REQUEST FOR PROPOSAL
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 for 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 individuals performing the service
5. Budget consideration
6. Added value
EVENT DETAILS
Event Title: Father Daughter Dance 2015
Date: Saturday March 28
Location: Sheraton Colonial
Event Time: 5:30 PM – 9:00 PM
BID SCHEDULE
RFP Issued: February 3, 2015
RFP Responses Due: February 20, 2015
Review & Follow up: February 23-26, 2015
Contract Awarded: February 27, 2015
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, DJ and/or silk
wrist corsage services for the Annual Father Daughter Dance that will take place on Saturday March 28th at the
Sheraton Colonial in Wakefield MA.
Two (2) copies of the proposal package must be submitted on or before February 20, 2015. They can be mailed to
or dropped off at
Lynnfield Recreation
55 Summer Street
Lynnfield MA 01940
Proposals shall be sent in a sealed envelope.
Inquiries pertaining to this solicitation should be directed to Julie Mallett at 781-334-9488 or
recreation@town.lynnfield.ma.us
PHOTOGRAPHY
1. Provide all Photography and equipment to take Professional Photography from 5:30 pm – 9:00 pm
2. Scope of Work: The work will include, at a minimum, the following elements:
A. Provide Lynnfield Recreation with photography labor and CDs along with the transfer of copyrights.
All photographic services will be provided based on a final schedule, which will follow
at a later date and considered an inclusion to this Agreement.
B. Provide a retouched and enhanced 5x7 photo for each couple/group
C. Will provide four (4) backdrops and (2) photographers to keep line moving
D. Emboss the Lynnfield Recreation Logo on the front of the picture and Photography Studio on the back
E. Make available a certificate of insurance naming Solicitor as additionally insured.
F. Maintain confidential information of Solicitor.
E. Provide all photos in organized manner, as requested by Solicitor.
F. Reporting of addition sales with % coming back to Lynnfield Recreation
G. Invoice reporting.
H. Take candid photo’s throughout the night and provide them on a CD to Lynnfield Recreation
3. Required Elements of Proposal:
A. Format and instructions for preparing the proposal
B. Cover/signature page
C. Photography services qualifications - include a general description of the firm and its
background as it relates to the needed services
D. Demonstrate skill at combining input from various groups within an organization
E. Qualifications of Staff - include a general description of the staffing and their
background as it relates to these services.
F. Comparable Projects.
G. Availability of required equipment
H. Budget
I. Proposal must contain all associated fees and include consumables.
Silk Flowers
1. Provide silk wrist corsages in different colors
2. Scope of Work: The work will include, at a minimum, the following elements:
A. Provide a variety of different color wrist corsages
B. Provide extra corsages to be purchased the night of event
C. Take pre orders and deliver them prior to event
3. Required Elements of Proposal:
A. Format and instructions for preparing the proposal
B. Cover/signature page
C. Silk wrist corsage services qualifications - include a general description of the firm and its
background as it relates to the needed services
D. size of wrist corsage
E. Submit a picture or sample of corsage
F. Demonstrate skill at combining input from various groups within an organization
G. Qualifications of Staff - include a general description of the staffing and their
background as it relates to these services.
H. Comparable Projects.
I. Proposal must contain all associated fees and include consumables.
DJ Service
1. Provide DJ and equipment from 6:00 pm – 9:00 pm
2. Scope of Work: The work will include, at a minimum, the following elements:
A. Provide Lynnfield Recreation with DJ Services
All DJ services will be provided based on a final schedule, which will follow
at a later date and considered an inclusion to this Agreement.
B. Provide DJ and all equipment, sound & light show
C. Make announcements and provide dance music
3. Required Elements of Proposal:
A. Format and instructions for preparing the proposal
B. Cover/signature page
C. DJ services qualifications - include a general description of the firm and its
background as it relates to the needed services
D. Demonstrate skill at combining input from various groups within an organization
E. Qualifications of Staff - include a general description of the staffing and their
background as it relates to these services.
F. Comparable Projects.
G. Availability of required equipment
H. Budget
I. Proposal must contain all associated fees and include consumables.
4. Schedule: The Solicitors proposed schedule for consultant selection, subject to change, is as
follows:
A. Advertise for Proposals February 3, 2015.
B. Deadline for Submittal of Proposals February 20, 2014 late proposals may or may not be considered.
D. Review and follow up February 23, 2015 – February 26, 2015
E. contract Awarded: February 27, 2015
I. Execution of Agreement February 28, 2015 – March 3, 2015
6. 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, 2015