Bimbe Headliner

REQUEST FOR PROPOSALS
Headlining Artist Booking Agent
Date of Issue: September 10, 2026
Purpose of Request for Proposals (RFP): The City of Durham Department of Parks
and Recreation (City) is soliciting proposals for qualified agencies to provide artist
management and booking services for the 2027 City of Durham's Bimbe Cultural
Arts Festival headlining artists to be held on May 15, 2027.
Project Manager Kirk Archer, Recreation Manager
Department Parks and Recreation
Physical Address 400 Cleveland St., Durham NC 27701
Project Manager Phone 919-560-4355 x 27234
Project Manager Email Kirk.Archer@durhamnc.gov

RFP for Bimbe Cultural Arts Festival Headliner City of Durham, 2027
SELECTED CONTENTS
DESCRIPTION OF PROJECT AND NATURE OF RFP
Project
Scope of Work
Compensation Amount and Schedule
Definitions
Contract
Trade Secrets and Confidentiality
Bonds
Insurance
Discretion of the City
SCHEDULE
Schedule
Keep Proposals Open
Deadline to Submit Proposals
GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS
Questions
Pre-submittal conferences, meetings, and site visits
Updates and revisions to RFP
EVALUATION CRITERIA
Evaluation Criteria
CONTENTS OF PROPOSAL
Contents of Proposal
Contact information; Legal status; Qualifications; Project team, Location of work, and
subcontracting; Methods; Compensation; Assumptions; Small Local Business Enterprises (SLBEs);
Financial condition, Insurance, and Bonds; Conflict of Interest; Non-collusion
COVER LETTER WITH PROPOSAL
Cover letter
Addendums
HOW TO SUBMIT A PROPOSAL
How to submit a proposal
Format
Alternative Proposals
Candidate to Bear Expense; No Claims against City
Notice Under the Americans with Disabilities Act (ADA)
Values of City of Durham
Appendix A: City of Durham Sample Contract
Page 2 of 29

Request for Proposal (RFP) for
:
The City of Durham Department of Parks and Recreation (City) is soliciting proposals for qualified agencies to provide
artist management and booking services for the 2027 City of Durham's Bimbe Cultural Arts Festival headlining artists to
be held on May 15, 2027.
10. Date of RFP: September 10, 2026
20. Project Manager and Contact with City; Questions about this RFP. Direct questions and concerns to:
Att: Kirk Archer
Special Events Manager
Durham Parks and Recreation
400 Cleveland St.
Durham, NC 27701
919-560-4355 x 27234, kirk.archer@durhamnc.gov.
If you have concerns about this RFP that you believe are not being addressed by the project manager, please contact
Att: Wade Walcutt
Durham Parks and Recreation
400 Cleveland St.
Durham, NC 27701
919-560-4355
Wade.Walcutt@durhamnc.gov
DESCRIPTION OF PROJECT AND NATURE OF RFP
30. Project: The City of Durham Parks and Recreation is a nationally accredited department that organizes and puts on
several major festivals and events. In early 1969, a group of African-American students from Duke University, North
Carolina College at Durham, now North Carolina Central University (NCCU), and a host of community members met to
plan a cultural arts festival for the residents of Durham. 2019 was the 50th year of celebration for the event. The Bimbe
Cultural Arts Festival was established in honor of the West African festival of harvest and celebration. The City of Durham
Parks and Recreation Department's mission is "To create fun, enriching, inclusive programs, experiences, and spaces to
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build a safer, happier, and healthier Bull City."
In past years, the Bimbe Cultural Arts Festival has had artists such as Doug E. Fresh, 112, MC Lyte, Biz Markie, Da Brat,
and Naughty by Nature. For this year's festival, the City of Durham is looking for a contractor to provide R&B artists such
as Faith Evans, Monica, Keisha Cole, or artists of a similar caliber.
