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935 Gravier Street, Suite 2020 New Orleans, LA 70112 504.934.4500 www.nolaba.org

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Request for Proposals

Event Coordinator Services

New Orleans Business Alliance (NOLABA) is requesting proposals for a long-term event coordinator

contract. All quotes and proposals should be submitted to: Attn: Ken Weatherup, 935 Gravier Street,

Suite 2020, New Orleans, LA 70112. One (1) electronic copy in PDF format to [email protected]

must be submitted by 5:00 PM CST Friday, January 27, 2017 with the subject line “NOLABA RFP – Event

Coordinator”. NOLABA reserves the right to accept or reject any and all proposals and/or any portions of

proposals.

All documents submitted are subject to subject to the Louisiana Public Records Act (La. R.S. 44:1 et seq.).

Any e-mails sent or received by Organization employees are potentially subject to these laws. Unless

otherwise exempted from the Public Records Act, senders and receivers of Organization e-mail or other

records should presume that all information sent are a matter of public record, and are therefore subject

to public inspection upon request. To comply with the Public Records Act, the Organization keeps all hard

documents and electronic correspondence in accordance with its Document Retention Policy.

Additional information may be obtained by contacting the New Orleans Business Alliance at 504-934-

4500 or [email protected].

Submittals that are incomplete, unclear, or fail to comply with the requirements as outlined in the

instructions may be rejected.

http://www.nolaba.org/

mailto:[email protected]



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CONTRACT OPPORTUNITY DESCRIPTION

Description of Entity

The New Orleans Business Alliance (NOLABA) is the official non-profit organization tasked with leading

economic development initiatives for Orleans Parish. We are a public-private partnership between the City

of New Orleans and the private business community. Our foundation and Board of Directors were announced

by Mayor Mitch Landrieu on August 13, 2010 with operations beginning in 2011. Our 17-member Board is

composed of a cross-section of New Orleans leaders including the Mayor and a diverse group of business

professionals.

Our Mission

To unite a diverse community of stakeholders to catalyze job growth, create wealth, and build an equitable

and sustainable economic future for New Orleans.

Our Vision

To reposition New Orleans as the next great American city for business investment, quality of life and

economic opportunity.

Our Goals

1. Create a vigorous New Orleans economy that is more accessible and advantageous to small businesses,

investors and all residents

Create an innovative and sustainable business climate

Design a roadmap to optimize job growth and investment

Address cross-cutting issues that impact competitiveness of Creative Digital Media, Bio & Health Services

Innovation, Retail and Small Business industry clusters

Identify high-impact action items implementable by city, state and business to propel economic growth

2. Create a vigorous New Orleans economy that is as globally recognizable as the city’s culture

Build on the city’s strength to attract, retain and grow business

3. Create a vigorous New Orleans economy that is diversified to improve long-term stability and opportunity for

growth

Focus on industry clusters based on competitive position and market trajectory

4. Formally institutionalize NOLABA to ensure sustainability of the organization

Tell NOLABA story more aggressively to the business council / business community

Ensure that we are part of Forward New Orleans 2.0

Position ourselves as a vital part of New Orleans’ economic development landscape through the Mayoral

transition



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SCOPE OF SOLICITATION

Overview

NOLABA is hiring an event coordinator to execute key event logistics deliverables, both for short-term and

long-term projects for the organization to meet strategic goals. The consultant will work with NOLABA

leadership and directors to develop and execute specific event programming that align with the

organizational strategy. This contractor will report directly to NOLABA’s Director of Human Capital &

Culture. The contract will include NOLABA’s standard language as a public entity. This contract on average

will require facilitation of approximately 85 meetings and events of varying sizes and logistical complexity

with a contract cap of $30,000 for an annual period beginning on the date the contract is signed by both

parties.

