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HomeMy WebLinkAboutItem 4.15 StPatricksFestMgtSvs CITY CLERK File # D[2J~[Q]-~[Q] . AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 16, 1998 SUBJECT: St. Patrick's Day Festival Management Services Report by: Diane Lowart, Parks & Community Services Director EXlllBITS ATTACHED: r'\. tfequest for Proposal . RECOMMENDATION: ~l>~ ~uthorize Staff to circulate Request for Proposal FINANCIAL STATEMENT: None . DESCRIPTION: The City of Dublin has sponsored a S1. Patrick's Day Celebration for the last 15 years. Up until last year, City Staff had coordinated all aspects of the St. Patrick's Day Celebration. In October 1997 the City Council asked Staff to investigate the use of a promoter to organize and manage the festival. Due to the short time frame available to recruit a promoter the City did not undertake a formal bidding process. In November 1997 the City contracted the services of GoodTimes Promotions, Inc. to produce and manage the 1998 St. Patrick's Day Festival. Following the event, Staff conducted an e),.'tensive evaluation of the festival and other activities. A large majority of those involved in the evaluation were satisfied with the changes to the festival and the use of a promoter. The agreement with GoodTimes Promotions, Inc. was only for the 1998 Festival, therefore, Staff would recommend that the City formally solicit proposals for management services for future festivals. Attached is the Request for Proposal developed by Staff. Except for a few minor changes, the scope of services are similar to those included in the 1998 agreement. These changes are based on the Staffs first year of experience working with a promoter. The new agreement will place more emphasis on recruiting corporate sponsors with creative and beneficial packages. This proposal specifies the need for desk.'top publishing services for the development of the event layout, logo and publicity materials. The proposed services also require that the promoter coordinate more advance notice to businesses affected by the festival and parade. If approved by the City Council, the Request for Proposal will be posted beginning Wednesday, June 17, 1998 and will be mailed to professional event promoters in the Bay Area. Proposals must be received by Friday, July 10, 1998. Proposals will be evaluated and a proposed agreement will be brought back before the City Council for approval in August. Staff would recommend that the City Council authorize the Parks and Community Services Director to distribute a Request for Proposal for management services for the 8t. Patrick's Day Festival. . ------------------------------------------------------------------- COPIES TO: ITEM NO. 4.1~ G:\stpats\cc616rfp.doc . PARKS AND COMMUNITY SERVICES DEPARTMENT REQUEST FOR PROPOSAL PROSPECTIVE RESPONDENTS The City of Dublin is interested in receiving proposals for management services for the annual St. Patrick's Day Festival as described in the attached Request for Proposal . Schedule . June 17, 1998 . July 10, 1998 . July 13-17,1998 . August 4, 1998 City issues RFP Proposals due Staff review of proposals Interviews conducted with potential contractors Approval of contract by City Council CITY STAFF CONTACT PERSON If you have any questions regarding the RFP please contact Paul McCreary, Recreation Coordinator, at (925) 829-4932. All responses to the Request for Proposal and inquiries related to this RFP are to be submitted to: Paul McCreary, Recreation Coordinator City of Dublin 11600 Shannon Avenue Dublin, CA 94568 CLOSING DATE Two (2) copies of each respondent's proposal must be received by the City no later than 2:00 p.m. on Friday, July 10, 1998. All proposals must be delivered to the above address. . . REQUEST FOR PROPOSAL FOR MANAGEMENT SERVICES FOR DUBLIN'S ANNUAL ST. PATRICK'S DAY FESTIVAL INTRODUCTION AND BACKGROUND The City of Dublin is seeking proposals from qualified festival planners to organize and operate the City's Annual St. Patrick's Day Festival. The City's 16th Annual St. Patrick's Day Festival will be held on March 13 and 14, 1999, in downtown Dublin. Prior to 1998, the festival was a one-day event that was held in a shopping center parking lot and drew approximately 10,000 visitors each year. In an effort to draw more people to downtown Dublin, the event was expanded to two days and moved onto Regional Street between Dublin Blvd. and Amador Valley Blvd. The festival was also held in the Almond Plaza Shopping Center parking lot, and the Automatic Rain parking lot which are located on Regional Street. The 1998 Festival included the following components: Automatic Rain Parking Lot · Main stage featuring Celtic entertainment . Restaurant and Dessert Vendors · Beer and Wine Tent (40 x ] 00) . Soda and water booths . Tables and chairs Regional Street · Fine Art Vendors . Craft Vendors . Commercial Vendors Almond Plaza Shopping Center · Children's Attractions · Community Entertainment Stage · Non-profit Organizations · Soda and water booths . It is estimated that over 24,000 people attended the event over the two day period. The following is a breakdown of the vendors from the 1998 St. Patrick's Day Festival: VENDOR TYPE Art and Craft Vendors Fine Art Vendors Commercial Vendors Restaurant Vendors Dessert Vendors Non-Profit Fundraising Booths Non-Profit Informational Booths Children's Rides/ Attractiom TOTAL VENDORS NUMBER 85 18 57 7 3 6 19 9 204 . -2- . . . The Festival is just one component of Dublin's St. Patrick's Day Celebration. This