REQUEST FOR PROPOSAL FOR

         REQUEST FOR PROPOSAL FOR Event Coordinator (1 Year Period)                 INTRODUCTION  Emery County is soliciting competitive proposal...
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         REQUEST FOR PROPOSAL FOR Event Coordinator (1 Year Period)

  

 

          

INTRODUCTION  Emery County is soliciting competitive proposals from qualified individuals interested in assisting, managing and developing events for Emery County. The successful individual will work under the general supervision of the Emery County Commission and Emery County Travel Bureau.

OBJECTIVE AND SCOPE OF WORK  Emery County is seeking a qualified individual to take on the role as Event Coordinator. They will control events from conception to clean up and assist with area events managed by other organizations. They will meet with volunteers, scout and book locations, food, entertainment, staff and cleanup. They will create budgets and stick to them, as well as organize transportation, hire and wrangle keynote speakers or celebrities, work with Emery County IT Department for A/V and equipment needs, and generally make sure the event runs smoothly, efficiently and handle any crisis that may come up.

ESSENTIAL FUNCTIONS ● Communication: Event coordinator will work closely with volunteers, listening to needs

and presenting ideas and solutions. They will also work with suppliers, contractors, employees, volunteers, wait staff and many other parties at the same time. Customer service and interpersonal skills are required. ● Calm Under Pressure: Many things can go wrong during an event, and something

eventually will. Event coordinators need to remain calm during crisis and the high pressure of an event in progress. ● Computer Skills: Modern event planners rely on computers to communicate, plan,

budget and organize their events. ● Negotiation Skills: Event coordinators will need negotiation skills to work out prices with

clients and contractors. ● Organization: Many things happen all at once at meetings. Event coordinators need to

stay focused and organized so that the event goes off without a hitch. ● Problem-Solving Skills: Inevitably, something will go wrong at an event. Being able to

quickly solve the issue is required.        

 

 

PROPOSAL QUALIFICATION REQUIREMENTS All proposals submitted for evaluation must include, but are not limited to the following information. A.​​ Individual Background – Please provide information about yourself, history, credentials, principal place of business and contact information. B.​​ Responding individuals are encouraged to share examples of similar projects and provide an explanation of what could be considered including materials used and creative process. (1)​ Emery County Travel Bureau can provide helpful information to Coordinator ​ (2)​ Coordinator to assist with existing events and organize new events to enhance the ​ likelihood to increase area and attraction visits (3)​ Coordinator to provide draft timeline of event dates ​ C.​​ Cost – Identify the estimated cost to complete this work for the 2016 year.

EVALUATION OF PROPOSALS Once responsibility for the proposals has been passed by the Emery County Commission to the Emery County Travel Council they will then be evaluated and ranked. Individuals may be invited to give an oral presentation and interview. Evaluation criteria with assigned weights are as follows: 1.​​ Completeness of Proposal 2.​​ Experience 3.​​ Cost/Pricing 4.​​ Creativity

20 points 20 points 20 points 40 points

INQUIRIES All inquiries relating to the proposal should be directed to: Emery County Travel Bureau Tina Carter P.O. Box 907 Castle Dale, UT 84513 [email protected]​ v or 435-381-3569 (office)

INSTRUCTIONS FOR PROPOSAL SUBMISSION Two (2) copies of the proposal must be submitted to: Emery County Clerk/Auditor Brenda Tuttle 75 E. Main St. P.O. Box 907 Castle Dale, UT 84513 [email protected]​ or 435-381-3551 (office) Due by Monday, April 4, 2016. An electronic file of all submissions is also requested for ease in distribution for evaluation purposes. ACCEPTANCE OF PROPOSAL Emery County will evaluate all proposals to determine acceptance or rejection of the proposal. Emery County ​ reserves the right to reject any or all bids for any reason. Pursuant to this RFP a contract will be executed and signed. PROCUREMENT RULES AND PROCEDURES Emery County will award a contract in reliance upon the information contained in proposals submitted in response to the RFP. Emery County will be legally bound only when and if there is a definitive signed agreement with the awarded contractor. The successful Contractor who has his/her proposal accepted may be required to answer further questions and provide further clarification of his/her proposal and responses. Receiving this RFP or responding to it does not entitle any entity to participate in services or transactions resulting from or arising in connection with this RFP. Emery County shall have no liability to any person or entity under or in connection with this RFP, unless and until Emery County and such person shall have executed and delivered a definitive written agreement. No oral modifications or amendments to this RFP or any resulting contract shall be effective, but such may be modified or amended by a written agreement signed by the parties. If it becomes necessary to revise any part of this RFP, an addendum will be provided to all who received an RFP.

PROCUREMENT ​

TIMETABLE

Below is the Procurement Timetable that has been established for this RFP. ​

Required Activity

Scheduled Date

RFP Issue Date

February 3, 2016

Closing Date for Receipt of Proposals

April 4, 2016

Selection of Agency

April 19, 2016* Project End Date - May 1, 2017

*Desired date for Emery County to select agency.