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Thunderbird ArtistsLA QUINTA RFP THUNDERBIRD ARTISTS PROPOSAL SIGNATURE ART EVENT MARCH 2020 Prepared by: THUNDERBIRD ARTISTS INC. THUNDERBIRD ARTISTS THUNDERBIRD ARTISTS 15648 N. Eagle Nest Drive | Fountain Hills | Arizona 85268 La Quinta RFP | Thunderbird Artists Proposal Dear Jaime, Thunderbird Artists is excited about this potential opportunity to provide you with a signature fine art event for March 5-8, 2020. We have many years of experience working with various towns and cities throughout the southwest, including Carefree, Scottsdale, Surprise, Fountain Hills and Tucson, AZ, as well as Aspen, Avon and Edwards, CO and Highland Lakes, TX. Thunderbird Artists award-winning reputation would undoubtedly be an asset to the city of La Quinta and this signature event; thus attracting new and additional artists, appealing to our affluent patrons from Arizona, while at the same time making a positively tremendous impact on the city and community as a whole. Since 1991, Thunderbird Artists has produced more than 350 award-winning fine art and wine festivals throughout the Southwest. The fall (26th Annual), winter (27th Annual) and spring (25th Annual) Carefree Fine Art & Wine Festivals were all chosen by the Town of Carefree as their 'Signature Events'. The average festival showcases 175 juried fine artists, live music, wine tasting, micro-brews, spirit sampling, festive food and delicious sweets and treats. This season is our 8th Annual Surprise Festival, the 9th Annual Scottsdale Waterfront Festival and the 16th Annual Fountain Hills Fine Art & Wine Affaire. Each show is aligned with the host city/town and a 501c3 non-profit charity. We work closely with all our volunteers hosting admission and wine ticket sales as their fundraisers. Since 2002, Thunderbird Artists has donated $740,290.30 in support of all their great causes. Our longevity and success have been built on trust, consistency and responsiveness with our partners, artists and patrons. Those qualities have served us well and helped to build business and personal relationships that have spanned decades. It is our hope that we have an opportunity to build a strong and lasting partnership with the community and city of La Quinta. Sincerely, Denise Colter President Thunderbird Artists T H U N D E R B I R D A R T I S T S I N C ., 1 5 6 4 8 N . E A G L E N E S T D R . F O U N T A I N H I L L S , A Z 8 5 2 6 8 4 8 0 .8 3 7 .5 6 3 7 / 4 8 0 .7 1 0 .0 5 5 4 D E N I S E @ T H U N D E R B I R D A R T I S T S .C O M E V E N T C O N T A C T : D E N I S E C O L T E R , P R E S I D E N T Thunderbird Artists declares that all information in this proposal are accurate and true. B1-4: BACKGROUND AND EXPERIENCE Thunderbird Artists was founded in 1981 by Judi Combs, CEO, and is still owned and operated by Judi. She began with small, local shows in Arizona until March of 1992, when she produced her first juried fine art festival in Scottsdale. The overwhelming success of Thunderbird Artists’ first festival led to additional festivals throughout Arizona, as well as events in Colorado and Texas. For nearly 40 years, Thunderbird Artists has produced over 350 fine art events, attracting millions of patrons who share in their love and appreciation for fine art. Thunderbird Artists is a family run business, spanning five generations and art plays a significant role in all their lives. The goal for each event is to provide an outstanding variety of mediums, subject matters, sizes and price ranges that satisfy the desires of every patron that