rfp-fh-24-25-2501.pdf

CITY OF FARMINGTON HILLS

DEPARTMENT OF CENTRAL SERVICES

31555 W. ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

www.fhgov.com

PHONE 248-871-2435

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REQUEST FOR PROPOSAL (RFP)

RFP: #RFP-FH-24-25-2501

ITEM: Sponsorship Solicitation Services

DEADLINE: Wednesday, May 14, 2025, 10:00 a.m., E.D.T

PRE-PROPOSAL OPTIONAL - Wednesday, April 30, 2025, 10:00 a.m. E.D.T., via Teams - Join the meeting MEETING: now

1. SUBMISSION AND RECEIPT OF PROPOSALS

Proposals to receive consideration shall be received prior to the specified time of opening as designated on the bid form. NO LATE PROPOSALS WILL BE ACCEPTED. The City reserves the right to postpone the opening for its own convenience. Bidders shall use the proposal documents furnished as none other may be accepted. Proposals are considered received when in the possession of the Farmington Hills City Clerk. All proposals shall be labeled with the above-identified RFP number, item, as well as the aforementioned deadline date& time and the vendor name and address on the outside of the envelope. Proposals shall be sealed when submitted. Separate proposals shall be submitted for each proposal RFP number and shall be typewritten or written in ink and legibly prepared. Proposals having any erasures or corrections thereon may be rejected unless explained or initialed by the bidder. If you are submitting a “No Bid”, do not follow the above directions but send a letter to the Purchasing Division indicating a “No Bid”. Proposals shall be mailed or delivered to City of Farmington Hills, City Clerk’s Office, 31555 Eleven Mile Road, Farmington Hills, MI 48336-1165 before the stated deadline. No faxed or emailed proposals will be accepted. Electronic bids may be submitted utilizing www.mitn.info

2. RESPONSIVE PROPOSALS

All pages of this Request for Proposals document (“RFP”) or “proposal document” and the information requested herein shall be furnished completely in compliance with instructions. The manner and format of submission is essential to permit prompt evaluation of all proposals on a fair and uniform basis. Unless otherwise specified, the City reserves the right to accept any item in the proposal. Bidders may submit proposals on any item or group of items, provided however, that the unit prices are shown as required. Accordingly, the City reserves the right to declare as non-responsive, and reject any incomplete proposal if material information requested is not furnished, or where indirect or incomplete answers or information is provided. Alterations to the written requirements stated in this RFP will negate any response. The City of Farmington Hills promotes “green” technologies and the reduction of waste.

When possible, your response should be double sided to reduce paper usage. Other factors including source of supply may be used in award recommendations

3. OFFICIAL DOCUMENTS

The City of Farmington Hills shall accept NO CHANGES to the proposal document made by the Vendor unless those changes are set out in the “Exceptions” provision of the Authorized Version of the proposal document. It is Vendor’s responsibility to acquire knowledge of any change, modifications or additions to the Authorized Version of the proposal document. Any Vendor who submits a proposal and later claims it had no knowledge of any change, modifications or additions made by the City of Farmington Hills to the Authorized Version of the proposal document, shall be bound by the Authorized Version of the proposal document , including any changes, modifications or additions to the Authorized Version. If a proposal is awarded to a Vendor who claims that it had no knowledge of changes, modifications or additions made by the City of Farmington Hills to the Authorized Version of the proposal, and that Vendor fails to accept the award, the City of Farmington Hills may pursue costs and expenses to re-bid the item from that Vendor. The Authorized Version of the bid document shall be that document appearing on the MITN with amendments and updates.

The City of Farmington Hills officially distributes bid documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of documents obtained from any other source are not considered official copies. Only those vendors who obtain documents from either the Purchasing Division or the MITN system is guaranteed access to receive addendum information, if such information is issued. If you obtained this document from a source other than MITN, it is recommended that you register on the MITN site, www.mitn.info and obtain an official copy and any addenda.

http://www.fhgov.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDQ1ODJmMjQtZjkyZi00MjA4LWE5NmMtNmYyYWUyMWE3NDQz%40thread.v2/0?context=%7b%22Tid%22%3a%2209ba583d-fce8-43e5-b752-01c0983f698a%22%2c%22Oid%22%3a%227af324a1-d8b2-4c21-b72c-b50ba1a185c9%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDQ1ODJmMjQtZjkyZi00MjA4LWE5NmMtNmYyYWUyMWE3NDQz%40thread.v2/0?context=%7b%22Tid%22%3a%2209ba583d-fce8-43e5-b752-01c0983f698a%22%2c%22Oid%22%3a%227af324a1-d8b2-4c21-b72c-b50ba1a185c9%22%7d http://www.mitn.info/ http://www.govbids.com/

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4. INTERPRETATION OF BID PROPOSAL AND/OR CONTRACT DOCUMENTS

Any interpretation to a bidder regarding the proposal and/or contract documents or any part thereof is valid only if given by the City’s Purchasing Division staff. Any information given by departmental contacts is unofficial.

