2027 Festival Event Coordination Service
- Client
- City of Collegedale Freedom Fest
- RFP Number
- MRB-57939
- Posted
- 10/14/2026
- Category
- Marketing and Branding
- Budget
- Looking for Proposals
- NAICS
- —
- Set-aside
- —
- Contact
- —
Description
AI GeneratedThe City of Collegedale seeks a contractor to provide full-service event coordination for the 2027 Freedom Fest taking place on July 4, 2027. The requested scope includes complete project planning, vendor recruitment and management, site logistics, safety and emergency planning, marketing and media promotion, volunteer staffing, live music scheduling, on-site event oversight, and post-event reporting. This opportunity is open to USA organizations, and bidders must comply with the Americans with Disabilities Act and state worker verification laws. Bidders must return sealed bids by mail or delivery to Michelle Toro, Purchasing Officer, Collegedale City Hall, 4910 Swinyar Drive, Collegedale, TN 37315 by October 29, 2026, at 2:00 PM EST, at which time a public opening will occur. The City will evaluate proposals and award the contract to the lowest responsive and responsible bidder based on suitability, specifications, delivery terms, and the bidder's performance ability, subject to City Commission approval. Proposals must state a total bid price that includes all material, labor, cleanup, and disposal costs, with final event approvals scheduled no later than January 15, 2027.
Key solicitation details
AI-extracted from Freedom Festival_Coordination_Scope_of_Services.pdf. Confirm against the original documents before bidding.
The City of Collegedale is accepting sealed bids for full-service event coordination for the 2027 Freedom Festival on July 4th, 2027. Work includes vendor recruitment, site planning, marketing, entertainment, logistics, and post-event reporting. Award will be made to the lowest responsive and responsible bidder.
- Issued by
- City of Collegedale
- Solicitation issued
- October 7th, 2026
- Proposals due
- October 29th, 2026 at 2:00 PM EST
- Bid Opening
- October 29th, 2026 at 2:00 PM EST
- Pre-planning meetings start
- no later than January 15th, 2027
- Event date
- Sunday, July 4th, 2027
- How to submit
- sealed hard copy
- Submission details
- Bids must be enclosed in sealed envelopes addressed to City of Collegedale Finance Director, Collegedale City Hall, Attention Michelle Toro, Purchasing Officer, 4910 Swinyar Drive, Collegedale, TN 37315. Must include bidder name, project name, addenda, and IRS W-9 form.
- Place of performance
- The Commons at Collegedale (4750 Swinyar Drive), Veterans Memorial Park on Apison Pike, and adjacent properties, Collegedale, TN
- Insurance and bonding
- Confirm that all vendors carry insurance meeting the City's requirements and name the City as additional insured where required. Indemnification requirements as stated in solicitation.
How proposals are evaluated
| Lowest and best proposal / lowest responsive and responsible bidder | |
| Quality of articles, conformity with specifications, suitability to requirements, and delivery terms |
Scope of work
- Project management and planning
- Vendor recruitment, selection, and management
- Permits, compliance, and insurance coordination
- Site planning, logistics, safety, and security planning
- Marketing, promotion, and communications
- Entertainment and programming coordination
- Sponsorships and partnerships assistance
- Volunteer and staff management
Minimum qualifications
- Must not be in default on payment of taxes, licenses, or other monies due to the City
- Must comply with Americans with Disabilities Act (ADA)
- Must comply with Tennessee Illegal Immigration Reform and Enforcement Act
Documents to include with the bid
- Bid Form / Schedule
- IRS W-9 form
- Acknowledged Addenda (if applicable)
- Executed Affidavit of Non-Collusion / Anti-Collusion Statement
- Subcontractor Affidavits and Agreements (if applicable)
Verify important details
Document checkConfirm submission instructions and amendments with the issuing agency before responding.
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