ESBD_363512_1718642424319_RFP 24-25 Event Entertainment Services.pdf

RFP 24-25 Event Entertainment Services 1

REQUEST FOR PROPOSALS (RFP) # RFP 24-25

Event Entertainment Services

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

June 17, 2024 RFP issued.

July 8, 2024

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding RFP documents shall be submitted through the Questions tab in IonWave by 5:00 p.m. Central Time to be considered.

July 11, 2024 Issuance of final addendum, if necessary.

July 18, 2024

Proposal Submission Deadline

All proposal documents shall be submitted before 2:00 p.m. Central

Time in IonWave.

The RFP opening will take place digitally through IonWave immediately following time due. A list of vendors who submitted will be made available upon written request to the Procurement Contact.

August 2024 Recommendation of award and approval to enter into contract.

Award will be announced after approval received.

E-Bidding Website: IonWave https://sanjac.ionwave.net

PROCUREMENT CONTACT

Kimberly Adams, Buyer 281-991-2614 kimberly.adams@sjcd.edu https://sanjac.ionwave.net/ mailto:kimberly.adams@sjcd.edu

RFP 24-25 Event Entertainment Services 2

SCOPE OF WORK

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed proposals from qualified firms to provide event entertainment services including but not limited to events for students, employees, and the surrounding communities.

It is the College’s intention to award multiple companies based on the best value, as determined by SJCCD, overall response(s) submitted to the College, with consideration given to proposals that best meet the desired scope of work and specifications set forth in this request for proposals.

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

2. Scope of Work

This scope of work covers the requirements to provide SJCCD with event entertainment services.

Specific services shall be scheduled as needed from the awarded pool of event entertainment suppliers. This scope of work does not include catering/food services or event set-up rentals (e.g., tents, tables, chairs, cloth linens etc.).

Services which may include, but are not limited to the following:

a. Aerial Performers

b. Animal Events (e.g., goat yoga, petting zoos)

c. Balloon Animals

d. Balloon Decorations

e. Bounce Houses and Large Inflatables

• Provide a variety of bounce houses and large inflatables suitable for different age groups and event themes.

f. Cultural Appreciation Performances (e.g., Lunar New Year, Mariachi, Folklorico, and

African Dance)

• Provide cultural appreciation performances showcasing diverse cultures and traditions.

g. Dance Performances or Lessons (e.g., salsa, ballroom)

h. DJ Services:

• Provide professional DJ services for the event, including a diverse playlist catering to various musical tastes, sound equipment, and lighting.

i. Face Painters

j. Fire Performers

k. Interactive Entertainment

• Organize interactive entertainment activities such as photo booths, games, or other engaging activities suitable for the event.

RFP 24-25 Event Entertainment Services 3

l. Jugglers

m. Letter Marque Decor

n. Live Musical Performance

• Provide a live band for a duration of 2 - 4 hours, including setup and breakdown.

• Ensure a diverse playlist catering to various musical tastes.

• Coordinate with event organizers regarding any special musical requests.

o. Outdoor Movie Setups

• Provide outdoor movie setup services including screens, projectors, sound systems, and seating arrangements.

p. Stilt Walkers

q. Temporary Tattoo Artists (e.g., henna, airbrush, water transfer, etc.).

r. Virtual Reality Experiences

3. Delivery and Installation

a. All equipment shall be assembled, set in place, and operated by the artist or company.

b. Pricing shall include equipment installation, calibration, and on-site technician set-up, if applicable.

c. Awarded supplier shall clean up and remove all equipment, supplies, and waste after events.

d. Awarded supplier shall coordinate all event activities with the SJCCD contact person.

e. Awarded supplier must include any special event requirements in each event-specific proposal requested by the College. This should include details about electrical power needs, specifying protection against power loss and other power line interferences. If these requirements entail an additional fee or go beyond the standard utility provisions available on college campuses, they should be clearly outlined.

4. College Locations

a. District Offices – 4620 Fairmont Parkway, Pasadena, TX 77504

b. Central Campus – 8060 Spencer Hwy, Pasadena, TX 77505

c. North Campus – 5800 Uvalde, Houston, TX 77049

d. South Campus – 13735 Beamer Road, Houston, TX 77089

e. Maritime – 3700 Old Hwy 146, La Porte, TX 77571

f. Generation Park Campus – 13455 Lockwood Rd., Houston, TX 77044

g. Edge Center – 13150 Space Center Blvd., Houston, TX 77059

5. Supplier Diversity Reporting

SJCCD does not give preference to historically underutilized or small business in the awarding of contracts. However, if the awarded contractor utilizes a subcontractor(s) to fulfill the proposed requirements, the contractor will be required to track and report the amount paid to each subcontractor along with the subcontractor’s supplier diversity classification. This information will only be used for the purpose of statistical tracking. The reportable classifications include:

RFP 24-25 Event Entertainment Services 4

• African American

• Asian Pacific American

• Caucasian

• Hispanic American

• Native American

• Small Business

• Veteran Owned

• Minority Owned

• Woman Owned

• LGBTQ

• Other / Non-disclosed

6. Special Requirements

All company representatives working at any College property or facility shall wear a clearly visible name tag, badge, embroidered or labelled uniform shirt, or other personal or company identification at all times. Failure to comply with this requirement could result in removal from the campus until corrected.

