112-2025-02-Pre-Proposal_Bid_Presentation_2025.pptx

Pre-Proposal/Bid

112-2025RFPL - Event Planning Services for 2025 Golden Bus Awards 10/06/2025 – 1:30pm-2:00pm

Meeting Agenda

Review Meeting Instructions Introductions Small Business Solicitation Overview Solicitation Timeline Project Summary Tasks Deliverables Items Provided by SORTA OpenGov Evaluation Criteria Questions & Answers Closing

Meeting Instructions Please enter your name, company, email, and phone information in the chat.

If you have any questions during this meeting, please hold them until the end of the PowerPoint and we will have a Q&A period.

You may enter questions into the chat and those will be answered at the end of the PowerPoint.

All questions will be posted in OpenGov for public view.

Any additional questions after this meeting must be entered into OpenGov.

Answers will be posted as available, no later than the answer deadline for this solicitation.

An addendum with all Questions and Answers will be released no later than the Answer deadline.

Introductions

The blank contact titles can be deleted if not needed, but are there to include PMO, assistant PM’s, safety, etc. that may be involved in the project.

Procurement

Name: Denman Gordon

Email: denman.gordon@go-metro.com

Project Manager

Name: Maria Jones

Small Business Enterprise Program

Name: Tara Walker & Sarah Owens

Email: twalker@go-metro.com & sarah.owens@go-metro.com

Phone: 513-632-7647

Phone: 513-632-7614 & 513-632-7501

Small Business Enterprise Program Metro is committed to investing in small businesses and ensuring nondiscrimination in the award and performance of contracts.

A goal has not been established for this project.

Metro expects vendors to make good faith efforts to utilize small businesses.

Only certified small businesses will count toward participation.

Lists of small businesses will be provided.

Questions about Metro’s Small Business Program can be directed to Tara Walker at twalker@go-metro.com and Sarah Owens at sarah.owens@go-metro.com

Solicitation Overview

TYPE

RFP

Contract

Firm-Fixed

Base

Upon Completion

Option

N/A

Solicitation Timeline

Release Date: September 30, 2025

End of Question Period: October 15, 2025

Deadline for Answers & Addenda: October 22, 2025

Submission Deadline: November 5, 2025

At this time our Project Manager, Maria Jones, will discuss the upcoming slides.

Project Summary The Southwest Ohio Regional Transit Authority (“SORTA”) is seeking proposals from qualified vendors to provide Event Planning Services for SORTA’s annual formal awards banquet, The Golden Bus Awards.

Tasks The awarded vendor shall serve as the primary event planning and production entity, with full responsibility for sourcing, contracting, and managing all subcontractors necessary to fully execute the event as proposed and agreed upon.

Below are the tasks expected of the awarded vendor. All items are to be completed by the vendor or their sub-contractor.

Finalizing event details – The vendor will partner with SORTA to finalize event details. (Agenda, equipment, décor, staging, lighting, catering, etc.)

Weekly progress meetings will be required.

Manage event logistics - working with the Cincinnati Museum Center.

Source an all-encompassing production company for the following needs:

Event Planning - Pre-production planning, decor, room design, entertainment, and live event production. Coordination of vendors, support staff, and venue related agreements.

Audio and Visual support – podium mic kit, speaker system, “confidence” monitors, projection, presentation support, cameras, etc.

Lighting - Stage and ambient lighting to enhance the awards presentation and atmosphere.

Power and Accessories: Power distribution, cables, and related packages to support all technical needs and backup equipment as needed.

Scenic support package – staging and setline drapery Catering and cash bar (must use approved caterer for the location, Attachment B) The catering company will provide the crew Manage menu coordination (including food allergies/dietary restrictions) Check-in staff must provide table cards or similar for servers.

The crew for catering, venue, etc., must be union friendly Print and display customized decorative banners

Tasks Photobooth – with on-site, unlimited printing, and all digital files shared with SORTA after the event.

Plan and source decorations as necessary, including:

Customized banners to recognize Silver Wheel nominees (Pull-up banners, approximately 48”W x 96”H) Signage Centerpieces Flowers Balloons Pre-event Preparation: Deliver supplies and prepare the registration area the day of to the event (Prior coordination with venue required) Set up the day of the event can begin as early as 3pm.

