1-Full-Event Production Management Services 11.19.25.pdf

REQUEST FOR PROPOSALS (RFP)

FULL-SERVICE EVENT PRODUCTION MANAGEMENT

(Georgia firms only)

VIRTUAL PRE-SUBMITTAL MEETING:

WEDNESDAY, DECEMBER 3, 2025, 9:00 AM EST

QUESTIONS SUBMITTED IN BONFIRE DUE:

WEDNESDAY, DECEMBER 10, 2025, BY 4:00 PM EST

PROPOSALS DUE:

FRIDAY, JANUARY 9, 2026, BY 4:00 PM EST

Late submittals will not be accepted Submittals are only accepted through Bonfire

Please see the information on the following page to access the link to register as a vendor and to submit Proposals in

BONFIRE:

Electronic proposal must be labeled:

FULL-SERVICE EVENT PRODUCTION MANAGEMENT

RFP released: 11/19/2025 Project Number: CMR-2025-091:

To Register:

Atlanta Beltline Inc. (ABI) has partnered with Bonfire Interactive to create a new procurement portal that will allow you to receive notifications of procurement opportunities and to submit responses to ABI electronically.

Vendors are directed to visit the ABI website at https://www.Beltline.org/procurement. Next, follow the instructions and click the Bonfire vendor registration link to register your company.

Registration is easy and free. Please be sure to select commodity codes based on the types of services listed on the ABI website and/or listed in the Bonfire registration portal.

Already Registered or just to see the current solicitations or if you just want to go directly to the portal:

https://Beltline.bonfirehub.com/portal/?tab=openOpportunities

VIRTUAL PRE-SUBMITTAL MEETING:

WEDNESDAY, DECEMBER 3, 2025, 9:00 A.M. (EST)

Atlanta Beltline, Inc. is inviting you to a scheduled Zoom meeting.

*Meeting registration is required.

You are invited to a Zoom meeting.

When: Dec 3, 2025, 09:00 AM Eastern Time (US and Canada)

Register in advance for this meeting:

https://us02web.zoom.us/meeting/register/HyXRA793S5W-pHrJ5UaeTw

After registering, you will receive a confirmation email containing information about joining the meeting.

REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK

https://www.beltline.org/procurement https://beltline.bonfirehub.com/portal/?tab=openOpportunities https://us02web.zoom.us/meeting/register/HyXRA793S5W-pHrJ5UaeTw

Section 1 - Definitions and Abbreviations

This section consists of abbreviations, definitions, and general rules of interpretation.

Agreement/Contract To be executed with the selected vendor and Atlanta Beltline Partnership (ABP). ABI/ABP reserves the right to make changes to the draft agreement based upon the final agreed scope of work and the negotiations with the selected Offeror.

Apparent Successful Bidder/Offeror/Respondent The person/firm that submits the Bid/Proposal/Qualifications that ABI, in its sole opinion, considers the best overall value in accordance with the procedures set forth in the Bid/RFP/Proposal.

Atlanta Beltline, Inc. (ABI) A funding partner for the project, the agent for the Owner of the Atlanta Beltline corridor property, technical lead for the project, and the contracting entity. ABI is the Georgia nonprofit corporation created by The Atlanta Development Authority d/b/a Invest Atlanta to coordinate the administrative, development and redevelopment activities of the City of Atlanta’s Beltline Tax Allocation District (TAD) and implement the Atlanta Beltline program.

Atlanta Development Authority d/b/a Invest Atlanta (IA) The redevelopment agent for the City of Atlanta, and a public body corporate and politic of the State of Georgia.

Atlanta Beltline Partnership (ABP) The Atlanta Beltline Partnership (ABP) is a nonprofit organization that raises funds and builds partnerships that enable project implementation, engage the public, and empower residents in surrounding neighborhoods. ABP will execute and manage the contract for the full-service event production vendor.

City of Atlanta (COA) A funding partner for the Atlanta Beltline, and the ultimate Owner of primarily the infrastructure portions of the project assets.

Consultant/Contractor The Successful Offeror/Respondent that enters into an Agreement with ABI to execute the negotiated scope of work or services generally outlined herein.

