Event Planner/Production Company

Project Title Event Planner/Production Company Invitation # RFP P06-2024 Bid Posting Date 08/04/2023 9:09 AM (PDT) Project Stage Bidding Bid Due Date 08/30/2023 5:00 PM (PDT) Response Format Electronic Project Type RFP (Request for Proposal) Response Types Response File General Conditions (required) Attachment 1 Fee Proposal (Excel Format) (required) General Attachment Type of Award Lump Sum Categories 91500 - Communications And Media Related Services 91800 - Consulting Services 95800 - Management Services License Requirements Department Purchasing Address 276 Fourth Avenue Chula Vista, California 91910 County San Diego Bid Valid Liquidated Damages Estimated Bid Value Start/Delivery Date Project Duration Bid Bond Bid Bond 0.00% Payment Bond 0.00% Performance Bond 0.00% Pre-Bid Meeting Information Pre-Bid Meeting No Online Q&A Online Q&A Yes Q&A Deadline 08/09/2023 12:00 PM (PDT) Contact Information Contact Info Victor De La Cruz

href="mailto:vdelacruz@chulavistaca.gov">vdelacruz@chulavistaca.gov Bids to Owner's Agent Description Scope of Services The City of Chula Vista is seeking qualified Event Planners or Event Production Companies to plan and coordinate Chula Vista events, including but not limited to, music, art or other festival, street fair, parade, community celebration, block party, grand opening/groundbreaking events, or other special events. The City intends to select one or more consultants to provide on-call event planning services. Other Details Types of Events The City of Chula Vista hosts a variety of signature and sponsored special events and is known for the Starlight Parade, HarborFest, South Bay Earth Day, Downtown Chula Vista Block Party, and other events. The selected consultant(s) or production company(ies) may submit a proposal focused on one type of event or may submit a proposal that focuses on all the event types requested. Community Event This event typically attracts a crowd of 3,000 to 5,000 participants. Activities include but are not limited to live music, art exhibits, hands on activities, food trucks, vendors, and other activities. One such community event is South Bay Earth Day. This event includes the activities described as well as Earth Day focused events and vendors to help attendees learn how to reduce their impact on the environment, save money and live greener and healthier. Please visit chulavistaca.gov/southbayearthday for more information. Festival A City festival could include performance stages featuring themed musical acts (e.g., Latin Beats or Mariachi Stage), arts and crafts vendors, local arts and crafts makers, food vendors, ticketed spirts and/or food tasting events, and much more. The City-sponsored HarborFest on the Chula Vista Bayfront has attracted 20,000 to 40,000 participants and includes more than 200 booths featuring art, activities, food and crafts, and non-profit organizations. Other activities include Lucha Libre, educational exhibits with interactive programs and local wildlife, fishing, kayaking, paddleboard lessons, exotic cars, and more. The spectacular extravaganza highlights the amazing bayfront assets under City of Chula Vista and Port of San Diego purview. Please visit www.cvharborfest.com for more information. Starlight Parade The Starlight Parade has been a regional favorite along Third Avenue for more than 50 years. It is the largest nighttime parade in San Diego County. It typically is held on the first weekend in December. Starting in 2022, the City and Downtown Chula Vista Association began collaborating on a holiday event on Third Avenue. The latest concept is to hold the Starlight Parade event and include a tree lighting ceremony, Santa photo op, holiday market and other activities. The parade includes more than 100 parade units that march down Third Avenue from H Street to E Street. The last parade was held in 2019 which attracted more than 30,000 participants. Please visit www.starlightparade.com for more information. Block Party/Street Festival The City anticipates planning a Block Party or Street Festival along Third Avenue or in other neighborhoods or areas. This format is similar to the festival described above requiring street closures and additional knowledge of public safety needs, permitting, code enforcement, signage requirements and more. Grand Opening/Ribbon Cutting/Groundbreaking and similar Events At times, the City requires planning and implementation support for celebratory events and/or press conferences that may include elected officials, staff and other invitees. For these events, duties may include securing all staging and production rentals; coordinating catering; media coordination; writing news releases and media advisories, fact sheets, social media and web content, etc.; coordinating graphic design support for invitations, signage, other collateral; and other duties as needed. The City invites Event Planners/Production Companies with a strong track record of implementing creative, innovative, and successful events to submit a proposal. Notes Special Notices Local Programs & Policies Place eBid