Requested_Submittals_-_RFP_Music_Festival_Partner.docx

This is a Requested Submittals document for a Request for Qualifications issued by the City of Santa Monica, California, seeking an experienced partner to assess the feasibility of promoting, producing, and presenting an annual music festival event. Respondents must submit comprehensive proposals that include company information with a primary contact person, an overview of music festivals the firm has led in promoting, producing, and presenting, details on how the company would engage in the feasibility assessment process with the City, specific information regarding music festival events for which the firm has directed promotion, production, and presentation activities, and any other relevant experience documentation. The initial music festival is anticipated to occur during summer or fall of 2026. Proposals were due by October 1, 2025, following the RFQ posting on September 3, 2025. No specific site visits or bidder's meetings were detailed in the submission requirements document.

The evaluation will be conducted 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 City indicated no initial funding outlay would be required and stated the possibility of entering into an Exclusive Negotiating Agreement (ENA) with the selected partner for joint evaluation of the festival's potential, potentially leading to a subsequent contractual relationship. Comprehensive insurance requirements include Commercial General Liability ($1,000,000 per occurrence), Automobile Liability ($1,000,000 per accident), Workers' Compensation (statutory limits), Professional Liability ($1,000,000 per occurrence), and Pollution Legal Liability ($1,000,000 per occurrence), with insurers maintaining an A.M. Best rating of at least A:VII. No specific set-asides, incumbent vendors, award values, or budget ranges were identified in the documentation.