RFP - Lifestyle Event Producer Services
Lifestyle Event
Production Services
REQUEST FOR
PROPOSALS
DUE BY:
NOVEMBER 16, 2021
BY 1 P.M.
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REQUEST FOR PROPOSALS / QUALIFICATIONS
The City of La Quinta (City) seeks proposals from qualified firms to perform (or provide)
the full production of (2) Lifestyle Events: (1) Brew in LQ and (2) Tacos and Tequila
Fiesta or an option to produce an event with similar characteristics and qualities for the
City in 2022.
Project/Services Title: Lifestyle Event Production Services
Issue Date: November 2, 2021
DUE DATE: November 16, 2021, 1:00 p.m.
Requesting Department: Community Resources Department
GENERAL TERMS AND CONDITIONS
1. SUBMISSION REQUIREMENTS
Proposals can be submitted via email or USB thumb drive. All proposals must bear original or
electronic signatures. All documents submitted shall be as a single document in a .PDF format,
to the following contact:
City of La Quinta
Attn: Jacob Garcia Management Assistant
78495 Calle Tampico
La Quinta, California 92253
Tel: (760) 777 – 7093
Email: jkgarcia@laquintaca.gov
Email Subject: RFP Lifestyle Events
2. SUBMISSION RESTRICTIONS
All proposals must be submitted in writing; no oral, facsimile, or telephone proposals or
modifications will be considered. Proposals received after the due date and time are considered
non-responsive, and will be returned unopened.
3. QUESTIONS or REQUESTS FOR CLARIFICATIONS
Any requests for clarification or other questions concerning this RFP must be submitted via email
to Jacob Garcia Management Assistant at jkgarcia@laquintca.gov by October 4, 2021, 12:00
p.m
4. ERRORS AND OMISSIONS
If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP
or any of its attachments, he/she shall immediately notify the City of such error in writing and
request modification or clarification of the document. Modifications will be made by addenda.
Clarifications will be provided in writing to all parties who have submitted proposals or who have
requested an RFP for purposes of preparing a proposal, without divulging the source of the
request.
If a proposer fails to notify the City prior to the date fixed for submission of proposals of an error
in the RFP known to him/her, or an error that treasonably should have been known to him/her,
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he/she shall submit a proposal at his/her own risk, and if he/she is awarded an agreement,
he/she shall not be entitled to additional compensation or time by reason of the error or any
corrections thereof.
5. MODIFICATIONS AND WITHDRAWALS OF SUBMITTED PROPOSALS
Proposer may withdraw proposals prior to the Submittal Deadline by submitting a written
request to Jacob Garcia Management Assistant, at jkgarcia@laquintaca.gov. Withdrawn
proposals will be returned unopened.
Proposers may modify proposals prior to the Submittal Deadline by withdrawing their proposal
as noted above and re-submitting anew before the Submittal Deadline.
6. ADDENDA
The City may modify this RFP, any of its key action dates, or any of its attachments, prior to the
submittal deadline. Addenda will be numbered consecutively and noted following the RFP title.
It is the proposer’s responsibility to ensure they have incorporated all addenda. Failure to
acknowledge and incorporate addenda will not relieve the proposer from the responsibility to
meet all terms and conditions of the RFP and any subsequent addenda.
7. REJECTION OF PROPOSALS
The City may reject any or all proposals in whole or in part for any reason, including suspicion
of collusion among proposers, and may waive any immaterial deviation in a proposal. The City’s
waiver of an immaterial defect shall in no way modify the RFP as published or excuse the
proposer from full compliance with the specifications if he/she is awarded the agreement.
Proposals referring to terms and conditions other than the City’s terms and conditions as listed
in the RFP, may be rejected as being non-responsive.
The City may conduct an investigation as deemed necessary to determine the ability of the
proposer to perform the work, and the proposer shall furnish to the City all such information and
data for this purpose as requested by the City. The City reserves the right to reject any proposal
if the evidence submitted by, or investigation of, such proposer fails to satisfy the City that such
proposer is properly qualified to carry out the obligations of the agreement and to complete the
work specified.
