Agenda Item
ii. RFP #22-491 District Graduation Audio Visual Contract Renewal Approval (Not to exceed $250,000)
Summary: Presented y: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the contract for RFP No. 22-491 for district Graduation Audio Visual Services to Real Eyes Production in the amount not to exceed $250,000. This agenda item seeks the Board of Education approval for the initial one-year contract, with three, one-year renewal options.
Why: This request is for contracted services from Real Eyes Production to provide live audio, video, and staging services for the commencement exercises of DCSD high schools. The event will take place over six (6) days. Prior to the first day of the event, there will be two setup days.
Details: This recommendation is for a period of one year with two(2) of four(4) one-year contract renewal options remaining. Real Eyes Entertainment/Production is located at 4725 Fulton Industrial Blvd SW, Atlanta, GA 30336.
Financial impact: The total budget for these services is allocated from the cost code (100.2100.530000.02011.7020.9990.8010.090.0000) under the Superintendent’s Office General Fund Budget in the amount of $250,000.00 this fiscal year.
Contact: Mr. Erick Hofstetter
Ms. Jackie Simmons
Mr. Elijah Palmer
Dr. Bernetta Jones
Effective: May 11-19, 2024
Status: Submitted to Legal Counsel for Review/ Approval
CHRONOLOGY OF THE AGENDA ITEM
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 2:00PM on Tuesday, January 11, 2022.
Public acknowledgement of the proposals received occurred at 3:00Pm on January 11, 2022.
Proposals received were reviewed and evaluated on February 15, 2022. Real Eyes Production was
determined to be the most responsive bid.
This agenda item seeks the Board of Education approval for the initial one-year contract, with three, one-
year renewal options. 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.
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