The City is seeking a Contractor to provide booking management services to contract national headlining artists for the
2027 Bimbe Cultural Arts Festival.
40. Scope of Work. The City expects that the successful proposal should contain a cover letter, signed by the principal in
the firm or agency, indicating his or her title and that he or she has the authority to submit the proposal on behalf of the
firm or agency. The letter should contain the following statement: "The undersigned has the authority to submit this
proposal on behalf of (name of company or agency) in response to the City of Durham RFP for providing booking
management services to contract national headlining artists for the 2027 Bimbe Cultural Arts Festival." The City requires
that the selected Contractor will be able to provide all of services below:
* Responder must provide national recording artist(s) to perform for no less than 45 minutes each.
* Upon execution of the contract, Responder must be able to provide weekly updates on the status of negotiations for
all potential artists to City staff until the City approves the artist(s).
* Responder will not enter into any agreements with any potential headlining artist for the 2027 Bimbe Cultural Arts
Festival without prior approval from the City.
* Responder must arrange and provide all appropriate transportation (air and ground, meals, and hotel
accommodations) for headliners booked.
* Responder must manage the coordination and hospitality of all headlining artists, from time of arrival to the City of
Durham to departure at the conclusion of the event.
* Responder will submit all backline needs and requests in writing to the City within two weeks of receipt of approval
from City for headliner artist(s).
The Responder must provide all of the following information as part of the proposal:
A list of potential artists by genre and price that the Responder could provide within their submitted budget. The list
must include a minimum of five (5) examples of artists in each of two price ranges: Price Range 1: $35,000 - $45,999,
Price Range 2: $46,000 - $55,000. Price range must include "turn-key" operation including all Core Requirements
listed above (i.e. transportation, hotels, riders, hospitality, etc.).
Statement to describe how long company or individual has been in national recording artist booking business.
Description of the individual or company's experience in booking management. This description should include a list
of artists managed and/or booked within the past 3 years.
An itemized estimated budget showing a detailed allocation of all expenses.
A minimum of three (3) references for which you have provided recent booking management services within the past
3 years.
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Resumes for individuals that will be designated and engaged in the artist booking.
Non -Collusion Affidavit
CONTRACTOR WORKFORCE DIVERSITY QUESTIONNAIRE The City of Durham has a commitment to attracting and
maintaining a diverse workforce and, extends that same commitment to any business, vendor, or contractor that the
City does business with. Please complete and submit The Contractor Workforce Diversity Questionnaire provided in
Project Manual.
Signed Addendum(s) if issued
50. Compensation Amount and Schedule. The City's payment to the Contractor is intended to cover artists booking
negotiation, travel coordination and all artist management of the 2027 Bimbe Cultural Arts Festival headlining artists.
However, dependent upon sponsorships obtained by the City, Core Requirements, detailed in Section 40 may be
negotiable. Compensation will be made in installments throughout the contracted term. An initial payment will be made
to the selected contractor net 30 days of signature by all parties. Additional payments will be made as deliverables are
completed. Final payment will be made net 30 days after the appearance and entertainment presentation by
artist/producer.
60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should. Unless the context indicates otherwise
- (a) The expressions "RFP," "this RFP," and "the RFP" refer to this document as it may be amended or updated. (b)
"City" and "city" mean the City of Durham. (c) The "proposal" or "Bid" is the response of a person, firm, or corporation
proposing to provide the services sought by this RFP. (d) The word "Candidate" or "candidate" is the person, firm, or
corporation that submits a proposal or that is considering submitting a proposal. (e) The word "Contractor" or
"contractor" is the person, firm, or corporation with which the City enters into a contract to provide the services sought
by this RFP. That is, "contractor" generally refers to a successful candidate that has obtained a fully executed contract
with the City, while "candidate" is generally reserved to the stage before a contract has been signed. (f) The word
"should" is used to tell candidates what the City thinks it wants and/or what the project manager thinks is best.
Candidates that want to increase the likelihood of being selected will, in general, do what the RFP says candidates
"should" do, but failure to comply with all "shoulds" will not necessarily and automatically result in rejection.