Interpretations may or may not be given orally (may be written) dependent upon the nature of the inquiry.

Interpretations that could affect other bidders will be in writing and issued by the Purchasing Division. All inquiries shall be made within a reasonable time prior to the stated deadline in order that a written response in the form of an addendum to this RFP, if required, can be processed before bids are opened. Inquires received that are not made in a timely fashion may or may not be considered.

5. CHANGES AND ADDENDA TO BID PROPOSAL DOCUMENTS

Each change or addendum issued in relation to this proposal document will be on file in the Purchasing Division. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become part of the contract and all bidders shall be bound by such changes or addenda.

6. SPECIFICATIONS

Unless otherwise stated by bidder, the bidder’s proposal will be considered as being in strict accordance with the City’s applicable standard specifications, and any special specifications outlined in the proposal document. Reference to a particular trade name, manufacturer’s catalogue, or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City, and should not be construed as excluding bids on other types or materials, equipment and supplies unless otherwise stated. However, the bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless departure or substitution is clearly noted and described in the proposal. The City reserves the right and discretion to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

7. ALTERNATES

Bidders are cautioned that any alternate bid, unless requested by the Purchasing Division, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements or this proposal document, may be considered non-responsive, and at the opinion of the City, may result in rejection of the bid.

8. PRICING

Prices shall be stated in units of quantity specified in this proposal document. In case of a discrepancy in computing the amount of the bid, the unit price will govern.

9. TAXES, TERMS AND CONDITIONS

The City of Farmington Hills & all agencies listed in this RFP are exempt from Federal Excise and State Sales Tax.

Please review The State of Michigan’s REVENUE ADMINISTRATIVE BULLETIN 1999 – 2 for clarification http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm The City’s tax number is 38-6006902. General payment terms are Net 30 days upon receipt of goods (unless otherwise stated below). Cooperative members will provide their tax-exempt status as required by the awarded vendor.

10. QUANTITIES

All quantities stated, unless indicated otherwise are estimates and the City reserves the right to increase or decrease the quantity at the unit price bid as best fits its needs.

11. PROCESS OF REVIEW OF BIDS & AWARD OF CONTRACT

A. To be considered your company must specialize in and have provided the services listed herein as indicated in the specification section. Submit one (1) original & Two (2) copies (PAGES 11-14) of the bid in one sealed envelope or box or Electronic bids may be submitted utilizing www.mitn.info

B. The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the City, price and other factors considered.

http://www.fhgov.com/ http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm

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C. If within the past ten (10) years, the vendor or any of its proposed subcontractors has sued the City of Farmington Hills, or has been sued by the City of Farmington Hills, with respect to project related claim or issue, the vendor shall not be eligible for consideration.

D. Unless otherwise specified in the document the City reserves the right to accept any item in the bid on an individual basis. Bidders may submit bids on any item or groups of items provided unit prices are clearly shown, and a notation is made on the document clearly indicating Bidder's intent.

E. The City of Farmington Hills reserves the right, in their sole and exclusive discretion, to reject any or all bids for any or no reason at all, to not award this contract to any of the bidders for any or no reason, to waive irregularities and/or informalities, and to make the award that in the opinion of the City Council is in the best interest and to the best advantage of the City of Farmington Hills.

12. WITHDRAWL OF PROPOSAL

Proposals may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the proposal, but only if the withdrawal is made prior to the stated proposal deadline. No proposal may be withdrawn for at least 90 days after proposal opening except the successful company whose proposal may not be withdrawn and prices shall remain firm for all time and through the entire contract period. In case of error by the bidder in preparing a proposal, the Director of the Purchasing Division may, in her discretion, reject such a proposal, provided the bidder submits to the Purchasing Division, prior to the award of contract, a signed letter which sets forth the error, the cause thereof, and sufficient evidence to substantiate the claim.

13. DEFAULT CONDITIONS

In case of default by the contractor, the City of Farmington Hills may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned thereby.

