Fillable 2021 Sunshine Days and Parade December 5, 2020 (City Of Sunnyside)

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2021 Sunshine Days and Parade December 5, 2020 (City Of Sunnyside)

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Page 1
2021 Sunshine Days and Parade
December 5, 2020
DUE WEDNESDAY, AUGUST 19, 2020
BY 4 PM
RFP Purpose
Each year the City of Sunnyside receives funds from the lodging tax imposed upon hotels and motels
located within the City, as provided by Ordinance No. 1973. Proposals for use of a portion of these funds
for the organization and management of the 2021 Sunshine Days and Parade are now being solicited by the
City.
All proposals that comply with the guidelines established herein will be evaluated by the Lodging Tax
Advisory Committee (LTAC) as defined by Sunnyside Municipal Code, Chapter 2.50.120, and the Revised
Code of Washington, Chapter 67.28. LTAC will then submit its funding recommendations to the Sunnyside
City Council for final review and adoption.
Event History
The Annual Sunnyside Sunshine Days and Parade, which is the oldest parade in Sunnyside, pays unique
tribute to Sunnyside’s agricultural heritage.
Overview & Funding
The successful applicant will contract with the City of Sunnyside to plan the 2021 Sunshine Days and
Parade. Applicant will manage the execution of all aspects of the Sunshine Days and Parade to include
development, planning, day(s) of coordination, overall event management, logistics, budget management,
programming, implementation, volunteers, personnel, advertising, and analysis. For more detailed
information see the Scope of Work section below.
The specific amount of the applicant’s proposal is open, to be defined by the applicant. The applicant must
identify a Priority 1 and Priority 2 funding level, indicating as their first priority the maximum amount
desired and, as a second priority, the minimum acceptable amount.
Define the differences in the level of services to be provided under the two priorities.
Any money granted by the City shall be on a reimbursement bases. Applicants must have the ability to pay
for services and products pending approval and reimbursement of allowed expenses by the City. Not all
expenses are eligible for reimbursement.
Page 2
Event Description (at a minimum)
EVENT DATES STREET FAIR (Vendors)
Friday, September 17 12 PM to 10 PM
Saturday, September 18 10 AM to 10 PM
PARADE
Saturday, September 17 12:00 PM
ENTERTAINMENT – in the form of live bands and DJ’s at Centennial Square
Friday, September 17 no later than 10 PM
Saturday, September 18 no later than 9 PM
Event dates and activities may be modified/added at the discretion of the event producer and with the written consent
of the City. To be coordinated with the Sunnyside High School Homecoming event and the Washington State Fair.
Applicant RFP Reception
All new applicants are required to schedule a meeting with the City Clerk or LTAC Chair and are encouraged
to ask questions about the scope of work, the City’s Special Event Permit, and other required
documentation.
By responding to this RFP the applicant agrees to be responsible for fully understanding the requirements
of the RFP and will ask any questions to make sure that understanding is gained. The City of Sunnyside
reserves the right to reject any or all responses to the RFP, to advertise for new responses, or to accept any
RFP response deemed to be in the best interest of the City and the successful management of the 2021
Sunshine Days and Parade.
Acceptance of any proposal should not be construed as a contract nor shall indicate any commitment on
the part of the City of any future action. The RFP does not commit the City to pay for any costs incurred in
the submission of a response to this RFP or for any cost incurred prior to the execution of a final contract.
Scope of Work
The Sunshine Days and Parade event producer will work closely with City staff to ensure a successful,
engaging, and family oriented event. Scope of work includes:
• Contacting and engaging with individuals, governmental agencies, small and large businesses, and
others to secure event vendors.
• Ensure all equipment providers, entertainment acts, permit fees, etc. are invoiced and paid on time.
• Organize event schedule including start and stop time, entertainment schedule, vendor/sponsor
placement, etc.
• Develop, manage, and execute master event plan and timeline; assign/delegate tasks to volunteer
teams; evaluate, analyze, and report results for the event.
Page 3
• Responsible for timely submission of all applicable City permits and applications as set forth in SMC
12.46, Special Event Permits (attached).
• Coordinate and communicate effectively with various City departments to secure proper and required
permits, street closures, no parking signs, police coverage, etc.
• Promote open lines of communication with the City and report on a monthly basis regarding results
from various efforts under this Contract.
• Marketing - Oversee the implementation of the marketing campaign to include, at a minimum:
o Design, create, and distribute promotional materials and campaigns highlighting the 2021
Sunshine Days and Parade
o Interact with press and television media, social media, local merchants and others to advertise
the 2021 Sunshine Days and Parade
o Negotiate advertising with local and regional media.
o Create a web and social media presence to promote and advertise the parade.
o Facilitate links with other websites to advertise event and encourage attendance.
o Provide written reports, as will be required by the City, detailing results derived from the
promotional efforts set forth above.
• Responsible for leading/managing volunteer committees, both pre-event and on-site, for all aspects of
the event.
• Manage relationships with event vendors to ensure compliance with all City permits, Washington State
Department of Health, and other agencies as required by state and local law.