past year, the weekend started with a Green and White Gala on Friday evening which was organized by the Dublin Sister City Association and held at the Dublin Monarch Hotel. The Gala had 96 people in attendance. On Saturday morning there was a Community Pancake Breakfast sponsored by the Firefighters Association at the downtown fire station that drew over 800 people. Following breakfast the Lion's Club held their annual St. Patrick's Day Parade through downtown. On Saturday evening there was a Gaelic Soccer Exhibition at the Dublin Sports Grounds. For the 1999 celebration Staff is proposing a new 5K Fun Run for Sunday morning. This event will be sponsored by the City and a local non-profit organization. SCOPE OF SERVICES AND DELIVERABLES Management services for the S1. Patrick's Festival shall include the following: L Logistics A. Operate the festival on Saturday March 13 and Sunday March 14, 1999, from 10:00 a.m. to 5:00 p.m. on both days. B. Prepare a detailed event plan, budget and implementation timeline by August 28, 1998, for review and approval by City staff. e. Secure permission for use of private property for the festival area from the affected property owners. D. Coordinate use of public property with Police and Fire. E. Develop event layout using maps and diagrams provided by City. F. Attend City Council, Commission and Committee meetings as necessary. G. Negotiate all contracts (with City Staff approval) for services, equipment and supplies. Terms of payment to vendors shall be in accordance with schedule developed by City. Contracts must comply with City Purchasing Ordinance. IL Budget and Financial Guidelines A. Produce the festival within the fmancial guidelines set forth in the event budget (attached). Any changes to the event budget must be approved in advance by the City. B. Collect all revenue which shall be payable to the City of Dublin. C. Deposit funds at a minimum once per week in accordance with procedures and forms established by City. D. Process requests for payment using the City Claim Form according to the schedule established by the City. E. Respond to and coordinate all fmancial inquiries prior to and subsequent to the event. IlL Sponsorships A. Develop sponsorship packages by August 28, 1998. B. Secure corporate sponsorship (with City Staff approval) for the Festival, Parade, and Fun Run. e. Involve sponsors in the celebration. Conduct an evaluation of the event and sponsorship value with each sponsor. W. Advertising A. Develop event logo to be used in all printed advertising and event paraphernalia. B. Create and implement an advertising campaign to include television, radio and print media. e. Create and coordinate printing of posters and flyers for the Festival. -3- D. Provide City with event information for publication in the City's Spring Activity Guide by January 25, 1999. E. Provide City with necessary information for the City's Web Page and Events Hotline on an ongoing basis. Jt: Vendors A. Recruit, sell and manage all booth space at festival using Contract agreed upon by City and Producer. B. Secure a certificate of insurance naming the City of Dublin as additionally insured from each vendor as deemed necessary by City. C. Give first right of refusal to Du}>lin businesses and non-profit organizations for booth space. D. Coordinate distribution of any necessary licensing forms required for vendors and monitor compliance as required by local and state laws including but not limited to City of Dublin business license and California resale license. E. Provide City a final list of vendors with resale license numbers two weeks prior to the festival. F. Recruit a vendor to handle novelty sales along parade route and at festival. VI. Equipment Rental A. Coordinate rental of equipment for the event including but not limited to: 1. Tents, stages, sound systems and chairs for two stages of entertainment. 2. Tents, tables and chairs for beer and wine tasting area. 3. Siding and water barrels for the tents. 4. Generators and related equipment as necessary. 5. Portable radios as needed. 6. Golf carts for transportation within the festival site. 7. Other equipment as deemed necessary and approved by City. B. Supervise rental company during set-up and take-down of equipment. VIL Event Staffing A. Recruit and manage non-profit groups to provide festival workers giving first right of refusal to Dublin organizations. B. Develop list of available volunteer positions including but not limited to beverage servers, beverage control, tickets sales, and trash pickup for approval by City. C. Conduct a pre-event meeting to train all event volunteers. D. Coordinate with Police and Fire Departments to provide necessary reserve officers and bicycle paramedics. VIIL Contracted Services A. Contract and supervise all overnight security for event using City's standard Contract Services Agreement. B. Recruit, contract and manage all entertainment for event using City's standard Contract Services Agreement. C. Recruit, contract and manage activities for the children's area using City's standard Contract Services Agreement. Secure a certificate of insurance naming the City of Dublin as additionally insured from each vendor as deemed necessary by the City. IX Event Management A. Manage all aspects of set-up and take-down of event. B. Handle any problems or emergencies at event. -4- . . . . . x XI. XlI. . C. Work with the Police and Fire Departments to ensure adherence to all special event regulations, as well as develop emergency action