Disadvantaged Business Enterprise (DBE) A for-profit small business concern where socially and economically disadvantaged individuals own at least a 51% interest and control management and daily business operations. African Americans, Hispanics, Native Americans, Asian-Pacific and Subcontinent Asian Americans, and women are presumed to be socially and economically disadvantaged. Other individuals can also qualify as socially and economically disadvantaged on a case-by-case basis. For the purposes of this RFP, a DBE must be certified through one of the programs listed in Section 8 of this RFP, and meet the specific guidelines contained therein.

Evaluation Team/Committee The group of individuals appointed by ABI to assess the proposals submitted in response to this procurement.

Joint Venture (JV) A legal association of two or more firms to carry out a single, for-profit business enterprise, for which the parties combine their property, capital, efforts, skills, and knowledge, and who are responsible for a distinct, clearly defined portion of the Contract scope of work/services. The parties’ share in the capital contribution, control, management, risk, and profits of the joint venture are commensurate with their ownership interest.

Key Personnel Those people that the Respondent/Offeror identifies as critical to the successful completion of the work and/or services that are the subject of this solicitation.

Major Participant Major Participant means:

A. The Consultant and any related entities B. A sub-contractor that completes a significant portion of the Scope of Work/Services C. A sub-consultant that completes a significant portion of the Scope of

Work/Services D. Any firm intended to perform 20% or more of the work of the Contract and the

Consultant, regardless of level of participation E. Any firm providing more than the percentage specified in the Scope of

Work/Services of the value of the work and all related entities

Notice to Proceed (NTP) Notification to commence work.

Offeror One who submits a proposal in response to a Request for Proposals in competitive solicitation.

Owner(s) The legal or record owner of the property on which the project is to be constructed, generally the City of Atlanta or The Atlanta Development Authority d/b/a Invest Atlanta acting by and through ABI, the Owners’ implementation agent for this project.

Plans When the context so indicates, “Plans” mean applicable conceptual, planning, design, and drawings including plan, profile, typical cross sections, Working Drawings, Standard Details, Supplemental Standard Details, Design Standards and Supplemental Drawings or reproductions thereof or electronically displayed equivalents that show the location, character, dimensions, and details of the work.

Project This term is used to describe the basis for this solicitation and includes all work and services necessary to design and build the Atlanta Beltline Trail. Lowercase “project” refers to the specific project in this solicitation.

Project Manager The person, who, on behalf of the Consultant, is responsible for the management and integration of all components described in any Contract that results from this procurement. The Project Manager shall be responsible for all aspects of the project including the quality of the product/deliverable.

Project Records Records or data of any type on any media including those produced by the Consultant of Record or its subcontractors, suppliers, or manufacturers that are related to the project. Project Records may include, but are not limited to:

A. Plans B. Working Drawings C. Specifications D. Stakeholder comments E. Design notes and computations F. Catalog cuts G. Schedules and schedule updates or revisions H. Quality control Plans and related documentation I. Equal opportunity and affirmative action J. Progress Meeting records K. Partnering records L. Correspondence M. DBE participation records N. E-mails O. Any other documents related to the scope of work.

Respondent A person or firm who submits a response to a request for Qualifications where price is not a factor in the evaluation process for award determination.

Stakeholder A person or group with an interest in the successful completion and subsequent use of a project.

Successful Respondent/Offeror/Bidder A person or entity whose proposal/qualifications/bid is responsive and responsible to all requirements within a solicitation and is determined by the Evaluation Committee as providing a solution in the best interest of ABI; will enter the contract negotiation phase.

SECTION 2 - INTRODUCTION & PURPOSE

Atlanta Beltline is seeking proposals from qualified firms or consultants to serve as the Event Production Manager for public event activations in summer 2026. These events include, but are not limited to, watch parties, events on and along the corridor, cultural showcases, and merchandising pop-ups. The estimated activations will be between four

(4) and eight (8) large-scale events.

The primary goals of this initiative are to engage communities, create opportunities for local small businesses, highlight the diversity of Atlanta’s arts and culture scene, increase visibility of the Beltline, and promote tourism. All events will be free and open to the public with a strong emphasis on safety and seamless execution to ensure a positive attendee experience. The selected partner will serve as project manager behind the scenes by collaborating with the Beltline’s communications, community engagement, economic development, arts & culture, asset management, program and development teams, as well as with partner organizations and vendors.

This is a full-service production opportunity for firms with demonstrated experience managing large-scale, high-visibility public events that engage diverse communities.

