Special_Events_Pre-Proposal_Meeting_PPT.pptx

Invitation to Qualify: Special Events Services Pre-Proposal Meeting, February 26th, 2025 11:00 AM

Procurement Process Overview, Jacob Goldmann, Office of Management and Budget Sign in Sheets How to Bid, Required Bid Docs, and Requirements to Bid Deadlines, Question Submission, and Communication Requirements MWDBE Overview, Chuck Durham/Upasna Goswami, Office of Business Diversity and Equal Opportunity Review Commission Participation Goals Sub Contractor Monitoring Categories of Work Discussion, Parks Department Category Definitions Scope of Work Closing and Next Steps, Jacob Goldmann, Office of Management and Budget Question and Answer

Agenda

Housekeeping:

Please, No bots - All bots will be ejected and vendor will not be considered in attendance

Recording of meeting is not permitted

Please reserve any questions until the conclusion of our Q&A session

Procurement Process Overview

Visit the City of Pittsburgh's Beacon website at https://pittsburghpa.gov/beacon/index.html to:

Register for OpenGov Search open bid opportunities Search current contracts Access educational materials

How to Bid

Qualifications & Proposal Upload EORC paperwork Pre-Award GFE Checklist Vendor contact sheet Vendor Registration Form W9

Required Bid Documents

Pre-Award GFE Checklist

Pre-Award Good Faith Effort Checklist is to ensure that bid responses align with City’s longstanding MWDBE participation goals and City Code (§ 177A in the City Code)

Respondents must complete the checklist and provide supporting documentation to be considered a responsive bidder and have their proposal considered (§ 177A.06 in the City Code)

Need support? We are here to help!

This is both a pre-bid and matching meeting, so connect with folks here today!

Contact the Office of Business Diversity: chuck.durham@pittsburghpa.gov

Release Project Date: February 11, 2025

Pre-Proposal Meeting: February 26, 2025 – 11:00 AM

Bid Submission Deadline: Ongoing, applications will be received until March 2027.

Question Submission Method: All questions shall be submitted via Q&A feature on OpenGov

Award Date: Ongoing, vendors may contract for up to three years.

Deadlines Invoicing Terms Payment will be Net 45 days

Procurement – All non-project related questions

Jacob Goldmann, Sourcing Specialist 412-255-2422 jacob.goldmann@pittsburghpa.gov https://pittsburghpa.gov/beacon/index.html

EORC – Assistance with sub-contracting

Chuck Durham, Business Diversity Manager 412-255-8804 chuck.durham@pittsburghpa.gov

Contact Information

EORC Overview Upasna Goswami, Business Diversity Coordinator, Office of Business Diversity

City of Pittsburgh Participation Goals:

18% MBE

7% WBE

5% VOSB

3% LGBTQ+

Before and/or after a Prime vendor is selected, they, along with the issuing agency/department, must fill out a MWDBE submission form for review by the Office of Business Diversity that shows they are able to reach the City's participation goals. A complete submission will then go on to the Equal Opportunity Review Commission (EORC). More details provided on the next slide.

If the Prime vendor is not able to reach City's participation goals, they will present a Good Faith Effort that demonstrates (1) them reaching out to multiple MWDBE and LGBTQ+ companies that could participate on the project with (2) written replies on why they could not participate.

MWDBE, VOSB & LGBTQ+ Participation Goals

EORC: Review for ITQ’s List of sub-consultants you will partner with when awarded a work order Letters of commitment Certifications

Project Overview

Scope of Work: General Contractor Objective:

The City seeks to engage professionals and firms with expertise under the following categories of work:

Event Management Services Marketing & Public Relations Graphic Design

Event Management Services Work performed may include the following tasks. Other related tasks may be required.

Provide event planning, curation, and management services for various aspects of events Considerations could include sustainability, inclusion, accessibility, etc.

Assist with developing a sustainability plan for the event Solicit and coordinate food and beverage vendors Solicit and coordinate entertainment options Solicit and coordinate other necessary vendors, as needed Coordinate operational and financial processes with various vendors in advance and on-site at events Assist with programming in advance and on-site Assist in event set up and tear down Receive and direct vendors at events Create event plans, site maps, and follow-up reports Assist with sponsor recruitment and retention, including but not limited to exploration of new revenue streams and in-kind trade agreements, subject to City’s approval for any sponsorship agreement Assist in fulfillment of sponsorship contract deliverables and post event sponsor reports, acknowledging that the City will be the primary contact for new and contracted sponsors

Marketing & Public Relations Work performed may include the following tasks. Other related tasks may be required.

Create, propose, and assist with executing a plan to best market an assigned event to maximize attendance numbers

Perform community outreach

Schedule interviews with media outlets to promote specific events

Generate content for event web pages

Prepare and send press releases related to assigned events

Create reports following each event outlining and summarizing media coverage and outreach

Identify new areas of promotion and potential trade agreements with media partners

Graphic Design Work performed may include the following tasks. Other related tasks may be required.

Design posters, flyers, and brochures for events

Design or update event logos

Create graphics for social media, as needed

Design ads, as needed

Note: All graphic artwork must be approved by the City and final graphic artwork will become the property of the City of Pittsburgh

Question and Answer Closing and Next Steps

Thank You!

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