8. CANCELLATION OF RFP
This RFP does not obligate the City to enter into an agreement. The City reserves the right to
cancel this RFP at any time, should the project be cancelled, the City loses the required funding,
or it is deemed in the best interest of the City. No obligation, either expressed or implied, exists
on the part of the City to make an award or to pay any cost incurred in the preparation or
submission of a proposal.
9. DISPUTES/PROTESTS
The City encourages proposers to resolve issues regarding the requirements or the procurement
process through written correspondence and discussions during the period in which clarifying
addenda may be issued. The City wishes to foster cooperative relationships and to reach a fair
agreement in a timely manner. Formal proposals for major professional and technical services
shall be governed by the City’s Purchasing Policy.
10. NEGOTIATIONS AND FINAL AGREEMENT
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The City’s Agreement for Contract Services is enclosed as Attachment 1 for review prior to
submitting a proposal. An agreement will not be binding or valid with the City unless and until
it is executed by authorized representatives of the City and of the selected proposer. At the
discretion of the City, any or all parts of the successful proposal shall be made a binding part of
the agreement.
11. PRICING ADJUSTMENTS
The City reserves the right to negotiate final pricing with the most qualified proposer. Pricing
shall remain firm for the entire initial term of the agreement. Thereafter, any proposed pricing
adjustment for additional periods, if any, shall be subject to the terms of the agreement.
12. SELECTION PROCESS
Proposals shall be reviewed and rated based on the information requested by this RFP, as well
as responses from references and clients, background checks, any research on proposers, and
other information pertinent to the evaluation process. Closely ranked firms may be asked to
furnish evidence of capability, equipment, and financial resources to adequately provide the
services.
13. RFP TIMELINE
RFP Issue Date:
November 2, 2021
Deadline for Proposers’ Questions:
November 12, 2021, 12:00 p.m.
City’s Response to Questions:
November 15, 2021, 5:00 p.m.
Proposals Submittal Deadline:
November 16, 2021, 1:00 p.m.
Interviews of considered producers:
November 17 - 18, 2021
Complete Evaluations of Proposals:
November 19, 2021
Agreement Negotiations and Signing, Proof
of Insurance Coverage, Forms 700:
November 22, 2021
Expected Approval Time Window:
November 22 – 30 ,2021
Agreement Effective Date and
Project Start Date:
December 1, 2021
14. PROPRIETARY, CONFIDENTIAL, AND PUBLIC INFORMATION
14.1 Proprietary and Trade Secret Information:
A copy of each proposal will be retained as an official record and will become open to
public inspection, unless the proposal or specific parts can be shown to be exempt by the
California Public Records Act [California Government Code §6250 et seq.]. Each proposer
may clearly label part of a proposal as “Confidential” if the proposer thereby agrees to
indemnify and defend the City for honoring such a designation. The failure to so label any
information that is released by the City will constitute a complete waiver of all claims for
damages caused by any release of the information. If a request for public records for
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labeled information is received by the City, the City will notify the proposer of the request
and delay access to the material until seven working days after notification to the
proposer. Within that time delay, it will be the duty of the proposer to act in protection
of its labeled information. Failure to so act will constitute a complete waiver.
14.2 Confidential Information:
Evaluation scores, weight factors, and negotiation notes are confidential and will not be
released or retained [California Government Code §6254(a)].
14.3 Public Information:
All proposals will be opened on November 16, 2021 and will be made available to the
public upon request. By submitting a proposal, the proposer acknowledges and accepts
that the content of the proposal and associated documents will become open to public
inspection. The final, executed agreement will be a public document. Proposals and other
information will not be returned.
15. PROPOSAL PREPARATION COSTS
Any costs incurred in the preparation of a proposal, preparation of changes or additions
requested by the City, presentation to the City, travel in conjunction with such presentations, or
samples of items, shall be entirely the responsibility of the proposer.
16. INSURANCE REQUIREMENTS and ACKNOWLEDGEMENT
Proposals must include a completed “Insurance Requirements Acknowledgment” form included
as Attachment 2 stating that, if selected, the proposer will provide the minimum insurance
coverage and indemnification noted in Exhibits E and F, respectively, of the City’s Agreement for
Contract Services.
