Request for Proposal
REQUEST FOR PROPOSALS FOR ARTS AND EVENTS MARKET
STUDY AND STRATEGIC PLAN
The City of Elgin will receive proposals for the following professional services in the Purchasing
Department until 4:00p.m. local time, Friday, May 27, 2022.
Title of Professional Services: Arts and Events Market Study and Strategic Plan
NEED FOR THE COMMUNITY
The City of Elgin is currently accepting proposals to conduct market research for special events
and the arts in the Elgin area as well as to assist in the creation of a comprehensive strategic
plan. The strategic plan will be used to determine the direction of city special events and arts
programming beginning in 2023. The City of Elgin reserves the right to reject any or all RFPs, or
any part thereof, or to accept any RFP or any part thereof, or to waive informalities in any RFP,
if deemed to be in the best interest of the city.
The City of Elgin’s City Manager’s Office is responsible for planning and executing various
community events throughout the calendar year in addition to the oversight of two performing
arts venues and various public art and cultural offerings. The City of Elgin seeks to ensure that
the programming offered is competitive, relevant, and accessible and the venues operate in
such a way as to remain attractions to the arts and events community. The City of Elgin is
requesting assistance in community engagement in order to plan successful and innovative
seasons in the years to come, which help us define who we are and tells our story. The strategic
plan that will ultimately be developed is expected to be in place for up to 10 years.
SCOPE OF PROVIDER SERVICES
Prepare and conduct market research in Elgin and the surrounding communities by organizing
community meetings and focus groups comprised of members from various socioeconomic and
cultural backgrounds. Write, administer, and analyze results from surveys to Elgin residents.
Conduct research on current events in a 50-mile radius to Elgin and prepare information on
upcoming trends in the industry. The study should include special events, the Hemmens Cultural
Center, Elgin Art Showcase, and all artistic and cultural offerings provided by the City. The
proposal should include a timeline for this research and results as well as a detailed plan outlining
how this research will be obtained. Vendors are invited to submit a proposal that includes an
outline of their experience and qualifications in performing work directly related to the services
required. The City is committed to this initiative and is flexible on process design and format.
The City is seeking and will select a company that best demonstrates the ability to provide
comprehensive and affordable services to the City of Elgin. The awarded proposal may not be
sold, transferred, or given to anyone else. The City of Elgin will not be liable for any expense or
cost associated with the preparation and/or submittal of the response to this RFP.
• Expectations of the Vendor:
o Organize and facilitate a number of community meetings
o Organize and facilitate a number of focus groups
o Create market surveys and interpret results
o Create promotional material for print and social media
o Provide biweekly email updates to the city representative
o Attend monthly meetings with the city representative
o Provide detailed timeline of work:
Results must be returned and compiled by 5pm on September 5th, 2022
Results must be presented to City Council in the month of September,
2022, and will be a joint presentation between Vendor and the city
Final 2023 plan will be given to City Council in the month of October, 2022,
and will be a joint presentation between Vendor and the city
o Provide a detailed report of all findings
o Assist in the creation of a comprehensive strategic plan based on the results of
the activities stated above
• Expectations of the City:
o Provide meeting space for community meetings and focus groups
o Assist with distributing promotional material via website, social media and in
o Provide a representative at community meetings, focus groups and monthly
meetings with Vendor
o Assist in providing relevant contacts and connections to the vendor
o Respond in a timely manner to all contact
o Work directly with the vendor in the creation of a comprehensive strategic plan
Although the City identified the services required, this should not constrain the firm in the
development of a scope they believe is necessary to meet the City objectives. Please include
other relevant materials as needed to exhibit the firm’s ability to perform the work. Provide
detailed expectations with respect to the City of Elgin’s role.
1. Cover Letter
2. Firm Background, Principal Officers, and Staff Qualifications and Experience –
Summarize qualifications, relevant experience, and availability to participate in the RFP
process (including interviews) and provide services to the City. It should also identify key
staff members who will be participating. State history of the firm, in terms of length of
existence, types of services provided, etc. Identify the technical details that make the
firm uniquely qualified for this work.
3. Scope of Required Services - Proposed approach to the process, including a proposed
schedule and description of proposed public involvement methods. Must summarize the
method and approach to providing consulting services to the City.
4. References - A recent list of at least 3 (three) client references must be provided for
similar projects recently completed. The list shall include the firm/agency name, address,
short description of work, contact person and contact information. Local government
clients are preferred.
5. Examples of Previous Work – a minimum of three examples of relevant written work
related to visioning and strategic planning: at least one of which will represent a strategic
plan prepared on behalf of a City or comparable entity.
6. Additional Data and Information - Any additional materials such as communication
materials, power points, links to You Tube Videos, course outlines, etc. that may give the
selection committee a broader sense of your company which have not been included
elsewhere in your proposal should be placed in this section.
7. Attachments - Please complete and include the Illinois Certification, Employee
Utilization form, Sexual Harassment and Tax/Collusion/Debarment/Legal Status forms
and Professional Services Agreement in this section.
8. Cost proposal - Cost proposals quotations are to include the names, title, hourly rates,
reimbursable expenses, and any other costs associated with providing the proposed
It is the purpose of this Request for Proposal to obtain the highest quality services and to
maximize the reach of market research to accurately represent the trending events, artistic and
cultural programs, venue operations and community interest. Experience facilitating focus
groups and providing market studies will be evaluated. A panel of city staff will review the
qualified proposals as submitted. The panel will score the RFP proposals, determine the highest
qualified applicants, conduct interviews if necessary, and make final recommendation to the
City Manager regarding the award. The recommended RFP will also go before City Council for
When evaluating any proposal the City of Elgin shall consider:
(a) All requirements above are met;
(b) Competence to perform the services as reflected by technical training and general
experience in providing the required services and the qualifications and competence of
persons who would be assigned to perform the services;
(c) Ability to perform the services as reflected by workload and the availability of adequate
personnel and equipment to perform the services expeditiously;
(d) Past performance as reflected by the evaluation of private persons and officials or other
governmental entities that have retained the services of the firm with respect to such
factors as control of costs, quality of work, and an ability to meet deadlines;
(e) Estimated cost and cost limitations;
(f) Financial responsibility;
(g) Provide the best service to be offered—by price, quality and value;
(h) Meet licensing and insurance requirements;
(i) Meet professional appearances, vibrancy, quality of unit/business, and cleanliness
(j) Other pertinent considerations and information determined by the city to be relevant.
PROPOSAL SUBMITTAL REQUIREMENTS
The proposal must be emailed to Daina DeNye, Purchasing Director at
email@example.com no later than 4:00 pm on May 27, 2022. Part A must be emailed
separately from Part B. Part A’s subject line should be titled “RFP 22-035 Arts and Events Market
Study Part A”. Part B’s subject line should be titled “RFP 22-035 Arts and Events Market Study
Part A of the proposal should include the cover letter, firm background, principal officers, staff
qualifications, and experience, scope of required services, references, examples of previous
work, additional data and information, and attachments.
Part B of the proposal should be submitted in a separate, sealed envelope as part of the proposal.
Cost proposals are to include the names, title, hourly rates, and any other costs associated with
providing the proposed services. Part B will not be opened until all responding proposals of Part
A have been reviewed.