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Bid Number: BHI 230
Category: Town of Bay Harbor Islands Bid Invitations
Status: Closed






All interested parties are hereby notified that the Town of Bay Harbor Islands will be accepting Sealed Bids for a qualified Event Planning and Management company, or individuals interested in providing services for Bay Harbor Islands 3-day 75th Anniversary Celebration in October 2022, geared to attracting visitors to the Town. We are seeking events in the following areas: Performing and Visual Arts Events, Food, Wine and Beer Festivals Cultural Events and Recreational Events. It is the intent of the Town of Bay Harbor Islands to select an individual or firm with specific experience in the production of successful, family-oriented outdoor events to lead the planning, coordination, management, and logistics. 


All Bids must be received at the Office of the Town Clerk, Town of Bay Harbor Islands, at 9665 Bay Harbor Terrace, Bay Harbor Islands, FL 33154, up to 2:00 P.M. on Friday, July 8, 2022, at which time they will be publicly opened and read aloud.  


  1. Create a theme and décor elements for each Event, and design, create and complete décor for each Event.
  2. Develop and update a detailed project plan with estimated delivery dates and agreed upon budgets which details anticipated tasks and required expenses.
  3. Maintain a budget spreadsheet of vendors cost related to the 75th Anniversary Celebration.
  4. Manage submissions of all invoices to ensure payments can be made in a timely manner.
  5. Identify the best marketing methods and develop a marketing plan for Event to include creation of one or more press releases for event, develop print, radio and tv marketing plan including appearances and/or public interest stories. Create social media ads for inclusion on the website, local event calendars, newsletters, and all social media platforms. Develop analytics to assist with evaluation of the impact of the components of Event.
  6. Identify prospective vendors, select vendors, negotiate, and present contracts, in coordination with the Town/Community Services Director.
  7. Identify potential challenges and recommend solutions
  8. In Coordination with and under direction of the Town/ Community Services Director, identify companies willing to sponsor, donate food, beverages, or catering services.
  9. In coordination with the Town/Community Services Director, arrange for rental, set up of any needed tenting, furnishing, tables, chairs, serving equipment and linens.
  10. Oversee and implement setup/load-in and breakdown/load-out of all temporary structures/tenting, equipment, and supplies.
  11. Under direction of and in coordination with the Community Services Director arrange and contract for entertainment and guest activities during each day (including booking of acts and artists) including staging, supplement amplification, audio and lightning as needed, as well as set up and production effects and signage.
  12. Serve as the principal contact with Vendors and provide all personnel necessary to oversee and supervise the event onsite, including load in and load out. This should include a plan utilization of volunteers.

The complete Bid Package is open to public inspection between 9:00 AM and 5:00 PM Monday to Friday at the Office of the Town Clerk, Town of Bay Harbor Islands, 9665 Bay Harbor Terrace, Bay Harbor Islands, FL 33154 and are available for download on the Town’s website  ( under “Bid Invitations”. Any questions regarding the Bid Invitation specifications and process should be directed to Regine Choute, Director of Community Services at email .

All bids shall be clearly marked “RFP #BHI 230:75th Anniversary Celebration” and must be submitted in a sealed envelope to the Town Clerk on or before Friday, July 8, 2022, at 2:00 P.M., local time (the “Bid Submittal Deadline”).  Immediately thereafter, Bids will be opened publicly and read aloud.  The Town assumes no responsibility for Bids not properly marked. Any Bids received after the Bid Submittal Deadline will not be accepted.

The Town reserves the right to reject any or all bids and to waive informalities, to re-advertise for bids or to take any other such actions that may be deemed in the best interests of the Town.

The Town hereby provides notice to all proposers of the imposition of a Cone of Silence for this

solicitation, as set forth in Section 2-1.4 of the Town Code. “Cone of Silence," as used herein,

means a prohibition on communication regarding a competitive bid or solicitation including, but

not limited to, a particular Request for Proposals ("RFP") between (1) A potential respondent,

vendor, service provider, proposer, bidder, lobbyist, or consultant, and (2) Town Council Members, Town's staff including, but not limited to, the Town Manager and his or her staff, and

any member of the Town's selection or evaluation committee.

                                                                                    Town of Bay Harbor Islands, Florida

                                                                                    Yvonne P. Hamilton, Town Clerk


Publication Date/Time:
6/15/2022 8:00 AM
Publication Information:
Daily Business Review
Closing Date/Time:
7/8/2022 2:00 PM
Contact Person:
Regine Choute, Director of Community Services at email

Business Hours:
9:00 A.M. - 5:00 P.M.
Related Documents:
View Document(s)

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