RFP #27-002 Downtown Event Services

CITY OF ALBANY
FINANCE DEPARTMENT
PROCUREMENT DIVISION
ALBANY, GEORGIA
INSTRUCTIONS TO BIDDERS
These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and
contract terms issued with any individual bid.
1. The following criteria are used in determining low responsible bidder.
(a) The ability, capacity and skill of bidder to perform required service.
(b) Whether bidder can perform service promptly or within specified time.
(c) The character, integrity, reputation, judgment, experience and efficiency of bidder.
(d) The performance of previous contracts.
(e) The suitability of equipment or material for City use.
(f) The ability of bidder to provide future maintenance and parts service.
2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in
determining low bids if they are deemed advantageous to The City.
3. Unless otherwise specified all materials, supplies or equipment quoted herein must be delivered within thirty (30) days from
date of notification of award or by exception noted on bid sheet.
4. Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in their
own way, the difficulties, which are likely to be encountered in the execution of same.
5. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The City may
purchase more or less than the estimated quantity, and the bidder must not assume that such estimated quantity is part of
the contract.
6. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.
7. All requested information should be included in the sealed bid envelope. All documents and information must be signed and
included for your bid to receive full consideration. Failure to submit any required information or document will be
cause for bid to be rejected as non-responsive.
8. Failure of the bidder to sign the bid document or have the signature of any authorized representative or agent on the bid in
the space provided will be cause for rejection of the bid. Signature(s) must be written in ink.
9. Failure to enclose bid bond, where required, will result in rejection of the bid. Bond may be in the form of cash,
certified check, cashier's check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.
10. All bidders should provide their tax identification number with the bid.
11. All bidding Corporations should provide the corporate seal, a copy of the Secretary of State's Certificate of Incorporation,
and a listing of the principals of the corporation with the bid.
12. Quote all prices F.O.B. Albany or our warehouse or as specified in bid documents.
13. If the bidder proposes to furnish any item of a foreign make or product, he/she should write "Foreign" together with the
name of the originating country opposite such item on the bid.
14. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list
where there is more than one sample. The City reserves the right to mutilate or destroy any samples submitted whenever it
may be in the best interests of The City to do so for the purpose of testing.
15. The City will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the
trade name or names of such materials on the bid or price quotation form.
16. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding
schedule are done at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that
affects the price, quality or delivery date (when delivery is required by a specific time).
17. Each bid or proposal will be submitted in a SEALED ENVELOPE. Additionally, that envelope shall be clearly marked on the
outside as a Sealed Bid with the Bid Number clearly printed.
18. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. The
City of Albany assumes no responsibility for submittals received after the advertised deadline or at any office or location
other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason. No
responsibility will attach to any City representative or employee for premature opening of bids not properly addressed or
identified.
19. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of
supply.
20. Bids received late will not be accepted, and The City will not be responsible for late mail delivery.
21. Should a bid be misplaced by The City and found later it will be considered.
22. The unauthorized use of patented articles is done entirely at the risk of the bidder.
23. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to instruct in
their application or use. A bidder at any time requested must satisfy the Procurement Office and City Commission that he
has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in
accordance with the provisions of the contract in which he is interested.
24. Only the latest model equipment as evidenced by the manufacturer's current published literature will be considered.
Obsolete models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and
materials. Any unit containing used parts or having seen any service other than the necessary tests will be rejected. In
addition to the equipment specifically called for in the specifications, all equipment catalogued by the manufacturer as
RFP #27-002 DOWNTOWN EVENT PLANNING SERVICES 2

