Production & Artist Services RFP for 2025 Summer Concerts & Festivals

The City of Villa Rica, Georgia, located in Candler County, is seeking a comprehensive production and artist services provider for its 2025 Summer Concert Series, Gold Rush Festival, Thomas A. Dorsey Festival, and July 3rd Fireworks Extravaganza. The Request for Proposal (RFP #2025-MainSt-01) requires a "turnkey" vendor to manage artist services, including scouting and booking performers, and production services encompassing backline equipment, sound, and lighting. The events will primarily take place at the Mill Amphitheater, with the July 3rd event held at the Villa Rica Civic and Sports Center, and will feature six free concerts with two bands per event (an opener and headliner). Proposals are due on January 27, 2025, at 2:00 p.m., with preliminary questions required by January 15, 2025, and answers to be posted on January 17, 2025. Respondents must submit a 10-page proposal including company qualifications, background, three references with transactions over $5,000 in the past 12 months, proof of $2 million general liability insurance, and itemized pricing for each event date. The City will evaluate proposals based on the vendor's experience, qualifications, references, and comprehensive service capabilities.

The RFP does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The total budget for the project is $152,000, with $125,000 allocated for the Summer Concert Series, Thomas A. Dorsey Festival, and Gold Rush Festival, and an additional $27,000 specifically for the July 3rd Fireworks Extravaganza, which also requires a mobile covered stage rental. The selected vendor must enter into a services contract that is terminable by the City with seven days' notice and must comply with City, State, and Federal non-discrimination and equal opportunity provisions. Payment terms include a 50% upfront payment with the remaining balance paid after completing two concerts/festivals. Expected attendance varies by event, ranging from 1,000 attendees for the Thomas Dorsey and Gold Rush Festivals to 3,000 per Summer Concert Series event and over 10,000 for the July 3rd Fireworks Extravaganza. The City will handle marketing, security, emergency response, barricades, hospitality, and portable toilets, while the selected vendor will be responsible for all production and artist-related services.