Proposer_Checklist.pdf

This is a Proposer RFP Checklist document prepared for respondents to the City of Santa Monica's Request for Qualifications to identify an experienced partner for assessing the feasibility of an annual music festival event. The City seeks qualified firms with significant music festival management experience to evaluate the potential for promoting, producing, and presenting the initial festival during summer or fall of 2026. Proposals were due by October 1, 2025, with the RFQ posted on September 3, 2025. The evaluation will be conducted by a committee using a points-based scoring system across three criteria: Partnership Experience with Municipal Entities (30 points), Technical Capability (30 points), and Experience/Expertise (40 points). The checklist emphasizes the critical importance of attending the pre-proposal conference if offered, reviewing all addenda issued through the City's OpenGov vendor portal, submitting questions by the designated deadline, adhering to the specified response format, addressing all RFQ requirements point-by-point, and ensuring timely submission of all required documentation with signed acknowledgments for each addendum.

The selected partner will be required to maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence), Automobile Liability ($1,000,000 per accident), Workers' Compensation at statutory limits, Professional Liability ($1,000,000 per occurrence), and Pollution Legal Liability ($1,000,000 per occurrence), with all insurers maintaining an A.M. Best rating of at least A:VII. The City anticipates entering into an Exclusive Negotiating Agreement with the selected partner to jointly evaluate the festival's feasibility, with no initial funding outlay required from the City. The procurement involves a collaborative approach with the selected partner to explore potential venues throughout Santa Monica and determine the festival's viability. Late proposals will not be accepted, and respondents must carefully review all RFP requirements and ensure compliance with all submission deadlines and format specifications noted on the front page of the RFP document.