Request for Qualifications/Bids/Proposals

Request for Qualifications - Event Planning Professional 
 
Introduction
The City of Maplewood, Missouri, Special Business District is a dining, shopping and entertainment destination centrally located in the inner-ring of the St. Louis city suburbs.  The Special Business District Tax Advisory Commission seeks an event planning professional to assist in coordinating several annual events for the downtown Maplewood area. The events may include several or all of the following events: the Sweet Tooth Tour, Maplewood Coffee Crawl, Stringfest, Let Them Eat Art and the Street Food Tour.  

Scope of Work                  
This work will be on a contract basis. Work will include coordinating the logistics of the events which will include managing information based on all activities businesses have planned for the evening (up to 40 businesses); acting as the liaison to the businesses; distributing press releases and ensuring the event is listed with the appropriate media; follow-up with businesses on any issues; and any matters relevant to event planning.  Event planner will report to the Director of Community Development. Graphic assistance is available.  The Director of Community Development will manage all advertising, the event budget, public relations and media.

Project Timeline
The events occur throughout the year and some are ticketed: Sweet Tooth Tour, Ticketed, January; Coffee Crawl, Ticketed, April; Stringfest, April; Let Them Eat Art, July; Street Food Tour, October.

Instructions
Submit a Qualifications Statement (provide items in the following order):
a)      List and briefly describe the similar projects completed by you or your firm in the last five years.

b)
      Explain how your firm is uniquely qualified to provide event planning services to the City of Maplewood’s Special Business District on the project described in the scope of work provided herein.

c)
      Provide the name of the staff who will be assigned to this project and briefly describe their relevant work experience and include three references.

d)
      Prepare an unbound copy of the submittal and address to Rachelle L’Ecuyer, Director of Community Development, City of Maplewood, 7601 Manchester Road, Maplewood, MO 63143.  Applications may also be submitted online.  Click Here for Online Submissions

Qualifications Submission Deadline
Written and online submissions must be received by the City Hall receptionist, Maplewood City Hall, 7601 Manchester Road, Maplewood, MO by 5 PM on Tuesday, April 4, 2017.   

Selection Process
The Director of Community Development and The Special Business District Tax Advisory Commission will review the qualification statements.  Firms deemed most suitable for the project will be asked to make an oral presentation to the Director of Community Development and The Special Business District Tax Advisory Commission within three weeks after the deadline.  A contract detailing the scope of work and fee will be negotiated after selection of the firm for the project.  If a fair price for services cannot be negotiated, the city will select another firm.  The City of Maplewood Special Business District Tax Advisory Commission reserves the right to reject any and all submissions.

Selection Timetable
The staff is expected to make a recommendation within four weeks of the submission deadline.

Questions
Questions concerning the submittal requirements or the scope of work should be directed to Rachelle L’Ecuyer, Director of Community Development, City of Maplewood, Missouri at 314-646-3607 or E-mail: 
r-lecuyer@cityofmaplewood.com