Sponsorship Activation RFP FINAL FINAL.pdf

THIS PROPOSAL MUST BE RETURNED ELECTRONICALLY THROUGH THE ROCKY MOUNTAIN E-

PURCHASING SYSTEM (BIDNET®).

City and County of Denver www.artsandvenuesdenver.com

Phone: 720.865.4220

Denver Arts & Venues 1345 Champa St

Denver, CO 80204

Procurement Analyst: Scott Harris Email: scott.harris@denvergov.org

Executive Order 8

REQUEST FOR PROPOSAL

Request for Proposal No. 2024.31 For City Executed Contract

SBE DEFINED POOL

Sponsorship Activation Support Services

SCHEDULE OF EVENTS

• RFP Issued December 23, 2024

• Pre-Bid Meeting via Microsoft Teams January 7, 2025 11:30 AM Local Time

• Deadline to Submit Additional Questions January 10, 2025 3:00 PM Local Time

• Response to Written Questions January 14, 2025

• Proposal Due Date January 23, 2025 10:00 AM Local Time

Vendor offers to furnish to the City and County of Denver the materials, supplies, products or services requested in accordance with the specifications and subject to the Terms and Conditions described herein.

VENDOR SIGN HERE

Company: ______________________________________________________________________________

Address: ______________________________________________________________________________

Contact: ______________________________________ │ ______________________________________ (Authorized Signature) (Print Name)

Signature constitutes acceptance of all Terms and Conditions listed on this form and all documents attached.

Email: ______________________________________________________________________________

Phone: _____________________________________________________________________________

The City contracts with Rocky Mountain E-purchasing System (BidNet®) in the advertisement and facilitation of solicitations administered by the City's General Services Purchasing Division; therefore, respondents must ONLY rely on documents provided on the Rocky Mountain E-purchasing System (BidNet®) website or as communicated directly from the analyst. Only rely on this web address: https://www.bidnetdirect.com/colorado https://www.bidnetdirect.com/colorado

Request for Proposal No. 2024.31 Sponsorship Activation

GSPD TEMPLATE 7.14.2023 SD04

Table of Contents

SECTION A: GENERAL INFORMATION & PROPOSAL INSTRUCTIONS

A.1 PURPOSE:

A.2 ROCKY MOUNTAIN E-PURCHASING (BidNet®):

A.3 ELECTRONIC SUBMISSION OF PROPOSALS:

A.4 PRE-PROPOSAL CONFERENCE:

A.5 RFP QUESTIONS:

A.6 ADDENDA:

A.7 ACCEPTANCE PERIOD:

A.8 TECHNICAL REQUIREMENTS/STATEMENT OF WORK:

A.9 RFP CONDITIONS AND PROVISIONS:

A.10 GRATUITIES AND KICKBACKS:

A.11 NON-COLLUSIVE VENDOR CERTIFICATION:

A.12 EVALUATION AND AWARDS:

A.13 SBE DEFINED POOL REQUIREMENTS:

A.14 ENVIRONMENTAL MANAGEMENT SYSTEM, ENVIRONMENTAL POLICY, AWARENESS,

AND COMPLIANCE:

A.15 DISCLOSURE OF CONTENTS OF PROPOSALS:

A.16 PROOF OF REGISTRATION WITH THE COLORADO SECRETARY OF STATE:

A.17 DIVERSITY AND INCLUSIVENESS – EXECUTIVE ORDER #101:

SECTION B SCOPE OF WORK AND TECHNICAL REQUIREMENTS

B.1 INTRODUCTION

B.2 SCOPE OF WORK/REQUIREMENTS

B.3 TERM

B.4 ESTIMATED QUANTITIES:

B.5 F.O.B. POINT:

B.6 MINIMUM WAGE ORDINANCE

B.7 VENDOR PERFORMANCE MANAGEMENT:

B.8 COOPERATIVE PURCHASING:

B.9 VENDOR QUESTIONS AND REQUIREMENTS:

SECTION C: PRICING

C.1 PRICING INFORMATION:

C.2 PRICING INSTRUCTIONS:

C.3 PROPOSAL ITEMS:

SECTION D: SAMPLE EXECUTED CONTRACT TERMS AND CONDITIONS

SECTION E: ADDITIONAL REQUIRED INFORMATION

E.1 CONTRACT CERTIFICATION FORM:

E.2 REFERENCE LISTING:

E.4 VENDOR'S CHECK LIST:

E.5 VENDOR INFORMATION:

SECTION A: GENERAL INFORMATION & PROPOSAL INSTRUCTIONS

A.1 PURPOSE:

The City and County of Denver, hereinafter referred to as the City, desires to solicit proposals relating to the purchase of sponsorship activation support services.

Click HERE to go directly to the City’s detailed Scope of Work/ Requirements

A.2 ROCKY MOUNTAIN E-PURCHASING (BidNet®):

The City is collaborating with Rocky Mountain E-purchasing System (BidNet®) in the advertisement and facilitation of Invitation for Bid (IFB)s and Requests for Proposals (RFP) administered by the City's General Services Purchasing Division.

It is a requirement of this RFP that interested parties familiarize themselves and register with BidNet®; vendors who do not register may be considered non-responsive.

