REQUEST FOR PROPOSAL (RFP) DOWNTOWN CHILLIWACK BUSINESS IMPROVEMENT ASSOCIATION IN PARTNERSHIP WITH CITY OF CHILLIWACK CHILLIWACK CHAMBER OF COMMERCE TOURISM CHILLIWACK CHILLIWACK ECONOMIC PARTNERS CHILLIWACK RESTORATIVE JUSTICE OCTOBER 2017
1. SUMMARY AND BACKGROUND The Light Up Downtown committee was recently formed with the above-mentioned organizations uniting together with a mutual purpose of making Downtown Chilliwack a destination for a magical Christmas experience. Combined with the efforts of existing businesses in the area, the intention is to have as many store fronts decorated as possible for the holiday season. The committee is currently seeking proposals from individuals or organizations to develop, design and create Christmas themed window displays that could be set up in vacant spaces in the downtown core. We would like to see your vision that embraces the community Christmas spirit. 2. PROPOSAL GUIDELINES The Request for Proposal should provide a description of what your vision for your display will look like (please note that we require the use of Christmas lights in the display). We encourage the submission to include some type of visuals, a required timeline to execute your design and the space requirement needed to bring your display to life. Each display will be branded with signage recognizing the designer(s) of the specific window display. Some exceptional or outstanding ideas may be supplemented with funding by this partnership. Any special requests will be reviewed case by case. 3. PROJECT PURPOSE AND DESCRIPTION Our goal is to fill vacant downtown store fronts with a magical Christmas themed display. The purpose of this Request For Proposal (RFP) is to solicit proposals from various candidates of individuals, businesses and organizations with an interest in design and displays. Submissions for this proposal should illustrate your creative vision for a uniquely Chilliwack Christmas. The themed display should be eye catching, inviting and work to create a destination for our community during the festive time. Attached you will find some images to demonstrate what we are looking for. Our hope is to also create some consistency with respect to quality. The goal is to create a positive atmosphere and encourage community spirit. By lighting up downtown we hope to create a safe, bright, festive environment for our community members to explore and shop. We want the community to enjoy the holidays and celebrate their hometown. 4. PROJECT SCOPE The scope of this project includes all design, development, products and supplies needed to complete your design by the selected bidder. The Light Up Downtown committee will be responsible for providing the space and signage for all designers. Your name, business or organization and logo will be included recognizing all designers. The following criteria must be met to achieve a successful project: Visually and aesthetically pleasing design Consistency of a Christmas / Holiday theme Ability to complete design in allotted timeframe Site should be completed and clean by official deadline Any special requests or concerns should be communicated in proposal Ability to work with Light Up Downtown committee coordinators Ability to comply with any suggestions or instructions from committee members 1
5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE The proposals are due no later than 4pm on October 17 th, 2017. The committee will review all submitted proposal on October 18 and 19, 2017, at which time the candidates who best captured the vision and whom we feel will best represent the goals and objectives of this partnership will be selected. All selected proposals will be notified no later than October 23, 2017. Work on the displays will commence during the after October 27, 2017 unless otherwise agreed upon. All window displays must be completed and evaluated by November 21, 2017. The launch or lighting up of all windows will coincide with the first official downtown event, lighting up the Christmas tree, at Salish Park on Friday November 24, 2017. 6. BIDDER QUALIFICATIONS Bidders are encouraged to provide the following items as part of their proposal for consideration: Description of experience in designing displays List of how many staff will work on design Examples of previous display work Testimonials from past clients (if applicable) Timeframe for completion of your design 7. PROPOSAL EVALUATION CRITERIA The Light Up Downtown committee members will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria: Overall proposal suitability: Bidder s design encompasses the vision for a festive Christmas experience Experience: Bidders will be evaluated on their design and display experience Previous work: Bidders will be evaluated on examples submitted of their past design work Each bidder must submit 4 copies of their proposal to the address below by October 17, 2017 at 4 pm. Downtown Chilliwack BIA Light Up Downtown 201-46093 Yale Road Chilliwack, BC V2P 2L8 Or email: kyle@downtownchilliwack.com 2
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