RFP 26_7550_01 Artist _ Production Service fo.pdf

Request for Proposal

RFP 26-7550-01

Artist & Production Services Villa Rica Summer Concert Series & Festivals

The City of Villa Rica (City) is issuing a Request for Proposal (RFP) for Concert and Festival Production Services, Artist Services, and Stage Rental for the City’s Art & Soul Festival, Summer Concert Series, Gold Rush Festival, Thomas A. Dorsey Festival, and July 3rd Fireworks Extravaganza. The purpose of this RFP is to solicit a “turnkey” proposal that covers all aspects of the services outlined in more detail under the Scope of Services section of this document, and to determine the firm most qualified to provide such services. Proposals must be submitted to arrive no later than 2:00 pm, Tuesday, December 16, 2025.

The contract will be for an initial term of three (3) years with the optional renewal annually for an additional two (2) years not to exceed five (5) years total. This Request for Proposals includes the same services on behalf of selected events or potential events of the City, as described later in this request.

Questions concerning the process should be directed to Karina Martinez, City of Villa Rica Events Manager, by email at kmartinez@villarica.gov. All questions should be submitted by 2:00 p.m., Wednesday, December 3, 2025. The answers to the questions submitted will be posted in an addendum on Friday, December 5, 2025, on the City of Villa Rica’s website – Villarica.gov.

RFP SCHEDULE:

This Request for Proposal will be governed by the following schedule:

RFP Issue Date………………………………………………………….… November 20, 2025 Deadline for Receipt of Written Questions……………..……… December 3, 2025 (2:00 pm) Deadline for Posting of Written Answers to City’s Website …… December 5, 2025 (2:00 pm) RFP Response Due Date……………………………………….. December 16, 2025 (2:00 pm) Opening / Evaluation of RFP Sealed Proposals………………... December 16, 2025 (2:00pm) Staff Recommendation to City Council ………………………... January 6, 2026 (10:00am) Vote by City Council to Award BID ….………………………… January 13, 2026 (6:00 pm)

I. INTRODUCTION

The City of Villa Rica holds seven (7) free concerts and festivals combined yearly. The City’s Art & Soul Festival, Summer Concert Series, the Gold Rush Festival, and the Thomas A. Dorsey Festival are held at the Mill Amphitheater located in the heart of Downtown Villa Rica, while the July 3rd Fireworks Extravaganza is held at the Villa Rica Civic and Sports Center (VPLEX).

These concerts and festivals have become a safe, and family-friendly summer tradition for the City of Villa Rica’s residents and visitors.

The City is seeking an experienced, well qualified production & artist services, or other company with similar experience to provide concert and festival production & artist services for the seven

(7) live, free concerts and festivals which includes the City’s 2026 Art & Soul Festival, Summer Concert Series, Gold Rush Festival, Thomas A. Dorsey Festival, and July 3rd Fireworks Extravaganza. A mobile covered stage rental quote is ONLY required for the July 3rd Fireworks Extravaganza. See attached Exhibit 1 for details on which event requires artist services, production services and/or covered stage rental. Artist services are needed for only 5 events, production services for all 7 events and covered stage rental for only July 3rd event.

Concert and Festival Production Services will include providing the backline for each artist at each concert and festival, plus other necessary equipment such as lighting and sound or as more fully described in this RFP. The proposal should also include a mobile covered stage quote for the July 3rd Fireworks Extravaganza ONLY.

Concert Festival and Artist Services will include scouting, booking, managing, and compensating talent for the series of concerts and festival as more fully described in this RFP. The City has historically budgeted $130,000 for Production and Artist Services for the Summer Concert Series, and Gold Rush Festival. The city has also budgeted $24,000 for production, artist services, and mobile covered stage rental for the July 3rd Fireworks Extravaganza ONLY. The firm selected as a result of this RFP should expect to offer performance and production of comparable caliber.

Please see below for a breakdown of the budgeted expenses based on the location of where the events take place.

