Fountain Valley Planet bids #RFP 26.018

Fountain Valley Special Event Production Services for Annual Summerfest

The City of Fountain Valley is seeking qualified contractors to provide Special Event Production Services for its Annual Summerfest, a major 4-day community festival. - Government Buyer: - City of Fountain Valley Purchasing Department - Community Services Department - Scope of Services: - Comprehensive event planning and production for Summerfest - Logistical support including generators (excluding carnival rides), vendor tents, seating tents, info booth tent, tables with covers, chairs, panel fencing, bicycle racks, trash cans, and 3 basin sinks for food court - Event infrastructure: two stages with shade covers - Staffing for parking, security, trash management, and beer/wine garden serving - Carnival rides and game booths (up to 15) - Cooperative advertising via vendor's social media - Securing a minimum of $4,000 in sponsorships annually - Notable Requirements: - Contractors must have at least 10 years of experience in large-scale municipal events - Attendance at monthly planning meetings is mandatory - Detailed insurance requirements: general liability, automobile, workers compensation, and liquor liability - Electronic proposal submission and non-collusion declaration - No specific OEMs or vendors are named in the solicitation - Contract Details: - Initial term of 3 years, with option to extend for three additional one-year terms (up to 6 years total) - Annual event services required for each Summerfest during contract period

Description

The City of Fountain Valley is soliciting proposals from qualified and experienced contractors to provide Special Event Production Services for the City's Annual Summerfest Event. The contract is a 3-year agreement with an option to extend for three additional one-year terms. Services include event planning, logistical support such as generators, tents, tables, fencing, security, and staffing for various event functions. The event is a 4-day community festival attracting over 12,000 attendees, held at Fountain Valley Sports Park. Proposals must be submitted electronically by September 28, 2026, with a pre-bid meeting on September 9, 2026.

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