RFP 27_04 WOLF CREEK AMPHITHEATER EVENT SERVI.pdf

RFP 27-04_ Wolf Creek Amphitheater Event Services

City of South Fulton, Georgia

Department

REQUEST FOR Proposals

FOR

RFP NUMBER: 27-04

Event Management, Talent Procurement, Concert Production, And Promotional Services

For Wolf Creek Amphitheater

ISSUED: Tuesday, October 27, 2026

Proposals must be received electronically through BidNet Direct by the date and time established in the final Schedule of Events. The official time recorded by BidNet Direct shall control. Late

Proposals shall not be accepted.

City of South Fulton Procurement Department

4715 Frederick Dr. SW

South Fulton, GA 30336 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cityofsouthfultonga.gov%2F&data=05%7C02%7Ctyra.little%40cityofsouthfultonga.gov%7Ca85bf306db7d4fdb53eb08de10248790%7Ce0f3e0436e7c4572aff6030339aec112%7C0%7C0%7C638965946245987346%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2ked9u4CveMMGLGNXLkLSPYPOhPYso%2FCYoAwjSY9uUQ%3D&reserved=0

THIS QUALIFICATIONS SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH STATEMENT OF QUALIFICATIONS

The City of South Fulton, Georgia, Procurement Department

4715 Frederick Drive SW, South Fulton, GA 30336

Phone: 470-809-7700

Website: Procurement Department | South Fulton, GA

REQUEST FOR PROPOSALS RFP # 27-04

Event Management, Talent Procurement, Concert Production, And Promotional Services

For Wolf Creek Amphitheater

PROCUREMENT EVENT DATE & TIME

Proposal Release Date: October 27, 2026

Pre-Proposal Site Visit:

A Non-Mandatory Pre-Proposal site visit and walk-through will be held at Wolf Creek

Amphitheater, located at 3025 Merk Rd SW, South Fulton, GA 30349.

November 13, 2026

11:00 A.M.

Eastern Time

Deadline for questions:

Questions must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton

November 20, 2026

3:00 P.M.

Eastern Time

Responses to questions will be issued by written Addendum at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton December 2, 2026

All responses to this RFP must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton. Proposers are required to submit responses to solicitations electronically. If you need any assistance registering or using the platform, please call BidNet Direct's Support Team at 800-835-4603 ext. 2 for assistance. To attend the Proposal Opening, please refer to Information and

Instructions to Proposers for details.

December 15, 2026

2:00 P.M.

Eastern Time

Interview Process: As Determined by City.

COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE: ZIP:

EMAIL: TITLE OF AUTHORIZED REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.bidnetdirect.com/georgia/cityofsouthfulton

TABLE OF CONTENTS

INTRODUCTION

INFORMATION AND INSTRUCTIONS

PROPOSAL CONTENT/REQUIRED SUBMISSIONS…………………………………5

INTENT TO AWARD ……………………………………………………………….….17

EVALUATION PROCESS AND CRITERIA

ATTACHMENT

ATTACHMENT A – Scope of Services

ATTACHMENT B – Past Performance & Promotional Metrics Matrix………...……. 29

APPENDICES

APPENDIX A- Required Form Submittals

APPENDIX B – Insurance Requirements

EXHIBIT

EXHIBIT A – Draft Contract……………………………………………………………56

RFP# 27-04

EVENT MANAGEMENT, TALENT PROCUREMENT, CONCERT PRODUCTION,

AND PROMOTIONAL SERVICES FOR WOLF CREEK AMPHITHEATER

INTRODUCTION

The City of South Fulton seeks proposals from qualified event management and promotional firms to manage talent procurement, marketing, concert production, technical production, and concert execution for the annual concert season at Wolf Creek Amphitheater.

Wolf Creek Amphitheater is an open-air venue with a seating capacity of up to 5,400. The anticipated concert season runs from April through October. The selected Proposer must secure, market, produce, and execute at least twelve City-approved live concerts/festivals and/or live entertainment/community events during each Contract Season.

INFORMATION AND INSTRUCTIONS

1 Request for Proposals: The City of South Fulton, Georgia, through its Procurement

Department, is issuing this Request for Proposals to solicit electronic Proposals from qualified and experienced event management and promotional firms to provide talent procurement, marketing, concert production, technical production, and event execution services for Wolf Creek Amphitheater in accordance with the Scope of Services and all requirements of this RFP.

2 Solicitation Authority: This Solicitation is issued pursuant to the City Code of

Ordinances, applicable procurement policies and procedures, and all applicable federal, state, and local laws, ordinances, rules, and regulations. By submitting a Proposal, the

Proposer acknowledges its responsibility to comply with all applicable requirements.

2.1 Protests: Any protest concerning this Solicitation shall be governed by the City’s applicable procurement ordinance, policies, and procedures. Failure to comply with applicable protest requirements, including filing deadlines and required content, shall constitute a waiver of the right to protest.

PROPOSAL CONTENT AND REQUIREMENT SUBMISSION

3 The Proposal shall demonstrate the Proposer's understanding of the City's objectives, the requirements of this RFP, and the Proposer's qualifications and ability to deliver the complete Wolf Creek Amphitheater concert program.

