Adult Special Events and Concert Planning Services

Agency:	James City County
State:	Virginia
Type of Government:	State & Local
Category:	Q - Medical Services R - Professional, Administrative and Management Support Services
Posted:	Feb 7, 2024
Due:	Mar 7, 2024
Solicitation No:	20240780
Publication URL:	To access bid details, please log in.

Bid Number:	20240780
Bid Title:	Adult Special Events and Concert Planning Services
Category:	Request for Proposals
Status:	Open

Description:

James City County is seeking proposals to award a Contract to provide the coordination and implementation of adult-focused special events and concert series to the Offeror who provides the proposal that best meets the needs of James City County and our residents and visitors, in strict accordance with the terms, conditions, specifications and evaluation criteria contained within this Request for Proposal (RFP).

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JAMES CITY COUNTY

Issues this

REQUEST FOR PROPOSAL

No. 20240780

Adult Special Events and Concert Planning Services

On behalf of

Parks and Recreations

February 2024

James City County Purchasing Office

101-F Mounts Bay Road

Williamsburg, VA 23185

Phone: (757) 253-6648

Fax: (757) 253-6753

Email: pam.dawson@jamescitycountyva.gov

http://www.jamescitycountyva.gov/467/Bids-Requests-For-Proposals

James City County, Virginia

Request For Proposals No. 20240780

Title:

Adult Special Events and Concert Planning Services

Issue Date: February 7, 2024

Due Date: March 7, 2024, NO LATER THAN 2:00 P.M. local time.

Submit:

All proposals must be submitted electronically via Demand Star. Please reference

Attachment B for more information on registering and submitting electronic

proposals/bids with Demand Star.

FAX, HAND-DELIVERED OR EMAIL SUBMISSIONS ARE NOT PERMITTED

Inquiries:

Questions pertaining to this project should be directed to Pam Dawson, Senior

Procurement Specialist at pam.dawson@jamescitycountyva.gov in writing via

email no later than 2:00 p.m. on February 20, 2024.

All questions that are pertinent to the RFP will be answered in the form of an

addendum, which will be uploaded to Demand Star and the James City County

website:http://va-jamescitycounty.civicplus.com/467/Bids-Requests-For

Proposals

JAMES CITY COUNTY DOES NOT DISCRIMINATE IN THE SOLICITATION OR AWARDING OF CONTRACTS ON THE

BASIS OF RACE, RELIGION, FAITH-BASED ORGANIZATIONS, COLOR, NATIONAL ORIGIN, AGE, DISABILITY OR

ANY OTHER BASIS PROHIBITED BY STATE AND FEDERAL LAW.

Adult Special Events and Concert Planning Services

RFP No. 20240780

February 2024

James City County Parks and Recreation

Cover Sheet

In compliance with this Sealed Request for Proposal and subject to all the conditions thereof, the undersigned

offers to furnish the goods/services requested and certifies he/she has read, understands, and agrees to all terms,

conditions and requirements of this bid and is authorized to contract on behalf of the firm named below.

My signature on this solicitation constitutes certification that I or my designated representative have inspected

the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of

failure to inspect the job site, will not be considered by the County. By my signature on this solicitation, I certify that

this firm/individual is properly licensed for providing the goods/services specified.

The Undersigned certifies that he (they) is the only person (persons) interested in said project and that it is made

without connection with other persons submitting a proposal on the same scope of services; that the proposal is

made without collusion, fraud, or reservation; that no official or employee of the Owner is directly or indirectly

interested in said proposal, or any portion thereof.

PROPRIETARY INFORMATION

YES ( ) NO ( )

Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection and

exclusion from the Virginia Freedom of Information Act (2.1-340 et seq.) are set forth below. (Additional sheet

may be added if necessary.

Vendors should indicate on the Cover Sheet the portions of their proposal that are proprietary. Please list the page

numbers and the reason(s). Do not mark the whole proposal proprietary. If Proprietary information is

stated, Vendors shall submit One (1) Original and One (1) Redacted copy (removing any proprietary data

or material. Clearly identify on the Cover Sheet the “Original” and “Redacted” copy, as “Redacted Copy of

Original Proposal” RFP# 20240780 and upload the Redacted Copy in Demand Star Supplemental Documents

and any additional documents may also be in the supplemental category per Demand Star instructions.

