19G - RFP - EVENT PRODUCTION SRVS

Home Browse Search

up, sponsorship acknowledgement, insurance, taxes, fees and any other costs involved in undertaking the Festivals. • In addition to paying for all City and non-City costs associated with the Scope of Services, the successful vendor will be responsible for Payment to the City of. o An amount not less than $10,000 to assist with the City's co-sponsorship of the Mexican state entries in the Fiestas Patrias Parade as part of the Fiestas Patrias Festival. o An amount not less than $7,000 to assist with the City's co-sponsorship of production and promotion of the Film Festival as part of the Fiestas Patrias Festival. o An amount not less than $45,000 to cover the City's costs for the parade production and management as part of the Fiestas Patrias Festival. SCOPE OF SERVICES The vendor will provide services necessary to brand, fundraise and promote the Cinco de Mayo (May) and Fiestas Patrias (September) Festivals. The vendor will coordinate site requirements, and produce and manage the Festivals on behalf of and to the full satisfaction of the Parks, Recreation, and Community Services Agency (PRCSA), which must include, but may not be limited to: Financial Operations and Management • Develop a final event budget and work plan for the Festivals including all planning, promotional, set up, operational and wind-up costs. • Provide cash flow financing for event costs. PRCSA will fund the vendor through two to four draws during the contract term, payment of which will be conditional upon achievement of defined milestones and conditions to be negotiated within the service contract. • Procure and pay for all goods and services associated with the Festivals. • Obtain appropriate event insurance coverage. • Maintain and report budget information and processes for all revenue and expense categories subject to the PRCSA'S approval. Logistics • As the primary organizer of the Festivals, develop a highly organized, well structured logistical plan ensuring that all aspects of the Festivals are well-coordinated and attended to prior to, during and immediately following the Festivals, taking into consideration the dynamics and needs of the downtown merchants and residents. • Secure adequate staffing of the Festivals to ensure effective management of on-site logistics, including a sufficient number of well-trained staff scheduled throughout the Festivals to handle on-site logistical problems that may arise and to handle last minute decisions and changes. • Attend meetings with the PRCSA, its representatives and others as required for planning, implementation, and evaluation of the Festivals. • Coordinate and contract all requirements which may include sound and lighting systems; audio and video; staging and technology requirements; tenting; sponsor signage/recognition; power; water; temporary washrooms; water removal; waste removal; and site security. • Ensure that all sub-contract vendors have the capacity to adequately staff their areas of responsibility, including on-site supervision. • Prepare and submit permit and/or license applications and secure timely permit/license approval. • Include all logistical costs in the event budget. 7 19G-9