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Home My WebLink AboutRFP - P667 FOURTH OF JULY SPONSORSAdminivative Services Purchasing Division REQUEST FOR PROPOSAL City of Fort Collins CITY OF FORT COLLINS FOURTH OF JULY SPONSORS PROPOSAL NO 667 The City of Fort Collins is requesting proposals from firms for Written proposals, three 3 will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521 Proposals will be received before 2 30P M (our clock), March 26, 1998 Proposal No 667 Questions concerning the scope of the project should be directed to the Project Manager, Bob Loeven, (970) 221-6301 Questions regarding proposals submittal or process should be directed to Jim Hume, CPPB, Buyer (970)221-6776 A copy of the Request for Proposal may be obtained as follows. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document 6667 Download the Request for Proposal from the Purchasing Webpage, Current Proposals page, at www ci fort-collins co us\CITY_HALL\PURCHASING then via the Current Proposals pushbutton 3 Come by Purchasing at 256 W Mountain Ave , Fort Collins, and request a copy of the Request for Proposal Sales Prohibited/Conflict of Interest No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered This rule also applies to subcontracts with the City Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited Collusive or sham proposals Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities 256 W Mountain Avenue • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 2 If you are a sub -consultant, please send us a letter stating that participation so you are not removed from this list Sincerely, am s B O'Neill II, CPPO ctor of Purchasing & Risk Management 7J Proposal No. P-667 Fourth of July Sponsors Section 1.0. Proposal Requirements 1 1 General Description The City of Fort Collins is soliciting proposals for organizations to assist in sponsoring the Fourth of July activities held each year in City Park 1 2 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal Firms submitting proposals shall submit three (3) copies of the proposal with the following information a Company history and experience in sponsorship of community activities as described in the scope of work b The name of the company representative responsible for coordinating all sponsorship activities with the City c References from two or more organizations for which your company sponsored activities within the last two years d A written description of the proposed sponsorship The proposal must be signed by a duly authorized representative of the firm submitting the proposal The signature shall include the title of the individual signing the proposal Section 2 0 Background An annual celebration for the Fourth of July has been held in City Park for a number of years Traditionally the event has consisted of food booths, entertainment, a flea market and a fireworks display In the past the Fort Collins community has contributed to the Fourth of July event in the form of cash donations or in -kind services Those organizations historically have received recognition for their assistance We are again soliciting for contributions in the form of cash or in -kind services Description The fourth of July celebration in City Park is focused on family entertainment The event is programmed and directed by a committee composed of representatives of various City departments, i e Recreation, Parks, Police Services, Lincoln Center, Streets and Traffic, Transportation, Purchasing, and Poudre Fire Authority This committee will retain control of the day's events The main activities of the day are Food Fair - Several booths from a variety of local restaurants Food is served from about 10 30 a m until the fireworks begin at 9 30 p m Flea market / Arts and Crafts Sale - Booth locations are pre -sold to vendors Kid's Corner - Kid's games and entertainment Usually begins at 11 00 a m and lasts until 2 00 p m Entertainment on the Showmobile - Various performing acts beginning at about 2 00 p m and lasting until the fireworks begin Fireworks Display - A 20-25 minute fireworks show that ends the Fourth of July celebration There are several City -sponsored programs such as miniature train rides and paddle boat rentals The swimming pool and the pottery studio are open and there is an "Old Timer" softball game The City contracts for traffic control devices and fencing as well as portable toilet rentals The Transfort bus system provides free shuttle rides to City Park from various locations around town Section 3.0: Scope of Services The City is requesting corporations and other organizations to provide sponsorship of Fourth of July community activities in the following manner Cash or in -kind donations in support of activities described above Management and organization of the Food Fair, Flea Market, Arts & Crafts Sale, Kid's Corner, and Entertainment on the Showmobile Section 4.0: Sponsorship Proposals Proposals to sponsor activities should include a general statement of why the proposer would like to sponsor a certain activity, how the activity would be managed, what assets the proposer can use to manage the activity, an indication of how much time the proposer has available for all tasks relating to activity sponsorship, and any other information of use in evaluating the proposal I IR Section 5.0: Evaluation 51 Evaluation and Assessment of Proposals for Activity Sponsorship An evaluation committee shall rank the firms interested in sponsoring an activity based on their written proposals using the ranking system set forth below Firms shall be evaluated on the following criteria The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an outstanding rating Recommended weighing factors for the criteria are listed adjacent to the qualification Weighting Qualification Standard Factor 20 Scope of Proposal Does the proposal show an understanding of the City's objective in seeking sponsors? 20 Capability Is the proposer capable of managing the activity? 1 0 Availability Does the proposer have time to manage the activity? 10 Motivation Is the proposer interested in providing a service to the community? 52 Reference Evaluation (Top -ranked firms) The Project Managers will check references using the following criteria The evaluation rankings will be labeled Satisfactory / Unsatisfactory 53 Qualification and Standard Overall Performance - Did the company/individual fulfil sponsorship promises? b Timetable - Did the company/individual perform in a timely manner? c Completeness - Was the company responsive to sponsorship needs? Did the company anticipate problems? Were problems solved quickly and effectively? Knowledge - Did sponsor exhibit the knowledge and skills necessary for the efficient completion of tasks related to the activity? 54 Proposals Relating to Cash or In -Kind Donations These proposals will be evaluated according to need, and individual proposers will be contacted by City representatives for further negotiations Section 6 0 Proposal Acceptance All proposals shall remain subject to initial acceptance 90 days after the day of submittal