Registration with BidNet® is available at NO CHARGE and allows vendors access to view governmental bids posted on BidNet®; they offer an additional notification service option with an associated fee. It is the responsibility of the vendor to evaluate and select the service option of their choice.

The City is not responsible for the actions or lack thereof on the part of the vendor in regards to their interaction with BidNet®, or any other third-party bid notification service in relation to this RFP.

More information is available at: www.rockymountainbidsystem.com or by calling 1-800-835-4603.

A.3 ELECTRONIC SUBMISSION OF PROPOSALS:

Submission of proposals for this solicitation may only be done electronically through BidNet®. Proposals must be submitted at www.rockymountainbidsystem.com, no later than the date and time indicated in the proposal.

Vendors who feel they are unable to prepare and submit an electronic submittal should submit a request in writing to the Analyst, no later than the Question due date, for permission and instructions for submitting a hardcopy proposal.

Your proposal shall consist of the following separate sections:

i) Signed Coversheet

ii) Response to ‘VENDOR QUESTIONS AND REQUIREMENTS’: Section B.9

iii) Pricing- Section C.3

iv) Section E. Forms

v) Additional Required Information/Forms/ Documentation http://www.rockymountainbidsystem.com/ http://www.rockymountainbidsystem.com/

A.4 PRE-PROPOSAL CONFERENCE:

A pre-proposal conference will be conducted on January 7, 2025 @ 11:30 AM, local time as listed in the Schedule of Events, front page. The proposal terms and conditions will be reviewed and discussed at this time.

This pre-bid meeting will be conducted virtually via Microsoft Teams. Instructions on how to join the meeting are included below:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 283 932 751 356 Passcode: kX3E8TP6

Dial in by phone +1 720-388-6219,,777457269# United States, Aurora Find a local number Phone conference ID: 777 457 269# Join on a video conferencing device Tenant key: 867521695@t.plcm.vc Video ID: 117 883 297 1 More info For organizers: Meeting options | Reset dial-in PIN

A.5 RFP QUESTIONS:

The City shall not be bound by and the Vendor shall not request or rely on any oral interpretation or clarification of this RFP. Therefore, any questions regarding this RFP are encouraged and should be submitted in writing by email to:

City Procurement Analyst: Scott Harris E-Mail: scott.harris@denvergov.org

Questions received up to deadline to submit question in the Schedule of Events will be answered in writing per the Schedule of Events. Answers to questions from any Vendor will be provided to all Vendors.

All communications regarding this proposal shall only be through the City’s Analyst listed above. No communication is to be directed to any other City personnel.

A.6 ADDENDA:

In the event it becomes necessary to revise, change, modify or cancel this Proposal or to provide additional information, addenda will be issued and made available on BidNet® at www.rockymountainbidsystem.com. It is the responsibility of the vendor to confirm that they have acquired all addenda related to this solicitation and they have reviewed/ complied with the requirements therein.

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmJkODJlYTAtYmI1OS00ZDUwLTlkOGMtMDZlZGMxMWI1ZGUz%40thread.v2/0?context=%7b%22Tid%22%3a%2239c87ab3-6612-42c0-9620-a696d12df803%22%2c%22Oid%22%3a%221dcbcf54-7c97-49d9-b3c5-ad3a7ae99bf8%22%7d tel:+17203886219,,777457269 https://dialin.teams.microsoft.com/88bb87a2-4d23-4cf3-9a7f-ba61883e72a8?id=777457269 https://dialin.plcm.vc/teams/?key=867521695&conf=1178832971 https://teams.microsoft.com/meetingOptions/?organizerId=1dcbcf54-7c97-49d9-b3c5-ad3a7ae99bf8&tenantId=39c87ab3-6612-42c0-9620-a696d12df803&threadId=19_meeting_YmJkODJlYTAtYmI1OS00ZDUwLTlkOGMtMDZlZGMxMWI1ZGUz@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing mailto:scott.harris@denvergov.org

A.7 ACCEPTANCE PERIOD:

Proposals in response to this RFP shall indicate that they are valid for a period no less than 120 days from the closing date, and if awarded, through the initial contract period.

A.8 TECHNICAL REQUIREMENTS/STATEMENT OF WORK:

Section B of this RFP contains our proposed Statement of Work and/or Technical Requirements. This document shall form the basis of a Contract covering the subject matter of this RFP. Exceptions or deviations to this proposal must not be added to the proposal pages, but must be on vendor's letterhead and accompany proposal. Any exceptions to this documentation will be taken into consideration when evaluating proposals submitted. The City reserves the right to reject any or all of your proposed modifications. The City welcomes cost saving proposals which still satisfy all technical and business objectives.

A.9 RFP CONDITIONS AND PROVISIONS:

This proposal must be signed by a duly authorized official of the proposing company. The completed and signed proposal (together with all required attachments) must be returned to the listed Contract Administrator on or before the time and date of the deadline shown on page one. This proposal MUST be submitted electronically through the Rocky Mountain E-purchasing System (BidNet® at www.rockymountainbid system.com).

