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CITY OF STILLWATER REQUEST FOR PROPOSALS & QUALIFICATIONS FOR STILLWATER COMMUNITY FESITIVAL Proposals Due: 2:30 PM, September 612, 2013

1. 1.1.

Purpose Background Information The City of Stillwater, Minnesota is a dynamic community, nestled along the bluffs of the St. Croix River; one of America’s protected Wild and Scenic Rivers. The City is a stand-alone community within the Twin Cities metropolitan area, located about 20 miles east of St. Paul. The City is a historic community with a growing population of 18,638 residents and a median household income of $70,131 ($58,475 Minnesota; $52,762 USA). Stillwater is one of the most visited cities in Minnesota, featuring a historic downtown. The City is also well known for its restored riverboats, Victorian bed and breakfasts, and seasonal recreation activities on the St. Croix River. 1.2. Previous Community Festival Lumberjack Days Festival Association, Inc, a non-profit organization run by St. Croix Events, Inc. produced the community’s previous major festival, known as Lumberjack Days. St. Croix Events stopped producing the event after the 2011 season.

2. 2.1.

Proposal Description Summary and Objective The City of Stillwater is requesting qualified and experienced organizations to submit proposals to produce a new summertime community festival beginning in 2014. The geographic focus for drawing festival-goers should be: [Councilmember Weidner - Stillwater and the surrounding area including the St. Croix Valley and the East Metro.] [Councilmember Kozlowski – concentrated on Stillwater’s residents but should not ignore the Twin Cities region.]

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[Councilmember Polehna – does not believe this is necessary to include. His main concern is that the summer festival be community oriented and that the producer involve Stillwater’s civic groups. If that occurs, the draw area can be as big or small as the producer proposes.] [Councilmember Menikheim – the Greater Stillwater area, at least in the first years.] 2.2. Professional Qualifications The organization selected by the City Council to produce Stillwater’s next summer festival must have prior successful experience in producing community events, including contacts that may be used for reference. The Stillwater Police Department will run a limited background check on each festival production company submitting a proposal. 3. 3.1. Submission Requirements Provide a brief description of the organization’s capability, history and experience producing festivals or events. 3.2. Identify the name of the person designated as the contact person for this proposal with mailing address, telephone number, fax number and e-mail address. 3.3. Resumes of individuals who will participate in production of the proposed festival and their respective roles in the production. 3.4. Submit a work program and schedule for production of a 2014 festival. 3.4.3.5. Submit a site plan showing location of major elements of the festival. The principle venue location will be North Lowell Park and the downtown pedestrian walkway, which is an area of approximately 6.5 acres. [See attached graphic.] 3.5.3.6. Number of Proposals Submit 10 copies of the proposal. 3.6.3.7. Submission Deadline Proposals are to be received in the office of the Community Development Department no later than 2:30 p.m. on September 612, 2013. No late proposals will be considered. Proposals may be mailed or hand delivered to: Bill Turnblad Community Development Director Stillwater City Hall 216 Fourth Street North Stillwater, MN 55082 4. 4.1. 4.2. Other Specific Requirements The City of Stillwater reserves the right to accept or reject any and all proposals. Proposals received in response to this invitation shall become the property of the City of Stillwater and shall be retained on file, and by reference will become a part of any subsequent formal agreement. The successful proposal will:

4.3.

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4.3.1. 4.3.2. 4.3.3.

Identify activities that would appeal to the planned geographic focus area as defined in 2.1 above. Incorporate an aggressive marketing plan. Develop and present a theme and festival name in the proposal that A. complements the City’s historic fabric. B. captures the City’s river setting. C. fits the fabric of the community. D. is found satisfactory to the City Council. E. ??? [Councilmember Weidner - The festival should complement the City's historic fabric, capture the City's river setting, involve and benefit community including local non-profit and volunteer organizations, and be found satisfactory to the City staff and Council.] [Councilmember Kozlowski - The festival should complement the City's historic fabric, capture the City's river setting, and be found satisfactory to the City Council.] [Councilmember Menikheim – the festival should complement the City's historic fabric.]

4.3.4. 4.3.5. 4.3.6.

Submit an estimated budget including a specified percentage of gross receipts to the City in exchange for use of the City name and venue. Demonstrate an ability to produce and hold the event annually beginning in July of 2014. Identify City resources desired by producer to support the festival, and any proposed remuneration for those resources.

4.4.

Oral Presentation Following a review of the written responses to this Request for Proposals & Qualifications, the City of Stillwater may invite a limited number of candidates to present their proposal to the City Council. The quality of the candidate’s oral presentation will be considered in the selection process.

For questions or additional information, please contact: Bill Turnblad, City of Stillwater 216 Fourth Street North Stillwater, MN 55082 (651) 430-8821 bturnblad@ci.stillwater.mn.us

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