70. Contract. The City anticipates that at the conclusion of the RFP process there will be a contract between the City and
the successful candidate(s) under which the successful candidate(s) will provide the goods and services generally
described in this RFP. It is the City's intention to use the contract that is attached as Exhibit A, modified and filled in to
reflect the RFP and the proposal. If a candidate objects to any of the contract provisions, it should state the objections in
its proposal. An objection does not guarantee that the City will change its contract provisions. Failure to provide
objections creates an assumption that the candidate accepts all standard City contract terms and conditions.
If federal assistance or funds are used in conjunction with the services provided by the candidate, clauses for contracts
involving federal financial assistance shall be incorporated into contract. The Candidate is required to be familiar with
these federal assistance clauses and to comply with them.
80. Trade Secrets and Confidentiality. As a general rule, all submissions to the City are available to any member of the
public. However, if materials qualify as provided in this section, the City will take reasonable steps to keep trade secrets
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confidential.
Definitions.
In this section (Trade Secrets and Confidentiality) -
The term "candidate" includes the candidate as contractor (that is, after it is a party to a contract with the City).
The term "trade secret" means business or technical information, including but not limited to a formula, pattern,
program, device, compilation of information, method, technique, or process that:
a. Derives independent actual or potential commercial value from not being generally known or readily
ascertainable through independent development or reverse engineering by persons who can obtain economic
value from its disclosure or use; and
b. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.
The existence of a trade secret shall not be negated merely because the information comprising the trade
secret has also been developed, used, or owned independently by more than one person, or licensed to other
persons.
The term "record" means all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic
or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical
form or characteristics, received by the City of Durham in connection with the candidate's proposal.
(a) Designation of Confidential Records. To the extent that the candidate wishes to maintain the confidentiality
of trade secrets contained in materials provided to the City, the candidate shall prominently designate the
material with the words "trade secrets" at the time of its initial disclosure to the City. The candidate shall not
designate any material provided to the City as trade secrets unless the candidate has a reasonable and good-faith
belief that the material contains a trade secret. When requested by the City, the candidate shall promptly
disclose to the City the candidate's reasoning for designating material as trade secrets; the candidate may need
to label parts of that reasoning as trade secrets. In providing materials to the City, the candidate shall make
reasonable efforts to separate those designated as trade secrets from those not so designated, both to facilitate
the City's use of the materials and to minimize the opportunity for accidental disclosure. For instance, if only a
sentence or paragraph on a page is a trade secret, the page must be marked clearly to communicate that
distinction. To avoid mistake or confusion, it is generally best to have only trade secret information on a page
and nothing else on that page.
To the extent authorized by applicable state and federal law, the City shall maintain the confidentiality of records
designated "trade secrets" in accordance with this section. Whenever the candidate ceases to have a good-faith
belief that a particular record contains a trade secret, it shall promptly notify the City.
(b) Request by Public for Access to Record. When any person requests the City to provide access to a record
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designated as a trade secret in accordance with subsection (a) above, the City may
(1) decline the request for access,
(2) notify the candidate of the request and that the City has provided, or intends to provide, the person
access to the record because applicable law requires that the access be granted, or
(3) notify the candidate of the request and that the City intends to decline the request.
Before declining the request, the City may require the candidate to give further assurances so that the City
can be certain that the candidate will comply with subsection (c) below.
(c) Defense of City. If the City declines the request for access to a record designated as trade secrets in
accordance with subsection (a), then, in consideration of the promises in (b) above and for considering the
candidate's proposal, the candidate agrees that it shall defend, indemnify, and save harmless Indemnitees from
and against all Charges that arise in any manner from, in connection with, or out of the City's non-disclosure of
the records. In providing that defense, the candidate shall at its sole expense defend Indemnitees with legal
counsel. The legal counsel shall be limited to attorneys reasonably acceptable to the City Attorney.
