Event Consultation Services

Agency:	City of Dublin
State:	Ohio
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Sep 29, 2023
Due Date:	Oct 19, 2023
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
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EVENT CONSULTATION

SERVICES

REQUEST FOR PROPOSALS

Issue Date: September 29, 2023

Deadline: October 19, 2023

Introduction & Purpose of Work

The City of Dublin (City) invites qualified firms to submit a response (the “Proposal”) to this

Request for Proposals (“RFP”) for consultant services related to an analysis and recommendations

for the City’s current and future special event offerings. The City directly manages (ie, plans,

funds, and operates)five signature events – St. Patrick’s Day, Independence Day, the Dublin Irish

Festival, Spooktacular and Tree Lighting. Additionally, the City is responsible for permitting the

many privately-run special events held in the City each year.

The results of the consultant’s report will be used to further City Council’s (Council) goal to,

“Develop Dublin’s ‘Destination of Choice’ Next-Generation Community Events Vision.” Specifically,

the Council’s goal directs the City to, “Develop a local and regional community events program

and management roadmap. Leverage Dublin parks and facilities to create a connected,

comprehensive, and fiscally sustainable vision that drives vitality, engagement, and

entertainment.”

As indicated in the Council’s stated goal, the work will involve both a review and recommendations

regarding the City’s current event management model, as well as recommendations for both

future events and event management model(s).

Background

Dublin is a city of nearly 50,000 residents located just northwest of Columbus, Ohio. It offers

residents and corporate citizens responsive services, attractive housing, superior public

education, direct regional highway access, abundant park space and recreational opportunities,

thoughtful and strategic planning, innovative ideas and technology and a dynamic community

life. Dublin is consistently ranked one of the safest cities in the nation and in 2022 was named

“Best Suburb for Business” by Columbus CEO magazine for the 12th straight year. It is home to

more than 20 corporate headquarters, an entrepreneurial center, 4,300+ businesses, world-class

events and the urban, walkable Bridge Street District.

Community Events is a division of the Parks and Recreation Department responsible for

reservations of outdoor shelter houses, sports fields, the Kaltenbach Community Center and

other various park spaces. In addition, they are responsible for permitting tournaments and

sports leagues, as well as all external community events. The award-winning Community Events

division also executes the five City-sponsored signature events, which are described below.

St. Patrick’s Day Parade

The St. Patrick’s Day Parade is a regional parade that recognizes Dublin, Ohio’s name association

with Dublin, Ireland. The annual event typically takes place the Saturday before St. Patrick’s

Day, unless that day falls during Dublin City Schools’ spring break. The estimated attendance can

be anywhere from 16,000 to 20,000, depending on the weather. In 2023, total expenditures

were $110,854, and total revenue was $11,250.

Independence Day Celebration

The purpose of the Independence Day Celebration is to bring the community together to

celebrate the holiday. The goal is to have the best suburban Independence Day celebration and

to encourage residents to stay in town to celebrate with their family, friends and neighbors. The

event occurs annually on July 4, unless the holiday falls on a Sunday, in which case it is held on

the preceding Saturday.

The Independence Day Celebration kicks off at 8 a.m. with the Sherm Sheldon Fishing Derby at

Avery Park, which is attended by approximately 150 people. The parade begins at 11 a.m. and

draws approximately 12,000 attendees. 27,000 guests attend the evening celebration, which

begins at 4:30 p.m. The evening celebration includes a concert featuring well-known recording

artists. Recent headlining artists have included Ann Wilson, Gary LeVox of Rascal Flatts, Michael

McDonald and Chaka Khan. In 2023, total expenditures were $676,371 and total revenue was

$178,086.

Dublin Irish Festival

The Dublin Irish Festival (DIF) began as a collaboration between the Columbus Feis Committee

and Dublin volunteers as part of a yearlong celebration of Dublin’s first year as a city in 1988.

The City of Dublin took over running the event in 1992. Since then, it has grown to be the

largest 3-day Irish Festival in the world. DIF takes place at Coffman Park, which is home to

seven stages, 65 acts, and over 535 performers every year during the first weekend in August.

The highest recorded attendance at the event was 103,000 in 2017. The expenditures and

revenue totals for the past five years are listed below.

2017

2018

2019

2021*

2022

Revenue

$2,257,798 $2,156,280 $2,241,041 $388,920 $2,148,889

Expenditure $2,181,115 $2,181,537 $2,349,767 $671,009 $2,560,466

*The 2021 Festival was modified to a small-scale event called Dublin Irish Days.

