EVENT PRODUCTION SERVICES FOR HALLOWEEN CARNAVAL IN WEST HOLLYWOOD

Project Title EVENT PRODUCTION SERVICES FOR HALLOWEEN CARNAVAL IN WEST HOLLYWOOD Invitation # Bid Posting Date 04/01/2024 5:02 PM (PDT) Project Stage Bidding Bid Due Date 04/24/2024 5:00 PM (PDT) Response Format Electronic Project Type RFP (Request for Proposal) Response Types Response File Type of Award Lump Sum Categories 96234 - Event Planning Services License Requirements Department Community Services Address 8300 Santa Monica Blvd West Hollywood, California 90069 County Los Angeles 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 04/10/2024 5:00 PM (PDT) Contact Information Contact Info Jesus Heredia - 323-848-6502 jeheredia@weho.org Bids to Owner's Agent Description Scope of Services SCOPE OF WORK OVERVIEW The City is soliciting proposals

for the provision of professional event production services for its annual Halloween Carnaval, to be held on Thursday, October 31, 2024. Proposers should demonstrate expertise in the following areas: • Logistical Planning • Large-scale Production Management and Execution • Creative Design and Graphic Services • Staging and Rigging • Sound and Audio Engineering • Video and Video Projection • Power Distribution • Lighting • Tenting • Permitting • Vendor and Talent Acquisition and Management (Food trucks, DJs, Artists, Heavy Equipment and Portable Restroom rentals, etc.) • Sponsorship Solicitation and Management • Temporary Art Installation • Multi-Agency Collaboration The selected Proposer will share the City’s vision and values, and will possess extensive experience in the following areas: • Event Design • Event Management • Event Marketing • Event Sponsorship • Event Budgeting • Event Production Proposers are asked to demonstrate their proficiency in these areas by providing examples of projects of similar scale where they have served in a similar capacity. The selected Proposer should have a reputation for delivering outstanding service to clients, as well as a proven track record of successfully executing events of comparable magnitude. Proposers submitting proposals may subcontract certain elements and services as needed, provided all insurance and bond requirements are met. The final Scope of Work will be determined once a Proposer has been selected and the City Council has provided direction related to the event. The planning process for the Halloween event may begin immediately following the City’s selection of a Proposer. The selected Proposer will work with a Project Supervisor, City Staff, and Elected Officials. TECHNICAL CONSIDERATIONS Venue Proposers shall work within the “venue,” defined as follows: • Santa Monica Blvd. (between La Cienega Blvd. and Doheny Dr.) is the primary event venue. • San Vicente Blvd. (between Santa Monica Blvd. and Melrose Ave.) serves as a back of house area and the location for the medical care facility. Date and Time Halloween Carnaval is held annually on October 31. The date for the 2024 event is Thursday, October 31, 2024. The event hours are 6:00 PM – 11:00 PM. Santa Monica Blvd. (between La Cienega Blvd. and Doheny Dr.) will NOT close for set-up until 12:00 PM (noon) on October 31. Some on-site pre-staging may occur prior to the closure. Strike must begin immediately following the event. Santa Monica Blvd. (between La Cienega Blvd. and Doheny Dr.) will re-open to traffic no later than 6:00 AM on November 1. Time is of the essence related to the preparation and execution of this event. Production Cost The selected Proposer should expect to provide, at a minimum, full production services, as described. This RFP requires that proposers provide a detailed budget as a part of the proposal submission. Proposed budgets should include and itemize all expenditures applicable to the event’s production specifications, as detailed below. Event Production Specifications 1. PROGRAMMING ELEMENTS. Producer will organize, manage, subcontract for and/or supply, build, monitor, and strike the following: a. Mobile stage (SL250 or similar) to be positioned on San Vicente Blvd., just south of the intersection at Santa Monica Blvd., including: i. DJ performance(s) from 6PM – 11PM ii. Stage Manager iii. Lighting/Visuals iv. Sound Design and Delay Infrastructure to provide continuous sound along the Santa Monica Blvd. closure b. Portable restrooms (Standard and ADA) and hand-washing stations along Santa Monica Blvd. c. Mobile light towers for safety purposes for all restroom banks d. Temporary art installations (static, projections, inflatables, or other) e. Food trucks f. Power supply for any event elements Other Details 2. MEDICAL CARE CENTER. Producer will supply, build, and strike a medical care center tent to be active and operational during the entire event. Tent size, contents, and layout will be fulfilled according to the City’s specifications. City will contract separately for medical center personnel. Specifications are approximately 30x100 tent with 24 beds and 20x40 tent as a patient waiting room. Examples of contents to be provided by producer include adequate pipe and drape to separate beds, HVAC, cots, IV lines, etc. 3. PERMITTING. Producer will be required to secure all permits for the event, including electrical permits, permits for built structures, and health permits. 4. GRAPHIC DESIGN SERVICES. Producer will be required to create key artwork for the event as well as deliver certain print and digital pieces of varying specification. 5. REGULAR MEETINGS. Producer shall participate in regularly scheduled meetings with City staff for the purpose of providing progress reports related to event production elements, including budgets and timelines. The City reserves the right to change or modify the event’s specifications during the planning process. Traffic control services (Traffic control plans, equipment (barricades, cones, “No Parking” signs, etc.) and personnel are contracted separately by the City, and the costs for such services should not be included in the production budget. Public safety costs for the overall event ( Los Angeles County Fire and Sheriff’s Department costs, security ambassadors, and ambulance services) will be absorbed by the City, and the costs for such services should not be included in the production budget. Proposers should include any private security costs related to production and equipment oversight or stage accesses. Cost for permits specifically and exclusively required for the event(s) will be covered by the City; any permits/licenses legally required for the Proposer to practice their profession are the responsibility of the Proposer and should not be factored into the proposed cost. Proposer is responsible for the strike of event equipment and infrastructure. All other event clean-up is performed by City staff and contractors and should not be included in the production budget. Proposal budgets should also indicate all proposed revenue sources which may include, but are not limited to: • Event Sponsorships • Food and Beverage Sales (Alcohol sales not permitted) • Vendor/Exhibitor Participation Notes Special Notices Local Programs & Policies Place eBid