RFP 26-01 - Tourism Event Planning

CITY OF LA MARQUE, TEXAS
REQUEST FOR PROPOSALS (RFP)
Tourism Event Planning, Production, Marketing, and Management Services
RFP No. 26-01 | FY 27 (October 1, 2026 - September 30, 2027)
KEY EVENTS SCHEDULE
The following schedule is subject to change by written addendum.
Milestone Date / Detail
Issuance of RFP July 30, 2026
Pre-Proposal Conference (non- N/A
mandatory)
Deadline for Written Questions All Inquiries regarding the RFQ must be submitted to Worth
Ferguson, Finance Director at w.ferguson@cityoflamarque.gov by
August 7, 2026
Addenda Posted (if any) August 12, 2026
Proposal Submittal Deadline August 20, 2026, at 10:00AM CST (late proposals will not be
considered)
Method of Submittal Three (3) original copies, one (1) electronic copy on USB drive,
suitable for reproduction by the City.
Sealed delivery only to:
City Clerk
RFP #26-01 - Tourism Event Planning
City of La Marque
1111 Bayou Road
La Marque, TX 77568
Evaluation and Committee August 20, 2026
Review
Presentation to City Council August 24, 2026
Anticipated Contract Following Council authorization
Negotiations
Final Contract Approval By City Council at a future meeting
1. INTRODUCTION AND GENERAL CONDITIONS
1.1 About the City of La Marque
The City of La Marque (the "City") is located in Galveston County, approximately 15 miles south
of Houston and four miles north of Galveston Island. La Marque is one of the fastest-growing
cities in the county, with an estimated population of 20,000 and a total area of 14.25 square
miles. The City has approximately 14.3 miles of Interstate 45 frontage, more than any other city
in Galveston County, providing strategic access for residents, visitors, and businesses. Known
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as the Gateway to the Gulf and the Hub of the Mainland, the City is committed to enhancing
quality of life for residents while strengthening tourism, community engagement, and economic
development. Additional information is available at www.cityoflamarque.gov.
1.2 Purpose and Overview
The City is soliciting competitive sealed proposals from qualified event producers, event
management firms, tourism professionals, marketing agencies, and related entities (each a
"Proposer") to plan, produce, develop, market, and manage one or more City tourism events
during Fiscal Year 2027. The event concepts are described in Section 3. This is a portfolio
solicitation: a Proposer may submit a proposal for any one, several, or all of the events, and the
City may award one or more separate contracts, by event, to one or more Proposers.
The City's objective is to secure professionally managed, financially self-sustaining events that
create measurable economic impact, increase visitor attendance, promote community pride,
and support local businesses, while allowing Proposers substantial flexibility to design each
event creatively. Proposers are encouraged to propose the programming, operations,
sponsorship, and revenue model they believe will make each event successful and self-
supporting with minimal or no financial contribution from the City.
1.3 Nature of the Opportunity and City Funding
The City intends that each awarded event be financially self-sustaining through Proposer-
generated revenue such as sponsorships, vendor and exhibitor fees, ticketing, concessions,
and similar sources. Except for the limited funding described in Section 4, the City does not
intend to contribute City funds to the events. Any City financial participation, including Hotel
Occupancy Tax funding, is limited, discretionary, not guaranteed, and subject to all applicable
legal requirements and separate City Council approval. Award of a contract does not guarantee
any particular attendance, revenue, or City support.
1.4 Multiple Awards and Award by Event
The City reserves the right to award multiple contracts and to make awards on an event-by-
event basis if determined to be in the City's best interest. The City makes no representation that
any award will result from this RFP.
1.5 Type of Agreement
The City enters into any resulting agreement in its governmental capacity and not a proprietary
one. A selected Proposer will be required to enter into a written agreement with the City in a
form to be provided by the City and approved by the City Attorney. Each event agreement is
expected to address, among other things, use of City property and rights-of-way, insurance,
indemnification, permits, security and emergency management, sanitation and site restoration,
compliance with law, and the parties' respective financial responsibilities. A sample agreement
will be provided by separate addendum or attachment and incorporated into this RFP.
