EXHIBIT A
SCOPE OF SERVICES
CITY OF SANTA ANA
Contractor shall perform services as set forth below.
The City is seeking a Contractor with the capacity to provide talent for various events. Sample events include: Fiestas Patrias, Chicano Heritage Event, Tet, 4th of July, Egg Hunts, Concerts in the Park, Plaza Navidena, 5k/10k. Below is a sample listing of performers used for previous large-scale events:
Banda Machos
Diana Reyes
Maribel Guardia
Fidel Rueda
Graciela Beltran
Las Sebastianes
Promoter must have access to groups within the Mexican regional music genre such as, but not limited to, the following:
Banda
Norteño
Mariachi
Promoter must also have access to groups and performers of a wide variety of genres.
The Contractor will be expected to provide insurance for performers. Additionally, the promoter will be responsible for any special requests from the performer . The Contractor is also expected to coordinate with various City departments and other Contractors associated with the event. The Contractor should provide a listing of talent they represent. Due to the differences in pricing based on the performer, each performance pricing will be negotiated with the City. Pricing should include a price range for a performance.
The City understands that performers’ rates can vary greatly based on a number of factors. Therefore, include a listing of talent represented by your company, group talent into levels of similar pricing and include the price range for each level.
City may request services during the term of the agreement at prices identified in the price listing. If a requested service is not listed on the price listing the city will negotiate a price with the Contractor.
I. T
ask 1 - Event Management and Production Services
Contractor shall manage and produce all phases of Event, including, but not limited to conceptualizing and designing the experiential, physical and digital event elements; managing production schedules and budgets; procuring equipment, vendors, and services; providing technical and logistical support; training personnel; and managing and executing the on-site event build and tear-down.
EXHIBIT I
SCOPE OF SERVICES
City of Santa Ana
RFP No. 24-102
CITY OF SANTA ANA
Event Management and Production Services shall include the following:
A. Event Management Services - Contractor shall be responsible for the overall planning and execution of the Event, including the following:
1. Assigning a Project Manager to this contract to act as lead and primary point of contact for the City.
2. Establishing and maintaining effective working relationships w ith the City, other government agencies, vendors, contractors, VIPs, and other stakeholders.
3. Managing and training the Production team.
4. Managing and adhering to schedule and budget.
5. Providing creative direction and recommendations to the City in areas such as event design and layout, theme development, logo creation, marketing, and public relations.
6. P reparing reports and support documentation such as production schedules, site plans, conceptual drawings, vendor/subcontractor list(s), expenditure/revenue reports, quotes, invoices, and cost estimates.
7. A ttending meetings as needed or upon request by the City.
B. P
roduction Services – Contractor shall be responsible for delivering quality production services that upholds the branding of the Event and/or City, such as the following:
1. Developing, creating, and coordinating graphic design and collateral material.
2. Integrating marketing campaign to ensure proper exposure of the event.
3. Leading the production team and coordinating on-site installation and tear-down of event elements and decor.
4. Supervising event production operations in both back-of-house and front-of-house.
5. Providing logistical support to the City.
6. Recruiting, facilitating, and coordinating all food and beverage service operations and vendors.
7. Talent or Entertainment acquisition, which includes booking and negotiating contracts, managing talent needs, and scheduling appearances.
8. Hiring technical and equipment vendors.
9. Troubleshooting and addressing technical challenges with various types of equipment and decor such as special effects lighting, sound, tenting, and staging.
City of Santa Ana
RFP No. 24-102
CITY OF SANTA ANA
10. Providing technical expertise on topics such as visual effects, lighting, sound, set design, rentals, and staging.
11. Managing the procurement, installation, and removal of utilities (e.g., generators and lighting), if necessary.
12. Providing contract administration services for all vendors, contractors, and subconsultants engaged for Events.
13. Identifying and/or soliciting sponsors if requested by the City.
14. Training, coordinating, and managing event staff and volunteers.
15. Adhering to the production budget and schedule and/or program timelines.
16. Complying with all regulations and requirements such as the City’s special event permit process and Health permits.
C. Event Support Services – Contractor shall be responsible for providing event staff before, during, and after Event for event support services, which may include, but are not limited to the following: event registration, set-up and tear-down, logistical support, and general support to vendors, participants, entertainment, and City staff.
II. T
ask 2 – Consulting Services
Contractor shall provide consulting services on an as-needed, per-project basis to support specific components of an Event to enhance the overall experience in one or more of the following key areas as described below:
A. Graphic Design - Provide consulting services that includes but is not limited to the development and creation of graphic design and layout of logos and collateral material that will complement the event themes and concepts.
B. Décor and Design - Provide consulting services on how to transform the site through environmental design, which includes but is not limited to visual displays and exhibits, banners, flags, floral and other creative décor to enhance theme(s).
C. Production - Provide recommendations and implementation plans in the following areas:
logistics, staging, site preparation, public safety and emergency services, equipment needs, utility services, securing entertainment and activities, parking services, and vendor, staffing and volunteer coordination.
D. Technical - Provide consulting services to assistant with identifying and resolving any technical needs including but not limited to the following: set -up of lighting and stage area, sound systems, PA systems, video recording services and/or photography services.
City of Santa Ana
RFP No. 24-102
EXHIBIT B
CONSULTANT’S PROPOSAL
EXHIBIT C
CONSULTANT’S FEE PROPOSAL