Events_Managmenet_St_Pete_Pier_Proposal_Submittal_Requirements.pdf

Proposal Requirements- Event Management

St. Pete Pier

Instructions: The RFP must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements”

A. Transmittal Letter Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead and contain the company’s mission statement and core values. It must be signed by a representative of the offeror who is authorized to sign such material and to commit the offeror to the obligations contained in the offer. The transmittal letter must include the name, address, phone number and e-mail address for the offeror’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

B. Company Profile & Experience (29%)

The proposal must describe the performance history and experience of the project team on similar projects.

a) Legal company name, address, and years in business

b) Description of company background and organizational structure

c) Relevant experience with public venues, waterfront/destination spaces, or similar high-traffic locations

d) Details of prior event management for municipalities or comparable outdoor venues

C. Event Management Capabilities (29%)

a) Scope of services offered (e.g., logistics, permits, vendor coordination, security planning, emergency response, marketing support)

b) Staff qualifications (resumes or bios of key team members)

c) Use of technology (event software, communication tools, ticketing platforms)

d) Ability to manage concurrent or large-scale events

D. Sample Events Portfolio/References (19%)

a) Case studies or descriptions of past events (size, scope, outcome)

b) Visual examples (photos, press clippings, social media impressions)

c) References with contact information from previous clients

Experience included must be limited to projects completed within the past five (5) years. At a minimum, the project description should include the following:

(a) Client name and description of the project/or services

(b) Location of service

(c) Program duration

(d) Target population

(e) Project timeline

(f) Were the objectives met and was there successful completion of the project. If not, please explain what happened and what procedures were put into place to ensure successful completion of subsequent projects.

(g) Staff assigned to reference engagement that will be designated for work per the RFP

(h) The client's property manager name, e-mail address and telephone number.

(i) Total contract amount.

E. Local Knowledge & Community Engagement (9%)

a) Familiarity with St. Petersburg regulations, departments (e.g., Parks & Rec, Police, Fire)

b) Understanding of the Pier’s unique characteristics, community expectations, and environmental sensitivities

c) Approach to engaging local vendors, tenants, artists, and community groups

d) Creative event ideas tailored to the St. Pete Pier

e) Strategies for maximizing community benefit and tourism

f) Scalability for holidays, festivals, and major events

F. Financial Proposal (8%)

Current Fee structure with events management company is an annual fee of $90,000 with all risk/expense and income potential going to the management company.

a) Fee structure (flat rate, per-event, percentage of revenue, etc.) based on scope provided

b) Cost breakdown for typical events based on annual event requirements provided

c) Any additional charges (e.g., travel, equipment, overtime)

G. City of St. Petersburg Small Business Enterprise (2%)

The offeror must indicate if it is a City of St. Petersburg SBE.

H. City of St. Petersburg Minority Owned Business Enterprise (MBE) (2%)

The offeror must indicate if it is a City of St. Petersburg MBE.

I. City of St. Petersburg Women Owned Business Enterprise (WBE) (2%)

The offeror must indicate if it is a City of St. Petersburg WBE.