1.6 Public Information
Proposals and responses are subject to the Texas Public Information Act (Tex. Gov't Code Ch.
552). A Proposer that believes its proposal contains trade secrets or confidential commercial or
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financial information must clearly identify those portions; the City will handle any such claim in
accordance with the Act, and the City makes no assurance that information will be withheld.
1.7 Reservation of Rights
The City reserves the right, in its sole discretion, to: reject any and all proposals; waive any
informality or irregularity; award in whole or in part; award multiple contracts or none; issue
addenda; request clarifications, discussions, revisions, or best and final offers; negotiate with
one or more Proposers; re-solicit; and modify, suspend, or cancel this RFP at any time.
Acceptance of a proposal for review does not obligate the City in any way.
1.8 No Reimbursement of Proposal Costs
All costs incurred in preparing and submitting a proposal are the sole responsibility of the
Proposer. The City will not reimburse any Proposer for any cost associated with this RFP.
1.9 Single Point of Contact and No-Contact Provision
The sole point of contact for this RFP is the individual designated by the Finance Department in
the addenda or solicitation notice. All questions must be submitted in writing to that contact by
the deadline in the Key Events Schedule, and all binding responses will be issued only by
written addendum. To preserve the integrity of an open and competitive process, Proposers and
their representatives shall not contact members of the City Council, the Special Events
Committee, or other City staff concerning this RFP. Attempts to influence the procurement
outside the designated channel may result in disqualification.
1.10 Clarifications, Addenda, and Interpretations
Only written addenda issued by the City are binding. Verbal responses and interpretations are
without effect. Proposers must acknowledge all addenda with their proposals. Proposers should
promptly notify the City of any ambiguity, error, or omission discovered in this RFP.
1.11 Conflict of Interest and Interested Party Disclosure
Each Proposer must comply with Chapter 176 of the Texas Local Government Code and submit
a Conflict of Interest Questionnaire (Form CIQ) as required. If a resulting contract requires
action by the City Council or has a value of at least $1,000,000, the selected Proposer must file
a Certificate of Interested Parties (Form 1295) with the Texas Ethics Commission before
execution, as required by Section 2252.908.
1.12 Statutory Verifications and Certifications
As applicable and to the extent required by law, the selected Proposer must provide
verifications and certifications including: verification regarding boycotts of Israel (Tex. Gov't
Code Ch. 2271); verification regarding boycotts of energy companies and discrimination against
firearm entities for contracts meeting the statutory thresholds (Ch. 2274); the foreign-terrorist-
organization certification under Section 2252.152; and non-collusion, debarment, nepotism, and
property-tax certifications. Required forms will be included in the solicitation's appendices.
1.13 Insurance and Indemnification
The selected Proposer, as an independent contractor, will be required to carry insurance in
types and amounts specified in the resulting agreement, name the City as additional insured
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where appropriate, and provide certificates before any event. The agreement will require the
Proposer, to the extent allowed by law, to defend, indemnify, and hold the City harmless from
claims arising out of the Proposer's operations. Specific limits and terms will be set out in the
agreement and applicable event requirements.
1.14 Equal Opportunity and Non-Discrimination
The City is an equal opportunity entity. The Proposer shall not discriminate against any person
on any basis prohibited by law in the provision of goods, services, and accommodations at the
events or in employment and contracting, and shall comply with the Americans with Disabilities
Act.
2. PROCUREMENT PROCESS AND EVALUATION
2.1 Procurement Method
This procurement will be conducted using competitive sealed proposals. The City has
determined that this method provides the best value for these services. Award will be made to
the responsible Proposer whose proposal is determined to be the most advantageous to the
City for a given event, considering the relative importance of the evaluation factors stated below.