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence); $2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Noncontributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Personal Auto Declaration Page if applicable
Errors and Omissions Liability $1,000,000 (per claim and aggregate)
Worker’s Compensation (per statutory requirements)
Must include the following endorsements:
Worker’s Compensation Waiver of Subrogation
Worker’s Compensation Declaration of Sole Proprietor if applicable
17. NON-COLLUSION AFFIDAVIT
Proposals must include an executed Non-Collusion Affidavit, included as Attachment 3, executed
by an official authorized to bind the firm.
18. CONFLICT OF INTEREST
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The City requires a Statement of Economic Interest (Form 700) to be filed by any proposer who
is involved in the making of decisions which may have a foreseeable material effect on any City
financial interest pursuant to the City’s Conflict of Interest Code and the California Political
Reform Act of 1974.
19. LOCAL BUSINESS PREFERENCE
Local vendors are encouraged, but not required. For purposes of this section, ‘local’ shall be
defined as an individual, partnership, or corporation, which regularly maintains a place of
business within a 40-mile radius of the City.
20. CITY RIGHTS AND OPTIONS
The City reserves the right to:
▪ Make the selection based on its sole discretion;
▪ Issue subsequent RFP;
▪ Postpone opening proposals or selection for any reason;
▪ Remedy errors in the RFP or in the RFP process;
▪ Modify the Scope of Services in the RFP;
▪ Approve or disapprove the use of particular subcontractors;
▪ Negotiate with any, all or none of the proposers;
▪ Accept other than the lowest offer;
▪ Waive informalities and irregularities in proposals;
▪ Request additional information or clarification;
▪ Request revisions during negotiations;
▪ Invite any consultant of its choosing to assist with the evaluation of proposal responses
or to provide the City with a second opinion
▪ Enter into an agreement with another proposer in the event the originally selected
proposer defaults or fails to execute an agreement with the City in a timely manner.
REQUESTED SERVICES
The City of La Quinta (City) seeks proposals from qualified firms to perform (or provide) the full
production of (2) Lifestyle Events: (1) Brew in LQ and (2) Tacos and Tequila Fiesta or an option
to produce an event with similar characteristics and qualities for the City in 2022.
I. INTRODUCTION
La Quinta is home to thriving and vibrant event experiences that visitors and residents anticipate
year-round. Lifestyle events have played an important role in the creation of the City's character
and quality of life. As a result, the City of La Quinta requests proposals from qualifi ed Event
Producers for full production of (2) Lifestyle Events: (1) Brew in LQ and (2) Tacos and Tequila
Fiesta or an option to produce an event with similar characteristics and qualities for the City in
2022. The (2) Lifestyle Events should reflect the City's cultural diversity, values, and contribute
to its characteristics and attributes. The Event Producer should have a strong working
relationship with a wide variety of reputable breweries, vendors, and entertainment entities who
provide goods and/or services of the highest quality. The Event Producer selected will have a
thorough understanding of the City’s vision and is encouraged to introduce new ways to enhance
our events while staying true to their essence.
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II. SCOPE OF SERVICES
The City seeks an Event Producer to program (1) Brew in LQ in the month of November 2022
and (2) Tacos and Tequila Fiesta or an option to produce an event with similar characteristics
and qualities in spring 2022. The Event Producer will elevate the City's portfolio of high- quality
events and enhance the community’s active culture. The Event Producer will be expected to
review previous locations, attractions, and entertainment to determine the best suitable event
site(s) for overall growth, aesthetic, and accessibility for La Quinta residents and visitors. Event
site options and details as ATTACHMENT 1 include Civic Center Park Campus, HWY 111, Old
Town La Quinta, and SilverRock Park. HWY 111 and Old Town La Quinta Event Sites will be
subject to property owner approval. Specific event requirements are as follows:
PART 1
• Full production of Brew in LQ on November 6, 2022, at one of the suggested Event Site’s
found on ATTACHMENT 1.
