Annual Prescott 4th of July Event Coordination and Implementation (24PR001)

Agency:	City of Prescott
State:	Arizona
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Feb 29, 2024
Due Date:	Apr 4, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Request for Proposal

For

Annual Prescott 4th of July Event Coordination and Implementation

MAYOR AND COUNCIL:

Phil Goode, Mayor

Connie Cantelme, Council Member

Lois Fruhwirth, Council Member

Ted Gambogi, Council Member

Brandon Montoya, Council Member

Eric Moore, Council Member

Cathey Rusing, Council Member

CITY CLERK:

Sarah Siep

Request for Proposals (RFP)

Annual Prescott 4th of July Event Coordination and Implementation

DESCRIPTION: The City of Prescott is accepting proposals for consideration from event

management companies, non-profit organizations, and individuals with three or more years

of event or festival planning and implementation experience. The Vendor/Contractor

selected shall execute duties professionally, in coordination with the City of Prescott in order

to continue the proud tradition of an event that reflects positively on the City of Prescott.

The event shall take place at Watson Lake Park, located at 3101 Watson Lake Road in

Prescott.

MANDATORY PRE-BID CONFERENCE: March 19, 2024, at 10:00 AM, Grace Sparkes

Memorial Activity Center, Flagstone Room.

BID OPENING: Thursday, April 4, 2024, at 2:00pm City Council Chambers 201 N.

Montezuma Street, 3rd floor, Prescott, Arizona 86301

In accordance with local and State law, sealed bids will be received by the Office of the City

Clerk at 201 N. Montezuma Street, Suite 302, Prescott, Arizona 86301, until 2:00pm on

the date specified above, for the services specified herein. Bids will be opened and read aloud

at the above noted date, time, and location. Any bid received at or after 2:00pm on the

referenced date will be returned unopened.

The City of Prescott reserves the right to accept or reject any or all bids, and/or some or all of

the alternates bid, and waive any informality deemed in the best interest of the City and to

reject the bids of any persons who have been delinquent or unfaithful in any contract with the

City.

This solicitation, full submittal information and any addenda are available free of charge on

the City’s website at https://prescott-az.gov/budget-and-finance/purchasing/ .

PUBLISH: March 3 and 10, 2024

Request for Proposals (RFP)

Annual Prescott 4th of July Event Coordination and Implementation

TABLE OF CONTENTS

GENERAL INFORMATION........................................................................................................... 4

A. DESCRIPTION OF WORK ...................................................................................................... 4

B. MANDATORY PRE-BID CONFERENCE............................................................................... 5

C. PROPOSED PROJECT SCHEDULE ......................................................................................... 6

D. REQUESTS FOR INFORMATION............................................................................................ 6

II. SUBMITTAL REQUIREMENTS ................................................................................................... 6

A. PROPOSAL REQUIREMENTS ................................................................................................ 6

B. INSTRUCTIONS FOR SUBMITTAL FORMS............................................................................. 7

C. DISCLOSURE........................................................................................................................ 8

D. PROPRIETARY INFORMATION ............................................................................................. 9

E. DELIVERY OF SUBMITTALS ................................................................................................. 9

III. EVALUATION CRITERIA......................................................................................................... 10

IV. CONTRACT NEGOTIATION AND AWARD ............................................................................... 10

V. TERM OF CONTRACT.............................................................................................................. 13

VI. TERMINATION OF CONTRACT ............................................................................................... 13

VII. PROTEST POLICY ................................................................................................................... 14

VIII. STANDARD INFORMATION ..................................................................................................... 14

General Services Contract ................................................................................................................ 18

Form A – Solicitation Response Cover Sheet.................................................................................. 27

FORM B – PRICE SHEET ..................................................................................................................... 28

FORM C – BID CERTIFICATION ......................................................................................................... 29

FORM D – NON-COLLUSION CERTIFICATE....................................................................................... 30

FORM E – CERTIFICATE OF OWNERSHIP.......................................................................................... 31

FORM F – BIDDER QUALIFICATIONS, REPRESENTATIONS AND WARRANTIES............................... 32

I. GENERAL INFORMATION

The City of Prescott is accepting proposals for consideration from event management

companies, non-profit organizations, and individuals with three or more years of event or

festival planning and implementation experience. The Vendor/Contractor selected shall

execute duties professionally, in coordination with the City of Prescott in order to continue the

proud tradition of an event that reflects positively on the City of Prescott. The event shall take

place at Watson Lake Park, located at 3101 Watson Lake Road in Prescott.

