Agenda Item
i. Contract Approval for RFP 26-728 District Graduation Audio Visual Services to Real Eyes Production (Not to Exceed $250,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education approve a contract for RFP 26-728 for District Graduation Audio Visual Services to Real Eyes Production, not to exceed $250,000 for one (1) year term effective April 20, 2026, through April 19, 2027.
Why: This request is for contracted services from Real Eyes Production to provide live audio, video, and staging services for the commencement exercises of all DeKalb County School District ("DCSD") high schools.
Details: The contract provides for Real Eyes Production to provide live audio, video and staging services for graduation commencement exercises. Real Eyes provides a comprehensive solution as well as professional coordination and execution of these services. The graduation event is five (5) days with two (2) days of preparation days prior to the actual graduation services.
This recommendation is for a period of one year, with four one-year renewal options. Real Eyes Entertainment dba Real Eyes 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 (100.2100.530000.02011.7000.9990.8010.010.0000) under the Superintendent’s Office General Fund Budget in the amount of $250,000 this fiscal year.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Ms. Jackie Simmons,
Dr. Bernetta Jones, Office of the Superintendent, 678.676.1200
Effective: Upon Board Approval with Services to occur May 18- May 22, 2026
Status: Pending Legal Approval
March 10, 2026 Page 1 of 2
RE: Award Recommendation Letter – RFP 26-728 District Graduation Audio Visual Services
Greetings Dr. Bernetta Jones,
RFP 26-728 District Graduation Audio Visual Services was formally processed through the Procurement
Department at your request. Response(s) to the solicitation were received in the Procurement
Department on February 26, 2026.
Seven (7) proposals were reviewed and six (6) were deemed responsive to the requirements of the
solicitation. Please find attached the responsive proposals and the Abstract Sheet, which is the record of
the public opening/acknowledgement.
Please take the following course of action:
1) Convene the evaluation team. Remember that each individual serving as an evaluator must have a
completed and signed Solicitation Evaluator Agreement on file in the Purchasing Department. Your
team will work together to review and evaluate elements of each response in comparison to the
solicitation requirements.
2) Using this form, please advise the Purchasing Department as soon as possible of your award
recommendation(s) and the date you anticipate presenting your recommendation of award to the
Board of Education for approval.
REMINDER: Include the entire bid/rfp number and bid/rfp name in your Board of
Education item documentation so that we can later match the resulting Superintendent’s award
directive to your solicitation and produce an award letter.
3) If your Recommended Award Vendor is not the lowest priced offering, you must provide the
Purchasing Department your rationale for not awarding to the lowest responsive respondent. Use
an additional sheet to provide your rationale.
4) If there is only one line item on the solicitation or if there are multiple line items recommended for
award and to a single Award Vendor, simply fill in the information below for Recommended Award
Vendor #1.
5) If there are multiple line items to be awarded and/or if you recommend splitting the award to
multiple Award Vendors, you will need to fill in the name for each Recommended Award Vendor on
the lines below and attach the Tabulation indicating which items are to be awarded to each
Recommended Award Vendor.
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org
Page 2 of 2
6) Upon receipt of your award recommendation(s), the Purchasing Department will notify the Risk
Department of your award recommendation and contact the vendor(s) to request final and fully
compliant insurance certificates prior to issuance of the award letter and prior to commencement
or delivery of services under this solicitation.
Please email to Mr. Weyman Christopher at Weyman_F_Christopher@dekalbschoolsga.org .
Real Eyes Production
_______________________________
Recommended Award Vendor #1
April 20, 2026
________________________________
Anticipated BOE Presentation Date
_______________________________
Bernetta Jones/ 10 March 2026
Recommended Award Vendor #2
________________________________
Your Signature / Today’s Date
_______________________________
Recommended Award Vendor #3
_______________________________
Recommended Award Vendor #4
_______________________________
Recommended Award Vendor #5
Please feel free to reach out to me at 678 676-0120 with any questions or concerns. Your prompt response
is appreciated. Thank you.
Regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS\WFC
Attachment – Proposal(s)
c: Mr. John Kegler
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org