Definitions. As used in this subsection (c), "Charges" means claims, judgments, costs, damages, losses, demands,
liabilities, fines, penalties, settlements, expenses, attorneys' fees, and interest. Indemnitees" means the City,
and officers, officials, independent contractors, agents, and employees, of the City. "Indemnitees" does not
include the candidate. The City may require the candidate to provide proof of the candidate's ability to pay the
amounts that may reasonably be expected to become monetary obligations of the candidate pursuant to this
section. If the candidate fails to provide that proof in a timely manner, the City shall not be required to keep
confidential the records whose non-disclosure gives rise to the potential monetary obligation. Nothing in this
agreement shall require the City to require any person (including the City itself) to be placed in substantial risk of
imprisonment, of being found by a court to be in contempt, or of being in violation of a court order. This
subsection (c) is separate from and is to be construed separately from any other indemnification and warranty
provisions in the contract between the City and the candidate.
85. Reserved
90. Bonds. No performance bond or payment bond is required for this contract.
100. Insurance.
The Contractor agrees to maintain on a primary basis, at its sole expense, and at all times during the life of this
contract the following applicable coverages and limits. The requirements contained herein, as well as the City's review or
acceptance of insurance maintained by the Contractor, is not intended to, and shall not in any manner, limit or qualify
the liabilities or obligations assumed by the Contractor under this contract.
Commercial General Liability - Combined single limit of no less than $1,000,000 each occurrence and $2,000,000
aggregate. Coverage shall not contain any endorsement excluding or limiting Product/Completed Operations, Contractual
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Liability, Cross Liability, or Personal and Advertising Injury Liability.
Automobile Liability - Limits of no less than $1,000,000 Combined Single Limit. Coverage shall include liability for
Owned, Non-Owned, and Hired automobiles. In the event the Contractor does not own automobiles, the Contractor
agrees to maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to
the Commercial General Liability policy or by separate Auto Liability policy. Automobile coverage is necessary only if
vehicles are used in the provision of services under this contract or are brought on a City site.
Umbrella or Excess Liability - The Contractor may satisfy the minimum liability limits required above under an
Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess
Liability. However, the Annual Aggregate limits shall not be less than the highest "Each Occurrence" limit for required
policies. The Contractor agrees to endorse the City as an "Additional Insured" on the Umbrella or Excess Liability unless
the certificate of insurance states the Umbrella or Excess Liability provides coverage on a "Follow-Form" basis.
Worker's Compensation & Employers Liability - The Contractor agrees to maintain Worker's Compensation Insurance
in accordance with Chapter 97 of the North Carolina General Statutes and with Employer Liability limits of no less than
$1,000,000 for each accident, each employee, and policy limit. This policy must include a waiver of subrogation.
OR
The Contractor declares that they have fewer than 3 paid employees and are therefore not required to have worker's
compensation coverage in accordance with Chapter 97 of the North Carolina General Statutes. If at any point during the
life of this contract the Contractor employs 3 or more paid employees, the Contractor agrees to obtain and maintain
worker's compensation insurance in accordance with Chapter 97 of the North Carolina General Statutes with limits of no
less than $1,000,000 each accident, each employee, and policy limit. The policy must also include a waiver of
subrogation.
Additional Insured - The Contractor agrees to endorse the City as an Additional Insured on the Commercial General
Liability. The Additional Insured shall read "City of Durham as its interest may appear".
Certificate of Insurance - The Contractor agrees to provide the City a certificate of insurance evidencing that all
coverage, limits, and endorsements required herein are maintained and in full force and effect, and certificates of
insurance shall provide a minimum thirty (30) day endeavor to notify, when available, by the Contractor's insurer. If the
Contractor receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein or
receives notice that coverage no longer complies with the insurance requirements herein, the Contractor agrees to notify
the City within five (5) Business Days with a copy of the non-renewal or the cancellation notice or with written specifics
as to which coverage is no longer in compliance. The Certificate Holder address should appear as follows:
City of Durham
Attn: Parks & Recreation
101 City Hall Plaza
Durham, NC 27701
All primary insurance carriers must be authorized to do business in North Carolina. As used in this contract, "Business
Day" is defined as any day other than Saturdays, Sundays, and any legal holiday recognized by the City pursuant to City
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Code Section 42-16, as amended.