14. INFRINGEMENTS AND INDEMNIFICATIONS

The proponent, if awarded a contract, agrees to protect, defend, and save the City, its officials, employees, volunteers, departments and agents (together referred to as the “City”) harmless against: any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from liability, actions, claims, suits, demands, judgements, expenses or charges of every nature and description brought against the City for, or on account of, any property damage, death, injuries or other damages received or sustained by the persons or parties as a result of any facts or omissions of the contractor or contractor’s employees, or agents.

15. PATENTS, COPYRIGHTS, ETC.

The Contractor shall release, indemnify and hold the City, its officers, agents and employees harmless from liability of any kind or nature, including the Contractor’s use of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in the performance of this contract.

16. NON-COLLUSION

By signing and submitting its proposal the bidder certifies that the proposal submitted, has been arrived at independently and has been submitted without collusion with, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the RFP, designed to limit independent bidding or competition.

17. CANCELLATION

Unless otherwise stated within this request, any Contract entered into in response to this Invitation to Bid, including any extension or amendment of a Contract, may be terminated at any time, with or without cause, with 30 days written notice by the City. The City shall not be responsible to make any further payments for work performed after the effective date of such termination, and shall be responsible only for such work as has been completed and is eligible for payment under the terms of this Contract through the date of such termination. Termination shall not relieve Contractor of its obligation to provide City with all of the plans and product generated under this Contract through the effective date of termination. Prior to the effective date of any termination or prior to the completion of the work (including any extension of the timing for completion), whichever is the first to occur, Contractor shall

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Pg. 4 of 22 deliver to the City all reports, opinions, compilations, research work, studies, data, materials, artifacts, samples, documents, plans, drawings, specifications, correspondence, ledgers, permits, applications, manuals, contracts, accountings, schedules, maps, Jogs, invoices, billings, photographs, videotapes and other materials in its possession or control that is gathered or generated in the course of performing the work or that relates to the work in any way;

provided that Contractor may retain a copy of such materials for its files.

18. DEFAULT AND REMEDIES

Any of the following events shall constitute cause for the City of Farmington Hills to declare Contractor in default of the contract: (A) Nonperformance of contractual requirements or (B) A material breach of any term or condition of this contract. Please note the City of Farmington Hills shall issue a written notice of default providing a period of no more than thirty (30) days in which Contractor shall have an opportunity to cure. Time allowed for cure shall not diminish or eliminate Contractor’s liability for liquidated or other damages. If the default remains, after the designated period of time to cure, the City of Farmington Hills may do one or more of the following: (A) Exercise any remedy provided by law; (B) Terminate this contract and any related contracts or portions thereof; (C) Impose liquidated and other damages; or (D) Suspend contractor from receiving future bid solicitations.

19. LAWS AND REGULATIONS

Any and all supplies, services and equipment offered and furnished shall comply fully with all applicable Federal, State and City laws, ordinances, codes and regulations.

20. GOVERNING LAW

This procurement and any resulting contract shall be governed by and construed in accordance with the laws of the State of Michigan. Jurisdiction and venue for any claim, dispute or action concerning this procurement process or any resulting contract shall be in Oakland County, Michigan.

21. ASSIGNMENT/SUBCONTRACT

Contractor shall not assign, sell, transfer, subcontract or sublet rights, or delegate responsibilities under this contract, in whole or in part, without the prior written approval of the City of Farmington Hills.

22. NONDISCRIMINATION

The bidders and contractor agree to abide by the provisions of Title VI and Title VII of the Civil Rights Act of 1964 (42 USC 2000e), which prohibit discrimination against any employee or applicant for employment, or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age, and Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabilities. The bidders and contractor further agree to furnish information and reports to requesting agencies, upon request, for the purpose of determining compliance with these statutes. The bidders and contractor agree to comply with each individual agency’s certification requirements, if any, as stated in the additional terms and conditions listed in the solicitation. This contract may be canceled if the contractor fails to comply with the provisions of these laws and regulations. The contractor must include this provision in every subcontract relating to performance of this contract to insure that subcontractors are bound by this provision.

23. SEVERABILITY

If any provision of this contract is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected; and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular provision held to be invalid.

24. FORCE MAJEURE

Neither party to this contract shall be held responsible for delay or default caused by fire, riot, acts of God and/or war which is beyond that party’s reasonable control. The City of Farmington Hills may terminate this contract after determining such delay or default will reasonably prevent successful performance of the contract.

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25. BID PREPARATION COSTS

The City of Farmington Hills is not liable for any costs incurred by the bidder in the preparation or administration of its proposal materials.