3.1 Technical Proposal shall include at a minimum the following:

3.1.1 Executive Summary: Summarize the Proposer's qualifications, proposed operating model, competitive advantages, and commitment to delivering at least seven City-approved concerts during the Contract Season

3.1.2 Provide three comparable events or series completed within the preceding two years. For each, provide venue capacity, paid attendance, capacity utilization, promotional budget, marketing channels, verified conversion data, and client reference.

3.1.3 Describe artist sourcing, offer development, contracting, approval controls, deposit management, lineup contingency planning, rider negotiation, and the historical timeline from contract execution through opening concert.

3.1.4 Describe paid and organic digital media, traditional media, out-of-home advertising, statewide outreach, influencer and ambassador networks, database utilization, conversion tracking, and reporting.

3.1.5 Provide the proposed AV inventory, rigging compliance, sound mitigation, power distribution, rider management, event-day staffing, load-in and load-out schedule, site operations, and emergency coordination approach.

3.1.6 Identify the Project Executive, Talent Buyer, Marketing Lead, Production

Manager, Ticketing Coordinator, and Event-Day Lead. Provide resumes, role descriptions, availability, organizational chart, and all proposed Subcontractors.

3.1.7 Provide a master schedule showing artist approvals, binding commitments, public announcements, ticket on-sale dates, marketing launches, production advances, event dates, and settlement deadlines.

3.1.8 Submit all required forms, certifications, licenses, Addendum acknowledgments, and a complete schedule of exceptions to the RFP and draft

Contract.

3.1.9 Equivalent Experience: Proposers shall demonstrate experience providing professional program management services substantially similar in scope, size, complexity, and nature to those required under this RFP.

Relevant experience may include public amphitheaters, arenas, festivals, performing arts venues, municipal entertainment facilities, touring productions, artist negotiations, ticketed concert series, or other large-scale live entertainment operations.

Proposers shall clearly identify the relevance of each referenced project or program to the Services required under this RFP.

3.2 Price Proposal:

Submit the City-required financial schedule identifying all fees, commissions, markups, reimbursable costs, assumptions, revenue share, projected event settlements, and projected season settlements.

3.3 Separation of Technical and Price Proposal

The Technical Proposal shall not contain any pricing information. Any pricing found within the Technical Proposal shall result in disqualification.

File Labeled Requirements:

• Technical Proposal – [Firm Name]

• Price Proposal - [Firm Name]

All Proposals must be submitted electronically through BidNet by the deadline indicated.

4 Minimum Qualifications/Mandatory Requirements: The following requirements are mandatory and shall be evaluated on a pass or fail basis. Failure to satisfy a mandatory requirement shall render the Proposal nonresponsive.

4.1 The Proposer must be legally authorized to transact business in Georgia and shall provide evidence of its active registration or a valid Certificate of Authority to transact business in Georgia. This requirement also applies to each joint venture member and to any Subcontractor or Subconsultant. The City will verify the

Proposer’s registration status and require updated evidence of registration or authority prior to award or contract execution.

4.2 The Proposer must have at least five years of directly relevant experience providing event management, talent procurement, concert production, or promotional services for large-scale live entertainment events.

4.3 The Proposer must demonstrate successful performance on at least three live entertainment events or concert series within the preceding five years at venues with a sellable capacity of at least 5,000.

4.4 The Proposer must identify key personnel with directly relevant experience in talent buying, event marketing, production management, ticketing coordination, and event-day operations.

4.5 The Proposer must demonstrate the ability to secure, produce, market, and execute a minimum of seven City-approved concerts during the Contract Season.

4.6 The Proposer must demonstrate sufficient staffing, financial capacity, quality controls, and organizational resources to perform the Services.

4.7 Debarment and Suspension Certification: The Proposer affirms that neither it nor any of its principals is currently debarred, suspended, proposed for debarment, or declared ineligible for contracts by any federal or state agency.

4.8 The Proposer must disclose all actual, potential, and apparent organizational conflicts of interest.

4.9 The successful Proposer shall satisfy all insurance requirements specified in the RFP and contract documents prior to contract execution. Failure to provide the required insurance documentation within the timeframe specified by the City may result in the

City determining that the Proposer is not eligible to proceed to contract execution.

4.10 Iran Divestment Certification: The Proposer certifies that they are not included on the Iran Divestment List created under O.C.G.A. § 50-5-85.1 and do not participate in investment activities in Iran’s energy sector.

4.11 Certification Regarding Boycotts of Israel: To the extent required by O.C.G.A. §

50-5-85, Proposer shall certify that it is not currently engaged in and agrees for the duration of the Contract not to engage in, a boycott of Israel. This certification shall apply only when required by applicable law based on the Contract value, the

Proposer’s status as a company, and the nature of the goods or services being procured.

5 Business License: The Proposer shall submit a copy of its current and valid business license, applicable professional licenses, certifications, and permits required to perform the services described in this RFP.

If the Proposer is a Georgia corporation, it shall submit a current and valid local business license, as applicable. If the Proposer is a joint venture, each member shall provide the applicable business license. Non-Georgia corporations shall submit evidence of authority to transact business in Georgia, together with a copy of their current and valid business license from their home jurisdiction, as applicable.

