Specifications include, but are not limited to: (a) Employee Family Fun Day: (1) The event is held in March or early April of each year outside of the work week. (2) The average attendance is approximately 600 employees and family members. (3) Employees and family members are to be provided lunch and a drink. (4) The event must include activities for both adults and children. (5) Decorations, theme, location, activities, etc. will be decided by the Vendor. (6) A final plan for the Employee Family Fun Day is due to the City Project Manager by January 31st of each year. (7) The City of Ocala currently has approximately 1000 employees. The turnkey event planning fee from Vendor will need to accommodate up to the entire 1000 employees. (8) Vendor turnkey pricing (see Section (d) below) is for the planning and event management portion only and does not include the cost of food and pre-approved expenses. (b) Food: (1) Prior to the event, the City of Ocala will provide the Vendor with an event budget for food, venue, decorations, and activities based on the estimated number of attendees. (2) Vendor will provide a minimum of three (3) menu options for the event for review and approval with the final plan submission. All expenses must be within the event budget. (3) After the City has selected the food and approved the final plan, the Vendor will make all arrangements for the venue. Based on the venue and venue deadlines, the Vendor may need to secure the venue before the menu options are presented to the City. (4) Vendor will forward invoices from providers to the City to pay as pass-through expenses, less taxes, since the City is tax exempt.