110. Discretion of the City.
A. The City of Durham reserves the right to (i) reject any, any part of, or all proposals, or (ii) accept that proposal
which the City deems to be in its best interest, whether or not it is the lowest dollar proposal.
B. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document, unless the
contrary provision refers specifically to this provision, the City reserves the right (i) to negotiate changes of any
nature with any candidate with respect to any term, condition, or provision in this document and/or in any
proposals, whether or not something is stated to be mandatory and whether or not it is said that a proposal will be
rejected if certain information or documentation is not submitted with it, and (ii) to enter into an agreement for
some or all of the work with one or more persons, firms, or corporations that do not submit proposals. For
example, all deadlines are for the administrative convenience or needs of the City and may be waived by the City in
its discretion. This subparagraph B applies to the entire RFP.
C. Where the City asks or tells candidates to do stated things, such as that a proposal should follow a stated format
or that the candidate should do stated things in seeking the contract, the City may reject a proposal because it does
not comply with those requests, so the candidate is adding to its risk of rejection by non-compliance. Still, the City
may, in its discretion, waive non-compliance. This subsection (C) does not limit subsections (A) and (B).
D. Of course, once a contract is signed, the parties to the contract may enforce the contract according to its terms
as allowed by applicable law.
SCHEDULE
120. Schedule.
RFP issued September 10, 2026
Pre-submittal conference September 17, 2026
Deadline to submit questions September 18, 2026
Proposal submittal deadline October 12, 2026
Contractor selection October 2026
Contract execution October 2026
Implementation November 2026
This schedule is the City's best estimate of the schedule that will be followed. If a component of this schedule is delayed,
the rest of the schedule will be shifted by the same number of days.
The City expects the services to be complete by May 15, 2027.
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130. Reserved
140. Deadline to Submit Proposals. Candidates should see that their proposals are received at the following address by
October 12, 2026 4pm.
150. Questions. Questions about the RFP and the RFP process should be submitted to the project manager identified at
the beginning of this RFP.
160. Pre-submittal conferences, meetings, and site visits. The City will conduct a virtual pre-submittal on September
15, 2026, 1:00 p.m. Attendees should already be familiar with this RFP. Attendance is not mandatory for proposal
submittal. Email Kirk.Archer@durhamnc.gov for pre submittal conference link.
170. Updates and revisions to RFP. If you have supplied the Project Manager with your preferred method of contact
(email, fax, etc.), updates to this RFP ("addendums" or "addenda") will be sent to you in that manner. This RFP and
addendums are normally posted on the City's website, on the Purchasing Division's webpage. Check that webpage to see
that you have received all addenda.
EVALUATION CRITERIA
180. Evaluation Criteria. If an award is made, it is expected that the City's award will be to the candidate that agrees to
meet the needs of the City. A number of relevant matters will be considered, including qualifications and cost. The
Evaluation Criteria are intended to be used to make a recommendation to the entity or person (the City Manager or the
City Council) who will award the contract, but who are not bound to use these criteria or to award on the basis of the
recommendation. The City reserves the right to change the criteria and to otherwise vary from this procedure as it
determines to be in the City's interest.
190. Understanding of the Project- 10 points
Proposals will be evaluated against the questions set out below.
(a) How well has the candidate demonstrated a thorough understanding of the purpose and scope of the
project?
(b) How well has the candidate identified issues and potential problems related to the project?
(c) How well has the candidate demonstrated that it understands the deliverables the City expects it to
provide?
(d) How well has the candidate demonstrated that it understands the City's schedule and can meet it?
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