TOWN OF WINDERMERE
REQUEST FOR PROPOSALS
Race Timing & Event Services
RESPONSES ARE DUE BY 5:00 PM December 12, 2014
MAIL OR DELIVER RESPONSES TO:
ATT: Robert Smith, Town Manager
614 Main St. Windermere, FL 34786
Robert Smith, Town Manager
Phone: (407) 876-2563, Fax (407) 876-0103
The Town of Windermere is accepting written proposals from all qualified and interested Professional Race Timing & Event Service Providers for the Town of Windermere’s Annual 5k Run Among the Lakes. All successful parties will demonstrate qualifications, experience, abilities, and cost to successfully accomplish and support all aspects of the prescribed scope of work. Event date is April 11, 2015.
Those firms interested in providing this service are instructed to submit a proposal of their qualifications and cost pertinent to the scope of work prior to December 12, 2014, to the attention of Robert Smith, Town Manager 614 Main St. Windermere, FL 34786. Proposals received after this date and time will not be considered. The Town of Windermere reserves the right to reject any and all qualification documents received, to solicit new qualification documents, or take any other such actions that may be deemed to be in the best interest of the Town of Windermere. The Town of Windermere is an Equal Opportunity Employer. MBE/WBE/DBE businesses are encouraged to participate. The Town of Windermere strictly enforces open and fair competition.
Firms/individuals are invited to submit proposal documents to the Town of Windermere RFP #2014-10
Event Services Windermere 5K Run Among the Lakes” to be held on April 11, 2015.
Requirements for submission and selection criteria may be obtained from the Town of Windermere’s web site at www.town.windermere.fl.us. All questions pertaining to this Request for Proposals (RFP) should be directed, in writing, to Robert Smith, Town Manager, 614 Main St. Windermere, FL 34786, by facsimile (407) 876-0103, or by email firstname.lastname@example.org. Any addenda to this RFP shall be made on the Town web site. It is the sole responsibility of those submitting an RFP to check the web
site for addendums. These questions are due by 5pm November 20, 2014. Final addenda will be posted by 5pm November 25, 2014.
Proposers must submit one (1) original response unbound marked “Original”, three (3) bound copies marked “Copies”, and one (1) electronic copy (CD; PDF Format) of the submittal in a sealed envelope clearly marked on the outside with the Proposers name and “RFP #2014-10 Event Services Windermere
5K Run Among the Lakes” addressed and delivered to:
Att: Robert Smith, Town Manager
614 Main Street
Windermere, FL 34786
All qualifications must be received by Robert Smith before 5:00pm December 12, 2014. Any qualifications received after this date and time will be automatically rejected. Materials may be delivered by Certified Mail, Return Receipt, hand delivered or couriered. Faxed or emailed proposals
will be automatically rejected. Hand delivered qualification documents may request a receipt. If sent by mail or courier, the above mentioned envelope shall be enclosed in another envelope addressed to the entity and address stated above. Proposers should be aware that certain “express mail” services will have to meet the required time frame of submittal or be deemed automatically rejected. It is the sole responsibility of the Proposer to ensure their proposal is received in a timely manner.
The Town of Windermere reserves the right to reject any and all proposals, to waive informalities in any or all proposals, to re-advertise for RFP’s, and to separately accept or reject any item or items and to negotiate contracts in the best interest of the Town of Windermere.
While every effort has been made to ensure the accuracy and completeness of the information in this RFP we recognize that the information may not be complete in every detail and that all work may not be expressly mentioned in these specifications. It is the responsibility of the proposing company to include in their proposal all pertinent information in accordance with the objectives of the Town.
Calendar of Events
All times listed in the calendar of events is Eastern Daylight Time
Request for Qualifications Advertised
November 3, 2014
Technical Questions Due to the Town (written)
5pm November 20, 2014
Responses to Questions Due from the Town
November 25, 2014
Proposals Due to the Town
5pm December 12, 2014
Contract Negotiated with Town
Council Approval of Qualified Vendor
April 11. 2015
· The Town reserves the right to alter scheduled dates if necessary
RFP# 2014-10 Event Services Windermere 5k Run Among the Lakes