Location The Mill Amphitheater

Concerts & Festivals VPLEX – July 3rd Fireworks Extravaganza ONLY

Artist Services $70,000 $11,500 Production Services $60,000 $8,200 Stage Rental $0 $4,300

II. SCOPE OF SERVICES

Artist Services

• Provide performers for each concert and festival. All aspects of providing performers will be the producer’s responsibility, including scouting, booking, contracting, management, and compensation. Performers must consist of at least one and up to two live musical act(s) (opening act and headlining act) and be approved by the City prior to booking. Performers shall be professional quality with sufficient experience to perform in the environment, of the same or similar quality as acts which have performed in past Summer Concert Series and city festivals. The producers must work with the City’s Events Manager for all concerts and festivals stated in this RFP.

• The musical genres the City is looking into for the seven (7) live free concerts and festivals are pop, Country Rock, Hard Rock, Southern Country/Blues Rock, R&B, and Funk. In further detail, the City is looking into tribute bands for the Summer Concert Series and the July 3rd Fireworks Extravaganza in the Country Rock/ Southern Country, Pop, Hard Rock, or R&B/Blues Rock genres. For the Gold Rush Festival only – the City is looking for a real band in the Country Rock genre.

• Provide the City with the proposed line-up for all concerts and festivals by February 23, 2026, subject to the City’s approval. No changes or substitutions to the approved line-up may be made without the City’s approval.

• Provide the City with copies of executed agreements between the producer and each performer committing them to the performance on their scheduled date and time.

• Ensure that all performers are ready, willing, and able to perform on each concert date OR provide alternate, acceptable performers of similar quality at no additional cost to the City.

• The producer(s) must provide the artist’s hospitality rider 2-3 weeks prior to the event date in order to ensure that all the artist needs are met.

• See attached Exhibit 1 for clarification on which event requires artist services.

Production Services

• The producer(s) must provide all equipment needed for the artist(s) backline. The City is only responsible for providing the drum riser and supplying electrical needs for the concerts and festivals taking place at the Mill Amphitheater – for the July 3rd Fireworks Extravaganza please see Mobile Covered Stage Rental section for electricity specifications.

• The producer(s) must provide all equipment for sound and lighting for each festival and concert as well as the appropriate number of stagehands to setup and breakdown all equipment.

• The producer(s) must provide in further detail: VUE AL Line array PA with 2 outfills M32 console with iPad, On stage monitor console, on stage audio system with mics, monitors, stands, cabling, DI & Distribution 32 – 40ft Truss on lifts, eight (8) 200IP rated wash fixtures downstage & downstage (on ground), one (1) lighting desk, one

(1) drum kit, one (1) SVT bass rig, backline for artist(s), backline tech, lighting tech, production coordinator, and 2-4 stagehands.

• See attached Exhibit 1 for clarification on which event requires production services.

Mobile Covered Stage Rental

• The mobile covered stage rental for the July 3rd Fireworks Extravaganza ONLY must provide: mobile covered performance stage minimum 24’d x 32’w x 42’h with skirting, two (2) sets of stairs – one (1) left and one (1) right, one (1) 8x8 drum riser and skirt, two (2) 5x7x10 sound wings or scaffold towers, eight (8) walk boards, one

(1) banner package, and one (1) backdrop. Electricity MUST also be provided for the stage, and any other equipment needs dealing with the July 3rd Fireworks Extravaganza ONLY.

III. PROPOSAL REQUIREMENTS

Proposals must be no more than 10 pages long, front and back, and all text must be in at least a 12-point font size. Failure to provide the required information in the required format may deem the proposal non-responsive.

Proposals shall include the following mandatory elements:

1. Summary of Qualifications: The Summary of Qualifications should give a concise summary of the company’s unique qualifications and approach to the work and any similar, recent experience, and identify key personnel that would be assigned to the work.

2. Company Background: Company should include years in business, brief company history, composition of project team, including names and expertise, name of firms that you may contract for this project and services offered by each firm, additional in-house services company offers beyond the scope of this project and contact information.

3. References: Company must provide at least three (3) references that company has done at least $5,000 or more in transactional business with during the past 12 months, including company name, contact person, address, phone number, and e-mail. References must be submitted on the form provided with this document.

4. Insurance & Licensing: Company must be properly licensed and secure necessary permits wherever applicable. Company must maintain $2 million-dollar general liability insurance policy. The certificate must list the City of Villa Rica, Villa Rica Mainstreet, and Villa Rica Parks and Recreation Department as and ADDITIONAL INSURED and shall have no less than thirty (30) days warren notice of cancellation or material change.

5. Pricing: Pricing must include delivery, setup, operation, and load out. All cost proposals must be submitted on the attached Cost Proposal Submittal Form. The form itemizes pricing for each event listed under the scope of services (artist services, production services or stage rental). Proposals will not be considered if Cost Proposal Form is not completed and itemized by event. Pricing shall be available to the City for 60 days from Proposal Due Date.

IV. CONTRACT

The selected firm will enter into a services contract with the City of Villa Rica. The Contract will be terminable by the City upon seven (7) days’ notice. The contract will require compliance with all applicable City, State, and Federal provisions pertaining to Non-Discrimination, Equal Employment Opportunity, and Affirmative Action and the Americans with Disabilities Act

(ADA).

V. DETERMINING QUALIFIED BIDDERS

The City of Villa Rica are the sole determiner of a qualified bidder and may request other information sufficient to determine bidder’s ability to meet these minimum standards listed in this RFP. Request for information contained in this section may also occur at any time during the effective period of the contract, or any extension/renewal thereof.

The recommended company will be presented to the Villa Rica City Council for official selection. If selected, the company together with the City of Villa Rica will negotiate an amicable contract.

The City of Villa Rica may, at any time it deems necessary, may terminate this agreement with thirty (30) days calendar day’s written notice.

VI. QUESTIONS AND PROJECT ADDENDUMS

Questions concerning this RFP should be addressed to Karina Martinez, Events Manager, via email at kmartinez@villarica.gov. All questions should be submitted by 2:00 p.m., Wednesday, December 3, 2025. The answers to the questions submitted will be posted in an addendum by end of day Friday, December 5, 2025, on the City of Villa Rica’s website link:

https://villarica.gov/departments/finance/purchasing/bid_opportunities.php.

No interpretation made to any respondent regarding the meaning of the RFP shall be binding upon the City unless set forth in writing and distributed via addendum by the City.

https://villarica.gov/departments/finance/purchasing/bid_opportunities.php

VII. DIRECTIONS FOR SUBMISSION

Proposals must be mailed or hand-delivered to the City of Villa Rica, Attn: Purchasing Director, 571 W. Bankhead Hwy, Villa Rica, GA 30180 no later than 2:00 p.m., Tuesday, December 16, 2025, clearly marked “RFP 26-7550-01 BID PROPOSAL”. All submissions must be sealed. All cost proposals must be submitted on the attached Cost Proposal Submittal Form. The form itemizes pricing for each event listed under the scope of services (artist services, production services or stage rental). Proposals will not be considered if Cost Proposal Form is not completed and itemized by event. Any proposals received after the deadline will not be considered/ accepted. The City of Villa Rica reserves the right to reject any and all proposals or portions of proposals, to waive minor deficiencies, or to solicit new proposals on the original project or on a modified project as may be deemed necessary or in the best interest of the City.