Success in this role will be measured by:

Managing each event budget and the overall event budget at or below planned spending while

leveraging current resources and in-kinds to enhance each event’s success

Ensuring attendance is at or exceeds the desired goal with the target audience identified

Ensuring all event logistics run efficiently and effectively with limited assistance from NOLABA

staff

Events by Programmatic Area [Level of Logistical Complexity Key: L = Low, M = Medium, H = High]

Business Development: Retail

o Monthly retail breakfasts (6 – 9): 35 attendees on average per event (L)

o International Conference of Shopping Centers (ICSC) RECon, Las Vegas (H)

ICSC Booth Preparation: 30 attendees at any given time

ICSC Reception: 30 attendees on average

ICSC Sponsor Appreciation, New Orleans: 30 attendees on average

Business Development: Creative Digital Media

o Bi-monthly Tech Happy Hours (6): 20 – 30 attendees on average per event (L)

Business Development: BioInnovation and Health Service Innovation

o Meeting and/or Familiarization Tours (4): attendance varies based on target audience

(M)

Economic Competitiveness

o Speaker Series (2 – 4): 15 attendees on average per event (L)

Small Business Ecosystem Development (M/L)

o Quarterly Resource Providers Roundtable

o Outreach/Listening Tours (3-4): attendance varies based on target audience

o Quarterly Small Business Networking or Briefing Panel Events

Cross Sector Initiatives (M/L)

o Bi-monthly Human Resource Series (6): 30 attendees on average

o Quarterly Economic Development Organization (EDO) Convening (4)

o On-Demand Events (4): Smaller events/meeting where topic and attendance to be

determined



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Next Generation Economic Leadership Program

o Pilot program includes up to 6 events: 20 attendees per class (M)

Advisory Board

o Semi-annual full board (2): 80 attendees on average (M)

o Quarterly sub-committee meetings (28): 7 sub-committees with 7 – 10 members on

each committee (L)

Investor Relations

o Investor Luncheon: 75 – 100 attendees on average (M)

o Holiday Reception: 250 – 300 attendees on average (H)

o Quarterly Investor Updates, Webinar Series (4): 20 – 30 attendees on average (L)

Scope of Services:

General:

Meet and communicate with NOLABA point of contact and programmatic directors as needed.

Communicate with attendees as needed.

Pre-event Planning:

Ensure programmatic directors are engaged in a planning meeting to ensure all aspects of event

logistics are defined and understood, including but not limited to:

o target audience and attendance

o RSVP management

o budget

o event timing and other timing sensitivities

o communication protocols

Engage with Director of Human Capital & Culture on all other planning and budgeting issues that

may arise during the process, especially timing sensitivity related to specific events.

Build a calendar of events based on the “Events by Programmatic Area” list above working with

the Marketing & Communications team to ensure events are publicized and promoted to the

target audience. Ensure all public events are included on the appropriate events calendar of

NOLABA or partner organizations.

Include appropriate “ramp up” period for successful event execution.

Contractor should have their own relationships and be able to work with NOLABA’s relationships

with event space, service, goods and catering vendors for event. In-kind support should be sought

out whenever possible.

Event Execution:

In most cases, events will require the event coordinator to be onsite to manage any technical or

logistical issues that arise during an event or meeting. This will require early arrival and be

determined by the event specifications.



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Work directly with all vendors, attendees and other guests (e.g. speakers, panelists) to provide a

seamless experience during any and all events.

Assemble all RSVP lists, prepare name tags and manage event attendance tracking.

Prior to each event, as needed, collect necessary information or materials that either require

preliminary communication with attendees or presentation at the event. Contractor or NOLABA

staff may be identified as the appropriate transmitter of materials, but contractor will be

responsible for logistical management on a timely basis.

Contractor will be responsible for announcements and call schedule to meet attendance goals for

each event.

Organize and be responsible for attendee name tags, agendas, evaluations forms, printed

materials.

If any issues arise during an event, communicate them timely with responsible NOLABA staff

person and Director of Human Capital & Culture.

Prepare and manage all post event communications and thank you notices with an actionable

item for each attendee’s continued engagement and connectivity with NOLABA.

Perform additional general staffing for events as needed.

Post Event Follow-up:

Compile attendance lists and other records (e.g. materials, agenda) in the appropriate format for

NOLABA’s record retention policy and entry into our client relations database.

Engage in a “post mortem” after action review with appropriate NOLABA staff of all events to

identify areas of success and challenges to improve.

Review with management any evaluation surveys of events to improve upon event logistics and

content.



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SUBMISSION REQUIREMENTS

We encourage informative and concise proposals that do not exceed 5 pages, including examples, value

added resources and relevant experience. PowerPoint presentations are preferred, but submissions

should be in either PowerPoint, Word or PDF formats only. Proposers need to possess the following

skills/abilities:

Event Management

Social Media

Technology Savvy

All proposals must include the following information to be considered for review:

1. Contact Information Respondent’s Full Name, Address, Federal Employer Identification Number

Primary Contact’s Full Name, Telephone Number, Email Address

2. Methodology and Work Plan

Respondents should clearly delineate their methodology and work plan, including key dates and

resources needed, for achieving the expected outcomes.

