RFP #01-19 4th of July Special Event

The City of DeBary in Volusia County, Florida, is soliciting proposals through RFP #01-19 for professional special event management services for a July 4, 2019 fireworks event at Gemini Springs Park. The procurement seeks a vendor to develop a comprehensive event management business plan, including securing sponsors, vendors, and volunteers, coordinating with city and county staff to meet safety guidelines, and obtaining necessary permits and insurance. Key deliverables include creating a first-class, family-friendly event with professional master of ceremonies services, reducing the city's financial burden through increased vendor and donor participation, and maximizing community benefits such as potential college scholarships. Evaluation criteria will encompass personnel credentials, past performance records, event management experience, budget proposals, vendor procurement capabilities, permitting compliance, and financial reporting procedures. The RFP was issued on December 10, 2018, with oral inquiries accepted until January 4, 2019, and proposals due by 2:00 p.m. on January 11, 2019. Proposals must be submitted in four sealed copies to Mike Jones, Purchasing Manager, at 16 Colomba Road, DeBary, Florida 32713.

The RFP does not specify explicit set-aside designations or restrictions on responding organizations. The City currently contracts with a fireworks firm for an 18-20 minute show at $20,000 annually through 2019 and has previously partnered with a community group to provide stage entertainment, coordinate vendors, and secure volunteers. The contract will be structured as a continuing contract under Florida Statute 287.055(2)(g), with no guaranteed volume or exclusivity of work, and scope determined on a case-by-case, as-needed basis. The City's 2018 out-of-pocket expenses totaled $33,481, including costs for fireworks, police, restrooms, lighting, and miscellaneous expenses. The selected proposer must submit a preliminary expense budget indicating costs the City will contribute, with the understanding that no profits will be taken by the event partner until the City's out-of-pocket costs and community benefits are agreed upon. While a specific award value is not explicitly stated, the budget considerations and existing contract values provide insight into the potential financial scope of the opportunity.