EXHIBIT 1

Event Date Location Bands required Artist Services Coverd Stage

Rental Production

Service Villa Rica Art & Soul Festival Saturday, April 25, 2026 Mill Amphiteather NONE NO NO YES Summer Concert #1 Saturday, June 6, 2026 Mill Amphiteather 2 (1 opener, 1 headliner) YES NO YES Thomas Dorsey Festival Saturday, June 27, 2026 Mill Amphiteather NONE NO NO YES July 3rd Fireworks Extravaganza Friday, July 3, 2026 VPLEX 2 (1 opener, 1 headliner) YES YES YES Summer Concert #2 Saturday, July 11, 2026 Mill Amphiteather 2 (1 opener, 1 headliner) YES NO YES Summer Concert #3 Saturday, August 8, 2026 Mill Amphiteather 2 (1 opener, 1 headliner) YES NO YES Gold Rush Festival Saturday, September 26, 2026 Mill Amphiteather 2 (1 opener, 1 headliner) YES NO YES

Event Load In Doors open Opening Act Intermission Headliner Load Out

Villa Rica Art & Soul Festival 10:00 AM 3:00 PM 3:30 PM Depends on Run of Show

Depends on Run of Show 9:00 PM

Summer Concert Series (ALL CONCERTS) 10:00 AM 6:00 PM 7:00 PM 8:00 PM 8:15 or 8:30 PM 10:00 PM Thomas Dorsey Festival 10:00 AM 6:00 PM 7:00 PM 7:50 PM 8:15 PM 9:50 PM July 3rd Fireworks Extravaganza 9:00 AM 4:30 PM (ENT ONLY) 5:00 PM 7:00 PM 7:30 or 8:00 PM 10:00 PM Gold Rush Festival 9:00 AM 6:00 PM (ENT ONLY) 7:00 PM 8:00 PM 8:15 or 8:30 PM 10:00 PM

2026 Villa Rica Concert/Festival Events

2026 Villa Rica Concert/Festival Tentative ROS

NOTE: Times are subject to change depending on the opening and headling bands and other event logistics specific to each event.

NOTE: Only the Villa Rica Art & Soul and Thomas Dorsey Festival DO NOT require artist services.

NOTE: Only the July 3rd Fireworks Extravaganza requires a mobile stage rental.

Cost Proposal Submital Form

RFP 26-7550-01

Artist / Production Services / Mobile Covered Stage Rental Villa Rica Summer Concerts & Festivals

Optional Optional July 3rd Fireworks Extravaganza TOTAL 2026 2027 2028 2029 2030 Totals Artist Services Production Services Cover Stage Rental

TOTAL July 3rd Event

Summer Concerts & Festivals Optional Optional Artist Services (5 events) 2026 2027 2028 2029 2030 Totals Summer Concert #1 Summer Concert #2 Summer Concert #3 Gold Rush Festival Total Artist Services - Summer Concerts/Festivals

Summer Concerts & Festivals Optional Optional Production Services (6 events) 2026 2027 2028 2029 2030 Totals Villa Rica Art & Soul Festival Summer Concert #1 Thomas Dorsey Festival Summer Concert #2 Summer Concert #3 Gold Rush Festival

Total Production Services - Summer Concerts/Festivals

Optional Optional Summer Concerts & Festivals TOTAL 2026 2027 2028 2029 2030 Totals Artist Services (5 events) Production Services (6 events)

TOTAL Artist & Production Services - Summer Concert & Festivals

TOTAL COST PROPOSALS Optional Optional ALL EVENTS 2026 2027 2028 2029 2030 Totals

Artist Services Production Services Cover Stage Rental

TOTAL COST PROPOSAL FOR ALL EVENTS

The bidder agerees that the City of Villa Rica reserves the right to reject any and all proposals or portions of proposals, to waive minor deficiencies, accept part of the bid or to solicit new proposals on the original project as may be deemed necessary or in the best interest of the City.

Company Name:

Street Address:

City/State/Zip Code Contact:

Email Address:

Phone Number:

Signature of Authorized Representative:

Print Name of Authorized Representative:

REFERENCES

Reference No. 1 of 3

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Summer Concert Series @ The Mill

Summer Concert Series @ The Mill

Summer Concert Series @ The Mill

July 3rd Fireworks

@ VPLEX

@ VPLEX

@ VPLEX STAGE