United States

ProRFx ID: RFP03222400000059

Back to View Listings

AWARDED

WARNING: Listing Ends Soon!

Ask Question

View Answers & Comments

Transaction Fee:

Yes

Format:

Client Purchase

ProRFx ID:

RFP03222400000059

Solicitation No:

RFP# CMO/240546

ProRFx Type:

RFP: Services

Listing Category:

[80000000] Management and Business Professionals and Administrative Services

[80141607] Events management

[80141902] Meetings events

Bid Name:

Employee Event Planning and Management

Scope of Work:

City of Ocala is requesting proposals from qualified event planners to provide the turnkey event planning and management services of one (1) annual employees and family event. Please review the attached Request for Proposals for further detail.

Listing Image:

609d3824.png (PNG, 134 KB)

Listed By:

CITY OF OCALA

Industry Type:

City and town managers' offices

Contact Name:

Mrs. Brittany Craven

Contact Email:

bcraven@ocalafl.gov

Contact Phone:

(352) 629-8544

Ship to Location:

110 SE Watula Avenue

Address1:

110 SE Watula Avenue

Address2:

CITY HALL

City: Ocala

State: FL

Zip/Postal: 34471

Listing Class.:

RFP Request For Proposal

Listing Start Date:

3/28/2024 12:06:00 PM EST

Listing Ends After:

End Date/Time reached

Listing End Date:

4/24/2024 2:00:00 PM EST

Bid Closes:

4/24/2024 2:00:00 PM EST

Listing Status:

Awarded6/24/2024

IMPORTANT COMMENTS EXIST

View Answers & Comments

IMPORTANT BID DOCUMENT(S)

Exhibit A - Proposal... MORE (27.8 KB - DOCX)
RFP - Employee Event... MORE (200.1 KB - PDF)

Formal Question Due By:

4/22/2024 @ 5:00 PM EST

First Name		Last Name
Title
Employee ID		Email
Phone1		Mobile1
Phone2		Mobile2

Emergency Contact Name	Emergency Contact Phone1	Emergency Contact Phone2

Filter Off

Sort By:

Catalyst Event Coaching LLC

5220 Alavista Dr
Orlando, FL, 32837

Shameka Allen-Lane
Email: shameka@catalysteventcoaching.com
Work: +1(407)9069031

Vendor Bid

complete

$5,750.00

View Bid

Bella Faire

7822 Sloewood Dr
Leesburg, FL, 34748

Vonda Parker
Email: bellafaire@ymail.com
Work: (352)7870477
Cell: (352)2540281

Vendor Bid

complete

$5,000.00

Awarded 6/24/2024

View Bid

Comments:	6/24/24: Award to Bella Faire.
Attachments:	EXECUTED CONTRACT - ... MORE (955.5 KB - PDF) RANKING _ ITA - Empl... MORE (99.7 KB - PDF)

Life on Purpose Coaching, Training & Consulting

1979 Smith Pointe Drive
Jacksonville, FL, 32218

Tabitha Jones
Email: info@lifeonpurposectc.com
Work: +1(904)6545025

Vendor Bid

complete

$27,000.00

View Bid

iTEAM-USA, LLC

9831 Nokay Dr.
Orlando, FL, 32836

Isabelle Chauffeton Saavedra
Email: isabelle@iteam-usa.com
Work: +1(407)9295381
Cell: +1(407)9295381

Vendor Bid

complete

$15,000.00

View Bid

The Diallo Group

1049 JANE EYRE DRIVE
ORLANDO, FL, 32825

Theresha Diallo
Email: TDIALLO@DIALLOGRP.COM
Work: +1(256)7149875
Cell: +1(256)7149875

Vendor Bid

complete

$22,797.00

View Bid

Linder & Associates, Inc

2150 WISCONSIN AVE NW
WASHINGTON, DC, 20007

Nicole Cozier
Email: ncozier@linderglobal.com
Work: +1(202)4590891
Cell: +1(703)4995462