All participating Vendors, by their signature hereunder, shall agree to comply with all of the conditions, requirements and instructions of this RFP as stated or implied herein. Any alteration, erasure or interlineation by the Vendor in this proposal shall constitute cause for rejection by the listed Contract Administrator. Exceptions or deviations to this proposal must not be added to the proposal pages, but must be on vendor's letterhead and accompany proposal. Should the City omit anything from this RFP which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the Vendor shall secure written instructions from the listed Contract Administrator at least forty-eight (48) hours prior to the time and date shown in page one.

Typographical errors in entering quotations on your proposal may result in loss of award of this proposal.

All Vendors are required to complete all information requested in this proposal. Failure to do so may result in the disqualification of proposal.

The City reserves the right to postpone or cancel this RFP, or reject all proposals, if determined to be in the best interest of the City.

Unit price for each item shall be shown and shall be for the unit of measurement indicated. In case of error in extension of prices, the unit price will govern.

The City reserves the right to waive any technical or formal errors or omissions and to reject any and all proposal(s), or to award contract for the items hereon, either in part or whole, if deemed to be in the best interests of the City.

The successful Vendor shall be in complete compliance with all of the specifications, terms and conditions of this proposal as outlined above. The City shall have the right to inspect the facilities and equipment of the successful Vendor to ensure such compliance.

http://www.rockymountainbid/

No submittal shall be accepted from, and no contract will be awarded to, any person, firm or corporation that is in arrears to the City and County of Denver, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City, or that has failed to attain or demonstrate compliance with any law, ordinance, City regulation, or contract term or condition as may be provided for or required in any City contract, or that may be deemed irresponsible or unreliable by the City. Vendors may be required to submit satisfactory evidence that they have a practical knowledge of the particular work bid upon and that they have the necessary financial resources to perform and complete the work outlined in this invitation.

The vendor agrees to abide by all the laws, regulations and administrative rulings of the United States, the State of Colorado and the City and County of Denver, securing all necessary licenses and permits in connection with the bids.

All materials, supplies and equipment furnished or services performed under the terms of this purchase order or contractual agreement shall comply with the requirements and standards specified in the Williams-Steiger Occupational Safety and Health Act of l970 (Public Law 9l-596) as well as with other applicable federal, state and local codes.

All merchandise furnished or service performed must comply with City and State Codes.

In the event that this invitation requires a formal contract to be prepared by the City and County of Denver, the successful vendor will properly sign and furnish necessary performance bonds, insurances, Workers' Compensation, etc., as required by the respective bid within ten (l0) days (unless a longer period is allowed) from the date of receipt of the formal contract forms.

All vendors must take into consideration that only the City's contract documents will be used in the finalization of this agreement. This will include the total bid and the City Attorney's general form.

The City shall not be liable for any costs incurred by Vendor in the preparation of proposals or for any work performed in connection therewith or any work subsequent to the submission and prior to the execution of any contract.

A.10 GRATUITIES AND KICKBACKS:

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee (within six months of termination from City employment), or for any employee or former employee (within six months of termination from City employment) to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime vendor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any City, the proposal shall be disqualified and shall not be reinstated.

A.11 NON-COLLUSIVE VENDOR CERTIFICATION:

By the submission of this proposal, the vendor certifies that:

A. The proposal has been arrived at by the vendor independently and has been submitted without collusion with any other vendor.

B. The contents of the proposal have not been communicated by the vendor, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the vendor or its surety on any bond furnished herewith, and will not be communicated to any such person prior to the official opening of the proposal.

C. No vendor shall submit more than one proposal for this purchase. It shall be the responsibility of each vendor to obtain the prior written permission of the Director of Purchasing before proposal opening in every situation in which the vendor, due to corporate association or other affiliation, may be found to be impermissibly associated with another vendor. Failure to observe this requirement could result in all such affiliated proposals being rejected.

A.12 EVALUATION AND AWARDS:

One award will be made on an "all or none" basis.

The criteria to be used for the proposal evaluation include but are not limited to:

(a) Pricing- Section C.3

(b) Response to ‘VENDOR QUESTIONS AND REQUIREMENTS:’ posed in Section B.9

(c) Other Required Submittals (as applicable)

(d) Qualified, Responsible, Responsive_ {D.R.MC. Sec. 20-61-(d), (f), (g)}

(e) Response to the City’s proposed Sample Contract provisions

No weighting or relative importance of criteria is intended or implied by this list.

The City may request oral presentations as part of the evaluation process. Additionally, the City reserves the right to conduct negotiations with one or more Vendors.

Any award as a result of this proposal shall be contingent upon the execution of an appropriate contract. Section D of this proposal contains the City’s terms and conditions. These terms and conditions shall form the basis of a Contract covering the subject matter of this proposal. If there is contention(s) with the Terms and Conditions, a brief explanation and alternative language, if any, should be included in your response in the provided Section E.

CONTRACT CERTIFICATION FORM. Any exceptions to the Terms and Conditions will be taken into consideration when evaluating proposals submitted. The City reserves the right to reject any or all of your proposed modifications.

