Production _ Artist Services for 2025 RFP Sum.pdf

Request for Proposal for City of Villa Rica Summer Concert Series, Gold Rush Festival, July 3rd Fireworks Extravaganza and Thomas A. Dorsey Festival, Artist, Production Services, and Mobile Covered Stage Rental.

The City of Villa Rica (City) is issuing a Request for Proposal (RFP) for Concert and Festival Production, Artist Services, and Stage Rental for the City’s Summer Concert Series, Gold Rush Festival, Thomas A. Dorsey Festival, and July 3rd Fireworks Extravaganza. The purpose of this RFP is to solicit a “turnkey” proposal that covers all aspects of the services outlined in more detail under the Scope of Services section of this document, and to determine the firm most qualified to provide such services. Proposals must be submitted to arrive no later than 2:00 p.m., Monday, January 27, 2025.

Questions concerning the process should be directed to Karina Martinez, City of Villa Rica Events Manager, by email at kmartinez@villarica.gov. All questions should be submitted by 2:00 p.m., Wednesday, January 15, 2025. The answers to the questions submitted will be posted in an addendum on Friday, January 17, 2025, on the City of Villa Rica’s website – Villarica.gov.

I. INTRODUCTION

The City of Villa Rica holds six (6) free concerts and festivals combined yearly. The City’s Summer Concert Series, the Gold Rush Festival, and the Thomas A. Dorsey Festival are held at the Mill Amphitheater located in the heart of Downtown Villa Rica, while the July 3rd Fireworks Extravaganza is held at the Villa Rica Civic and Sports Center (VPLEX). These concerts and festivals have become a safe, and family-friendly summer tradition for the City of Villa Rica’s residents and visitors.

The City is seeking an experienced, well qualified production & artist services, or other company with similar experience to provide concert and festival production & artist services for the six (6) live, free concerts and festivals which comprise the City’s 2025 Summer Concert Series, Gold Rush Festival, Thomas A. Dorsey Festival, and July 3rd Fireworks Extravaganza. A mobile covered stage rental quote is only required for the July 3rd Fireworks Extravaganza.

Concert and Festival Production Services will include providing the backline for each artist at each concert and festival, plus other necessary equipment such as lighting and sound or as more fully described in this RFP. The proposal should also include a mobile covered stage quote for the July 3rd Fireworks Extravaganza only.

mailto:kmartinez@villarica.gov

Concert Festival and Artist Services will include scouting, booking, managing, and compensating talent for the series of concerts and festival as more fully described in this RFP. The City has historically budgeted $125,000 for Production and Artist Services for the Summer Concert Series, Thomas A. Dorsey, and Gold Rush Festival. The city has also budgeted $27,000 for production, artist services, and mobile covered stage rental for the July 3rd Fireworks Extravaganza only. The firm selected as a result of this RFP should expect to offer performances and production of comparable caliber.

II. SCOPE OF SERVICES

Artist Services

• Provide performers for each concert and festival. All aspects of providing performers will be the producer’s responsibility, including scouting, booking, contracting, management, and compensation. Performers must consist of at least one and up to two live musical act(s) (opening act and headlining act) and be approved by the City prior to booking. Performers shall be professional quality with sufficient experience to perform in the environment, of the same or similar quality as acts which have performed in past Summer Concert Series and city festivals. The producers must work with the City’s Events Manager for all concerts and festivals stated in this RFP.

• Provide the City with the proposed line-up for all concert and festivals by April 1, 2025, subject to the City’s approval. No changes or substitutions to the approved line-up may be made without the City’s approval.

• Provide the City with copies of executed agreements between the producer and each performer committing them to the performance on their scheduled date and time.

• Ensure that all performers are ready, willing, and able to perform on each concert date OR provide alternate, acceptable performers of similar quality at no additional cost to the City.

• The producer(s) must provide the artist’s hospitality rider 2-3 weeks prior to the event date in order to ensure that all the artist needs are met.

Production Services

• The producer(s) must provide all equipment needed for the artist(s) backline. The City is only responsible for providing the drum riser and supplying electrical needs.

• The producer(s) must provide all equipment for sound and lighting for each festival and concert as well as the appropriate number of stagehands to setup and breakdown all equipment.

• The producer(s) must provide in further detail: VUE AL Line array PA with 2 outfills M32 console with iPad, On stage monitor console, on stage audio system with mics, monitors, stands, cabling, DI & Distribution 32 – 40ft Truss on lifts, eight (8) 200IP rated wash fixtures downstage & downstage (on ground), one (1) lighting desk, one

(1) drum kit, one (1) SVT bass rig, backline for artist(s), backline tech, lighting tech, production coordinator, and 2-4 stagehands.