Vendor Bid

complete

$58,000.00

View Bid

Studio D Meetings and Events

2321 Taylor Park Drive
Reynoldsburg, OH, 43068

LaZendra Danforth
Email: contact@lazendradanforth.com
Work: +1(352)2465483
Cell: +1(352)2465483

Vendor Bid

complete

$19,000.00

View Bid

Beach Daze Entertainment, LLC

3980 W. Broward Blvd., Suite 304
Fort Lauderdale, FL, 33312

Thelma White
Email: beachdaze7@gmail.com
Work: +1(954)9470060
Cell: +1(754)2444798

Vendor Bid

complete

$20,000.00

View Bid

Previous Page of 1 Next

Filter Off

Sort By:

Bid Details

Terms & Conditions for listing

Instruction for use

Informational Purposes Only READ ME

1. Response Requirements

*1.1. General Terms & Conditions

One or more items in this section are required.

* By checking this box you have read and agree to abide by the City's Terms & Conditions.

Click to open and read the General Terms and Conditions this transaction will be governed with.

Enter your full name (Owner/Authorized Company Representative only):

1.2. Anti-Lobbying/Communication

ANTI-LOBBYING/COMMUNICATION WITH CITY STAFF AND OFFICIALS:

To ensure fair consideration for all proposers/bidders, the City strictly prohibits any communication, whether or not written, verbal, or through a third party, relative to this solicitation with any department, City official, City Council member, or employee during the submission process, except inquiries directly made to the Procurement and Contracting Department, Contracting Officer, or as provided in the protest policy located at: Protest Policy

Additionally, the City prohibits communications initiated by a proposer/bidder, agent, or third party of proposer/bidder to any City official(s), City Council member(s), or employee(s) evaluating or considering the proposals/bids prior to, and up to the time an award decision is made at a scheduled City Council meeting.

*** Any prohibited communications initiated by a proposer/bidder, or a third party on behalf of proposer/bidder, will be grounds for disqualifying the offending proposer/bidder from consideration for award of the solicitation >AND< will face a three (3) year debarment from doing any business with the City of Ocala. ***

*1.3. Vendor Agreements

One or more items in this section are required.

Compliance Certification:

As an authorized company representative, I certify my firm or corporation:

Agrees to comply with the requirements of Florida Statute 287.087 for a Drug Free Workplace.

Agrees to comply with the requirements of Florida Statute 448.095 for Employment Eligibility. Employers, contractors and their subcontractors are required to register and use the Department of Homeland Security’s E-Verify system when hiring new employees for the term of the contract. Violations will result in contract termination. (E-Verify is operated by the U.S. Department of Homeland Security).

Owner/Authorized Company Representative initials:

Bidder Certification (Non-Construction):

By my submission of a bid response, and in accordance with your solicitation, I hereby submit this proposal and agree, if my proposal is accepted, to provide goods and services to the City of Ocala in accordance with the solicitation and proposer response. I certify I have read, and will be bound by, all the terms and conditions of this solicitation and any resulting addenda and amendments, in its entirety and understand the scope of work and specification requirements.

Owner/Authorized Company Representative initials:

1.4. Insurance

Click

HERE to download the Standard Insurance Requirements for the City of Ocala

*1.5. SPECIAL CONDITIONS

One or more items in this section are required.

OFFER AND ACCEPTANCE:

Any submitted bid or proposal is your contractual, legally bound obligation in the absence of a written contract when said offer is accepted by the City. The City reserves the right to request modification of the Bidder's offer to more fully meet the needs of the City, and any further offer is binding upon the Bidder.

In case of default by the Bidder after acceptance by the City, the City may take action as it deems appropriate including legal action for damages or specific performance.

Owner/Authorized Company Representative Initials:

ADA NEEDS:
Please call the procurement professional shown on this listing forty-eight (48) hours in advance so arrangements can be made if reasonable accommodations are needed for you to participate in any meeting.

AWARDED CONTRACT FAILURE - BIDDING SUSPENSION

I understand and agree to the following:
Bidders who submit a bid to the City of Ocala and fail to fulfill the contract term, for any reason, will be subject to future bidding suspension for year (1), and up to a possible three (3) year bid debarment for serious contractual failures.