Sustainability practices, local workforce engagement, and inclusive programming are encouraged and considered a plus.

SECTION 3 - SCOPE OF WORK

The Event Production Manager will be responsible for the following:

1. Event Planning & Logistics

• In collaboration with the Beltline, conceptualize and execute Beltline activations aligned with Atlanta’s key community events, cultural festivals, and civic milestones. including:

o Develop activations for city-defining events (e.g., national/international sporting events, major cultural celebrations, or civic initiatives, etc.) that align with the Beltline’s mission to foster connectivity, creativity, and community engagement, all of which is family friendly.

o Assist the Beltline’s efforts to curate and deliver programming that features a diverse range of local artists, musicians, DJs, and performers. The main Beltline activation site and coordinated, partner-led satellite venues as part of a broader 17-mile Beltline corridor experience.

o Merchandise and pop-up retail activations, including the selection of diverse, local small business vendors.

o Create cultural and music experiences featuring local and national talent at the main Beltline activation site and smaller pop-ups along the corridor.

• Conduct site visits and develop detailed site and production plans.

• Collaborate with the Beltline on brand recognition, signage, and sponsor acknowledgment (Beltline and additional consultant will lead sponsorship management).

• Obtain necessary City of Atlanta event permits for large event execution.

• Develop an inclement weather plan to ensure all events are rain or shine.

• Coordinate with a law enforcement/security consultant or Atlanta Police Department, in conjunction with other public officials and Beltline staff on event safety and security plans that meet industry best practices and permitting requirements.

2. Full-Service Production Responsibilities

• Serve as the primary contracting entity for all artists, performers, and subcontractors, in collaboration with the Arts & Culture team.

• Manage hiring, contracting, and on-site coordination of talent and cultural partners.

• Coordinate with ABI’s Economic Development team to establish a pipeline of local small businesses to participate in activation opportunities.

• Ensure vendor and subcontractor compliance with DBE participation and equity standards (as applicable).

• Coordinate closely with the Beltline and partner agencies to ensure compliance with public safety protocols, permitting requirements, and vendor operations, maintaining a seamless and well-organized event experience.

• Provide on-site production management, including oversight of producers, staff, and volunteers; coordination of load-in and load-out logistics; real-time issue resolution; and management of waste, sanitation, and restroom facilities.

• Ensure post-event cleanup and support logistical wrap-ups.

3. Vendor & Subcontractor Management

• Source, negotiate, and manage third-party services (staging, AV, tents, lighting, catering, transportation, security, etc.).

• Maintain oversight of subcontractors throughout event setup, execution, and strike.

• Ensure risk management and insurance compliance (per Beltline standards).

4. Financial Oversight & Reporting

• Develop detailed budgets and track expenses.

• Manage all vendor payments, which will be reimbursed by ABI in conjunction with ABI contract terms.

• Provide post-event reporting including attendance metrics, financial reconciliation, and DBE utilization.

SECTION 4 - QUALIFICATIONS & EXPERIENCE:

Applicants must demonstrate:

• Minimum of five years’ experience in large-scale festival, sporting, or civic event productions.

• Proven ability to manage multi-day, multi-location events with 1,000+ attendees.

• Experience in vendor procurement, subcontractor oversight, and contract management.

• Track record in diverse community engagement and culturally inclusive programming.

• Knowledge of Atlanta’s permitting and public safety requirements.

• Understanding Beltline’s mission and community engagement goals.

SECTION 5 - PROPOSAL REQUIREMENTS

Submittals must include:

• Cover Letter introducing the firm and proposed Event Production Manager.

• Firm Profile & Team – including bios, organizational chart, and DBE participation plan.

• Relevant Experience – examples of three comparable projects (with budgets, photos, and references).

• Approach & Work Plan – methodology for large-scale activations in conjunction with major sporting events, including:

o Vendor management strategy o Master Program & Production Plans o Site Plans or CADs o Medical & Emergency Action Plans o Security Plans o Measurement & Reporting o Etc.

• Sample Budgets – For block party, merchandise pop-up, and watch party (placeholder provided for internal use).

• References – At least two from large-scale public event clients.

• Cost Proposal – Separate sealed/uploaded attachment with fee structure.

SECTION 6 - BUDGET

Atlanta Beltline anticipates that the estimated total budget for this project is not to exceed $2,000,000.