This is a best-value determination and is not limited to the lowest price or to qualifications alone.
2.2 How to Submit a Proposal
Proposals must be submitted in the format and by the method and deadline stated in the Key
Events Schedule and any addenda. Proposals received after the deadline will not be
considered. Proposers should organize their submissions to address the proposal content
requirements in Section 5 and should clearly identify each event for which they are proposing.
2.3 Evaluation Criteria
Each event proposal will be evaluated and scored independently against the following weighted
criteria. The City may adjust these weights for a specific event by addendum before the
submittal deadline.
Evaluation Criterion Weight
Event concept, creativity, and quality of design 25%
Financial model and self-sufficiency (minimal or no City funding 25%
required)
Proposer qualifications, experience, and references 20%
Direct financial and economic benefit to the City and local businesses 15%
Marketing and destination promotion plan 10%
Operations, safety, and risk management approach 5%
Total 100%
2.4 Evaluation and Selection Process
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An evaluation committee of City staff, working with the Council-appointed Special Events
Committee, will review and rank proposals against the published criteria. The City may conduct
discussions with, and request clarifications, revisions, or best and final offers from, Proposers
determined to be reasonably qualified for award. All Proposers within a competitive range will be
treated fairly and equally with respect to any opportunity for discussion and revision. The
committee will present its evaluation and recommendation to the City Council. The City Council
will determine which event proposals to move forward. City staff will then negotiate proposed
contracts for the selected events, and each final contract will be brought back to the City Council
for approval before execution.
2.5 Equal Footing and Independent Specifications
This RFP describes the City's objectives for each event in general and functional terms so that
Proposers may compete on an equal basis. The City is not obligated to adopt any Proposer's
proprietary concept. All Proposers will receive equal access to this RFP, to any pre-proposal
conference, and to all addenda. These measures are intended to ensure that selection is based
on the published criteria and not on any advantage derived from participation in prior
information-gathering.
2.6 Oral Presentations
The City may, at its option, invite one or more Proposers to make oral presentations or answer
questions. Oral presentations, if held, are for clarification and do not change the written proposal
unless confirmed in a best and final offer.
3. SCOPE OF SERVICES AND EVENT PORTFOLIO
3.1 General Expectations for All Events
For each event a Proposer is awarded, the Proposer will be responsible, at its own cost except
as otherwise agreed, for professional planning, production, marketing, and on-site management,
including as applicable:
Securing all permits, licenses, and approvals, and complying with all City ordinances and
applicable law;
Coordinating with the City and, where required, obtaining Fire Marshal approval
(including for any fireworks or pyrotechnic or laser display) and complying with the City's
alcohol policy and Texas Alcoholic Beverage Commission requirements for any alcohol
service;
Providing adequate security, crowd control, emergency medical services, sanitation, and
traffic control, and submitting a security and emergency management plan when
required;
Providing accessibility in compliance with the Americans with Disabilities Act;
Recruiting and managing vendors, including confirmation of required health-department
and sales-tax registrations;
Maintaining, cleaning, and restoring any City property, park, or right-of-way used, and
carrying required insurance naming the City as additional insured; and
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Coordinating scheduling, marketing approvals, and use of City marks with the City's
designated representative.
3.2 How to Propose on Events
A Proposer may propose on any one or more of the events below. For each event proposed, the
Proposer should present its event design and programming, operations and staffing plan,
marketing and sponsorship plan, financial model and budget (including any City support
requested and the anticipated financial benefit to the City), timeline, and relevant experience.
The "City Objectives" listed for each event are the outcomes the City seeks; the "Potential
Components" are illustrative only and are not mandatory. Proposers are encouraged to improve
upon, combine, or add to these concepts, and to propose entirely new events under Section 3.6.
3.3 Location: Mac McGaffey Highland Bayou Park
La Marque Bayou Fest
An annual music festival and cook-off celebrating the City's bayou, natural resources, recreation
opportunities, and coastal culture.
