request for proposals santa parade … santa parade coordinator services.pdf · subject: rfp –...

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The Corporation of the Town of Tecumseh

REQUEST FOR PROPOSALS

SANTA PARADE COORDINATOR SERVICES

May 28, 2013

* * *


917 Lesperance Road

Tecumseh, ON • N8N 1W9

Phone: 519-735-2184

Facsimile: 519-735-6712

www.tecumseh.ca

http://www.tecumseh.ca/

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REQUEST FOR PROPOSALS

SANTA PARADE COORDINATOR SERVICES

May 28, 2013

TABLE OF CONTENTS

Section Page

A Information for Proponents 3

B Service Requirements 7

C Proposal 10

Appendix A – Marshalling Area 13

Appendix B – Map of Parade Route 14

Appendix C – Statement of Guarantee 15

RFP – Santa Parade Coordinator Services May 28, 2013

Section A: Information for Proponents

3

INFORMATION FOR PROPONENTS

Page

1. Proposal Name 4

2. Scope of Work 4

3. Closing Time & Date 4

4. Proposal Opening 5

5. Contact Person 5

6. General Terms & Conditions 5

7. Selection Process 6



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SECTION A: INFORMATION FOR PROPONENTS

1. PROPOSAL NAME

This Request for Proposal will be referred to as the “RFP – Santa Parade Coordinator

Services – May 28, 2013”.

2. SCOPE OF WORK

The Town of Tecumseh (The Town) has a population of approximately 25,000 people.

Each year, The Town coordinates “Christmas in Tecumseh” an evening of activities for

residents and visitors to kick off the Holiday season..

The Christmas in Tecumseh Event is scheduled on Friday, November 29, 2013 from 6:00

p.m. to 9:00 p.m. Activities typically include free public skating at the arena, horse &

carriage rides, marshmallow roast, clowns, balloon twisters, arts & crafts, and Santa

Parade.

The Town of Tecumseh is seeking proposals for the coordination and marshalling of the

Santa Parade on November 29, 2013.

3. CLOSING TIME & DATE

Proposals must be received at Town Hall no later than 2:00 p.m. on Thursday, June

27, 2013.

Please provide four (4) copies of the proposal.

Proposals should be returned in a sealed envelope marked:

“RFP – Santa Parade Coordinator Services – May 28, 2013”

At the following address:


917 Lesperance Road

Tecumseh, ON N8N 1W9

Attention: Laura Moy, Director Staff Services/Clerk

Any proposal received after the specified closing time will be returned to the

proponent unopened.



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4. PROPOSAL OPENING

The opening of the submissions shall commence at 2:05 p.m. on Thursday, July 4, 2013

unless the Clerk or designate acting reasonably postpones the start to some later hour, but

the opening shall continue once started, until the last proposal is opened. Opening of

proposals will be for the purpose of recording those proponents who have submitted by

the deadline.

5. CONTACT PERSON

Any questions or concerns arising out of this RFP should be addressed to:

Ms. Kerri Rice

Manager, Recreation Programs/Events

Phone: 519-735-4756 ext. 421

Fax: 519-735-0830

Email: [email protected]

If additional information is required, an addendum to the proposal call will be issued.

6. GENERAL TERMS & CONDITIONS

a) This Request for Proposal is subject to the Town of Tecumseh’s Procurement

Policies and Procedures as outlined in the Town of Tecumseh Purchasing Bylaw

2006-03.

b) The Town reserves the right to reject any and all submissions.

c) Neither the transmission of this RFP to a prospective supplier, nor the acceptance

of a reply, implies any obligation or commitment by the Town of Tecumseh.

d) The Town is not liable for any costs incurred by proponents in preparing

responses to this RFP.

mailto:[email protected]



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7. SELECTION PROCESS

The following schedule is provided for planning purposes only. The Town may alter this

schedule at any time and accepts no responsibility for adherence to this schedule:

a) May 28, 2013 Issue of Request for Proposals

b) June 27, 2013 Due date for submission of proposal

c) July 4, 2013 Proponent interviews completed (if necessary)

d) July 11, 2013 Evaluations completed

e) July 12, 2013 Recommendations completed

f) July 23, 2013 Council approval obtained

g) August 13, 2013 By-law passed by Council

h) August 16, 2013 Service contract start date

RFP – Santa Parade Services May 28, 2013

Section B: Service Requirements

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SERVICE REQUIREMENTS

Page

1. Length of Agreement 8

2. Purpose 8

3. Scope of Work 8

4. Parade Marshalling 8

5. Parade Route 9

6. Parade Advertising 9

7. Parade Entries – Floats, Marching Bands, etc. 9

8. Parade Staffing 9

9. Parade Entry Registration 9

10. Insurance 9



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SECTION B: SERVICE REQUIREMENTS

1. LENGTH OF AGREEMENT

The term of the agreement shall be for a period from the date of the signed agreement to and

including November 29, 2013.

2. PURPOSE

To request a proposal for production, coordination and management of a 2013 Santa Parade, to

be held on November 29, 2013 starting at 6:00 p.m. in the Town of Tecumseh.

3. SCOPE OF WORK

Managing all event production aspects of the Santa Parade including but not limited to:

Site planning

Budgeting

Developing of protocols guidelines, sponsorship proposals, application forms, etc.

Signage plans

Sourcing and securing talent and participants, managing and coordinating participants,

developing the parade line-up, timing and pace

Securing participants and submitting for approval to the Town of Tecumseh

Developing volunteer job descriptions, recruiting and training volunteers

Town services requests (ie: road closures, etc.)

