REQUEST FOR PROPOSALS Race Coordination and Event Timing for 5K Race and Children s Fun Run

Transcription

1 REQUEST FOR PROPOSALS The (Metro Water District) is soliciting proposals from firms to provide race coordination, event registration and official race timing for the 2014 Water Drop Dash 5K race and Children s Fun Run. The event will be held on March 15, 2014 at the Chattahoochee Nature Center in Roswell, Georgia. This event will promote water conservation awareness to households within the Metro Water District s 15- county area. The one year contract will have an option to extend for two (2) additional 1-year periods. To receive consideration, your proposal should respond to the project described in the enclosed Scope of Services (Exhibit A). Please provide a description of the proposed approach your firm would take to accomplish the tasks outlined in the Scope of Services. In addition, your proposal should also provide an estimate of project costs, in the format provided in Exhibit B, not to exceed the annual project budget of $7,000. Project budget is subject to negotiation in future years based on proposed work. Responses to this request should be in written form. The contract will be awarded to the firm determined to be the most qualified to perform the work based on the following evaluation criteria. The relative weights of the criteria are shown in parentheses: (1) Demonstrated understanding of the project, and the firm s recommended approach to performance and schedule for accomplishing the project, as described in the Scope of Services; (40%) (2) Specific knowledge, expertise, and experience of staff members assigned to the project in race coordination and official race timing; (50%) (3) Consultant s cost proposal; (5%) [This proposal shall follow the format outlined in Exhibit B and include identified costs by task] (4) Three references including a contact person from similar previous projects. (5%) Interviews may be required, however the Metro Water District reserves the right to award a contract based upon evaluation of written proposals only. All responses should be in writing and must be received by the Metro Water District no later than 5:00 pm, Friday, November 1, 2013.

2 Affirmative responses (proposals) shall provide a recommended approach and schedule for accomplishing the specified tasks in the Scope of Services. Proposals should not exceed 20 pages in length. Although not required, it is preferred that proposals be printed on 10 pages, front and back (20 pages total). The Metro Water District requires five (5) hard copies of the proposal. In addition to the proposed approach and cost information, proposals must also include the following documentation: (1) The firm s recent experience directly related to the scope of services; (2) Identification of specific personnel who would work on the event, along with a description of their experience directly related to the scope of services; and (3) Proposed project budget in the format of Exhibit B (not included in page limit). It is not anticipated that additional information will be required to respond to this RFP. However, should the need arise, technical questions should be ed or faxed to the address below and received no later than 5:00 pm, Monday, October 21, Any responses will be posted on the Metro Water District website ( by Friday, October 25, Please direct all proposals and correspondence to: Lora Amedu 40 Courtland Street, NE Atlanta, GA lamedu@atlantaregional.com Fax: We look forward to receiving a response from your firm. 2

3 I. OVERVIEW EXHIBIT A - SCOPE OF SERVICES This project involves race coordination, event registration and official race timing for the 2014 Water Drop Dash 5K race and Children s Fun Run. The event will be held on March 15, 2014 at the Chattahoochee Nature Center in Roswell, Georgia. The one year contract will have an option to extend for two (2) additional 1-year periods. II. BACKGROUND The Metro Water District is responsible for developing comprehensive regional water resource plans for a 15-county metropolitan area that includes Bartow, Cherokee, Clayton, Cobb, Coweta, DeKalb, Douglas, Fayette, Forsyth, Fulton, Gwinnett, Hall, Henry, Paulding and Rockdale counties. The Metro Water District has adopted three comprehensive water management plans that local governments within the 15-county metro Atlanta region are required to implement. The Water Supply and Water Conservation Water Management Plan includes 19 water conservation measures for reducing water demand in the region. One of these provisions is to implement an education and public awareness program. In order to assist the local governments, the Metro Water District has created a region-wide race and education fair to promote water conservation awareness during the U.S. EPA s WaterSense Fix-a-Leak Week. III. PROJECT OUTLINE AND OBJECTIVES The Water Drop Dash 5K race, children s fun run and education fair will be held on March 15, 2014 at the Chattahoochee Nature Center in Roswell, Georgia. The race course will follow the Water Drop Dash 2013 USA Track and Field certified course map. The event will include, but is not limited to, the following activities: Water Drop Dash 5K race Children s fun run with water utility mascots Education fair for water utilities and event sponsors 3

4 IV. PROJECT MANAGEMENT The project tasks outlined below shall be carried out by the Consultant except where indicated under the direction of Metro Water District staff. V. PROJECT TASKS Task 1 Race Coordination A. Coordinate the Water Drop Dash 5K race and Children s Fun Run with Metro Water District and Chattahoochee Nature Center staff B. Attend routine meetings and/or participate in calls to follow-up on event progress C. Develop event budget with Metro Water District staff D. Assist with creating promotion strategy to recruit optimum event participation E. Prepare the schedule of events and timeline for race day with Metro Water District staff F. Determine traffic control requirements and make arrangements with local municipality G. Determine parking logistics for event day H. Set-up and break-down parking signage, safety cones, etc. I. Secure a safety team (EMT, fire, police) based on medical coverage needs J. Set-up and break-down all aspects of the race course K. Set-up refreshment areas (tables, cups, coolers, etc.) on the course and at the finish line Task 2 Event Registration A. Organize event registration, both pre-race and day of the event B. Coordinate online registration with Metro Water District staff through Active.com C. Coordinate localized race registration through running store partner D. Process all registration entries and prepare packets for pre-registered runners E. Collect registration fees from participants and send all monies to Metro Water District F. Prepare race numbers and distribute to runners on event day G. Set-up and break-down registration area on event day H. Supervise and train volunteers assisting with event registration and race timing Task 3 Race Timing Services A. Provide official race timing and computerized award results based on award categories B. Set up start and finish lines with race clock and provided start and finish line banners C. Provide and set-up all race course equipment including, but not limited to, safety cones, course signage, barricades, tents, tables and rental vehicles, for race course D. Consult with race organizers regarding necessary race announcements 4

5 EXHIBIT B PROPOSED PROJECT BUDGET BY TASK Amount Task 1 Race Coordination Task 2 Event Registration Task 3 Race Timing Services Total 5