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HomeMy WebLinkAbout2009 10 12 Informational 101 Results Of The Request For Event Management ServicesOctober 12, 2009 Regular Meeting REQUEST: The Parks and Recreation Department is informing the City Commission of the results of the request for Event Management Services. PURPOSE: The purpose of this item is to inform the City Commission regarding the results of the request for Event Management Services. CONSIDERATIONS: COMMISSION AGENDA I7EM i 0" Consent Informational Public Hearing Regular Mgr. Dept. Authorization X (2CP At the August 3, 2009 City Commission workshop staff received direction to go out for an RFP for Event Management Services. Staff obtained a draft from Altamonte Springs and adapted it to Winter Springs Special Events and needs. It was properly advertised in the Orlando Sentinel on Sunday, September 6, 2009. The request was also placed on Demand Star, the City's website and a direct mailing was done to local Central Florida firms that may have an interest. Nine (9) firms inquired about the information from Demand Star, Thirteen (13) firms inquired at the City website, and twenty -four (24) Central Florida firms were direct mailed /e- mailed. Staff received 2 phone calls. Both firms indicated they provide stage, sound, entertainment, fireworks, etc. for events for a fee. However, they do not do the fundraising aspect of special events. A bid opening occurred on September 24, 2009 with no responses. Agenda Item 101 Informational October 12, 2009 Page 2 FUNDING: N/A RECOMMENDATIONS: Informational Only. ATTACHMENTS: Attachment #1 RFQ for Event Management Services Attachment #2 Listing of firms informed. COMMISSION ACTION: City of Winter Springs 1126 East State Road 434 Winter Springs, FL 32708 407 327 -1800 RFQ CONTENTS Overview -A Purpose of this RFQ -6 Your Qualifications and References -C Your Design Ideas, Process and Experience -D Submission Information -E OVERVIEW -A Request for Qualifications Event Management Services 2010 Community Events ATTACHMENT #1 The City of Winter Springs is an upscale residential suburb of 34,621 residents, located 15 miles northeast of Orlando in Seminole County, Florida. The City prides itself on its various Community Events throughout the year. This RFQ is for the securing of sponsorships, production, and execution (Event Management Services) for two of the City of Winter Springs Community Events (1 -2) and possibly others (3 -4). They are as follows: 1. Spring Concert A 3 year evening Spring concert with the Orlando Philharmonic Orchestra held at the Central Winds Park outdoor amphitheatre in March or April. Activities have included live performance from orchestra, art displays, vendors /sponsors and fireworks display. Total estimated event costs are approximately $25,000. 2. July 4 Celebration of Freedom an 11 year large event with vendors /sponsors entertainment, kids games, and other activities including 30 minute fireworks display, live entertainment with staging, lights and sound. Estimated audience of 25,000 people. Total estimated event costs are approximately $55,000. 3. Hometown Harvest A 3 year evening event for the whole family held in late October in the Winter Springs Town Center. Activities have included hayrides, entertainment, street walking entertainment, vendors /sponsors, dancing and fireworks. Total estimated event costs are approximately $10,000. 1 4. Holiday Parade A 27 year annual holiday parade held in conjunction with the Christmas Tree Lighting. Up to 70 entries featuring bands, youth and adult groups, non profit organizations and area businesses. Christmas Tree Lighting a 5 year annual Holiday Tree Lighting held in December in the Winter Springs Town Center. Activities have included tree lighting, pictures with Santa, Holiday entertainment, lights, sound and staging, giveaways and vendors /sponsors. Total estimated event costs are approximately $16,000. PURPOSE OF THIS RFQ -B The City of Winter Springs is seeking an Events Management Firm that could raise enough funds from sponsorships /vendors, etc. to cover the cities estimated event costs. The payment to the firm for this service would be a negotiated