26. CONFLICT OF INTEREST

The City of Farmington Hills Code of Ethics prohibits City officials and employees from using their official position to unreasonably secure, request, or grant any privileges, exemptions, advantages, contracts or preferential treatment for themselves or others, and further, requires the reporting of certain financial or other interests held by themselves or their family members in any organization that does business with the City. Consistent with the principles of the City of Farmington Hills Code of Ethics, and in accordance with applicable federal regulations, no employee, officer or agent of the City shall be permitted to participate in the selection, the award, or the administration of a contract if the employee, officer or agent of the City, or his or her immediate family member or members, or his or her business partner or partners, works for, or has any financial or other interest in any company bidding for the contract.

In order to determine whether your company presents any potential conflict of interest with respect to the award of the subject contract, on a separate piece of paper, please disclose any familial or business relationships you have with any current or former employee, agent, consultant, officer or elected or appointed official of the City of Farmington Hills, or others who are or have been within the past year, in a decision making position with the City of Farmington Hills, and who may be able to grant favorable treatment with respect to being awarded this contract. Please disclose the full nature and extent of your relationship.

The City will review the relationship for conflict of interest. If a determination is made that the relationship is contrary to any Federal Regulations your company will be removed from the bid process. Violation of the City’s Code of Ethics as the result of non-disclosure will be reviewed in accordance with Section 5 of the City of Farmington Hills Code of Ethics and may result in disciplinary action, and/or termination of the subject contract.

27. INDEPENDENT CONTRACTOR

The contractor shall be an independent contractor, and as such shall have no authorization, express or implied to bind the City of Farmington Hills or the respective agencies to any agreements, settlements, liability or understanding whatsoever, and agrees not to perform any acts as agent for the City of Farmington Hills or participating agencies, except as expressly set forth herein.

28. THIRD PARTY BENEFICIARIES

There are no third party beneficiaries to this contract, and nothing expressed or referred to in this contract will be construed to give any person or entity other than the parties to this contract any legal or equitable right, remedy, or claim under or with respect to this contract or any provision of this contract. This contract and all of its provisions and conditions are for the sole and exclusive benefit of the parties named.

29. CITY POLICY ON SMOKING

The bidder, if awarded a contract, agrees to follow the City of Farmington Hills Smoking Policy which states: “The City of Farmington Hills is dedicated to providing a healthy, smoke free work place for employees, residents and visitors.” To that end; smoking is prohibited in all municipal buildings, in all municipal owned, leased or rented vehicles and within twenty five (25) feet from any municipal building entrance, outdoor air intakes and operable windows. Smoking is permitted in outside designated smoking areas or in personal vehicles. Smokers are responsible for properly disposing of all smoking related litter, which includes cigarette and cigar butts, tobacco, etc. Disposal of any smoking litter is not permitted on City property except in the provided receptacles.

30. NON-IRAN LINKED BUSINESSES

By signing the proposal , I certify and agree on behalf of myself and the company submitting the proposal the following: (1) that I am duly authorized to legally bind the company submitting this bid; and (2) that the company submitting this bid is not an “Iran linked business,” as that term is defined in Section 2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) That I and the company submitting this bid will immediately comply with any further certifications or information submissions requested by the City in this regard.

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31. PRICES BID

The prices, or costs, in this proposal shall cover the costs of any nature, incident to and growing out of the work and services provided or to be provided. In explanation, but not in limitation thereof, the prices and costs stated in this proposal and contract shall include the cost of everything necessary for or resulting from the performance and completion of this contract in the manner and time prescribed, including without limitation, all of the following: the furnishing of all material, tools, vehicles, equipment, transportation, labor, supervision; all costs on account of loss by damage or destruction of the work performed or the material, tools, vehicles and equipment used in the performance of the work; all costs due to unforeseen weather, surface conditions, safety precautions, circumstances, situations or difficulties encountered; all money damages, costs and expenses for personal injuries or replacement or repair of damage to vehicles or other property caused, partly or wholly, by the contractor’s defective, improper or negligent performance of the work or services required under this contract; and for all else necessary therefore and incidental thereto.

32. INSURANCE (REQUIRED FOR WORK ON OR WITHIN CITY PROPERTY/FACILITIES)

The contractor, or any of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and acceptable to The City of Farmington Hills. The requirements below should not be interpreted to limit the liability of the Contractor. All deductibles and SIR’s are the responsibility of the Contractor.

The Contractor shall procure and maintain the following insurance coverage:

A. Worker’s Compensation Insurance including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

B. Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than

$1,000,000.00 per occurrence and aggregate. Coverage shall include, but not limited to, the following: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Explosion, Collapse, and Underground, if applicable.