A.13 SBE DEFINED POOL REQUIREMENTS:

General Small Business Enterprise (SBE) Defined Pool Guidelines

The Division of Small Business Opportunity (DSBO) has designated a Small Business Enterprise (SBE) requirement for this project, proposal requirements for which are set forth herein. This procurement and resulting contract are governed by Article V, of Chapter 28 of the Denver Revised Municipal Code (D.R.M.C.)

(the “DSBO Ordinance”) and accompanying rules and regulations (collectively, the “SBE Program”).

Throughout the life of the contract, the awarded Consultant (the “Consultant”) will be required to comply with the SBE Program. Failure by the Consultant to comply therewith during the performance of the contract is a material breach of the contract, which may result in the imposition of sanctions on the Consultant, as deemed appropriate by DSBO.

Small Business Enterprise (SBE) Defined Pool Program

The City and County of Denver (“City”) is committed to advancing its vision of equity, diversity, inclusion, and sustainability through growing the capacity of historically underutilized businesses, which include SBE firms, providing significant contracting opportunities, and ensuring they benefit from said contracts.

Counting SBE Participation

During performance, accounting of SBE participation will be maintained for all purchase orders, task orders, and work orders, which participation will collectively be applied to the contract’s overall SBE self-performance attainment.

If the SBE is a supplier, the degree to which their participation counts towards satisfaction of the SBE self-performance requirement varies. If materials or supplies are obtained from a SBE manufacturer, one hundred percent (100%) of the cost of the materials or supplies counts toward the requirement. Sixty percent (60%) of the value of the commercially useful function performed by SBE regular dealers counts toward satisfaction of the requirement. Only the bona fide commissions earned by manufacturer representatives or brokers for their performance of a commercially useful function counts toward meeting the requirement. Therefore, Proposer must separate bona fide brokerage commissions from the actual cost of the supplies or materials provided to determine the actual dollar amount of participation that can be counted towards meeting the SBE self-performance requirement.

SBE Responsiveness Requirements

DSBO has designated this procurement as SBE defined pool. Accordingly, award will be strictly limited to certified SBE firms. § 28-141(d) D.R.M.C. Conditions of responsiveness are listed below; failure to submit a responsive submission constitutes cause for rejection thereof.

1. Certification

Before the proposal due date, the proposer (“Proposer”) must be SBE certified by the City in the NAICS work code(s) that coincide with the scope of work they will be performing for SBE self-performance credit. DSBO maintains an SBE Directory (“Directory”), which is a current listing of SBEs that have been certified by the City. The Directory may be accessed via the DSBO web site at https://www.denvergov.org/dsbo.

2. Joint Ventures

If Bidder is a Joint Venture of SBE firms, bidder must submit the Joint Venture Agreement to DSBO at time of bid opening. A qualified Joint Venture is an association of one or more City and County of Denver-certified SBE firms to carry out a single, for-profit business enterprise, for which the parties combine their property, capital efforts, skills and knowledge. DSBO will count the total dollar value of the joint venture’s collective self-performance toward the SBE self-performance requirement, equal to the distinct, clearly defined portion of the work that a Joint Venture’s member firms perform with their own forces in NAICS code(s) in which the Joint-Venture firms are SBE certified.

3. Authority

The DSBO Ordinance and rules and regulations promulgated pursuant thereto apply to this project and are incorporated into these solicitation documents by reference. Compliance with those, and any additional requirement contained herein, are conditions of responsiveness. The DSBO Ordinance, its accompanying rules and regulations, and additional SBE guidance are available here: https://www.denvergov.org/dsbo. Proposer is encouraged to contact the procuring agency/Buyer with specific questions related to compliance therewith, who will coordinate with DSBO to reply to Proposer’s questions.

Please feel free to reach out to DSBO with any questions at: DSBO@denvergov.org

A.14 ENVIRONMENTAL MANAGEMENT SYSTEM, ENVIRONMENTAL POLICY, AWARENESS, AND

COMPLIANCE:

Some City operations can pose risks to human health and the environment. Proactive environmental management can reduce risk and prevent harm.

The City is certified to the ISO 14001 international standard for Environmental Management System (EMS). The City’s EMS ensures that all aspects of City operations with the potential to cause significant environmental impacts are proactively managed. Through the EMS, the City has adopted environmental procedures to ensure compliance with environmental requirements, protect workers and the public, conserve energy and resources, and prevent pollution. The EMS reinforces the City’s position that each person providing products or services to the City, the City’s business partners, is responsible for conducting activities in a manner that will protect public health and the health of their employees and protect the environment. The EMS also requires business partners ensure the competency of their staff with respect to their environmental impacts and duties.

All City business partners are required by statute, regulation, and contract to comply with all federal, state, and local environmental regulations and requirements when working for the City. The City’s EMS requires all City business partners to be aware of the City’s Environmental Policy, be aware of the impacts their actions may have on the environment and implement practices to manage their actions in a manner that complies with environmental requirements and the City’s environmental performance goals. The City’s Environmental Policy, found here:

https://www.denvergov.org/files/assets/public/public-health-and-environment/documents/eq/2017-denver-environmental-policy.pdf, outlines the City’s commitment to environmental protection, continual improvement, and sustainability in all areas of City business and operations.

