Request for Proposals Event Coordinator Services

Transcription

1 Request for Proposals Event Coordinator Services New Orleans Business Alliance (NOLABA) is requesting proposals for a long-term event coordinator contract. All quotes and proposals should be submitted to: Attn: Ken Weatherup, 935 Gravier Street, Suite 2020, New Orleans, LA One (1) electronic copy in PDF format to kweatherup@nolaba.org must be submitted by 5:00 PM CST Friday, January 27, 2017 with the subject line NOLABA RFP Event Coordinator. NOLABA reserves the right to accept or reject any and all proposals and/or any portions of proposals. All documents submitted are subject to subject to the Louisiana Public Records Act (La. R.S. 44:1 et seq.). Any s sent or received by Organization employees are potentially subject to these laws. Unless otherwise exempted from the Public Records Act, senders and receivers of Organization or other records should presume that all information sent are a matter of public record, and are therefore subject to public inspection upon request. To comply with the Public Records Act, the Organization keeps all hard documents and electronic correspondence in accordance with its Document Retention Policy. Additional information may be obtained by contacting the New Orleans Business Alliance at or kweatherup@nolaba.org. Submittals that are incomplete, unclear, or fail to comply with the requirements as outlined in the instructions may be rejected. 1

2 CONTRACT OPPORTUNITY DESCRIPTION Description of Entity The New Orleans Business Alliance (NOLABA) is the official non-profit organization tasked with leading economic development initiatives for Orleans Parish. We are a public-private partnership between the City of New Orleans and the private business community. Our foundation and Board of Directors were announced by Mayor Mitch Landrieu on August 13, 2010 with operations beginning in Our 17-member Board is composed of a cross-section of New Orleans leaders including the Mayor and a diverse group of business professionals. Our Mission To unite a diverse community of stakeholders to catalyze job growth, create wealth, and build an equitable and sustainable economic future for New Orleans. Our Vision To reposition New Orleans as the next great American city for business investment, quality of life and economic opportunity. Our Goals 1. Create a vigorous New Orleans economy that is more accessible and advantageous to small businesses, investors and all residents Create an innovative and sustainable business climate Design a roadmap to optimize job growth and investment Address cross-cutting issues that impact competitiveness of Creative Digital Media, Bio & Health Services Innovation, Retail and Small Business industry clusters Identify high-impact action items implementable by city, state and business to propel economic growth 2. Create a vigorous New Orleans economy that is as globally recognizable as the city s culture Build on the city s strength to attract, retain and grow business 3. Create a vigorous New Orleans economy that is diversified to improve long-term stability and opportunity for growth Focus on industry clusters based on competitive position and market trajectory 4. Formally institutionalize NOLABA to ensure sustainability of the organization Tell NOLABA story more aggressively to the business council / business community Ensure that we are part of Forward New Orleans 2.0 Position ourselves as a vital part of New Orleans economic development landscape through the Mayoral transition 2

3 SCOPE OF SOLICITATION Overview NOLABA is hiring an event coordinator to execute key event logistics deliverables, both for short-term and long-term projects for the organization to meet strategic goals. The consultant will work with NOLABA leadership and directors to develop and execute specific event programming that align with the organizational strategy. This contractor will report directly to NOLABA s Director of Human Capital & Culture. The contract will include NOLABA s standard language as a public entity. This contract on average will require facilitation of approximately 85 meetings and events of varying sizes and logistical complexity with a contract cap of $30,000 for an annual period beginning on the date the contract is signed by both parties. Success in this role will be measured by: Managing each event budget and the overall event budget at or below planned spending while leveraging current resources and in-kinds to enhance each event s success Ensuring attendance is at or exceeds the desired goal with the target audience identified Ensuring all event logistics run efficiently and effectively with limited assistance from NOLABA staff Events by Programmatic Area [Level of Logistical Complexity Key: L = Low, M = Medium, H = High] Business Development: Retail o Monthly retail breakfasts (6 9): 35 attendees on average per event (L) o International Conference of Shopping Centers (ICSC) RECon, Las Vegas (H) ICSC Booth Preparation: 30 attendees at any given time ICSC Reception: 30 attendees on average ICSC Sponsor Appreciation, New Orleans: 30 attendees on average Business Development: Creative Digital Media o Bi-monthly Tech Happy Hours (6): attendees on average per event (L) Business Development: BioInnovation and Health Service Innovation o Meeting and/or Familiarization Tours (4): attendance varies based on target audience (M) Economic Competitiveness o Speaker Series (2 4): 15 attendees on average per event (L) Small Business Ecosystem Development (M/L) o Quarterly Resource Providers Roundtable o Outreach/Listening Tours (3-4): attendance varies based on target audience o Quarterly Small Business Networking or Briefing Panel Events Cross Sector Initiatives (M/L) o Bi-monthly Human Resource Series (6): 30 attendees on average o Quarterly Economic Development Organization (EDO) Convening (4) o On-Demand Events (4): Smaller events/meeting where topic and attendance to be determined 3