6 No Offer by City: This Solicitation is a Request for Proposals only and does not constitute an offer by the City. Submission of a Proposal does not create an obligation on the part of the City to enter into a contract with any Proposer.

The City reserves the right to accept or reject any or all Proposals, waive minor informalities, request clarification, conduct presentations or interviews, establish a competitive range, conduct discussions, request revised or best and final offers, and negotiate with one or more Proposers, as permitted by applicable law and City policy.

7 Order of Precedence: In the event of any conflict, ambiguity, or inconsistency among the

Solicitation documents, Proposer's Proposal, or resulting Contract documents, the following order of precedence shall apply, highest to lowest, unless the City expressly states otherwise in writing:

7.1 Any addenda issued by the City.

7.2 This RFP and all Attachments, Appendices, and Exhibits.

7.3 Written clarifications issued or accepted by the City.

7.4 The Proposer’s Proposal, but only to the extent accepted by the City and not inconsistent with higher-ranking documents.

7.5 Any other Proposer-supplied document, except that no Proposer term, condition, limitation, assumption, exception, invoice term, online term, or unsigned attachment shall bind the City unless expressly accepted by the City in writing.

8 Contract Structure: The City intends to award one performance-based service agreement to the responsible and responsive Proposer whose Proposal represents the best overall value to the City, subject to successful negotiation, funding availability, required approvals, and contract execution.

8.1 Services shall be authorized only through a written Notice to Proceed executed by an authorized City representative. The Consultant shall not perform, and the City shall not pay for services performed before written authorization

8.2 The initial term is anticipated to cover one (1) year, with up to four optional one-season renewals at the City's sole discretion, subject to satisfactory performance, continued need, funding availability, and required approvals

8.3 Compensation may include approved fixed fees, documented and preapproved reimbursable costs, and a negotiated revenue-sharing structure. No expense, fee, markup, commission, or revenue deduction shall be payable unless expressly stated in the executed Contract.

9 Interpretation and Ambiguities: If an ambiguity remains after applying the Order of

Precedence established herein, the ambiguity shall be resolved in accordance with applicable Georgia law and the City’s procurement authority.

10 Addenda Control: Only a written Addendum issued by the City shall modify this Request for Proposal. The Proposer is responsible for monitoring the City's designated solicitation platform and acknowledging receipt of all Addenda issued by the City. All requirements contained in Addenda shall be incorporated into the Proposer’s Proposal.

11 Electronic Signature and Electronic Notices: Electronic signatures and electronic notices shall have the same legal effect as wet signatures and hard-copy notices, consistent with applicable State and Federal law. The Proposer is responsible for monitoring the designated solicitation platform and email address provided in its Proposal for communications, notices, clarifications, and other information issued by the City.

12 Proposals Submission Deadline: Proposals shall be accepted only through the City's designated electronic procurement platform until Tuesday, December 15, 2026, by 2:00

P.M. Eastern Time (ET): https://www.bidnetdirect.com/georgia/cityofsouthfulton

Proposals received after the stated deadline shall not be accepted.

13 Statement of Qualifications Modification and Withdrawal: A Proposer may modify or withdraw its Statement of Qualifications before the Statement of Qualifications

Submission Deadline only through BidNet. After the Submission Deadline, Proposals shall remain firm for ninety (90) calendar days and may not be withdrawn during that period.

Any unauthorized withdrawal or modification after the Submission Deadline shall result in disqualification and may affect the Proposer’s eligibility for future City solicitations, to the extent permitted by applicable law and City policy.

14 Non-Mandatory Pre-Proposal Conference and Venue Walkthrough: The City anticipates conducting a non-Mandatory Pre-Proposal Conference and venue walkthrough scheduled for

Friday, November 13, 2026, at 11:00 A.M., and will be hosted in person by City staff and responsible personnel. The Site Visit will take place at Wolf Creek Amphitheater, located at: 3025 Merk Rd SW, South Fulton, GA 30349.

15 Attendance at the Pre-Proposal Conference is Non-Mandatory. Attendance is encouraged so prospective Proposers may understand venue conditions and operational interfaces. Failure to attend does not relieve a Proposer of responsibility for understanding and satisfying all requirements of this RFP

16 Solicitation Questions: All questions and communications regarding this RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before Friday, November

20, 2026, by 3:00 P.M. E.T.. Responses shall be issued only by written Addendum. No

Proposer shall rely on any oral response concerning this RFP.

17 Exclusive Means of Clarification and Modification: This Solicitation may be modified only by a written Addendum issued by the City. No interpretation, clarification, explanation, oral statement, site discussion, conference statement, or other communication from any person shall modify or change the requirements of this Solicitation unless expressly incorporated into a written Addendum.

Proposers shall rely solely upon the Solicitation documents and written Addenda issued by the City and shall not rely upon any oral representation or unofficial communication.

18 Procurement Integrity and No Contact: From issuance of this RFP through final award by the City, the Proposer and its representatives shall not communicate regarding this

Solicitation with any City elected official, employee, evaluator, or agent other than the

Procurement Department contact identified in this RFP, unless otherwise authorized by the

City in writing.