SECTION 7 - EVALUATION CRITERIA (total maximum points up to 100)

• Project Understanding & Approach – 25 pts max

• Relevant Experience – 25 pts max

• Proposed Team & Capacity – 15 pts max

• Safety, Risk & Accessibility Plans – 15 pts max

• Community/DBE & Local-Hire Strategy – 10 pts max

• Sustainability Plan – 5 pts max

• Cost Proposal – 5 pts

Section 8 – Submittal Requirements

• Process

• Questions

• Response

• Proposal Submittal Requirements

1. Cover Letter

2. Firm Description

3. Project Team

4. Team Experience

5. Project Understanding

6. Supporting Material

7. Submittal Forms

Issuance of this RFP is intended to produce a shortlist of firms best qualified to participate in a selection interview. Only those firms or individuals that respond to this RFP and meet or exceed the requirements contained in this RFP will be eligible for consideration.

This procurement may be canceled at any time if, in the opinion of ABI, the project goals are not achieved by awarding a contract, or the firms or individuals are considered non-responsive, or at the convenience of ABI. The procurement process may be revised at any time during the solicitation, selection, evaluation and negotiation phases up to the contract execution.

The procurement method of award of a contract for this project is to the Offeror that meets the requirements and provides a proposal in the best interest of ABI. Steps in this method may include:

• Interested firms will submit a proposal

• Evaluations of the submitted proposals may result in a shortlist of qualified firms

• The shortlisted firms may be interviewed by the evaluation team/respond to a request for additional information pertaining to their proposal

• The Apparent Successful Offeror will negotiate project approach and rates

• If negotiations fail, the evaluation may proceed negotiating with to the second-highest ranked firm based on their qualifications, negotiation of project approach, and rates will commence accordingly.

• ABI reserves the right to end negotiation, to cancel the RFP, or to follow a different procurement process.

DBE Participation

ABI is committed to the practice of non-discrimination in the selection of firms, members, and relationships with a desire to reflect diversity in the participation of companies engaged in the Atlanta Beltline effort. ABI strongly encourages participation by DBEs (FBE, MBE, SDB and SBE entities) in all contracts issued by ABI. Minority and Female Owned Business Enterprises must be certified by Georgia Department of Transportation, the City of Atlanta, Georgia Minority Supplier Development Council, MARTA, or the Federal Government. SBE participants must be certified by the City of Atlanta. SDB participants must be certified by the U.S. Small Business Administration (SBA). Applicants must include copies of DBE certifications with their submittal.

Questions

Questions and requests for clarification regarding this RFP must be submitted in Bonfire by the question due date/time. If a substantive clarification is in order, ABI will issue an addendum to all recorded holders of the RFP no later than 72 hours prior to the date the response to this solicitation is due. All questions of a material nature will be shared with all registered firms/teams in Bonfire interested in this project.

Response

By submitting a proposal, the Offeror accepts the Terms and Conditions found in Bonfire.

Proposals Due

Proposals must be submitted in Bonfire no later than the date and time. Bonfire will lock and no longer accept submittals at the exact due time, please do not wait to upload your submittal. Please contact Bonfire support if you experience technical difficulties, do not attempt to contact ABI.

Procurement Schedule

Please refer to the cover page for this RFP for the procurement schedule.

Proposal Submittal Requirements

Proposals must be clear, succinct, and not exceed 10 pages with a minimum font size of 11 points. Any pages that exceed the page limitation may not be read or considered.

Proposal forms and supporting materials shall be submitted in separate files in Bonfire.

Supporting documents will include team resumes and completed project work samples/examples. SUPPORTING DOCUMENTS DO NOT COUNT TOWARD THE 10-

PAGE LIMIT!

Cover letter Firm description Project team Project understanding Supporting material Submittal forms

All proposals will be evaluated on the completeness and quality of the content. Only those Offerors providing complete information as required will be considered for evaluation.

All proposal materials and attachments will become part of the public file on this matter, without any obligation or liability to ABI. All costs incurred by the Offeror in preparation of the qualifications to this solicitation, including presentations to ABI and/or for participation in an interview shall be borne solely by the Offeror; ABI shall not be liable for any of these costs. At no time will ABI provide reimbursement for submission of proposals.