• Direct and manage on-site event set up and clean-up.
• Develop Parade route and coordinate with City staff for the safe and efficient closure of roads. Submit
parade route and Special Event Permit to City in a timely manner and in accordance with SMC 12.46
.
• Develop Parade Entry Application, distribute, collect and organize applications.
• Pursuant to RCW 67.28.1816, provide an estimate of how any moneys received will result in increases
in the number of people traveling for business or pleasure on a trip: (i) away from their place of
residence or business and staying overnight in paid accommodations; (ii) to a place fifty miles or more
one way from their place of residence or their business; or (iii) from another county or state outside of
their place of residence or their business.
• Submit a report describing the actual number of people traveling for business or pleasure on a trip: (i)
away from their place of residence or business and staying overnight in paid accommodations; (ii) to a
place fifty miles or more one way from their place of residence or their business; or (iii) from another
county or state outside of their place of residence or their business.
Budget
All proposals must include an itemized budget which shows all costs to complete all tasks as described in
the project scope. The individual/firm awarded the contract will be responsible for raising additional funds
Page 4
through sponsorships and the collection of vendor fees to generate a profit for 2021 Sunshine Days and
Parade and raise funds in support of his/her own fees.
Reimbursement by the City of any amount is conditioned upon the following:
1) Each request for reimbursement shall be accompanied by a copy of the itemized invoice(s) or
bill(s) for advertising services purchased or allowed costs (invoices received that are not itemized
will NOT be reimbursed); and
2) If the reimbursement is sought for advertising expenses, one copy of the advertisement(s), or
other media copy acceptable to City, purchased by event producer for which reimbursement of
costs is requested.
3) Restriction on Expenditures. The event producer understands that any contract with the City is
governed by the restrictions mandated for use of Lodger’s Taxes and all expenditures are subject to
full disclosure to the City in order to show compliance with said requirements. The event producer
further understands that all expenditures shall be for the purpose of promoting tourism into the
City of Sunnyside. The event producer shall provide documentation in support of its efforts. The
event producer further agrees to cooperate with and furnish any requested documents to the State
Auditor upon request.
The City reserves the right to reject all or any portion of any request for reimbursement if, in the sole
opinion of the City, such expenditure is not authorized by the contract with the City or applicable law.
Insurance
Evidence of liability insurance coverage naming the City of Sunnyside, its officers, employees and agents as
additional insured parties and affording death, personal injury and property damage liability coverage in an
amount determined by the City Manager. Additional endorsements for host liquor liability and/or products
liability may be required, in the event food, beverages and/or alcoholic beverages are to be dispensed.
The City of Sunnyside has the right to place or renew the coverage at its discretion and charge the sponsor
for the cost thereof should the sponsor fail to obtain or maintain the required insurance coverage for the
event. A certified copy of the insurance policy may be submitted which shall name the City of Sunnyside as
an additional insured
RFP Schedule
(With the exception of the RFP due date, dates may be adjusted to meet unexpected circumstances.)
Publication and Due Date
Public notice advertised – Sunnyside Sun July 29, and August 5, August 12 2020
Notice published on the City Website July 22 through August 19, 2020
RFP package available for pickup July 22, 2020
RFP responses due August 19, 2020 by 4 PM
Review Process
LTAC review of proposals August 26, 2020
Council review LTAC recommendations September 14, 2020
Page 5
Funding Notification
Award notices mailed September 2020
Contracts issued (if required) December 2020/January 2021
Term
Project funding available January 1, 2021 through
June 30, 2021
Funds not expended by December 31, 2021 will be forfeited. NO EXCEPTIONS.
Project Management
The City Clerk’s Office will coordinate the RFP process, publicize, and receive the RFP in accordance with the
advertised timeline, and respond to applicant questions as appropriate. The City Clerk’s Office will then
issue contracts for approved projects, and monitor contract compliance. All contracts will require the
submission of appropriate written reports regarding the use of allocated funds. The City Clerk’s office, in
cooperation with the Finance Department, will process bills, reimburse expenses, and insure that proper
measures are taken to insure compliance with the Washington State Auditor’s Office.
Selection Process
Each application will be reviewed by LTAC based upon several criteria; eligible activities, effectiveness of
proposed project in meeting the expected outcomes, need, and funding requirements. LTAC
recommendations will not be subject to review or challenge by the applicant. Once reviewed by LTAC,
those recommendations will be forwarded to the City Council for final decision.
Other Information
Contract: The City will utilize its standard contract for City-funded activities.
Payment: Payment will be provided in accordance with the contract.
Legibility and Additional Materials: All information provided should be legible and typed in a 11 or 12
point type.
Performance: *IMPORTANT NOTICE* Washington State law RCW 67.28.1816(2) requires that the City of
Sunnyside submit an annual report detailing, by event, lodging tax revenue expended, the estimated
number of tourists that attended, and estimated lodging stays (heads in beds). Recipients of lodging tax
revenue will be required to collect and provide timely submission of this information.