Any attempt to improperly influence the procurement process may result in disqualification, at the City's discretion, and may result in other action permitted under applicable City policy or law. The Proposer shall report any unauthorized contact concerning this Solicitation to the Procurement Department.

19 Organizational Conflicts of Interest:

19.1 Each Proposer shall disclose every actual, potential, or apparent conflict of interest involving the Proposer, its affiliates, proposed Subconsultants, key personnel, existing clients, or other business relationships that may affect impartial performance.

19.2 A conflict may arise when a Proposer or related entity has:

19.2.1 Assisted in preparing the scope, specifications, budget, evaluation criteria, or other requirements for this RFP;

19.2.2 Obtained access to material nonpublic information that may provide an unfair competitive advantage;

19.2.3 A financial or business relationship with a contractor, designer, consultant, utility, developer, or other entity whose work may be reviewed, evaluated, approved, or administered under the resulting contract; or

19.2.4 An interest that may impair the Proposer’s objectivity or independent professional judgment.

19.3 The City may require mitigation, restrict particular personnel or assignments, prohibit participation in related procurements, reject a Proposal, terminate negotiations, or terminate the contract when a conflict cannot be adequately mitigated.

19.4 Failure to disclose a known conflict constitutes a material misrepresentation and shall result in disqualification, contract termination, suspension, or other remedies available to the City.

20 Ownership of Proposal: Each Proposal submitted to the City shall become the property of the City without compensation to the Proposer and may be used by the City in accordance with applicable law. The City shall not be responsible for any costs incurred by a Proposer in preparing or submitting a Proposal or participating in any subsequent presentation or interview.

21 Georgia Open Records Act and Confidential Submittals: All information and materials submitted to the City in response to this RFP are subject to disclosure in accordance with the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq. If a Proposer contends that any portion of its Proposal contains trade secrets or other information exempt from disclosure under applicable law, the Proposer must, at the time of Proposal submission, clearly identify and mark each page or portion claimed to be confidential and submit an affidavit affirmatively declaring that the specifically identified information constitutes trade secrets pursuant to O.C.G.A. § 10-1-760 et seq., as required by O.C.G.A. § 50-18-

72(a)(34).

The City will determine the confidentiality of submitted information in accordance with applicable law and makes no guarantee that information identified as confidential will be exempt from disclosure. The City will comply with all applicable requirements of the

Georgia Open Records Act.

22 Confidentiality and Data Security: The Proposer shall protect City information using reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information. The Proposer shall use City information only to perform authorized

Services and shall not disclose it except as authorized by the City or required by law.

22.1 The Proposer shall notify the City immediately, and no later than twenty-four hours after discovery, of any actual or suspected unauthorized access, loss, use, disclosure, or compromise of City information. The Proposer shall cooperate with the City’s investigation, mitigation, notification, recovery, and corrective action requirements.

22.2 City information remains the property of the City. Upon request, completion, or termination, the selected Proposer shall return or securely destroy City information, subject to applicable retention requirements.

23 Records Retention: The Proposer must maintain all records, books, and documents pertinent to this Solicitation and any resulting Contract for at least five (5) years after completing the Services and must make them available for inspection upon reasonable request by the City or its auditors.

Records shall be made available upon reasonable request to:

Procurement Department, 4715 Frederick Drive SW, South Fulton, GA 30336.

24 Cost-Plus Prohibition: Cost-plus-a-percentage-of-cost pricing is prohibited and shall be deemed non-responsive.

25 Non-Discrimination: The Proposer agrees not to discriminate against any person based on race, color, religion, national origin, sex, age, disability, veteran status, sexual orientation, or gender identity in performing this Agreement.

26 Insurance Requirements: The insurance requirements applicable to any Contract resulting from this RFP are set forth in Appendix B – Insurance Requirements. The

Proposer shall provide evidence of existing insurance coverage as required by this RFP.

For purposes of this section, “Proposer” includes an individual, corporation, partnership, joint venture, or other legal entity submitting a Proposal in response to this Solicitation, including each joint venture member where applicable.

27 Responsibility for Subconsultants: The selected Prosper shall remain fully responsible for the acts, omissions, performance, compliance, insurance, safety, and conduct of all

Subconsultants engaged in performing the Services.

No Subconsultant arrangement shall relieve the selected Proposer of any obligation, responsibility, or liability under this RFP or any resulting Contract. The selected Proposer shall be responsible for ensuring that all Subconsultants comply with applicable laws, regulations, Contract requirements, and City policies.

28 Examination of RFP Documents

28.1 Each Proposer is responsible for carefully reviewing this RFP, all attachments, exhibits, and Addenda, and for becoming familiar with all requirements and conditions applicable to the Services. Failure to do so shall be at the Proposer’s sole risk.

28.2 Proposers shall promptly notify the City in writing of any discrepancy, error, ambiguity, omission, or request for clarification concerning the RFP. The City’s official response shall be issued through a written Addendum when applicable. No oral response or unofficial communication shall be binding upon the City.