Respondents should outline key deliverables and any deviation or addition to metrics for success.

3. Statement of Qualifications & Requirements to Perform Duties

Respondents should provide information demonstrating the background and qualifications to

carry out the scope of work. Specific examples of prior work in line with this scope should be

outlined.

Respondents should provide 3 – 5 recent examples of their work including type of event

management, methods of preparation and attendance (audience type and number of attendees).

Respondents may be asked to clarify examples or submit additional work performed during the

review process.

Please list all technical capabilities and experience level with technology, software, programs and

any other skill sets needed to carry out the scope of work.

4. Budget Summary and Fee Schedule

5. References

Provide full names, addresses, and phone numbers for up to three past -client references

capable of explaining and confirming Respondent’s capacity to successfully complete the

project referenced in this proposal. NOLABA staff may contact these references or industry

sources, investigate previous projects and current commitments, interview some or all of the

proposed team members, and take other information into account in its evaluation of the

responses, including contacting individuals not listed explicitly as references.



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6. Certifications

Provide a statement certifying the Respondent’s commitment to non-discrimination in

regard to hiring, employment opportunities, and subcontracting

Provide verification of Respondent’s Disadvantaged Business Enterprise (DBE) certification,

if applicable

7. DBE Requirements

The New Orleans Business Alliance complies with all City of New Orleans DBE Program requirements. As such, the selected Respondent will be bound by the terms of that program. Please see Appendix A the standard City DBE contract provisions.

8. Incomplete Submittals

Submittals may be considered incomplete and removed from further consideration if any of the

following occur:

o The submittal is not received timely in accordance with the terms of this RFP

o The submittal does not follow the specified format.



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ADDITIONAL INFORMATION

1. Review Process

NOLABA may, at its discretion, request presentations by or meeting with any or all Respondents to

clarify or negotiate modifications to the Respondents’ submittals.

However, NOLABA reserves the right to make an award without further discussion of the responses

submitted. Therefore, responses should be submitted initially on the most favorable terms, from both

technical and price standpoints, which the Respondent can propose.

Please note DBE Certification does not automatically qualify a Respondent for selection; rather

NOLABA contemplates award of the contract to the Respondent with the highest total points.

Closing Submission Date

Responses must be submitted no later than 5:00 PM CST on Friday, January 27, 2017.

Inquiries

Inquiries concerning this RFP should be in writing and directed to [email protected].

Conditions of Response

All costs incurred in the preparation of a response to this RFP will be the responsibility of the

Respondent and will not be reimbursed by the NOLABA.

Instructions to Prospective Contractors

One (1) electronic copy in PDF format to [email protected] must be submitted by 5:00 PM

CST Friday, January 27, 2017 with the subject line “NOLABA RFP – Event Coordinator”.

Failure to do so may result in premature disclosure of the Respondent’s response. It is the

responsibility of the Respondent to ensure that the response is received by NOLABA by the date

and time specified above. Neither late responses nor faxed responses will be considered.

Publication and Promotion

This RFP shall be posted on the NOLABA website, www.nolaba.org, listed with the City’s DBE office

and will be available upon request. All winning bidders agree to participate in any reasonable

promotional activity.

Contract Term and Cancelation

The services to be provided under the terms of any agreement shall begin on such date and shall

end on such date as the parties will negotiate after selecting a Respondent as the Contractor. It is

understood and acknowledged by all signers to any agreement that work described is to be

accomplished during the time period specified herein. The terms, conditions and duration of any

agreement may be modified by an executed, written amendment to any agreement.






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The contract period will be through an annual period based on start date, and will not exceed

$30,000, subject to extensions based upon project status, availability of funding and contract

performance. If the contract is extended, the terms including the scope of services and

compensation rate and maximum payment, will be subject to revision by mutual, negotiated

agreement of the parties. In the event that a contract extension is considered, the rate of

compensation, the scope of services, and maximum compensation shall be negotiated between

NOLABA and the Contractor. However, NOLABA reserves the right to refuse contract extensions

without cause.

