CHICAGO ZOOLOGICAL SOCIETY REQUEST FOR PROPOSAL (RFP) FOR HOLIDAY MAGIC 2016

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1 The Chicago Zoological Society is soliciting proposals to provide lighting and entertainment options for Holiday Magic This document outlines the Society s guidelines for your responses. The Proposal must be submitted no later than July 11, All questions and responses to the RFP must be addressed to: Elizabeth Sterchele Assistant Manager Marketing Events Chicago Zoological Society/Brookfield Zoo 3300 Golf Road Brookfield, IL phone fax ken.grzeslo@czs.org Organizational Overview The Chicago Zoological Society (CZS) is a private nonprofit organization that operates Brookfield Zoo on land owned by the Forest Preserve District of Cook County. Opened to the public in 1934, Brookfield Zoo has been a Chicago-area treasure and family destination for more than 75 years. Brookfield Zoo is the largest suburban attraction in Cook County, both in size and visitation. The 216-acre Zoo annually serves over two million visitors from the diverse Chicago metropolitan area. The zoo is open 365 days a year. On an average day, more than 11,000 people visit during the Zoo s peak attendance season in the summer months. The Chicago Zoological Society s mission is to inspire conservation leadership by connecting people with wildlife and nature. We strive to provide people of all ages and backgrounds with opportunities to learn about and care for the natural world. When it first opened, Brookfield Zoo was considered cutting edge for its bar-less enclosures. One of the first zoos to employ nutritionists, pathologists, veterinarians, geneticists, endocrinologists, and behavioral specialists, we continue in a tradition of innovation. Project or Product Description Brookfield Zoo is planning for the Holiday Magic event. The event takes place on Saturdays and Sundays, December 3-4, 10-11, 17-18, and Monday, December 26 through Saturday, December 31, 2016 (12 nights). Scope of work to bid:

2 We are soliciting for new ideas for Holiday Magic Options include but are not limited to: Exterior and (minor) interior LED lighting of zoo buildings (See attached list). A feature interactive display or LED light show on East and/or West Malls. Installation must be completed before Monday, November 28, Bids can be based on all of the elements listed above or each item individually. Please be prepared to quote each area separately and to have all final quotes in by July 11, 2016 for consideration. All bids should include: Design Installation Sound equipment Maintenance Removal of all equipment and wiring All power cables must be provided If you would like to set-up an appointment to come to look at buildings and grounds for a more accurate quote please feel free to contact me and we will set up an appointment. Please note we are looking at a possibility of a multiyear contract. Specifications & Requirements/Deliverables LED Lighting: o Exterior and (minor) interior lighting of zoo buildings (See attached list) o All power cables must be provided o All LED lighting o Responsible for all cabling from light fixtures to power source o Respond to any operational issues in a timely fashion o Technician on-site every night of Holiday Magic o Provide detailed, itemized price list of fixtures. o Vendor must follow all Cook County electrical guidelines and schedule an inspection with Cook County inspector prior to the beginning of Holiday Magic. 2

3 Feature LED Display/Light Show: o Feature display or light show to run throughout the night at times TBD o Example of show by Monday, October 26, o Installation and a demo of the show must be completed by Monday, November 30, 2015 o Responsible for all cabling from light fixtures to power source o Responsible for all sound equipment, cabling and speakers o All electrical connections should be wrapped and raised above the ground to eliminate moisture o No add-a taps, vampire plugs, lamp cord, etc. can be used. All extension cords must be grounded, twelve (12) gauge, and outdoor rated. o Respond to any operational issues in a timely fashion o LED or energy efficient only o Technician on-site every night of Holiday Magic o Provide a description of the show and itemized price list of fixtures. o Vendor must follow all Cook County electrical guidelines and schedule an inspection with Cook County inspector prior to the beginning of Holiday Magic. o Any use of lasers must adhere to all local, state and federal regulations. LED light displays, structures, etc. at location(s) to be determined. o Responsible for all cabling from light fixtures to power source o Responsible for all sound equipment, cabling and speakers o All electrical connections should be wrapped and raised above the ground to eliminate moisture o No add-a taps, vampire plugs, lamp cord, etc. can be used. All extension cords must be grounded, twelve (12) gauge, and outdoor rated. o Respond to any operational issues in a timely fashion o Provide detailed, itemized price list of fixtures. o Vendor must follow all Cook County electrical guidelines and schedule an inspection with Cook County inspector prior to the beginning of Holiday Magic. Total budget is $115, Schematics, timeline (If applicable) Bids are due back by July 11, 2016 for consideration. Installation and demonstration (if applicable) must be completed by Monday, November 28, Delivery or set up (If applicable) 3

