City of Collegedale Request for Proposal - 2027 Festival Event Coordination: Freedom Fest 2027
City of CollegedaleCity · Collegedale, TN- Due
- Oct 29, 2026
- 1 day left
- Posted
- Oct 7, 2026
- Primary contact
- Jon Holmes
- (423) 468-1864
The 30-second brief
The City of Collegedale is seeking full-service event coordination for the City’s 2027 Freedom Fest, taking place on Sunday, July 4th, 2027, at The Commons at Collegedale and Veterans Memorial Park on Apison Pike. The selected contractor will provide comprehensive event planning, vendor management, logistics, on-site operations, marketing, and post-event reporting. Key responsibilities include recruiting and managing food trucks, arts and crafts vendors, and other exhibitors, handling permits, site planning, security, entertainment, and volunteer coordination. Sealed bids are due by October 29th, 2026, at 2:00 PM EST at Collegedale City Hall. The procurement will be evaluated based on the 'Lowest and Best' proposal.
Lowest and Best proposal
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Summary
The City of Collegedale is seeking full-service event coordination for the City’s 2027 Freedom Fest, taking place on Sunday, July 4th, 2027, at The Commons at Collegedale and Veterans Memorial Park on Apison Pike.
The selected contractor will provide comprehensive event planning, vendor management, logistics, on-site operations, marketing, and post-event reporting. Key responsibilities include recruiting and managing food trucks, arts and crafts vendors, and other exhibitors, handling permits, site planning, security, entertainment, and volunteer coordination. Sealed bids are due by October 29th, 2026, at 2:00 PM EST at Collegedale City Hall. The procurement will be evaluated based on the 'Lowest and Best' proposal.
EVALUATION CRITERIA
Lowest and Best proposal
REQUIRED ATTACHMENTS
4- IRS W-9 form
- Bid Information Sheet
- Anti-Collusion Statement
- Subcontractor Affidavits and Agreements
- Submit to
- City of Collegedale, Attention Michelle Toro, Purchasing Officer, Collegedale City Hall, 4910 Swinyar Drive, Collegedale, TN 37315
- Scope location
- Collegedale, TN
Questions about this RFP
How do I respond to this RFP from City of Collegedale?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 29, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: City of Collegedale, Attention Michelle Toro, Purchasing Officer, Collegedale City Hall, 4910 Swinyar Drive, Collegedale, TN 37315. For questions, contact Jon Holmes.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Collegedale in TN, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Jon Holmes at (423) 468-1864. Questions and answers are typically shared with all prospective bidders.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Lowest and Best proposal" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Collegedale?
All active and historical solicitations from City of Collegedale are tracked and searchable. As a city agency, City of Collegedale regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
Is this solicitation still open for submissions?
Based on the posted deadline of October 29, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: IRS W-9 form, Bid Information Sheet, Anti-Collusion Statement, Subcontractor Affidavits and Agreements. Review the full document from City of Collegedale for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Collegedale, TN. Review the full solicitation for detailed scope requirements.