Set up and tear down logistics

Regularly reporting the project milestones and progress to the Town of Tecumseh

Completing and submitting all expenditure requests, and other related vendor contracts

to the Town of Tecumseh for approval

Fulfilling sponsorship programs on-site, including signage placement, speaking

opportunities, etc.

Having the resources to commit to this project through to completion with regular

monitoring to assess successes and challenges

Easily accessible via phone or in person at all times

4. PARADE MARSHALLING

The parade shall be marshalled within the municipal property known as Lacasse Park. An area

along Lacasse Boulevard from the park entrance north to St. Pius School will serve as an area to

stage larger parade entries. See Appendix A – Marshalling Area.



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5. PARADE ROUTE

The parade route is as follows:

Start at the corner of Lacasse Boulevard and Clapp Street.

South along Lacasse Boulevard to Tecumseh Road;

West on Tecumseh Road to Lesperance Road;

North on Lesperance Road to the Tecumseh Town Hall (corner of Lesperance Road and

McNorton Street).

See Appendix B – Map of Parade Route

6. PARADE ADVERTISING

All advertising will be coordinated and approved by the Manager, Recreation Programs/Events

for the Town of Tecumseh.

7. PARADE ENTRIES - FLOATS, MARCHING BANDS, ETC.

Successful proponent will be responsible for sourcing and securing all talent and parade

participants including marching bands and other paid entries. Successful proponent will be

responsible for collecting other participant applications.

8. PARADE STAFFING

Successful proponent will be responsible for securing volunteers for the production of the

parade, including the marshalling area, road closure areas and parade route. The successful

proponent will be responsible for ensuring all volunteers meet the Town’s health and safety

training requirements.

Successful proponent will be responsible for following the recommendations set out by the

Tecumseh OPP in terms of road closures and other public safety matters.

9. PARADE ENTRY REGISTRATIONS

The successful proponent will be responsible for preparing and processing of parade entry

applications and will submit a listing of all entries to the Town for final approval. The successful

proponent will report all registration fees collected and agree to the terms that all registration

fees will be credited towards the overall production expenditures and/or parade enhancements.

10. INSURANCE

The successful proponent will purchase and provide proof of liability insurance with a minimum

coverage of $2,000,000 a minimum two weeks prior to the event indicating the Town as an

additional named insured.


Section C: Proposal

10

PROPOSAL

Page

1. Event Plan 11

2. Statement of Guarantee 11

3. Service Charges & Fees 11

4. Expiry of Offer 12

5. Services 12

6. References 12

7. Confidential Nature of Information 12

8. Other 12


Section C: Proposal

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SECTION C: PROPOSAL

This document has been prepared to assist the proponents with the preparation of a proposal to

provide Santa Parade Coordinator Services to the Town of Tecumseh. Each proposal is expected

to contain sufficient detail concerning all terms and conditions of this proposal request to permit

the drafting of a contract.

The proposals will be evaluated by the following employees of the municipality:

Paul Anthony - Director, Parks and Recreation

Luc Gagnon - Director, Financial Services/Treasurer

Kerri Rice - Manager, Recreation Programs/Events

Proposals will be evaluated based on the ability of the proponent to meet the service needs of the

municipality. Additionally, the employees of the municipality will consider such factors as:

Experience of service provider

Equipment/Floats available for event

References

As a minimum the proposal submission must address the following items:

1. EVENT PLAN

Proponents shall provide a detailed plan for the Santa Parade that clearly describes the entries

that will be provided in the parade. In addition, the proponent shall provide a detailed

description of how the marshalling of the parade will be conducted within the approved area and

along the entire parade route.

2. STATEMENT OF GUARANTEE

Proponents shall provide, with their proposals, a Statement of Guarantee to the Town of

Tecumseh, relating to terms, conditions, process etc., for the agreement term.

A Statement of Guarantee template is included in Appendix C. Please complete and include

with your submission.

3. SERVICE CHARGES & FEES

All charges for any proposed undertaking of service must be clearly identified. Where no service

charge or fee is quoted, it will be deemed that it is recovered elsewhere in the proposal. The

Town will not be subject to any service charge or fee during the term of the agreement, which is

not expressly indicated in the agreement.


Section C: Proposal

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4. EXPIRY OF OFFER

The terms, conditions and pricing of all proposals submitted shall remain firm as quoted for a

period of sixty (60) days from the date of closing.

5. SERVICES

An outline as to how the proponent will meet the service requirements.

6. REFERENCES

The names of senior staff personnel, who can attest to the dependability, consistency and success

of events.

7. CONFIDENTIAL NATURE OF INFORMATION

All information obtained by proponents in connection with this request for proposal must be

treated as confidential. The proponent shall not use said information for any purpose that is not

associated with the request for proposal and subsequent agreement, if awarded.

8. OTHER

Any other information or services that might be of benefit to the Town of Tecumseh.


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APPENDIX A: MARSHALLING AREA


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APPENDIX B: MAP OF PARADE ROUTE


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APPENDIX C: STATEMENT OF GUARANTEE

Letterhead or Proponent’s name and address

Date

Purchasing agent’s name and address

Dear Sir/Madam

Subject: RFP – Santa Parade Coordinator Services – May 28, 2013

List any amendment nos. and dates

The enclosed proposal is submitted in response to the above-referenced Request for Proposal.

Through submission of this proposal we agree to all of the terms and conditions of the Request

for Proposal.

We have carefully read and examined the Request for Proposal and have conducted such other

investigations as were prudent and reasonable in preparing the proposal. We agree to be bound

by statements and representations made in this proposal and to any agreement resulting from the

proposal.

Yours truly,

____________________ signature

Name: _________________________

Title: _________________________

Legal name of Proponent: _________________________

_________________________

Date: _________________________

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