Request for Proposals for Event Planner for the Humble Rodeo and BBQ Cook-off Event Proposal Request No

Transcription

1 Request for Proposals for Event Planner for the Humble Rodeo and BBQ Cook-off Event Proposal Request No Proposal Due Date: Friday, June 10, 201 3:00 pm (CST)

2 Table of Contents Contents Section 1 Introduction and Instructions Purpose of the RFP Contact Person and RFP Schedule of Events Return Mailing Address and Deadline for Receipt of Proposals... 2 Section 2 Scope of Work Introduction and Background Information Goals and Objectives Scope of Work... 3 Section 3 Proposal Format and Content Submittal Requirements... 4 Section 4 Review of Proposals and Selection of Finalists for Interviews Selection Criteria... 5

3 Request for Proposals Section 1 Introduction and Instructions 1.01 Purpose of the RFP This Request for Proposal (RFP) is issued by the Humble ISD Education Foundation (hereinafter referred to as the Foundation ). The purpose of this RFP is to establish a contract with a qualified event planner to manage the execution of the Humble Rodeo and BBQ Cook-off at the Humble Civic Center Area in Humble, Texas and at the end of the event to provide the Humble ISD Education Foundation a blueprint of event execution for future years. This RFP is for a one year contract only and could be renewed upon approval by the Humble ISD Education Foundation. At the conclusion of the RFP process described herein, and upon execution of an Agreement, the successful Proposer will be responsible for the comprehensive management of this event including planning, day of coordination, overall event management, and budget management. It is the desired goal of the Foundation to have an executed Agreement with the successful Proposer no later than July 201. The selected consultant must have a proven track record of major event production, including budget oversight. Proposals should include a proposed compensation structure Contact Person and All questions regarding this RFP are required to be submitted in writing to Jerri Monbaron at jerri.monbaron@humble.k12.tx.us. The deadline for questions is 3 p.m. Central Time, Wednesday, June 8, 201. Proposers, legal counsel or anyone affiliated with the Proposer are prohibited from communicating or lobbying in any other manner about this project with any other Foundation employee, elected official, or evaluation team member from the date of issuance of this request for proposal until the final selection unless authorized by the Executive Director. Other means of communications or contact may disqualify the Proposer. Submittals must be signed by a duly authorized official of the Proposer. Consortiums or joint ventures submitting proposals must establish that all contractual responsibility rests solely with one legal entity. Each submittal should indicate the entity responsible for execution on behalf of the proposal team. 1

4 1.03 RFP Schedule of Events This schedule of events represents the Foundation s best estimate of the schedule that will be followed for this RFP. If a component of this schedule such as the deadline for receipt of proposals is delayed, the rest of the schedule will be shifted by the same number of days. The approximate RFP schedule is as follows: RFP issued: May 19, 201 Deadline for questions: June 8, 201 Proposals due: June 10, 201 Review of Proposals: June 13 June 30, 201 Intent to Award Contract: July 1, Return Mailing Address and Deadline for Receipt of Proposals Offerors must submit one (1) original hard copy (marked Original ), and one (1) hard copies of the proposal in a sealed envelope or package to the Foundation, located at the Humble ISD Administration Building, Eastway Village Drive, Humble, TX No proposals will be accepted after that time. Responses received after the stated time will be returned unopened and will not be considered. Envelopes or packages containing proposals must be clearly addressed as described below to ensure proper delivery and to avoid being opened by the Foundation before the deadline for receipt. Envelopes or packages must be addressed as follows: Humble ISD Education Foundation Attention: Jerri Monbaron RFP No Eastway Village Drive Humble, TX Proposals must be received by the Foundation Office at the location specified no later than 3 p.m., Central Time, June 10, 201. Proposals will not be publicly read at the opening. Proposers assume the risk of the method of dispatch chosen. The Humble ISD Education Foundation assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for actual proposal receipt by the Foundation. A Proposer s failure to submit its proposal prior to the deadline will cause the proposal to be rejected. Late proposals or amendments will not be opened or accepted for evaluation.

