RFP-25-010-RS_Comm._Memo_CFO_Signed.pdf

This is a City Commission Memorandum from the City of Altamonte Springs, Florida, addressing a solicitation award for Special Events Production Services through Request for Proposal (RFP) RFP-25-010-RS. The city is seeking event production contractors to help plan and execute annual festivities, which include three distinct event groups: Group A (Holiday Events), Group B (Independence Day Celebration), and Group C (Additional Public Events). On December 20, 2024, the Procurement Division received three proposals, with two deemed complete and responsive. After evaluation, the committee recommends awarding the contract for Group B (Independence Day Celebration) to Creative Meeting Management, LLC for $375,469.10. The initial contract term is one year, with options 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 recommended action is to award the solicitation to Creative Meeting Management, LLC for Special Events Production, authorize City staff to negotiate the contract, and enable the Mayor to execute the contract upon finalization. The procurement process involved a thorough review of proposals, with one proposal being classified as non-responsive due to failure to meet minimum requirements. The city aims to select a contractor that can effectively deliver high-quality, family-friendly entertainment designed to enhance community engagement and provide memorable experiences for residents and visitors.