4 Next Generation Economic Leadership Program o Pilot program includes up to 6 events: 20 attendees per class (M) Advisory Board o Semi-annual full board (2): 80 attendees on average (M) o Quarterly sub-committee meetings (28): 7 sub-committees with 7 10 members on each committee (L) Investor Relations o Investor Luncheon: attendees on average (M) o Holiday Reception: attendees on average (H) o Quarterly Investor Updates, Webinar Series (4): attendees on average (L) Scope of Services: General: Meet and communicate with NOLABA point of contact and programmatic directors as needed. Communicate with attendees as needed. Pre-event Planning: Ensure programmatic directors are engaged in a planning meeting to ensure all aspects of event logistics are defined and understood, including but not limited to: o target audience and attendance o RSVP management o budget o event timing and other timing sensitivities o communication protocols Engage with Director of Human Capital & Culture on all other planning and budgeting issues that may arise during the process, especially timing sensitivity related to specific events. Build a calendar of events based on the Events by Programmatic Area list above working with the Marketing & Communications team to ensure events are publicized and promoted to the target audience. Ensure all public events are included on the appropriate events calendar of NOLABA or partner organizations. Include appropriate ramp up period for successful event execution. Contractor should have their own relationships and be able to work with NOLABA s relationships with event space, service, goods and catering vendors for event. In-kind support should be sought out whenever possible. Event Execution: In most cases, events will require the event coordinator to be onsite to manage any technical or logistical issues that arise during an event or meeting. This will require early arrival and be determined by the event specifications. 4

5 Work directly with all vendors, attendees and other guests (e.g. speakers, panelists) to provide a seamless experience during any and all events. Assemble all RSVP lists, prepare name tags and manage event attendance tracking. Prior to each event, as needed, collect necessary information or materials that either require preliminary communication with attendees or presentation at the event. Contractor or NOLABA staff may be identified as the appropriate transmitter of materials, but contractor will be responsible for logistical management on a timely basis. Contractor will be responsible for announcements and call schedule to meet attendance goals for each event. Organize and be responsible for attendee name tags, agendas, evaluations forms, printed materials. If any issues arise during an event, communicate them timely with responsible NOLABA staff person and Director of Human Capital & Culture. Prepare and manage all post event communications and thank you notices with an actionable item for each attendee s continued engagement and connectivity with NOLABA. Perform additional general staffing for events as needed. Post Event Follow-up: Compile attendance lists and other records (e.g. materials, agenda) in the appropriate format for NOLABA s record retention policy and entry into our client relations database. Engage in a post mortem after action review with appropriate NOLABA staff of all events to identify areas of success and challenges to improve. Review with management any evaluation surveys of events to improve upon event logistics and content. 5

