RFP-25-010-RS_Comm._Memo_Approved_.pdf

This document is a City Commission Memorandum from the City of Altamonte Springs, Florida, regarding a solicitation award for special events production services. The city issued a Request for Proposal (RFP-25-010-RS) to secure event production contractors for planning and executing annual city festivities, which include Group A: Holiday Events, Group B: Independence Day Celebration (Red, Hot & Boom), and Group C: Additional Public Event Services. On December 20, 2024, the Procurement Division received three proposals, with two deemed complete and responsive. The recommended action is to award the contract for Group B to Creative Meeting Management, LLC for $375,469.10, with an initial one-year contract term and the option to renew for up to four additional one-year terms.

The fiscal information indicates sufficient funds are available in the budget for this contract. The evaluation committee thoroughly reviewed the proposals and concluded that Creative Meeting Management, LLC sufficiently satisfies the needs of the city for the Independence Day Celebration. Staff will conduct a revaluation of the needs for Groups A and C and determine the appropriate next steps. The recommendation includes authorizing City staff to negotiate a contract with the firm and empowering the Mayor to execute the contract upon finalization. The document is approved by the City's Chief Financial Officer and City Manager, demonstrating internal organizational support for the proposed contract award.