standard or required by the State of Georgia shall be furnished with the equipment. Where required by the State of Georgia
Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of the Georgia Department of
Revenue.
25. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the
Procurement Officer and/or the Department to which they are delivered. If defective material, equipment or supplies are
discovered, the contractor, upon being instructed by the Procurement Officer, shall remove, or make good such material,
equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection of materials
by The City will in no way lessen the responsibility of the contractor or release him from his obligation to perform and
deliver to The City sound and satisfactory materials, equipment or supplies. The contractor agrees to pay the cost of all
tests on defective material, equipment or supplies or allow the cost to be deducted from any monies due him by The City.
26. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely
and without further obligation on the part of The City or County at the close of the calendar year in which it was executed
and at the close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for
automatic renewal unless positive action is taken by The City or County to terminate such contract, and the nature of such
action shall be determined by The City or County and specified in the contract; (3) The contract shall state the total
obligation of The City or County for the calendar year of execution and shall further state the total obligation which will be
incurred in each calendar year renewal term, if renewed; and (4) The contract shall provide that title to any supplies,
materials, equipment, or other personal property shall remain in the vendor until fully paid for by The City.
27. Unless otherwise specified The City reserves the right to award each item separately or on a lump sum basis, whichever is
in the best interest of The City.
28. The successful bidder shall secure all permits, license certificates, inspections (permanent and temporary) and occupational
tax certificate, if applicable, before any work can commence. Contractor as well as any and all known subcontractors must
possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration.
29. The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin
and Georgia vendors shall provide Georgia Motor Vehicle form MV1.
30. The City reserves the right to reject any and all bids, to waive any informalities in the bid process, and to award the
contract as may be in the best interest of the City and/or re-advertise for bids.
31. Local bidder (domiciled in Albany City Limits) will receive bid in the event of tie bids. In the case of tie bids between out of
town companies or between local concerns, evaluated as equal, bid will be recommended or awarded by chance coin toss,
or drawing straws. The Board of Commissioners passed a local preference ordinance on January 27, 2015.
Where applicable, this ordinance will govern. Local preference will not be a basis for award on bids that are
federally funded.
32. No bidder writing restrictive specifications for The City will be allowed to bid on the project.
33. Reasonable grounds for supposing that any bidder is interested in more than one bid for the same item will be considered
sufficient cause for rejection of all bids in which he/she is interested.
34. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to The City/County
or who has failed in any former contract with The City to perform work satisfactorily, either as to the character of the work,
the fulfillment of the guarantee, or the time consumed in completing the work.
35. It is mutually understood and agreed that if any time the Procurement Officer shall be of the opinion that the contract or
any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the contractor is
willfully violating any of the conditions or covenants of the agreement, or is executing the same in bad faith, the
Procurement Officer shall have the power to notify the aforesaid contractor of the nature of the complaint. Notification shall
constitute delivery of notice, or letter, to address given in bid/proposal. If after three working days of notification the
conditions are not corrected to the satisfaction of the Procurement Officer, he shall thereupon have the power to take
whatever action he may deem necessary to complete the work or delivery herein described, or any part thereof, and the
expense thereof, so charged, shall be deducted from any paid by The City out of such monies as may become due to the
said contractor, under and by virtue of this agreement. In case such expense shall exceed the last said sum, then and in
that event, the bondsman or the contractor, his executors, administrators, successors, or assigns, shall pay the amount of
such excess to The City on notice by the Procurement Officer of the excess due.
36. Contracts may be cancelled by The City with or without cause with 30-day written notice.
37. Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the time
of opening of bids, otherwise such complaint cannot be properly considered.
38. Any bidder may withdraw his bid at any time before the time set for opening of bids. No bid may be withdrawn without
cause in the 60-day period after bids are opened.
39. All questions, inquiries and requests for clarification shall be directed to Procurement.
40. Prior to submission, all bidders are encouraged to check the website at www.albanyga.gov or call the
Procurement Office at 229-431-3211 for any addendums.
PROCUREMENT FORM - Revised 11/18/2021
RFP #27-002 DOWNTOWN EVENT PLANNING SERVICES 3

DOWNTOWN EVENT PLANNING SERVICES
GENERAL INFORMATION
RFP #27-002
1. Submit one (1) original and six (6) copies of your proposal on company letterhead and have an
authorized official sign documents. Submittals should be clearly marked on the outside as "RFP
#27-002, Downtown Event Planning Services".
2. Proposals must be received no later than 5:00 P.M. July 20, 2026, at the City of Albany
Procurement Office, 222 Pine Avenue, Suite 260, Albany, Ga. 31701. Sealed responses may be
hand delivered or mailed to the above listed address. SEALED SUBMITTALS MUST BE DELIVERED
IN WRITING. VERBAL RESPONSES ARE NOT ACCEPTABLE. The City of Albany assumes no
responsibility for submittals received after the advertised deadline or at any office or location other
than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other
reason. If submittals are delivered by other than hand delivery, it is recommended that the
respondent verify delivery. Any submittal received after the specified time and date will not be
considered and will be returned unopened to the firm.
3. The contact person for this RFP is Destin Adams, Buyer, at (229) 302-1461. Explanation(s) desired
by proposer(s) regarding the meaning or interpretation of this RFP must be requested from the
Procurement office, in writing, as is further described below.
Proposers are advised that from the date of release of this RFP until award of the contract, NO
contact with City personnel related to this RFP is permitted, except as authorized by
the Procurement office. Any such unauthorized contact may result in the disqualification of the
proposer's submittal.
4. Requests for additional information or clarifications must be made in writing no later than the date
specified in the RFP. The request must contain the proposer's name, address, phone number, and
facsimile number. Facsimile will be accepted at (229) 431-2184 or E-mail to dadams@albanyga.gov
cc: jswilliams@albanyga.gov; kross@albanyga.gov.
The Procurement Office will issue responses to inquiries and any other corrections or amendments
it deems necessary in written addenda issued prior to the Proposal Due Date. Proposers should not
rely on any representations, statements or explanations other than those made in this RFP or in
any addendum to this RFP. Where there appears to be a conflict between the RFP and any
addenda issued, the last addendum issued will prevail.
It is the proposer's responsibility to be sure all addenda were received. The proposer should verify
with the designated contact person prior to submitting a proposal that all addenda have been
received. Proposers should acknowledge the number of addenda received as part of their proposals
or sign a copy of the addenda and include it with the proposal submission.
5. Proposals received after the Proposal Due Date and time are late and will not be considered. The
proposer may withdraw his/her submitted proposal by providing a written request to the
Procurement Division before the stipulated closing date and time. Withdrawal of your proposal will
not cause prejudice or interfere with the right of the proposer to submit a new proposal, provided
the latter is received by the predetermined date and time provided herein. No proposal may be
withdrawn for a period of sixty (60) days following the stipulated closing date.
6. The City of Albany may, at its sole and absolute discretion, reject any and all, or parts of any and
all, proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive
any irregularities in this RFP or in the proposals received as a result of this RFP.
RFP #27-002 DOWNTOWN EVENT PLANNING SERVICES 4