strolls through one of the festivals. The ongoing success has been primarily due to the consistent quality of fine arts and selected fine crafts juried for each event. The festivals have developed a reputation as collector’s shows, due to the unwavering standards that are applied during the jury process. Thunderbird Artists’ reputation is built on trust and consistency, with patrons, artists and corporate partners alike. This has earned us an unprecedented level of credibility with local business communities and the art industry as a whole. B1: Thunderbird Artists has been in business for 38 years. B2: Taxpayer identification number is 86-0800592. B3: Thunderbird Artists incorporated in Arizona in June 2004. B4: Thunderbird Artists is not a subsidiary of a parent company. C: REFERENCES References from the following partners, cities and artists: Attachment 1 Mayor Les Peterson, Town of Carefree, Arizona Jason & Daniel Napier, Artist & Participant in LQAF Patti Villeneuve, President, CEO Carefree Cave Creek Chamber of Commerce Gary Neiss, Town Administrator, Town of Carefree Mayor Skip Hall, City of Surprise Bill Pillow, Secretary of the Kiwanis Club of Scottsdale, McCormick Tara Combs, Manager, Sports & Tourism Division, City of Surprise D: DISCLOSURE E: WARRANTY/GUARANTEE F: SUBCONTRACTING Thunderbird Artists has nothing to disclose; no criminal activities or involvement whatsoever. Thunderbird Artists will jury and produce a high quality, cultured fine art festival with an extensive dedicated advertising campaign, in La Quinta, Ca. Should any landscape or equipment on the grounds be damaged, Thunderbird Artists will either replace, repair or remedy any damage. Thunderbird Artists does not anticipate utilizing any subcontractors. G1: EVENT BUDGET Attachment 3 G3: PROOF OF SUCCESSFUL EXECUTION OF SIMILAR EVENTS Thunderbird Artists has produced more than 350 fine art events and our three full- time staff employees have a combined 80 years experience producing fine art events. Throughout our conception 38 years ago, the company has received more than 50 awards. This past season all three of our Carefree Fine Art & Wine Festivals ranked in “ArtFair Sourcebook’s TOP 100 Fine Art Events” across the United States, with our Fall event awarded the #2 spot, runner up for the La Quinta Arts Festival. The Winter and Spring events ranked #45 and #53, respectively. For the last three consecutive years Thunderbird Artists Festivals have ranked in the TOP 10 Best Signature Events for Ranking Arizona’s Best of Arizona Businesses, winning the #1 spot for 2018 and 2019. Every event we produce is implemented with a dedicated advertising campaign that includes paid television, newspaper & magazine advertisements and social media, in addition to direct mail, postcards, calendar listings, press kits, posters and our award- winning websites. All combined, our message reaches over 9 million people and our efforts are successful at targeting an affluent, upscale clientele who enjoy the finer things in life. Since 2010, Thunderbird Artists has produced an annual program guide. The 25,000 printed guides are given out to patrons at every event we produce, as well as available at Thunderbird Artists Gallery. Guides are also distributed among local chambers, visitor’s centers, businesses and community hotspots throughout the valley. G4: SITE LAYOUT A G4: SITE LAYOUT B NORTHAVENIDA LA FONDACALLE TAMPICOWASHINGTON STREET G5; SCOPE OF WORK G5; SCOPE OF WORK PART 1 Thunderbird Artists is anticipating 200 participating juried, fine artists and we are expecting