Future allocations of Tourism Funds to agencies that have received funds previously will be subject to an
evaluation of past performance.
Page 6
Proposal Submittal
Please deliver seven (7) color copies of the proposal response (Pages 7 through 9 of this RFP) and the
required documentation identified on page 10 (Attachments) in a sealed envelope and any additional
information to:
Jacqueline Renteria, City Clerk
City of Sunnyside
818 E. Edison Avenue
Sunnyside, WA 98944
SUBMISSION DEADLINE - NO LATER THAN 4 PM ON AUGUST 19, 2020
SUBMISSION DEADLINE
August 19, 2020 by 4 PM
Page 7
PROJECT PROPOSAL
PROPOSALS MUST BE TYPED
Note - Marketing efforts must target tourists from a different town, city, county, state, or country. The City’s
lodging tax fund exists because visitors stay overnight in a Sunnyside lodging establishment and pay the tax.
"Tourism promotion" means activities, operations, and expenditures designed to increase tourism, including but
not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and
welcoming tourists; developing strategies to expand tourism; operating tourism promotion agencies; and funding
the marketing of or the operation of special events and festivals designed to attract tourists. (RCW 67.28.080 (6))
"Tourist" means a person who travels from a place of residence to a different town, city, county, state, or country,
for purposes of business, pleasure, recreation, education, arts, heritage, or culture. (RCW 67.28.080 (8))
Organization
Non-profit Public Agency For Profit
Name
Address
City State Zip
Phone Website
Contact Person
Name Title
Phone Fax
E-mail
Funding Request
Amount Requested $
Can you operate this activity/service with reduced funding? Yes No
If yes, list priorities below:
Reduced Amount - partial funding (no less than) $
SUBMISSION DEADLINE
August 19, 2020 by 4 PM
Page 8
Statement of Qualifications
The following outline is the format that is to be used in your proposal. Please respond to the inquiries in this
order:
Experience – List events similar in scope and size that you or your firm (under its present name) have completed
within the last three years and describe in detail your ability to meet the Scope of Work outlined in this RFP.
Personnel – Provide an organizational chart showing your project team, including any companies you propose to
contract with. Include brief resumes (1 to 3 sentences) of all individuals that will be utilized on this project.
Project Approach/Vision – Describe strategies that you or your firm will employ that will help ensure that this
project will be successfully completed.
References – Provide a minimum of three (3) references, including name, address, and telephone number of the
persons who will attest to your event experience and ability to manage the 2021 Sunshine Days and Parade
Financial Statement:
1) Provide a financial statement demonstrating sufficient startup funds.
2) Provide a detailed list of projected expenditures and revenues using the format below.
Beginning Balance
$
Revenues
Lodging Tax Funds
$
Sponsors (projected or confirmed)
$
Vendors
$
Other $
Other $
Other $
TOTAL
$
Expenses
$
$
$
$
$
$
$
$
$
$
TOTAL
$
SUBMISSION DEADLINE
August 19, 2020 by 4 PM
Page 9
PROPOSAL CERTIFICATION
The applicant organization hereby certifies and affirms the following:
The governing body of the applicant organization has approved this application.
The undersigned is authorized to sign this application on behalf of the applicant organization.
The information contained in this application is true, correct, and complete and the applicant organization
understands and will comply with all provisions thereof.
That applicant organization will abide by all relevant local, state, and federal laws and regulations.
That it does not now, nor will it during the performance of any contract arising from this application,
unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, creed,
place of birth, or degree of disability.
Certified by:
(Signature)
(Print Name)
Title
Date
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Page 10
ATTACHMENTS
ITEMS LISTED AS REQUIRED MUST BE SUBMITTED WITH THE PROPOSALS.
Proposals received without the required attachments will be considered incomplete and
returned to the organization for corrections and may be submitted for LTAC consideration at a
future meeting, if funding is available.
NON-PROFITS:
Statement of Qualification (see page 8) – REQUIRED
Copy of state certificate of non-profit incorporation - REQUIRED
Copy of federal exemption status 501(c)(3) or 501(c)(6)– REQUIRED
Copy of current Form 990 - REQUIRED
IRS Tax ID number - REQUIRED
Copy of articles of incorporation
Copy of most recent approved and proposed budgets of the overall organization - REQUIRED
List of members of the organization’s board of directors, principal staff, and contact information for each -
REQUIRED
Proof of insurance – REQUIRED to be provided within 30 days of acceptance.
PUBLIC AGENCIES:
Copy of meeting minutes approving project and authorization of application or a letter or resolution
indicating official approval of project and application - REQUIRED
Statement of Qualification (see page 8) – REQUIRED
Proof of insurance – REQUIRED to be provided within 30 days of acceptance.
FOR PROFIT:
Statement of Qualification (see page 8) – REQUIRED
Articles of incorporation
Current business license - REQUIRED
IRS Tax ID number - REQUIRED
State UBI number - REQUIRED
Proof of insurance – REQUIRED to be provided within 30 days of acceptance.
List of managers or principal officers/directors and contact information for each – REQUIRED
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