7. All expenses involved with the preparation and submission of proposals to the City, or any work
performed in connection therewith shall be borne by the proposer(s). No payment will be made for
any responses received, or for any other effort required of or made by the proposer(s) prior to
commencement of work as defined by a contract approved by the City of Albany Board of
Commissioners.
8. Proposers may be required to give oral presentations in support of their proposals or to exhibit or
otherwise demonstrate the information contained therein.
9. Proposers may take exceptions to any of the terms of this RFP unless the RFP specifically states
where exceptions may not be taken. Should a proposer take exception where none is permitted,
the proposal may be rejected as non-responsive. All exceptions taken must be specific, and the
Proposer must indicate clearly what alternative is being offered to allow the City a meaningful
opportunity to evaluate and rank proposals.
Where exceptions are permitted, the City shall determine the acceptability of the proposed
exceptions and the proposals will be evaluated based on the proposals as submitted. The City,
after completing evaluations, may accept or reject the exceptions. Where exceptions are rejected,
the City may request that the Proposer furnish the services or goods described herein or negotiate
an acceptable alternative.
No proposal shall be accepted from, nor will any contract be awarded to, any proposer who is in
arrears to the City of Albany upon any debt, fee, tax or contract, or who is a defaulter, as surety or
otherwise, upon any obligation to the City, or who is otherwise determined to be irresponsible or
unreliable by the City of Albany.
10. The City of Albany may award a contract on the basis of information received without the RFP
moving through all three phases described in the Selection Process section of the RFP. Therefore,
each proposal phase should contain a proposer's best presentation of its position to serve.
Selection Process Clause: A Proposal Analysis Group (PAG) will review all proposals submitted.
Based upon the background information reported in the RFP, the PAG will determine whether the
respondent is qualified or unqualified. Cost will not be the sole determining factor in selecting a
firm. The Proposal Analysis Group will rank the qualified firms based on the data submitted. The
PAG may require each firm to make a formal presentation regarding its qualifications to perform
the requested services. The top ranked firms will be selected for final negotiations.
11. The proposer shall comply with all laws, ordinances and regulations applicable to the services
contemplated herein, including those applicable to conflict of interest and collusion. Proposers are
presumed to be familiar with all Federal, State and local laws, ordinances, codes and regulations
that may in any way affect the services offered. No reimbursement will be made by the City for any
costs incurred prior to a formal Notice To Proceed should an award of contract result from this
solicitation.
12. CONTRACT RENEWAL: As stated in paragraph three on page one, the City of Albany seeks a one
(1) year firm price contract with two (2) options to renew for additional one (1) year terms per GA
Law 36-60-13 for multi-year purchases. In absence of a written notice of termination, the renewals
will automatically continue. Either party to this contract may waive their option to exercise the one-
year options to this contract by providing written notice to the other party sixty (60) calendar
days prior to the contract renewal date. Fees may be adjusted based upon the most recent
publication of the Consumer Price Index, Southern B/C Issue. Increase will become effective at
renewal date. Funding is dependent upon appropriation by the City of Albany Board of
Commissioners each fiscal year.
RFP #27-002 DOWNTOWN EVENT PLANNING SERVICES 5

