REQUEST FOR PROPOSALS
EVENT PLANNERS AND EVENT MANAGEMENT SERVICES TO
PRODUCE AND MANAGE THE
NORTH PLAINS ELEPHANT GARLIC FESTIVAL
The City of North Plains (CNP) is inviting Event Planners and
providers of Event Management Services to submit proposal
to plan an annual three-day outdoor festival at Jessie Mays
Park for years 2015-2019.
Contents
I.
OVERVIEW:............................................................................................................................................ 2
II.
ORGANIZATION INFORMATION: ........................................................................................................... 2
III. EVENT DESCRIPTION: ............................................................................................................................ 2
IV. REQUEST FOR PROPOSAL RECEPTION: ................................................................................................. 3
V.
RFP RESPONSE INFORMATION: ............................................................................................................ 3
VI. CONTACT WITH CITY: ............................................................................................................................ 4
VII. STATUS: ................................................................................................................................................. 4
VIII. SCOPE OF WORK FOR EVENT COORDINATOR/PROJECT MANAGER:.................................................... 4
IX. EVENT COORDINATOR/PROJECT MANAGER QUALIFICATIONS: ........................................................... 5
X.
PROJECT SCHEDULE: ............................................................................................................................. 5
XI. SELECTION: ............................................................................................................................................ 5
XII. SEND PROPOSALS TO: ........................................................................................................................... 6
Elephant Garlic Festival RFP 1
I.
OVERVIEW:
The person/organization that provides the successful request for proposal (RFP)
will contract with the City of North Plains to plan and manage the execution of
all aspects of North Plains Elephant Garlic Festival for the years 2015-2019
including concept development, planning, coordinating activities on the days of
event, overall event management, budget management, programming,
implementation, and analysis. For more detailed information see the Scope of
Work section below.
II.
ORGANIZATION INFORMATION:
The City of North Plains is a municipal agency in Washington County, Oregon.
Our mission is to promote a sense of community in our town through our signature
event which is available to the public free of charge. Our venue is a local park
in the center of this city of 2,000 residents.
III.
EVENT DESCRIPTION:
This North Plains Elephant Garlic Festival will take place during the second
weekend in August including the following operating hours:
Friday from 12 noon- 11 pm
Saturday 11 am to 11 pm, and
Sunday 11 am to 6 pm.
The North Plains Elephant Garlic Festival recently celebrated its 17 th anniversary,
has a proven record of fiscal viability, and established volunteer base who assist
with all aspects of the event. The event has an established website at
www.funstinks.com
The vision is to showcase a variety of activities that bring the community
together for an annual summertime celebration. Approximately 15,000-20,000
persons participate in the event each year. Food vendors are at the center of
the event that highlights the local elephant garlic harvest. Merchants will have
the opportunity to showcase their wares. Younger people enjoy play equipment
and other recreation activities. The event has a substantial musical component
in the form of DJ’s or live bands. A beer garden on-site is a major fund raiser for
a local fraternal organization. The City would like to preserve the character of
the festival, as well as the local fund raising opportunities to community
organizations.
The main event is located at Jessie Mays Park, 30975 NW Hillcrest St, North Plains,
OR. Streets adjacent to the park are closed during the festival.
Elephant Garlic Festival RFP 2
A parade is held on Saturday morning originating at North Plains Elementary,
turning east on North Avenue, south on Main Street and east on Commercial
Street.
The primary parking lot for the event is located on Commercial Street.
Transportation is provided between the Hillsboro transportation center and the
event.
IV.
REQUEST FOR PROPOSAL RECEPTION:
By submitting a proposal, the person/organization agrees to be responsible for
fully understanding the requirements of the RFP and will ask any questions to
make sure that understanding is gained.
The City of North Plains reserves the right to reject any or all responses to the RFP,
to advertise for new responses, or to accept any RFP response deemed to be in
the best interests of the City of North Plains. The City is not obligated to accept
the lowest bid or highest revenue generator, and will make its decision based on
the overall quality of the proposal.
Acceptance of any RFP response should not be construed as a contract nor shall
indicate any commitment on the part of the City of North Plains for any future
action.
The RFP does not commit the City of North Plains to pay for any costs incurred in
the submission of a response to this RFP or for any cost incurred prior to the
execution of a final contract.
V.
RFP RESPONSE INFORMATION:
All RFP responses must include the following information:
1.
Name and Overview: Name and contact information for responding
person/organization.
2.
Services: Description of services offered; together with organization
chart if applicable.
3.
Customer and Event References: List of similar events in the scope
and industry.
4.
Written Event Description that specifies theme, budget, marketing
plan and timeline. The description should define the overall concept
of the event.
Elephant Garlic Festival RFP 3
VI.
5.
Sample Festival/Event Power Point Presentation from an event that
the applicant has planned to concisely demonstrate experience in
every facet of an event (research, design, planning, calendar,
logistical needs, budget, and evaluation). This presentation should be
saved on a labeled USB drive.
6.
Resume of principal event coordinator/engagement manager for
2015 event
7.
Framework for Fiscal Management – The respondent shall be solely
responsible for the fiscal management and outcome of the event. It
should be noted that the City of North Plains is providing only the
intellectual property for the festival, use of signage and limited
number of barricades, and the venue for the event. The City of North
Plains will not provide capital or operating funds for the event; nor will
it provide staff for the event.
8.
License Fee - The person/organization must provide a framework to
provide the City with a share of profits from the event (ie. a fixed
payment or formula for compensation.) This fee is in exchange for
the privilege to operate the event for five years.
CONTACT WITH CITY:
The selected person/organizations will report to the City Manager for the City of
North Plains.
VII.
STATUS:
Person/organizations selected through this RFP process shall be a Contractor to
the City of North Plains and must provide tax identification information. A written
contract will negotiated upon selection of the event planner/planning service.
VIII. SCOPE OF WORK FOR EVENT COORDINATOR/PROJECT MANAGER:
1.
Develop, manage and execute master event logistical plan and
timeline;
2.
Evaluate, analyze and report results for the event.
3.
Create, manage and reconcile event budgets, expenses and
timelines.
4.
Adhere to project timelines and budget guidelines.
5.
Oversee the implementation of the marketing campaign.
6.
Responsible for leading/managing various event planning teams in
the planning and implementation process for all aspects of the
Elephant Garlic Festival RFP 4
event.
IX.
X.
7.
Attending City Council meetings as needed.
8.
Deliver project deliverables on-time and on-budget.
9.
Direct and manage volunteer committees, both pre-event and onsite.
10.
Assign/delegate tasks to volunteer teams;
11.
Manage relationships with event vendors.
12.
Direct and manage on-site event set up and clean-up.
13.
Manage and execute event debrief including analyzing surveys as
well as recommended improvements/changes.
EVENT COORDINATOR/PROJECT MANAGER QUALIFICATIONS:

Experience: Minimum 5 years experience in all aspects of event
planning including outdoor event experience

Experience managing volunteer team

Experience managing event budgets

Excellent organization and project management skills.

Energetic, innovative, creative self-starter

Problem solver and results oriented

Able to work well under pressure of event deadlines

Ability to prioritize tasks in a fast paced environment
PROJECT SCHEDULE:
This schedule is subject to change:
October 9, 2014: RFP Distributed
October 20, 2014: Last day for written questions to be received on the RFP
document intent.
October 31, 2014: RFP Close Date
November 17, 2014: Interview of finalists by City Council
December 1, 2014: Award of contract.
XI.
SELECTION:
All responses will be reviewed for completeness by City staff. Those responses
Elephant Garlic Festival RFP 5
that meet all of the minimum criteria shall be further evaluated to determine
quality of event management experience and proposed financial
management framework. During this process references may be contacted. It
should be noted that equally qualified non-profit organizations that operate in
the North Plains area will be given preference over businesses operating for
profit.
The two best qualified persons/organizations will be invited to Interviews with the
City Council on November 17, 2014.
XII.
SEND PROPOSALS TO:
Responses must be sealed and clearly marked.
Submittals must be received no later than 5:00 pm on October 31, 2014, and
should be delivered to:
“RFP Response – Elephant Garlic Festival”.
Martha DeBry
City Manager
31360 NW Commercial St
North Plains, OR 97133
An electronic copy of the proposal must also be submitted on a labeled USB
drive. Postmarks shall not be accepted.
Any questions or clarifications regarding definitions or interpretations of this RFP
must be submitted via email (no phone calls) no later than October 20, 2014 to:
martha@northplains.org. Responses to questions will be posted at
http://cityofnp.org/index.php/departments/city-manager/elephant-garlicfestival-rfp-information/
Elephant Garlic Festival RFP 6