Special event management services

The City of Detroit Office of Contracting and Procurement on behalf of the General Services Department is requesting proposals for recreation event vendor recruitment, programming, and management support under RFP 542970, with proposals due August 24, 2026 at 3:00 p.m. EST and questions due by August 19, 2026 at 4:00 p.m. EST. The City offers Detroit Equalization Credits for Detroit-headquartered, Detroit-based, Detroit resident-owned, small, and micro businesses.

The scope spans a two-year contract term from October 17, 2026 through April 1, 2028, encompassing Spirit Plaza operations on a seven-day cycle; large and small-scale ground breakings and ribbon cuttings; Easter Fun Festival, Fall Festival, and Scare Festival programming; and Palmer Park Bandshell events. Services include vendor recruitment and coordination for food, retail, entertainment, and event-related vendors; site reviews and event layout management; event licensing and permitting; sponsorship and donation management; and support staff provision for event spaces.

Respondents must meet minimum qualifications of at least five years of event management and vendor recruitment experience and an established business of at least five years. Evaluation allocates 40 points to price, 40 points to event management experience, and 20 points to vendor recruitment experience. The City anticipates one award and requires an oral presentation at its discretion. All proposals must be submitted electronically through the EUNA Bonfire Supplier Portal; faxed or mailed submissions will not be accepted.

Pricing on the completed Bid Sheet (Attachment C) is all-inclusive of related expenses including shipping, with the vendor bearing full responsibility for travel costs. The successful respondent must furnish a payment and performance bond equal to 100 percent of the contract value. Invoices are payable under NET 30 terms through the City of Detroit Oracle Vendor Portal. The contract is subject to Detroit City Council approval and signature by the Chief Procurement Officer. Respondents must submit three years of financial statements, notarized affidavits of disclosure and non-collusion, proof of required licenses, and three prior experience references demonstrating comparable scope and scale.