Owner/Authorized Company Representative initials:

BIDDER CONTRACTS:
Bidder contracts/agreements will not be accepted in most cases. If a contract is required, only City of Ocala contracts will be used for all goods and services. The requirement of bidder contracts and/or bidder written terms and conditions may result in bid rejection. The City will consider adding appropriate bidder clauses into our contract; please upload any desired clauses with your solicitation response.

CLARIFICATIONS AND CORRECTIONS:
The City of Ocala reserves the right, where it may serve the City’s best interest, to request additional information or clarifications from bidders/proposers, or to allow corrections of errors or omissions.

CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL:
The City of Ocala (City) shall handle all written competitive submissions, replies, oral presentations, other submissions, correspondence, meetings and all records made thereof, and all other records concerning this solicitation in compliance with Chapters 119 and 286, Florida Statutes and Article 1, Section 24 of the Florida Constitution.

Proposals or replies received by the City pursuant to its solicitations are exempt from public disclosure until such time that the City provides notice of an intended decision or until thirty (30) days after opening the proposals, whichever is earlier. If the City rejects all proposals or replies pursuant to this solicitation and provides notice of its intent to reissue the solicitation, then the rejected proposals or replies remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued solicitation or until the City withdraws the reissued solicitation. A proposal or reply shall not be exempt from public disclosure longer than twelve (12) months after the City's initial notice rejecting all proposals or replies.

Upon award recommendation or ten (10) days after opening, bids become “public records” and shall be subject to public disclosure consistent with Chapter 119 (Public Records) and Section 815.045 (Trade Secret Information), Florida Statutes. Should bidders/proposers consider any information related to their proposal or the services to be provided to City to be proprietary, a trade secret, or otherwise constitute confidential material under Florida or federal law, bidder/proposer shall designate such portion of the material as such by clearly marking it as CONFIDENTIAL, PROPRIETARY, or TRADE SECRET and submit both a non-redacted and redacted copy of their submission. The redacted copy shall only exclude or obliterate the exact portions claimed to be confidential, proprietary, or trade secret. Additionally, bidder/proposer shall state the basis for of the exemption that it contends is applicable to the record, to include the statutory citation to an exemption created or afforded by statute.

THE CITY WILL MAKE NO EFFORT TO VERIFY WHETHER OR NOT THE REDACTED MATERIAL IS EXEMPT FROM CHAPTER 119, FLORIDA STATUTES. THAT DETERMINATION IS TOTALLY THE RESPONSIBILITY OF THE BIDDER/PROPOSER AND THE BIDDER/PROPOSER SHALL BE SOLELY RESPONSIBLE FOR DEFENDING ITS DETERMINATION THAT THE REDACTED PORTIONS OF ITS RESPONSE ARE CONFIDENTIAL, TRADE SECRET, OR NOT OTHERWISE SUBJECT TO DISCLOSURE. PROPOSER SHALL PROTECT, DEFEND, AND INDEMNIFY THE CITY FOR ANY AND ALL CLAIMS ARISING FROM OR RELATING TO PROPOSER’S DETERMINATION THAT THE REDACTED PORTIONS ARE NOT SUBJECT TO DISCLOSURE. IF THE PROPOSER FAILS TO SUBMIT A REDACTED COPY OF ITS SUBMISSION, ANY CLAIM OF CONFIDENTIALITY IS WAIVED, AND THE CITY SHALL BE AUTHORIZED AND REQUIRED TO PRODUCE THE ENTIRE DOCUMENT OR RECORD IN ITS ANSWER TO A PUBLIC RECORDS REQUEST FOR SAID RECORDS.

I have read and understand my responsibilities regarding any purported confidential, PROPRIETARY, or trade secret material contained in my proposal AND (please select the appropriate statement below):

I have not included a redacted copy of our proposal.

I have included a redacted copy of our proposal along with this original.

