City seeks proposals for event production services for Concert in the Park.

REQUEST FOR PROPOSALS (RFP) On-Call Event Production Services South San Francisco Concert in the Park and other City Special Events 1. INTRODUCTION The City of South San Francisco Parks and Recreation Department ("City") is seeking proposals from qualified event production consultants/vendors to provide full-service event production for the Concert in the Park event as well as other special events that may be hosted by the City throughout the year. This is intended to be an on-call agreement with one or more vendors to assist with the successful delivery of the Concert in the Park event and other high-quality events on an as-needed basis. Concert in the Park is the City's single largest event. The goal of this event is to create a single large community building event. Festivities typically include one to two stages and professional quality sound and production equipment. The consultant may also be used to support other City special events throughout the year, including Halloween Extravaganza, grand openings and ground breakings, an America250 celebration, etc. The term of the on-call agreement is intended to be for the next three years and may be extended for two additional one-year increments for a total term of five years. Proposals will be scored based on demonstrated competence, experience and fee, and will be selected based on which proposal best serves the City's interests and needs. No individual factors, including price, will be the determining point for selecting a proposal. 2. EVENT OVERVIEW To inform your proposal, the following details for the 2026 Concert in the Park are included below, however the event may or may not include each of these aspects. Additionally, based on time and material costs, the vendors may support additional events as necessary. Location: Orange Memorial Park Estimated Attendance: 5,000-10,000 Event Date: September 12, 2026 Event Duration: 46 hours Setup/Breakdown: Setup starts September 10, 2026. Teardown to be completed by September 14, 2026. The 2026 event is expected to have a higher caliber of talent, with an overall budget not to exceed $350,000 on a one-time basis thanks to a contribution from a local organization. Subsequent concert events are expected to have a budget of $150,000. Additional events may have budgets ranging from $5,000 $75,000, dependent on available funding. 3. SCOPE OF WORK In addition to a narrative on your experience with each scope of work item, listed below, in your proposal, please provide per unit costs for the following. You may submit for any or all of the following items. If you do not provide such a service, please note such. All or just portions of the scope of work may be awarded based on the nature of the special event. A. Stage, Sound, and Production - Provide stage, sound system, lighting, and staffing. B. Musical Talent Procurement - Secure and manage performers. C. Tenting and Infrastructure - Provide vendor tents, specialty tents, and layout. D. Tables and Chairs - Provide tables, chairs, and setup. E. Family Activities - Examples could include bounce houses, inflatable games, sports activities, or other children's and family activities. F. Logistics - Coordiantion of various sub-contractors, and planning and logistics coordination with City staff. G. Staffing - Provide event personnel to support the scope of work. Additional event support may be provided by the City. H. Site Security - Provide appropriate trained personnel, crowd control, coordination with police, and emergency response. 4. PROPOSAL REQUIREMENTS Include qualifications, familiarity with the City and similar events, approach, staffing plan, equipment list, cost proposal, and security plan for all services that are a part of your proposal. In addition to a narrative on your experience with each scope of work item, listed below, in your proposal, please provide per unit costs for the following. You may submit for any or all of the following items. If you do not provide a service, please note such. A. Stage, Sound, and Production Provide stage, sound system, lighting, flooring, and staffing. Stages typically used are sizes 24'x24' truss roof w/ sunshade, 48'x32' and a 70'x30' truss but may vary depending on talent needs. Dance floors are typically 32' x 24'. Please provide per unit costs including setup. B. Musical Talent Procurement Talent to be selected in partnership with the City. Cost for talent is typically negotiated based on actual expense realized by the consultant, plus the consultant mark-up. Given this is dependent on the level of talent, provide a range in potential mark-up costs, and examples of musical talent you have worked with. C. Tenting and Infrastructure Provide vendor tents, specialty tents, and layout. Please provide per unit costs that include tents, ballasts or tent weights, and setup. D. Tables and Chairs Provide per unit costs for tables (typically 6' round and 6 10' rectangular), chairs, and setup of said equipment. E. Family Activities Please provide options of children's activities and per unit costs. F. Logistics Provide hourly fee for event coordination services with City staff. G. Staffing Provide event personnel to support the scope of work. Additional event support may be provided by the City. H. Site Security Provide appropriate trained personnel, crowd control, coordination with police, and emergency response. Provide hourly fee for security if this is a service you provide. I. Vendor Coordination Provide vendor and subcontractor coordination services including outreach, recruitment, and management of vendors such as food trucks, food booths, retail vendors, or community organizations. Services could include, but are not limited to vendor curation, application management, permitting, and on-site vendor support. 5. EVALUATION CRITERIA AND SELECTION PROCESS Each response to this RFP will be scored in accordance with the following criteria: Criteria Points Experience & Qualifications 25 Event Approach & Production Planning 20 Technical Capabilities & Equipment 10 Talent Procurement & Programming 10 Safety & Security 15 Cost Proposal 15 Staffing & Project Management 5 Total 100 The City will review proposal submittals and select one or more top-ranked proposer(s) for additional evaluation or contract negotiation. The City reserves the right to select a consultant/vendor with or without an interview process or to cancel this RFP. The City reserves the right to request additional information from one or more Proposers during any point of the RFP. The consultant/vendor will be selected based on qualifications and demonstrated competence and how the City's goals and best interests can be met. The contract may not be awarded to the lowest responsible proposer. 6. SUBMISSION TIMELINE AND RFP SCHEDULE Proposals must be received by the City by 5:00 p.m. on Thursday, April 30, 2026. Respondents to this RFP (each a "proposer" or "respondent") shall submit proposals containing the scope of work and other requirements in this RFP in order to be considered to the City's online Procurement Portal at https://procurement.opengov.com/portal/ssf/projects/254869 Question Submission Deadline: Saturday, April 24, 2026, 5:00 p.m. Question Response Deadline: Monday, April 27, 5:00 p.m. Bid Deadline: Thursday, April 30, 2026, 5:00 p.m. Proposals not actually received by the City in the above manner and by the date and time listed above, regardless of when they were submitted, will be automatically rejected and not considered. A respondent may withdraw and resubmit a proposal prior to the above submission deadline. No re-submissions will be allowed after the submission deadline. 7. GENERAL TERMS The City reserves the right to reject proposals. Contractor must meet insurance and legal requirements as outlined in the City's Standard Consultant Services Agreement. SMCT 6961935; Apr. 16, 2026