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HomeMy WebLinkAboutItem 4.10 Pasta Festival Svcs CITY CLERK File # 0600-30 AG EN DA STATEMENT CITY COUNCIL MEETING DATE: April 4, 2000 SUBJECT: Request for Proposal for Pasta Festival Management Services Report Prepared by Paul McCreary, Recreation Supervisor ATTACHMENTS: 1. Request for Proposal REcoMMENDATION: Authorize Staff to advertise the Request for Proposal for the management of the Dublin Pasta Festival and negotiate an agreement for consideration by the City Council at a future meeting. FINANCIAL STATEMENT: None DESCRIPTION: At their meeting on March 21, 2000, the City Council directed Staff to prepare a Request for Proposal for management of the annual Pasta Festival. Staff has prepared the attached Request for Proposal to distribute to event planning companies in Northern California. The Request for Proposal provides background information about the event and lists the scope of services for the agreement. Based on the evaluation of last year's event, Staff has included the following goals for the Pasta Festival in the RFP: 1. Continue to focus on local restaurants serving gourmet pasta dishes. 2. If a sponsor can be found, add a new venue for cooking demonstrations by gourmet chefs. 3. Increase the number of arts & crafts vendors and decrease the number of commercial vendors. 4. Reduce the cost of the event to the City through increased revenue and reduced expenditures. Using the internet and getting recommendations from the International Event and Festival Association, Staff has contacted 14 event planning companies in Northern California. Several of the companies have expressed interest in receiving the Request for Proposal. However, the producer of the City's St. Patrick's Day Festival already has an event scheduled the same weekend and therefore would not be able to produce the Pasta Festival. Staff plans to distribute the RFP beginning April 5. Proposals would be due on April 26 and reviewed by Staff. Based on the results of the review, Staff would prepare an agreement for the City Council to consider at their meeting on May 16, 2000. This would leave four months for the contractor to plan the event. Staff recommends that the City Council authorize Staff to advertise the Request for Proposal for the management of the Dublin Pasta Festival and negotiate an agreement for approval by the City Council at a future meeting. COPIES TO: 410 G:\COUNC IL\44pastarfp.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 Dublin Pasta Festival as described in the attached Request for Proposal Schedule · April 5, 2000 April 26, 2000 April 27-May 5 · May l6,2000 City issues RFP Proposals due by 2:00 P.M. City 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 Supervisor, at (925) 833-6645, or by email at rec.supervisor@ci.dublin.ca.us. All responses to the Request for Proposal and inquiries related to this RFP are to be submitted to: Paul McCreary, Recreation Supervisor City of Dublin 100 Civic Plaza 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 Wednesday, April 26, 2000. All proposals must be delivered to the above address. ATTACHMENT I REQUEST FOR PROPOSAL FOR MANAGEMENT SERVICES FOR THE ANNUAL DUBLIN PASTA FESTIVAL INTRODUCTION AND BACKGROUND The City of Dublin is seeking proposals from qualified event planners to organize and operate the annual Dublin Pasta Festival. The 2000 Dublin Pasta Festival will be held on September 16 and 17, in downtown Dublin. Prior to 1998, the festival was held in Pleasanton and was produced and sponsored by a private event planning company called GoodTimes Promotions. Because the event outgrew the site in downtown Pleasanton, GoodTimes moved the event to downtown Dublin. In 1999, the City became the sponsor of the event and retained the services GoodTimes Promotions to produce the Pasta Festival. Recently, GoodTimes ended their agreement with the City to focus on other business ventures. The 1999 Dublin Pasta Festival attracted 40,000 visitors over two days. The event was held on a city street and included the use of some surrounding parking lots. Three "Pasta Patios" were located on the street and each featured two beverage booths and four local restaurants serving