6 SUBMISSION REQUIREMENTS We encourage informative and concise proposals that do not exceed 5 pages, including examples, value added resources and relevant experience. PowerPoint presentations are preferred, but submissions should be in either PowerPoint, Word or PDF formats only. Proposers need to possess the following skills/abilities: Event Management Social Media Technology Savvy All proposals must include the following information to be considered for review: 1. Contact Information Respondent s Full Name, Address, Federal Employer Identification Number Primary Contact s Full Name, Telephone Number, Address 2. Methodology and Work Plan Respondents should clearly delineate their methodology and work plan, including key dates and resources needed, for achieving the expected outcomes. Respondents should outline key deliverables and any deviation or addition to metrics for success. 3. Statement of Qualifications & Requirements to Perform Duties Respondents should provide information demonstrating the background and qualifications to carry out the scope of work. Specific examples of prior work in line with this scope should be outlined. Respondents should provide 3 5 recent examples of their work including type of event management, methods of preparation and attendance (audience type and number of attendees). Respondents may be asked to clarify examples or submit additional work performed during the review process. Please list all technical capabilities and experience level with technology, software, programs and any other skill sets needed to carry out the scope of work. 4. Budget Summary and Fee Schedule 5. References Provide full names, addresses, and phone numbers for up to three past-client references capable of explaining and confirming Respondent s capacity to successfully complete the project referenced in this proposal. NOLABA staff may contact these references or industry sources, investigate previous projects and current commitments, interview some or all of the proposed team members, and take other information into account in its evaluation of the responses, including contacting individuals not listed explicitly as references. 6

7 6. Certifications Provide a statement certifying the Respondent s commitment to non-discrimination in regard to hiring, employment opportunities, and subcontracting Provide verification of Respondent s Disadvantaged Business Enterprise (DBE) certification, if applicable 7. DBE Requirements The New Orleans Business Alliance complies with all City of New Orleans DBE Program requirements. As such, the selected Respondent will be bound by the terms of that program. Please see Appendix A the standard City DBE contract provisions. 8. Incomplete Submittals Submittals may be considered incomplete and removed from further consideration if any of the following occur: o o The submittal is not received timely in accordance with the terms of this RFP The submittal does not follow the specified format. 7

8 ADDITIONAL INFORMATION 1. Review Process NOLABA may, at its discretion, request presentations by or meeting with any or all Respondents to clarify or negotiate modifications to the Respondents submittals. However, NOLABA reserves the right to make an award without further discussion of the responses submitted. Therefore, responses should be submitted initially on the most favorable terms, from both technical and price standpoints, which the Respondent can propose. Please note DBE Certification does not automatically qualify a Respondent for selection; rather NOLABA contemplates award of the contract to the Respondent with the highest total points. Closing Submission Date Responses must be submitted no later than 5:00 PM CST on Friday, January 27, Inquiries Inquiries concerning this RFP should be in writing and directed to kweatherup@nolaba.org. Conditions of Response All costs incurred in the preparation of a response to this RFP will be the responsibility of the Respondent and will not be reimbursed by the NOLABA. Instructions to Prospective Contractors One (1) electronic copy in PDF format to kweatherup@nolaba.org must be submitted by 5:00 PM CST Friday, January 27, 2017 with the subject line NOLABA RFP Event Coordinator. Failure to do so may result in premature disclosure of the Respondent s response. It is the responsibility of the Respondent to ensure that the response is received by NOLABA by the date and time specified above. Neither late responses nor faxed responses will be considered. Publication and Promotion This RFP shall be posted on the NOLABA website, listed with the City s DBE office and will be available upon request. All winning bidders agree to participate in any reasonable promotional activity. Contract Term and Cancelation The services to be provided under the terms of any agreement shall begin on such date and shall end on such date as the parties will negotiate after selecting a Respondent as the Contractor. It is understood and acknowledged by all signers to any agreement that work described is to be accomplished during the time period specified herein. The terms, conditions and duration of any agreement may be modified by an executed, written amendment to any agreement. 8

