RFP 26-PR02, Merchandise Screen Printing & Sales for City Events

The City of Milton is seeking a qualified third-party vendor to provide end-to-end merchandise production and sales services for its annual Crabapple Fest event, held each first Saturday in October, with the potential to extend services to other City-sponsored events during the contract term. The initial contract runs through September 30, 2027, with two optional one-year renewals available through September 30, 2029. The vendor must produce on-site branded merchandise, primarily t-shirts using approved brands such as Bella+Canvas, Comfort Colors, Next Level Apparel, or Port & Company, manage inventory to minimize surplus, operate retail sales booths during all event hours, and submit detailed financial reports following each event. All designs, colors, branding, and pricing must receive prior written approval from the City, and operations must comply with Georgia state law, including compliance with O.C.G.A. § 13-10-91 through E-Verify verification of employee eligibility, which requires submission of notarized affidavits from both the prime contractor and any subcontractors. The vendor must also provide commercial general liability and auto liability insurance with limits of $1,000,000 each, naming the City as additional insured, and workers’ compensation coverage as mandated by Georgia law, with insurance carriers requiring an A.M. Best rating of “A-” or higher. Proposals must be submitted electronically via the City’s BidNet Direct portal by 2:00 PM on July 16, 2026, and must be divided into a technical proposal limited to six pages and a separate cost proposal. The City will evaluate submissions based on five weighted factors: experience and qualifications (25 points), financial and revenue generation proposal (25 points), merchandise program and product offerings (20 points), operational and production plan (20 points), and references (10 points), for a total of 100 points. Awards will be made based on the most advantageous proposal considering both technical merit and cost, using a trade-off approach rather than lowest price technically acceptable. The vendor must include resumes of key personnel, list all subcontractors subject to City approval, and certify compliance with disclosure requirements regarding campaign contributions to City officials and family employment within City government. All payments are to be remitted to the City of Milton at 2006 Heritage Walk, Milton, GA 30004, with invoicing required within 30 days of each event, though no specific electronic