing the Ernest N. Morial Convention Center-New Orleans (“ENMCCNO”) on a day-to-day

basis; and the “Software Provider”. NOPFMI and the Authority are referred to herein collectively

as “Owner”. The Software Provider shall be herein known as the “Software Provider”. The

“Owner” and “Software Provider” may be referred to collectively as the “Parties”.

III. PROJECT SCOPE

The Owner seeks a comprehensive Event and Venue Management System that will provide a user

friendly, seamless and integrated system for sales & marketing, scheduling, event management,

exhibit services, human resources, accounting and reporting. See Exhibit No. 1 for details of

project requirements.

IV. PROPOSER’S QUALIFICATIONS

The Proposer must possess the following minimum qualification(s) in order to submit a proposal on

this project:

A minimum of five (5) years of experience as a prime vendor providing installation

and training similar to the scope of work specified in the Exhibit Documents.

A minimum of ten (10) years of experience in software implementation

Proof of above qualifications should be provided in writing and included with

proposal.

V. PROPOSAL SUBMISSION AND EVALUATION CRITERIA

Proposals will be judged based on the proposer’s ability to meet the requirements as set forth in

these and the accompanying documents. The Authority reserves the right to make such

investigations as it deems necessary to assess the ability of the proposers to provide services at a

satisfactory level of performance. In order to be considered, all requested documentation must be

included in your proposal response. See Exhibit No. 2 for details.

VI. CONTRACT TERM

If awarded, the contract resulting from the Request for Proposal (“RFP”) shall be effective on the

date signed by both parties. The final acceptance for all implemented software components shall be

determined at the initial planning session which will occur within thirty (30) days of contract

execution. The contract shall be for a period of three (3) to five (5) years.

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VII. INSURANCE AND INDEMNIFICATION

As described in Exhibit No. 3, the Software Provider shall furnish and maintain such

insurance, as will protect the Software Provider, NOPFMI, the Authority and the City of

New Orleans from any claims, suits, demands or actions in which in any way relate to the

Software Provider performance of the services described in the Contract.

VIII. EXPENSES

Expenses shall be billed at reasonable and actual cost and shall be supported by documentation in

the form of detailed receipts and/or invoices. Travel and transportation expenses include, but are

not limited to; tolls, parking, airfare, hotel accommodations and meals at reasonable and customary

rates. Guidelines for reasonable expenses include: (i) coach air fare, (ii) mid-size car rentals, (iii)

lodging at reasonable business hotel, and (iv) meals at actual and reasonable cost (no alcohol).

Mileage will be reimbursed at the .575 per mile. The Authority must pre-approve all travel

expenses.

IX. INVOICING

Invoices for services and expenses must be submitted for payment and must include back-up

documentation such as timesheets, spreadsheets, receipts, etc. to support the invoice amount.

Invoices must be submitted electronically to the accounts payable department at

([email protected]). The Authority shall make payments of approved invoice sums to

the Software Provider within thirty (30) calendar days after receipt of an invoice.

X. CONTRACT MODIFICATION

Any and all changes to the scope of services for this contract must be detailed in writing and

mutually agreed upon and shall be accomplished by a Change Order.

XI. TERMINATION

The contract may be terminated by the Authority upon thirty (30) days written notice at any time

throughout the contract term.

XII. CORPORATE RESOLUTION

Documentation must be provided that is acceptable to the Owner which establishes that the

Software Provider’s Representative has the authority to bind the Software Provider’s organization

to a Contract.

XIII. CONTRACT FORM

Request to obtain a contract form should be emailed to [email protected]

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