28.3 The City may issue Addenda at any time prior to the submission deadline to clarify, revise, add, delete, or otherwise modify the RFP. Proposers are responsible for reviewing and acknowledging all Addenda as required by the City.

28.4 The City reserves the right to waive minor informalities or technicalities that do not materially affect the evaluation or competition.

28.5 A Proposal shall be deemed non-responsive, and a Proposer shall be disqualified where permitted by law, for reasons including, but not limited to:

• Failure to submit the Proposal by the stated deadline;

• Failure to submit required forms, certifications, acknowledgments, or other material information;

• Failure to acknowledge Addenda as required;

• Failure to satisfy mandatory minimum qualifications;

• Submission of materially false, misleading, incomplete, or inconsistent information; or

• Any material deviation, qualification, condition, or exception that is inconsistent with the requirements of this RFP or otherwise not in the best interest of the City.

29 Award and Execution of Contract: The City will evaluate responsive Proposals under the published evaluation criteria. The City may request clarification, verify references and past performance, conduct presentations or interviews, establish a competitive range, conduct discussions, and request revised or best-and-final offers. The City may award without discussion.

29.1 If presentations or interviews are conducted, Procurement will provide the same core instructions, time limits, and evaluation criteria to each participating Proposer. Only

Procurement may issue evaluation or negotiation communications.

29.2 Financial Proposal: Each Proposer shall submit a separate Financial Proposal using the City's required format. The Financial Proposal shall identify all fixed fees, commissions, markups, reimbursable cost categories, revenue-sharing assumptions, and projected City returns.

29.3 The City may request a best and final offer. A revised offer may not materially alter the advertised scope or provide an unfair competitive advantage.

29.4 If the City determines that a fair and reasonable agreement cannot be reached, the

City may terminate negotiations and proceed with another Proposer or cancel the solicitation, as permitted by law and City policy.

29.5 The City will issue any Notice of Intent to Award through the official procurement platform. The notice is not a contract, Notice to Proceed, or authorization to incur cost.

29.6 No contract exists until a written agreement is approved and executed by all authorized City representatives and the selected Proposer.

29.7 The selected Proposer shall promptly provide all post-award documents required for contract execution, including insurance, licenses, registrations, certifications, and final negotiated schedules.

29.8 Failure to execute the agreement or provide required post-award documents within the City-established period may result in withdrawal of the intended award and pursuit of another lawful procurement remedy.

30 Illegal Immigration Reform and Enforcement Act: This RFP is subject to the requirements of the Illegal Immigration Reform and Enforcement Act of 2011, O.C.G.A.

§ 13-10-91, formerly known as the Georgia Security and Immigration Compliance Act.

Each Proposer shall comply with all applicable requirements of the Act and shall provide the required Contractor Affidavit and Subcontractor Affidavits, as applicable, in accordance with the requirements of this RFP and Appendix A – Required Form

Submittals.

The Contractor Affidavit shall be completed and submitted by the Proposer at the time of

Proposal submission. If the Proposer intends to use Subconsultants or Subcontractors, the applicable affidavits shall also be submitted as required by law and this RFP. If no

Subconsultants or Subcontractors are proposed at the time of submission, the Proposer shall indicate that no Subconsultant or Subcontractor affidavit is applicable. Any required affidavit shall be provided before the applicable Subconsultant or Subcontractor begins work.

If the Proposer is required to obtain a Federal Employer Identification Number (EIN), the

Proposer shall complete the Contractor Affidavit on its own behalf and provide its Federal

Work Authorization User Identification Number.

If the Proposer is not required to obtain an EIN, each entity comprising the Proposer’s business structure shall submit a separate Contractor Affidavit, as required by applicable law.

Each Proposer is solely responsible for determining and complying with all requirements applicable to its participation in this RFP and any resulting Contract.

For additional information regarding the E-Verify Program, Proposers may visit the U.S.

Department of Homeland Security's E-Verify website.

31 Tax Exemption Status: The City is exempt from Federal Excise Tax and Georgia Sales and Use Tax with respect to purchases made directly by the City of South Fulton.

Appropriate exemption certificates will be furnished upon request.

32 Codes, Permits, Fees, Licenses, and Laws: The selected Proposer shall be responsible for obtaining and maintaining all licenses, certifications, permits, registrations, and professional credentials required to perform the Services. The Proposer shall comply with all applicable federal, state, and local laws, ordinances, regulations, codes, and professional standards applicable to the Services.

33 Payment Terms: Payment terms for the resulting Contract shall be in accordance with the

City's standard payment requirements and the executed Contract. Payment shall be made upon receipt and approval of properly submitted, undisputed invoices in accordance with the Contract.

34 Electronic Signature and Communication: All official communications pertaining to this Solicitation and any resulting Contract, including Addenda, notices, contract documents, amendments, and other official correspondence, may be transmitted electronically by the City.

35 Reservation of City Rights: The City reserves the right to reject any or all Proposals, waive minor informalities or irregularities, request clarification or additional information, conduct presentations or interviews, negotiate with the highest-ranked Proposer, and cancel or modify this Solicitation at any time, to the extent permitted by applicable law and City policy.