percentage of additional funding raised by the event firm through sponsorships, vendors, etc. The City of Winter Springs is inviting prospective fund raiser event producers, or other qualified entities or organizations, to respond to this RFQ. Qualified candidates must respond in writing by the submission deadline and answer the RFQ in its entirety. Proposals will be considered based on, among other criteria, fund raising ability capabilities, creativity, costs and a thorough description of the services offered which satisfy the requirements of the RFQ. YOUR QUALIFICATIONS AND REFRENCES -C A proper response to this RFQ will include comprehensive information related to Event Management Services, your qualifications, including your fund raising events. Accordingly, in your response please include, among other relevant things, to the following information: 1. Your contact details and person to receive notices and communications 2. List of clients and date of last involvement and amount of funds raised. 3. Your years of experience. 4. Types of events you have previously been involved in. 5. Portfolio examples of work for key clients. Provide the contact names and phone number for at least one major client that we may contact. Any other information you deem relevant to this RFQ. YOUR DESIGN IDEAS, PROCESS AND EXPERIENCE -D We are interested in the process you envision if your RFQ was to be accepted and what design and other ideas you hope to implement with respect to the 2010 Community Events. We are open to any ideas which we believe may improve these cherished events. Provide a description of your creative services and ideas for this event. Include your design process for creating the best possible 2 event. If subcontractors will conduct work, list those companies, your history with them, and their capabilities and explain their components in the project and how their work will be coordinated. Any information you can provide which gives us insight into the way you raise funds, work, plan and organize we consider helpful. Below we have provided a list of questions you should answer in connection with your response. 1. What types of community events have you produced in the past? 2. What kind of attendance have these events generated? 3. Do you specialize in any types of events? 4. What is the largest event you have produced in it's entirely? a. What elements did it entail? 5. How do you market and promote an event? 6. How do you manage ticket sales if paid events? 7. What kind of entertainment and musical acts have you booked in the past? 8. Have you ever handled vendors? 9. Please provide examples of videos, brochures, and or posters from previous events you produced. 10. Please provide proof of financial stability and resource base. 11. Have you worked with sponsors? 12. Have you ever worked with city, county and state government? 13. Have you ever produced a community event at a public park? 14. What was your most profitable event and why? 15. If you have worked with a government before have you given them minimum guarantee to cover all event costs? 16. What percentage range of the funds raised above City costs would you provide the City? SUBMISSION INFORMATION -E Proposals must be completed and submitted by Thursday, September 24 at 3:00 p.m. in order to be considered. As previously stated, proposals will be considered based on, among other criteria, fund raising ability, capabilities, creativity, and a thorough description of the services offered which satisfy the requirements of the RFQ. Proposals should be mailed or brought to the physical address below. For additional information or clarification on the requirements and parameters of this RFQ please call Chuck Pula at 407 327 -6590. 3 Submit Proposals To: Purchasing Coordinator, City of Winter Springs City Hall 1126 East State Road 434 Winter Springs, FL 32708 NOTE: Plainly mark on the outside of the sealed envelope the following information: Winter Springs 2010 Community Events, Event Management Services RFQ 023 /09 /CP BID OPENING LOCATION Winter Springs City Hall, Commission Chambers C /O: Purchasing Coordinator 1126 East State Road 434 Winter Springs, FL 32708 Sealed RFQ's will be received until September 24. 