pasta samplings. Artists, crafters, commercial vendors and non-profit organization booths lined the center of the street. A main stage and dining pavilion was located in an adjacent parking lot. The headliner on the main stage was "The Coasters" who performed a free Saturday evening concert at the festival. A children's carnival area featuring rides and games and a community entertainment stage was also located on private property. A classic car show rounded out the event with cars on display throughout the festival. Following is a breakdown of the vendors that participated in the 1999 festival: Artists and Crafters 43 Commercial Vendors 50 Restaurants 12 Food Carts 6 Non-Profit Organizations 14 Children' s Attractions 9 TOTAL VENDORS 134 Media sponsors for the 1999 Pasta Festival included ANG Newspapers, KNBR, KFOG, KSAN and KKIQ. Corporate sponsors contributed $19,000 to the event and included Autonation, Best Western Monarch Hotel, Black Mountain Spring Water, Budweiser, Dublin Auto Center, Fremont Bank, Golden Grain Mission Pasta, Green Briar Homes, Micro Dental Laboratories, Safeway, Shea Properties, Summerhill Homes, Warmington Homes and Washington Mutual. CITY'S GOALS FOR PASTA FESTIVAL Following the event the City conducted a thorough evaluation of the event with the community. Based on that evaluation the City has developed the following goals for the event: 1. Continue to focus on local restaurants serving gourmet pasta dishes. The restaurants that participated in the 1999 festival were extremely pleased with the exposure and sales from the weekend. Festival goers preferred the local restaurants over other "faire or carnival" food. 2. Add a new cooking demonstration venue. Golden Grain who was a sponsor of last year's festival, has indicated they may be interested in sponsoring a "Cooking Demonstration" venue featuring gourmet chefs cooking pasta dishes. 3. Increase the number of arts & crafts vendors and decrease the number of commercial vendors. 4. Reduce the cost of the event to the City through increases in revenues and decreases in expenditures. SCOPE OF SERVICES Management services for the Dublin Pasta Festival shall include the following: Event Management and Logistics a) Develop an organizational timeline/workplan each year. b) Prepare and file applications for and facilitate issuance of required permits including but-not limited to street closures, use of public facilities or parks, alcoholic beverage sales, and sound permits. c) Negotiate and coordinate necessary contracts on behalf of the City for use of private property for festival area and event parking. d) Attend City Council, Commission and Committee meetings as necessary. e) Design and prepare a plan which displays the layout, public ingress and egress, pedestrian traffic flow, and location of event components. f) Contract professional and local talent for entertainment on two stages. g) Coordinate with Police and Fire Departments to provide necessary reserve officers and bicycle paramedics for the Festival. h) Design distinctive poster artwork and logos and purchase and sell commemorative products. i) Design signage for event identifying major attractions, entertainment, parking, handicapped parking, restrooms, etc. j) Develop and implement a parking and transportation plan including but not limited to designated event parking, handicapped parking, and shuttles from BART to the festival site. k) Coordinate advance contact with businesses and property owners impacted by street and/or parking lot closures. 1) Provide sanitation facilities, including but not limited to trash cans, dumpsters, waste water storage and portable lavatories. m) Provide cleanup services during Festival such that the sidewalks and streets shall be left in substantially the same condition as they were prior to the Festival. n) Provide on-site operations staff to coordinate and oversee exhibitor move-in and move-out, respond to questions from participants and public, and coordinate response to emergency situations. o) Retain overnight security on the Festival site. 3 e Budget and Financial Guidelines a) Collect all revenue and make payment for expenditures. b) c) d) City will be responsible for paying for City Support