City Objectives:
Spring festival
Live music
Cook-off in partnership with the Texas City La Marque Chamber of Commerce
Food, craft, and retail vendors
Potential Components (illustrative, not mandatory):
Outdoor recreation activities
Family attractions
Fishing and nature programming
Life and Liberty Celebration
A patriotic community event honoring civic pride, military service, first responders, and
community engagement.
City Objectives:
Held the Saturday before the 4th of July
Family-friendly policies for outside coolers and food, consistent with City policy
A fireworks show or patriotic laser display, subject to Fire Marshal approval and
permitting
Potential Components (illustrative, not mandatory):
Ceremonial presentations
Live entertainment
Family activities
Educational exhibits
Car show
Pickleball tournament
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Kite Festival and Vendor Extravaganza
An outdoor event featuring recreational water and wind activities with regional food and retail
vendor participation.
Potential Components (illustrative, not mandatory):
Kite demonstrations
Vendor marketplace
Food trucks
Children's activities
Live entertainment
Kids' Fish Event
A youth-focused recreational event promoting outdoor activities and environmental stewardship.
City Objectives:
Youth fishing tournament
Potential Components (illustrative, not mandatory):
Fishing clinics
Conservation education
Community partnerships
Kids activities
3.4 Location: Downtown La Marque
Fair on the Square
An outdoor event showcasing downtown businesses, artisans, vendors, and entertainment while
driving economic activity within the City's Renaissance District.
City Objectives:
Held in October
Small carnival
Petting zoo with mini horses for children
Music on stage
Old Smoky Cook-Off
Local school district performances (Texas City, Hitchcock, Santa Fe, Dickinson)
Potential Components (illustrative, not mandatory):
Artisan vendors
Food vendors
Live entertainment
Community activities
Business participation
Play Downtown, Art and Talent Show
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An event promoting the arts, including acting, theater, visual art, and music, while encouraging
downtown recreation, community engagement, and activation of public spaces, and showcasing
local artists, performers, students, and creative talent.
City Objectives:
Held the weekend before Thanksgiving
Outdoor theatrical stage play
Live music
Partnership with El Lugar for an indoor vendor market, or a comparable indoor vendor
market
Potential Components (illustrative, not mandatory):
Art exhibition or art walk
Interactive art demonstrations
Food vendors
Talent competitions
3.5 Location: To Be Determined
Juneteenth Celebration
A cultural and heritage event celebrating freedom, education, and community through
entertainment, exhibits, and community partnerships.
Potential Components (illustrative, not mandatory):
Demonstration of the historical significance of Juneteenth in La Marque
Live performances
Educational workshops
Food Truck Park / Farmers Market
A food-centered event or recurring attraction showcasing local and regional food vendors while
creating a destination gathering space for residents and visitors.
City Objectives:
Food trucks
Live entertainment
Vendor marketplace
Family-friendly activities
Summer Youth Program
A seasonal youth enrichment program providing educational, recreational, cultural, and
leadership opportunities during the summer months.
Potential Components (illustrative, not mandatory):
STEM activities
Arts and crafts
Sports and recreation
Leadership development
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Community engagement opportunities
Back on Track Field Day
A collaborative event focused on family health, wellness, recreation, and regional partnerships,
inviting leadership from the City, neighboring municipalities, local businesses, civic
organizations, schools, churches, chambers, and clubs to participate in a friendly competition
modeled on an elementary school field day (for example, sack races, tug of war, relay sprints,
obstacle courses, softball, pickleball, and dodgeball) for community goodwill. Revenue-
generating activities such as a dunk tank or fundraising booths are encouraged, subject to any
applicable charitable-solicitation and raffle requirements.
