San Antonio Marathon, Half Marathon & Health/Fitness Expo RFP Addendum I

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1 San Antonio Marathon, Half Marathon & Health/Fitness Expo RFP Addendum I RFP Amendment and Respondent Questions & Answers RFP Amendment: This RFP is hereby amended by inserting a signature block on RFP Attachment D Proposal Checklist page 22. This amendment will allow for the authorized representative to provide at least one signed copy of the RFP in their submittal. Respondent Questions & Answers 1. The RFP states goals of at least 20,000 participants and 15,000 hotel room nights associated with the event. If those goals are not realized what are the repercussions on the management firm (if any)? Those goals are referenced as we want to benchmark the multiple Respondents on their ability to achieve those expectations. This will be in part demonstrated by Respondents background and qualifications. Any repercussions associated to a selected Respondent that does not achieve those expectations after contract is awarded would be negotiated during contract discussions. 2. Will the City/CVB assist the management firm to secure partner hotels and fair commissionable contracts? The CVB will assist the selected Respondent with information on various partners, hotels and local opportunities that may exist towards the event. 3. The SACVB support (section C in RFP) does not even cover the cost of City/SAS expenses in year one and declines to zero support in year five (and beyond). Is this negotiable? The CVB support referenced in Section 004 (Item C) is not intended to cover City costs but instead to help provide a resource and opportunity to potential Respondents in successfully marketing and

2 promoting the event. Additionally, a goal of SAS and City is that the selected Respondent s marathon business model is able to sustain itself by the 5th year of the proposed five (5) year agreement or extension period without any additional financial subsidy from SACVB. Lastly, SAS/CVB are open to alternative funding options in Respondent s submissions. Those options would be evaluated in this process and ultimately negotiated with selected Respondent. 4. Given that the current RnR event appears to be bringing in the numbers mentioned in question one, why is a RFP being issued? SAS and City s contract term with the incumbent management firm expires after the conclusion of the December 2015 Marathon. SAS and City s goal is to employ best practice and thereby are soliciting a new contract term. SAS has been charged to take lead in soliciting an RFP for these services for an upcoming contract period. 5. Can you tell me how this event might conflict with the Rock n Roll San Antonio Marathon in December of 2016? Will it be a new event or will it be replacing the current RNR Marathon? Response (same as question 4 above): SAS and City s contract term with the incumbent management firm expires after the conclusion of the December 2015 Marathon. SAS and City s goal is to employ best practice and thereby are soliciting a new contract term. SAS has been charged to take lead in soliciting an RFP for these services for an upcoming contract period. 6. How is the Rock n Roll model working as far as bands along the course are concerned and their participation, as well as community support? Feedback from SAS, City and partners is there is a healthy support for the bands, participation and community support 7. Can you clarify the timeline for selecting finalists and potential presentations? How many finalists will be named? The number of finalists selected for a presentation will be determined by the evaluation committee based on the evaluation criteria and Respondent s submitted responses.

3 8. Are the proposals and responses confidential? SAS and the City recommends that if there are certain aspects of the proposal you wish to remain confidential, those pages need to be specified as such. SAS and City will take every pre-caution to keep proposals confidential within the parameters of the Texas Public Information Act. 9. Once the RFP is awarded, how long will the process of contract negotiations take? Upon the evaluation committee finalizing their recommendation, SAS and City will move expeditiously into contract negotiations with the recommended organization. In general, contract negotiations of this specific scope can take on average from two eight weeks depending on the complexity of proposals and/or negotiations. 10. Ultimately, there will be no city support at the end of the contract. There should be some value to the management firm so how will this work? As referenced in the RFP, a goal for this event is that ultimately it is able to sustain itself by the fifth year of the event without additional CVB/City subsidy (via a marketing agreement). As referenced in the RFP, both SAS and City/CVB are open to Respondent s submitting alternative financial options that would work towards an enhanced or successful event. The CVB will continue its staff efforts to support, market and promote the event through the entire term of the agreement and any extension periods. 11. On page 5 of the RFP, it states SAS will have final approval of the detailed race plan, is that the intention? SAS will work jointly with the City to approve the final detailed race plan. 12. On page 6 of the RFP under Terms of Contract, who has the power of the two (2) year renewal option? It would be SAS and the City s option to initiate the two-year extension. 13. An office is required in San Antonio and is that negotiable?

4 It is NOT required to have an office in the City of San Antonio or Bexar County to operate the event. However, Respondent should be able to demonstrate in their Proposed Plan on how producer will operate locally. 14. With a newly elected Mayor, what are her thoughts and support of the current event and RFP? Does the City Council support the event as well? The Mayor and Council are very supportive of the Marathon event overall. The Mayor and Council will be briefed on the RFP and outcome upon the evaluation committee s recommendation. 15. Is the goal to have an award prior to this year s Rock n Roll San Antonio Marathon? Yes, however that is also contingent upon contract negotiations. 16. Is the Review Committee public information? The Review Committee has not yet been finalized. However we do plan to post the names of the review committee as soon as they have been confirmed. 17. The Rock n Roll San Antonio Marathon started with a few events, but now has grown into many, including a kids event, a bike, 5K, etc. Is there a preference on event format for the future or looking for something new and creative? The marathon and half-marathon components are non-negotiable, but the format of the overall proposed schedule of events are negotiable and respondents are encouraged to create/develop a unique, multi-day event. 18. Is the Convention Center and health expo outside of this process? SAS and City will ensure involvement by the City s Facilities (Convention Center and Alamodome) in the review of proposals.

5 Update 9/15/ In reference to Experience, Background and Qualifications on page 18, item #3, how detailed should a respondent be when answering this question? Are you looking for a complete list of subconsultants and subcontractors? Can you be more specific with this question? It is understandable that many members and subcontractors may still be formulated, but the intention here is to provide the evaluation team a good understanding of your team, resources and subcontractors. Please provide as much detail as possible. 20. In reference to Experience, Background and Qualifications on page 18, item #5, can you give us examples of licenses and certifications you are looking for here? Can you clarify the detail you are looking for on this question since there aren t as many licenses and certifications in this industry? Please list any relevant experience on projects of similar size and scope and any association memberships and certifications. If staff to be assigned to the project doesn t have specific professional licenses and certifications, detail their experience of working on projects of similar size and scope.