A.14.a Environmentally Preferable Purchasing (EPP) Guidance and Prohibitions:

The City defines Environmentally Preferable products and services as having a lesser or reduced effect on human health and the environment when compared with competing products and services that serve the same purpose.

The City’s EPP evaluation may extend to raw materials acquisition, energy consumption in manufacturing and transport, packaging, recyclability, waste disposal, and many other factors.

mailto:DSBO@denvergov.org https://www.denvergov.org/files/assets/public/public-health-and-environment/documents/eq/2017-denver-environmental-policy.pdf https://www.denvergov.org/files/assets/public/public-health-and-environment/documents/eq/2017-denver-environmental-policy.pdf

Applicable EPP considerations may factor in the evaluation process of this RFP. Vendors are encouraged to describe any EPP attributes of the goods or services they offer to the City.

A.15 DISCLOSURE OF CONTENTS OF PROPOSALS:

The contents of all submittals become a matter of public record and a “Record” under the Colorado Open Records Act, § 24-72-201, et seq., C.R.S. (“CORA”). Upon request to the City, the disclosure of Records is mandatory, with the exception of those Records under CORA which are excluded from disclosure sometimes identified as business or trade secrets or proprietary matters (“Protected Items”). Protected Items so marked may not be disclosed unless disclosure is otherwise required under CORA. If a request is made under CORA for Records , the City will use reasonable efforts to notify the Vendor of the request, and it will be the responsibility of the Vendor to appropriately redact Protected Items from its submittal to the City. If a Vendor does not respond to the City to redact Protected Items as requested all Records may be disclosed by the City. If necessary, a Vendor shall seek a court order to protect their Protected Items, and will defend, indemnify, and hold harmless the City from any claim or action related to the City’s withholding of Protected Items.

A.16 PROOF OF REGISTRATION WITH THE COLORADO SECRETARY OF STATE:

Successful vendors are required to furnish a Certificate of Good Standing from the Colorado Secretary of State’s Office, as proof that they are properly registered to do business in the State of Colorado, prior to finalization of award and contracting.

A.17 DIVERSITY AND INCLUSIVENESS – EXECUTIVE ORDER #101:

Definitions

Diversity: Diversity refers to the extent to which a vendor has people from diverse background or communities working in its organization at all levels, is committed to providing equal access to business opportunities and achieving diversity in procurement decisions for supplies, equipment, and services, or promotes training and technical assistance to diverse businesses and communities such as mentoring and outreach programs and business engagement opportunities.

Inclusiveness: Inclusiveness, for purposes of Executive Order No. 101, includes the extent to which a contractor/consultant invites values, perspectives and contributions of people from diverse backgrounds and integrates diversity into its hiring and retention policies, training opportunities, and business development methods to provide an equal opportunity for each person to participate, contribute and succeed within the organization’s workplace. Inclusiveness also includes the extent to which businesses have an equal opportunity to compete for new business opportunities and establish new business relationships in the private and public sector.

Requirements

Using the attached form, entitled “Diversity and Inclusiveness in City Solicitations Information Request Form”, please state whether you have a diversity and inclusiveness program for employment and retention, procurement and supply chain activities, or customer service, and provide the additional information requested on the form.

The information provided on the Diversity and Inclusiveness in City Solicitations Request Form will provide an opportunity for City contractors/consultants to describe their own diversity and inclusiveness practices.

Contractors/Consultants are not expected to conduct intrusive examinations of their employees, managers, or business partners in order to describe diversity and inclusiveness measures. Rather, the City simply seeks a description of the contractor/consultant’s current practices, if any.

Diversity and Inclusiveness information provided by City contractors/consultants in response to City solicitations for services or goods will be collated, analyzed, and made available in reports consistent with City Executive Order No. 101. However, no personally identifiable information provided by or obtained from contractors/consultants will be in such reports.

Enter the following address into your web browser:

https://us.openforms.com/Form/57f3a8ea-39b7-4115-be17-1770f38d3cf6

NOTE: A DIVERSITY & INCLUSIVENESS FORM MUST BE RETURNED WITH YOUR

PROPOSAL; OTHERWISE, YOUR PROPOSAL MAY BE REJECTED WITHOUT

CONSIDERATION.

https://us.openforms.com/Form/57f3a8ea-39b7-4115-be17-1770f38d3cf6

SECTION B SCOPE OF WORK AND TECHNICAL REQUIREMENTS

B.1 INTRODUCTION

Denver Arts & Venues (A&V) is seeking an independent contractor to provide sponsor and event logistical support for concerts and other events scheduled at Red Rocks Amphitheatre.

The eventual contract, if any, will be for a maximum of three years and will be between the City and County of Denver (the “City”) and the selected proposer.

Denver Arts & Venues is a division of the City & County of Denver's Department of General Services. A&V’s mission is to amplify Denver’s quality of life and economic vitality through our premier public venues, public art collection, and free entertainment events and programs. A&V is responsible for the maintenance, repair, management and operation of the City's theatre, concert, auditorium, or arena venues, which include Red Rocks Amphitheatre & Visitor Center, the Denver Performing Arts Complex, the Denver Coliseum, the McNichols Civic Center Building, and the Colorado Convention Center. A&V also supports a variety of free and paid programming and events including the Five Points Jazz Festival, select film series, city festivals, athletic events, arts programs and more. Additionally, A&V oversees the City’s public art program and the City’s creative sector business development initiatives.