• Full production of Tacos and Tequila Fiesta or an alternative event with similar
characteristics and qualities in Spring 2022 at one of the suggested Event Site’s found on
ATTACHMENT 1. Full Production of these events include but is not limited to:
o Site layout.
o Number of vendors.
o Estimated attendance and parking plan.
o Ability to recruit volunteers or dedicate staff.
o Provide professional staff management including check-in/support staff, wait
staff, greeters, bartenders, on-site staff, security, etc.
o Dedicated and defined project team with a liaison to the City
o Estimated cost of Event, Event Producer' s financial health, and financial capacity
to execute the two lifestyle events listed in 2022.
o Event Producer will provide a full marketing program, ticket sales, event staffing,
equipment set up, equipment strike down, event cleanup, music, and any and all
actions and tangible materials necessary or proper to successfully execute the two
lifestyle events mentioned.
o Develop a community engagement plan with opportunities to interact with the
public.
o Timeline creation and management including a schedule with deliverables leading
up to the execution of the events.
o Event components identified like food, music, and other interactive experiences.
o Collaborate with the City in the promotion and dissemination of information for the
event.
o Event Producer will provide the City with the most recent Audited Financial
Statements for in the proposal.
o Revenue generated including ticket sales are subject to negotiation between
the Event producer and the City.
o The Event Producer will introduce revenue and ticketing models that fairly
benefit all parties involved including the attendees, the City, and the Event
Producer.
o The Event Producer will use strategic planning to make best use of the City’s
resources and assets including the City’s event sites
o The monetary value of the City’s resources and assets available to the Event
Producer will be determined by both parties involved.
o Event signage will be provided by Event Producer and placed in various locations
throughout the City.
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PART 2
Full Production event requirements continued:
o The Event Producer will implement, and coordinate rideshare resources (E.g., Uber,
Lyft) for event transportation.
o The Event Producer would be able to effectively implement and execute
COVID-19 safety protocols.
o Enhance the City’s sense of community by collaborating with local vendors, food
trucks, and entertainment.
o Recruit and professionally manage prominent vendors.
o Develop and coordinate vendor set up.
o The Event Producer will provide quality event design and be well versed in
event trends including technology.
o Provide top quality theme development, event concepts, and décor.
o Provide top quality entertainment.
o Create lively communal areas and stations for attendees to congregate and
eat.
III. PROPOSAL FORMAT
Firms are encouraged to keep their proposals brief and relevant to the specific information
requested herein. Proposals should be straightforward, concise, and provide “layman”
explanation of technical terms that are used. Emphasis should be on completeness and clarity
of content.
Present the proposals in a format and order that corresponds to the numbering and
lettering contained herein, with minimal reference to supporting documentation, so that
proposals can be accurately compared.
1. Cover Letter
Signed by an official authorized to bind the firm with name, address, phone number, and
email address of firm’s contract person, location of firm’s main office, location of the office
that would service this project, a validity statement that all information and pricing provided
in the proposal is valid for at least ninety (90) days, and a statement that any individual
who will perform work for the City is free of any conflict of interest.
Firms Background, Qualifications, and Experience, including the following:
(a) Number of years in business
(b) Taxpayer identification number
(c) Number of years performing this service list service here
(d) Resumes of the Project Manager and key personnel who will be responsible for
performance if any agreement results from this RFP
(e) Firm ownership and if incorporated, list the state in which the firm is incorporated
and the date of incorporation
(f) If the firm is a subsidiary of a parent company, identify the parent company
Statement of Qualifications including the following:
(a) Enumerate the qualification criteria as relevant here
2. References of California government agencies (preferably cities utilizing)
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(a) Client name, client project manager, telephone number, and email address
(b) Project description
(c) Project start date, and end date
(d) Staff assigned to each project by the firm
(e) Provide a summary of final outcome
3. Complete Pricing List (or Fee Schedule)
Proposal shall include a detailed fee schedule for the services requested by this RFP.
4. List of Complementary Services Offered by Proposer along with Corresponding
Prices
5. Staffing and Project Organization
6. Subcontracting Services
Subcontracting any portion(s) of the Scope of Services is not preferable; however, if a
proposer can demonstrate to the City’s satisfaction that is in the best interest of the project
to permit a portion of the service(s) to be subcontracted by the proposer, it may be
considered. Provide details on the role of any subcontractor that will be used. Assignment
is prohibited.
