Request For ProposalRFP No. 26 – ADM - 01

WEEKLY COMMUNITY MARKET MANAGEMENT SERVICE

RFP-26-ADM-01

MARY MEARSHEIMER – PROCUREMENT AGENT

TABLE OF CONTENTS

RFP # 26-ADM-01

AGREEMENT - Weekly Community Market Management Services

CITY OF HOLLY HILL, FLORIDA

REQUEST FOR PROPOSALS (RFP)

Weekly Community Market Management Services RFP No. 26-ADM-01 Issue Date: July 31, 2026 Proposal Due Date: August 20, 2026

Notice is hereby given that the City of Holly Hill, Florida is accepting proposals for:

WEEKLY COMMUNITY MARKET MANAGEMENT SERVICES

Sealed proposals will be accepted by the City of Holly Hill, 1065 Ridgewood Avenue, Holly Hill, Florida 32117, until 2:00 p.m., Thursday, August 20, 2026 at which time and place all proposals received shall be publicly opened and read aloud in the City Hall.

There will be a non-mandatory pre-proposal meeting for this project at 2:00 pm., Thursday, August 6, 2026. The meeting will be held in the Commission Chambers, located in City Hall, 1065 Ridgewood Avenue, Holly Hill, FL 32117.

1. INVITATION TO PROPOSE

The City of Holly Hill ("City") is seeking proposals from qualified individuals, businesses, or organizations to manage and operate a weekly outdoor community market on City-owned property, currently anticipated to be located at Sunrise Park North 1135 Riverside Dr.

The City's objective is to establish a professionally managed, family-oriented market that promotes fresh produce, local agriculture, artisans, food vendors, small businesses, and community engagement while enhancing the quality of life for residents and visitors.

The selected proposer will enter into an agreement with the City to organize, market, recruit vendors, and manage all aspects of the weekly market.

Copies of the proposal documents may be obtained electronically from VendorLink at www.myvendorlink.com. Any addenda to these proposal documents will be posted on the VendorLink website. It is the proposer’s responsibility to confirm that all addenda have been received prior to submitting a proposal. All questions should be directed in writing to mmearsheimer@hollyhillfl.org. Questions must be submitted no later than 5:00 p.m. on Monday August 17, 2026.

The City of Holly Hill is not responsible for the U.S. mail or private carriers or messengers in regard to mail being delivered by the specified time so that a proposal can be considered.

No proposals received after the time and date specified for the opening will be considered. The City of Holly Hill, Florida reserves the right to reject any and all proposals, to waive any and all non-substantial irregularity in proposals reviewed, whenever such rejection or waiver is in the best interest of the City.

One (1) original and (1) electronic copy on USB flash drive of the proposal shall be addressed to City Clerk, City of Holly Hill, 1065 Ridgewood Avenue, Holly Hill, Florida 32117, in a sealed envelope plainly marked on the outside: WEEKLY COMMUNITY MARKET MANAGEMENT SERVICES.

2. PROJECT OBJECTIVE

The City desires a market that:

· Provides a vibrant community gathering place.

· Supports local farmers, artisans, and small businesses.

· Promotes healthy food options through fresh produce.

· Encourages family participation.

· Operates in a safe, attractive, and professional manner.

· Develops a sustainable community event that grows over time.

3. SCOPE OF SERVICES

The selected Market Manager shall provide all services necessary to successfully organize, operate, and promote the weekly market, including but not limited to:

A. Vendor Recruitment and Management

· Recruit and manage vendors.

· Maintain a diverse mix of vendors including:

· Fresh produce

· Specialty foods

· Food vendors

· Artisans and crafts

· Local businesses

· Community organizations

· Maintain a minimum of six (6) vendors at each market.

· Ensure at least one vendor offering fresh fruits and vegetables participates in each market.

· Assign vendor spaces.

· Collect vendor fees.

· Supervise vendor compliance.

