RFP- Balloon Decorations Service Contract
Cherokee Nation Entertainment, LLC (“CNE”) is looking for an experienced balloon decor company for all the Cherokee Casino properties and Hard Rock Hotel and Casino in Tulsa. The company awarded will be responsible for working with multiple marketing teams on any balloon displays throughout the year. They will also be responsible for maintaining the freshness and quality of the balloons throughout the time of each display (usually one month periods).
Objectives
CNE will contract with an experienced balloon decor company to setup balloons for any promotion CNE holds that would require balloons. This winning bidder will be awarded a one year contract with the option to re-new based off of performance and service quality. At the end of the contract term scorecards will be filled out by the end-users involved and presented to the vendor for full review. The scorecards will be used to determine if the contract will be extended or terminated at the end of the contract term.
Expectations
The balloon company will be expected to print the Hard Rock or Cherokee Casino logos on balloons for each property, deliver and setup balloon displays, and periodically check freshness of balloons throughout the promotion. The balloons should be delivered and setup upon request from the properties marketing group. The vendor will be expected to check the quality of the balloons every 3-4 days throughout the promotion and change/refresh them as necessary. All balloon décor is to be cleaned up the day after each promotion, to be determined by the marketing group.
If balloons are being attached to vehicles any and all damage to the vehicle by the balloons outside of guest interference will be covered by the balloon vendor. This will help ensure the careful application of any and all displays we order. The balloon company will be responsible for all setup and tear down of the displays. Assistance will be given to the vendor and team upon request with full understanding that if something is not completed on time the vendor will be held responsible.
There will be multiple properties requesting a New Year’s Eve balloon Drop. The company awarded is to ensure all balloons are setup and will drop as scheduled at midnight at each casino location that requests this service. The number of balloons used can be determined by the awarded vendor and the marketing group. The balloon drop display should not block or interfere with the view of any surveillance camera at any point during setup, tear down, or the actual event. The awarded company will work closely with security while installing the drop to ensure the safety of guests before, during, and after the event.
Additional Requirements
All vendors must be able to acquire and maintain a CNGC license for the duration of the contract. If license is revoked for any reason the contract will be terminated without prior notice and the awarded company shall be paid only for the services provided, less any damages or costs incurred by Cherokee Nation Entertainment.
At its sole discretion, Cherokee Nation Entertainment reserves the right to (1) withdraw this Request for Proposal (RFP) without notice, (2) accept or reject any or all submittals, and (3) accept submittals which deviate from the RFP as Cherokee Nation Entertainment deems appropriate and in its best interest. Cherokee Nation Entertainment reserves the right to negotiate with any, all or none of the applicants responding to the RFP. Following submission, the applicant agrees to deliver such further details, information, and assurances relating to the purpose of balloon decor. Presentations regarding submissions may be required at the sole discretion of Cherokee Nation Entertainment and may include a review of past services offered at other locations.
Any and all costs and expenses associated with the preparation of any report or statement in response to the RFP shall be borne by the applicant.
Evaluation and Selection Criteria
Selection of the awarded company will be based upon TERO preference. Including but not limited to CNGC licensing restrictions, minority owned businesses, and professional display of previous works. A list of at least 3 previous clients will be required with all proposals for reference check purposes.
Terms and Conditions of the Contract
The term of this contract will be for twelve (12) months from contract execution. Thereafter, Cherokee Nation Entertainment will have the option to renew said contract for a period of one (1) extenuating year. Cherokee Nation Entertainment may terminate the contract without penalty at any time, with or without cause, by giving the awarded company thirty (30) days prior written notice of its election to terminate. In the event the awarded company fails to perform services or is in default under the terms of the contract, Cherokee Nation Entertainment may terminate the contract immediately and the contractor shall be paid only for the services provided, less any damages or costs incurred by Cherokee Nation Entertainment in the termination of the contract.
Submission Requirements
BIDS DUE NO LATER THAN 3:30 PM ON Friday, May 27, 2016
Submit bids to OR mail to the attention of Katrina Blevins at 777 West Cherokee St. Catoosa, OK 74015. Proposals MUST include a copy of your TERO Certification, front and back, to qualify for TERO preference.