19G - RFP - EVENT PRODUCTION SRVS

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Event Objectives The primary objectives of the Cinco de Mayo and Fiestas Patrias Festivals are to: • Engage the community in a positive and productive planning process that will allow input while maintaining control to ensure timely and effective event planning and production. • Provide a quality experience for event visitors with minimal disruption and inconvenience to the merchants and residents within the Festival boundaries. • Coordinate with an experienced and professional event production company in order to ensure that all City and event costs are covered. • Provide a safe and enjoyable free public event to celebrate Cinco de Mayo and Mexican Independence Day. • Provide opportunities to showcase and promote the downtown area and local merchants. • Provide opportunities for corporate sponsorship. The Proposer The City of Santa Ana seeks a qualified event producer to work in cooperation with the City to develop and produce the overall brand; develop and implement a detailed promotional strategy and produce all promotional materials; develop and implement a sponsorship plan in collaboration and coordination with the City, including delivery of any commitments made to sponsors of the event; and execute the event production, coordination, and artistic management. City personnel will remain available in a collaborative and supportive role throughout the planning and will sign off key stages as determined by the agreement. The Proposer must be highly organized with significant experience in producing events that require complicated and complex logistical planning. Also critical is experience in effective communication and coordination between multiple sectors of event planning and management, including City departments, County services, event sub-contractors and vendors, local merchants and residents, and other stakeholders. The successful vendor will be one that demonstrates a clear understanding of the dynamics of the Santa Ana downtown area and demonstrates experience and expertise in dealing with complex downtown issues, which naturally result from the residential/commercial mixed use. The successful vendor will take into consideration the needs of the downtown merchants and residents in the logistics planning in order to prevent problems with vendor/merchant competition and disruption of business, address the needs of downtown merchants in terms of festival booth placement, and prevent late night noise and other disturbances and disruption for downtown residents. Qualified proposers interested in producing these events are invited to submit proposals that meet the following program specifications. Your proposal should address each of the items listed in Section II. B. and will be evaluated against the criteria listed in Section III. B. SPECIFICATIONS FINANCIAL OBLIGATIONS The successful vendor will be responsible for: • The payment of all costs associated with the Scope of Services, including the cost for all City services and the costs of performers, all equipment and support personnel, security, set up, clean 6 19G-8