SLED Opportunity · VIRGINIA · TOWN OF HERNDON
AI Summary
The Town of Herndon requests proposals for event management services to support community-wide and smaller events, including cultural and winter market themes, with logistics support.
The Town of Herndon (the "Town") is soliciting proposals from qualified firms to provide Event Management Services. The Town is interested in firms that can support all or some aspects of managing events, ranging from full community-wide events to smaller pop-up events. Areas of interest include a community-wide cultural event in September, a December event in the theme of a winter market (potentially culturally themed), and additional smaller events requiring support for tents, tables, chairs, and logistics.
The Town of Herndon is the third largest town in the Commonwealth of Virginia and home to more than 24,500 residents. Amidst a 21st century Northern Virginia landscape of high-rise buildings, industrial complexes and transportation hubs, Herndon maintains a small-town charm that is evident in its downtown, its neighborhoods and its commercial areas. Whether you are visiting for pleasure or business, you will enjoy the small-town charm of this pre-Civil War town and the many attractions we offer. Packed with outstanding recreational activities, the award-winning Herndon Community Center offers many programs and events. Enjoy the town's 11 parks or take a hike on the W&OD Trail that runs through the heart of downtown Herndon. Or spend a day on the links at the Herndon Centennial Golf Course, named one of Golf Digest's "Places to Play."
Addendum #1.
Please provide the following information:
Person to contact regarding this bid
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This is to certify that this person/firm/corporation is not now debarred by the Federal Government or by the Commonwealth of Virginia or by any other state, town, city, or county from submitting proposals for such work nor are they an agent of any person or entity that is now debarred.
A certified SWaM Business is one that holds a current certification from the Virginia Department of Small Business and Supplier Diversity (SBSD), the U.S. Small Business Association (SBA), the Women's Business Enterprise National Council (WBENC), National Minority Supplier Development Council (NMSDC) or from other U.S. State and some local government supplier diversity program.
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______________Years, __________ Months
Please upload your proposal here.
Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected including the section of the proposal in which it is contained and the page numbers, and state reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures or paragraphs that constitute trade secrets or proprietary information. In addition, a summary of proprietary information shall be submitted on this form. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable
DO NOT INCLUDE PRICING IN THIS SECTION
Offerors must submit a complete response to this RFP. Offerors shall submit written proposals that present the Offeror’s qualifications and understanding of the work to be performed. The Offeror’s proposal should be prepared simply and economically, providing a straightforward and concise description of the capabilities to satisfy the requirements of the RFP. The Offeror should provide all the information that it considers pertinent to its qualifications for the project and which responds to the scope of services and criteria listed herein. Emphasis should be placed on completeness and clarity of content. To assist in the evaluation process, Offerors shall consider, font size to be no smaller than 10, and each section shall be properly identified by the titles provided below.
The written narrative statement shall include the following:
Executive Summary:
Skills and Experience of Project Team:
Similar Services and Related Experience:
Project Approach/Methodology and Ability to Meet/Exceed Requirements:
Project Schedule:
In accordance with the terms, conditions and specifications of this Request for Proposal, the authorized person(s) agrees to furnish the items and/or services requested. The authorized person(s) acknowledges that their proposal is valid for a period of 120 days from the due date and certifies they have read, understand, and agrees to all terms and conditions and requirements of this Request for Proposal, and is authorized to contract on behalf of the firm submitting the response.
Q (No subject): The RFP references a monthly retainer for ongoing services, while Appendix B requests lump sum pricing for events and unit-based pricing for service elements. Can the Town clarify how the monthly retainer should be incorporated into the cost proposal, and whether it should be included within Appendix B or submitted separately?
A: See Addendum #1
Q (No subject): The Scope of Services outlines coordination with Town departments such as Public Works and Police. Can the Town clarify which event-related costs (e.g., police, public works, sanitation, permitting) are covered directly by the Town versus those expected to be managed and invoiced by the Contractor?
A: See Addendum #1
Q (No subject): Appendix B requires both lump sum event pricing and detailed unit pricing for individual service elements. How should Offerors ensure alignment between these pricing components to avoid duplication or inconsistencies (e.g., should lump sum pricing be derived from the unit rates, or treated independently)?
A: See Addendum #1
Q (No subject): Is the Contractor expected to hold and manage vendor contracts directly (e.g., tents, staging, entertainment), or will certain vendors be contracted directly by the Town with the Contractor serving in a coordination role?