Owner/Authorized Company Representative initials:

CONFLICT OF INTEREST:
Disclose the name(s) of any employee, officer, director, shareholder, or agent of your firm that is also a City of Ocala employee or public official:

Disclose the name(s) of any City of Ocala employee or public official that is a known relative of an employee, officer, director, shareholder, or agent of your firm:

Failure to disclose known conflicts of interest may result in bid rejection and/or contract termination, if awarded.

City of Ocala employees who have a 5% or more interest in a bidder's firm must also complete an "Officer and Employee Disclosure Statement" which can be obtained at www.bidocala.com under Vendor Resources. This form includes instructions and relative Florida statutes. Failure to complete this form, if applicable, may result in bid rejection.

CONTRACT LENGTH:
The term of any resulting contract will be for 1 year(s).

CONTRACT RENEWAL:
The resulting contract may be renewed for up to 2 times, with each renewal a 1 year term with the written consent of both parties.

CONTRACT RENEWAL ESCALATION:
Renewals will be subject to a maximum negotiated increase, upon the written agreement of the City, of no more than 3 percent above the pricing set forth in original contract.

DELAYS AND DAMAGES:
The Bidder agrees to make no claim for extra or additional costs attributable to any delays or inefficiencies in the performance of this contract occasioned by any act by the City except as provided in the agreement. The Bidder also agrees that any such delay or inefficiency shall be compensated for solely by an extension of time to complete the performance of the work in accordance with the provision in the standard specification.

The ESTIMATED initial contract value is: $ AS BID

INSPECTION AND ACCEPTANCE:
All goods and/or services provided under the resulting agreement are subject to inspection and acceptance by an authorized representative of City. Payment shall not be authorized until the goods and/or services have been received, accepted, and properly invoiced. City reserves the right to have rejected goods replaced by Vendor at the purchase price stipulated in this Agreement; or to return the rejected goods for full credit at the price charged. Transportation costs and any additional costs will be borne by Vendor in each instance. City’s rights with respect to rejection of material are not waived by failure to notify Vendor immediately upon receipt of delivery.

PERFORMANCE EVALUATION:
At the end of the service period, the City may evaluate vendor performance. This evaluation will become public record.

FLORIDA STATUTE 287.133: Public Entity Crime; denial or revocation of the right to transact business with public entities.

Vendor on its behalf and its affiliates agrees and affirms that it has not been placed on the convicted vendor list following a conviction of a public entity crime as provided for in Section 287.133(2)(a), Florida Statutes, which states:
a person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases or real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO, for a period of 36 months from the date of being placed on the convicted vendor list.

Owner/Authorized Company Representative initials:

REFERENCES:
References within the previous three years are preferred.

REFERENCE #1

Company Name:

Contact Person:

Phone Number:

Email Address:

Date of Service:

Contract Value:

Contract Details and/or Description:

REFERENCE #2

Company Name:

Contact Person:

Phone Number:

Email Address:

Date of Service:

Contract Value:

Contract Details and/or Description:

REQUESTED AND ADDITIONAL DOCUMENTS

Upload any requested and additional documents here:

Upload

		Browse...


		Browse...

Max. File Size you can upload is: 50MB. *.exe files will not be accepted

SAFETY AND ENVIRONMENTAL:
Vendor will be responsible at all times for precautions to achieve the protection of all persons including employees and property throughout the resulting contract term. The Vendor shall make an effort to detect hazardous conditions and shall take prompt action where necessary to avoid accident, injury or property damage. EPA, DEP, OSHA, and all other applicable safety laws and ordinances shall be followed as well as American National Standards Institute Safety Standards. All hazardous spills, accidents, injuries or claims or potential claims shall be reported promptly to the City Risk Management Department at 352-401-3989, or cell 352-572-0414, and rdennis@ocalafl.org.

Agrees to comply with the safety and environmental requirements above.