Further Information For more information on Denver Arts & Venues facilities and programs, visit our website at www.artsandvenuesdenver.com.

B.2 SCOPE OF WORK/REQUIREMENTS

Denver Arts and Venues manages Red Rocks Amphitheatre.

The Contractor will be familiar with best practices for a variety of event management and logistical duties.

Other duties may include oversight of event load-in, setup and breakdown for events at Red Rocks Amphitheatre. In addition, contractor may be asked to assist with all sponsors, vendors and city employees on site.

Contractor Requirements:

Excellent event planning and management skills, excellent customer service, detail oriented, and strong planning skills. Comfort with Microsoft Word, Outlook and Excel and office equipment. The ability to handle multiple projects and attention to detail is also important.

SCOPE OF WORK

Beginning on the contract execution date, the Sponsorship Marketing Consultant will assist Arts & Venues with the ongoing implementation and management of the citywide sponsorship program providing sponsorship-marketing services to Denver Arts & Venues, participating City agencies, and sponsorship management agency to include the following services:

• In accordance with City policy, provide contract administration services to include collecting and submitting required vendor documentation, completing required agency contract forms, drafting scope of services and fee schedules, and acting as a liaison between Arts & Venues, participating city agencies, sponsorship management agency, sponsors, and City Attorney’s Office during the contract negotiation process.

• Provide support and education to sponsors and sponsorship management agency related to government/City and County of Denver policy and processes.

• Assistance with sponsorship fulfillment and activation oversight.

• Assist in the development and provide recommendations for new sponsorship inventory, programs or events.

• Assist DAV in the development of sponsorship policies and procedures.

• Develop customized sponsorship proposals and valuations as requested by DAV.

• Develop sponsorship activations in collaboration with DAV’s partners and DAV marketing.

• Run performance reports for contract deliverables (website click through/impressions, intermission slide show reports, concert alerts) to include in sponsorship management agencies post-sale analysis reports.

• Keep DAV and participating agencies up-to-date on contact renewal deadlines.

• Assist in the collection of sponsor relevant data from participating City agencies.

• Assist in the preparation and distribution of exclusive sponsorship RFPs.

• Provide citywide sponsorship activation services as requested such as requesting and distributing sponsor advertisements in City produced publications (e.g. Red Rocks concert alerts, intermission slide show, website banner ads)

• Manage recruitment and oversight of no fewer than two seasonal activation managers for Red Rocks Amphitheatre to include weekly staff calls, client and venue reporting

• Manage recruitment and oversight of seasonal activation staff as required for sponsorship activation at Red Rocks Amphitheatre

• Provide seasonal staffing services as requested by Agency to include recruitment, management, payment, preparation of necessary forms and year-end reporting for Agency purposes

• Manage recruitment and oversight of activation staff for City venues as directed by Agency

• Provide bi-weekly reports containing details of the work performed, including contracts in queue and citywide sponsorship activities.

• Provide corporate partner promotion, advertising and client management services specific to Red Rocks

Amphitheatre

• Provide additional sponsorship and marketing related duties as requested.

B.3 TERM

The effective period of the contract resulting from this proposal shall be from date of City signature to and including 03/31/2028. The City and the vendor may mutually agree to renew and continue this agreement for additional periods of one year at the same prices, terms and conditions. However, no more than two (2) yearly extensions shall be made to the original agreement.

B.4 ESTIMATED QUANTITIES:

The City does not guarantee any quantity of item listed herein to be ordered during the coming year. However, for information only, consumption during the past contract amounted to approximately $750,000.00.

B.5 F.O.B. POINT:

All prices quoted must be quoted at a firm price F.O.B. Denver, Colorado, delivered to 1345 Champa St. Denver 80204.

B.6 MINIMUM WAGE ORDINANCE

The services being requested in this solicitation may involve services that are covered pursuant to Division 3.75 of Article IV of Chapter 20 of the Denver Revised Municipal Code (“D.R.M.C.”), which is designed to address the issue of wage equity and cost of living affordability in the City & County of Denver. Vendor agrees that any contract with the City shall include a requirement that Vendor will comply with the provisions of D.R.M.C.

§§20-82 through 20-84, including, but not limited to, paying all covered workers no less than the City Minimum Wage for all covered services rendered in connection with the Contract. Additionally, Vendor agrees that the contract shall require compliance with all current and future federal and state laws and City ordinances.

Wages can be found here: https://www.denverauditor.org/denverlabor/ https://denverauditor.org/wp-content/uploads/2019/06/MinWage_overview_flier_2019.pdf

B.7 VENDOR PERFORMANCE MANAGEMENT:

The City may administer a performance management program as part this proposal and resulting contract. The purpose of this program is to create a method for documenting and advising the City of exceptional performance or any problems related to the purchased goods and services.

Propose as part of your response specific performance measures that may be used to develop a vendor performance management report card. Also provide any other data, criterion or methods that would be effective in measuring vendor performance over the life of this contract.

B.8 COOPERATIVE PURCHASING:

The City and County of Denver encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental jurisdictions, pursuant to Denver Revised Municipal Code Sec. 20-64.5. To the extent other governmental jurisdictions are legally able to participate in cooperative purchasing endeavors, the City and County of Denver supports such cooperative activities. Further, it is a specific requirement of this proposal or Request for Proposal that pricing offered herein to the City and County of Denver may be offered by the vendor to any other governmental jurisdiction purchasing the same products.

Vendor(s) must contract directly with any interested governmental agency concerning the matters within this

RFP.

https://www.denverauditor.org/denverlabor/ https://denverauditor.org/wp-content/uploads/2019/06/MinWage_overview_flier_2019.pdf

B.9 VENDOR QUESTIONS AND REQUIREMENTS:

Your proposal must specifically address each of the questions/issues that are listed below. The quality and detail of your responses will figure significantly in the overall evaluation of your proposal. Vendors are encouraged to give examples and provide additional information to support your compliance on each point. To standardize the format of all proposals, vendors are required to respond to all questions in the order given and to list the item number and restate the question prior to giving their answer. Failure to comply with this requirement may result in your proposal being declared non-responsive.

1) Describe how your firm would provide support and education to sponsors and sponsorship management agency related to government/City and County of Denver policy and processes?

2) How would your company aid with sponsorship fulfillment and activation oversight?

3) Please describe how your firm will assist in the development and provide recommendations for new sponsorship inventory, programs, or events for DAV?

4) How would your firm assist DAV in the development of sponsorship policies and procedures?

5) Please provide examples of your firm’s experience in creating customized sponsorship proposals and valuations.

6) How would your firm develop unique sponsorship activations in collaboration with DAV’s partners and DAV marketing?

7) What performance reports would your firm provide for contract deliverables (website click through/impressions, intermission slide show reports, concert alerts) to include in sponsorship management agencies post-sale analysis reports?

8) Please describe a communications plan to keep DAV and participating agencies up to date on contact renewal deadlines.

9) How would your firm assist in the collection of sponsor relevant data?

10) Please describe your firm’s experience regarding the preparation and distribution of exclusive sponsorship revenue RFPs?

11) How will your firm provide citywide sponsorship activation services, as requested, such as requesting and distributing sponsor advertisements in City produced publications (e.g. Red Rocks concert alerts, intermission slide show, website banner ads)?

12) Describe your firm’s ability to manage recruitment and oversight of no fewer than two seasonal activation managers for Red Rocks Amphitheatre to include weekly staff calls, client, and venue reporting?

13) How would your firm manage recruitment and oversight of seasonal activation staff as required for sponsorship activation at Red Rocks Amphitheatre?

14) Describe your firm’s ability to provide seasonal staffing services as requested by DAV to include recruitment, management, payment, preparation of necessary forms and year-end reporting for DAV purposes?

15) How would your firm manage recruitment and oversight of activation staff for City venues as directed by DAV?

16) Can your firm provide bi-weekly reports containing details of the work performed, including contracts in queue and citywide sponsorship activities?

17) Is your firm able to provide corporate partner promotion, advertising, and client management specific to Red Rocks Amphitheatre?

18) Describe any additional sponsorship and marketing related duties your firm could provide.

19) Propose as part of your response specific performance measures that may be used to develop a vendor performance management report card. Also provide any other data, criterion or methods that would be effective in measuring vendor performance over the life of this contract.

SECTION C: PRICING

C.1 PRICING INFORMATION:

This section shall include a description of the proposed costs and prices. All pricing information shall be limited solely to this section of your proposal. This section should address all requirements set forth in Section B as well as any other items pertinent to your proposal pricing. The requirements have been developed to allow the City to uniformly evaluate prices submitted for the work. Accordingly, you should follow these instructions carefully and provide all data requested in the formats specified herein and in any referenced attachments.

Any omissions in this proposal shall be identified by each Vendor and incorporated into their proposal. The City will not increase the contract or any purchase order (either dollar amount or time) for items not included in the submitted proposal documents. The City reserves the right to purchase part or the entire proposal.

C.2 PRICING INSTRUCTIONS:

All prices quoted shall be firm and fixed. Pricing shall be in the format contained in the RFP. Do not include cost or price figures anywhere except in the cost and pricing section.

C.3 PROPOSAL ITEMS:

Sponsorship Activation Fee Schedule

Monthly Retainer Amount

SECTION D: SAMPLE EXECUTED CONTRACT TERMS AND CONDITIONS

This section shall include your response to our proposed terms and conditions included in this Section D and shall form the basis for the preparation of a Contractual Agreement covering the subject matter of this RFP.

You shall respond in your proposal either that all terms and conditions are acceptable or that some are acceptable and some are not. Underline or highlight those words, phrases, sentences, paragraphs, etc. that are not satisfactory and note any exceptions by referencing the appropriate article number, a brief explanation and alternative language, if any, and submit same on a separate typewritten sheet. Any exceptions will be taken into consideration when evaluating your proposal.

