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Request for Proposal
For
Event Contracting Services For
Worlds Invitational Gold Panning Championships
July 31st, August 1st and 2nd, 2015
1. Statement of Event and Purpose
The District of Taylor is the fastest growing community within the Peace River region. As a community that values a sense of small‐town pride and neighborly friends and family, the District of Taylor showcases its history through an annual event that has taken place for over 42 years – The Worlds Invitational Gold Panning Championship. The objective of this Request For Proposal (RFP) is for the awarded contractor to work with the Gold Panning Committee in the coordination and operation to oversee the District of Taylor’s Worlds Invitational Gold Panning Championship. The event will bring together various people from across the region, people from within Taylor, the Gold Panners from various levels, media, and our community to Peace Island Park to showcase the event. The event will include but not be limited to: a community parade on Friday July 31st and the Gold Panning events on Saturday August 1st and Sunday August 2nd, 2015.
2. About the District of Taylor The District of Taylor is a small town in Northeastern British Columbia, Canada on mile 36 of the Alaska Highway. Taylor, a member municipality of the Peace River Regional District, covers an area of about 17.09 km2 with approximately 1500 residents. 3. About Gold Panning
The World’s Invitational Gold Panning Championship is currently in its 42 year. As a main attraction in Taylor and Peace Island Park the event showcases A‐Panners, media, local celebrities, children’s events with highlights being the opening parade and the overall history of gold panning and its relationship with the Peace River. 4. Proposal Process 4.1 Correspondence regarding the RFP
Any questions regarding this RFP must be emailed to the District of Taylor Director, Community Services, Laura Prosko at (lprosko@districtoftaylor.com) no later than the date and time indicated in this proposal. A copy of all of the questions and their associated responses will be emailed to all participants no later than the date indicated in this proposal. (See Section 4.3)
Respondents are directed not to make verbal enquiries to Gold Panning Committee members. Oral information should not be relied upon, and will not be considered binding.
4.2 Proposal submission – Two copies required.
Submit one copy of your response in signed paper format to:
District of Taylor Gold Panning Committee
Care of: Director, Community Services – Ms. Laura Prosko
PO Box 300
10007 – 100 A Street District of Taylor, British Columbia
V0C‐2K0
Proposals must also be submitted in a second copy in an electronic version (MS Word, Adobe PDF, and MS Excel are acceptable electronic formats). The electronic copy may be in the form of a USB Flash drive or an emailed attachment. For example, if one copy is emailed, send the emailed copy to lprosko@districtoftaylor.com with the email header: GOLD PANNING RFP SUBMISSION and send the second signed paper copy signed and mailed to the above mailing address before deadline.
For the mailed copy: the RFP name ‐ GOLD PANNING RFP SUBMISSION ‐ should appear on the outside of the envelope/ package. It is the sole responsibility of the respondent to ensure that the response is received as specified in the RFP. The District of Taylor and the Gold Panning Committee are not responsible for lost, misplaced or incorrectly delivered submissions. All submissions must be date and time stamped. Submissions are accepted at the above address Monday to Friday (excluding statutory holidays) between the hours of 8:30am and 4:30pm local time.
Faxes will not be accepted.
Proposals must be received no later than Wednesday March 18th, 2015 (4:30pm local time). Responses received after this deadline will not be considered and will be returned unopened to the respondent. It is the sole responsibility of the respondent to ensure that their response reaches the District of Taylor office by the designated deadline. By submission of a clear and detailed written notice, the respondent may amend or withdraw its proposal prior to the closing date and time.
Upon bid closing, all proposals become irrevocable. The respondent will not change the wording of its proposal after closing and no words or comments will be added to the proposal.
Respondents are responsible for their own expenses in preparing the proposal. This includes but not limited to: interview costs (if needed), travel costs, RFP response development and proof of concept development.
All proposals submitted to the District of Taylor will become the property of the District of Taylor.