The City reserves the right to approve, reject, or require removal of any vendor whose products, conduct, or activities are illegal, unsafe, inconsistent with a family-oriented event, or otherwise contrary to the City's interests.

B. Market Operations Proposed operating schedule:

· Setup: 7:00 AM

· Market: 8:00 AM – 1:00 PM

· Cleanup completed by 2:00 PM Alternative schedules may be proposed but require City approval.

The Market Manager shall:

· Coordinate setup and breakdown.

· Provide on-site management during all market hours.

· Manage vendor communications.

· Resolve operational issues.

· Maintain a safe and organized event.

C. Marketing and Community Engagement The Market Manager shall:

• Develop and implement a marketing strategy to promote the weekly community market.

• Promote seasonal, holiday, and themed events.

• Coordinate promotional activities with the City, when appropriate.

• Maintain a positive public image for the community market.

D. Site Maintenance The Market Manager shall:

· Maintain the site in a clean and orderly condition.

· Remove all trash and debris after each market.

· Remove all tents, equipment, and signage.

· Prevent damage to City property.

· Ensure vendors do not drive on grass or landscaped areas.

· Return the property to its original condition following each event.

· Report any damage to City property to the City immediately following the event.

E. Compliance The Market Manager shall ensure all vendors comply with applicable:

· Federal laws

· State laws

· City ordinances

· Fire Code

· Health Department regulations

· Park Rules

· City directives Political campaigning, petition drives, unauthorized fundraising, and solicitation are prohibited unless approved by the City.

Alcohol sales require prior City approval and all applicable permits.

Food vendors and food trucks must receive prior City approval and comply with all health, licensing, and fire safety regulations.

F. Quarterly Reporting A quarterly report shall be submitted to the City Manager by the 10th day of each 3rd month summarizing:

· Vendor participation

· Attendance estimates

· Produce vendor attendance

· Marketing activities

· Operational successes

· Operational issues

· Recommendations for improvement

· Upcoming special events

4. MINIMUM QUALIFICATIONS

Each proposal shall include:

Evidence of at least three (3) years of experience operating farmers markets, community markets, festivals, or similar recurring public events, including event names, locations, years of operation, average number of vendors, and average attendance.

At least three (3) professional references.

A sample annual event calendar identifying seasonal, holiday, and themed market events.

A Market Management Plan describing how the proposer will organize, operate, and grow the Weekly Community Market, including:

· Organization and management

· Market operations

· Vendor recruitment and retention

· Marketing and community engagement

5. PERFORMANCE EXPECTATIONS

The successful proposer shall strive to:

· Grow participation to an average of 11 vendors within twelve months.

· Maintain at least one produce vendor at every market.

· Increase public attendance through consistent marketing.

· Build partnerships with local businesses and community organizations.

· Offer seasonal and themed events.

· Maintain a clean, safe, family-friendly environment.

6. INSURANCE AND INDEMNIFICATION

The selected proposer shall maintain the following insurance coverage throughout the term of the Agreement:

· Commercial General Liability Insurance with limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate.

· Workers' Compensation Insurance as required by Chapter 440, Florida Statutes.

· Employers' Liability Insurance with limits of not less than $500,000.

The proposer shall provide the City with a Certificate of Insurance evidencing the required coverage and naming the City of Holly Hill its elected officials, officers, employees, and agents as Additional Insureds.

The Market Manager shall defend, indemnify, and hold harmless the City of Holly Hill, its elected officials, officers, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses arising out of or resulting from the Market Manager's operations or the operations of participating vendors.

7. TERM OF AGREEMENT

The initial Agreement shall be for a period of one (1) year. The City may, at its sole discretion, renew the Agreement for up to four (4) additional one (1) year terms, subject to the approval of the City Manager or his/her designee.

The Agreement shall constitute only a revocable, non-exclusive license to use City property and shall not create any leasehold, tenancy, or other property interest.

The City reserves the right to terminate the Agreement, with or without cause, upon thirty (30) days' written notice.

8. CITY RIGHTS

The City reserves the right to:

· Approve or reject any proposal.

· Negotiate with one or more proposers.

· Waive minor irregularities.

· Reject any vendor.

· Relocate the market.

· Suspend or cancel market operations due to weather, emergencies, construction, maintenance, or public safety.

· Terminate the agreement for default or convenience.

The City makes no guarantee regarding attendance, vendor participation, or financial success. The Market Manager assumes all business risks associated with operating the market.

9. EVALUATION CRITERIA

Proposals determined to be responsive and responsible will be evaluated using the following criteria:

The City may conduct interviews before making a final selection.

10. EVALUATION PROCESS

Proposals will be evaluated by an evaluation committee appointed by the City. The committee will evaluate proposals based on the criteria set forth in this Request for Proposals. The City may request interviews, or additional information from one or more proposers if deemed necessary. Evaluation committee meetings and any proposer presentations or interviews shall be conducted in accordance with Chapter 286, Florida Statutes (Government in the Sunshine Law). Meeting dates, times, and locations will be publicly noticed as required by law.

11. PROPOSAL SUBMISSION REQUIREMENTS

Proposals shall include:

1. Cover Letter

2. Company Information (business name, address, contact person, phone and email address).

3. Qualifications and Experience

4. References

5. Market Management Plan

6. Annual Event Calendar

The City reserves the right to request additional information or clarifications from any proposer during the evaluation process.

Proposals must be received no later than:

Date: August 20, 2026 Time: 2:00 pm Submit to:

City Clerk City of Holly Hill 1065 Ridgewood Avenue Holly Hill, Florida 32117

Projected Timetable:

The following projected timetable should be used as a working guide for planning purposes only. The City reserves the right to adjust this timetable as required during the course of the RFP process.

12. ADDENDA

The City reserves the right to amend this Request for Proposal by issuing written addenda. Addenda shall become part of the solicitation and shall be binding on all proposers. Oral interpretations or clarifications shall not be binding. Proposers are responsible for acknowledging receipt of all addenda with their proposal.

13. PUBLIC RECORDS

Pursuant to Chapter 119, Florida Statutes, all proposals submitted in response to this Request for Proposals are subject to public inspection upon conclusion of the solicitation process, except for information made confidential or exempt by law. Any proposer claiming that any portion of its proposal is confidential or exempt shall clearly identify the specific information and cite the applicable statutory exemption. The City shall not be responsible for defending any claim of confidentiality.

14. GOVERNMENT SUNSHINE LAW

The City conducts its procurement activities in accordance with Chapter 286, Florida Statutes. Evaluation committee meetings, interviews, presentations, negotiations, and any other meetings required by law shall be open to the public unless otherwise exempt by law.

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AGREEMENT

WEEKLY COMMUNITY MARKET MANAGEMENT SERVICES

Request for Proposal (RFP) No. 26-ADM-01 THIS AGREEMENT ("Agreement") is made and entered into this ____ day of September, 2026, by and between CITY OF HOLLY HILL, a political subdivision of the State of Florida, whose address is 1065 Ridgewood Avenue, Holly Hill, Florida 32117 (hereinafter referred to as the "CITY"), ______________________________ and whose address is

______________________________________________ (hereinafter referred to as the "CONTRACTOR").

SECTION 1. AGREEMENT.

The CONTRACTOR agrees to provide Weekly Community Market Management Services for the CITY in accordance with Request for Proposal No. 26-ADM-01, the CONTRACTOR'S Proposal, and all exhibits, attachments, addenda, and amendments thereto, all of which are incorporated herein by reference and made a part of this Agreement.

In the event of a conflict between this Agreement, the RFP, and the Contractor's Proposal, the order of precedence shall be:

1. This Agreement;

2. RFP No. 26-ADM-01 and any addenda;

3. Contractor's Proposal.

SECTION 2. TERM.

This Agreement shall become effective upon execution by both parties and shall remain in effect for an initial term of one (1) year unless sooner terminated as provided herein. Following the initial term, this Agreement shall automatically renew annually for up to four (4) additional one (1) year terms unless the City Manager, in his or her sole discretion, elects not to renew the Agreement or unless the Agreement is otherwise terminated in accordance with its terms.

SECTION 3. NO COMPENSATION BY THE CITY

The CONTRACTOR acknowledges and agrees that the CITY shall not provide compensation for services performed under this Agreement. The CONTRACTOR shall be solely responsible for generating any revenue necessary to operate and manage the Weekly Community Market.

SECTION 4. INSURANCE.

The CONTRACTOR shall maintain the insurance coverages required by RFP No. 26-ADM-01 throughout the term of this Agreement and shall furnish Certificates of Insurance naming the City of Holly Hill, its elected officials, officers, employees, and agents as Additional Insureds prior to commencing services.

SECTION 5. INDEMNIFICATION.

The CONTRACTOR shall defend, indemnify, and hold harmless the CITY, its elected officials, officers, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses, including reasonable attorney's fees, arising out of or resulting from the negligent acts, errors, omissions, or willful misconduct of the CONTRACTOR, its employees, agents, subcontractors, or anyone directly or indirectly employed by the CONTRACTOR in the performance of this Agreement, to the extent permitted by Florida law.

Nothing contained herein shall be construed as a waiver of the CITY'S sovereign immunity or the limitations of liability set forth in Section 768.28, Florida Statutes.

SECTION 6. TERMINATION.

The CITY may terminate this Agreement, with or without cause, upon thirty (30) days' written notice to the CONTRACTOR.

The CITY may immediately terminate this Agreement upon the CONTRACTOR'S failure to comply with any material term or condition of this Agreement or the requirements of RFP No. 26-ADM-01.

SECTION 7. INDEPENDENT CONTRACTOR.

The CONTRACTOR is an independent contractor and is not an employee, agent, partner of the CITY. The CONTRACTOR shall be solely responsible for payment of all wages, taxes, insurance, permits, licenses, and other obligations arising from its operations.

SECTION 8. GOVERNING LAW, VENUE

This Agreement shall be governed by the laws of the State of Florida. Venue for any action arising from this Agreement shall lie exclusively in Volusia County, Florida.

SECTION 9. MODIFICATION.

No amendment or modification of this Agreement shall be effective unless in writing and executed by both parties.

SECTION 10. SEVERABILITY.

If any provision of this Agreement is declared invalid or unenforceable, the remaining provisions shall remain in full force and effect.

SECTION 11. GOVERNMENT IN THE SUNSHINE LAW.

The parties acknowledge that the CITY is subject to Chapter 286, Florida Statutes. The CONTRACTOR shall cooperate with the CITY in complying with all applicable public meeting requirements relating to this Agreement.

SECTION 12. PUBLIC RECORDS/ FL SUNSHINE LAW

The CONTRACTOR shall comply with Section 119.0701, Florida Statutes, including all requirements relating to the maintenance, production, retention, and transfer of public records.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, THE CONTRACTOR SHALL CONTACT THE CUSTODIAN OF PUBLIC RECORDS.

CITY CLERK: Jonathan Jacob

CITY OF HOLLY HILL,

1065 RIDGEWOOD AVENUE, HOLLY HILL, FLORIDA 32117,

PHONE (386) 248-9441

Email: jjacob@hollyhillfl.org

SECTION 13. ENTIRE AGREEMENT.

This Agreement, together with RFP No. 26-ADM-01, all addenda, and the CONTRACTOR'S Proposal, constitutes the entire agreement between the parties and supersedes all prior negotiations, representations, or agreements, whether written or oral.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their duly authorized representatives on the dates indicated below.

CITY OF HOLLY HILL

By: _______________________________________ Name: _____________________________________ Title: ______________________________________ Date: ______________________________________

CONTRACTOR

By: _______________________________________ Printed Name: _______________________________ Title: ______________________________________ Date: ______________________________________ image1.wmf