The City may consider information provided during presentations, interviews, or subsequent discussions in determining the final selection.

36 Electronic Signature and Communication: All official communications pertaining to this

Solicitation and any resulting Contract, including Addenda, notices, contract documents, amendments, and other official correspondence, may be transmitted electronically by the

City.

37 The City will not negotiate, modify, or amend the Terms and Conditions after the closing date of this solicitation. Proposers wishing to request negotiation of, or propose exceptions to, any Terms or Conditions of this RFP must do so prior to the solicitation closing date.

All such requests or exceptions must be submitted in writing through the City’s e‑procurement portal at: https://www.bidnetdirect.com/georgia/cityofsouthfulton

All requests must be received by the deadline established in the Schedule of Events. Failure to submit requested changes by the deadline shall constitute acceptance of all Terms and

Conditions as written.

1. INTENT TO AWARD

The City intends to award one contract to the responsible and responsive Proposer whose Proposal provides the best overall value under the published evaluation criteria. The City may conduct clarifications, presentations, discussions, negotiations, and best-and-final offers, as permitted by applicable law and City policy.

1.1. Responsibility: The City will determine whether each Proposer possesses the experience, financial capacity, personnel, technical capability, industry relationships, safety record, and organizational resources necessary to perform the complete

Services.

1.2. Responsiveness: The City will determine whether each Proposal is complete and materially complies with the RFP. A Proposal may be rejected for material omissions, unauthorized conditions, failure to provide required forms, or failure to follow submission instructions.

1.3. Only Proposals determined to be responsive will be evaluated in accordance with the published evaluation criteria, unless otherwise permitted by applicable law and City policy.

2. Contract Term: The anticipated initial term covers one (1) year, with up to four (4) optional one (1) year renewals exercisable solely by the City. No renewal is automatic, and each renewal is subject to satisfactory performance, continued need, funding availability, and required approvals. Renewal is solely within the City’s discretion. No automatic renewal or evergreen provision shall bind the City.

3 Cooperative Procurement Use: The City may, at its sole discretion and to the extent permitted by applicable law, authorize other governmental entities, public agencies, authorities, and eligible cooperative purchasing participants (“Participating Entities”) to utilize any contract resulting from this Solicitation under the same terms, conditions, scope, and pricing structure.

3.1 Participation by any Participating Entity is strictly voluntary and shall not:

3.1.1 Modify or amend the terms of the contract.

3.1.2 Increase or expand the scope of services or obligations of the Contractor beyond those expressly stated in the contract; or

3.1.3 Create any contractual relationship, obligation, or duty between the City and any participating Entity.

3.2 The City shall have no liability, obligation, or responsibility of any kind for any procurement, order, payment, performance, non-performance, or dispute arising out of or related to a Participating Entity’s use of the contract. As a condition precedent to any use of the contract by a Participating Entity, the Contractor shall enter into a separate written agreement or accept a separate purchase order issued directly by the

Participating Entity.

3.3 Such agreement or purchase order must expressly acknowledge that:

3.3.1 The City is not a party thereto; and

3.3.2 The City bears no liability or responsibility for any obligations arising thereunder.

3.3.3 The City reserves the unilateral right to limit, cap, suspend, or terminate cooperative use of the contract at any time, in whole or in part, including but not limited to limitations based on aggregate contract value, term, geographic scope, or service capacity. The Contractor shall have no claim against the City arising from the City’s exercise of such rights.

4. Renewal Pricing Adjustments: Rates and percentages shall remain firm during the initial

Contract Season. No automatic escalation or index-based adjustment shall apply.

A Proposer requesting revised pricing for an optional renewal season must submit complete supporting documentation within the timeframe established by the City. Any adjustment is subject to negotiation, funding availability, best-value review, and a written amendment executed by authorized representatives. The City may reject a requested adjustment and elect not to renew.

5. Re-procurement or Back-charge Rights: In the event of Contractor failure, the City reserves the right to procure services from alternate sources and charge the Contractor for any cost differential.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK

EVALUATION PROCESS AND SELECTION CRITERIA

Evaluation Process

1.1 The City shall evaluate responsive Proposals only under the published criteria and maximum point values. Each evaluator shall independently score the Proposal and document material strengths, weaknesses, risks, and point deductions. Procurement shall maintain evaluator conflict certifications, individual scores, consensus records if used, comments, reference results, clarification requests, negotiation records, and the final ranking in the procurement file.

1.2 The City may verify submitted metrics and references, request clarification, conduct presentations or interviews, establish a competitive range, conduct discussions, request best and final offers, and award without discussions.

1.3 Presentations or interviews, if conducted, shall use instructions and scoring criteria issued by Procurement. The City will disclose any separately scored presentation criteria by written Addendum before presentations occur.

EVALUATION CRITERIA DESCRIPTION:

MAXIMUM

POINTS

Relevant Firm Experience and Verified Results: Comparable venues, ticketed concert series, demonstrated attendance, financial results, public-sector references, and successful performance.

Key Personnel and Organizational Capacity: Qualifications and availability of talent buying, marketing, production, ticketing, finance, and event-day leadership personnel.