7. Disclosures
Disclosure of any alleged significant prior or ongoing agreement failure, any civil or criminal
litigation or investigation pending, which involved the proposer or in which the proposer has
been judged guilty or liable within the last five (5) years. If there is no information to
disclose, proposer must affirmatively state there is no negative history.
8. Acknowledgement of Insurance Requirements (Attachment 3)
Proposals must include a written statement that, if selected, the proposer will provide the
minimum insurance coverage and indemnification noted in Exhibits E and F, respectively,
of the City’s Agreement for Contract Services included as Attachment 3.
9. Non-Collusion Affidavit (Attachment 4)
Proposals must include an executed Non-Collusion Affidavit, included as Attachment 4,
executed by an official authorized to bind the firm.
10. Acknowledgement of Addenda (Attachment 5)
If any addendum/addenda are issued, the proposer shall initial the Acknowledgement of
Addenda, included as Attachment 5.
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ATTACHMENTS
1. Event Sites
2. Agreement for Contract Services
3. Insurance Requirements Acknowledgement
Must be executed by proposer and submitted with the proposal
4. Non-Collusion Affidavit
Must be executed by proposer and submitted with the proposal
5. Addenda Acknowledgement
Must be executed by proposer and submitted with the proposal
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ATTACHMENT 1
Event Sites
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Civic Center Campus
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2018 Brew in LQ event info and details found here: https://www.playinlaquinta.com/brew-
in-lq-2018/
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HWY 111
(2019 Brew in LQ Site)
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Old Town La Quinta
(2019 Tacos & Tequila
site)
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SilverRock Event Site
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ATTACHMENT 3
INSURANCE REQUIREMENTS ACKNOWLEDGEMENT
Must be executed by proposer and submitted with the proposal
I, ________________________________________ (name) hereby acknowledge and
confirm that __________________________________ (name of company) has reviewed
the City’s indemnification and minimum insurance requirements as listed in Exhibits E and
F of the City’s Agreement for Contract Services (Attachment 1); and declare that insurance
certificates and endorsements verifying compliance will be provided if an agreement is
awarded.
I am _________________________________ of ______________________________,
(Title) (Company)
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence); $2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Noncontributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Personal Auto Declaration Page if applicable
Errors and Omissions Liability $1,000,000 (per claim and aggregate)
Worker’s Compensation (per statutory requirements)
Must include the following endorsements:
Worker’s Compensation Waiver of Subrogation
Worker’s Compensation Declaration of Sole Proprietor if applicable
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ATTACHMENT 4
NON-COLLUSION AFFIDAVIT FORM
Must be executed by proposer and submitted with the proposal
I, ________________________________________ (name) hereby declare as follows:
I am _________________________________ of ______________________________,
(Title) (Company)
the party making the foregoing proposal, that the proposal is not made in the interest of,
or on behalf of, any undisclosed person, partnership, company, association, organization,
or corporation; that the proposal is genuine and not collusive or sham; that the proposer
has not directly or indirectly induced or solicited any other proposer to put in a false or
sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed
with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain
from proposing; that the proposer has not in any manner, directly or indirectly, sought by
agreement, communication, or conference with anyone to fix the proposal price of the
proposer or any other proposer, or to fix any overhead, profit, or cost element of the
proposal price, or of that of any other proposer, or to secure any advantage against the
public body awarding the agreement of anyone interested in the proposed agreement;
that all statements contained in the proposal are true; and, further, that the proposer has
not, directly or indirectly, submitted his or her proposal price or any breakdown thereof,
or the contents thereof, or divulged information or data relative hereto, or paid, and will
not pay, any fee to any corporation, partnership, company, association, organization,
proposal depository, or to any member or agent thereof to effectuate a collusive or sham
proposal.
I declare under penalty of perjury under the laws of the State of California that the
foregoing is true and correct.
Proposer Signature: __________________________________________________
Proposer Name: __________________________________________________
Proposer Title: __________________________________________________
Company Name: __________________________________________________
Address: __________________________________________________
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ATTACHMENT 5
ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA
Must be executed by proposer and submitted with the proposal;
If no addenda has been issued, mark “N/A” under Addendum No. indicating
Not Applicable and sign
ADDENDUM NO. SIGNATURE INDICATING RECEIPT