Agenda Item
a. RFP 22-491 District Graduation Audio Visual Contract Extension (Year 1 of 3) (in an amount not to exceed $250,000.)
Summary: Presented by: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum & Instruction
Request: It is requested that the Board of Education approve the contract extension of RFP 22-491 for Real Eyes Entertainment/DBA Real Eyes Production as the most responsive and responsible bidder to provide audio visual services during the graduation exercises in an amount not to exceed $250,000.00. This is the first of three, one-year renewal options.
Why: Real Eyes Entertainment/DBA Real Eyes Production will provide live audio, video, and staging services for each high school’s commencement exercise. The graduation ceremonies are scheduled Monday, May 22, 2023, through Saturday, May 27, 2023, at James R. Hallford Stadium located at 3789 Memorial College Avenue, Clarkston, Georgia 30021. The inclement weather days are Sunday, May 28, 2023, and Monday, May 29, 2023. The schedule is subject to change based on weather and/or health conditions.
Details: This recommendation is for a period of one year with two (2) one-year contract renewal options remaining. Real Eyes Entertainment/DBA Real Eyes Production is located at 4725 Fulton Industrial Boulevard, Southwest, Atlanta, Georgia 30336.
Financial impact: The total budget for these services is allocated from the Division of Equity and Student Empowerment’s general fund in an amount not to exceed $250,000.00.
General Fund Charge Code:
(100.2100.530000.02011.7020.9990.8010.090.0000)
Contact: Dr. Bernetta Jones, Administrator, Office of the Superintendent, 678.676.1200
Ms. Lorraine Sanford, Support Project Specialist, Equity and Student Empowerment, 678.676.0519
Ms. Stacy Stepney, Chief Academic Officer, Division of Curriculum & Instruction, 678.676.0731
Effective: May 22-30, 2023
Status: Approved by General Counsel
CHRONOLOGY OF RFP 22-491 DISTRICT GRADUATION AUDIO VISUAL SERVICES
The Request for proposals was published November 25, 2021. It was posted to IonWave and the Georgia
Procurement Registry. It was also advertised in the Champion Newspaper on November 25, 2021
and December 2, 2021.
The distribution list included 55 vendors from the DCSD Vendor Bid List, 903 vendors through the State of
GA Procurement Registry, and 104 vendors through IonWave.
Two bids were received by the submission deadline of 2:00 p.m. on Tuesday, January 11, 2022.
Public acknowledgement of the proposals received occurred at 3:00 p.m. on January 11, 2022.
Proposals received were reviewed and evaluated on February 15, 2022. Real Eyes
Entertainment/DBA Real Eyes Production was determined to be the most responsive bidder.
Board Policy DJE requires the Board of Education to approve the expenditure of any vendor that
provides goods and/or services to the school system that may exceed $100,000.00 in purchases for
the fiscal year.