Mobile Covered Stage Rental

• The mobile covered stage rental for the July 3rd Fireworks Extravaganza ONLY must provide: mobile covered performance stage minimum 24’d x 32’w x 42’h with skirting, two (2) sets of stairs – one (1) left and one (1) right, one (1) 8x8 drum riser and skirt, two (2) 5x7x10 sound wings or scaffold towers, eight (8) walk boards, one

(1) banner package, and one (1) backdrop.

III. PROPOSAL REQUIREMNTS

Proposals must be no more than 10 pages long, front and back, and all text must be in at least a 12-point font size. Failure to provide the required information in the required format may deem the proposal non-responsive.

Proposals shall include the following mandatory elements:

1. Summary of Qualifications: The Summary of Qualifications should give a concise summary of the company’s unique qualifications and approach to the work and any similar, recent experience, and identify key personnel that would be assigned to the work.

2. Company Background: Company should include years in business, brief company history, composition of project team, including names and expertise, name of firms that you may contract for this project and services offered by each firm, additional in-house services company offers beyond the scope of this project and contact information.

3. References: Company must provide at least three (3) references that company has done at least $5,000 or more in transactional business with during the past 12 months, including company name, contact person, address, phone number, and e-mail. References must be submitted on the form provided with this document.

4. Insurance & Licensing: Company must be properly licensed and secure necessary permits wherever applicable. Company must maintain $2 million-dollar general liability insurance policy. The certificate must list the City of Villa Rica, Villa Rica Mainstreet, and Villa Rica Parks and Recreation Department as and ADDITIONAL INSURED and shall have no less than thirty (30) days warren notice of cancellation or material change.

5. Pricing: Pricing must include delivery, setup, operation, and loud out. All proposals must have itemized pricing broken out for each date listed under the scope of services. Proposals will not be considered if pricing is not itemized by date. Please use the attached Event Schedule to prepare an itemize pricing proposal. Pricing shall be available to the City for 60 days from Proposal Due Date.

IV. CONTACT

The selected firm will enter into a services contract with the City of Villa Rica. The Contract will be terminable by the City upon seven (7) days’ notice. The contract will require compliance with all applicable City, State, and Federal provisions pertaining to Non-Discrimination, Equal Employment Opportunity, and Affirmative Action and the Americans with Disabilities Act

(ADA).

V. DETERMINING QUALIFIED BIDDERS

The City of Villa Rica are the sole determiner of a qualified bidder and may request other information sufficient to determine bidder’s ability to meet these minimum standards listed in this RFP. Request for information contained in this section may also occur at any time during the effective period of the contract, or any extension/renewal thereof.

The recommended company will be presented to the Villa Rica City Council for official selection. If selected, the company together with the City of Villa Rica will negotiate an amicable contract.

The City of Villa Rica may, at any time it deems necessary, may terminate this agreement with thirty (30) days calendar day’s written notice.

VI. QUESTIONS AND PROJECT ADDENDUMS

Questions concerning this RFP should be addressed to Karina Martinez, Events Manager, via email at kmartinez@villarica.gov. All questions should be submitted by 2:00 p.m., Wednesday, January 15, 2025. The answers to the questions submitted will be posted in an addendum on Friday, January 17, 2025, on the City of Villa Rica’s website – Villarica.gov. No interpretation made to any respondent regarding the meaning of the RFP shall be binding upon the City unless set forth in writing and distributed via addendum by the City.

VII. DIRECTIONS FOR SUBMISSION

Proposals must be mailed or hand-delivered to the City of Villa Rica, Attn: Karina Martinez, 571 W. Bankhead Hwy, Villa Rica, GA 30180 no later than 2:00 p.m., Monday, January 27, 2025, clearly marked “Villa Rica Concert and Festival Production and Artist Services and Mobile Covered Stage – Proposal.” All submissions must be sealed. Any proposals received after the deadline will not be considered/ accepted. The City of Villa Rica reserves the right to reject any and all proposals or portions of proposals, to waive minor deficiencies, or to solicit new proposals on the original project or on a modified project as may be deemed necessary or in the best interest of the City.

mailto:kmartinez@villarica.gov

2025 Villa Rica Concert/Festival Events

Event Date Time Artist

Services Production

Service Coverd Stage

Rental Summer Concert #1 Saturday, June 7, 2025 7:30 PM N/A Thomas Dorsey Festival Saturday, June 28, 2025 7:30 PM N/A July 3rd Fireworks Extravaganza Thursday, July 3, 2025 7:30 PM YES Summer Concert #2 Saturday, July 19, 2025 7:30 PM N/A Summer Concert #3 Saturday, August 9, 2025 7:30 PM N/A Gold Rush Festival Saturday, September 27, 2025 7:30 PM N/A

NOTE: Only the July 3rd Fireworks Extravaganza requires a mobile stage rental.

All other events are held at the Mill Amphitheater stage.

REFERENCES

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Company Name:

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