Prescott is a city of estimated 48,000 residents and is Arizona’s original Territorial Capital

located in the highlands of west-central Arizona, at a comfortable mile-high elevation. Prescott

has a major tourism emphasis and appeal, and therefore serves residents throughout the Quad-

City area (population estimated at 130,000), and visitors alike. Prescott has a long-standing

tradition of providing high quality events and activities surrounding the Independence Day

holiday. The Office of Tourism estimates that Prescott entertains over 30,000 visitors in

addition to our existing population over the 4th of July week.

A. DESCRIPTION OF WORK

The Contractor agrees to provide sufficient qualified staffing to complete the following:

 Planning

o Assist the City with Developing, presenting, and executing a plan for the

logistics and operations of the event. This shall include complying with

the City’s formal special event process and working closely with the

interdepartmental special events committee.

o Work with all designated staff, public safety representatives, and other

governmental entities to ensure that all components of the event are

coordinated.

o Coordinate all aspects of the event to include, activities, entertainment,

food and beverage, sponsorships, marketing, portable toilets, crowd

management, and staffing.

o Coordinate advance and day-of ticketing operations, including sales and

related logistics.

o Coordinate food and beverage vendors, sales, and related logistics.

o Monitor budgets and ensure compliance in all areas.

o Provide a brief description of your event timeline, activities, and

staff/volunteer roles as they relate to event activities.

o Provide the City of Prescott with a marketing plan as it relates to event

goals and attracting both Prescott and non-Prescott audiences.

 Managing Contractor and Exhibitor Communication

o Event Director and his/her designee are the primary contacts for all

vendors/exhibitors.

o Respond to all vendor and exhibitor telephone and electronic inquiries in a

professional and timely manner.

 On-Site Requirements

o Assist City staff and Provide additional staffing for the event set-up and

tear-down.

o Provide staffing for vendor/exhibitor check-in, check-out, and trouble

shooting.

o Inspect venue and implementation regularly to ensure conformity to

approved plan.

o Assist City staff with Monitoring event implementation to ensure

compliance with applicable regulations and laws, satisfaction of attendees,

and timely resolution of any problems that arise.

o If alcohol sales are included, the contractor must ensure all management

and local, state, and federal requirements are met.

 Budget

o Provide activities, tents, portable toilets, entertainment, food, sponsorships,

marketing, crowd management, and staffing..

o The City of Prescott will provide traffic control, public safety, parking

management, off-site parking and shuttles, fireworks and payment for services

acquired.

 Provided Material

For the successful contractor, the City of Prescott agrees to provide information

on previously used vendors, entertainment, and activities.

B. MANDATORY PRE-BID CONFERENCE

This pre-bid conference is mandatory for potential proposers. Proposals will only be

accepted from firms in attendance as established on the sign-in sheet.

Anything discussed, or not discussed, in the meeting shall not change the requirements of

the bid documents. Any changes to the bid documents shall be in writing. The minutes of

this pre-bid conference will be distributed to all attendees. The minutes shall not be

considered part of any addendum and shall not be considered part of the contract

documents for the project.

The mandatory pre-bid conference will be held on March 19, 2024, at 10:00 AM at this

location:

City of Prescott

Grace Sparkes Memorial Activity Center

Flagstone Room

824 E. Gurley Street, Prescott, AZ 86301

Annual Prescott 4th of July Event Coordination and Implementation (24PR001)

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