7. Contract Term

The contract term, if any, for contract(s) awarded from this solicitation will be one (1) year with renewal options of four (4) one-year time periods subject to the termination provisions as further described in the sample contract terms and conditions on the Attachments tab section of this solicitation.

SJCCD will sign a single contract with each awarded supplier. All orders for event services shall be agreed upon by the acceptance of a Purchase Order (PO). Quotes and/or Work Orders for individual events will not be signed by the College.

RFP 24-25 Event Entertainment Services 5

EVALUATION CRITERIA

An Evaluation Committee will review all proposals according to the criteria stated herein. The committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews/presentations, reports, discussions, reference checks, and other appropriate review.

Proposals will be evaluated using the following criteria:

Factor Points

Section 1: Qualifications Form 45

Section 2: References 10

Section 3: Exceptions to Terms and Conditions 5

Section 4: Price Proposal* 40

Total 100

* The price proposal for each firm will be evaluated in comparison with the other firms’ price proposals;

however, the number of points possible may be evaluated in proportion to each respondent’s evaluation score received for Section 1: Qualifications Form.

RFP 24-25 Event Entertainment Services 6

PROPOSAL RESPONSE REQUIREMENTS

All proposal response requirements must be submitted through IonWave. The system does not allow a proposal submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

1. Qualifications Form

Complete the Qualifications Form and upload in the Response Attachments tab in IonWave.

2. References

Include references in the Attributes tab in IonWave for the following:

a. The proposer shall provide at least five (5) references on recent projects for which the proposer's company is currently providing or has provided the same type and level of service required in this RFP within the past three years. Include the name, telephone number, and valid email address of a reference person who may be contacted for further information. It is highly preferable that these references are other colleges or public sector accounts comparable in size or larger.

b. All references will be contacted by email. Evaluations will be based on responses received from references. It is advisable to notify your references ahead of time that a reference will be requested by email.

3. Exceptions to Terms and Conditions

An exception includes any addition, deletion, or other modification. Submit exceptions to terms and conditions as an attachment in the Response Attachment tab in IonWave as follows:

a. If you select Yes to “EXCEPTIONS TO TERMS AND CONDITIONS” under the Attributes tab, you must submit a written summary of each exception to this RFP, including the scope, specifications, and/or sample contract, as applicable. The summary shall include supporting justification that clearly identifies the specific reference, page, section, and sub-section of the change, relevance of the change, the vendor’s rationale for the change, and benefit to the College for accepting the change for the submitted exceptions to be considered in the evaluation.

b. The College’s evaluation of submitted exceptions will address the quantity of exceptions, type of exceptions, and justification(s) for exceptions. Fewer exceptions and/or exceptions with a lower risk to the College, if accepted, will equate to a higher score.

c. Any exceptions not explicitly stated may not be considered during contract negotiations, if any. The submittal of exceptions to terms and conditions does not guarantee the College’s acceptance of exceptions. The College reserves the right to accept or reject any exceptions as necessary to negotiate a mutually beneficial contract.

RFP 24-25 Event Entertainment Services 7

4. Price Proposal

Include pricing on the Line Items tab in IonWave for the following:

1. Indicate any discount off of the published list price for events that you may offer. If no discount is offered, please enter zero discount. Awarded supplier(s) must be willing to honor the stated discount off of the current published list price at the time an event is booked for the duration of the awarded contract.

Required: Upload a Pricing Attachment document of all services and pricing provided by your firm. If all services and pricing is available on your company’s website a web link may be provided in lieu of a comprehensive list. Any costs not explicitly stated in a proposal response shall not be charged to the College.

The College reserves the right to consider pricing submitted through Line Items, Line Notes, and Response Attachments. If there is a discrepancy among the Line Items, Line Notes, and Response Attachments, the Line Items pricing shall prevail.

List of Response Attachments:

Include the following documents in the Response Attachments tab in IonWave.

All forms are available to download under the Attachments tab in IonWave. Except when listed as Optional, all Response Attachment documents are required and failure to provide a required document may deem the proposer non-responsive and disqualify the response from consideration for award.

1. Qualification Form

2. Pricing Attachment

3. Conflict of Interest form

4. Proof of Insurance Requirements

5. Exceptions to Terms and Conditions (optional)

6. Additional Costs Not Included in Pricing (optional)