Services. Respond to and coordinate all inquiries related to goods and services purchased and/or payments made by participants or sponsors, both prior to and subsequent to the event. Prepare a monthly financial report for the City. Prepare a final financial statement following the festival. Advertising and Promotions a) Develop an advertising and marketing plan each year. b) Draft and distribute media press releases. c) Design and produce promotional materials such as flyers, and banners. d) Secure media sponsors; e) posters, advertisements, Invite public figures and celebrities for promotional personal appearances during Festival. Other creative advertising and marketing techniques. Sponsorships a) Develop sponsorship packages and solicit cash donations to underwrite expenses for the Festival. contributions and in-kind Artists, a) b) c) d) Vendors and Booth Sales Solicit and lease space to exhibitors, craft persons, artists, and vendors for children' s attractions. Give priority to Dublin businesses and non-profitorganizations for space. Secure a certificate of insurance from vendors as deemed necessary, 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 a California resale license. Equipment Rental a) Coordinate rental of equipment for the event including but not limited to: i) tents, stages, sound systems and chairs for entertainment areas; ii) tents, tables and chairs for food and beverage areas; iii) generators and related equipment as necessary; iv) portable radios as needed; v) golf carts for transportation within the festival site; and vi) other equipment as deemed necessary. b) Supervise rental company during set-up and take-down of equipment. Volunteer Festival Workers a) Develop a list of available volunteer positions. b) Recruit, train and supervise non-profit organizations to provide festival workers, giving priority to Dublin organizations. Management of Food and Beverage Booths a) Design and coordinate food and beverage booths, eating areas, and/or garden cafes, arrange food and beverage services, contract concessionaires and hire staff. b) Manage and operate all beer, wine and soda sales booths at the Festival. 4 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 firm's approach to the event, understanding of the City's needs and of event management, and the firm'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. Provide a detailed fee proposal for the management services set forth in this RFP. 6. Provide a statement of City support services anticipated for the event. 7. Statement of professional liability coverage. 8. A list of specific exceptions to any and all items, conditions and requirements contained in the RFP. 9. A list Of information that may not have been mentioned in this RFP that the respondent 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 finalists 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 an event of this size and scope. 5 SPONSORS KKiO'z PASTA The City of Dublin PRESENTS D Washington Mutual · DUBLIN AUTO CENTER 1999 Over 100 Commercial & Art & Craft Booths 12 Local Restaurants serving delicious Pasta at our Pasta Patio's Expanded Carnival area for the whole fanfily Children's stage featuring local talent Classic Hot Rods, Corvettes & Mustangs on display PRODUCED BY GoodTimes Promotions, Inc. (925)803-4050 Festivai Hotline: (925)833-6629 SPONSOR--D BY SEPTEMBER 1 lth & 12th Saturday: llam to 8 pm & SundaY: 1 lam to 6 pm AxMADOR PLAZAROAD, DOWNTOWN DUBLIN 'Main Stage Entertainment daily - Oldies & Blues Washington Mutual stage Big Band · Latin o Brazilian · Motown A Tribute to Frank Sinatra Saturday evening's Headliner Will Porter & The All Stars - 6.'00 pm to 6:30pm Billy Richards' COASTERS-6:30pm to 8:00pm! _ ._ FREE ADMISSION Ok' "FESTIVAL Saturday: 1 lam to 8pm Sunday: 1 lam to 6pm. ' Amador Plaza Road, Downtown Dublin Sponsored By H Restaurants Serving delicious Pasta dishes at our new Pasta Patio's Frankie, Johnnie & Luigi Too! Rigatoni's Guiseppe's Pasta & Grill Girasole & .Bighorn Grill Faz New Rochelle Macaroni Grill Dublin Fishery Gimanelli's Le Pleasant lardin Dance to the Oldies, Big Band SWing, & Salsa Classic Hot Rods & Mustangs on Display Lots of Free Parking & Free Admission Souvenir wine glasses & T. Shirts available! FM 101.7 THEVALLEYTIMES :~;.at ~ IwashinStOnMutual draw rave reviews at Dublin' festiVal .:- , ,:~' By Karo Shim .: STAFF WRITER DUBLIN IT WAS a strar~e, garlicky concoction called "scooz~F that had folks' at Dubl~'s Pasta Festival lh~ing up like teen-age'~irls hoping for Ricky Martin concert tickets Saturday afternoon. The'scoozzi. made by Oira- sole restaurant in Pleasanton. is a spicy mixture of melted gorgonzola cheese and an Italiamstyle salsa cradled in a piece of fried pocket bread. "We c0m~ every year for this? said Cathy Lucido of Walnut Creek.. "It's the sco0zzl.