19G - RFP - EVENT PRODUCTION SRVS

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• Supervise the development, production and distribution of information materials (event brochures, web pages, registration packages, on-site materials). • Include all marketing and promotional fees in the event budget. Protocol Management • Develop and implement a Protocol plan in conjunction with the PRCSA to identify, invite and support the participation of government and other community representatives. Management and Support • Establish and provide timely reporting on financial and event management matters starting every 4 weeks and increasing in frequency towards the event date, as determined by the PRCSA. • Coordinate all inquiries regarding the Event and manage the information flow between the PRCSA, volunteers, venue(s) and suppliers. • Provide required documentation with a final report to the PRCSA, including financial and budget detail and event recommendations. Security • Ensure the backstage area is secure at all times with only authorized person allowed entry. • Ensure that the Beer Garden is adequately secured at all times with effective intervention as needed. • Ensure that effective communications with security personnel is maintained throughout the events to ensure proper intervention on all security needs, issues, and problems. • Maintain a high level of communication, timely and effective response, and vigilance of high security areas, such as backstage and beer garden. • Negotiate and contract for crowd management activities (i.e. security, barriers and area access), working in conjunction with the City of Santa Ana and others. III. EVALUATION OF PROPOSALS Vendors will be evaluated based on the following evaluation criteria and their ability to provide quality services. A committee established by the City will evaluate all proposals based on the following criteria and provide a recommendation to the agency. Responsiveness to RFP 30% 1. Proposal's compliance with the requirements of this RFP 2. Thoroughness of proposal 3. Quality and scope of program design and implementation plan, including consideration of potential issues that may arise due to the demographics of the city and the dynamics of the downtown area and how those issues may be mitigated to prevent problems. 4. Adequacy of financial controls and protection against loss 5. The value of any new product or service suggestions or other new ideas and enhancements Experience of Firm and Personnel 30% 1. The experience, resources, and qualifications of the firm and individuals assigned to this account, including manager, supervisors and staff 2. Relevant experience managing similar accounts with public agency clients 10 19G-12