Night_Market_Music_Promotion_and_Management.pdf

FY2026-RFP-196

NIGHT MARKET MUSIC PROMOTION AND

MANAGEMENT

City of Urbana

400 South Vine Street

Urbana, IL 61801

RELEASE DATE: July 3, 2026

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: July 24, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/urbanaillinois

Night Market Music Promotion and Management

I. Advertisement of Legal Notice II. Introduction

III. Instructions IV. Scope of Work V. Proposal Content and Format Requirements

VI. Vendor Submittals & Confirmations VII. Method of Award

VIII. Evaluation Criteria IX. Insurance Requirements

Attachments:

A - Urbana Night Market_RFP Flyer_07.01.26

B - Urbana Night Market Music Promoter_Budget Template_07.01.26

Title: Night Market Music Promotion and Management

1. 1. ............................................. Advertisement of Legal Notice

Community Development Department

REQUEST FOR PROPOSAL (RFP):

The City of Urbana will receive proposals for the following:

Night Market Music Promotion and Management

The City of Urbana is seeking a qualified vendor to provide live music concert promotion and management services for City of Urbana’s Night Market.

Proposals are required to be submitted via the City of Urbana's Procurement Portal at https://procurement.opengov.com/portal/urbanaillinois/projects/280773 until 5:00 pm on Friday, July

24, 2026. RFP instructions and selection procedures may also be obtained from the City of Urbana's

Procurement Portal.

Olivia Jovine

Director of Community Development Services

City of Urbana

Publication Date: Friday, July 3, 2026 https://procurement.opengov.com/portal/urbanaillinois/projects/280773

2. 2. .......................................................................... Introduction

2.1. 2.1. Summary

This text will be included in emailed notifications to vendors when you post your procurement.

The City of Urbana (City) is seeking a qualified vendor to provide live music concert promotion and management services for City of Urbana’s Night Market. The selected vendor will be expected to deliver comprehensive services that include, but are not limited to, event promotion, artist booking and coordination, logistical management, and on-site event oversight. The Night Market will be held from 6 pm to 9 pm over the following four evenings in September:

• September 3, 2026

• September 10, 2026

• September 17, 2026

• September 24, 2026

The Night Market is a public event located on City Parking Lot #10-X featuring live music performances, artisan and craft vendors, and food trucks. The City has successfully operated the Night Market on Thursday evenings in late summer and early fall for the past two years. The events are family oriented, alcohol free, and are free to the public to attend. Beginning with the 2026 season, the City has decided to seek an outside third-party vendor to manage the live music portion of the event under a one-year management agreement. The

City will be responsible for the delivery of arts/crafts vendors, food trucks, and procuring a portable toilet for each event.

Advertisement materials have been professionally developed, and to maintain consistent branding with previous years, the City of Urbana will continue using the established design suite to promote the 2026 Night

Market. The selected vendor will collaborate closely with City staff to coordinate cross-promotion, but all primary advertising content, placement decisions, and brand management will remain under the direction of

City staff.

2.2. 2.2. Background

In 2023, the City completed the Public Realm Study. The purpose of the Study is to reinvigorate Downtown

Urbana by identifying and creating places where the public can gather and be entertained outdoors. To that end, the first Night Market was held in 2024 in collaboration with the Urbana Arts and Culture Program and the Urbana Market at the Square. The partnership’s goal was to create a vibrant, unique evening experience in

Downtown Urbana on Thursday nights for a limited time during late summer.

In its two-year history, the Night Market has attracted between 500 and 1,000 participants with approximately

25 vendors at each event selling food, beverages, and a variety of arts & crafts.

2.3. 2.3. Contact Information

Mike McMahon

Economic Development Consultant

400 S Vine St

Urbana, IL 61801

Email: michael.mcmahon@urbanail.gov

Phone: (217) 384-2444 mailto:michael.mcmahon@urbanail.gov tel:(217)384-2444

Department:

Community Development

Department Head:

Olivia Jovine

Community Development Director

2.4. 2.4. Timeline

Project Publish Date July 3, 2026

Proposal Submission Deadline July 24, 2026, 5:00pm

3. 3. ........................................................................... Instructions

3.1. 3.1. Submission

All submittals shall be provided in the format requested in a direct and concise manner responding to required attachments; incomplete submittals will not be considered. Submittals are required to be submitted via the City’s e-Procurement Portal by the date/time prescribed in this request. Any submittals received after the date and time specified in the request shall not be considered and will not be opened. It is the responsibility of the prospective vendors to ensure their submittal is complete in accordance with the requirements of this request in the City’s e-Procurement Portal, by the specified time and date. Submittals received after the time and date will not be accepted.

3.2. 3.2. Pre-Submittal Meeting

No Pre-Submittal meeting is required for this procurement.

3.3. 3.3. Definitions

A. The term “City” refers to the City of Urbana.

B. A prospective Contracting Agency will be referred to as the “Vendor”, “Bidder”, “Contractor”, “Respondent”, or “You”, C. “Request”, “Invitation”, or “Solicitation” shall refer to this document that specifics the goods/services sought by the City.

D. “Proposal”, “Response”, or “Bid” shall refer to all proposals, bids, quotes, and/or qualifications submitted in response to the request or invitation.

E. “Time” shall refer to all time limits designated as days within these documents and shall be interpreted to mean calendar days unless otherwise specified.

F. A “Calendar Day” is every day on the calendar.

3.4. 3.4. Public Records and Requests for Confidential Treatment

A. Proposals become the property of the City and, along with late submissions, will not be returned to the proposing party. Your proposal will be open to the public under the Illinois Freedom of

Information Act (“FOIA”) (5 ILCS 140) and other applicable laws and rules, unless you request in your proposal that City treat certain information as exempt.

B. A request for confidential treatment will not supersede the City’s legal obligations under FOIA. The

City will not honor requests to exempt entire proposals, and it shall be your responsibility as the proposing party to show the specific grounds under FOIA or other law or rule that support exempt treatment. Regardless the application of any exemptions pursuant to FOIA or other law or rule, the

City shall disclose the successful proposer’s name, the substance of the proposal, and the price.

C. If you request exempt treatment of portion(s) of your proposal, you must submit an additional copy of your proposal with such exempt information redacted. This copy must state the general nature of the material redacted and shall retain as much of the proposal as possible. You, the proposing party, shall be responsible for any costs associated with the City’s defense of your request for exempt treatment.

D. Further, you agree to allow the City to facilitate evaluation, or to respond to requests for public records. Additionally, you warrant that the copy or duplication of your proposal pursuant to a request for public records will not violate the rights of any third party.

E. Any restriction on the use of proprietary information contained within a proposal shall be clearly stated as such within the proposal. The City will only be able to comply with a request for confidentiality to the extent allowed by law.

3.5. 3.5. Responsibilities of Respondent

A. It shall be the responsibility of each Respondent to be fully familiar with the instructional, technical, legal, and other requirements or conditions contained in and included with this Request and any associated addenda. No plea of error or ignorance by a Respondent regarding this information shall be accepted.

B. Should a Respondent find discrepancies or omissions in the specifications or other contract documents or be in doubt as to the meaning of any specification or term, the Respondent shall notify the City at least two (2) business days prior to the deadline for submission.

C. The Contractor shall indicate in its submittal whether subcontractors may be used for any portion of the work and, if so, furnish a written list of all proposed subcontractors and the nature of the Work being provided.

D. The successful respondent shall be capable of providing any additional documentation required

(typically any required insurance certificates or bonds) and an executed contract in an approved form within fifteen (15) days from the date of the Notice of Award.

E. Unless specified otherwise, successful respondent shall execute a City provided or City approved management agreement or contract. Contract documents shall incorporate all requirements/conditions established in the solicitation, along with Vendor submissions, other required documents post-award, contract, and any associated change orders.

3.6. 3.6. Addenda

Any addenda shall be posted on the City’s e-Procurement Portal. Addenda notifications will be emailed to all persons on record as following this procurement. Failure of any bidder/consultant to receive any such addenda or interpretation shall not relieve such bidder/consultant from any obligation under their bid as submitted. All addenda so issued shall become part of the contract documents.

3.7. 3.7. Withdrawal of Bid/Proposal

Bids/Proposals may be withdrawn through the City’s e-Procurement Portal; the responding firm may

“unsubmit” their bid/proposal in OpenGov Procurement prior to the submission deadline. After withdrawing a previously submitted bid/proposal, the responding firm may submit another bid/proposal at any time prior to the submittal deadline. If an award is made, the City shall do so within ninety (90) calendar days of the actual submission deadline. During this 90-day period, the submissions constitutes an irrevocable offer subject to acceptance by the City and the Vendor may not withdraw or attempt to change its submittal. After such time has elapsed, the Vendor may withdraw the proposal if it has not been selected prior to the request to withdraw. Except as otherwise provided by regulation, all decisions to permit the correction or withdrawal of bids/proposals following the submittal deadline, or to cancel awards or contracts based on bid/proposal mistakes, will be submitted in writing and will be supported by a written determination made by the City procurement contact.

3.8. 3.8. City’s Rights Reserved

The City reserves the right to reject any and all submittals, or any part therof, and to waive any technicalities or informalities deemed to be in the best interests of the City; any such decision shall be considered final. In order to verify responsible vendor status, the City may request additional information and/or conduct interviews/discussions with any respondent who makes an acceptable or potentially acceptable submittal. The

City may make such investigations as it deems appropriate to determine the ability of the Vendor to perform the work, and the Vendor shall furnish the City all such information and data for this purpose as the City may request. The City reserves the right to reject any submittal if the evidence submitted by, or investigation of such Vendor fails to satisfy the City that such Vendor is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

Respondents shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of submittals following opening of submittals. During the course of such discussions, the City shall not disclose any information derived from one proposal to any other respondent.

The City may require the solicitation and the respondent’s submittal be incorporated in full or in part as

Contract Documents. This implies that the solicitation and all responses, supplemental information, and other submissions provided by the respondent during discussions or negotiations may be held by the City as contractually binding on the successful respondent. When the City determines a respondent’s submittal to be unacceptable, such respondent shall not be afforded an additional opportunity to supplement its submittal. The City will not be liable in any way for any costs incurred by respondents in replying to this solicitation.

4. 4. ....................................................................... Scope of Work

4.1. 4.1. Live music promotion and management services for City of Urbana’s Night Market

This scope of work covers the promotion and management of the live music portion of the events. The City and the selected vendor will negotiate a management agreement that defines all event-related costs, including a management fee as compensation. The selected vendor will work with the City to coordinate logistics for each event.

Payments

Payment to the vendor will be issued in two installments to ensure clarity and consistency in compensation.

Fifty percent (50%) of the total contract amount will be paid upon execution of the agreement, with the remaining fifty percent (50%) disbursed following the successful completion of all four Night Market events.

Rain/Bad Weather

Because the Night Market does not schedule rain dates, vendors and artists will receive full compensation even in the event of a weather-related cancellation. City staff will make all determinations regarding weather-related cancellations no later than 2:00 p.m. on the day of the event, ensuring timely communication and operational certainty for all parties involved.

Vendor Requirements

• Submit a Special Event Permit to the City of Urbana’s permit portal (OpenGov), at least 45 days in advance of the event. As a note: the permit fee of which will be waived.

• Carry commercial liability insurance for the event, per Special Events Permit requirements.

o Commercial General Liability: minimum $1,000,000 per occurrence o Proof of coverage must be current and valid for the entire duration of the event, including set-up and tear-down activities.

• Provide a minimum of two hours of live music performance per evening event.

• Responsible for providing, or procuring, all equipment necessary for the events including but not limited to audio, staging, and lighting equipment.

• The vendor will be responsible for all onsite activities; including, set-up and take-down of the equipment necessary for musical aspects of the event. Logistics will need to be shared with the City of Urbana.

• Prior to September 1, 2026, the vendor will present a line-up of performers they intend to recruit or book and review those proposed performers with City of Urbana for approval prior to confirming artists' bookings. Programming should appeal to a broad audience and may include but is not limited to genre-based programs (e.g., folk, rock, hip-hop, country) and family-friendly music.

• Staffing each event to ensure smooth and effortless delivery of the musical content of the evening.

Being available and flexible to help accommodate artist’s needs as they arise during the evening.

https://urbanail.portal.opengov.com/categories/1072/record-types/6438

• Coordinating the artists before and after the event; to ensure smooth and effortless delivery of musical content of the evening.

• Facilitating payment to the artist by acquiring invoices and appropriate documentation, to be provided to the City of Urbana in a timely manner. City of Urbana will be responsible for processing the payments to artists.

• Cross-promotion of Night Market advertising, in partnership and coordination with the City of

Urbana.

5. 5. ....................... Proposal Content and Format Requirements

Each submittal to this RFP must include the following:

A. Program Summary: A vision outlining the proposed booking strategy, scheduling approach, and overall event concept.

B. Organization: An organization overview with bios of key personnel to include onsite personnel and responsibilities.

C. Detailed Budget: Include the exact amount of operating and management fees. Please use the provided budget template and expand on it as needed.

D. Public assets required, if any.

E. Past Work Samples: Include an event that occurred within the last 24 months.

F. At least two (2) professional references.

Companies may include any other considerations and information they believe to be related and relevant provided their proposal does not exceed any prescribed page limits. However, please submit succinct and structured documentation that is responsive to what is being requested. Extraneous marketing materials should not be included with the submittal.

Page Number Limit: 10

6. 6. ..................................... Vendor Submittals & Confirmations

6.1. 1. Confirmation of Understanding & Authorization* By confirming, vendor is certifying that they have read and understand the provisions of this procurement and are authorized to submit response on behalf of the company.

☐ Please confirm

*Response required

6.2. 2. Confirmation of Insurance Requirements* By confirming, vendor is certifying that they have fully read and are capable of providing any required

Insurance at the limits required in accordance with the costs included in their submission. Vendor also certified that they understand that failure to meet these requirements post award may lead to cancellation of award.

Any consideration for alternative limits should have been submitted in writing through the OpenGov Procurement Question &

Answer Tab prior to submission.

☐ Please confirm

*Response required

6.3. 3. Proposal* *Response required

6.4. 4. Would you be utilizing subcontractors for this project?

☐ Yes

☐ No

When equals "Yes"

6.4.1. 4.1. Subcontractor(s) Information* Please include the following for each subcontractor:

• Name

• Phone Number

• Email

• Type of Work Being Performed

*Response required

6.5. 5. Does the vendor agree to the following?* The Vendor agrees that following representations and additional duties are a material part of the contract.

The vendor, having been duly sworn under oath, certifies and agrees as follows:

A. None of the Vendor or its partners, officers, owners, employees, or agents have been barred from contracting with a unit of State or local government in the past five years as a result of a conviction for bid rigging, in violation of 720 ILCS 5/33E-3 or any similar offense of any state or the United

States which contains the same elements as this offense. 720 ILCS 5/33E-11.

B. None of the Vendor or its partners, officers, owners, employees, or agents have ever been barred from contracting with a unit of State or local government as a result of a conviction for bid rotating, in violation of 720 ILCS 5/33E-4 or any similar offense of any state or the United States which contains the same elements as this offense. 720 ILCS 5/33E-11.

C. If the Vendor holds any elected or appointed office under the laws or Constitution of this State, the

Vendor is in compliance with the Public Officer Prohibited Activities Act. 50 ILCS 105/3.

D. The Vendor is not a municipal officer with a prohibited financial interest in this contract, directly in the officer’s own name or indirectly in the name of any other person, association, trust, or corporation, in accordance with 65 ILCS 5/3.1-55-10.

E. If the Vendor employs commercial motor vehicle operators, the Vendor is in compliance with the

Federal Highway Administration rules for controlled substances and alcohol use and testing. 49 CFR

Parts 40 and 382.

F. During the term of this contract, the Vendor shall comply with (a) Urbana City Code Section 2-119, which prohibits employment discrimination by contractors and vendors with the City; (B) the Equal

Employment Opportunity provisions of Ill. Admin. Code tit. 44, § 750; and (C) Article 2 of the

Illinois Human Rights Act, 775 ILCS 5/2-101 et seq., including without limitation the requirement that the Vendor have a written sexual harassment policy in conformance with 775 ILCS 5/2-105.

G. If this contract involves the construction, reconstruction, alteration, repair, improvement, or maintenance of public works, the Vendor has filed with the City and made available to the general public a copy of the Vendor’s written substance abuse prevention program, which meets or exceeds the requirements of 820 ILCS 265/15.

H. If this contract involves the construction, reconstruction, alteration, repair, improvement, or maintenance of public works, the Vendor shall use United States produced steel products, in compliance with 30 ILCS 565/4.

I. If this contract involves the construction, addition to, or alteration of public works, the Vendor shall employ laborers in compliance with the Veterans Preference Act (330 ILCS 55/0.01 et seq.) and the

Employment of Illinois Workers on Public Works Act (30 ILCS 570/0.01 et seq.).

J. The Vendor shall comply with all applicable provisions of the Prevailing Wage Act, which requires the payment of the prevailing rate of wage to all laborers, workers, and mechanics employed by or on behalf of a public body in the construction, demolition, maintenance, or repair of public works. 820

ILCS 130/0.01 et seq. The prevailing wage rates are established and revised by the Department of

Labor and are available at www.state.il.us/agency/idol/rates/rates.htm.

K. The Vendor shall obtain from all subcontractors to be used in the performance of this contract a sworn statement agreeing to the representations and additional duties contained on this document. The Vendor shall maintain the sworn statements on file for the duration of this contract and shall promptly provide them to the City upon request. If a subcontractor is or becomes ineligible for a contract with the City, the Vendor promptly shall terminate its subcontract upon the

City’s request. The Vendor shall include adequate provisions in all subcontracts to allow it to terminate such subcontracts as required herein.

https://www.state.il.us/agency/idol/rates/rates.htm

The representations contained on this document are true, complete, and correct in all respects. The representations contained herein are continuing. If any such representation is no longer true or correct, the

Vendor promptly shall notify the City in writing.

☐ Yes

☐ No

*Response required

When equals "No"

6.5.1. 5.1. If you disagree with a statement, please state the statement and explain why. * *Response required

6.6. 6. Please select one statement, in accordance with 65 ILCS 5/11-42.1-1*

☐ The Vendor is not delinquent in the payment of any tax administered by the Department of Revenue unless the Vendor is contesting, in accordance with the procedures established by the appropriate revenue

Act, its liability for the tax or the amount of tax.

☐ The Vendor has entered into an agreement with the Department of Revenue for the payment of all such taxes that are due and is in compliance with the agreement.

*Response required

6.7. 7. Does this response have any proprietary information?* Refer to Public Records and Requests for Confidential Treatment under Instructions.

☐ Yes

☐ No

*Response required

When equals "Yes"

6.7.1. 7.1. Upload Redacted Response* *Response required

When equals "No"

6.7.2. 7.2. Acknowledgment of FOIA Requests* By confirming, the vendor understands that the submittal is subject to FOIA and the City is required to share information that is subject to FOIA requirements.

☐ Please confirm

*Response required https://procurement.opengov.com/portal/urbanaillinois/projects/280773/document?section=undefined

7. 7. ................................................................... Method of Award

7.1. 7.1. General

A. Awards shall only be made to Vendors deemed responsible with fully responsive submittals.

B. Should an awarded vendor be incapable of meeting any conditional award provisions, City may make an award to the next ranked vendor.

C. If an award is not made within 45 days after unsealing submittals, respondent may request a withdrawal of their submittal without penalty.

7.2. 7.2. Best Value

A. If an award is made, it shall be to the submittal that offers the best overall value as determined by a

City evaluation team.

B. If deemed necessary, City may opt to conduct subsequent interviews with any respondents they deem necessary.

8. 8. ................................................................ Evaluation Criteria

Proposals will be reviewed by the City’s evaluation team with individual and aggregate scoring to be informative, not determinate. Ultimately, evaluation team will make a recommendation for award based on scoring and deliberation of the group.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Content, understanding, and approach of the scope of work requested.

N/A N/A

2. Qualifications and experience of the respondent

N/A N/A

3. Qualifications and experience of key staff providing goods and services.

N/A N/A

4. Cost effectiveness N/A N/A

9. 9. ....................................................... Insurance Requirements

Insurance Vendor and its subcontractors (Vendors) shall maintain the insurance coverages stated below during the term of this contract and shall provide evidence of such coverage to City’s representative upon request. Insurance must be placed with companies with an A.M. Best rating of A- VIII or better and will be maintained for the duration of the project or the term for which services will be rendered.

Failure of the City to obtain Certificate(s) or other evidence of insurance from Vendors shall not be deemed a waiver of these insurance requirements. Vendor shall ensure all subcontractors maintain insurance as required herein and will make proof of such insurance available to City upon request. Vendors’ failure to comply with the insurance requirements constitutes a material breach of contract terms.

Indemnification Vendor shall indemnify the City and its officers and employees against all demands, claims, damages, liabilities, expenses and reasonable attorney fees and costs arising out of the performance of this contract by Vendor, its employees, and agents. This indemnification obligation shall survive the termination or expiration of the contract and any order made under it.

9.1. 9.1. Commercial General Liability – limits of not less than:

Bodily Injury & Property Damage - Each

Occurrence

$1,000,000

Bodily Injury & Property Damage - General

Aggregate

$2,000,000

Products-Completed Operations Aggregate $2,000,000

Personal & Advertising Injury Liability $1,000,000

Vendors shall name the City of Urbana and its officers and employees as additional insured on a primary and non-contributory basis to any City of Urbana insurance or self-insured program, for liability arising out of the activities of Vendors. Coverage will include contractual liability and a waiver of subrogation.

9.2. 9.2. Workers’ Compensation, as required by applicable law, with limits of not less than:

Coverage A (Statutory Benefits) Illinois Statutory

Coverage B (Employer’s Liability) $500,000 each disease

$500,000 each employee

$500,000 policy limit

Coverage will include a waiver of subrogation in favor of the City of Urbana.

9.3. 9.3. Automobile Liability

Automobile Liability, when any owned, hired, or non-owned motor vehicles are used in connection with work to be performed, Vendor must provide Automobile Liability insurance with limits of not less than:

Automobile Liability $1,000,000 combined single limit

Vendors shall name the City of Urbana and its officers and employees as additional insured on a primary and non-contributory basis to any City of Urbana insurance or self-insured program, for liability arising out of the activities of Vendors. Coverage will include a waiver of subrogation.

9.4. 9.4. Umbrella/Excess Liability

Umbrella/Excess Liability, to follow form over General Liability, Automobile Liability, and Employer’s

Liability with limits of not less than:

Umbrella/Excess Liability $5,000,000 each occurrence

$5,000,000 general aggregate