Consulting Services - Sand and Sun Festival

The City of Ocala is seeking a professional sand consultant through Invitation to Negotiate (ITN) #GRM/260118 to provide comprehensive consulting services for the Sand and Sun Festival, a live sand sculpting event scheduled for May 11-16, 2026. The consultant will be responsible for all aspects of event planning and execution, including marketing, advertising, social media promotion, and management of six sand sculptor competitors. Specific deliverables include creating marketing assets, providing sand acquisition consulting, developing schematics for sand boxes/containers, coordinating sculptor travel and accommodations, conducting on-site sand preparation, creating a welcome sand sculpture featuring City and sponsor logos, and overseeing the competition and awards ceremony. Vendors must demonstrate a minimum of one year of experience in sand consulting or sand sculpture services. Proposals must be submitted via email to bids@ocalafl.gov by 2:00 p.m. on November 19, 2025, with no exceptions for late submissions. The consultant will be responsible for developing a sand competition rubric, coordinating and training judges, and managing all sculptors during the preparation and competition periods.

The procurement does not specify any specific set-aside designations or restrictions for disadvantaged enterprises. Insurance requirements include Commercial General Liability coverage of $1,000,000 per occurrence/$2,000,000 aggregate, Commercial Automotive Liability of $1,000,000 combined limit, and Workers' Compensation coverage per Florida statutory requirements. The total budget for this engagement is $31,000, which encompasses all direct and indirect costs including award prizes, hotel accommodations, meals, and travel expenses for the six sculptors and the consultant. The City will handle sand acquisition, delivery, permits, and vendor registration, while providing staff and equipment for sand placement and preparation. The contract will be awarded to the lowest responsive and responsible bidder meeting all stated requirements, with the City reserving the right to reject any or all bids and waive minor irregularities. Invoicing will be submitted monthly to the Project Manager, Emily Parkman, with payment contingent on project status.