Event Producer - Request for Proposals

Los Angeles Unified School District

Los Angeles, CA

ACCESS THE FULL PROPOSAL REQUEST HERE

 

ABOUT

This Informal Request for Proposal (IRFP) is issued to interested proposers under the assumptions that (1) any resulting contract will not exceed $250,000; (2) any resulting collective contracts will not exceed $250,000 (3) the final contractual terms and conditions will have no additions, changes, or deletions from the version attached hereto.

The Los Angeles Unified School District (LAUSD) Arts Education Branch (AEB) is soliciting proposals for a Benefit Concert Event Producer who will serve as a Co-Producer and manage all sub-contracts for the LA Unified Benefit Concert in April of 2018. 

Proposals are due at the Arts Education Branch, 333 S. Beaudry Street, Los Angeles CA 90017, Floor 25-162, no later than 5:00 pm, October 6, 2017, or sent to Rory Pullens, Executive Director of Arts Education at rory.pullens@lausd.net

Period of Performance:  October 30, 2017 – April 30, 2018

 

DESCRIPTION

As stated in The Arts Education and Creative Cultural Network Plan (presented to the LAUSD Board of Education in 2013), one of the major goals of the Arts Education Branch is to partner with the Los Angeles arts, entertainment and philanthropic communities to collaboratively support the growth of a robust arts culture in this city and to sponsor community engagement arts related programs.  The Co-Producer will partner with the Arts Education Branch to support achievement these goals through an initial Benefit Concert:

The Arts Benefit Concert will become the signature annual fundraising event for the Arts Education Branch (AEB) to raise arts awareness and visibility, garner arts support from the broader community, and most importantly, generate revenue and resources for LAUSD’s arts programs who are most underserved as indicated on the Arts Equity Index. 

The Benefit Concert will be held in spring 2018 at the Music Center featuring top tier artists who are committed to giving back to the next generation of artists being developed in LAUSD, former LAUSD alumni who serve as important motivational role models, and selected current LAUSD students whose artistic skills will be showcased in this professional event. 

Through this Benefit Concert, LAUSD will gain national and international recognition, raise necessary funding, and forge closer partnerships with companies and individuals committed to the arts, young people and arts education.  The AEB is proud to invest in educating young people for the 21st century—in and through the arts.

The Benefit Concert Co-Producer will provide leadership and support for an approximate seven-month period up to the scheduled event date in a variety of areas.  The Co-Producer will develop and execute sub-contracts within the contractual direction of the Arts Education Branch (AEB) for the Benefit Concert and related events.  All submitted proposals should reflect organizational ability to satisfactorily handle these specific areas outlined in this Scope of Work (SOW):

  • Event and Production Coordination to include serving as co-producer, venue liaison, event coordinator, budget manager, reception coordinator, stage and technical direction, and hospitality/craft services.
  • Talent Acquisition and Management to include talent booking, escorting, security detail and logistics, providing production assistants, ticketing and credential managing. 
  • Marketing and Fundraising Coordination to include digital media consulting, PR/Marketing, branding development, photography, campaigns, mass media/press coordination, delivery and management of corporate, media, and individual sponsorships. 

 

HOW TO APPLY

Proposal Evaluation Criteria

Proposals will be evaluated according to the following criteria: 

  1. Qualifications/Experience of the Co-Producer  -- 50%
  2. Understanding of goals as stated in the SOW  -- 25%     
  3. Price of Services -- 20%
  4. SBE Utilization (Small Business Enterprise) -- 5%

 

Subject to the provisions herein, the “contract award” will be made to the “highest scored” proposals, with the appropriate consideration given to the evaluation factors stated herein.  However, the LAUSD AEB reserves the right to make an award to other than the low cost Proposer.  

 

Proposal Submittal Format:

Proposers shall submit an electronic copy in PDF format on or before the October 6, 2017 deadline to Rory Pullens, Executive Director of Arts Education at rory.pullens@lausd.net. The technical proposal (as indicated in #1, 2, and 3 in Proposal Evaluation Criteria above) should be no more than three pages in its totality.

The DISTRICT reserves the right to reject a firm, as non-responsive, regardless of the stage of the procurement process, if there is a failure to successfully negotiate price/fees, statement of work, or a failure of the firm to satisfy any of the final requirements necessary to do business with the District. 

All communications regarding this IRFP between potential Proposers and the staff of the DISTRICT and consultants engaged by the DISTRICT shall be addressed only to the undersigned.  At no time “PRIOR” to the DISTRICT’S Notice of Award shall Proposer(s) contact other DISTRICT officials or personnel regarding this IRFP or any contract(s) to be awarded in response hereto.  To do so may subject the Proposer to disqualification.

All questions and requests for information related to this procurement shall be directed to:

Name Rory Pullens, Senior Executive Director of Arts Education

Department Arts Education Branch

Address 333 S. Beaudry Ave., 25-162, L.A., CA  90017

Phone Number 213-241-7502

Fax Number 213-241-8928

E-mail Address rory.pullens@lausd.net

 

Basis of Award 

Subject to the provisions herein, contract-award will be made to the “highest scored” proposal with the appropriate consideration given to the evaluation factors stated herein.  However, the District reserves the right to make an award to other than the lowest-cost Proposer.  

 

Proposal Submittal Format:       

Proposers shall submit an electronic copy of a proposal that contains each of the following components:

  1. Cover letter (no longer than one page) that includes proposer contact information (name, title, telephone number, mailing address and email address)
  2. A Qualifications Summary (no longer than two pages) that outlines the manner in which Proposer is qualified under the Evaluation Criteria and understands the Goals as stated in the Statement of Work.
  3. Resumes for Proposer’s proposed project team lead and every other member of Proposer’s proposed team
  4. List of References (at least 3) with contact information (phone number, email, address) and an explanation of the context in which the proposer worked with the referenced party.
  5. Budget that outlines detailed cost of services (line item cost, plus; firm price as fixed fee or day rate)
  6. The Small Business Enterprise Utilization Report
  7. The Disabled Veteran Business Utilization Report

 

Additional Considerations

Please be sure your proposal includes all of the items identified under “Proposal Submittal Format” above.  Proposals omitting any of the above required submittal items may be deemed non-responsive, and may be removed from any further consideration.

The District reserves the right to reject a proposal as non-responsive regardless of the stage of the procurement process if there is a failure to successfully negotiate price/fees, statement of work, or a failure of the proposing firm to satisfy any of the final requirements necessary to do business with the District. 

 

Attachments:

  1. Small Business Enterprise Utilization Report
  2. Disabled Veteran Business Enterprise Utilization Report
  3. Proposal Certification Form
  4. Professional Services Agreement
  5. Contractor Code of Conduct

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