HomeMy WebLinkAboutA6424 - KLEIN AND CLARK SPORTS - 2014 MAYOR'S RACE PROMO/PREP DUTIES QirV 112013
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2014 MAYOR'S RACE-HEALTHY PLANET HEALTHYYOU
PROMOTIONAL AND PREPERATION DUTIES
City of Palm Springs
1 Office of Sustainability
Michele C.Mician
3200 East Tahquitz Canyon Way
Palm Springs,CA 92264
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I Scope for Proposal to Promote Mayor's Healthy Planet Healthy You Race
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With its brand as Your Sustainable City emerging as the premier sustainable city in the
Valley, the City of Palm Springs seeks to deliver educational programs and events that
inspire residents,business and all community members to save resources and improve the
environmental welfare of our City while creating occasion that are events to remember,
The Mayor's Race aims to be an annual event that inspires constituents to see the
connection between their own wellbeing and that of our planet. s � ,y
1A,Q4VLA,%-ts �tEvent
Proposed event: Mayor's
p y Race
Organizers: City of Palm Springs,Office of Sustainability
Location: City of Palm Springs Wellness Park and Ruth Hardy Park
Date/Time: January 11,2014
Duration: Pre Event hours and 8 hours total day of event
This scope outlines the details desired for the promotion of this event including;
PROPOSAL/CONTRACT
1K,SK& 10 Mile Mayors Run
January 11, 2014
Palm Springs, CA
Klein and Clark Sports will do the fnllnwi
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Pre Race
3 1. Redesign and layout SK course and create 10 mile course from Wellness park in Palm
Springs.Assist and advise City staff regarding the race route and course pre-planning.
Work with Tops and Barricades on plans and race day set up
2. Setup Start/Finish line for 5k,10 miler and lk kids run
3. Klein and Clark to provide inflatable arch with generic Start/Finish. Client will provide
banner for Start/Finish if custom is desired
4. Klein and Clark does not provide vendor referrals
S. Create race route FAQ's for posting by staff on website
6. Under the direction of City staff,follow up with timing company on race route
confirmation,stops,timing needs and instructions
7. Assist City staff in outreach to the Running Community for registration,promoting
registration for goal of 1200 runners,and flyer distribution, solicitation at regional
running events until race day
,
B. Assist City staff in outreach to local,community groups,send email blasts and
marketing of event to our 15,000 email database(included in price)
9, Klein and Clark does not solicit sponsors for this event
10.Assist in drafting welcome letter,race reminder updates and race day instruction for 3
emails to participants
11.Set up water stations on both courses(event provides the tables,water and cups) and
brief water station volunteers
12.Assist City staff in finish line event breakdown
Additional Dudes
1. Set up cones and direction arrows,mile markers for course race morning
2. Provide 2 additional staff members to assist with event on race day
During the Race
1. Pace all three events in lead vehicle(bike)
2. Make sure all volunteers are in correct place.
3. SAG event to ensure all complete the event safely
Post Race
1. Clean up course and Start finish,help breakdown event site.
Pre Race
•
1. Redesign and layout 5K course and create 10 mile course from Wellness park in Palm
Springs.Assist and advise City staff regarding the race route and course pre-planning.
Work with Tops and Barricades on plans and race day set up
2. Setup Start/Finish line for 5k, 10 miler and 1k kids run
3. Klein and Clark to provide inflatable arch with generic Start/Finish. Client will provide
banner for Start/Finish if custom is desired
4. Klein and Clark does not provide vendor referrals
5. Create race route FAQ's for posting by staff on website
6. Under the direction of City staff, follow up with timing company on race route
confirmation, stops,timing needs and instructions
7. Assist City staff in outreach to the Running Community for registration, promoting
registration for goal of 1200 runners, and flyer distribution, solicitation at regional
running events until race day
8. Assist City staff in outreach to local community groups, send email blasts and
marketing of event to our 15,000 email database (included in price)
• 9. Klein and Clark does not solicit sponsors for this event
10. Assist in drafting welcome letter, race reminder updates and race day instruction for 3
emails to participants
11. Set up water stations on both courses (event provides the tables,water and cups) and
brief water station volunteers
12.Assist City staff in finish line event breakdown
Additional Duties
1. Set up cones and direction arrows, mile markers for course race morning
2. Provide 2 additional staff members to assist with event on race day
During the Race
1. Pace all three events in lead vehicle (bike)
2. Make sure all volunteers are in correct place.
3. SAG event to ensure all complete the event safely
Post Race
• 1. Clean up course and Start finish, help breakdown event site.
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Office of Sustainability will hire Klein Clark Sports, contractor, for a flat fee retainer
of $6,000 paid by January 11, 2014 for services required to perform the above
responsibilities.
A rTLI
sy:
David H.Ready,
City Manager
City of Palm Springs g TO FORM
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Date:
City ptlornap
- Oeta � '3-
I By:
Michele Mician
Office of Sustainability,
Sustainability Manager,City of Palm Springs
Date:
a
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BY: Not to Exceed $
Klei rk Sports Authorized Representative Without The Express Written
Authorization Of The City
Date: e /3 Manager
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