The contract may be terminated by the Contractor upon thirty (30) days' prior written notice to

NOLABA in the event of substantial failure by NOLABA to perform in accordance with the terms

of this Contract through no fault of the Contractor. It may also be terminated, in whole or in part,

by NOLABA, with or without cause, upon (30) days' prior written notice to the Contractor. Unless

the Contractor is in breach of this Contract, the Contractor shall be paid for services rendered to

NOLABA’s satisfaction through the date of termination.

Indemnification

The Respondent shall indemnify and hold harmless NOLABA against any and all claims, demands,

suits, judgments of sums of money to any party accruing against NOLABA for loss of life or injury

or damage to persons or property growing out of, resulting from, or by reason of any act or

omission of the operation of the Respondent, his agents, servants or employees while engaged in

or about or in connection with the discharge or performance of the services to be done or

performed by the Respondent hereunder, and shall also hold harmless from any and all claims

and/or liens for labor, services, or materials furnished to the Respondent in connection with the

performance of his obligations under this agreement.

Right to Reject

NOLABA reserves the right to reject any and all responses received for this RFP or to select the

Respondent(s) that, in the opinion of NOLABA, will be in the best interest of and/or the most

advantageous to NOLABA. NOLABA also reserves the right to reject the response of any

Respondent(s) who has previously failed to properly perform under the terms and conditions of

a contract, to deliver on time contracts of a similar nature, and who is not in a position to perform

the requirements defined in this RFP. NOLABA reserves the right to waive any irregularities and

technicalities and may, at its discretion, withdraw and/or re-advertise the RFP. A contract for the

accepted response will be based upon the factors described in this RFP.

Notification of Award

NOLABA expects to select a consulting firm by March 10, 2017. Upon conclusion of final

negotiations with the selected consultant firm, all Respondents submitting responses to this RFP

will be informed, in writing, as to whether or not the Respondent was selected.



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Applicable Law

Agreements shall be governed and/or construed in accordance with the laws and jurisprudence

of the State of Louisiana. At the time of Respondent’s submission of its RFP response, the

Respondent shall be in compliance with all applicable laws of the State of Louisiana, the United

States and local ordinances, including licensure requirements.



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APPENDIX A: REQUIRED CONTRACT DBE PROVISIONS

DBE Program Compliance: DBE participation is a requirement for this solicitation and no contract will be

signed until the Respondent satisfies all DBE requirements as determined by the Office of Supplier

Diversity. City of New Orleans Ordinance 70.432.1 establishes a goal of 35% DBE participation for all public

spending or private projects that utilize public funding and/or incentives on contracts over $15,000.

DBE Contract Goal: A DBE contract goal of 35 percent has been established for this solicitation.

DBE Participation Plan: Respondents qualifying under this solicitation must submit with proposal

responses a DBE Participation Plan as to how they intend to meet the DBE contract goal. Respondents are

encouraged to utilize the Office of Supplier Diversity's DBE Participation Plan template which is available

at www.nola.gov on the Office of Supplier Diversity's "Supplier Diversity Toolkit" page. You may also

request a copy of the template from the Office of Supplier Diversity's Compliance Officer via e-mail at

[email protected].

The Office of Supplier Diversity's DBE Participation Plan template is a guide. Other formats of a

participation plan may be acceptable. However, failure to include the essential information as exemplified

in the template may be cause for either a delay in acceptance or the rejection of an offer as non-

responsive.

DBE Reciprocity: The City participates in the State and Local Disadvantaged Business Enterprise Program

(SLDBE), a race- and bender-neutral socially and economically disadvantaged business enterprise (DBE)

program. In 2004, the City entered into a Cooperative Endeavor Agreement (CEA) to participate in the

SLDBE program with the Sewerage and Water Board of New Orleans and the New Orleans Aviation Board.

In 2009, Harrah's Casino of New Orleans joined the CEA.

In 2010, through Executive Order MJL 10-02, Mayor Mitchell J. Landrieu authorized that firms certified

through the U.S. Department of Transportation's Louisiana Unified Certification Program may participate

as a DBE on City of New Orleans contracts with all the rights associated with such certification.

In order for a DOTD/LAUCP firm to bid and perform as a DBE on City of New Orleans contracts, the business

owner must provide evidence of LAUCP certification and receive a letter authorizing reciprocity from the

Office of Supplier Diversity.

