Parks Facilities Rental and Event Management Services

The vendor required to provide parks facilities rental and event management services to manage all aspects of marketing, planning, scheduling, accepting reservations, and managing events at these managed facilities.
- Facility rental services
•    The manager shall be responsible for all activities related to renting the managed facilities for private or public events, including marketing, client meetings, reservations, coordinating vendors, accepting deposits and payments, managing schedules, and other needed activities. 
•    The manager shall work to maximize the number of events in the managed facilities to showcase parks and drive revenue to support parks operations.
- Facility marketing
•    The manager shall annually develop a business and marketing plan for the rental of the managed facilities to be approved by parks. 
•    The business and marketing plan for the managed facilities should include at minimum a website, digital marketing strategy, industry marketing strategy (such as presenting at bridal shows and other industry events), and other strategies as necessary to achieve goals. 
•    All marketing materials and promotions by the manager will be subject to parks review and approval before publication or airing.
- Reservation services to clients
•    The manager shall provide all services necessary for clients to reserve the managed facilities for events. 
•    This shall include software systems and services used to receive and process all reservations for the rental of the managed facilities. 
•    Basic customer services include maintaining a catalog of facilities; showing facilities; client consultations; bookings by phone, online, or in person; preparing client rental agreements; coordinating reservation data to parks; and maintaining pertinent records. 
•    The manager shall develop a standard client rental agreement to be approved by parks.
- Reservation payments, accounting, and records
•    The manager shall be responsible for managing all deposits and payments for rentals and event services provided to the clients. 
•    The manager shall provide a detailed proposal for the most advantageous and seamless method of recording and managing reservations, including communicating reservations to parks, payment schedules, event expense accounting, and record keeping.
•    All deposits and payments from clients will be made to parks.
- Event management services
•    The manager shall be responsible for all on-site activities related to the management of private or public events hosted at the managed facilities, including facility openings and lockup, event setup and breakdown, vendor coordination, facility attendants, and other services per the terms specified in client's rental agreement. 
•    The manager can propose a plan that involves a subcontractor completing this work. 
•    The manager shall provide semi-annual reports to the city of economic inclusion detailing MBE, WBE, and SBE utilization and spend. 
•    This report shall include total spend, percentage participation, and compliance with the established inclusion goals. 
•    The contractor is responsible for maintaining accurate records to support the report's findings.
- Preferred services (catering, rental of tents, tables and chairs, etc.)
•    The manager may provide fee-based services to clients such as catering and equipment rental. 
•    Fee-based services can be provided either by the operator or by a subcontractor. 
•    The fee-based services to be provided by subcontractors could include but are not limited to catering; rentals of tents, tables, chairs, linens, glassware; decorating; entertainment; limousine services; valet parking; and other services as may be requested by clients.
•    The manager shall enforce all terms of subcontractor agreements and collect and process all service fees.
- Facility premises, cleaning, and maintenance
•    The manager will accept the facility premises in their present operating condition, in basic good repair and operating order. 
•    The manager will be responsible for cleaning all facilities after every rental, inside and outside, within 24 hours or before the next scheduled use, whichever is sooner. 
•    The manager may subcontract for this work. 
•    The manager will provide immediate notification to parks of routine maintenance, damage, or other repair needs of each facility. 
•    The parks and manager will inspect the facilities annually and develop a plan regarding maintenance and improvements that may enhance customer experience and rental revenue. 
•    Parks will maintain plantings, landscapes, trails and walkways around the premises of rental facilities and in reserved areas as budget permits.

- Contract Period/Term: 5 years
- Non-Mandatory In-Person Pre-Submission Meeting Date: February 10, 2026
- Questions/Inquires Deadline: February 13, 2026