Name of Person, Persons, or Corporation _______________________________________

By: _______________________________________Date: ________________________________

Print Name: __________________________________Title: _________________________________

Vendor’s Registration and Signature (Provide copy with Proposal)

State Corporation Commission ID #: _________________________________________________

Company Name: __________________________________________________________________________

Address: ____________________________________________________________________

Telephone: ___________________________________ FAX: ________________________________

Email Address:___________________________________________________________________

Federal Tax ID:

Print Name:

Title:

Signature:________________________________________ Date: _________________________________

This form must be signed in ink. All signatures must be original.

ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ #4____ #5____ (Please Initial)

Adult Special Events and Concert Planning Services

RFP No. 20240780

February 2024

James City County Parks and Recreation

*SCC Requirement per the Virginia Public Procurement Act, VPPA:

§ 2.2-4311.2. Compliance with state law; foreign and domestic businesses authorized to transact

business in the Commonwealth. -- A. All public bodies shall include in every written contract a provision that a

contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited

partnership or registered as a registered limited liability partnership shall be authorized to transact business in the

Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise

required by law.

B. Pursuant to competitive sealed bidding or competitive negotiation, all public bodies shall include in the

solicitation a provision that requires a bidder or offeror organized or authorized to transact business in the

Commonwealth pursuant to Title 13.1 or Title 50 to include in its bid or proposal the identification number issued

to it by the State Corporation Commission. Any bidder or offeror that is not required to be authorized to transact

business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by

law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so

authorized.

C. Any bidder or offeror described in subsection B that fails to provide the required information shall not receive

an award unless a waiver of this requirement and the administrative policies and procedures established to

implement this section is granted by the Director of the Department of General Services or his designee or by the

chief executive of a local governing body.

D. Any business entity described in subsection A that enters into a contract with a public body pursuant to this

chapter shall not allow its existence to lapse or its certificate of authority or registration to transact business in the

Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term

of the contract.

E. A public body may void any contract with a business entity if the business entity fails to remain in compliance

with the provisions of this section.

*Virginia State Corporation Commission (“SCC”) registration information: The undersigned Offeror:

 is a corporation or other business entity with the following SCC identification number: ____________ -OR-

 is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or

business trust -OR-

 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and

customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any

employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they

become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to

assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped

into Virginia from bidder’s out-of-state location) -OR-

 is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and

completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do

not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions

in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have

pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish

to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals

(the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver):

Adult Special Events and Concert Planning Services

RFP No. 20240780

February 2024

James City County Parks and Recreation

CERTIFICATION OF COMPLIANCE WITH IMMIGRATION LAWS AND REGULATIONS

Section 40.1-11.1 of the ____________________City/County Code requires that any person or entity doing

business with the City/County of _____________________, including its boards and commissions, shall include a

sworn certification by the Contractor of compliance with all federal immigration laws and regulations. These

laws include the Federal Immigration Reform and Control Act, which makes it unlawful for a person or other

entity to hire, recruit or refer for a fee for employment in the United States, an alien knowing the alien is

unauthorized, and Section 40.1-11.1 of the Code of Virginia, which makes it unlawful for any employer to

knowingly employ an alien who cannot provide documents indicating that he or she is legally eligible for

employment in the United States. The state law, in particular, places an affirmative duty on employers to ensure

that aliens have proof of eligibility for employment.

Accordingly, this certification shall be completed and attached to all contracts and agreements for goods and

services made by the City/County of _____________________ or any of its boards and commissions. Failure to

attach a completed certification shall render the contract or agreement void.

Type or print legibly when completing this form.

Legal Name of Contractor: (Note: This is your name as reported to the IRS. This should match your Social Security card or

Federal ID Number.)

Type of Business Entity:

Sole proprietorship (Provide full name and address of owner):

Limited Partnership (Provide full name and address of all partners):

General Partnership (Provide full name and address of all partners):

Limited Liability Company (Provide full name and address of all managing members):

Corporation (Provide full name and address of all officers):

Doing Business As:

If Applicable (Note: This is the name that appears on your invoices but is not used as your reporting name.)

Name and Position of Person Completing this Certificate:

Adult Special Events and Concert Planning Services

RFP No. 20240780

February 2024

James City County Parks and Recreation

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Adult Special Events and Concert Planning Services

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See also