A: See Addendum #1
Q (Sponsorships ): The RFP indicates that sponsorship payments will be coordinated directly with the Town. Does the Town have target sponsorship revenue goals, and how should Offerors reflect sponsorship development efforts in their pricing given that revenue does not flow to the Contractor? Are there any existing sponsors, category exclusivities, or approval constraints that Offerors should be aware of when developing a sponsorship strategy?
A: See Addendum #1
Q (No subject): How will weather-related cancellations, postponements, or significant disruptions be handled, particularly with respect to cost recovery, rescheduling, and financial responsibility?
A: See Addendum #1
Q (Budget): Is there an estimated budget for the contracted agency to produce the two seasonal events slated for later this year?
A: See Addendum #1
Q (Budget): Can the Town provide an estimated budget range or historical spend for the Fall Cultural Festival and Winter Festival?
A: See Addendum #1
Q (Budget): Is there an allocated budget for event management services, including planning, logistics, and execution?
A: See Addendum #1
Q (Budget): Are there any not-to-exceed thresholds or budget guidelines vendors should consider when developing proposals?
A: See Addendum #1
Q (Existing Vendor): Is this solicitation intended to replace an incumbent vendor, or is this a new service contract?
A: See Addendum #1
Q (No subject): Can the Town share prior event summaries or outcomes (attendance, vendors, sponsors, etc.)?
A: See Addendum #1
Q (Event Scope): Does the Town anticipate these events taking place in outdoor public spaces, indoor venues, or a combination of both?
A: See Addendum #1
Q (Event Scope): Will the Town provide defined event layouts, site plans, and logistical frameworks, or should the Contractor develop these as part of the proposal?
A: See Addendum #1
Q (No subject): Will vendor mix (food, retail, cultural programming, etc.) be defined by the Town, or should the Contractor propose a recommended structure?
A: See Addendum #1
Q (No subject): Does the Town have defined sponsorship revenue goals for each event?
A: See Addendum #1
Q (No subject): Will the Town provide baseline promotional support, or should the Contractor propose a comprehensive marketing and outreach strategy?
A: See Addendum #1
Q (Festival Goal): What are the Town’s primary goals for each festival (economic impact, cultural representation, community engagement, tourism, etc.)?
A: See Addendum #1
Q (Vendor Preference): Does the Town have preferred or required vendors for tents, staging, A/V, lighting, or power distribution?
A: See Addendum #1
Q (Vendor/Sponsor Relationship): Does the Town maintain a list of approved or returning sponsors and vendors?
A: See Addendum #1
Q (Vendor Management): Are there vendor fee structures already established, or should the Contractor propose them?
A: See Addendum #1
Q (Vendor Management/Entertainment): Is entertainment programming included within the Scope of Work (SOW)? If so, given that no specific line item for entertainment is identified in the budget, please clarify the Contractor’s expected responsibilities related to booking, managing, and funding entertainment
A: See Addendum #1
Q (Sponsor/Vendor): Are there sponsorship or vending categories that are restricted or prohibited (e.g., alcohol, cannabis, political organizations)?
A: See Addendum #1
Q (Sponsor/Vendor Acquisition): Will the City consider a fee-plus-commission pricing structure for sponsorship development, in lieu of or in addition to a flat fee model?
A: See Addendum #1
Q (Vendor Management): Does the Town have preferred waste management vendors?
A: See Addendum #1
Q (Marketing and Media): What marketing channels does the Town typically use (social media, print, radio, email)?
A: See Addendum #1
Q (Budget): What is the Town’s expected budget range for each event?
A: See Addendum #1
Q (Revenue): What is the expected earnings from each festival?
A: See Addendum #1
Q (Reporting): Will you share post event reports from previous years available?
A: See Addendum #1
Q (Lessons Learned): In 2020, the Fall festival was cancelled. What challenges or pain points did the Town experience in past festivals?
A: See Addendum #1
Q (No subject): - Please clarify how sponsorship revenue will be handled under this contract, including whether those funds are retained by the Town or shared with the selected contractor.
A: See Addendum #1
Q (No subject): - Are there any sponsor categories or types of sponsor activations that the Town does not permit or prefers to avoid for these events?
A: See Addendum #1
Q (No subject): - Does the Town currently have active sponsorship agreements or a historical sponsor base that the selected contractor will be expected to maintain or build upon?
A: See Addendum #1
Q (No subject): - How does the Town envision the contractor’s role in marketing and communications, for example, limited to strategy and coordination, or extending to creative development, media buying, and social media management?
A: See Addendum #1
Q (No subject): - Has the Town identified any specific diversity, equity, and inclusion objectives for vendors, performers, and programming, such as representation goals or cultural focus areas?
A: See Addendum #1
Q (No subject): - Will the Town be able to share historical information on attendance, budgets, and sponsorship performance for comparable events to help inform proposed approaches and targets?
A: See Addendum #1
Q (No subject): - How does the Town anticipate handling reimbursement for event-related pass‑through costs, and will there be any spending limits or advance approval requirements for those items?
A: See Addendum #1
Q (No subject): - If sponsorship performance exceeds expectations, does the Town foresee any incentive or upside mechanism tied to those results, or should offerors assume that sponsorship revenue will solely support the Town’s event budget?
A: See Addendum #1
Q (No subject): - Is there an incumbent provider for these event management services, and can the Town share whether this solicitation reflects any identified service gaps or evolving needs from the current model that offerors should keep in mind when shaping their proposals?
A: See Addendum #1
Q (No subject): - Beyond the Fall Cultural Festival and Winter Festival, the RFP notes that additional events may be included under this contract. Could the Town provide a general sense of how many additional events might be anticipated in a typical year, and the level of support expected for those?
A: See Addendum #1
Q (No subject): - What standard invoicing and payment terms does the Town expect to apply to this contract, and will those terms cover both the ongoing retainer and event-specific billings?
A: See Addendum #1
Q (No subject): - Will the physical location of the contractor be a factor in the evaluation, or is the Town open to firms based elsewhere in Virginia provided they can demonstrate adequate on-site presence and responsiveness?
A: See Addendum #1
Q (No subject): - What level of meeting frequency does the Town anticipate during key planning periods and between events, and would a mix of virtual meetings and in-person sessions at critical milestones be acceptable?
A: See Addendum #1
Q (No subject): - Does the Town anticipate any nondisclosure or non‑compete requirements related to the contractor’s existing or future relationships with regional or national sponsors, and, if so, can you outline the intended scope of those provisions?
A: See Addendum #1
Q (No subject): - Has the Town established any goals or expectations regarding the use of SWaM or other certified businesses for this contract, and how will those considerations be factored into the selection process?
A: See Addendum #1
Q (Appendix B / Retainer Contradiction ): Should retainer be embedded in lump sums or itemized separately, and if separately will the Town issue a revised Appendix B?
A: See Addendum #1
Q (Police detail financial responsibility): Is the contractor responsible for paying Herndon PD off-duty detail officer rates or does the Town cover this cost?
A: See Addendum #1
Q (Waste management financial responsibility): Will the Town provide dumpsters and pay hauling fees or is the contractor procuring a third-party waste contract at their own cost?
A: See Addendum #1
Q (Venue identification and terrain): Can the Town identify the specific venues typically used and confirm whether they are primarily grassy park terrain or paved hardscape?
A: See Addendum #1
Q (Shore power vs generators): Will the designated venues have sufficient shore power infrastructure or should the contractor assume they must provide all primary power via generator rentals?
A: See Addendum #1
Q (County and Fairfax permits): Beyond Town permits, are there historical Fairfax County, health department, or fire marshal permits the contractor is financially responsible for securing and paying?
A: See Addendum #1
Q (Town staff on-site ): Can the Town quantify the anticipated number of Town staff available on event day and clarify their specific operational roles?
A: See Addendum #1
Q (First impression score criteria): Can the Town elaborate on what specific elements distinguish an excellent score of five from a very good score of four in the first impression evaluation?
A: See Addendum #1
Q (Legacy sponsor list and historical revenue): Does the Town have existing sponsor relationships the contractor will inherit, and what were the historical sponsorship revenue totals for each festival in the past two years?
A: See Addendum #1
Q (Pyrotechnician language): Does this contract involve pyrotechnics and if so where is that requirement specified, given that a licensed pyrotechnician is a significant compliance requirement not addressed in the scope?
A: See Addendum #1
Q (Subcontractor documentation): Are executed teaming agreements required at time of submission or is a letter of intent acceptable?
A: See Addendum #1
Q (CPI cap scope ): Does the renewal year CPI cap apply to contractor labor and management fees only, or does it also cap pass-through costs of third-party physical rentals that may experience industry inflation well above CPI?
A: See Addendum #1
Q (Historical physical asset quantities): To price an accurate lump sum, can the Town provide historical quantities of tents, tables, and chairs used at each festival in prior years?
A: See Addendum #1
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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