Request for Proposals

VILLAGE OF ARLINGTON HEIGHTS
REQUEST FOR PROPOSAL
SOUNDS OF SUMMER CONCERT SERIES
2024 PRIMARY SPONSOR – Due March 1, 2024

I. INTRODUCTION

The Village of Arlington Heights, Illinois, requests proposals from qualified proposers to be the primary sponsor for the Village’s Sounds of Summer Concert Series. 

For the purpose of this Request for Proposals (“RFP”) and the anticipated agreement, “Village” means the Village of Arlington Heights; “Sponsorship” means the primary sponsorship for the Series, as more fully described in this RFP; “Sponsor” means the company selected by the Village to obtain the Sponsorship; and “Series” means the Village’s Sounds of Summer Concert Series.

The selected proposer will be invited to enter into an agreement with the Village in a form to be provided by the Village (“Agreement”).  The Agreement will be for a term beginning with the execution of the Agreement and concluding on August 30, 2024. The Village Board has the ultimate authority to approve any proposal and to authorize execution of the Agreement.

 

KEY DATES

Release of RFP

January 23, 2024

Questions Due from proposers

February 9, 2024 by 5 PM CST

Response to Questions Posted on the Village’s Website

February 14, 2024

Proposal Due Date

March 1, 2024 at 3:00 PM CST

Award of Contract by the Village Board of Trustees (est.)

March 18, 2024


II. Background

The Village is a suburb located 25 miles northwest of Downtown Chicago and is home to 77,676 residents.  For more than 20 years, the Village has hosted the popular and largely attended Sounds of Summer Series at Harmony Park, in the Village’s downtown at the corner of Vail Avenue and Campbell Street.

This year’s twelve concerts will take place on Thursday nights, June 6th– August 29th excluding July 4th, with live music from 7:00-8:30 p.m.   Specific dates and time for the 2024 Series are June 6th, 13th, 20th, 27th and 28th, July 11th, 18th, 25th, and August 1st, 8th, 22nd, and 29th.

 

III.  SPONSORSHIP BENEFITS

The Sponsorship will include the following benefits:

  1. The Sponsor will have naming rights for the entire Sounds of Summer 2024 event season, such as “Village of Arlington Heights Sounds of Summer Brought to You by SPONSOR” or “SPONSOR presents the Village of Arlington Heights Sounds of Summer Concerts”
  2. The Sponsor’s name logo will be printed on Series flyers and downtown kiosk posters, which will be posted in the pedestrian-heavy Alfresco area, beginning in mid-May and displayed for at least 13 weeks;
  3. The Sponsor will be recognized on Village access channels on Comcast, Astound, and AT&T U-Verse;
  4. The Sponsor’s name and logo will be promoted on the Village’s social media pages weekly, including the Village’s Facebook page (currently approx. 17,000 followers), the Take it to the Heights Facebook Page (currently approx. 13,000 followers), the Village’s NextDoor Page (currently connected to 16,165 households), the Village’s LinkedIn Page (currently approx. 1,900 followers) and the Village’s Instagram (currently approx. 1,800 followers);
  5. The Sponsor’s name and logo will be promoted on the Village’s website, which currently garners approximately 35,000 visits per month;
  6. The Sponsor’s name will be intermittently promoted on the electronic message board at Northwest Highway and Arlington Heights Road;
  7. The Sponsor will receive VIP seating for six guests at each Series concert;
  8. The Sponsor will receive a personal ice cooler at the Series stocked with one non-alcoholic beverage of Sponsor’s choice, to be bulk ordered by the Village at the commencement of the Series season;
  9. The Sponsor will receive six $50 gift cards for purchase of food from one specified local restaurant of Sponsor’s choice for the duration of Series season;
  10. The Sponsor will receive one VIP reserved parking spot in Vail Street Garage on event days for the duration of the Series season;
  11. The Sponsors name will be announced in a recording prior to each event;
  12. The Sponsor will have one table available at all Series events throughout the season to distribute Sponsor marketing materials; and
  13. The Sponsor will have the opportunity to speak on stage for up to 1 minute prior to each Series event in order to introduce the band.

The Sponsorship subject of this RFP is for the primary Series sponsor. The Village may authorize additional non-primary sponsorships for the Series.


IV.
Submittal Requirements

All proposals must be signed by an authorized officer/representative of the proposer. Proposals that contain omissions, erasures, alterations, conditional quotes, or that contain irregularities of any kind may be rejected.

All proposals must have the following clearly marked sections that contain the following information:

Minimum Requirements: In addition to the other requirements in this RFP, the Sponsor must:

  • Be a for-profit firm;
  • Offer services or products to customers of all ages;
  • Operate or own property within the Village;
  • Be acceptable to the Village, in its sole discretion.

Section IOrganizational Information: Provide specific information concerning your firm in this section, including the legal name, address and phone number of your firm and the type of entity (sole proprietorship, partnership or corporation and whether public or private).

Section IINarrative: Provide a narrative of your firm’s interest and intent in being the Sponsor for the Sounds of Summer Series. Explain how your firm’s purpose and mission is compatible with that of the Village. Describe the product or service in which your firm engages and explain how it may appeal to the Series’ all ages audience.

Section IIIBid Amount: Clearly state your firm’s bid amount for the Sponsorship. The Village will collect payment from the Sponsor within 30 days of executing the Agreement.


V. EVALUATION OF PROPOSALS

Proposals submitted will be evaluated by a Village committee. The committee will evaluate all properly submitted proposals with respect to Scope of Services and Submittal Requirements set forth in this RFP, including without limitation, the responsiveness of the proposal.

Proposals will generally be evaluated using the following criteria:

  • Adherence to the minimum requirements;
  • The proposer’s experience, purpose, and mission in the Village;
  • The proposer’s compatibility with the Village’s mission for the event;
  • The proposer’s appeal to the Series’ all ages audience; and
  • Bid amount.

No single criterion is dispositive. Village Staff will recommend the preferred proposer to the Village Board for formal consideration.  The results of the RFP process will be posted on the Village’s website, and all proposers will be notified by electronic mail.

The Village reserves the right to retain all proposals submitted and use any idea in a proposal regardless of whether or said proposal is selected.

The Village reserves the right to make clarifications, corrections, or changes in this Request for Proposals at any time prior to the deadline for submission of proposals. Proposers should check following website for clarifications, corrections, or changes to the RFP at www.vah.com/rfp.


V. Submittal Procedures


A. Questions and Clarifications

All questions must be directed in writing to Avis Meade at [email protected]

Questions will be accepted until 5 p.m. CST on Friday, February 9th, 2024.  All questions and responses will be compiled and posted on the Village’s website by 4 p.m. on February 14th, 2024.

All contacts regarding the proposal should be in writing and sent to the above-named individual only. Proposers should not contact other Village staff or Village officials regarding the RFP.

 
B. Submission of RFP Proposals

Proposers must submit two printed copies of their proposals. Proposals must be enclosed in a sealed envelope and clearly marked “SOUNDS OF SUMMER 2024 SPONSORSHIP.”  Proposals bust be received no later than 3:00 p.m. on March 1, 2024 (“Deadline”) at the following address:

Village of Arlington Heights
Communications and Outreach Coordinator
33 S. Arlington Heights Road
Arlington Heights, IL  60005

 

Any proposal received after the Deadline will be rejected. No faxed or emailed proposals will be considered.

Proposals will not be opened publicly. Proposals submitted after the Deadline will not be opened.  No oral, telephone, or facsimile proposals will be considered.

Submission of a proposal indicates acceptance by the proposer of the conditions contained in this RFP unless clearly and specifically noted in the proposal submitted and confirmed in the subsequent Agreement between the Village and the proposer selected.

C. Standard Terms and Conditions

Proposals submitted are offers only, and the decision to accept or reject is a function of the Village’s discretionary determination of the quality, reliability, reputation, and expertise of the firms submitting proposals. Issuance of this RFP does not obligate the Village to pay any costs incurred by a proposer in its submission of a proposal or conducting any necessary studies or creating any necessary designs for the preparation of that proposal.

A proposer may withdraw its proposal, either personally or by written request, at any time prior to the Deadline for submittals. No proposal may be withdrawn for 60 days after the date set for opening proposals. Proposals will be subject to acceptance during this period.

The Village reserves the right to accept the proposal that is, in its sole discretion and judgment, the best and most favorable to the interests of the Village and to the public; to reject the proposal with the highest bid; to reject any and all proposals; and to waive irregularities, noncompliance with this RFP or related Village requirements, and informalities in any proposal submitted or in the RFP process; provided, however, that the waiver of any prior defect or informality will not be considered a waiver of any future or similar defect or informality. Firms should not rely upon, or anticipate, such waivers in submitting their proposal.