RFP PROPOSAL ON BIRTHDAY PARTY

1.1. The key section of an RFP

Located at: 68 Mountain berry road Brampton L6R1J5 Ontario

Kay-events Ltd. invites your company to express interest by submitting your proposal following the request for a recommendation. All responses to this request will be evaluated to identify the qualified organization. Bids must adhere to be done according to format and content described in this RFP. We will assess the proposal that has met the expectation of the package requested. The minimum information that is needed to qualify for the considerations described in this RFP. The bidder awarded this contract shall enter into birthday party event planning and also get into agreements based on the accords specification in the RFP.

Kay-events Ltd. Does a top event planning company have over 30 branches all over Canada? Our organization has experienced in making any event look positive and successful. We provide all services such as planning, managing, and coordinate all types of events all over Canada. The staff has amicable skills which ensure that our clients get the best services as per their expectations. We are always determined to exceed the expectation of our customers. Kay-events Ltd.

Currently, our company is seeking a contract for a birthday event hosted by our company. It is located at 68 mountain Berry road in Brampton. The awarded bidder will be expected to make the birthday event successful as per our company’s standards. We expect the interested organization to be responsible for birthday event planning, construction /Decorations, rehearsals, and equipment’s to be used in the set date.

For the organizations to be successful in this project, every bidder has to submit all the required information.

The proposals should be submitted not later than 4:00 pm on November 2nd, 2019. We expect the interested organization to drop their bids in our headquarters in Brampton (Brampton towers Room 123B). Ontario, before the date allocated above. All proposals should be sealed.

The bids from interested companies will remain in effect for 30 days from the date of submission. Kay-events Ltd has sole discretion.

Reject any submitted proposal negotiate with any bidder in their projects to the interest of meeting this company’s standards and interests.

Kay-events Ltd. It does not give a guarantee or express any implication that the award of a birthday party project contract will be given to any company. The bids and any documents accompanying the submissions shall be the property of Kay-events Ltd.

We do not accept any bid submitted through electronic, facsimile transmission or telecommunication means. Any proposal submitted after the set dates will be automatically rejected — no time extensions for submissions. To withdraw any bid from us, you need a written notification from Kay-events Ltd. It should be showing the proposal is to be removed.

All bids should comply with requirements in the scope of the work; they should include the following

• Estimated cost, time, construction and supplies necessary for the birthday preparation
• The hourly fee of the equipment and audio and video
• A reference showing experience of similar performance in similar events

Proposals should show the breakdown of programs categories and the price

Kindly include two copies of your proposal during the submission of your bids. Sign your request in ink on the blank spaces provided. Submit a sealed bid, showing the name and address of the bidding organization, the project name, and include section 1.6 with required contracting party signatures. Enclose your proposals in an envelope and address as following

Purchasing department

ATT: Charity Kay

PO BOX12

Brampton, L6R1J5

Bids can also be dropped at the Kay-events Ltd. Administration building

All questions concerning the package of the bid should be raised before the last day of bid submission. All issue should be written and addressed to charity Kay, Purchasing manager at the address listed above sent via email(kcharitie@kayevents.ca) or faxed to 647-123 5876

  1.2. Statement of the purpose

The purpose of this RFP is selecting a birthday party event planner to perform the service for a client in the developing branch at Branford. At the end of this RFP process Kay-events Ltd. Aims to engage a company or business organization that can manage to perform all the required tasks to meet the needs of the proposed project. The principal aim of this project is a plan for the birthday party of a 21-year-old with a budget cost of under $25000.The quests counts will be 65.the birthday date will be on November 12th 2019. All that needed to be covered in a birthday party should be included.

Kay-events Ltd. It is open to the environment of creating a better guest experience, though service delivery and perfect performance. Our equipment’s for event managements ensure that our customers need are met. Very attractive and assembling the required decoration by any clients. The contractor, therefore, is expected to maintain our company appearance before the public and our esteemed clients.

The general objective of the project includes ensuring that the event is planned expertly and organized according to our standards; it should meet Kay-events Ltd. Standards. A contractor must maintain the performance. In case of any discrepancies in understanding the above statement, there is an immediate need to resolve with the service director.

