RFP #27-002 Downtown Event Services

The City of Albany, Georgia is requesting sealed proposals for downtown event planning services under RFP #27-002, with proposals due July 20, 2026 at 5:00 p.m. at the City of Albany Procurement Division, 222 Pine Avenue, Suite 260, Albany.

The scope covers planning, coordination, and execution of three signature downtown events on an as-needed basis: Celebration of Lights (annual holiday event including Christmas Village, vendors, entertainment, tree lighting ceremony, and parade coordination), Food Truck Frenzy (food trucks, vendors, and entertainment), and Shop and Stroll (promotional event to drive shopping and dining). Services include event concept development, vendor and participant coordination, event layout and logistics planning, coordination with City departments on public safety and road closures, event-day staffing and management, and post-event reporting. The contractor is responsible for providing all necessary staffing for each event. The City reserves the right to request additional events not listed; any additional services require written approval before work begins.

The contract is structured as a one-year firm-price agreement with two optional one-year renewal terms, subject to City Commission appropriation each fiscal year. No payment is made for proposal preparation or work performed prior to a formal Notice to Proceed.

Proposers must submit one original and six copies on company letterhead, including company information, event planning experience, examples of at least three similar events, detailed pricing by event, payment terms, proof of insurance, and at least three references from previous clients within the past seven years. Insurance requirements include liability of at least $1 million per occurrence with $2 million annual aggregate, and Workers Compensation and Employers Liability of at least $1 million. Compliance with the Georgia Security and Immigration Compliance Act is mandatory.

Evaluation is weighted: Qualifications and Experience (40 percent), References and Portfolio (25 percent), Project Approach and Understanding (25 percent), and Fees/Cost (10 percent). A pre-proposal conference is encouraged.