4 Vendor must contact CZS staff to have their vehicles escorted in and out of the zoo. Vendor must contact CZS Animal Programs Department before working in any animal area including Big Cat Grottos, Formal Pool and the Hamill Family Play Zoo. Vendor must follow all Cook County electrical guidelines and schedule an inspection with Cook County inspector prior to the beginning of Holiday Magic Vendor/Consultant Information Vender will be held accountable to CZS Contractor Safety Policy (attached as part of contract). Required Proposal Response Format Written via , fax or mail. Deadline to Respond The Proposal must be submitted no later than July11, Basis for Award of Contract or Purchase Order CZS will award the contract to the proposal which demonstrates the best combination of price and lighting ideas and references. CZS Reservation of Rights CZS reserves the right to reject any or all proposals, without explanation, to waive irregularities, and to accept a proposal, which in CZS sole judgment, is in CZS best interests. MBE/WBE/DBE/8(a) The Chicago Zoological Society is committed to ensuring that certified minority-owned business enterprises (MBE s), women-owned business enterprises (WBE s), disadvantaged business enterprises (DBE s), and U.S. Small Business Administration 8(a)-certified (8(a) s) firms are afforded opportunities to compete for and participate in the Chicago Zoological 4

5 Society s purchasing activities. If your company is certified as a MBE, WBE, DBE or 8(a) company, please send your current certification with your response to this RFP. Vendor Prequalification Process and/or References Provide list of references. Additional Requirements such as Vendor Presentation or Demonstration (if applicable) All extension cords must be twelve gauge, exterior grade, and grounded. All electrical connections and cord ends must be wrapped in electrical tape, or covered with a manufactured electrical device designed for this purpose. The following items are not allowed: add-a-taps, vampire plugs, lamp cord, cord splices or alterations to any UL listed device. All light strings must be; LED, a manufactured system, UL listed, and be grounded or have an inline fuse. Cord splices, add on, or altering any UL listed product will not be accepted. All electrical strings/devices must be plugged directly into an outlet, or one (1) extension cord can connect the string/device with the outlet. Multiple cords cannot be used to connect electrical devices. Our exterior duplex outlets are all GFCI 20 amp. All electrical strings/devices must be under twenty (20) amps combined for the duplex outlet. All contractor s installing any lighting, cords, or electrical devices must be a registered contractor with Cook County. CZS will have their Supervising Electrician and the Cook County Electrical Inspector inspect all installations and connections. Each contractor will be responsible to correct all items noted by either party, and agree to meet; all OSHA Requirements, Cook County and Illinois State Codes. All contractors are responsible to provide their own tools, materials, equipment, fuel, labor, etc. unless otherwise noted in the contract. 5

6 Building Locations for LED Lighting (attachment): South Gate Hamill Family Play Zoo The Swamp Ten (10) snowmen Hamill Family Wild Encounters Santa Location (Seven Seas Underwater Viewing) Seven Seas Gift Shop Seven Seas (light center island in dolphin stadium) Fragile Rainforest Big Cat Grottos (4) Fragile Desert Swan Pavilion stage lighting Carousel (exterior) North Gate Australia House West Pachyderm GBW Mountain Wolf Woods entrance GBW Underwater Viewing entrance Living Coast Feathers & Scales Reptiles & Birds Tropic World sign 6