approximately 20,000 patrons to visit the event within the four-day span. We will have 3 full time staff members working diligently from now through the completion of the event, as well as a hired, part-time liaison, in California, to communicate with the city and coordinate the volunteers. We are planning on working with the city, patrons and artists, to secure enough volunteers to work the admission tables, concierge stations, booth sitting for artists, etc. We will also be bringing an additional 8 staff members to facilitate set-up, tear down, as well as work the event itself from March 2nd through March 10th. Our CEO and Founder, Judi Combs, and president Denise Colter jury all the applications. Our jury process consists of a tiered scoring system; artwork ( 4 images scored) 1-10, booth presentation 1-10 and perfect 50s are the first round to be invited. There are generally three to five rounds, depending on the number of applicants. G5; SCOPE OF WORK PART II Upon acceptance of our proposal for the Signature Event, Thunderbird Artists is open to further discussions with the City of La Quinta to create supplemental events in the month of March. We propose the weekends of 14-15 and 21-22 as these weekends coincide with the Indian Wells Tennis Tournament and could enhance the traffic flow. The events will be run on a break-even expense to further promote arts within the community. We will cross advertise these weekend events within our Signature Event, in order to keep costs at a minimum and to encourage artists to return for these 2 day events. Events for consideration include: Sculpture Show Artists Live Painting Event Glass Blowing - Hands on Experience H: INDEMNIFICATION NOTE Forwarded to Jaime Torres - July 23rd, 2019 I: NON-COLLUSION AFFIDAVIT Forwarded to Jaime Torres - July 23rd, 2019 ATTACHMENT 1: LETTERS OF RECOMMENDATION ATTACHMENT 1: LETTERS OF RECOMMENDATION ATTACHMENT 1: LETTERS OF RECOMMENDATION ATTACHMENT 1: LETTERS OF RECOMMENDATION ATTACHMENT 1: LETTERS OF RECOMMENDATION ATTACHMENT 1: LETTERS OF RECOMMENDATION ATTACHMENT 1: LETTERS OF RECOMMENDATION ATTACHMENT 2 RESPONSES TO TUP QUESTIONS Temporary Use Permit – Submittal Requirements Application: La Quinta Arts in the Park (name to be determined) will be held March 5th, 6th, 7th & 8th, 2020, from 10am to 5pm each day. Equipment setup would begin Saturday, February 29th and removal will take place March 9th, 2020. The average amount of people walking around at one time is approximately 1000 – 1500 people. A total estimate of people attending per day would be approximately 2500. We would like a small portion of sidewalk (6’ x 6’) for 3-D chalk art, which is an interactive photo opp. Electrical equipment will be used for lighting. Site Plan: Attached Supplemental Information Traffic Control Plan: We would utilize same traffic pattern as previous years, with a La Quinta police officer to direct traffic. Noise Control Plan: All musicians are required to play at a reasonable amplification, so that surrounding artists and patrons may converse Use Agreement: Will complete upon confirmation of event Encroachment Permit: Will complete upon confirmation of event Evidence of Additional Insurance: We currently carry a 4 million aggregate; however, will increase to 5 million, should we be chosen. Waste Reduction Plan: We will work with Burrtec to deliver two large dumpsters, which will be emptied daily, throughout the duration of the event. Festival staff will empty trash continually throughout each day. SIGNATURE ART EVENT MARCH 2020 THUNDERBIRD ARTISTS EVENT BUDGET