City Objectives:
Partnerships with local and regional school districts
Field competitions
Educational activities
Wellness initiatives
Family engagement opportunities
Community participation
3.6 Additional and Alternative Concepts
Proposers are encouraged to propose additional or alternative concepts for the City's
consideration, including new events not listed above, recurring monthly or seasonal
programming, emerging event trends or new destination experiences, and strategies to increase
overnight visitation and visitor spending. Additional concepts will be evaluated under the same
criteria in Section 2.3.
4. FUNDING AND FINANCIAL CONSIDERATIONS
The City expects each event to be financially self-sustaining. The following limited funding may
be available, subject to the conditions stated. None of the following is guaranteed.
4.1 Music Festival Funding
Through existing partnerships, up to $60,000 may be available to support the development and
implementation of a signature music festival (La Marque Bayou Fest), subject to confirmation of
the sponsors' written commitments and to handling of any such funds through the City's
financial controls. Proposers should describe how they would use and leverage this support.
4.2 Hotel Occupancy Tax (HOT) Funding
For a qualifying event, the City Council may consider allocating up to $10,000 in Hotel
Occupancy Tax funding per eligible event. HOT funds may be used only for expenditures
authorized by Chapter 351 of the Texas Tax Code, which requires that each expenditure both
directly promote tourism and the convention and hotel industry and fit within a statutory
category. Not all events described in this RFP will qualify. Any HOT allocation is discretionary, is
subject to a separate application, City Council approval, and the applicable posting and
reporting requirements, and is not guaranteed.
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4.3 Sponsorship Opportunities
The City intends to develop and distribute sponsorship materials to local, regional, and
corporate partners and welcomes recommendations on maximizing sponsorship participation.
Any City-facilitated or pass-through sponsorship funding will be handled through appropriate
agreements and controls, will serve a public purpose, and is not guaranteed. Proposers should
describe their own sponsorship and revenue strategies for each event.
Sponsorship Content Standards
City tourism events, and the sponsorships and advertising associated with them, are family-
oriented community and tourism activities. The City's sponsorship and event-advertising
program is a limited, nonpublic forum. It is not a public forum for expressive activity, and the City
retains editorial control over which sponsors and sponsorship categories are accepted and over
all sponsorship and advertising content. The City's acceptance of a sponsor is not an
endorsement by the City of the sponsor or of any view the sponsor may hold.
All sponsors and all sponsorship and advertising materials are subject to the City's prior written
approval, which the City will administer on a viewpoint-neutral basis and apply consistently to all
sponsors. Regardless of the viewpoint expressed, the City will not accept, and the Proposer
shall not solicit, accept, or display in connection with a City event, any sponsorship or
advertising that:
(a) supports or opposes a political candidate, officeholder, political party, political committee
or action committee, political organization, or ballot measure, or that contains a political
campaign or electioneering message;
(b) advocates for or against a political, religious, or social cause or position, or promotes a
person or organization whose primary purpose is such advocacy, or that a reasonable
person would understand as the City taking a side on a matter of political or social
controversy;
(c) is unlawful, false or misleading, defamatory, obscene, or sexually explicit, or that
promotes violence or illegal activity;
(d) disparages any person or group on the basis of a characteristic protected by law; or
(e) promotes products that are unlawful for minors, including tobacco, e-cigarette or vaping,
or cannabis products.
These standards are content categories that the City applies to every sponsor equally and
without regard to the particular views expressed. The City may decline or discontinue any
sponsorship that does not meet these standards or that could reasonably be understood to
associate the City with a political, religious, or otherwise controversial message. Accepting a
sponsorship does not create a public forum and does not entitle any sponsor to display
messages outside these standards. Nothing in this Section limits the City's separate obligations
under Texas law, including Chapters 2271 and 2274 of the Government Code.
4.4 Revenue to the City and Cost Sharing
Proposers are invited, but not required, to propose revenue-sharing, facility fees, or other direct
financial benefits to the City, and to address responsibility for event-control costs such as police,
fire, EMS, traffic, and sanitation.
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