Project Information

Bid Title

Consulting Services - Sand and Sun Festival

Issuing Agency

City of Ocala

Location

Florida

Published Date

Sep 11, 2026

Closing Date

Oct 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ# GRM/261079

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Main

Agency
City of Ocala

Status
Active

Fiscal Year
2026

Primary Contact
David Williams

Title
Consulting Services - Sand and Sun Festival

Secondary Contact

Number
RFQ# GRM/261079

Tertiary Contact

Type
Request for Quotation

Department
Purchasing

Online Submissions
No

Project Estimate

Piggyback Solicitation
No

Insurance Required
No

Bid Bond Required
No

Bid Bond Amount

Performance Bond Required
No

Performance Bond Amount

Construction Bond Required
No

Construction Bond Amount

Scope of Services
RFQ# GRM/261079 Consulting Services - Sand and Sun Festival

Scope of Work
BACKGROUND
1. The City of Ocala requires the services of an experienced consultant to provide sand sculpting consultation and artist coordination services in support of the Growth Management Department, Cultural Arts Division, for the 2027 Sand & Sun Festival. The City is soliciting proposals from qualified consultants to assist with the selection, coordination, and management of professional sand sculptors and provide consultation related to the festival’s sand sculpting activities. The Sand & Sun Festival will take place at Downtown Ocala’s Citizens’ Circle in Ocala, Florida.

2. Bidders can respond to listing by submitting their proposal to bids@ocalafl.gov no later than 2:00 P.M. on November 12, 2025. NO EXCEPTIONS TO OPENING TIME WILL BE ALLOWED. Any questions relative to any item(s) or portion of this Invitation to Bid should be directed to David Williams, Senior Buyer, dwilliams@ocalafl.gov (352-629-8350).


PROJECT SUMMARY, DELIVERABLES AND HOURS

1. Project Summary: The City of Ocala requires the services of a professional sand consultant to oversee the following:

• Assist with planning, marketing, advertising/promoting including social media, interviews and implementing Ocala’s live sand sculpting event.

• Provide marketing assets, including sand sculptors’ biographies and photos of their work, for the event that the city can utilize in advertising.

• Assist with sand consulting and testing sand quality for City sand acquisition.

• Provide logistic assistance with sand boxes/containers for sculptures.

• Coordinate, recruit, oversee, and manage six (6) sand sculptor competitors, including travel, lodging, and meals. If the City secures sponsorships for lodgings and meals, the proposal amount may be reduced and renegotiated.

• Provide on-site sand preparation and logistics during the week leading to the event.

• Manage and coordinate sculptors during the week leading up to the event and on the day of the competition.

• Provide biodegradable wind protectant (Elmer’s glue) for the sculptures.

• Create one welcome sand sculpture featuring the City and sponsor logos.

• Oversee the competition and awards presentation, including coordinating and providing an instructional overview for judges.

• Provide the sand sculpture competition judging rubric and scoring criteria.

• Assist with any additional sand event or sculptor-related needs that may arise.

2. Deliverables

• The consultant shall recruit professional sand sculptors at least two months prior to the event date and provide biographical information and marketing materials.

• The Consultant shall be on site for the 2027 Sand & Sun Festival from Monday, May 10, 2027, through Saturday, May 15, 2027, to provide sand sculpting consultation and artist coordination services.

• The Consultant shall coordinate with the City of Ocala Project Manager and participating sand sculptors regarding scheduling, setup, competition activities, workshops with the sculptors, and other sand sculpting programming associated with the festival.

• The Consultant shall provide ongoing communication and updates to the City regarding artist coordination and festival preparations leading up to and throughout the event.

• Deliverables and services shall be reviewed and accepted by the City of Ocala Project Manager before payment for such work.

3. Working Hours: The normal/standard working hours for this project are 8:00 AM – 5:00 PM Monday through Saturday, excluding holidays. The Consultant shall provide 48-hour advance notice to City Project Manager for work outside normal shift hours. The city may decline the request.
Please review the attached Exhibit A- Scope of Work for full details of the solicitation.

Dates(All times are listed as EST )

Broadcast Date
9/11/2026 12:00 PM EST

Question End Date

Sample Due Date

Due Date
10/12/2026 2:00 PM EST

Bid Opening Date

Question End Date Reminder Notification
0 Day(s)

Sample Due Date Reminder Notification
0 Day(s)

Due Date Reminder Notification
0 Day(s)

Pre-Bid Meetings

Total: 0 (All times are listed as EST )

Date

Time

Mandatory

Location

Shortlist Meeting

Total: 0 (All times are listed as EST )

Date

Time

Location

Documents

Total: 2

Type	Name	Description	File Type
Request for Quotation	RFQ GRM261079 Consulting Services Sand and Sun Festival Addendum 1.pdf	Request for Quotation	PDF
Request for Quotation	RFQ GRM261079 Consulting Services Sand and Sun Festival Exhibit A Scope of Work.pdf	Request for Quotation	PDF

Commodity Codes

Total: 2

Code	Description
[052-80]	Sculptures: Marble, Metal, Plastic, etc.
[420-3]	Arts and Crafts Furniture (Tables, etc.)

Publications

Total: 0

Publication

Date

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services

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