~ : Busy grilling chicken at the bustling Glrasole booth Sat- . urday/derry Watanabe said hhe sco0zzi is popular be- cause it's unique. "You have. to fred your ,~.~iche,~.h~,said,:~.'You ha~veio , find the product that gives :If-10~_ffg~es:'~and rave re- views are'any indication, the scoozzl must be it. - "I love it," said Cathey Bar- ragan of Dublin. "I come here because of this restaurant." ScoOZzl aside, Dublin's second annual :Pasta Festival was a hit with festival goers, who sald'it~as a mixture of great food and Craft bOoths that mhde the eVent a suc- cess. The festival boasts more than 100 vendors selling ev- e~g fcom stained glass ~o temporary tattoos, and from chiropractte care to psychic Please see Pasla, LOCAL-2 WHAT.~ Dublin Pasta Fes- tival WHEN: 11 a,m. to 6 p.m. Today WHERE: Amador Plaza Road HOW MUCH: free For more information call .Pasta: EVent :al§b features song, dance routines Continu~e.~.from LOCAL-1 ,readings. .~. ~l.te restam-ant booths serve.up'pasta, garlic bread and 'other-Italian treats for about 83. Singing and dancing routines provlde entertainment for those who-Choose to relax with a ~ass of wine'~ond bowl of rigatoni. : ~With Christmas right around :the corner, rm always trying to · eep an eye out for gifts for 'l~eople,' said Sandy Francks. of Dublin. as she fmlshed her cup of Frankie, Johnnie and Luigl 'Too! penne pasta. Saturday was the first time ' :Franks and her boyfriend Greg :Stevens~ of Castro Valley, had ,visited the Pasta Festival. "I like the atmosphere." said .Stevens. "It's pretty.laid-back." Evelit organizer Dan Mays ;said~flie new festival setup -- ~.which included an expanded children's area, a third stage and the addition ofhot rod vehi- cles -- was a success. Mays said he expected to ex- ceed last year's attendance, pos- sibly breaking the 40,000 mark. .1999 Dublin gegrs up for'second pasta 'festiVal 81rMeliasa Evana /0~ t{ ~J Dublin said Dan Mays, event coordl until 9 p.m. on Sunday. STAFF WRffER - A new Wash~¢on Mutu~ s~e', 'DUBLIN -- For the second ye~, bus~- "We' ba~l~l~;~ ou~ew our fomer 10- which ,~1 be located beMnd Petsm~t, caaon (b~'Maln~.S~eet In Pleas~ton)," ~added to p~o~ae'more'v~leV ln~e nesses on Amador Plaza Road in Dublin ~wlll make 'room for 'arts and crafts, a slew of.entertainers, and, of course, lots of pasta. A ~new stage, a new theme, and more food are expected' to bolster thls year's attendance to the ninth-annual Pasta Festival to more than 40,000 people. ' Slightly fewer people eame~ last year after th~ festival moved from Pieasanton ? he said.; . . ..... ,,,, But now' that people know where it IS, Mays said people are expected to attend from all over the Bay Area. The event, which is free. will take place from 11 'a.m. to 8 p.m. on Sat- urday, Sept.. 11, and 11 a.m. to 6 p.m; on Sunday, Sept..12. Amador Plaza Road will be closed from 9 p.m. Friday Organizers hope, to.attract more fami- Iles;i-':~IS iyearl at 'the children's stage, ~hi~ will:i~irea{ure-dancers, martial~artS and.:'othei,P'e?formers:, ' L~ musical talent,' Mays said. "'?MhSl~'~'bi~ii'the ~:maln Stage Will foll6x{, Everything'frOm Big Band to smooth this ~,ear¥~ ;oldies" theme. '~ jazz to a flamenco gu! .L0rlst will be fca,' Ten.different .'50s bands will perform tured from I 1 a.m. to 6 p.m. both days. on Saturday and Sunday, with Billy Other highlights Include Clandlo Mede- Rlchard's 'Coasters from 6:30 to 8 p,m. rios, .who WIII~ perform Brazilian. music . on'Saturday. ' ~i ! from 2:30 .to 4 p.m. on Sunday, and "' dohn Olachea, who will perform Latin For more information, call (925)855- music from 2 to 4 p.m. on Saturday. 6629.