1.3. Background information

Kay events Ltd. is Located at 68 Mountain berry road Brampton L6R1J5 Ontario in the central business district. Our company is a lifestyle based professional full-service event planning company that has diversified specialization in services such as private events, grand opening, fundraisers, dinner Galla, and service awards, among others. The commitment of our company sees every event successful from the start to end while focusing on our goals, mission, and vision, and customers’ needs respected. The companies also thoroughly follow every detail so that our clients do not require it. Kay events ltd is experienced in organizing from private party over 1000 dinner Galla or meeting. We are offering the best and professional services, such as described above plus pre-event planning, event managing designing and management, and lastly, onsite management, and post events.

Demographics

Since 2014, there have been recorded an increase in population in Canada, Mostly due to immigration and tourism.Many of the immigrants are international students, and we chipped into the business to offer the best professional students to serve all people in Canada.

Business and affluent customers

Approximately 35percent of the Canadians population has an annual income of over $100000. They spent $40000 annually on events and parties. The student’s andthe youth in Canada form the most significant percentage of the people we serve. During the graduation ceremonies, birthday parties, conferences, house parties, among others. The tourists are also among the top clients of our company. We target all people, but the charges are different based on the levels of the social class.

Psychographics

We use an individual approach of targeting the people living lavish life who would wish to hold a colorful event. Affluent customers’ students spend more on events and parties than traveling because they have a passion for parties. They find event and parties to be offering the best entertainment

Lifestyle: The youth and students would prefer to event planning services within their learning centers, churches, or households. In all cities, there are many institutions, and relevant events are needs daily.

Social class. All social courses in Canada can make use of our services without any challenge. In this year, January Kay events ltd launched a new branch at Branford city as way off the extension of services to that area.

1.4. Scope of the work

The birthday party event contractor (Herein called the contractor) must perform according to the company intentions described above. The stipulation and references, as well as specifications, are referenced herein.

Bidders are needed to research the current conditions and matters that could affect the performance or cost of the service.

The contractor shall develop their event planning for the designated categories listed here for the pre-event planning, event planning, rehearsal, decoration, the equipment to be used in the party with color themes that will make the grand party event.

The foods and drinks selections, as well as the dress code for the birthday party event, should be stated and unique meeting the company standards.

Startup

Companies presenting their bids for the mentioned project are aware of the average birthday party experience and expectations. Rules and legalities governing a house birthday party and should keep that in mind before submitting their projects. It is only the people permitted to work on this project through project approval are allowed to carry out this project.

The contractor shall carry out a previous to the clients for pre-event planning, and this will include selecting the venue and the breakdown of programs.

The contractor should have the relevant knowledge of hosting a birthday party as well as having the proper equipment needed in a birthday party event. There is a need for backup in case equipment is broken during the event; this is the responsibility of the contractor.

A contractor must inspect the venue and advise our company on any problem or challenge that could emerge. Kay event ltd might need additional documents for supporting the proposals. We may contact and interview the contractor for clarification of the data provided and gain trust in their experience and ability in financial, technical, and financial capacity.

1.Event planning

The contractor is responsible for Venue selection and reserve the venue to host the birthday party. Time and date should be scheduled as per our standards. People to be invited to the party should be selected as per the requirements. The party theme and dress code should choose this should be exciting and pleasing to the mood. The selection of party cake and catering services is responsible for the contractor. The contract will be expected to hire a food caterer, drinks and foods should be of quality and best for the guests invited. The arrangements of the day photographer and party coordinator are the contractor’s duty. They should get all the above services with the best budgets from the clients.

2. Construction

The contractor should come up with an idea of making the decoration with the theme of the birthdays color. Tables and charts to be used in the event should be gotten from the vendors. Seating charts for the guest and the invited people should be showing creativity. ProPer and better lighting, as well as entrance to the party arrangements, need to be done by the contractor.

 3.Equipment

A contractor must hire Photobooth for the party. Additionally, the top quality video equipment should be used.We expect to have high quality Video types of equipment for the party.Additionally, the contractor must note that we need new equipment with minimum chances of faultiness or malfunction

4. Rehearsals

This activity will be performed in line with Kay events ltd standards. The contractor should organize for food tasting and lighting checkup before the events. The sounds and audio are supposed to be inspected before the event starts. To make the event successful, there should be a thorough cleaning of the venues before the party .after the party, the contractor must organize for returning of the types of equipment and chairs used during the vent.

