Proposal_Submittal_Requirements.pdf

Proposal Requirements

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”. The Proposal must not exceed 100 pages in total. Only proposals that adhere to these instructions will be considered for evaluation.

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 & Event Management Capabilities (29%)

a) Description of company background and organization chart

b) Services offered (e.g., logistics, permits, vendor coordination, security planning, emergency response, marketing support)

c) Staff qualifications (bios of key team members demonstrating relevant experience)

d) Describe the technology your team utilizes to deliver event management services. This should include client/booking management software, communication and coordination tools, ticketing or registration platforms, and other relevant technologies used to support efficient, high-quality service delivery.

e) Explain its ability to manage concurrent or large-scale events

C. Experience & References (33%)

The proposal must describe the performance history and experience of the project team on similar projects to include the following:

a) Describe your team’s experience managing events in public venues such as parks, waterfronts, cultural destinations, or other high-traffic locations. Please provide a minimum of three (3) examples of similar projects (e.g., large-scale festivals, concerts, community celebrations, or seasonal markets). For each example provided, include the following:

a Type of venue, b Scale of the event, c Services provided, d Any unique operational considerations, e and a brief summary of your performance history, including outcomes, client satisfaction, or lessons learned. Visuals (photos, press clippings, social media impressions)

b) Provide three (3) references with contact information and project descriptions Experience included must be limited to projects completed within the past five (5) years. At a minimum, the project description must include the following:

a Client name and description of the project/or services, b Client's property manager’s name, e-mail address and telephone number, c Location of service, d Program duration, e Target population, f Project timeline, g Were the objective 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.

h Staff assigned to reference engagement that will be designated for work per the RFP, i Total contract amount

E. Strategic Event Planning & Community Engagement (24%)

Offeror must describe its team’s strategic approach to event planning and community engagement at the St. Pete Pier. The response must address the following:

a) Experience with the City of St. Petersburg – Detail your familiarity with local regulations and permitting processing, and any relevant business experience with the City departments such as Park’s and Recreation, Police, and Fire Rescue.

b) Knowledge of the St. Petersburg Pier – Demonstrate your understanding of the Pier’s unique physical environment, its role in the community, and any environmental sensitivities or operations considerations specific to the site.

c) Community and Vendor Engagement – Explain how you plan to engage local vendors, tenants, artists, performers, and community organizations in event planning and execution.

d) Share creative, mission-aligned event concepts tailored specifically to the St. Pete Pier’s identity as a waterfront destination.

e) Describe your strategies for maximizing benefits to the local community while also supporting tourism, economic development, and cultural visibility.

f) Explain how your team can scale events to accommodate a range of activities, from small community gatherings to large scale festivals and holiday celebrations.

g) Familiarity with the St. Petersburg regulations, departments (e.g., Parks & Rec, Police, Fire), limited to any relevant business experience with the City of St. Petersburg

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

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

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

k) Strategies for maximizing community benefit and tourism

l) Scalability for holidays, festivals, and major events

F. Financial Proposal (8%)

Offeror must provide a detailed financial proposal that aligns with the scope of services outlined in this solicitation. The response must include the following:

a) Fee structure – clearly outline your proposed fee model (e.g. flat rate, per-event fee, percentage of revenue, etc.). Specify how the fees correspond to the services provided.

b) Cost breakdown – provide a sample cost breakdown for typical events based on the annual event requirements described in the scope.

c) Any additional charges – Identify any potential additional costs that may be incurred, such as travel, and equipment. Clearly indicate how and when these charges would apply.

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.