2009 at exactly 3 p.m. (by the City's watch), when the Invitation To Submit will be officially closed and proposals opened before the public. Electronic Qualification Documents may be obtained by visiting one of the following websites: www.demandstar.com or www.wintersDrinasfl.orq. Please contact the Parks and Recreation Department at (407) 327 -6597 if you require a hard copy of the bid package at a cost of 5.00. The City of Winter Springs reserves the right to accept any or all proposals, with or without cause, to waive technicalities, or to accept the proposal which, in its judgment best serves the interest of the City. Although the City of Winter Springs has no definitive deadline for the award date related to this RFQ, we anticipate that if your company is chosen for a presentation we will be contacting you by October 13, 2009. 4 COMPANIES RFQ MAILED T O: Business Name Indigo Creative Productions The Key Event Group A Flair for Affairs Orlando Event Pros, Inc. RW Events Solo Event Planning Event Solutions Creative Services Event Co Elite Group* Event Support Group, Inc. Fan Experiences In the Event, Inc. All About Events Art of the Party The Coordinator CorPlan Services Simply Green Events Birchmore Group Wizard Connection Nelsons Tents and Events *MAIL RETURNED UNDELIVERABLE COMPANIES RFQ E MAILED TO: Events, Etc. Kirby Rentals Event Fest Michelle Swaby Address 7601 Majestic Pine Ct. #332 8815 Conroy Windermere Rd. PO Box 141476 PO Box 470804 1215 E. Concord St. PO Box 921028 970 Sunshine Lane, Ste. K 1242 Shorecrest Cir. 7680 Universal Blvd. 1212 W. Livingston St. 628 E. Pine St., Ste. A _924 N. Magnolia Ave., Ste. 320 3811 Watercrest Dr. 7552 Chancellor Dr., #200 215 Pineda St., #181 PO Box 4368 827 Dunbar Terrace 1346 Ridgewood Ave. 7501 Municpal Dr. 1153 Ocoee Apopka Rd. Beth Jarvis Brett Walters Darrell Stefany City State Zip Phone Orlando FL 32819 407- 497 -1588 Orlando FL 32835 407 876 -8484 Orlando FL 32814407- 896 -1476 Celebration FL 34747 407 566 -0025 Orlando FL 32803 407 849 -3744 Oviedo FL 32762 407 977 -1500 'Altamonte Springs FL 32714'407- 691 -5100 Clermont FL 34711352- 242 -3870 Orlando FL 32819407- 292 -9166 Orlando FL 32805 407 872 -0804 Orlando FL 32801407- 244 -1247 Orlando FL 32803 407 839 -8811 Longwood FL 32779 407 862 -7212 Orlando FL 32809 321 281 -2800 Longwood FL 32750 407 830 -7470 Apopka FL 32704,407- 889 -8902 Winter Springs FL 32708 Winter Park FL 32789 Orlando FL 32819 Apopka FL 32703'407- 814 -7370 fairmail @aol.com brett@ kirbvtent.com darrell@eventfest.com michswab@email.com 954- 288 -7203 407 422 -1001 COMPANIES INQUIRING ABOUT RFQ VIA DEMANDSTAR WEBSITE Business Name Address Brunet Garcia Multicultural Advertising and Public Relations Fifth Third Bank Kelly Services, Inc. KVJINC, Consulting Lighthouse Marketing Mailtropolis, LLC Nelsons Tents Events Quest Corporation of America T &G Constructors COMPANIES INQUIRING ABOUT RFQ VIA CITY OF WINTER SPRINGS WEBSITE Business Name Superior Asphalt of Central FL Event 1 Productions, Inc. TDI Promotions, Management Consulting, Inc. Construction Journal Stageline MSR Mobile Stage Rentals Bidnet PTT of Florida LLC Builders Exchange and Reprographics Public Works, Inc. The Design Group Results Delivered Sitek Hall Company, Inc. Address 444 South Rossiter 1601 S. 129th W. Avenue 1409 NW 7th Avenue 759 S. Federal Hwy. 827 L'Ange Gardien 20A Railroad Avenue 505 NE 3rd St, Suite 200 130 5. Ridgewood Ave. 246 West 38th Street 8th Floor 20200 NE 15th Ct. PO Box 2156 115015. Orange Ave. 225 Old Sanford Oviedo Rd. City City Mount Dora Sand Springs Fort Lauderdale Stuart FL L'Assomption QC Albany NY Delray Beach FL Daytona Beach FL New York NY N. Miami Beach FL Carmichael 'CA Orlando FL Winter Springs FL State Z p Phone 904- 346 -1977 813- 306 -2458 386 253 -5156 813- 987 -9083 813 386 -1173 407- 330 -6245 407- 814 -7370 813- 926 -2942 j407- 352 -4443 State Zip Phone FL 32756 383 -2889 OK 74063918- 245 -8006 FL 33311,407-272-1304 34994 800- 785 -5165 J5W1T3 450-589-1178 12205 800 677 -1997 33483 561 278 -5551 32114 386 253 -7888 10018 212- 719 -1495 33179 305 652 -7900 95609 916- 369 -2880 32824 407- 898 -9706 32708 407 327 -4930