THUNDERBIRD ARTISTS INCOME CHARGES/INCOME INCOME (A) ESTIMATED ART SALES = $1,500,000 / ARTISTS' 10% COMMISSION $150,000.00 INCOME (B)TICKET SALES $12.00 or $15 FOR MULTI-DAY PASS / ATTENDANCE 20,000 $252,000.00 INCOME (C) MARKETING SPACE FEES = $375 X 200 ARTISTS $75,000.00 INCOME (D)ZAPPLICATION JURY FEES $40,000.00 INCOME (E)VALET PARKING - MINUTE MAN COMPANY - 40% $42,000.00 INCOME (F)RESTAURANTS/WINE & FOOD - 20%$20,000.00 INCOME (G)MERCHANDISE SALES (T-SHIRTS & BASEBALL CAPS)$5,505.80 INCOME (H)PROGRAM GUIDE ADVERTISING REVENUE $20,712.80 TOTAL INCOME $605,218.60 ADMINISTRATIVE COSTS PROJECT MANAGER/ PRESIDENT / DENISE 8 HOURS PER WEEK AUG THROUGH MARCH, 150 HOURS IN MARCH $15,428.00 ASSISTANT MANAGER / HALEY 8 HOURS PER WEEK AUG THROUGH MARCH, 150 HOURS IN MARCH $10,556.00 CEO / ADV & PROMOTION DIRECTOR - JUDI 8 HOURS PER WEEK AUG THROUGH MARCH, 150 HOURS IN MARCH $18,676.00 LA QUINTA CONSULTANT - KATHLEEN HUGHES 100 HOURS, $75/HOUR $7,500.00 LA QUINTA LIAISON 100 HOURS, $15/HOUR $1,500.00 ZAPPLICATION FEES $1000 Flat Fee + $6.75 fee each additional app over 150 (Based on 1,000 apps)$6,737.50 CONTRACT/OPERATIONAL FEES FACILITY & OPERATIONAL FEE ESTIMATED FEE - WE REQUEST CITY OF LA QUINTA WAIVE $5,000.00 POLICE/SECURITY LA QUINTA PD & PRIVATE SECURITY COMPANY $15,000.00 MUSICIAN COMPENSATION ESTEBAN & THERSA + OTHER BANDS $23,000.00 ADMISSION/CONCIERGE STAFF VOLUNTEERS (T-SHIRTS)$2,091.00 LIABILITY INSURANCE FEE WILL INCREASE WITH AN ADDITIONAL $1,000,000 ADDED $10,961.50 PARKING ESTIMATED FEE - WE REQUEST CITY OF LA QUINTA WAIVE $1,200.00 ARTIST AMENITIES BREAKFAST/BRISTOL FARMS LUNCH/FREE WATER $1,200.00 GROUNDS CREW START SATURDAY (Feb 29th) THROUGH MONDAY (March 9th)$30,000.00 FESTIVAL STAFF 100 HOURS, $15/HOUR $15,000.00 PHOTOGRAPHER TO FILM FESTIVAL FOR VIDEO AND STILL SHOTS ARK PHOTOWORKS $3,500.00 LA QUINTA MIDDLE SCHOOL ART DEPARTMENT DONATIONS $ .50 PER ADMISSION $10,000.00 MARKETING & ADVERTISING 1 MEDIA BUYS NEWSPAPER, MAGAZINE,DIGITAL $110,000.00 TV COMMERCIALS / VOICE OVER / STUDIO TIME TELEVISION CHANNELS #2, #3 & #7 $18,550.00 WEBSITE NEW SITE WITH NEW GRAPHICS $2,500.00 GRAPHIC CHARGES MEDIA KIT, FLYERS, POSTERS, TICKETS, ETC. $7,500.00 PRINTING FLYERS, POSTERS, TICKETS, ETC.$3,500.00 ARTISTS NAME BADGES 400 NAME BADGES & INSERTS $970.00 SIGNAGE/SIGN HOLDERS & BANNERS BANNERS, ADMISSION SIGNS, DIRECTIONALS $10,000.00 4.25x 9 PROGRAM GUIDE ASSEMBLAGE/PRINTING GRAPHIC DESIIGNER / PRINTING $7,437.20 POSTCARDS Graphic Designer =$1250, Postcard Mailing/Printing = $5000 $6,250.00 PUBLICITY - SCHEDULED/PR FIRM Publicize This! $5,000.00 SOCIAL MEDIA FACEBOOK, INSTAGRAM, TWITTER $5,000.00 TRAVEL EXPENSES LODGING 8 NIGHT AIRBNB RENTAL ($3200), SINGLE ROOM 10 VISITS ($1827)$6,854.00 MEALS ENTIRE STAFF THROUGHOUT SHOW (8 days)$4,000.00 TRANSPORTATION COSTS MILEAGE/GAS - 6 VEHICLES (570 miles round trip)$9,660.00 SUPPLIES & EQUIPMENT RENTALS GOLF CARTS / 6 LONG-BED & 1 SHORT-BED GOLF CART RENTALS $4,500.00 TENTS/TABLES/CHAIRS - RENTAL BRIGHT PARTY RENTALS $15,000.00 FENCING RENTAL ANDY GUMP $3,400.00 2 LARGE DUMPSTERS / TRASH PICK UP BURRTEC WASTE - CITY OF LA QUINTA HANDLES $1,090.00 RESTROOM TRAILORS 3 LARGE RESTROOM TRAILERS, 2 ADA - ANDY GUMP $14,000.00 GENERATOR/LIGHT TOWERS + FUEL GROUNDS CREW SETS UP $5,500.00 FESTIVAL MERCHANSDISE: T-SHIRTS & BASEBALL CAPS MERCHANDISE FOR SALE $4,849.20 PERMITS & ADDITIONAL FEES CITY PERMIT FEE (WE REQUEST THAT THIS BE WAIVED BY THE CITY OF LA QUINTA)$25,000.00 FIRE PERMIT FIRE TRAINING COURSE RQUIRED PRIOR TO EVENT $200.00 TOTAL EXPENSES $448,110.40 PROFIT $157,108.20 2