C. Automobile Liability including Michigan No-Fault Coverages, with limits of liability not less than $1,000,000. per occurrence combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

D. Additional Insured: Policy(ies) and coverages as described above, excluding Workers’ Compensation Insurance, shall include an endorsement stating the following shall be Additional Insureds: The City of Farmington Hills, all elected and appointed officials, all employees and volunteers, agents, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming the City of Farmington Hills as additional insured, coverage afforded is considered to be primary and any other insurance the City of Farmington Hills may have in effect shall be considered secondary and/or excess.

E. Cancellation Notice: Policy(ies), as described above, shall be endorsed to state the following: It is understood and agreed Thirty (30) days, Ten (10) days for non-payment of premium, Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: City of Farmington Hills, Attention: Mr.

Thomas Skrobola, 31555 West Eleven Mile Road, Farmington Hills, Michigan 48336.

F. Proof of Insurance Coverage: The Contractor shall provide the City of Farmington Hills at the time the contracts are returned by him/her for execution a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, a copy of the policy sections, where coverage is provided for additional insured and cancellation notice, may be acceptable. Copies of all policies mentioned above shall be furnished, if so requested.

G. Required liability limits may be obtained by using an Excess/Umbrella Liability policy in addition to the primary liability policy(ies). If coverage limits are satisfied by an Excess and/or Umbrella policy, coverage must follow form of the primary liability policy(ies).

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H. If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates, endorsements, and/or policies to City of Farmington Hills at least ten (10) days prior to the expiration date.

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33. GENERAL INFORMATION

The City of Farmington Hills is soliciting proposals from qualified firms, to act as a third party solicitor of sponsors, partners, and advertisers for the City of Farmington Hills Special Services Department including all programs, events and activities.

34. DESCRIPTION OF AGENCY

Farmington Hills is a 34 square mile suburban community located in Oakland County within 25 minutes of downtown Detroit and Detroit Metro Airport. Farmington Hills is a community of approximately 80,000 residents and 36,000 homes. Farmington Hills Special Services is one of nine municipal departments governed by a seven member board elected by citizens of the community.

The Special Services Department was established in 1985 to provide leisure activities, services and facilities. Special Services consists of eight divisions: Administration, Parks, Golf, Cultural Arts, Facilities, Recreation, Ice Arena and Adults 50 & Better. There are approximately 47 full-time and 500+ seasonal/part time staff members.

Presently, the Special Services Department encompasses the operation of: a 245,000 square foot recreation and arts complex, a 70,000 square foot ice arena, 65,000 square foot activities center, 5,000 square foot community center, an eight ball diamond/six soccer field sports park, 18 hole golf course with driving range, six parks (over 600 acres of park land), nature center, splash pad, skate park, historical properties and recreation programs and services for all ages.

35. BACKGROUND

Farmington Hills Special Services has been actively pursuing sponsorships and advertisement opportunities internally for several years. The intention of these sponsorships and partnerships is to help offset the cost of bringing quality programming and facilities to the Farmington Hills Community while providing businesses with a unique opportunity to reach their target markets. These efforts have included sponsorships for many programs and events throughout the community and advertisements in publications.

In the past, sponsorships, advertisements and other marketing revenue producing initiatives have been approached individually; the scope of this RFP intends to consolidate these initiatives to capitalize on all these elements by leveraging their combined economic impact. All sponsors and partnerships must comply with the City of Farmington Hills Policy Regarding Sponsorship of Events, Naming Rights and Advertising, see Attachment 1.

By way of illustration only, listed below (in Table 1) are examples of assets and immediate opportunities the City of Farmington Hills Special Services Department has identified for sponsorship agreements and/or naming rights. The City expects to rely upon the successful Respondent’s expertise to identify all available assets and opportunities and the corresponding value of each, to expand this list.

Table 1 – Sample Asset, Advertising and Sponsorship Opportunity List

INVENTORY OPPORTUNITY DESCRIPTION

Seasonal Activities Guide Advertising space in the 130+ page program guide that is distributed to over 40,000 households three (3) times per year via USPS. Also placed online at www.fhgov.com.

Additionally, the Department has a large social media presence on Facebook, Instagram, etc. as well as direct e-newsletters to thousands of subscribers.

Farmington Hills Ice Arena

Over 1,000,000 visitors annually Naming rights for entire arena Naming rights for two (2) individual ice surfaces Dasher Board advertisements

Senior Center (future) Naming rights for entire facility The Hawk This 245,000 square foot community center and 45-acre park provides a hub for residents and guests to enjoy visual and performing arts, aquatics, fitness, and athletics, along with many other recreational and cultural programs, services, and events.

There are multiple opportunities available at this location.

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INVENTORY OPPORTUNITY DESCRIPTION

Special Events Over 500,000 participants annually

Partnerships and sponsorships to solicit financial and in-kind support for arts shows, concerts, and many other special events.

Special Services provides various options for business partnerships, sponsorships, and advertisements that reach local and regional audiences of all demographics in unique ways. The following is a chart illustrating typical yearly participation levels at potential partner facilities and programs.

The Hawk Recreation & Arts Complex 2,000,000 Founder’s Sports Park & Ice Arena 1,000,000 Costick Activities Center 350,000 Farmington Hills Golf Club Rounds 50,000 Longacre House Banquet Facility 25,000 Recreation Participants 250,000* *Recreation Participants include participants in all special events and other recreation programs. A sample of special events includes:

• Art on the Grand 40,000

• Hawk Theatre 30,000

• Summer Concert Series 7,000

• Day Camps 6,000

• Kick off to Summer 2,000

• Hay Day 2,000

• Ice Show 1,500

• Marshmallow Fly & Fry 1,200

A full inventory of potential sponsor/partner/advertising opportunities is available upon request.

36. MINIMUM FIRM SPECIFICATIONS AND MANDATORY REQUIREMENTS

A. The awarded firm will have a minimum of five (5) years’ experience, providing this type of service, in a municipal environment.

B. The successful firm shall ensure/understand that they will work closely with City staff and will be considered a key part of the team; a strong, positive working relationship must be maintained.

C. The firm will provide a single point of contact for the duration of the contract.

D. The firm will ensure timely completion of assignments.

E. The firm will comply with the administrative procedures of the City.

37. SCOPE OF WORK

A. The awarded firm will work cooperatively with Special Services to identify all potential sponsorship, partnership, and advertising opportunities.

B. The awarded firm will solicit businesses for sponsorship sales with a focus on building long term partnerships that are both beneficial to the Farmington Hills Community and the partnering business. All sponsorships and partnerships are subject to approval of the City of Farmington Hills and must be in accordance with the City of Farmington Hills’ Policy Regarding Sponsorship of Events, Naming Rights and Advertising, see Addendum #1(attached).

C. Under the direction of Farmington Hills Special Services, the awarded firm will negotiate the best possible contribution and/or revenue producing business arrangements for Special Services.

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D. The awarded firm will develop a written agreement for all sponsorships, partnerships, and advertisements that details the City of Farmington Hills’, the Contractors’, and the Partner Businesses’ responsibilities.

38. CONTRACT PERIOD AND PAYMENT TERMS

A contractual period will begin following City Council approval of the recommended firm and will be for duration of two (2) years with the City’s option to renew for three (3) additional 1-year options through mutual consent between the awarded firm and City of Farmington Hills.

39. PROPOSAL INFORMATION – PROPOSALS NOT INCLUDING ALL THIS INFORMATION MAY BE

REJECTED

A. Provide a brief narrative of your company’s history and related work experience highlighting comparable assignments/projects.

B. Provide a comprehensive description of your company’s approach to sales.

C. Provide a detailed sales plan for Farmington Hills Special Services sponsor sales, including:

• Strategic objectives for Farmington Hills Special Services sponsor sales

• Sales strategies and process

• Yearly sales forecast

• Summary of sales activity reports to be provided including frequency

D. Provide completed Firm Questionnaire, Legal Status Bidder, Non-Iran Linked Business Certificate and Authorization of Proposal.

E. Provide resumes of those staff that will be assigned to the City of Farmington Hills F. Provide a compensation plan. The City of Farmington Hills will accept:

• Payment option one:

Straight percentage: ______% commission on all sales + _____% commission on in kind donations

OR

• Payment option two:

Tiered commission ______% commission on all sales less than $_________ ______% commission on all sales between $_________ and $________

______% commission on all sales above $__________ + ______% commission on in kind donations

40. OPTIONAL PRE-PROPOSAL MEETING

The City of Farmington Hills will conduct an optional pre-proposal meeting on Wednesday, April 30, 2025, 10:00 a.m. All interested vendors are encouraged to attend in order to obtain additional information on this contract. Please join via team, Join the meeting now

41. PROCESS FOR REVIEW OF PROPOSALS

To be considered your company must specialize in this type of service and have a proven track record of success.

When submitting your proposal one (1) original, two (2) hard copies & one (1) copy on CD or flash drive or Electronic bids may be submitted utilizing www.mitn.info of the written and priced response will be provided in one sealed envelope/box. The Special Services Department and Central Services Staff will review proposals, check references, and interview companies (as needed). The company’s proposal, which is viewed in the best interest of the City will be chosen. All proposals will be hand delivered, mailed or submitted electronically (www.mitn.info) to the City Clerk’s Office, 31555 West Eleven Mile Road, Farmington Hills, MI 48336-1165. All proposals must be received no later than 10:00 a.m. E.D.T, Wednesday May 14, 2025, E.D.T. Proposals received after the deadline will be rejected and returned.

http://www.fhgov.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDQ1ODJmMjQtZjkyZi00MjA4LWE5NmMtNmYyYWUyMWE3NDQz%40thread.v2/0?context=%7b%22Tid%22%3a%2209ba583d-fce8-43e5-b752-01c0983f698a%22%2c%22Oid%22%3a%227af324a1-d8b2-4c21-b72c-b50ba1a185c9%22%7d

31555 W. ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

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FIRM QUESTIONNAIRE

Please give the following information regarding your proposal for this bid:

1. How many years has your organization been in the sponsorship solicitation business? _____

1. List four (4) Michigan agencies (Municipal preferred) that you have contracted with for this type of work during the past five (5) years.

Name: ______________________________________ Contact Person: _____________________________

Phone #: ________________________________ E-mail address: _____________________________

Name: ______________________________________ Contact Person: _____________________________

Phone #: ________________________________ E-mail address: _____________________________

Name: ______________________________________ Contact Person: _____________________________

Phone #: ________________________________ E-mail address: _____________________________

Name: ______________________________________ Contact Person: _____________________________

Phone #: ________________________________ E-mail address: _____________________________

Name: ______________________________________ Contact Person: _____________________________

Phone #: ________________________________ E-mail address: _____________________________

3. Name of your bank and other financial references:

4. Has your organization been a party to any lawsuit, including suits involving misfeasance or professional negligence, within the last ten years? If so, please describe the substance and results of each suit.

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LEGAL STATUS BIDDER

Fill out the appropriate section below for your company and strike out the other three. Provide additional sheets if more space is needed for your responses.

Corporation:

State and County in which incorporated: __________________________________________________

Official title of person signing proposal: _____________________________________________________________

Address of signer: _______________________________________________________________________________

Full names, addresses and titles of all the corporation’s directors and officers:

Partnership:

State and County in which established: ____________________________________________________________

Official title of person signing proposal: _____________________________________________________________

Address of signer: _______________________________________________________________________________

Full names, addresses and titles of all partners:

Limited Liability Company (LLC):

State and County in which established: ____________________________________________________________

Official title of person signing proposal: _____________________________________________________________

Address of signer: _______________________________________________________________________________

Full names, addresses and titles of all members and managers of the LLC:

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NON-IRAN LINKED BUSINESS CERTIFICATION

Pursuant to Michigan law before accepting any bid or proposal or entering into any contract for goods & services with any prospective firm, the firm must certify that it is not an “Iran Linked Business.”

By signing below, I certify and agree on behalf of myself and the company submitting this bid the following: (1) that I am duly authorized to legally bind the company submitting this bid; and (2) that the company submitting this bid is not an “Iran Linked Business,” and that term is defined in section 2€ of the Iran Economic Sanctions Act, being Michigan Public Act No.517 of 2012; and (3) That I and the firm submitting this proposal will immediately comply with any further certifications or information submissions requested by the City in this regard.

Company Name: __________________________________________________________________

Authorized Representative Signature: _____________________________________________________________

Printed: ____________________________________________________________________________________

Date: _______________________

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AUTHORIZATION OF PROPOSAL

ACKNOWLEDGEMENT OF OFFICIAL DOCUMENTS

I________________________________________, certify that I have read section 3 (Official Documents) of the invitation to bid and that the bid proposal documents contained herein were obtained directly from the City of Farmington Hills Purchasing Office or MITN website, and is an official copy of the authorized version.

SIGNATURE OF AUTHORIZED COMPANY REPRESENTATIVE______________________________________

AUTHORIZATION OF PROPOSAL

The undersigned hereby declares that he/she has carefully examined the scope and will provide as described herein for the price(s) set forth in this proposal. Any changes to the scope and its impact on the final cost will be discussed and mutually agreed upon before the delivery of the services. It is understood that all proposed prices shall remain in effect for at least ninety (90) days from the date of the proposal opening to allow for the award and that, if chosen, the successful vendor; the pricing proposal terms will remain firm throughout the contract term (and all extensions).

The proposer affirms that he/she is duly authorized to execute this proposal, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other proposer and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor, and will not be, prior to the award and the proposer has full authority to execute any resulting contract awarded as the result of, or on the basis of the proposal.

By submission of a response, the Proposer agrees that at the time of submittal, he/she: (1) has no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Proposer’s services, or (2) benefit from an award resulting in a “Conflict of Interest.” A “Conflict of Interest” shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by the City of Farmington Hills. Proposers shall identify any interests, and the individuals involved, on separate paper with the response and shall understand that the City, at its discretion, may reject their proposal. The submission of a proposal hereunder shall be considered evidence that the proposer is satisfied with respect to the conditions to be encountered and the character, quantity and quality of the work to be performed.

Signed ________________________________Company ______________________________________

Printed________________________________Address________________________________________

Title___________________________City/State/Zip__________________________________________

Phone________________________________Fax____________________________________________

Contact Person__________________________________or____________________________________

Email ____________________________________Website____________________________________

Federal EIN: ________________

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FH-24-25-2501

AGREEMENT

SPONSORSHIP SOLICITATION SERVICES

(completed after award)

This agreement (the “Agreement”) is made this __________ of _____________,2025, by and between the City of Farmington Hills, 31555 W. 11 Mile Road, Farmington Hills, Michigan, hereinafter called the “City,” and

___________________________, _______________________________, hereinafter called the “Consultant.”

ARTICLE 1 – SERVICES/COMPENSATION

The Consultant agrees to provide all professional consultant services as needed, including all labor, materials, equipment and the means of work, in accordance with the City’s Request for Proposals rfp-fh-24-25-2501. Additional services, not included in this Agreement, shall be mutually agreed to by the City and the Consultant.

The City, in consideration of the performance of this Agreement, agrees to pay Consultant based on the Consultant’s Fee Schedule for services provided, which includes all direct and indirect costs, reimbursable any and all related costs and/or on a subsequent project estimates or scope and cost proposals, as mutually agreed by the City and the Consultant. Fees shall remain consistent with the Consultant’s pricing proposal dated __________ unless otherwise agreed between the parties for the entire length of the Agreement (including all extensions).

ARTICLE 2 – THE TIME

It is agreed that the Consultant shall begin work under this Agreement upon execution of this Agreement and that the Consultant will perform the work and fulfill all requirements of this Agreement until completion.

ARTICLE 3 – CONSULTANT SERVICES

The Consultant agrees to provide all materials and services necessary to undertake the above services for the City. The Consultant agrees that in the performance of its duties as outlined in the City’s Request for Proposals rfp-fh-24-25-2501, it will be bound by the code of ethics applicable to its industry. The Consultant will complete all work required and referenced in this Agreement expeditiously and on time, or as mutually agreed by the City and the Consultant.

The Consultant shall not directly or indirectly enter into any agreement, participate in any collusion, or otherwise take any action in submitting an independent estimate of fees for any project assignment, except as otherwise set out herein.

During the performance of the services herein provided for, the Consultant shall be responsible for any loss or damage to the document owned by the City while they are in its possession. Restoration of lost or damaged documents shall be at the Consultant’s expense.

The Consultant shall attend City meetings and make such trips to the offices of the City and to the site of the work to confer with representatives of the City, as may be necessary in the carrying out of the work under this Agreement.

The Consultant shall follow standard accounting practices and permit representatives of the City to audit and inspect its project books and records at any reasonable time. Such records are to be kept available for seven (7) years from the date of final payment for work conducted under this Agreement.

The Consultant shall permit the City to have full access thereto during the progress of the services being performed thereon.

The Consultant shall commence services under this Agreement only upon receipt of written notice from the City.

PURCHASING DIVISION

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ARTICLE 4 – CITY COOPERATION

The City shall cooperate with the Consultant to furnish documentation timely, as appropriate, and as legally possible in the possession of the City relevant to the nature of the work assignments.

ARTICLE 5 – DELAYS

No charges or claims for damages shall be made by the Consultant for delays or hindrances from any cause whatsoever during the progress of any portions of the services specified in this Agreement, except as hereinafter provided.

When delays are caused by circumstances or conditions beyond the control of the Consultant as determined by the City, the Consultant shall be granted an extension of time for such reasonable period as may be mutually agreed upon between the parties, it being understood, however, that the permitting of the Consultant to proceed to complete the services, or any part of them, after the date to which the time of completion may have been extended shall in no way operate as a waiver on the part of the City of any of its rights herein set forth.

In the event of a substantial delay on the part of the City in providing to the Consultant either the necessary information or approval to proceed with the work, resulting, through no fault of the Consultant, in delays of such extent as to require the Consultant to perform its work under changed conditions not contemplated by the parties, the City will consider supplemental compensation limited to increased costs incurred as a direct result of such delays.