4th of July Special Event

The City of DeBary, Florida, is soliciting proposals for professional special event management services for a July 4, 2018 fireworks event at Gemini Springs Park. The procurement seeks a vendor to provide comprehensive event management, including developing a business plan, securing sponsors, vendors, and volunteers, and coordinating with City and County staff to meet safety guidelines. Key deliverables include providing a master of ceremonies, family-friendly entertainment, event coordination, and volunteer management, with the ultimate goal of delivering a first-class, safe July 4th event featuring an 18-20 minute fireworks display. The Request for Proposals (RFP) was issued on December 1, 2017, with oral inquiries accepted until December 21, 2017. Proposals must be submitted by 2:00 p.m. on January 5, 2018, with four sealed copies delivered to the Purchasing Manager. Evaluation criteria will comprehensively assess proposers based on personnel credentials, past performance, event experience, conformance to desired outcomes, preliminary budget estimates, vendor recruitment ability, permitting compliance, and financial reporting procedures.

There are no specific set-aside designations or restrictions on respondent types mentioned in the documentation. The City previously partnered with a community group that managed event logistics and funded scholarships, but no explicit preferences for disadvantaged enterprises are outlined. The current fireworks contract is in its second year of a three-year agreement, with annual display costs of $20,000. The 2017 event incurred total costs of approximately $38,689, including expenses for fireworks, law enforcement, restrooms, equipment rental, and staff overtime. The selected proposer must submit a preliminary expense budget plan detailing anticipated City and event partner costs, with final budgeting subject to negotiation. No profits are permitted until the City's out-of-pocket expenses and agreed-upon community benefits are addressed. The City reserves the right to award single or multiple contracts and may reject all proposals if deemed appropriate.