The sample contract for this solicitation will be provided in the form of an addendum to be posted by the date of responses to any additional questions.

SECTION E: ADDITIONAL REQUIRED INFORMATION

E.1 CONTRACT CERTIFICATION FORM:

CITY AND COUNTY OF DENVER

DEPARTMENT OF GENERAL SERVICES

Proposal #_______________________________________________________

NOTICE: ANY PROPOSED MODIFICATIONS TO THE LANGUAGE OF THE CITY’S SAMPLE

AGREEMENT MUST BE CONTAINED IN THE PARAGRAPHS BELOW OR ON A REDLINED VERSION

OF THE SAMPLE AGREEMENT. ANY VENDOR MODIFICATION THAT DOES NOT INCLUDE

SPECIFIC LANGUAGE CHANGES MAY BE CONSIDERED NON-RESPONSIVE BY THE CITY AND

VENDOR WAIVES ANY RIGHTS TO NEGOTIATE THE SAMPLE AGREEMENT LANGUAGE AT A

LATER TIME. THE FOLLOWING TERMS OF THE AGREEMENT ARE NON-NEGOTIABLE:

• Governing Law and Venue

• Discrimination in Employment

• Examination of Records

• Defense and Indemnification

THE FOLLOWING TERMS OF THE AGREEMENT ARE ONLY NEGOTIATED IN EXCEPTIONAL

CIRCUMSTANCES:

• Payment

• Termination for Convenience

I, on behalf of the vendor identified below, hereby certify that I have read a copy of the sample contract attached to the Proposal. I further hereby certify that it is the vendor’s intent to agree to, and comply with each and every term and provision contained in the sample contract and propose no modifications to the sample contract except as follows:

1) 2) 3)

I understand that the language modification(s) stated above, if any, are offered for discussion purposes only and that the City and County of Denver reserves the right to accept, reject or further negotiate any and all proposed modification to the sample contract. Vendor expressly agrees to all sample contract language where no modifications are proposed.

Company Name:

Authorized Signature:

Name (please print):

Title: ____________________________________________________________________ Date:____________________________________________________________________

E.2 REFERENCE LISTING:

Vendors shall furnish the names, addresses and telephone numbers of a minimum of three (3) firms or government organizations for which the vendor is currently furnishing or has, in the past, completed service for:

Company Name

Address

Reference

Reference Email Address

Telephone Number

E.3 DENVER VENDOR SUSTAINABILITY:

The City encourages vendors to demonstrate a commitment to and experience in environmental sustainability and public health protection practices applicable to its line of products and/or services being procured in this proposal.

See Section A of this proposal for the Sustainable Denver Policy and Guidance. The following are areas that may be addressed.

Explain how your products and/or service supports the City’s goal of environmentally preferable purchasing.

• Manufacturing Process

• Product Content

• Transportation

• Packaging

• Performance

• End of Life

• Third Party Certification (Green Seal, Eco Logo, Design for the Environment, etc.)

• Other

To aid the City in future proposals for this good/service, the City is seeking information from the vendor community on what changes may affect this request in the area of environmentally preferable specifications. The City reserves the right to review and incorporate the information provided in future specifications/scopes of work.

E.4 VENDOR'S CHECK LIST:

The following check list should be used to ensure required documentation is attached to the proposal. If a document is not required for your proposal, write n/a in the blank.

1.

Have you signed the front page of the proposal?

2.

Have you reviewed all proposal prices, checked unit costs, extensions and totals?

3.

Have you included manufacturer's names and reference numbers, as applicable?

4.

Have you listed the quantities you will supply?

5.

Have you supplied any alternatives or additional information on separate headed note paper?

6.

Have you responded to or completed and included in your response all of the City’s requirements, questions, forms, including the vendor sustainability form and other city requests (where applicable)?

7.

Have you assured that there is sufficient time to transmit this proposal? The mailing envelope must be delivered on time, as specified in the proposal, to the correct address; the proposal must be sealed and marked with proposal number, date required and proposal title.

8.

Have you enclosed relevant technical literature or samples (where applicable)?

9.

Have you completed and included the XO-101 Diversity and Inclusivity Information Request Form?

10.

Have you completed and included all required MBE, WBE, SBE documentation (where applicable)?

E.5 VENDOR INFORMATION:

In fo rm at io n

Vendor

Business Name Tax ID # (TIN or SSN)

Business Address Telephone Number

City, State Zip Fax Number

Order Address (If different from above) Email

City, State, Zip Ordering Email (If different from above) Vendor Entity Type (check one) Remittance Name Individual LLP/LLC Remittance Address Partnership Sole Proprietor Corporation Government City, State, Zip Exempt/Non-Profit Employee

Dun & Bradstreet Number

SIC Code and/or NAICS Code

Disadvantaged Business Enterprise (DBE) Yes No

Certification Source

Type (check all that apply)

DBE Disadvantage Business Enterprise Certification

Number MBE Minority Business Enterprise WBE Women Business Enterprise SBE Small Business Enterprise Certification

Beginning Date SBEC Small Business Enterprise Concessions ACDBE Airport Concession Disadvantage Business Enterprise Certification

Expiration Date Other: ___________________________________________