Las Vegas Convention and Visitors Authority
Scope of Work for Venue Management System Consulting Services
Introduction: The Las Vegas Convention and Visitors Authority (LVCVA) is soliciting
competitive sealed proposals from qualified vendors for Venue Management System (VMS)
consulting services. The project will include organizational research, such as conducting
departmental interviews, to determine a thorough understanding of LVCVA’s need in order to
develop a comprehensive Request for Proposal (RFP), review submitted proposals and assist
during contract negotiations.
Additionally, the qualified consulting organization may be retained in Phase II of this project to
coordinate and oversee the implementation of the VMS.
Background: The LVCVA uses various systems and methods to manage the convention center.
Currently the campus has 3.2 million square feet of meeting space and is undergoing an
expansion that will add an additional 1.1 million square feet of space by December 2020. With
the growth of space and conventions, the LVCVA is interested in obtaining a VMS to better
manage the facility.
General Scope of work:
The Successful bidder will provide consulting services that will work with the LVCVA to create
a fully developed RFP, which will be used to select a qualified VMS vendor. The services
should include, but are not limited to, the following tasks:
1. Conduct Departmental Interviews – Interview several departments including
Convention Services, Customer Experience, Business Sales, Information Technology,
and Client Services. In addition, interviews will be conducted with C-Suite stakeholders
such as the Chief Operating Officer and Chief Financial Officer.
2. Obtain Background Information – During the interview process, the successful bidder
will examine existing systems and processes used to manage the convention center
facility, in order to gain a thorough understanding of current procedures.
3. Determine Module Requirements – Assist in determining module requirements,
including but not limited to, data conversion, interface, forms and reporting. The VMS
will consist of several modules such as, Customer Relationship Management System
(CRM), Room Scheduler, Workflows with notifications, Equipment Check-out/Asset
Mgt., Room Reservations, Billing, Change Management, Event Planner Portal, and other
modules as determined in the discovery phase. In addition, the VMS system will need to
interface with the LVCVA’s existing finance systems.
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4. Develop Scope of Work – Based on the information gathered through the research
process, the successful bidder will develop a scope of work for a successful VMS vendor.
The document will be tailored to the LVCVA’s unique needs based on the project
5. Response Review – The successful bidder will work with the LVCVA to review
submitted proposals from VMS vendors. This includes reviewing RFPs and attending
vendor presentations, demos and/or interviews.
6. Contract Review, Negotiations and Award – Review the appropriate agreements that
may include license, support and hosting agreements provided by the vendor, and
propose recommended changes to the contract and participate in negotiations with the
ERP vendor. Contractual terms, conditions and costs will be negotiated with the goal in
mind of protecting the LVCVA’s long-term interest.
Experience and Background of Firm – 25 points
Experience and Background to Key Personnel Assigned to Project – 25 points
Project Plan – 30 points
Cost/Pricing – 20 points
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