Owner/Authorized Company Representative initials:

SOLICITATION DOCUMENTS:
The City of Ocala (City) has no responsibility for the accuracy, completeness or sufficiency of any bid documents obtained from any source other than the official City links below:

Bid Ocala: www.bidocala.com
ProRFx Florida: www.florida.prorfx.com

Obtaining these documents from any other source(s) may result in obtaining incomplete and inaccurate information. Obtaining these documents from any source other than directly from the source listed herein may also result in failure to receive any addenda, corrections, or other revisions to these documents that may be issued.

1.6. Electronic Bid Response

ELECTRONIC BID RESPONSE REQUIRED:

All bids/proposals MUST be electronically submitted by or before the due date under the appropriate solicitation/listing accessed online at: www.bidocala.com or www.prorfx.com

Bids/proposals may not be submitted by any other means other than as described above. The City will NOT accept bids/proposals sent by U.S. Mail, private couriers, fax or email.

If you wish to respond to the listing, click on the "Bid on this item" link and complete the fields presented to you.

Terms & Conditions for Listing

This Listing has been Awarded

To view bids that were submitted for this listing, look towards the bottom left of this page.
To view bid details, click on the VIEW hyperlink in the bid section (at the left, under the compare button).
Should you have additional questions, please email or call the Agency Contact listed on the left.

Note: An indication of 'Complete' means that the bidder submitted a complete bid, while an indication of 'Partial' means that the bidder did not bid on all of the line items.

Q:	Has the date been established for next Spring's event? Posted by: Penny Baird 4/8/2024 4:48:07 PM EST
A:	A specific date has not been established. However, the event will be held in March / April, 2025. Posted by: Brittany Craven 4/9/2024 12:03:27 PM

Q:	Who is the incumbent vendor? can you share contact information? Posted by: Liz Kistner 3/28/2024 3:53:08 PM EST
A:	Please submit requests to bcraven@ocalafl.gov for previous contract information. Posted by: Brittany Craven 3/29/2024 11:36:02 AM

Q:	what is the budget? Posted by: Liz Kistner 3/28/2024 3:53:26 PM EST
A:	The budget will not be disclosed for this solicitation. Posted by: Brittany Craven 3/29/2024 11:31:50 AM

Q:	is subcontracting allowed? Posted by: Liz Kistner 3/28/2024 3:53:42 PM EST
A:	Yes. Proposer must identify their key team and staffing plan in their proposal response. Posted by: Brittany Craven 3/29/2024 11:33:59 AM

Q:	Will the cleanup staff be a vendor that the city will provide? or will we need to provide the cleanup staff? Posted by: VICTORIA ARROYO 4/4/2024 11:20:17 AM EST
A:	This is a turnkey operation. The Vendor will need to setup and break down. The City will provide waste receptacles. Posted by: Brittany Craven 4/4/2024 12:11:22 PM

Q:	How many hours do you anticipate the event to be? Posted by: VICTORIA ARROYO 4/4/2024 1:48:31 PM EST
A:	The event typically runs from 11 a.m. to 3 p.m. Posted by: Brittany Craven 4/4/2024 3:08:45 PM

Q:	Clarification on Venue Selection Process: Can the City of Ocala provide more details on the process for venue selection, including whether the vendor is expected to propose potential venues as part of their submission, or if venues will be pre-selected by the City? Posted by: Theresha Diallo 4/11/2024 11:01:34 AM EST
A:	Prior to the event, the City of Ocala will provide the Vendor with an event budget for food, venue, decorations, and activities based on the estimated number of attendees. After the City has selected the food and approved the final plan, the Vendor will make all arrangements for the venue. Based on the venue and venue deadlines, the Vendor may need to secure the venue before the menu options are presented to the City. The venue is always secured months before the event, as the traditional venue gets booked months in advance. Posted by: Brittany Craven 4/16/2024 8:19:51 AM

Q:	Insurance Requirement Details: For the insurance requirements listed, could the City specify if there are preferred or specific insurance providers/vendors should use or if there's flexibility as long as the stated requirements are met? Posted by: Theresha Diallo 4/11/2024 11:02:56 AM EST
A:	The City does not have preferred insurance providers. Posted by: Brittany Craven 4/11/2024 12:59:43 PM