Halloween Spooktacular

Halloween Spooktacular is an annual event that aligns with Dublin City Schools’ Fall Break to

provide a family-friendly event based on Halloween and autumn themes. The two-day event

recorded an attendance of 9,500 people in 2022. Expenditures were $60,558, and revenue was

$1,000.

Holiday Tree Lighting

As the official kick-off to the holiday season in Dublin, the Holiday Tree Lighting event occurs the

Thursday after Thanksgiving each year. The event is intended to provide a venue for uniting the

Dublin community in an atmosphere of fun and theatrical entertainment. In 2022, an estimated

2,000 guests attended the event. In 2022, total expenditures were $34,071. There is typically no

revenue for this event.

For more information and details regarding the City of Dublin, please refer to the City’s website:

www.dublinohiousa.gov

Scope of Work

• Review and recommendations regarding the City’s current event management model. The

scope of this component of work should include, but is not limited to, the following:

o Event management model inventory and review. An inventory and review of

event management models both regionally (State of Ohio) and nationally. These

models may include, but are not limited to, public management, non-profit

management, private management, public/private partnerships, community

improvement corporations, development corporations, special improvement districts,

etc. This should also include an analysis of and recommendations regarding the City’s

overall strategy for managing its signature events, including operations and staffing,

with an emphasis on both event quality and cost recovery.

o Budget analysis. This should include an analysis of the fully-burdened cost

(including labor costs and soft costs) for each signature event and a trend analysis for

at least the past five years regarding cost recovery for each signature event.

o Event resource review. In coordination with the budget analysis described above,

this should focus on analysis of existing resources dedicated to each signature event

and recommendations regarding both the adequacy of existing resources and potential

efficiencies with regards to resource allocation.

o Sponsorship review. Provide an analysis and recommendations regarding the City’s

current sponsorship recruitment and revenue model for each signature event.

o Vendor management. Provide an analysis and recommendations of the City’s

current vendor management and revenue model for each signature event.

o Brand and target strategy. This should include an analysis and recommendations

regarding the brand and target strategy for each of the City’s signature events.

• Provide a community events program and management roadmap for future events in the City.

The scope of this component of work should include, but is not limited to, the following:

o Event management model best practices. This should include an analysis and

recommendations regarding the event management model(s) the City should focus on

when considering future events, with an emphasis on both event quality and fiscal

sustainability. This should also include recommendations regarding the City’s

permitting process or non-City managed events.

o Scheduling tempo for events at City-owned parks and facilities. This should

include location-specific recommendations for the scheduling tempo for events at City-

owned parks and facilities. Considerations such as necessary City staff allocation and

the burden of events on the physical infrastructure should be considered.

o Best practices for attracting events to the City.

o Recommendations for potential future events.

Deliverables

The submission will include a detailed report on the items outlined in the scope. The final report is

expected to be delivered to City Council in the second quarter of 2024.

Submittal Requirements

Proposals should have a 20-page limit (not including front and back cover, table of contents

or fee proposal). Firms should adhere to the following order and content for proposal

sections. Each section should be labeled for ease of reference:

A. Cover Sheet and Contact Information

The cover sheet should have the primary contact information including name,

organization, phone number, email and address. The cover sheet should also include

a brief statement on the firm’s interest in the project.

B. Qualifications

Include examples of similar work done within the last 10 years. In each example,

provide the name(s) of team members involved who will be assigned to this project

and client contact references (including name, title, phone number, and email

address). The City of Dublin reserves the right to contact any of the organizations or

individuals listed.

C. Approach and Methodology

Describe your firm’s intended approach to accomplishing each item listed in the scope

of work. This should include, but is not limited to, how the firm will conduct the

necessary research and analysis to provide an informed recommendation. Firms

should provide a project timeline and management plan for each item listed in the

scope of work.

D. Contract Exceptions

Indicate any concerns with the terms of the City’s “Professional Services Agreement”

attached as “Attachment A”. Please make comments as specific as possible.

E. Fee Proposal

Please include a budget that identifies all anticipated costs and fees associated with

the work necessary to complete this project. All actions and anticipated expenses

should be itemized with all hourly rates for services included.

F. Other Information

Include any other information you consider to be relevant to the proposal.

Selection Process

Proposals will be evaluated by a team of City staff using the following weighted criteria:

• The qualifications and experience of the firm (30 points)

• Quality of work produced for other organizations (30 points)

• Understanding of the project scope (15 points)

• Approach to accomplishing the work (15 points)

• Any other factors the selection committee deems applicable (10 points)

The City of Dublin reserves the right to reject any late or incomplete submissions, and all proposals

for any reason. The Proposal does not commit the City of Dublin to award a contract, pay any

costs incurred in preparation of the Proposal, or to procure or contract for services.

Event Consultation Services

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