REQUEST FOR PROPOSAL (“RFP”) FOR DEVELOPMENT AND SALES OF EVENT PROMOTIONAL MERCHANDISE

This RFP distributed by: CITY OF CHICAGO

(Department of Cultural Affairs and Special Events)

All proposals and other communications must be submitted electronically to:

Clinée Hedspeth, Commissioner

Attention: JT Schwimer, Contract Administrator

joshua.schwimer@cityofchicago.org

PROPOSALS MUST BE RECEIVED NO LATER THAN 3:00 P.M., CENTRAL STANDARD TIME, ON APRIL 24, 2024.

EXHIBIT 7

DEVELOPMENT AND SALES OF EVENT PROMOTIONAL MERCHANDISE

OVERVIEW AND SCOPE OF SERVICES

INTRODUCTION

DCASE seeks a Contractor to develop, produce and manage festival merchandise sales before, during and after the Events. The emphasis is on festival-specific merchandise featuring designs from local artists, but the selected respondent may include some Chicago branded souvenirs or related merchandise and convenience items that serve as an amenity to event attendees. (e.g. rain ponchos, sunglasses, sunscreen, etc.)

DCASE will control all aspects of each of the Events, including the Contractor’s participation therein. The Contractor will be responsible for providing all services and equipment required to furnish DCASE with festival merchandise operations at the below Events as well as E-commerce and retail/wholesale opportunities.

In addition to the above Events, the City may request the Contractor to sell at other Events or Exhibitions

in a temporary space.

1. Product Offerings & Designs

The Contractor must provide exceptional Event merchandise designs. The Contractor will identify and engage local artists and/or organizations to create original merchandise designs that reflect DCASE’s mission and Events. The Contractor must also agree to use designs and Event logos produced by DCASE, Event sponsors, or partnering artists on merchandise mutually agreed upon.

The Contractor must submit a comprehensive merchandising plan utilizing designs and a wide variety of products that reflect the specific Event. DCASE will look to the Contractor for expertise on merchandise trends in the marketplace including style, color, and material variety.

The Contractor must submit to DCASE six different potential designs for display on the festival merchandise. The designs and merchandising plan must be submitted at least six weeks prior to each Event.

The Contractor may only sell merchandise and products that DCASE has approved in writing.

2. Product/Stock

For each festival merchandise product the Contractor may choose any manufacturer, distributor and/or printer that can offer the best price and a quality product. The Contractor must keep sufficient stock of all items for the entire duration of each Event. The Contractor must control daily inventories and reorder stock as needed. If a popular product sells out during the Event, the Contractor must be able to place a reorder and have it delivered before the Event concludes (if the shortfall occurs early in the day) or the next day of a multi-day Event. If a product does not sell out, DCASE will not be obligated to purchase the remaining quantity.

DCASE and the Contractor may, however, negotiate an acceptable price if DCASE decides to order

additional merchandise products for Sponsors or needs to place a re-order after the conclusion of

each Event.

The Contractor must be able to guarantee flexibility with last minute orders and re-orders. Due to

the above, the Contractor is encouraged to utilize print-on-demand or on-site screen printing.

3. Sponsor/Partner Considerations

Each Event has partner agreements that will require the Contractor to sell particular products. The

Contractor cannot sell any products that conflict with the products of any Event partners. The City,

in its sole discretion, will determine whether any product(s) compete with any partner’s product(s).

4. During the Event

a. Staffing: The Contractor must provide friendly, trustworthy sales staff during Event hours. The

Contractor must submit a training agenda to DCASE for review prior to any training. Following

approval of that training agenda the Contractor must conduct training seminars for its

employees. The Contractor must secure Department approval of the uniforms or costumes that

the Contractor’s staff will wear at the Events prior to the first Event. The Contractor must

determine, based on attendance figures, acceptable staffing levels to provide customers with a

quality experience for purchasing the merchandise. The Contractor will be responsible for

issuing identification badges to all sales staff.