Scenic Support:

Staging Setline drapery Structural elements for the awards area Decorations and table setup Provide event-day support:

Ensure correct setup on event day Manage and run check-in process (attendee registration) Manage menu coordination (including food allergies/dietary restrictions) Ensure successful executive of event agenda Post-event support:

Attendance/registration data Event feedback

Proposal Requirements

Each Task listed All proposals must include photos or visualization of vendor’s proposed options for the below:

Centerpieces – Must provide a minimum of three (3) options.

Stage Décor – Must provide a minimum of three (3) options Table Linens Any additional suggested decorations (i.e. balloon arches, signage ideas, backdrops, etc.)

Must provide visuals (can be links to website or QR codes).

Be creative in your approach and in your selections. The event should be unique and should be a memorable and positive experience for all in attendance.

What does SORTA provide?

Attendance numbers and final RSVP numbers.

Dinner menu needs, including notations for food allergies, vegetarians, or other dietary restrictions Necessary digital assets and documentation, including PowerPoint presentations with embedded media, brand guidelines, files for printing, headshots and video interviews of finalists.

SORTA will source and pay the DJ separately and provide contact information to the awarded vendor to coordinate for the event.

Contact information for the Cincinnati Museum Center.

Design and distribution of invitations Physical awards for the ceremony Efforts to accommodate setup the day of to the event

Procurement Information:

OpenGov Evaluation Criteria Q&A

OpenGov SORTA has partnered with OpenGov and has transitioned from a paper-based bid solicitation process to a fully automated, web-based electronic bidding and vendor management system. Our new e-Procurement Portal will allow interested parties to do the following:

Register to bid and receive notifications of future opportunities in the e-Procurement Portal by selecting Subscribe to create an account.

Follow updates to existing solicitations by finding the solicitation and clicking the Follow button. This will allow all interested parties to receive amendments and addenda automatically.

Submit questions and receive answers for open solicitations.

Ultimately, be your one location for all bid opportunities issued by the Southwest Ohio Regional Transit Authority.

https://help.procurement.opengov.com/en/articles/2482165-vendor-registration

1. Project Approach (Subjective) Demonstrated Understanding of SORTA/Metro’s Needs for this Project – Evaluate, assess, and understand the requirements put forth by SORTA to determine all areas of need in regard to this project.

Develop and execute a comprehensive event plan, including pre-production, event-day, and post-event activities.

Design and visualize the event experience, including room layout, decor, scenic elements, and overall creative approach.

Provide and manage all production elements, including audio/visual, lighting, power, and backup equipment.

Coordinate all event services and logistics, including catering, bar service, entertainment, and staffing.

Effectively manage subcontractors and support personnel to ensure seamless event execution.

Demonstrate strong project management capabilities, including timelines, communications, and contingency planning.

Scoring Method:

Points Based Weight (Points):

450 (45% of Total)

2. Firm and Staffing Qualifications (Subjective) Firm Experience – Firm experience in regards to the type of project and relative field, such as non-profit and/or transit related experience.

Staff Competency – The overall competency of the firm to handle a project of this type and size.

Availability of Staff to Perform Work – The ability of staff to be available to SORTA staff to work on this project.

References of Key Personnel – References provided for personnel who will be working on the project with vital data such as, but not limited to, years of experience, title, and similar projects.

Scoring Method:

Points Based

325 (32.5% of Total)

3. Price (Objective) Cost Proposal - Total cost of services being provided.

Scoring Method:

Reward Low Cost

225 (22.5% of Total)

Questions & Answers

If anyone has any questions, please enter them in the chat or use the Raise Hand feature in Teams.

Meeting Close Thank you everyone who took time out of their schedules to attend today’s meeting!

Please remember to post any questions you may have after this meeting in OpenGov, the deadline to submit questions is: October 15, 2025, 1:30pm image1.jpeg image2.emf image3.png image4.emf image5.png image6.jpeg image7.jpeg image8.png image9.jpeg image10.png image11.jpeg