13. INDEMNIFICATION: Proposer assumes and agrees to be responsible for all claims for damages for
injuries to persons or property arising out of the performance of its contract, whether due to its
own default or negligence of its sub-contractors. The proposer agrees to indemnify the City on
account of such claims and further agrees that it will indemnify the City fully against any damages,
fines, penalties or forfeitures of any kind which may be imposed upon or levied against the City as
the result of the proposer's violation or failure to comply with any valid law, ordinance or regulation
of the United States, State of Georgia, or the City of Albany, including the Federal Occupational
Safety and Health Act of 1970 as amended from time to time or any federal regulation adopted
pursuant thereto.
The proposer shall not be liable for any losses, damages, or expenses caused by negligent, willful
or wanton acts, errors or omissions of the City, its officers, employees, agents or representatives.
To further assure the performance of the covenant, the proposer shall procure and maintain in
force, at its expense, liability insurance including Automobile, General and Errors and Omissions of
at least $1,000,000 per occurrence and an annual aggregate, where it applies, of at least
$2,000,000. The proposer must also certify for Workers Compensation statutory coverage and
Employers Liability of at least $1,000,000.
14. TERMINATION OF CONTRACT FOR CONVENIENCE: The City of Albany shall have the right to
terminate any contract to be made hereunder for their convenience by giving the proposer sixty
(60) calendar days written notice of their election to do so and by specifying the effective date
of such termination. The proposer shall be paid for its services through the effective date of such
termination.
15. TERMINATION OF CONTRACT FOR CAUSE: Provided a contract is awarded, if a proposer shall fail
to fulfill any of its obligations hereunder, the City may terminate the agreement with said proposer
for such default by giving written notice to the proposer at issue. If this agreement is so
terminated, the proposer shall be paid only for work satisfactorily completed. Any termination that
could occur would not happen without an opportunity to cure per the conditions outlined in the
Contract between the successful proposer and the City.
16. Upon receipt of the proposals by the City, the proposal shall become property of the City without
compensation to the proposers, for disposition or usage at discretion of the City of Albany.
17. Georgia Security and Immigration Compliance Act: The successful consultant will provide
certification that they are in compliance with the Georgia Security and Immigration Compliance Act,
certifying that the provisions of O.C.G.A 36-60-13, Chapter 300-10-1, per the Georgia
Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A 36-60-
13, all sub-consultants entering into a contract or agreement for hire on this Project must be
registered and participate in the Federal Work Authorization Program. (See attached document at
the end of proposal)
18. PROPOSAL RESPONSE: All vendors/respondents should provide information as detailed in this
RFP and any other pertinent information which will assist the Evaluation Committee in selecting the
most qualified firm. The City of Albany Staff will be available at the pre-proposal conference to
answer questions and offer explanations as needed. Any reply resulting in a change in the Request
For Proposal (RFP) will be sent to all attendees. It is highly recommended that all interested
proposers attend this conference. This will be the only site visit and tour.
19. Proposer shall provide satisfactory evidence of competency to perform the work presented in the
RFP. The minimum requirements are a permanent office, adequate work force and technical
qualifications/experience, along with having a suitable financial status to meet obligations
RFP #27-002 DOWNTOWN EVENT PLANNING SERVICES 6

incidental to the workplace. Submit with your proposal satisfactory evidence to meet these
requirements.
20. The proposer will give immediate notice to the City of any claims or suits made or filed against the
vendor or its subcontractors on any matter pertaining to this contract. The vendor shall cooperate,
assist, and consult with the City in any claim, suit, or action made or filed against the City as a
result of or relating to the vendors obligation under this contract. Any cancellation or lapse of
insurance affecting the operation of the City shall be deemed a material breach of contract and the
Administrator must be notified immediately.
21. EVALUATION CRITERIA:
Qualifications & Experience 40%
References & Portfolio 25%
Project Approach & Understanding 25%
Fees (cost) 10%
Award will be made to the responsible proposer whose proposal best meets the needs of the City
of Albany as set forth herein. Proposers will be evaluated on the following criteria:
* Experience/Qualifications: The City will consider the proposer's financial stability, staff
experience and quality, as well as the proposer's performance on similar projects. Weight -40%
* References and Portfolio: The City will evaluate the respondent's portfolio and references
provided. Please provide at least three references from previous clients within the past seven
years. Links or attachments to at least three previous events of a similar scale should be submitted
for proposer's portfolio. Weight -25%
* Project Approach and Understanding: The City will evaluate the respondent's understanding
of the work to be performed. The vendor should address the overall concept with this proposal
including staffing and responsibilities. Submittal should clearly express the firm's understanding and
approach to the proposed project. Weight -25%
* Fee Proposal: Vendor shall propose a fee schedule with a detailed breakdown of pricing with
specific payment terms. Weight -10%
22. Certificate of Non-Collusion: An executed copy of this form should accompany your submittal.
See Attached).
23. Governing Law & Venue: An executed copy of this form should accompany your submittal. (See
Attached).
RFP #27-002 DOWNTOWN EVENT PLANNING SERVICES 7

