RFQ_GRM261079_Consulting_Services__Sand_and_Sun_Festival__Addendum_1.pdf

Addendum # 1

Date: September 11, 2026

To: All bidders

From: David Williams, Buyer

Solicitation Number: ITB# GRM/261079

Solicitation Title: Consulting Services – Sand and Sun Festival

SECTION 1. SOLICITATION – CLARIFICATION

1. My reading is that you are requesting:

a. Recruitment and management of six professional sand sculptors who will compete at the festival.

b. One additional welcome sculpture created by the consultant featuring City and sponsor branding.

So there would be seven sculptures total. Six competition sculptures plus one welcome sculpture. Is that correct?

Ans: Correct. Similar to this year, there will be a total of seven sculptures: six individual competition sculptures, one created by each professional sand sculptor, plus one welcome sculpture created by the consultant. This year, some of the competing sand sculptors also assisted the consultant with the creation of the welcome sculpture.

2. Is the consultant expected to directly pay and manage the six sculptors’ artist fees, airfare or transportation, lodging, meals, and related travel expenses within the submitted proposal price?

Ans: Correct. The City will pay the consultant, and the consultant will be responsible for paying and managing the participating artists and their related expenses.

3. Will the City supply and deliver all sand, heavy equipment, water access, electrical access, work areas, barricades, tents, lighting, and sculpture containers or forms?

Ans: Yes. Similar to this year, the City will coordinate these items. For the 2026 festival, we worked with Public Works and Recreation and Parks departments to provide the necessary resources and infrastructure, and we rented the tents through Party Time Rentals.

4. For the sand acquisition and testing portion, has the City already identified a sand supplier, or would the consultant be expected to source suitable sculpting sand as well?

Ans: Yes, the City has a local sand provider, and Public Works assisted us with the sand acquisition this year.

5. The scope mentions workshops and additional sand-sculpting programming. How many workshops or public demonstrations are anticipated?

Ans: This will depend on the consultant and the participating sand sculptors, but we anticipate at least one workshop. We would like to continue developing the festival's educational component and welcome additional programming opportunities that the consultant and artists may be able to provide.

6. For the competition, are the six artists competing individually or as teams?

Ans: The six professional sand sculptors will compete individually.

7. Will the consultant be responsible for selecting the judges, or only providing the judging rubric, instructions, and competition oversight?

Ans: The City will provide the judges. The consultant will be responsible for providing the judging rubric and instructions and assisting with competition oversight.

8. Does the City already have an established prize or award structure for the competitors?

Ans: Yes. We are requesting a First Place, Second Place, and Fan Favorite award. The consultant will be responsible for paying the awards directly to the artists.

9. The scope also includes marketing, advertising, social media, interviews, and promotional support. Is the City primarily requesting sand-sculptor biographies, photography, and subject-matter support, or are you looking for the consultant to produce finished campaign assets and actively assist with promotion?

Ans: We would only be requesting that the consultant gather and provide marketing and social media assets from each participating sand sculptor, including biographies, photographs, and other relevant promotional materials. The consultant can assist with promotion, but the marketing will be handled by the City.

10. Our production team also creates professional event graphics, promotional flyers, social content, photography, and video, so we could support that portion at a high level if it is part of what you need.

Ans: Yes. Based on the assets and information provided by the consultant and participating artists, the City will develop and manage its own marketing campaign in accordance with our Public Information Office guidelines.

11. I would be happy to jump on a short call with you and go through the production, pre-event preparation, competition-week logistics, and post-event requirements.

Ans: The discussion around these event requirements will be had with the winning bidder.

SECTION 1. SOLICITATION – ADDITION

1. Size of each sandbox:

• Answer: 10’x10’ to 12’x12’

2. Question: Sand per sand box:

• Answer: Volume of sand per box will be up to the consultant to advise City what is best for large-scale three-dimensional sculptures.

3. Budget - $31,000

4. Event dates and time:

• May 10 – May 15, 2027 (preparation).

• May 15, 2027, from 10:00am – 4:00 pm (day of event).