4.3 Procurement Schedule Milestone 1)
2)
3)
4)
5)
6)
7)
Request for Proposal issued Deadline for receipt of questions
Responses to questions provided (if any)
RFP closes (4:30pm local time)
Public opening in Council Chambers Gold Panning Committee review RFP award Date
Monday March 2nd, 2015
Wednesday March 11th, 2015
Thursday March 12th, 2015
Wednesday March 18th, 2015 Thursday March 19th, 2015 (2pm)
Monday April 13th, 2015
Tuesday April 14th, 2015
4.4 Questions Questions can be emailed to lprosko@districtoftaylor.com by Wednesday March 11th, 2015. All questions (if any) will be answered Thursday March 12th, 2015 to all respondents. 5. Proposal Format and Template
Proposals must be submitted in the following format. Responses not following this format will be considered to have failed a mandatory requirement and will not be considered for further evaluation. 1 – Cover Letter – The cover letter should indicate your interest in the RFP and include a brief summary of your experience and portfolio plus your relevant qualifications. 2 – Response to RFP – Provide a detailed information addressing the services outlined in the entire section #7. 3 – References – Please provide three business references.
6. Evaluation – (Total – 100 percent weighting process)
6.1 Mandatory criteria The following is mandatory criteria requirements. (Weighting in this section is 30 percent)
a) The response must be received by the closing date and time. (local time) b) The response must include a cover letter addressed to the Gold Panning Committee.
c) The respondent must include a proposal for the services outlined in Section 7.
6.2 Desirable Criteria and Scoring Responses meeting the mandatory requirements will be further assessed against the following desirable criteria. (Weighting in this section is 70 percent. See amount breakdown in brackets).
a) Location and familiarity of area (10 percent)
b)
c)
d)
e)
f)
Proposal details (30 percent)
Experience in event management and contracting services (10 percent)
Knowledge of government policies and expectations (5 percent)
Creativity (5 percent)
Price – Event Contractor services (10 percent)
7. Scope of work for Gold Panning contract and description of services
7.1 The contractor will be responsible for planning, organization, and overseeing the details necessary for the performance of services to the event site, obtaining permits or licenses, parking, insurance, rental needs or leasing of equipment, and negotiating fees and services to be provided by any outside contractor, vendor or service provider.
7.2 The contractor agrees to use the District of Taylors name, logo or trademark only in conjunction with the Gold Panning event including but not limited to public announcements in newspapers, magazines, marketing purposes, billboards, tickets or television and radio. 7.3 Coordinate Gold Panning event which includes but is not limited to:
General a) Attend and work the event to be help July 31st to August 3rd, 2015
b) Provide event planning services and operations
c) Act as a representative of the District of Taylor
d) Ensure appropriate insurance is in place, including liability insurance
e) Evaluate, schedule, and acquire food vendors for appropriate dates/times
f) Keep a timeline of event and submit the timelines to the District office within thirty (30) days of the event
g) Organize annual steak dinner, pancake breakfast, movie night as well as any sub events decided upon the Gold Panning Committee
h) Arrange for photography at sub events if Gold Panning Committee suggests
i) Plan and coordinate event set up and tear down
j) Send invitations to A‐Panners and follow up with thank yous.
k) Work collaboratively with Peace Island Park to organize and run event
l) Ensure property is free and clear of debris post event
Marketing and Media a) Coordinate with appropriate media and act as the main point of contact
b) Coordinate with appropriate media and act as spokesperson for any questions, concerns or news prior to, during and post‐event
c) Arrange with appropriate vendors to promote event
d) Design and print brochures of event weekend – including parade
e) Develop timeline and marketing strategy f) Keep a working document of event timeline with marketing and media
Sponsorship
a) Solicit sponsorship as per direction from Gold Panning Committee
b) Liaise with Committee as to status of sponsors
c) Ensure sponsors have proper placement and signage during event
d) Ensure sponsors are mentioned, during the event, by the host and Emcee
e) Distribute thank‐you notes for sponsors no later than (30) days post‐
event
Volunteers
a) Acquire appropriate volunteer persons
b) Establish volunteer list and create appropriate volunteer schedule c) Keep a working document of all volunteers
d) Coordinate volunteer appreciation or thank you notes with the Gold Panning Committee
8. Payment Progression
8.1 Completion of Committee organization plus the operation of the event during Gold Panning weekend 2015 – (July 31st, August 1st, 2nd, 3rd) is 80 percent of final payment.
8.2 Completion of thank‐you’s , event wrap up plus any requests of Gold Panning Committee post‐event (but within thirty days of event) is 20 percent of final payment. Thank you in advance to all respondents.