Talent Procurement Strategy and Artist Access: Artist sourcing, negotiation, contracting timeline, contingency planning, deposit controls, and rider management.

Technical Production, Safety and Event Operations Plan: AV, rigging, power, staffing, load-in and load-out, sound control, venue interfaces, and emergency coordination.

Marketing, Ticket Sales, and Audience Development Plan: Digital, traditional, out-of-home, statewide outreach, databases, conversion tracking, and measurable targets.

Financial Proposal, Cost Controls, and Projected City Return: Fees, commissions, markups, allowable costs, settlement transparency, assumptions, and projected net return.

Implementation Schedule, Compliance, and Proposal Responsiveness:

Mobilization, season schedule, completeness, exceptions, forms, and adherence to instructions.

MINIMUM SCORE: 100

1.4 Each evaluator shall independently score every responsive Proposal and provide written comments supporting material strengths, weaknesses, risks, and point deductions.

1.5 The evaluation committee may meet to discuss proposals and reconcile factual misunderstandings. Evaluators shall not change scores merely to achieve consensus. Any score revision must be supported by a written explanation.

1.6 Procurement shall calculate and retain the individual scores, consensus scores if used, evaluator comments, conflict certifications, reference results, clarification requests, and final ranking in the procurement file.

1.7 The City anticipates shortlisting up to three highest-ranked Proposers. If fewer than three

Proposers are qualified; the City may shortlist fewer firms or cancel the solicitation.

1.8 References may be used to verify information and evaluate responsibility. References shall not create an undisclosed scored criterion unless a specific point value is published by

Addendum.

Presentation and Interview Evaluation

2.1 Shortlisted Proposers shall participate in a mandatory presentation and interview. The presentation and interview shall be evaluated separately using the following criteria:

2.1.1 Understanding of the City’s program, 20 points;

2.1.2 Program management approach, 20 points;

2.1.3 Qualifications and communication ability of proposed key personnel, 25 points;

2.1.4 Program controls, reporting, risk management, and corrective action, 20 points;

2.1.5 Transition, availability, and responsiveness, 15 points.

2.1.6 Total interview score: 100 points.

2.2 Only proposed key personnel may answer technical and operational questions unless the

City authorizes otherwise.

2.3 The final qualifications ranking shall be based on the Proposer’s combined weighted score.

The written proposal evaluation shall represent seventy percent of the final score, and the

Presentation and interview evaluation shall represent thirty percent of the final score.

2.4 The City will rank Proposer from highest to lowest based on the combined weighted score.

2.5 Reference may be used to verify qualifications and responsibility but will not receive a separate score.

2.6 In the event of a tie, the Proposer receiving the higher written proposal score will receive the higher final ranking.

3 Calculation:

Final Score = Written Proposal Score x 0.70 + Interview Score x 0.30

Procurement shall provide the same presentation instructions, time limits, core questions, and scoring criteria to every shortlisted Proposer. Follow-up questions may differ when reasonably necessary to clarify a Proposer’s specific Proposal.

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ATTACHMENT A

SCOPE OF SERVICES

1. Purpose and Background

The City seeks a single accountable Contractor to provide integrated event management, talent procurement, concert production, and promotional services for Wolf Creek

Amphitheater. The Contractor shall coordinate its work with the City's designated Contract

Administrator, venue operations, ticketing provider, public safety personnel, and other authorized City representatives.

The venue has a seating capacity of up to 5,400. The anticipated season runs from April through October. The Contractor shall secure, market, produce, and execute at least twelve

(12) City-approved live concerts, festivals, live entertainment, and community events during the Contract Season. The City does not guarantee attendance, ticket revenue, sponsorship revenue, profitability, or approval of any proposed artist, date, budget, or commitment. All City obligations remain subject to appropriation, funding availability, and required approvals.

2. Operational and Staffing Requirements

The Contractor shall provide an integrated operating structure with qualified leadership and sufficient event-day personnel. Key functions shall include talent buying, marketing, social media, graphic design and copy review, technical production, ticketing coordination, financial settlement, and event-day leadership. Subcontractors require prior City approval and do not relieve the Contractor of responsibility.

For each event, the Contractor shall submit a staffing matrix showing the number, role, reporting relationship, arrival time, release time, and responsibility of each production and operational position.

3. Talent Procurement and Management

The Contractor shall identify, solicit, negotiate, contract, and manage City-approved artists. Before issuing a binding offer, executing an artist agreement, or committing City funds, the Contractor shall submit an Artist Approval Package containing the proposed artist, date, guarantee, deposit schedule, material rider obligations, event budget, ticket assumptions, cancellation terms, and proposed contracting party.

The Contractor is an independent Contractor and has no authority to bind the City, execute an agreement in the City's name, or commit City funds without written authorization from an authorized City representative.

The Contractor shall manage technical and hospitality riders, negotiate cost reductions, identify unusual risks, maintain complete artist contract records, and pursue all refunds, credits, rescheduling rights, and recoveries attributable to City-funded commitments.

4. Technical Production

The Contractor shall furnish and manage professional sound reinforcement, staging, backline, lighting, video, rigging, power distribution, monitoring, mixing, microphones, qualified technicians, setup, live operation, and strike necessary for each approved concert.