CITY OF ALBANY
DOWNTOWN EVENT PLANNING SERVICES
RFP #27-002
1. Purpose
The City of Albany Downtown Manager's Office is seeking quotes from qualified event planners or
event planning firms to assist with planning, coordinating, and executing downtown events on an
as-needed basis.
The selected event planner will work directly with the Downtown Manager and coordinate with
City departments, vendors, volunteers, and event participants as needed.
2. Signature Events
The City anticipates needing event planning support for the following signature downtown
events:
* Celebration of Lights - annual holiday event that may include the Christmas Village,
vendors, entertainment, tree lighting ceremony, parade coordination, volunteer
coordination, signage, parking, public safety coordination, and event-day logistics.
* Food Truck Frenzy - downtown event featuring food trucks, vendors, entertainment, and
community activities.
* Shop and Stroll - downtown promotional event designed to encourage shopping, dining,
and foot traffic at downtown businesses.
3. Scope of Services
The selected event planner may be responsible for the following services:
* Develop event concepts, themes, timelines, and event plans.
* Coordinate vendors, participants, entertainers, volunteers, and service providers.
* Assist with event layouts, setup plans, signage, and event-day logistics.
* Coordinate with City departments regarding public safety, parking, road closures, vendor
access, and cleanup.
* Manage event flow and run-of-show.
* Provide all contractor staffing needed for setup, event-day coordination, and post-event
follow-up.
* Provide a short post-event summary report to the Downtown Manager.
* Complete all work within the approved event budget and City requirements.
4. Submission Requirements
Interested firms or individuals should submit the following information:
* Company name, address, phone number, and email.
* Main contact person.
* Description of event planning experience.
* Examples of at least three similar events.
* Proposed pricing using the pricing sheet below.
* Payment terms.
* Proof of insurance or statement of ability to provide insurance.
* At least three references from previous clients within the past seven years.
5. Pricing Notes
The proposed price for each signature event should include all planning, coordination, event-day
staffing, and support services needed to successfully execute the event.
The selected contractor will be responsible for providing the staffing necessary to perform the
required services for each event. The City will not pay separately for additional contractor staff
unless specifically approved in writing by the City before the service is provided.
RFP #27-002 DOWNTOWN EVENT PLANNING SERVICES 8

If any services, expenses, travel, supplies, third-party vendor costs, or staffing costs are not
included in the proposed price, please clearly identify them in the quote.
The City may request clarification regarding pricing before making an award.
Please provide one proposed price for each signature event listed below. Pricing should include
planning, coordination, vendor/participant communication, event-day support, contractor-provided
staffing, and post-event follow-up.
Signature Event Proposed Price
Celebration of Lights $____________________
Food Truck Frenzy $____________________
Shop and Stroll $____________________
Total Price for All Three Events $____________________
6. Additional Notes: Services will be provided on an as-needed basis. The City may request
services for additional events not listed above; however, any additional event services must be
approved by the City in writing before work begins. The City reserves the right to request
additional information, negotiate pricing, or select the quote that is in the best interest of the
City.
RFP #27-002 DOWNTOWN EVENT PLANNING SERVICES 9

* COMPLETE AND SUBMIT *
RFP REFERENCE
NO. 27-002
ADDENDUM ACKNOWLEDGEMENT FORM
Instructions: Please acknowledge receipt of addenda received by completing this
addendum acknowledgement form. Check the box next to each addendum received
and sign below. This addendum acknowledgement form should be
submitted with your bid to expedite document processing.
Acknowledgement: I, the undersigned, acknowledge receipt of the following addenda
to the above referenced Invitation To Bid and have made any necessary revisions to
my response or submittal. I understand that failure to confirm the receipt of addenda
may be cause for rejection of this bid.

Addendum No. 1 Addendum No. 3

Addendum No. 2 Addendum No. 4

No Addenda received for Bid Reference NO. 27-002.
Print Name and Title of Authorized Signer
Authorized Signature
Date
RFP #27-002 DOWNTOWN EVENT PLANNING SERVICES 10