9 The contract period will be through an annual period based on start date, and will not exceed $30,000, subject to extensions based upon project status, availability of funding and contract performance. If the contract is extended, the terms including the scope of services and compensation rate and maximum payment, will be subject to revision by mutual, negotiated agreement of the parties. In the event that a contract extension is considered, the rate of compensation, the scope of services, and maximum compensation shall be negotiated between NOLABA and the Contractor. However, NOLABA reserves the right to refuse contract extensions without cause. The contract may be terminated by the Contractor upon thirty (30) days' prior written notice to NOLABA in the event of substantial failure by NOLABA to perform in accordance with the terms of this Contract through no fault of the Contractor. It may also be terminated, in whole or in part, by NOLABA, with or without cause, upon (30) days' prior written notice to the Contractor. Unless the Contractor is in breach of this Contract, the Contractor shall be paid for services rendered to NOLABA s satisfaction through the date of termination. Indemnification The Respondent shall indemnify and hold harmless NOLABA against any and all claims, demands, suits, judgments of sums of money to any party accruing against NOLABA for loss of life or injury or damage to persons or property growing out of, resulting from, or by reason of any act or omission of the operation of the Respondent, his agents, servants or employees while engaged in or about or in connection with the discharge or performance of the services to be done or performed by the Respondent hereunder, and shall also hold harmless from any and all claims and/or liens for labor, services, or materials furnished to the Respondent in connection with the performance of his obligations under this agreement. Right to Reject NOLABA reserves the right to reject any and all responses received for this RFP or to select the Respondent(s) that, in the opinion of NOLABA, will be in the best interest of and/or the most advantageous to NOLABA. NOLABA also reserves the right to reject the response of any Respondent(s) who has previously failed to properly perform under the terms and conditions of a contract, to deliver on time contracts of a similar nature, and who is not in a position to perform the requirements defined in this RFP. NOLABA reserves the right to waive any irregularities and technicalities and may, at its discretion, withdraw and/or re-advertise the RFP. A contract for the accepted response will be based upon the factors described in this RFP. Notification of Award NOLABA expects to select a consulting firm by March 10, Upon conclusion of final negotiations with the selected consultant firm, all Respondents submitting responses to this RFP will be informed, in writing, as to whether or not the Respondent was selected. 9

10 Applicable Law Agreements shall be governed and/or construed in accordance with the laws and jurisprudence of the State of Louisiana. At the time of Respondent s submission of its RFP response, the Respondent shall be in compliance with all applicable laws of the State of Louisiana, the United States and local ordinances, including licensure requirements. 10

11 APPENDIX A: REQUIRED CONTRACT DBE PROVISIONS DBE Program Compliance: DBE participation is a requirement for this solicitation and no contract will be signed until the Respondent satisfies all DBE requirements as determined by the Office of Supplier Diversity. City of New Orleans Ordinance establishes a goal of 35% DBE participation for all public spending or private projects that utilize public funding and/or incentives on contracts over $15,000. DBE Contract Goal: A DBE contract goal of 35 percent has been established for this solicitation. DBE Participation Plan: Respondents qualifying under this solicitation must submit with proposal responses a DBE Participation Plan as to how they intend to meet the DBE contract goal. Respondents are encouraged to utilize the Office of Supplier Diversity's DBE Participation Plan template which is available at on the Office of Supplier Diversity's "Supplier Diversity Toolkit" page. You may also request a copy of the template from the Office of Supplier Diversity's Compliance Officer via at supplierdiversity@nola.gov. The Office of Supplier Diversity's DBE Participation Plan template is a guide. Other formats of a participation plan may be acceptable. However, failure to include the essential information as exemplified in the template may be cause for either a delay in acceptance or the rejection of an offer as nonresponsive. DBE Reciprocity: The City participates in the State and Local Disadvantaged Business Enterprise Program (SLDBE), a race- and bender-neutral socially and economically disadvantaged business enterprise (DBE) program. In 2004, the City entered into a Cooperative Endeavor Agreement (CEA) to participate in the SLDBE program with the Sewerage and Water Board of New Orleans and the New Orleans Aviation Board. In 2009, Harrah's Casino of New Orleans joined the CEA. In 2010, through Executive Order MJL 10-02, Mayor Mitchell J. Landrieu authorized that firms certified through the U.S. Department of Transportation's Louisiana Unified Certification Program may participate as a DBE on City of New Orleans contracts with all the rights associated with such certification. In order for a DOTD/LAUCP firm to bid and perform as a DBE on City of New Orleans contracts, the business owner must provide evidence of LAUCP certification and receive a letter authorizing reciprocity from the Office of Supplier Diversity. Crediting DBE Participation: Credit towards meeting the DBE participation goal shall be granted only when firms identified as DBE in the DBE Participation Plan are currently certified through one of the qualify entities recognized by the City of New Orleans: (a) City of New Orleans (All Certifications); (b) Sewerage and Water Board of New Orleans (SLDBE certification); (c) New Orleans Aviation Board (SLDBE certification and Louisiana Unified/DOTD certification); (d) Harrah's New Orleans (SLDBE Certification only); and (e) LAUCP Certified firms. 11