The above phases should be broken down into several work packages to make it more comfortable for the contractor to manage the events shaping the party successful. Security should also be provided; there is a need of the contractor to hire a security team for the event. All the above practices put in place will make it easier for the project managers to manage the project within the team scope and complete the task efficiently

Maintenance services

• Any faulty equipment should be repaired and put in proper condition
• The tents and chair should be cleaned and arranged properly
• The lighting system should be checked and if any problems are changed

 1.5 Outcome of performance and standards

• Our company expects minimum performance standards
• Understanding the aspects of the project
• Understanding and enforcement of the local party hosting laws
• Complete the task with the allocated time
• Ensure safety during the event
• Report to the company frequently
• Contactor to ensure there is enough material and equipment’s to performing all duties during this day

1.6 Deliverables

• Minimum general event programs
• Provide the schedule arrangement
• Develop noise pollution control strategies for the event
• Avail sealed and signed copies of the programs and material as well as the needed budget
• Scope of work tender cost and preparation of tender and proposal
• Give answers to questions that need clarification at tender bid window

1.7: The term of the contract

• The time of the contract should be only from the three days, and it is expected to start on November 2nd and end up on November 5th, 2019.
• Option for renewing the contract
• The hardscape work completed on time by November 3rd, 2019
• If the activities are managed beyond our company expectation
• Enough professionalism from the team
• The clean and colorful event

1.8 payment and incentives and penalties

The contractor is supposed to start working on November 2nd, 2019 upon being issued of the purchase order and verification of purchase order

Payment terms

The Kay event ltd.Will make payments based on the negotiated and agreed payment schedule. Every billing should have a sign of report of progress.

The moment the service provider will sign the contract the company will provide a deposit of 25 percent at the contractor’s price

From there, payments will be made daily.

Until the facilities director from Kay event ltd approves the progress invoice, we cannot process any invoice.

All invoices should be directed to Kay event

Incentives Condition

The hardscape project completed on first day November 2nd

Project completed on time

The contractor and team performs more than our expectation

Penalties

The plan is not started on the scheduled date on November 2nd, 2019

No meeting of the standard performance needs

This will lead to the termination of the contract

1.9 .Contractual term and conditions

Form of the proposal: Proponents must fill the form attached in the proposal, as explained in the exhibits.

Signature: Insert the legal name of the person submitting the project to exhibit A

No contract: Contract will only be after signing the contract agreement form not the summation of proposal

Confidentiality: we will to return any submission to the proponents; they are part of the company

Approval subcontractor: The contractor shall informer consult the company before involving any other party or subcontractor

Termination: The comp0ny may write to the contractor, and any time terminates the contract due to some reason.

Amendment service: the proposal fee will be increased or lowered based on written agreements of the Kay event ltd and the contractor as per the rates to be negotiated

1.10: Requirements for proposal preparation

The contractor has read and understood the proposal document and made it according to the exhibit

The contractor has visited the venues and observed the requirements

The proposal is based on the material and equipment’s proposal must show the company history

The project has three references

The scheme has a firm technical proposal and explains the firms risk control and mitigation plan

Proposal pricing recorded in the electronic pricing schedule

Filled all blank spaces in the pricing schedule and qualification

Evaluation criteria

Describing the criteria used in the evaluation of the proposal submitted

Project scope work and approach

Show an understanding of the project objectives

Project staffing

The experience of staff on similar projects

Cost proposal

The projected cost of the proposed work plan

1.11. Award of proposal

Kay events ltd have the right to waive any irregularity and information that was received in bid accepted in its judgment. Proposal opening will be done privately. We do not necessarily approve the cheapest priced proposal. Awarding of the successful contractor is contingent upon contractor signing the contract agreement form with Kay event ltd.

1.12 Process schedule

The schedule for the RFP is displayed below

Task date

Release RFP 20TH OCTOBER

Venue Visits Bay Appointments as From October 20th

Deadline to Request Clarification of RFP: October 21st

Deadline To Submit Proposal; Written. 25th

The proposal must be received at the specified time .we will not consider any late submission and deadline extension.