Artist & Production Services RFP 26-7550-01 - Summer Concert Series & Festivals

The City of Villa Rica has issued a Request for Proposal (RFP) 26-7550-01 for comprehensive artist and production services covering seven annual events, including the Art & Soul Festival, Summer Concert Series, Gold Rush Festival, Thomas A. Dorsey Festival, and July 3rd Fireworks Extravaganza. The procurement seeks a turnkey vendor responsible for artist scouting, booking, management, performer compensation, production equipment, sound and lighting personnel, and mobile stage rental for specific events at the Mill Amphitheater and Villa Rica Civic and Sports Center. Proposing vendors must submit comprehensive proposals by 2:00 p.m. on December 16, 2025, to the City's Purchasing Director, with questions due by December 3, 2025, and answers published on December 5, 2025. Evaluation criteria include company background, qualifications, key personnel identification, and evidence of proper licensing. Proposals must not exceed 10 pages, utilize a minimum 12-point font, and include detailed cost breakdowns on the provided Cost Proposal Submittal Form. The City will open and evaluate proposals on December 16, 2025, present staff recommendations to City Council on January 6, 2026, and conduct the council vote to award the bid on January 13, 2026.

The contract will have an initial three-year term with optional annual renewals for up to two additional years, not exceeding five years total. Vendors must maintain a $2 million general liability insurance policy listing the City of Villa Rica, Villa Rica Mainstreet, and Villa Rica Parks and Recreation Department as additional insureds. The proposal requires vendors to provide at least three client references involving transactions of $5,000 or more within the past 12 months. The City has budgeted $130,000 annually for production and artist services at the Mill Amphitheater events, with a specific breakdown of $70,000 for artist services and $60,000 for production services. An additional $24,000 is allocated for the July 3rd Fireworks Extravaganza, including $11,500 for artist services, $8,200 for production services, and $4,300 for stage rental. Pricing must remain available to the City for 60 days from the proposal due date, and the City reserves the right to reject any or all proposals and terminate the contract with seven days' notice. No specific set-aside designations or restrictions on responding organizations were mentioned in the procurement documents.