12 The Respondent must select a DBE or DBEs from one of the following lists of certified firms to be compliant with the City's DBE goal: (a) City of New Orleans database of certified firms at (b) Sewerage & Water Board's list of certified SLDBE firms at (c) The New Orleans Aviation Boards list of SLDBE firms or DOTD firms at (d) The list of LAUCP firms at A firm that is owned by a woman, a minority or a person with a disability is not considered a DBE by virtue of its ownership. To learn more about how the City of New Orleans defines the term DBE, download the Office of Supplier Diversity's Definition of a Disadvantaged Business Enterprise from the "Supplier Diversity Toolkit" page on at DBE Validation: The Respondent awarded the RFP/RFQ will have to complete and have the Office of Supplier Diversity verify one of the following before a contract is signed: (a) The DBE Participation Plan satisfies the DBE goal set-forth in the RFP/RFQ; (b) The Respondent demonstrated good faith efforts to meet the DBE goal set-forth in the RFP/RFQ; or (c) The Respondent failed to meet the DBE goal or demonstrate good faith efforts to meet the goal set-forth in the RFP/RFQ. DBE Compliance Reporting: The awarded Respondent and all participating subcontractors awarded contras as a result of this RFP/RFQ process are required to use the Office of Supplier Diversity's secure web-based compliance management system to submit project information on all expenditures made to achieve compliance with the DBE participation goal for this agreement. The information regarding access to the compliance system will be provided to the awarded Respondent's DBE Participation Plan Administrator after award of the contract. Access to Books and Records: The awarded Respondent agrees to grant the Office of Supplier Diversity's Compliance Officer reasonable access to its books and records for purposes of verifying compliance with the DBE goals for the contract. Questions: Please direct all questions related to DBE compliance prior to submission of the proposal to the Office of Supplier Diversity at supplierdiversity@nola.gov or by calling Additional Resources: Visit to download DBE forms, search for certified firms, download DBE certification applications, report DBE compliance or learn more about the Office of Supplier Diversity's policies and programs on the "Supplier Diversity Toolkit" page. 12

13 TO ALL PROSPECTIVE BIDDERS: REQUEST FOR PROPOSAL RESPONDENTS AND REQUEST FOR QUALIFICATIONS RESPONDENTS PLEASE BE ADVISED OF THE FOLLOWING ADDITIONAL INFORMATION WHICH SHALL BE CONSIDERED AS INCLUDED IN THE ORIGINAL BID, REQUEST FOR PROPOSAL (RFP) OR REQUEST FOR QUALIFICATIONS (RFQ) AND SHALL TAKE PRECEDENCE OVER ANY PART OF THE ORIGINAL BID, RFP OR RFQ IN CONFLICT THEREWITH. Pursuant to Executive Order MJL signed June 3, 2010, the City of New Orleans shall hereby grant a Provisional Certification as a disadvantaged business enterprise (DBE) to any business that is certified as a valid DBE by the Louisiana Unified Certificated Program (LAUCP). Such Provisional Certification shall entitle a business to be considered a valid DBE by the City of New Orleans with all the rights associated with such certification. PROVISIONAL DBE CERTIFICATION IS ONLY RECOGNIZED ON CITY OF NEW ORLEANS BIDS, RFPS AND RFQS. THE SEWERAGE AND WATER AND THE NEW ORLEANS AVIATION BOARD DO NOT CURRENTLY RECOGNIZE PROVISIONAL DBE CERTIFICATION. THE CITY OF NEW ORLEANS DOES NOT MAINTAIN A SEPARATE LIST OF DBE FIRMS THAT HAVE BEEN GRANTED RECIPROCITY IN ACCORDANCE WITH MJL