REQUEST FOR QUOTE
This Request for Proposal (RFP) for services for Lynnfield Recreation events alerts potential bidders that the
bid process is competitive and encourages the bidders to set forth the their best effort. A bidder may bid on
any combination of services or all services combined. Evaluation will be based on the cost and value of the
offering and will take into account the following:
1. Soundness of approach
2. Demonstrated past performance
3. Organizational capacity
4. Qualifications of individuals performing the service
5. Budget consideration
6. Added value
7. Unique service
8. Examples of work if requested
EVENT DETAILS
Event Title: Father Daughter Dance 2014
Date: Saturday April 5, 2014
Location: Sheraton Colonial
Event Time: 5:30 PM – 9:00 PM
BID SCHEDULE
RFP Issued: February 11, 2014
RFP Responses Due: February 24, 2014
Review & Follow up: February 24-26, 2014
Contract Awarded: February 27, 2014
RFP’s should be delivered to:
Julie Mallett
Director, Lynnfield Recreation
55 Summer Street
Lynnfield, MA 01940
or
recreation@town.lynnfield.ma.us
The Lynnfield Recreation Commission is soliciting proposals from bidders to provide photography services for the
Annual Father Daughter Dance that will take place on Saturday April 5, 2014 at the Sheraton Colonial in Wakefield MA.
Inquiries pertaining to this solicitation should be directed to Julie Mallett at 781-334-9488 or
recreation@town.lynnfield.ma.us
I.
Service: Photography
A. Scope of Work: Portraits of all registered couples with professional backdrop and candid
shots throughout the event.
a. Each couple to receive one (1) 5x7 photo retouched and enhanced printed photograph
in a paper frame. Each photo will be embossed with a 2 color Lynnfield Rec logo on
the front of the photo. Photographer may print name on the back or on the paper
frame.
b. Four backdrop stations with a minimum of 2 photographers to move through the line
quickly.
c. Provide all photos in an upright file box in alphabetical order separated by letter of last
name.
d. Take candid photos throughout the night ( supplier to provide a recommended MOQ )
e. Provide Lynnfield Rec with a CD of all candid photos throughout the night.
f. Maintain Confidential information
g. Reporting of additional sales with proposed rebate to Lynnfield Recreation
II.
Service: DJ
A. Scope of Work: Provide DJ, all Equipment, sound & light show from 6:00 pm – 9:00 pm
a. Make all announcements
b. Provide dance music and make sure the crowd is having fun
III
Service: Silk Flowers
A. Scope of Work: Provide silk wrist corsages in various colors
a. Provide a picture or sample of a wrist corsage for approval prior to event
b. Take pre orders and deliver them prior to the event
c. Provide additional corsages in different colors to be purchased the night of the event
d. Proposal must contain all associated fees
IV
Service: Photo booth
A. Scope of Work: Provide photo booth or comparable services from 6:00pm - 9:00 pm
a. Provide all equipment and materials needed for the photo both or comparable services
b. Provide instruction and training ( or attendant) for use of the equipment
c.
Proposal must contain all associated fees
V.
Schedule: Lynnfield Rec proposed schedule for consultant selection, subject to change, is as follows:
A. Advertise for Proposals February 11, 2014.
B. Deadline for Submittal of Proposals February 24, 2014 late proposals may not be considered.
C. Review and follow up February 24, 2014 – February 26, 2014
D. contract Awarded: February 27, 2014
E. Execution of Agreement February 28, 2014 – March 3, 2014
VI
Terms and Conditions:
The Solicitor reserves the right to change the RFP process at any
time. This solicitation does not obligate the Solicitor to reimburse respondents for any costs
incurred in setting forth a proposal. This solicitation does not obligate the Solicitor to accept
or contract for any expressed or implied services. Finally, the Solicitor reserves the right to
award the contract to the next most qualified bidder if the selected bidder does not execute a
contract by March 3, 2014