Cover Letter

A cover letter shall be attached to every submittal and must include the following:

• Proposal Project title – Full-Event Production Management Services

• Name(s) of the person(s) authorized to represent the Offeror in any negotiations,

• Name(s) of the person(s) authorized to sign any contract that may result from this solicitation,

• Primary contact person’s name, mailing or street addresses, phone and fax numbers and email address A legal representative of the Offeror who is authorized to bind the Offeror in contractual matters must sign the cover letter.

Firm Description

• Describe your firm’s legal structure, areas of expertise, length of time in business, number of employees, and other information that would be helpful in characterizing the firm.

• Describe the firm’s internal procedures and/or policies associated with or related to work quality and cost control.

• Describe the availability of resources to perform the work for the duration of the project.

• Provide the address of the firm’s home office and the address of the office that will manage the project, if different.

Project Team Indicate the size, stability, and capacity of the project team organization. At a minimum, each firm (Prime and Subcontractors) should provide the following details:

• The total number of years in operation.

• The physical local location which is intended to provide the services described in the Scope of Work.

• An outline of the organizational structure of the proposed project team, including proposed subcontractors. State the names and qualifications of the key individuals proposed to work on this contract.

• The resumes of the Contractor and Subcontractor lead resumes. Resumes do not apply to the submittal page maximum.

• Identify a proposed Project Manager who will be responsible for the day-to-day management of project work and will be the primary point of contact with your firm.

Team Experience

Submit a minimum of three examples of projects that you or your firm have completed, and that are reflective of the subject of this RFP. From the three examples provided, two out of the three projects will be completed projects/programs. At a minimum, the following contract experience shall be provided:

• Current/Previous client contact information: name, contact person, physical address, e-mail address, and phone number.

• Description of the level(s) of service performed.

• Sample(s) or example(s) of final deliverables. Deliverable examples do not apply to the submittal page maximum.

• Date of performance and/or number of years of the contract

• Dollar amount of the contract.

When submitting projects for which an individual firm worked in an auxiliary capacity or in a joint venture or partnership, include the name of the lead firm.

Please remember that any extensive descriptions of vaguely related projects are discouraged and could negatively impact the overall outcome of the evaluation.

Project Understanding

ABI will evaluate the Offeror’s role and commitment to delivering solutions that meet or exceed the minimum requirements as defined in the Scope of Work.

The firm must rely on its expertise and experience with similar projects to demonstrate how it will effectively complete the proposed project.

If applicable, discuss any unique aspects of the project and/or alternative approaches and/or special considerations ABI might wish to consider.

Certification Persons or entities providing Proposals to this solicitation shall submit a Certificate of Existence from the Georgia Secretary of State if responding on behalf of a business entity, along with any professional certifications relied upon by the Offeror in responding to this RFP (if applicable).

Supporting Material Supporting material/documents may include resumes, work examples/samples, and other information pertinent to the project. Supporting materials shall be submitted in separate files in Bonfire.

Submittal Forms The exhibit found in Bonfire labeled Exhibit A – Terms, Conditions & required Forms must be reviewed, accepted and completely filled out. Submittal Forms must be completed and submitted as a separate attached file as well as a separate uploaded file for supplemental documents. Required Submittal forms shall be uploaded in a separate file in Bonfire labeled Forms, and a second file labeled Supporting Documents, and a third file labeled proposal. SUPPORTING DOCUMENTS and

REQUIRED FORMS DO NOT COUNT TOWARD THE 10-PAGE LIMIT.

SUBMISSION & PROCUREMENT DETAILS

• All proposals must be submitted via the Bonfire portal.

• Firms are encouraged to attend the Pre-Submittal meeting to obtain project details and ask questions during a brief Q&A session and submit questions in Bonfire during the Q&A period; Atlanta Beltline will provide responses via addendum to questions submitted in Bonfire.

• Shortlisted vendors may be invited to an interview and present their proposals.

TERMS & CONDITIONS – PLEASE SEE ABI TERMS & CONDITIONS EXHIBIT

ADDITIONALLY:

• The selected firm will operate as an independent contractor and manage all subcontractor agreements.

• Insurance requirements and DBE participation goals will follow Beltline standards.

• Atlanta Beltline will approve all final activations.

• Vendor invoices will be reimbursed by Atlanta Beltline Partnership (see ABP in definitions); all financial management must align with Beltline protocols.

Section 9 – ABI Terms and Conditions: Please see documentation in Bonfire.

End of RFP Document – see additional files in Bonfire