plans. D. Coordinate the filling of the water barrels with the Fire Department. E. Coordinate trash collection and recycling efforts with Livermore Dublin Disposal. F. Coordinate and publicize designated event parking areas, including ample handicapped parking. G. Coordinate festival shuttles from BART station and designated parking lots to the festival. H. . Coordinate signage for the festival including but not limited to identification of major attractions, entertainment schedules, event parking, restrooms, and First Aid. 1. Design official event T-shirt and coordinate sales along parade route and throughout the festival area. J. Purchase and coordinate the sales of souvenir beer mugs and wine glasses with official event logo. K. Coordinate with City Public Works for street sweeping of all event areas following the event. L. Coordinate advance contact with businesses and property owners who may be impacted by street and/or parking lot closures. This contact should include but not be limited to a mailing 90 days prior to the event and personal contacts. M. Provide staffing to manage beverage booths, ice delivery, electrical needs, trash handling, cash handling, information booth, vendor management, festival access and any other necessary management functions. Food and Beverage A. Secure a Special Event permit from Alameda County Health Agency. B. Coordinate the sale of booth space to restaurants and commercial vendors to provide adult and children's food at the event. Verify that each vendor has satisfied the requirements established by the Alameda County Health Agency, as well as all required local and state license requirements. C. Coordinate all beverage sales at the event including three (3) soda booths and (1) alcoholic beverage tent. D. Secure an Alcoholic Beverage Control License for the event. E. Prepare a comprehensive plan to maximize control of alcoholic beverages and ensure adherence to all local and state ordinances. F. Coordinate a training for all volunteers who will be pouring alcoholic beverages at the event. Miscellaneous A. Prepare a final written report and financial statement after the event. Services Provided by the City A. lntroduce Producer to interested parties including local groups, merchants, business owners, prospective corporate sponsors, community leaders, police department and others as identified by City Staff as interested parties. B. If needed, provide access and systems for repro graphic and mailing services for production and mailing of event information, as well as vendor recruitment and confirmation, based upon the approved budget. C. Provide event insurance as needed to comply with laws and regulations. D. Be responsible financially for event and all contracts and services including but not limited to entertainment, security, advertising and beverage consignments. -5. CONTENT OF PROPOSAL To assist the City with the review of proposals, the respondents must submit their proposals in the same sequence as follows: . 1. An executive summary of no more than three (3) pages describing your finn's approach to the event, understanding of the City's needs and of event management, and the finn's capabilities (including subcontractors). 2. A description of professional qualifications. 3. Who and the number of employees, by level, handling the event. 4. A separate listing of current and prior clients including: · Type(s) of services performed. · Names, addresses and phone numbers of persons who may be contacted by the City. · Attach samples of events that reflect the majority of issues requested in this RFP 5. A written work plan detailing how the producer proposes to perfonn the services required and including a breakdown of major tasks to be addressed. 6. A list of any unique or creative ideas the producer has to enhance the festival. 7. Provide a detailed bid for management services for the festival as set forth in this RFP. 8. Provide a statement of City support services anticipated for the event. . 9. Statement of professional liability coverage. ] O. A list of specific exceptions to any and all items, conditions and requirements contained in the RFP. ] 1. A list of information that may not have been mentioned in this RFP that the producer may believe is pertinent. PROPOSAL EVALUATION CRITERIA Proposals will be evaluated on the basis of their response to all proVISIons of this RFP. Following the receipt of proposals, City staff will select rmalists for further evaluation. City staff may use some or all of the following criteria in its evaluation and comparison of proposals submitted. These are the major criteria and the order in which they appear is not intended to indicate their relative importance: 1. Responsiveness to the requirements of the project as set forth in the RFP. 2. A demonstrated understanding of the project's objectives, scope and goals. 3. A logical, proven methodology for carrying out the tasks described in the bidder's proposal and developing project deliverables. 4. Past experience in successfully managing a festival of this size and scope. . 6 1999 ST. PATRICK'S DAY FESTIVAL BUDGET . REVENUE Booth Sales Children's Attractions Sponsorships Novelty / T-Shirt Sales Beverage Ticket Sales TOTAL REVENUE $29,600.00 $1,500.00 $12,500.00 $11,100.00 $22,100.00 $76,800.00 EXPENDITURES Operating Supplies Advertising Printing & Binding Equipment Rental Contract Services (exclusive of promoter's management fee) TOTAL EXPENDITURES $11,085.00 $7,000.00 $7,020.00 $11,297.20 $9,675.00 $46,077 .20 . . -7-