5 Section 2 Scope of Work 2.01 Introduction and Background Information The Agreement is to establish a contract with an event planner for the Humble Rodeo and BBQ Cook-off for the event year of The BBQ Cook-off will be held February 3th and 4 th, 2017 and the Rodeo will be held February 10 th and 11 th, This annual event is held to benefit the 40,000 students of Humble ISD. All proceeds from this event are given to the Humble ISD Education Foundation, a 501(3)c nonprofit. These funds then support innovative and creative education projects in Humble ISD. The BBQ Cook-off has approximately 7,000 attendees and the Rodeo has 10,000 attendees. These two events occur over two different weekends. Last year s cookoff had 148 entries and included a Kids Cook, a Steak Cook-off, a Kids Zone area, entertainment both Friday and Saturday night and a vendor area. The rodeo consists of a two hour professional rodeo performance and a two hour concert. The Rodeo and BBQ Cook-off Executive Committee consists of the following volunteer roles: President and seven Vice-Presidents. Vice-Presidents preside over multiple captains in charge of specific duties for this two weekend event. In the past, the Executive Committee would meet twice a month for most of the year and the Full Committee (consisting of Executive and Full committee) would meet once a month from September through December and then weekly from January to the event. These meetings are held in the evenings. We anticipate following the same protocol for this year Goals and Objectives The Foundation strives to operate high-quality rodeo and bbq cook-off events. The proceeds from these events fund creative and innovative education projects that impact student success in Humble Independent School District Scope of Work As the selected special events planner, you will be responsible for the following: 1. Develop, manage and execute master event logistical plan and timeline 2. Assign/delegate tasks to volunteer teams 3. Evaluate, analyze and report results for the event 4. Create, manage and reconcile event budgets, expenses and timelines 5. Adhere to project timelines and budget guidelines. Responsible for managing various event planning teams in the planning and implementation process for all aspects of the event; including attending all event

6 planning meetings. While the Foundation is open to proposals of a different meeting schedule proposed by the potential event planner, it is the expectation that the event planner attend all Rodeo and BBQ Cook-off executive and full committee meetings. These meetings will be co-led by the President and the Event Planner. 7. Regularly report to the Executive Director of the Foundation the project milestones and progress 8. Deliver project deliverables on on-time, on-budget and to client expectations 9. Direct and manage on-site event set up and clean-up 10. Manage and execute event debrief including analyzing surveys as well as recommended improvement/changes 11. Develop a blueprint for future event execution Section 3 Proposal Format and Content 3.01 Submittal Requirements Each Proposer shall submit, at a minimum, all of the following information: 1) A cover letter that includes name and address of the Proposer and project contact person with address, telephone number, and address. 2) Summarize your understanding of the project. Provide a statement indicating your ability to provide timely services and meet the requirements of the proposed schedule. Indicate your acceptance of the requirements of this RFP. 3) Specify the skills you possess, including but not limited to your approach, planning, and implementation strategies. 4) Supply recent event highlights. Describe the projects you have successfully produced in the last five years, including dollar range. 5) Provide a clear compensation scenario for the time allotted in the scope of work. ) Provide a list of references that can attest to your work as an event planner under their supervision or contract with you. 7) The respondent shall describe any pending, contemplated, or ongoing administrative or judicial proceedings material to the Respondent s business or finances. This includes, but is not limited to, any litigation, consent orders or agreements with any state or federal regulatory agency issued to the Respondent. The cover letter must be signed by a duly authorized official of the firm. Consortiums, joint ventures, or teams submitting proposals must establish contractual responsibility rests solely with one company or one legal entity. Each submittal should indicate the

7 entity responsible for execution on behalf of the proposal team. All proposals shall be submitted with one (1) original and five (5) copies Selection Criteria Section 4 Review of Proposals and Selection of Finalists Proposers are advised that the Foundation intends to select the Events Planner that the Foundation determines is the most responsive and responsible and will provide the events with the most efficient services and highest revenue, based on the criteria set out below. Upon receipt of the proposals, an evaluation team will determine the best proposal deemed most qualified. The evaluation team will rely on the qualitative information contained and presented in the proposals, the reference checks made, and the ability to work well with other project team members in making the decision to select the most qualified event planner to provide services for the Foundation. Selection criteria will be based on: Evaluation Criteria (100 Point Potential Score) Experience, Qualifications, and References (50 points) including past performance relative to quality of work, ability to meet financial objectives, and success in achieving stated performance benchmarks Operational Approach (25 Points) Proposed Financial Compensation (25 Points) The Humble ISD Education Foundation reserves the right to reject any and all proposals, to waive formalities, and to select the proposal and developer(s) that, in the Foundation sole discretion, are in the best interests of these two aforementioned events. The Foundation reserves the right to: a) Amend, modify, or withdraw this RFP. b) Revise any requirements under this RFP. c) Require supplemental statements of information from any responding party. d) Extend the deadline for submission of responses hereto.

8 e) Negotiate or hold discussions with any bidder to correct insufficient responses that do not completely conform to the instructions contained herein. f) Waive any nonconformity with this RFP. g) Cancel, in whole or in part, this RFP if the Foundation deems it is in its best interest to do so. h) Request additional information or clarification of information provided in the response without changing the terms of the RFP. i) Waive any portion of the selection process in order to accelerate the selection and negotiation with the top-ranked Proposer. j) Not award a contract as a part of, or result of, this RFP process.