The Contractor shall comply with venue technical requirements, structural loading limitations, electrical requirements, sound limits, curfews, permits, accessibility requirements, fire and life-safety requirements, and all applicable laws and professional standards.

The Contractor shall submit equipment inventories, rigging and structural compliance protocols, power distribution plans, backup power integration, and a sound mitigation plan addressing real-time monitoring and off-site sound bleed.

5. Marketing and Promotions

For each concert, the Contractor shall submit a comprehensive Marketing Plan and platform-ready creative assets no later than forty-five calendar days before the planned public ticket on-sale date, unless the City approves another schedule in writing.

The Marketing Plan shall address paid and organic digital media, traditional media, radio, television, print, out-of-home advertising, statewide audience development, influencer and ambassador networks, email and SMS databases, community outreach, budget by channel, conversion tracking, and measurable performance targets.

No City-branded or venue-branded material may be published without written City approval. Approval does not relieve the Contractor of responsibility for accuracy, permissions, intellectual property rights, or legal compliance.

6. Ticketing and Data

The City shall control the official ticketing platform through its designated provider. The

Contractor shall coordinate inventory, creative assets, promotions, reporting, and event settlements through the City-authorized platform and shall not create competing inventory, redirect sales, add undisclosed fees, or use customer data for unrelated purposes. City ticketing data shall be the authoritative source for ticket sales, paid attendance, refunds, chargebacks, complimentary tickets, and settlement, unless a documented error is identified and accepted by the City.

7. Event Operations and Public Safety Coordination

The Contractor shall provide a detailed event-day operating plan covering front-of-house operations, backstage credentialing, barricades, artist ingress and egress, vehicle and truck movements, load-in, soundcheck, doors, show operations, curfew, load-out, and community-impact controls.

The Contractor shall participate in City-led operational briefings and follow the approved incident command structure. The City retains authority over public safety, emergency response, evacuation, shelter-in-place, venue closure, and reentry decisions.

8. Financial Architecture and Cost Controls

The City may establish a Talent Procurement Fund in an amount not to exceed $300,000.00 for the Contract Season. The Fund may be used only for City-approved artist guarantees, deposits, and directly related talent charges. It is a not-to-exceed authorization and not a guaranteed expenditure.

The Contractor shall not incur a reimbursable cost unless the cost is necessary, reasonable, allocable to an approved event, supported by source documentation, within an approved category and cap, and authorized before commitment. Discounts, rebates, refunds, credits, commissions, and recoveries shall reduce the corresponding reimbursable cost.

The Contractor shall disclose all fees, commissions, markups, affiliate charges, related-party transactions, sponsorship revenue, merchandise revenue, concessions, parking revenue, ticketing deductions, and other event revenue or cost treatment in the Financial

Proposal.

Revenue shall be applied through the settlement waterfall approved in the executed

Contract.

Before release, Finance and Legal must approve the defined revenue base, allowable deductions, City recoupment priority, Contractor compensation, and the allocation of the stated 70/30 revenue Share.

9. Settlement, Records, and Audit

The Contractor shall submit a preliminary event settlement within five business days after each concert and a complete final event settlement within thirty calendar days. Each settlement shall reconcile to City ticketing data and include artist agreements, invoices, proof of payment, payroll support, media invoices, revenue records, rebates, refunds, credits, commissions, and related-party transactions.

The City and its authorized auditors may inspect, copy, and audit all records supporting compensation, reimbursement, revenue, ticketing, and performance. Unsupported or unallowable amounts are subject to withholding, recovery, and offset as permitted by the

Contract and law.

10. Performance Management

The Contractor shall provide a season master schedule and monthly performance dashboard addressing artist commitments, milestone status, marketing activity, ticket sales, paid attendance, capacity utilization, budget variance, safety incidents, customer issues, and corrective actions.

The average Paid Attendance Rate target shall be established by Executive approval and shall be no less than eighty-five percent (85%), with a target of ninety percent (90%) to one hundred percent (100%) preferred. Paid Attendance Rate means paid tickets scanned at entry divided by the approved sellable capacity, excluding complimentary tickets, production holds, obstructed-view inventory, and seats unavailable for safety or production reasons.

The selected consultant shall maintain Professional Liability, General Liability, Workers

Compensation, and Automobile Liability coverage in accordance with City requirements.

11. Cancellation and Risk Allocation

The executed Contract shall allocate financial responsibility separately for artist default, Contractor default, City-directed cancellation, unsafe conditions, severe weather, force majeure, and inadequate ticket sales. No cancellation cost is reimbursable unless the underlying commitment was authorized and the cost is allowable under the Contract.

12. Deliverables

Required deliverables include the mobilization plan, season master schedule, Artist

Approval Packages, executed artist agreements, marketing plans, creative assets, technical production plans, staffing matrices, event operating plans, emergency coordination protocols, event settlements, season settlement, performance dashboards, incident reports, and corrective action plans.

13. Contract Term

The anticipated initial term covers one Contract Season, with up to four (4) optional one-season renewals at the City's sole discretion. No renewal is automatic.

14. City Rights

The City reserves all rights…