Crediting DBE Participation: Credit towards meeting the DBE participation goal shall be granted only when

firms identified as DBE in the DBE Participation Plan are currently certified through one of the qualify

entities recognized by the City of New Orleans:

(a) City of New Orleans (All Certifications);

(b) Sewerage and Water Board of New Orleans (SLDBE certification);

(c) New Orleans Aviation Board (SLDBE certification and Louisiana Unified/DOTD certification);

(d) Harrah's New Orleans (SLDBE Certification only); and

(e) LAUCP Certified firms.




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The Respondent must select a DBE or DBEs from one of the following lists of certified firms to be compliant

with the City's DBE goal:

(a) City of New Orleans database of certified firms at www.nola.gov;

(b) Sewerage & Water Board's list of certified SLDBE firms at www.swbno.org;

(c) The New Orleans Aviation Boards list of SLDBE firms or DOTD firms at www.flymsy.com;

(d) The list of LAUCP firms at www.dotd.la.gov.

A firm that is owned by a woman, a minority or a person with a disability is not considered a DBE by virtue

of its ownership. To learn more about how the City of New Orleans defines the term DBE, download the

Office of Supplier Diversity's Definition of a Disadvantaged Business Enterprise from the "Supplier

Diversity Toolkit" page on at www.nola.gov.

DBE Validation: The Respondent awarded the RFP/RFQ will have to complete and have the Office of

Supplier Diversity verify one of the following before a contract is signed:

(a) The DBE Participation Plan satisfies the DBE goal set-forth in the RFP/RFQ;

(b) The Respondent demonstrated good faith efforts to meet the DBE goal set-forth in the

RFP/RFQ; or

(c) The Respondent failed to meet the DBE goal or demonstrate good faith efforts to meet the

goal set-forth in the RFP/RFQ.

DBE Compliance Reporting: The awarded Respondent and all participating subcontractors awarded

contras as a result of this RFP/RFQ process are required to use the Office of Supplier Diversity's secure

web-based compliance management system to submit project information on all expenditures made to

achieve compliance with the DBE participation goal for this agreement. The information regarding access

to the compliance system will be provided to the awarded Respondent's DBE Participation Plan

Administrator after award of the contract.

Access to Books and Records: The awarded Respondent agrees to grant the Office of Supplier Diversity's

Compliance Officer reasonable access to its books and records for purposes of verifying compliance with

the DBE goals for the contract.

Questions: Please direct all questions related to DBE compliance prior to submission of the proposal to

the Office of Supplier Diversity at [email protected] or by calling 504-658-4904.

Additional Resources: Visit http://www.nola.gov/economic-development/supplier-diversity/ to

download DBE forms, search for certified firms, download DBE certification applications, report DBE

compliance or learn more about the Office of Supplier Diversity's policies and programs on the "Supplier

Diversity Toolkit" page.



http://www.nola.gov/economic-development/supplier-diversity/


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TO ALL PROSPECTIVE BIDDERS:

REQUEST FOR PROPOSAL RESPONDENTS AND REQUEST FOR QUALIFICATIONS RESPONDENTS

PLEASE BE ADVISED OF THE FOLLOWING ADDITIONAL INFORMATION WHICH SHALL BE CONSIDERED AS

INCLUDED IN THE ORIGINAL BID, REQUEST FOR PROPOSAL (RFP) OR REQUEST FOR QUALIFICATIONS (RFQ)

AND SHALL TAKE PRECEDENCE OVER ANY PART OF THE ORIGINAL BID, RFP OR RFQ IN CONFLICT

THEREWITH.

Pursuant to Executive Order MJL 10-02 signed June 3, 2010, the City of New Orleans shall hereby grant a

Provisional Certification as a disadvantaged business enterprise (DBE) to any business that is certified as

a valid DBE by the Louisiana Unified Certificated Program (LAUCP). Such Provisional Certification shall

entitle a business to be considered a valid DBE by the City of New Orleans with all the rights associated

with such certification.

PROVISIONAL DBE CERTIFICATION IS ONLY RECOGNIZED ON CITY OF NEW ORLEANS BIDS, RFPS AND RFQS.

THE SEWERAGE AND WATER AND THE NEW ORLEANS AVIATION BOARD DO NOT CURRENTLY RECOGNIZE

PROVISIONAL DBE CERTIFICATION.

THE CITY OF NEW ORLEANS DOES NOT MAINTAIN A SEPARATE LIST OF DBE FIRMS THAT HAVE BEEN

GRANTED RECIPROCITY IN ACCORDANCE WITH MJL 10-02.


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