Q:	Historical Data on Previous Events: Does the City have any performance data, feedback, or survey results from previous Employee Family Fun Days that can guide the planning and execution to better meet employee expectations? Posted by: Theresha Diallo 4/11/2024 11:09:46 AM EST
A:	No. Posted by: Brittany Craven 4/16/2024 8:19:15 AM

Q:	Solicitation Document Versions: Since solicitation documents should be obtained through the City of Ocala’s e-procurement portal for them to be considered official, can the City confirm that all documents available on the portal are the most current versions, or should vendors also verify versions with the Buyer Contact? Posted by: Theresha Diallo 4/11/2024 11:11:21 AM EST
A:	The latest solicitation documents are available through our e-procurement portal. Vendors should "follow" the solicitation in order to receive updates/changes that happen to any active solicitations. Posted by: Brittany Craven 4/11/2024 12:53:25 PM

Q:	Is there any incumbent for this opportunity? Posted by: Syed Kashif Jaffery 4/12/2024 6:36:46 PM EST
A:	The City has a current contract with a vendor for these services. Posted by: Brittany Craven 4/15/2024 9:21:16 AM

Q:	If there is an incumbent then why you are looking for other companies? Are you not happy with them? Posted by: Syed Kashif Jaffery 4/12/2024 6:37:20 PM EST
A:	The current contract with the incumbent will expire on August 10, 2024. The services must be advertised again per City of Ocala Procurement Policy. Posted by: Brittany Craven 4/15/2024 9:22:05 AM

Q:	If there is an incumbent then are they bidding for this opportunity? Posted by: Syed Kashif Jaffery 4/12/2024 6:37:54 PM EST
A:	Proposers are not revealed until after the solicitation's due date. The City does not know in advance who will submit on solicitations. Posted by: Brittany Craven 4/15/2024 9:22:20 AM

Q:	In the RFP document section 3.3-part (b) the following is stated: “Provide information on the results of any federal or state desk reviews or field reviews of the firm’s audits during the last five (5) years. “Can you please clarify whether the absence of evidence for the aforementioned requirements serves as grounds for disqualification of the proposal? Posted by: Syed Kashif Jaffery 4/12/2024 6:38:25 PM EST
A:	Please disregard. This will be removed from RFP document section 3.3 part (b). Posted by: Brittany Craven 4/15/2024 9:22:44 AM

Q:	What is the term of the contract? Posted by: Syed Kashif Jaffery 4/12/2024 6:40:46 PM EST
A:	The term of any resulting contract will be for 1-year (one-year). Posted by: Brittany Craven 4/15/2024 9:24:26 AM

Q:	Are there any specific considerations or challenges related to cross-platform development that need to be addressed? Posted by: Syed Kashif Jaffery 4/12/2024 6:41:06 PM EST
A:	Please be more detailed with your question. The City does not understand what you mean by specific considerations or challenges. Posted by: Brittany Craven 4/15/2024 9:38:12 AM

Q:	Will this be a ticketed, RSVP, or Registration type event for the employees? As to obtain the potential number of employees who will attend the event for food purposes. Also, will a City Employee be on hand to check in employees or will it be the responsibility of the planning team to handle this registration/greeting process with a list of employees? Posted by: Penny Baird 4/16/2024 7:26:58 AM EST
A:	By department, employees RSVP with their name and total number of guests. These lists are provided to the vendor on or before an agreed upon date so that the vendor can coordinate with the caterer. No tickets are provided. Historically, wrist bands have been provided to identify those who have been checked in. All aspects of the event, including checking employees in, are to be handled by the vendor. Historically, the vendor sets up a check in table and crosses off the names of the employees as they arrive. Posted by: Brittany Craven 4/16/2024 8:18:33 AM

Q:	Specific Theme and Activities Preferences: Does the City have any specific themes or types of activities in mind for the Employee Family Fun Day, or are vendors encouraged to propose their concepts based on past successful events? Posted by: Theresha Diallo 4/16/2024 11:28:49 AM EST
A:	As per the attached Request for Proposals and Scope of Work document, it is the awarded vendor's responsibility to decide on decorations, theme, location and activities and then submit a final plan by January 31st of each year. Posted by: Shay Roberts 4/16/2024 11:36:50 AM

Q:	Details on Food Selection and Dietary Considerations: Can the City provide further information on the process for food menu selection, including how dietary restrictions or preferences will be accommodated in the three proposed menu options? Posted by: Theresha Diallo 4/16/2024 11:29:10 AM EST
A:	Previous vendors have not elected to gather feedback on dietary restrictions. A per person budget is provided. The vendor chooses a caterer who will propose three menu options based on the pers person budget. The day of the event, attendees will choose one of the three options, plus sides. For example: hamburger, hot dog or chicken sandwich, plus chips and a cookie. Posted by: Brittany Craven 4/16/2024 12:32:48 PM

Q:	Approval Process for Vendors and Subcontractors: What is the City's process for approving vendors and subcontractors used for the event, and are there any preferred vendors that the City recommends or requires for certain services? Posted by: Theresha Diallo 4/16/2024 11:29:28 AM EST
A:	The City does not have any preferred vendors or provides recommendations. Please include any subcontractors your company intends on using in your RFP response. Posted by: Shay Roberts 4/16/2024 11:39:04 AM

Q:	Details on the Use of Employee Surveys for Event Improvements: Can the City clarify how employee surveys are utilized in the event debriefing process and whether there are specific questions or feedback loops that the City finds most valuable? Posted by: Theresha Diallo 4/16/2024 11:30:07 AM EST
A:	We do not currently use employee surveys to plans for or debrief after this event. If this is something that the respondent would like to propose as part of the process, they are free to include their thoughts. Posted by: Brittany Craven 4/16/2024 12:32:28 PM

Q:	Submission Format and Details: Regarding the proposal's submission, could the City clarify if there are any specific formatting or submission details (beyond those commonly found in the e-procurement portal) that need to be adhered to for a proposal to be deemed responsive? Posted by: Theresha Diallo 4/16/2024 11:30:29 AM EST
A:	Please complete and submit Exhibit A- Proposal Response and Evaluation Criteria with your RFP response. Please read the atttached documents for this solicitation to see all of the submission details and criteria. Posted by: Shay Roberts 4/16/2024 11:41:37 AM

Q:	As an event planner, we do not carry commercial auto liability insurance. We drive our personal vehicles to the site, all of our employees are day of assistants that drive their personal vehicles to the event site. Could we apply for the waiver of this requirement? Also, any vendors that we would reach out to for their participation in this event we would require that they have a COI in place to present to the City. Is this acceptable? Posted by: Penny Baird 4/18/2024 8:53:29 AM EST
A:	Please submit your current insurance certification with your RFP response to be evaluated by City staff. Posted by: Brittany Craven 4/18/2024 12:38:03 PM

Q:	Are we able to submit preferred RSVP intake information to accommodate information such as dietary restrictions and age groups for individuals in each party? Posted by: Shameka Allen-Lane 4/21/2024 10:48:29 PM EST
A:	You may submit this information in your proposal. Posted by: Brittany Craven 4/22/2024 2:45:53 PM

Q:	Good morning. Does the E-verify compliance apply to the 1099 subcontractors that our company would hire, or only for people that we would be directly hiring by our company to handle the City of Ocala fun day? Thank you. Posted by: Isabelle Chauffeton Saavedra 4/22/2024 11:12:18 AM EST
A:	Yes. Posted by: Brittany Craven 4/22/2024 2:45:51 PM

Q:	Hi when I go in to upload my package its telling me my services do not include this bid option. What does that mean? Posted by: Vonda Parker 4/22/2024 11:36:08 AM EST
A:	Please reach out for help with technical issues 352-694-8544 or bcraven@ocalafl.gov Posted by: Brittany Craven 4/22/2024 2:45:42 PM

ProRFx ID: RFP03222400000059

RFP03222400000059

Scope of Work: