RFP 26_PR02_ Merch Screen Print _ Sales_City .pdf

REQUEST FOR PROPOSALS

(THIS IS NOT AN ORDER)

RFP Number:

26-PR02

RFP Title:

Merchandise Screen Printing and Sales for City Events

Due Date and Time: July 16, 2026, by 2:00 pm EST

*Link for virtual announcement of proposals received in response to this RFP will be posted as a “Communication” under this solicitation listing on the City’s procurement portal, BidNet Direct

Number of Pages: 45

ISSUING DEPARTMENT INFORMATION

Issue Date: June 25, 2026 City of Milton Parks & Recreation Department 2006 Heritage Walk Milton, GA 30004

Phone: 678-242-2500

Website: www.miltonga.gov

INSTRUCTIONS TO OFFERORS

Electronic Submittal: **Proposals must be submitted electronically via Milton’s BidNet procurement portal/platform at www.miltonga.gov/finance/bids-rfps

If you have not registered as a vendor via BidNet we encourage you to register. There is no cost to join, and you will be notified of any potential bid opportunities with the City of Milton as well as other agencies who are part of the Georgia Purchasing Group.

Mark Envelope/Package:

RFP Number: 25-PR02 Name of Company or Firm Special Instructions:

Deadline for Written Questions

July 6, 2026, by 5:00 PM EST

Submit questions online via the BidNet Direct procurement portal at www.miltonga.gov/finance/bids-rfps

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address: Authorized Offeror Signatory:

(Please print name and sign in ink)

Offeror Phone Number: Offeror FAX Number:

Offeror Federal I.D. Number: Offeror E-mail Address:

OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE

http://www.miltonga.gov/ http://www.miltonga.gov/finance/bids-rfps

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TABLE OF CONTENTS

Offeror’s RFP Checklist

Disclosure Form

Proposal Letter

Contractor Affidavit and Agreement (E-Verify)

Schedule of Events

Section 1: Project Overview and Instructions

Section 2: RFP Standard Information

Section 3: Scope of Services

Section 4: Offeror Qualifications

Section 5: Cost Proposal

Section 6: Evaluation Criteria

Section 7: Standard Contract Information

Sample Standard Contract

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OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Milton

1. Read the entire document. Note critical items such as: mandatory requirements; supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. Attend the pre-qualifications conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4. Take advantage of the “question and answer” period. Submit your questions to the procurement officer by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s website at http://www.miltonga.gov/finance/bids-rfps will include all questions asked and answered concerning the

RFP.

5. Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the City. The submittals are evaluated based solely on the information and materials provided in your response.

7. Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.

8. Check the website for RFP addenda. Before submitting your response, check the City’s website at http://www.miltonga.gov/finance/bids-rfps to see whether any addenda were issued for the RFP. If so, you must submit a signed cover sheet for each addendum issued along with your RFP response.

9. Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document and be sure to submit all required items on time. Late submittal responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Offeror’s response.

http://www.miltonga.gov/finance/bids-rfps%20to

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CITY OF MILTON DISCLOSURE FORM

MUST BE RETURNED WITH PROPOSAL

This form is for disclosure of campaign contributions and family member relations with City of Milton officials/employees.

Please complete this form and return it as part of your RFP package when it is submitted.

Name of Offeror

Name and the official position of the Milton Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.)

List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Milton Official.

Amount/Value Description

Please list any family member that is currently (or has been employed within the last 12 months) by the City of Milton and your relation:

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RFP# 26-PR02

PROPOSAL LETTER

We propose to furnish and deliver all the deliverables and services named in the Request for Proposals (26-PR02), Merchandise Screen Printing & Sales for City Events.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications.

By our written signature on this proposal, we guarantee and certify that all items included meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all proposals, waive technicalities, and informalities, and to make an award in the best interest of the City.

PROPOSAL SIGNATURE AND CERTIFICATION

I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign for my company. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated in any respect.

Authorized Signature Date

Print/Type Name

Print/Type Company Name Here

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CONTRACTOR AFFIDAVIT AND AGREEMENT

STATE OF GEORGIA

CITY OF MILTON

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of the City of Milton has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

E-Verify Number

Date of Authorization

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in (city), (state).

Name of Contractor Signature of Authorized Officer or Agent

Merchandise Screen Printing & Sales for City Events Name of Project

City of Milton, Georgia Name of Public Employer

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON

THIS THE DAY OF ,20 .

NOTARY PUBLIC

[NOTARY SEAL]

My Commission Expires:

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SCHEDULE OF EVENTS

Task Date

Issue RFP June 25, 2026

Site Visit (recommended, but not mandatory) n/a

Deadline for Questions July 6, 2026, by 5:00 p.m. EST

Answers Posted by the City (Addendum)

On or about, July 8, 2026

Proposals Due By 2:00 p.m. EST on July 16, 2026

Award Contract August 17, 2026 (proposed)

NOTE: PLEASE CHECK THE CITY WEBSITE (http://www.miltonga.gov/finance/bids-rfps ) FOR ADDENDA AND SCHEDULE UPDATES.

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SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS

1.0 BACKGROUND AND STATEMENT OF INTENT

Milton, Georgia is a growing community located north of Atlanta with a population of approximately 42,000.

The City of Milton is seeking a full-service vendor to provide on-site merchandise production and sales for the City’s annual Crabapple Fest event. The initial contract term shall be for an annual term which will expire September 30, 2027, with the option for two (2) automatic annual renewals through September 30, 2029. The purpose of this RFP is to select a qualified third-party vendor to produce and screen print t-shirts and other merchandise on-site, manage inventory, and handle all merchandise sales during all operating hours of Crabapple Fest, held annually on the first Saturday in October. The City reserves the right to utilize the selected vendor for similar merchandise production and sales opportunities at other City-sponsored events during the term of the agreement, subject to mutual agreement on scope, products, pricing, and event-specific requirements.

All Offerors must comply with all general and special requirements of the RFP information and instructions enclosed herein.

1.1 SINGLE POINT OF CONTACT

From the date this Request for Proposals (RFP) is issued until a Contractor is selected, Offerors are not allowed to communicate with any City staff or elected officials regarding this procurement except at the direction of Honor Motes, Procurement Manager. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for the single point of contact is:

Procurement Office: Honor Motes, Procurement Manager Address: 2006 Heritage Walk, Milton, GA 30004 Telephone Number: 678-242-2507 E-mail Address: honor.motes@miltonga.gov

1.2 REQUIRED REVIEW

A. Review RFP.

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the procurement office identified above via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

B. Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must submit their questions via the solicitation link on BidNet Direct, the procurement portal on the City’s website, on or before 5 PM (EST) on July 6, 2026.

Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

mailto:honor.motes@miltonga.gov

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C. City’s Answers.

The City will provide an official written answer to all questions on or about July 8, 2026.

The City's response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be posted alongside the posting of the RFP at http://www.miltonga.gov/finance/bids-rfps .Offerors must sign and return any addendum with their RFP response.

D. Standard Contract.

By submitting a response to this RFP, Offeror agrees to acceptance of the City’s standard contract. Much of the language included in the standard contract reflects requirements of State law. Requests for exceptions to the standard contract terms, or any added provisions must be submitted to the procurement office referenced above by the date for receipt of written/e-mailed questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal written addendum issued for this RFP and will apply to all Professionals submitting a response to this RFP.

E. Mandatory Requirements.

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements. The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non- responsive.

1.3 NON-DISCRIMINATION

All qualified applicants will receive consideration without regard to age, handicap, religion, creed or belief, political affiliation, race, color, sex, or national origin.

1.4 SUBMITTING PROPOSALS

Proposals shall be submitted in two (2) separate files, one containing the technical proposal and the other containing the cost proposal. The City will score all technical proposals before evaluating the costs.

Offerors must organize their proposal into sections that follow the following format. This RFP is for one proposal that includes all intersection projects.

A. Submittal Requirements.

Proposals shall include the following:

1. City of Milton request for proposal cover page (information entered and signed: first page of this document)

2. City of Milton Disclosure form (signed) http://www.miltonga.gov/finance/bids-rfps

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3. City of Milton Proposal letter (information entered)

4. Contractor Affidavit and Agreement (eVerify)

5. Technical Proposal:

a. No more than six (6) pages

1. Cover page(s), table of contents, tabs, resumes of team members, and required forms do not count toward the page limit

b. Print-friendly, preferred font size 11-point

Each Technical Proposal Shall Contain (more information on each of these is below):

a. Experience and Qualifications – Include company background, relevant experience, qualifications of key personnel, and examples of similar merchandise production and sales programs for festivals, special events, concerts, sporting events, or other large-scale public gatherings.

b. Merchandise Program and Product Offerings – Include the proposed merchandise program, product offerings, sample images or mockups, mandatory t-shirt offerings, and a minimum of five (5) additional merchandise items for consideration.

c. Operational and Production Plan – Describe the proposed on-site production methodology, equipment, staffing plan, inventory management strategy, customer service approach, quality control procedures, and overall event operations plan.

d. References – Provide a minimum of three (3) references for similar projects completed within the past five (5) years, including contact name, title, email address, and phone number.

e. Financial and Revenue Generation Proposal – Include a detailed financial proposal outlining the Offeror's anticipated merchandise costs,and retail pricing structure. At a minimum, the proposal shall include:

i. The estimated production cost for each proposed merchandise item, including mandatory t-shirt offerings and all supplemental merchandise items.

ii. The proposed retail sales price for each merchandise item to be sold during Crabapple Fest.

iii. A description of any pricing strategies, bundled offerings, promotional packages, or other sales techniques intended to maximize merchandise sales and overall revenue generation.

iv. Any assumptions utilized in developing the financial proposal, including anticipated production quantities, inventory levels, and sales projections.

6. Applicable Addenda Acknowledgement Forms (if necessary)

Offerors must organize their proposal into sections that follow the format of Section 1.4 and Section 5.0.

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B. Failure to Comply with Instructions.

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any qualifications that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

C. Electronic Submittal Required and Deadline for Receipt of Proposals.

Proposals must be submitted electronically via Milton’s BidNet procurement portal/platform at www.miltonga.gov/finance/bids-rfps by 2:00 PM on July 16, 2026.

Proposals will be opened at approximately 2:30 p.m. and names of Firms will be announced. *Link for virtual announcement of proposals received in response to this RFP will be posted as a “Communication” under this solicitation listing on the City’s procurement portal, BidNet Direct.

D. Late Proposals.

Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure proposals are submitted via the BidNet Direct procurement portal by the designated time. Late proposals will not be accepted.

1.5 OFFEROR'S CERTIFICATION

A. By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

B. Offer in Effect for 120 Days.

A proposal may not be modified, withdrawn or canceled by the offeror for a 120-day period following the deadline for proposal submission as defined in the Schedule of Events, or receipt of best and final offer, if required, and offeror so agrees in submitting the proposal.

The City of Milton may, in the event the selected proposer fails to perform and/or the contract is terminated within 120 days of its initiation, request the proposer submitting the next acceptable proposal to honor its proposal.

1.6 COST OF PREPARING PROPOSALS

A. City Not Responsible for Preparation Costs.

The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the Offeror. The City is not liable for any expense incurred by the Offeror in the preparation and presentation of their proposals.

B. All Timely Submitted Materials Become City Property.

All materials submitted in response to this RFP become the property of the City of Milton and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and Offeror resulting from this RFP process.

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SECTION 2: RFP STANDARD INFORMATION

2.0 AUTHORITY

This RFP is issued under the authority of the City of Milton. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria. The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.1 OFFEROR COMPETITION

The City encourages free and open competition among Offerors. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.2 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

A. Public Information.

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of qualifications has passed, and the award has been made, with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City of Milton; (3) any company financial information requested by the City of Milton to determine vendor responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

B. Procurement Officer Review of Proposals.

Upon opening the submittals received in response to this RFP, the procurement office will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2(A) above, providing the following conditions have been met:

1. Confidential information is clearly marked and separated from the rest of the submittal.

2. An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each submittal containing trade secrets. Please contact Honor Motes, Procurement Manager, for additional information.

Information separated out under this process will be available for review only by the procurement office, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

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2.3 CLASSIFICATION AND EVALUATION OF PROPOSALS

A. Initial Classification of Proposals as Responsive or Nonresponsive.

Proposals may be found nonresponsive at any time during the evaluation process or contract negotiation, if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the qualification is not within the specifications described and required in the RFP. If a qualification is found to be nonresponsive, it will not be considered further.

B. Determination of Responsibility.

The procurement office will determine if an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of nonresponsive.

C. Evaluation of Proposals.

The evaluation committee will evaluate the remaining proposals and recommend whether to award the contract to the highest scoring Offeror or, if necessary, to seek discussion/negotiation to determine the highest scoring

Offeror. All responsive proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses. These scores will be used to determine the most advantageous offering to the City.

D. Completeness of Proposals.

Selection and award will be based on the Offeror’s proposals and other items outlined in this RFP. Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation, if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

E. Opportunity for Discussion/Negotiation and/or Oral Presentation/Product Demonstration.

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more Offerors should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, Offerors should be prepared to send qualified personnel to Milton, Georgia to discuss technical and contractual aspects of the submittal. Oral presentations and product demonstrations, if requested, shall be at the Offeror’s expense.

F. Best and Final Offer The “Best and Final Offer” is an option available to the City under the RFP process which permits the City to request a “best and final offer” from one or more offerors if additional information is required to make a final decision.

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Offerors may be contacted asking that they submit their “best and final offer,” which must include any and all discussed and/or negotiated changes. The City reserves the right to request a “best and final offer” for this RFP, if any, based on price/cost alone.

G. Evaluation Committee Recommendation for Contract Award.

The evaluation committee will provide a written recommendation for contract award.

H. Request for Documents Notice.

Upon concurrence with the evaluation committee’s recommendation for contract award, the procurement officer may issue a “Request for Documents Notice” to the highest scoring Offeror to obtain the required insurance documents, contract performance security, and any other necessary documents. Receipt of the “Request for Documents Notice” does not constitute a contract and no work may begin until a contract signed by all parties is in place.

I. Contract Negotiation.

The procurement officer and/or city department representatives may begin contract negotiation with the responsive and responsible Offeror whose submittal achieves the highest score and is, therefore, the most advantageous to the City. If contract negotiation is unsuccessful or the highest scoring Offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest scoring Offeror.

J. Contract Award.

Contract award, if any, will be made to the highest scoring Offeror who provides all required documents and successfully completes contract negotiation.

2.4 RIGHTS RESERVED

While the City has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City of Milton to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

1. Modify, cancel, or terminate this RFP,

2. Reject any or all proposals received in response to this RFP,

3. Select an Offeror without holding interviews,

4. Waive any undesirable, inconsequential, or inconsistent provisions of this

RFP which would not have significant impact on any submittal,

5. To request further documentation or information, and to discuss an RFP submittal for any purpose to answer questions or to provide clarification,

6. Award a portion of this RFP or not award any portion of this RFP if it is in the best interest of the City not to proceed with contract execution;

or

7. If awarded, terminate any contract in accordance with the terms and conditions of the contract if the City determines adequate funds are not available.

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SECTION 3: SCOPE OF SERVICES – MANDATORY REQUIREMENTS

3.0 GENERAL

The City of Milton is seeking a qualified vendor to provide full-service merchandise production, inventory management, and on-site retail sales for Crabapple Fest, the City’s annual arts and antiques festival held in the historic Crabapple district. The expected attendance for this event is 15,000–20,000. The selected vendor will serve as the exclusive provider of official Crabapple Fest merchandise and shall be responsible for producing, selling, and managing event merchandise during the festival.

The City's goal is to provide attendees with high-quality, event-branded merchandise while minimizing excess inventory and maximizing sales opportunities. The City anticipates utilizing an on-site production model for apparel whenever feasible, allowing merchandise to be produced based on customer demand throughout the event. The City also reserves the right to utilize the selected vendor for similar merchandise production and sales opportunities at other City-sponsored events during the term of the agreement, subject to mutual agreement on event-specific merchandise offerings, pricing, and operational requirements.

Official merchandise will prominently feature the Crabapple Fest logo and approved event artwork. Merchandise offerings must include Event T-shirts and may also include additional promotional items as approved by the City.

3.1 Scope of Services

The selected vendor shall furnish, at a minimum, the following services:

• Operate an official merchandise sales booth during all Crabapple Fest operating hours.

• Provide all staffing, supervision, point-of-sale systems, production equipment, inventory, and customer service personnel necessary for merchandise operations.

• Maintain a clean, safe, and orderly merchandise booth throughout the event. Upon conclusion of the event, the vendor shall remove all merchandise, equipment, displays, packaging materials, trash, and other vendor-generated items from the event site. The booth space shall be left in substantially the same condition as it was provided by the City.

• Produce and sell official Crabapple Fest merchandise approved by the City.

• Provide on-site screen-printing services for event apparel. Appropriate brands of unisex apparel can be found on the following page.

• Manage all merchandise inventory before, during, and after the event.

• Process all sales transactions and maintain accurate sales records.

• Submit post-event sales and inventory reports as required by the City.

• Coordinate with City staff regarding merchandise designs, product offerings, pricing, and event logistics.

• Maintain all required licenses, permits, and business registrations necessary to perform the services described herein.

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3.2 Proposal Requirements

The selected vendor will furnish, as a minimum, the following information:

• Company background, qualifications, and experience providing merchandise production and retail sales services for festivals, special events, or similar large-scale public events.

• Description of proposed on-site production methodology, including printing equipment, operational setup, staffing levels, and anticipated production capabilities.

• Inventory management strategy, including proposed apparel size ranges, anticipated inventory levels, and methods for minimizing stock shortages and excess inventory.

• Proposed merchandise program including mandatory t-shirt offerings and a minimum of five (5) additional merchandise items for consideration.

• Appropriate brands for unisex t-shirts include Bella+Canvas, Comfort Colors, Next Level Apparel, Port & Company, or other brands of comparable quality and construction.Sample images, mockups, or examples of merchandise programs completed for past similar events.

• Proposed staffing plan for event-day operations.

• Proposed merchandise pricing outlining the Offeror's anticipated merchandise costs, and retail pricing structure. At a minimum, the proposal shall include:

o The estimated production cost for each proposed merchandise item including mandatory t-shirt offerings and all supplemental merchandise items.

o The proposed retail sales price for each merchandise item to be sold during Crabapple Fest.

o A description of any pricing strategies, bundled offerings, promotional packages, or other sales techniques intended to maximize merchandise sales and overall revenue generation.

o Any assumptions utilized in developing the financial proposal, including anticipated production quantities, inventory levels, and sales projections.

• Description of the firm's approach to customer service and quality control.

• A minimum of three (3) references for similar projects completed within the past five

(5) years.

3.3 Terms and Conditions

The selected Offeror will agree, as a minimum, to the following terms and conditions:

3.3.1 Merchandise Design and Approval

• The City will provide all initial artwork, logos, and design concepts for merchandise production.

• The selected vendor may recommend design modifications to improve print quality, production efficiency, durability, or overall appearance.

• Final approval of all merchandise designs, colors, artwork, products, and branding elements shall remain solely with the City. The City anticipates producing multiple apparel designs, including but not limited to an adult t-shirt design featuring a more

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detailed graphic and a youth t-shirt design featuring a simplified graphic.

• Additional merchandise designs may be requested by the City throughout the term of the agreement.

• All merchandise shall prominently feature the Crabapple Fest logo and may include additional event-related artwork or secondary logos as approved by the City.

• The City reserves the right to purchase merchandise produced under this Agreement for staff, volunteers, sponsors, promotional purposes, giveaways, or other official City uses. Such purchases shall be made at the Contractor's documented production cost and shall not include any markup, profit margin, administrative fee, or additional charge beyond the direct cost of production. The City shall provide reasonable advance notice for any such orders, and Contractor shall make reasonable efforts to fulfill requested quantities and sizes based upon production capabilities and inventory availability.

3.3.2 Merchandise and Operational Responsibilities

• T-shirts are a mandatory merchandise offering and must be available for sale during the Event.

• Additional merchandise items may include, but are not limited to, tumblers, koozies, stickers, magnets, mugs, keychains, tote bags, and other promotional merchandise approved by the City.

• The selected vendor shall furnish all production materials and equipment necessary to fulfill the contract, including blank apparel, merchandise inventory, screen-printing equipment, vinyl materials, inks, packaging materials, display fixtures, point-of-sale equipment, credit card processing equipment, and any additional equipment required to produce and sell merchandise.

• The vendor will utilize a shirt brand approved by the City. Appropriate brands for unisex t-shirts include Bella+Canvas, Comfort Colors, Next Level Apparel, Port & Company, or other brands of comparable quality and construction.

• To minimize excess inventory and reduce post-event waste, the selected vendor shall provide on-site screen-printing services for event apparel the Event(s).

• The selected vendor shall provide all staffing, supervision, customer service personnel, and operational support necessary for successful merchandise sales.

• The City shall not provide production equipment, blank merchandise inventory, consumable supplies, or printing materials.

• The selected vendor shall be responsible for all applicable sales taxes, credit card processing fees, merchant service fees, and related transaction expenses.

3.3.3 City-Provided Resources

• The City will provide, at no cost to the vendor, one event tent including required tent weights, tables, chairs, and electrical service.

• The selected vendor will be recognized as an In-Kind Sponsor of Crabapple Fest.

Sponsor recognition benefits shall include placement of the vendor's logo on event volunteer and/or staff apparel, as determined by the City. Such apparel shall be separate from and distinct from official event merchandise offered for sale to attendees.

• Requests for additional equipment, décor, or operational support may be submitted to the City for consideration but are not guaranteed.

• The City reserves the right to modify event dates, hours, or operating schedules.

Written notice of any known schedule changes will be provided as soon as practicable and no later than ninety (90) days prior to the automatic renewal date.

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3.3.4 Sales Reporting and Revenue Sharing

• The selected vendor shall be responsible for all merchandise sales transactions and inventory management.

• The vendor shall submit a proposed merchandise pricing schedule to the City for review and approval no later than thirty (30) days prior to the event.

• The vendor shall first recover one hundred percent (100%) of documented production costs supported by itemized records.

• Remaining net profit shall be distributed between the City and the selected vendor at a 30/70 split, with 30% remitted to the City and 70% retained by the vendor.

• Within thirty (30) calendar days following the conclusion of the event, the vendor shall submit a detailed sales report documenting gross sales revenue, quantities produced and sold, remaining inventory, itemized production costs by product type, and net profit calculations.

• Following the City's review and acceptance of the sales report and supporting financial documentation, the vendor shall remit the City's share of net profit within thirty (30) calendar days unless otherwise specified in the final agreement.

• The City reserves the right to review and audit sales reports, production records, inventory records, and supporting financial documentation related to event merchandise sales.

3.3.5 Inventory Ownership and Management

• The selected vendor shall utilize inventory management practices designed to minimize excess inventory while maintaining adequate stock levels throughout the event.

• Any remaining printed merchandise inventory produced for Crabapple Fest shall remain the property of the selected vendor and may be retained for sale at future Crabapple Fest events during the contract term. Such merchandise may only be sold during official Crabapple Fest events and shall not be offered for sale through any other channel without prior written approval from the City.

• Any unused blank merchandise inventory that has not been printed, branded, or otherwise customized with Crabapple Fest artwork shall be returned to the manufacturer or retained within the vendor's general inventory and shall not be carried forward as Crabapple Fest inventory.

• The City reserves the right to approve any alternative disposition of merchandise bearing the Crabapple Fest logo or event branding.

• No merchandise bearing the Crabapple Fest logo may be sold, distributed, or otherwise disposed of in a manner that could negatively impact the reputation or brand of the City of Milton or Crabapple Fest.

3.3.6 Vendor Recognition and Benefits

• The selected vendor will be recognized as an In-Kind Sponsor of Crabapple Fest.

• The vendor's logo will be included on volunteer and/or staff apparel, as determined by the City.

• Volunteer and staff apparel shall be separate from official event merchandise offered for sale to attendees.

• Additional sponsor recognition opportunities may be provided at the City's discretion.

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SECTION 4: OFFEROR PROPOSALS

4.0 CITY’S RIGHT TO INVESTIGATE

The City may make such investigations as deemed necessary to determine the ability of the Offeror to provide the supplies and/or perform the services specified.

4.1 OFFEROR INFORMATIONAL REQUIREMENTS

Firms interested in providing the services described in this RFP should be able to demonstrate experience in the areas described in Section 3.

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SECTION 5: COST PROPOSAL

MUST BE RETURNED WITH PROPOSAL ~ IN A SEPARATE FILE

RFP 26-PR02: Cost Proposal

The Offeror’s cost proposal shall be signed by an authorized agent of the company. All pages of the Cost Proposal must be returned with the proposal. There is no maximum page limit to Section 5.

The undersigned Offeror, having familiarized themselves with the work required by the RFP, the bid documents, the site where the work is to be performed, all laws, regulations, and other factors affecting performance of the work, and having satisfied itself/himself/herself of the expense and difficulties attending performance of the work; Hereby proposes and agrees, if this bid for the above named project is accepted to enter into a contract to perform all work necessary to the successful completion of the contract; and to supply all required submittals as indicated or specified in the RFP and the bid documents to be performed or furnished by bidder for the total contract price below:

Estimated Shirt Production Cost:

Please include the exact shirt brand and style name proposed as well as the cost of your material(s) per shirt. Additional rows may be added to the table if necessary.

Acceptable shirt brands for unisex t-shirts include Bella+Canvas, Comfort Colors, Next Level Apparel, Port & Company, or other brands of comparable quality and construction. If youth shirts will be a different brand or style than the adult shirts, please identify those separately. If extended sizes (2XL and above) incur additional costs, please provide the cost breakdown for each applicable size.

(max 3 colors, printed front corner and full back):

Brand and Style Name Sizes Included Wholesale Price Shirt 1 Shirt 2 (if needed) Material Cost N/A

Total Cost Per Shirt

Print Total Cost per Shirt in Words:

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Supplemental Pricing: Additional Merchandise Items Production Cost & Suggested Retail Price

Print/Type Company Name and Address:

Authorized Signature ___________________________________ Date______________________

Print/Type Name and Title __________________________________________________________

Item Name Production Cost

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SECTION 6: EVALUATION CRITERIA

6.0 EVALUATION CRITERIA

The evaluation committee will review and evaluate the proposals according to the following criteria:

• A selection team for the City will initially evaluate and score all submittals received.

• Proposals not meeting the minimum requirements and those who are non-responsive will not be considered.

• Cost Proposals will be reviewed after the technical review process.

Proposal Evaluation Criteria:

• Experience and Qualifications (maximum 25 pts)

• References (maximum 10 pts)

• Merchandise Program and Product Offerings (maximum 20 pts)

• Operational and Production Plan (maximum 20 pts)

• Financial and Revenue Generation Proposal/Cost Proposal (maximum of 25 pts)

Interviews and Product Demonstration:

The City reserves the right to award the contract to the highest-ranking firm based on technical merits only; however, short-listed vendors may also be invited to make a face-to-face presentation to the City, Web-based presentations may also be permitted. During this presentation the vendor can provide additional details regarding their proposal submission and organizational qualities. A question and answer will follow the presentation.

Final Ranking and Negotiations:

Upon completion of the interviews and demonstrations, if required, the review committee will rank the short-listed proposals based on a combination of the evaluation scores and presentations. The top-ranked proposal will be recommended for contract award, pending successful negotiations. At this stage, the City may conduct any final discussions, negotiations, or proposal revisions with the top-ranking company(s).

Emily Salerno Honor - is there a way to give a Milton business “bonus points.” That in the event that we are down to our top candidates that a Milton-based business will be given special consideration?

Jennifer McCall Honor - has this been resolved?

Emily Salerno Yes, we are not including it

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SECTION 7: STANDARD CONTRACT INFORMATION

7.0 STANDARD CONTRACT

The City’s standard contract is attached to this document as Appendix A. Offeror should notify the City of any terms within the standard contract that preclude them from responding to the RFP. This notification must be made by the deadline for receipt of written/e-mailed questions or with the Offeror’s RFP response. Any requests for material, substantive, important exceptions to the standard contract will be addressed in any formal written addendum issued by the procurement officer in charge of the solicitation. The City reserves the right to address any non-material, minor, insubstantial exceptions to the standard contract with the highest scoring Offeror at the time of contract negotiation.

7.1 ADDITIONAL CONTRACT PROVISIONS AND TERMS

This RFP and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, any clarification question responses, and any negotiations shall be included in any resulting contract. The City’s standard contract, attached as Appendix A, contains the contract terms and conditions which will form the basis of any contract negotiated between the City and the highest scoring Offeror. The contract language contained in Appendix A does not define the total extent of the contract language that may be negotiated. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

7.2 SUBCONTRACTOR

The highest scoring Offeror will be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposals. The City reserves the right to approve all sub-contractors. The Contractor shall be responsible to the City for the acts and omissions of all sub-contractor or agents and of persons directly or indirectly employed by such sub-contractor, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document, or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

7.3 GENERAL INSURANCE REQUIREMENTS

See sample contract.

7.4 COMPLIANCE WITH WORKERS’ COMPENSATION ACT

The Contractor is required to supply the City of Milton with proof of compliance with the Workers’ Compensation Act while performing work for the City. Neither the Contractor nor its employees are employees of the City. The proof of insurance/exemption must be received by the City of Milton within ten (10) working days of the Request for Documents Notice and must be kept current for the entire term of the contract.

CONTRACTS WILL NOT BE ISSUED TO OFFERORS WHO FAIL TO PROVIDE THE

REQUIRED DOCUMENTATION WITHIN THE ALLOTTED TIME FRAME.

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7.5 COMPLIANCE WITH LAWS

The Contractor must, in performance of work under this contract, fully comply with all applicable federal, state, or local laws, rules and regulations, including the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any subletting or subcontracting by the Contractor subjects subcontractors to the same provision.

The Contractor agrees that the hiring of persons to perform the contract will be made based on merit and qualifications and there will be no discrimination based upon race, color, religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national origin by the persons performing the contract.

7.6 CONTRACT TERMINATION

See sample contract.

SAMPLE CONTRACT ONLY ~ DO NOT RETURN WITH PROPOSAL

MERCHANDISE SALES AGREEMENT

This Agreement (the “Agreement”) is effective as of the date last signed by the parties below (the “Effective Date”), and is made and entered into by and between the CITY OF MILTON, GEORGIA, a municipal corporation of the State of Georgia, acting by and through its governing authority, the Milton Mayor and City Council (hereinafter referred to as the “City”), and XXXXXXXXXXX., a XXXXXXXXXXXXXXX with its principal place of business located at XXXXXXXXXXXXXX (hereinafter referred to as the “Contractor”), collectively referred to herein as the “Parties.”

WITNESSETH:

WHEREAS, the Contractor desires to provide certain merchandise production and operations at Milton’s Crabapple Festival and other City events as needed, in response to that certain RFP XXXXXXXX (attached hereto as Exhibit “A”), and

WHEREAS, in exchange for the City authorizing Contractor to produce and sell official merchandise at the Event(s), the Contractor has agreed to remit to the City thirty percent (30%) of the net profit generated from such sales, as more particularly set forth herein; and

WHEREAS, the Contractor has represented that it is qualified by training and experience to provide the Work described in this Agreement related to merchandise stand operations at Milton’s Crabapple Fest and other City events as needed; and

WHEREAS, the Contractor desires to perform the Work under the terms and conditions set forth in this Agreement; and

WHEREAS, the public interest will be served by this Agreement.

NOW, THEREFORE, for and in consideration of the mutual promises, the public purposes, and the acknowledgements and agreements contained herein, together with other good and adequate consideration, the sufficiency of which is hereby acknowledged, the Parties hereto do mutually agree as follows:

1. Scope of Work and Consideration. In consideration for the City authorizing Contractor to provide merchandise sales at Crabapple Fest and keep a portion of the gross revenues obtained from such operations, the Contractor has agreed to provide the Work described below and pay the City a Commission (as defined below) under the terms provided herein.

a. The Work. Contractor shall provide official merchandise production, inventory management, and retail sales services for Crabapple Fest in accordance with the Request for Proposals, attached hereto as Exhibit “A” and…