Accounting | City of Somerset, Kentucky

If you have a question about the city’s finances, you’re in the right place. The accounting department prepares the city’s annual budget and handles all internal finance operations.

What does the accounting department do?

In addition to preparing the annual budget, the accounting team also:
• Prepares internal monthly financial statements
• Conducts internal audits
• Handles accounts payable for all city departments
• Handles city assets and city insurance
• Implements all new GASB statements
• Payroll
• Houses the purchasing department, where all bids are issued

Where should I send an invoice?

Please email all invoices for services rendered to the City of Somerset to the Accounts Payable department at: [email protected]

Or mail to:

P.O. Box 989
Somerset, KY 42502

Purchasing Department

The city’s centralized purchasing department is responsible for developing bid specifications jointly with other city departments, obtaining bids through advertising and direct solicitation, establishing and monitoring price agreement contracts, and issuing purchase orders.

We are committed to supplying the city with appropriate quality products and services at the lowest possible cost while following the standards in our governing ordinance to best serve the city and the business community.

The City of Somerset reserves the right to accept or reject any bid.

Please contact Purchasing Manager Gerald Roberts at 606.679.6366 or [email protected] for more information.

Current bids

All bids must be sealed and clearly labeled on the outside of the bid. Late bids will not be accepted.

Send all bids to:
City of Somerset
306 E. Mt. Vernon St., Somerset, KY 42501
Attn: City Clerk’s Office, First Floor

Virginia Cinema Event Firm: Deadline 10.5.21

Request for Proposals
Event Production Firm

Overview

The City of Somerset is seeking proposals for event production firms to manage and produce events for the former Virginia Cinema in downtown Somerset, KY. The Virginia Cinema was originally opened in 1922 and closed in 1994. The Somerset City Council and Mayor Alan Keck have recently approved funding to renovate and restore the cinema as a multi-use space for live music, theatre productions, and community events.

Objectives for Event Production Firm

To provide an engaging experience in The Virginia that it becomes a well-known, popular venue space in Somerset, KY.
To attract a wide variety of people, residents and visitors alike, to The Virginia and promote the venue as a downtown destination.
To generate revenue from a series of production events for sustainability of The Virginia and increase the economic impact in Somerset and the downtown area.

Proposal Specifications

The City of Somerset is seeking an experienced event management and production firm to plan, organize, and execute events at The Virginia throughout the year for a minimum of 24 weekends in a calendar year. The City intends to award a contract to one company for a period of two years with the option to renew for two additional years in one-year increments.

Please include in your proposal a copy of a contract between yourself and a potential client for review.

Specifically, the events production firm is expected to:

Audition, book, contract with, and pay performers;
Be responsible for all obligations and demands of performers/artists’ riders;
Provide/help secure three bids for a professional sound reinforcement system from qualified vendors, and provide a professional engineer on site for the duration of the concert or event;
Arrange for entertainment and guest activities, including staging, audio, and lighting as needed as well as production effects and signage;
Oversee general concert or event production;
Oversee and implement load-in and load-out of all equipment and supplies at facility, event set up and breakdown;
Provide an experienced event manager on-site for the duration of the event to serve as principal contact with venue;
Have a full-service on-site presence (e.g. guest safety, logistics, artist management, etc.)
Coordinate proper permitting with the City of Somerset and the state of Kentucky.

Experience

In your proposal, briefly state how your firm and any collaborators are qualified to undertake the proposed event productions. Business of providing special event management and production services similar to those detailed in this RFP for at least five (5) years preferred. Please include three references for events or similar projects your firm has managed or been involved with in the past.

Submitted proposals must be fully complete to qualify.

Requirements

Respondents must already possess or be able to obtain a City of Somerset business license and any requirements to do business in the State of Kentucky by any applicable government authority.
Awarded firm of the proposal must obtain and maintain at its expense, necessary certificates of liability insurance with the City of Somerset listed as additional insured; workers’ compensation and employer’s liability for all covered employees of the event production firm.

Selection Criteria

The City of Somerset will evaluate the proposals with the intent of selecting the most qualified and with the best interest of the City. Proposals will be evaluated with considerations made to the ability to provide special event management and production services as outlined in the proposal specifications, the firm’s range of experience with similar events, and the quality and creativity presented by the firm.

Submission & Deadline

Please submit your completed proposal with attached cover sheet including a proposed event schedule, cost and revenue sharing proposals, the form of contract you propose to execute as the event production firm, a RFP for a sound and video production company, any proposed marketing and brand representation of the event production firm, and any additional information for consideration.

All submissions must be completed by October 5th, 2021 at 4pm. Submissions may be sent to:

City of Somerset
Attn: Jeffrey Edwards, Chief of Staff
PO Box 989
Somerset, KY 42502
[email protected]

For questions regarding RFP, please contact: Jeffrey Edwards, Chief of Staff, at (606) 679-6366 or [email protected].

If hand delivered, four (4) copies must be delivered by submission deadline to:

City Clerk’s Office
City of Somerset
306 E. Mt. Vernon St.
Somerset, KY 42501

Responses received after the close of business on the specified due date will not be considered. The City reserves the right to short-list (up to 2) firms for more detailed technical/cost proposals or schedule interviews with the short-listed firms. The City reserves the right to accept or reject any submitted responses.

Each responder must ensure that all employees and applicants for employment are not discriminated against because of race, disability, age, color, familial status, religion, sex, or national origin.

RFP-Event-Production-Firm-3 Download

Virginia Cinema Marketing and Branding Firm: Deadline 10.5.21

Request for Proposals
Branding & Marketing Services for The Virginia

Overview

The City of Somerset is seeking proposals for marketing firms to create a new brand, website and marketing collateral for The Virginia in downtown Somerset, KY. The Virginia, formerly the Virginia Theatre and later the Virginia Cinema, originally opened in 1922 and closed in 1994. The building has been sitting vacant since that time in disrepair, with community efforts to revive it ongoing. The Somerset City Council and Mayor Alan Keck recently approved funding to renovate and restore the cinema as a multi-use space for live music, theatre productions, and community events. The City of Somerset will maintain and operate the facility, partnering with an event production company to schedule and promote events, a community theater company to host live theater productions, and booking private events in-house.

The community has embraced and rallied around this project with tremendous support, and as such, any efforts to market the venue and maintain its economic viability are paramount.

Objectives for Marketing Firm

Create a brand and brand guidelines for The Virginia that honor the building’s historic integrity while also marketing it as a modern, popular venue space in downtown Somerset, KY.
Build a responsive, user-friendly website using best-practice coding techniques that maintains brand consistency for The Virginia, implements a third-party ticketing platform (i.e., Eventbrite or Ticketmaster, or other recommended vendor), and utilizes best practices for search engine optimization and Americans with Disabilities Act compliance. A custom-coded WordPress experience is preferred, as the City of Somerset’s other websites (cityofsomerset.com, somersplash.com) utilize this platform.
Build out a comprehensive library of marketing collateral, including, but not limited to: business cards, stationery, envelopes, letterhead and social media graphics.
Build out an event campaign package with templates that can be used to promote events at the venue while maintaining brand consistency, including, but not limited to: social media graphics, poster, print advertisement, digital advertisement, and other recommended items.

Proposal Specifications

The City of Somerset is seeking an experienced marketing and branding firm to rebrand The Virginia and build out a website and marketing collateral that reinforce that brand, in an effort to make events in the venue successful and maintain the economic vitality of the venue and the downtown Somerset area. Experience with other live performance venues is preferred; five years of experience in the marketing/branding industry is required.

Please price each of the elements described in objectives 1-4 listed above separately and as a complete Scope of Work, as the City of Somerset may choose to participate in sum or in part. Please also include:

An overview of the firm’s experience and expertise;
An overview of your process;
An overview of services and deliverables;
A portfolio of work or relevant project samples;
An estimated project timeline.

Selection Criteria

Submitted proposals must be fully complete to qualify. The City of Somerset will evaluate proposals with the intent of selecting the most qualified and with the best interest of the City. Proposals will be evaluated with considerations made to the ability to provide branding and marketing services as outlined in the proposal specifications, the firm’s range of experience with similar projects, and the quality and creativity presented by the firm.

Submission & Deadline

Please submit your completed proposal with attached cover sheet.

All submissions must be completed by October 5th, 2021 at 4pm. Submissions may be sent to:

City of Somerset
Attn: Julie Nelson Harris
PO Box 989
Somerset, KY 42502
[email protected]

For questions regarding RFP, please contact: Julie Nelson Harris, Communications Director, at (606) 872-8050 or [email protected].

If hand delivered, four (4) copies must be delivered by submission deadline to:

City Clerk’s Office
City of Somerset
306 E. Mt. Vernon St.
Somerset, KY 42501

Each responder must ensure that all employees and applicants for employment are not discriminated against because of race, disability, age, color, familial status, religion, sex, or national origin.

RFP-Marketing-Branding-Firm Download

Waterpark Restaurant Equipment: Deadline 10.8.21

Request for Proposals

THE CITY OF SOMERSET WILL BE ACCEPTING SEALED PROPOSALS FOR THE PURCHASE OF RESTAURANT EQUIPMENT LISTED BELOW FOR THE CITY OF SOMERSET WATERPARK (SOMERSPLASH WATERPARK).

SAID PROPOSAL MUST BE SUBMITTED IN A SEALED ENVELOPE ENCLOSED IN AN ENVELOPE AND MARKED RESTAURANT EQUIPMENT OPENING-CITY OF SOMERSET WATERPARK AND ADDRESSED TO THE CITY OF SOMERSET, PO BOX 989 SOMERSET, KENTUCKY 42502. PROPOSALS MAY BE MAILED OR DELIVERED TO THE CLERK’S OFFICE LOCATED IN THE ENERGY CENTER.

FOR ADDITIONAL INFORMATION CONTACT STEPHEN SIMS AT [email protected]

SAID PROPOSAL IS DUE BY 10:00 AM ON OCTOBER 8, 2021. SAID PROPOSAL WILL BE FOR THE FOLLOWING EQUIPMENT: