Active SLED Opportunity · ILLINOIS · CITY OF URBANA
AI Summary
The City of Urbana seeks a vendor for live music promotion and management for its Night Market events in September 2026. Services include artist booking, event promotion, logistics, and on-site oversight. The family-friendly event supports downtown revitalization and attracts up to 1,000 attendees. Proposals will be evaluated on qualifications, experience, and cost.
The City of Urbana (City) is seeking a qualified vendor to provide live music concert promotion and management services for City of Urbana’s Night Market. The selected vendor will be expected to deliver comprehensive services that include, but are not limited to, event promotion, artist booking and coordination, logistical management, and on-site event oversight. The Night Market will be held from 6 pm to 9 pm over the following four evenings in September:
The Night Market is a public event located on City Parking Lot #10-X featuring live music performances, artisan and craft vendors, and food trucks. The City has successfully operated the Night Market on Thursday evenings in late summer and early fall for the past two years. The events are family oriented, alcohol free, and are free to the public to attend. Beginning with the 2026 season, the City has decided to seek an outside third-party vendor to manage the live music portion of the event under a one-year management agreement. The City will be responsible for the delivery of arts/crafts vendors, food trucks, and procuring a portable toilet for each event.
Advertisement materials have been professionally developed, and to maintain consistent branding with previous years, the City of Urbana will continue using the established design suite to promote the 2026 Night Market. The selected vendor will collaborate closely with City staff to coordinate cross‑promotion, but all primary advertising content, placement decisions, and brand management will remain under the direction of City staff.
In 2023, the City completed the Public Realm Study. The purpose of the Study is to reinvigorate Downtown Urbana by identifying and creating places where the public can gather and be entertained outdoors. To that end, the first Night Market was held in 2024 in collaboration with the Urbana Arts and Culture Program and the Urbana Market at the Square. The partnership’s goal was to create a vibrant, unique evening experience in Downtown Urbana on Thursday nights for a limited time during late summer.
In its two-year history, the Night Market has attracted between 500 and 1,000 participants with approximately 25 vendors at each event selling food, beverages, and a variety of arts & crafts.
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By confirming, vendor is certifying that they have read and understand the provisions of this procurement and are authorized to submit response on behalf of the company.
By confirming, vendor is certifying that they have fully read and are capable of providing any required Insurance at the limits required in accordance with the costs included in their submission. Vendor also certified that they understand that failure to meet these requirements post award may lead to cancellation of award.
Any consideration for alternative limits should have been submitted in writing through the OpenGov Procurement Question & Answer Tab prior to submission.
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The representations contained on this document are true, complete, and correct in all respects. The representations contained herein are continuing. If any such representation is no longer true or correct, the Vendor promptly shall notify the City in writing.
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Requests for Proposals are typically used for more flexible award criteria like consideration for qualifications, experience, approach, and schedule in addition to costs. Cost could still be the sole consideration though using Lump Sum or Line Item awards.
Best Value Awards:
Lump Sum Awards:
Line Item Awards:
The following table details insurance requirements for City contracts, which generally apply to purchases over $10,000. All contractors performing work on the City’s premises should provide insurance, even for contracts of less than $10,000. These requirements apply when a vendor or contractor is performing work for the City, but not to purchases of only materials or supplies. Other exceptions may be approved as described below. This section will be updated from-time-to-time.
Purchases are classified as high, medium or low risk. The risk levels are defined in the following table –
Tier 1 – High Risk | Tier 2 – Medium Risk | Tier 3 – Low Risk |
Requires a contract with High Risk insurance language found in OpenGov Procurement. Must have the certificate of insurance (COI) in hand and “additional insured” language must appear on the COI. Certificate must include project name and location. Attach COI to requisition. | Requires a contract with Medium Risk insurance language found in OpenGov Procurement. Insurance certificate does not have to be in hand, but must be available upon request. | Purchase Order Terms & Conditions are sufficient. Must note that PO is, “Subject to terms and conditions on reverse,” and ensure that vendor is provided a copy of the PO. |
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All construction contracts, regardless of cost including: 1) any contract where contractor will use cranes, rigging, scaffolding, and/or erection equipment; 2) any contract where work is performed on the City’s premises; 3) janitorial services
| All professional services including, but not limited to, accounting, financial, legal, consulting must have Professional / Errors & Omissions Liability coverage. Services provided by licensed medical/dental/clinic psychology professionals must have Professional Liability – Medical Malpractice Coverage. | All other services, unless a specific risk has been identified, in which case it must be addressed in consultation with the HR & Finance Director and City Attorney. |
Contracts involving hazardous materials such as abatement, hauling, etc. shall require vendor to carry Pollution Liability with limits of $1M per occurrence and $2M aggregate. | Purchases where services require access to the City’s information technology infrastructure or services involving the sharing or transfer of personal data or sensitive data with outside entities require vendor to provide $3M of cyber risk coverage. | Includes inter-agency agreements or other agreements between the City and other governmental agencies. |
Vendors providing charter transportation services. |
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Select any/all special insurance coverages that may apply to this solicitation.
Bonding Requirements are not required for following procurements:
Bid and proposal bonds are used to ensure that a bidder or proposer follows through on commitments made in a proposal or bid to execute a contract on the terms specified in the solicitation and bid or proposal. The terms “bond” and “guarantee” are sometimes used interchangeably.
Bid and Proposal Bonds or Guarantees
Bids over $25,000 must require a bid bond secured by a cashier’s or certified check, letter of credit, or an insurance company licensed to do business within the State of Illinois. The bond should be in an amount equal to at least 5% of the bid or proposal. Higher amounts may be required at the department head’s discretion. A proposal bond may also be required at the discretion of the department head. The security will be held to ensure good faith on the part of the bidder or proposer to be applied as liquidated damages should the bidder or proposer fail to execute and submit all required contract documents within the time required, or attempt to withdraw the bid or proposal prior to the beginning date of the contract. Exceptions to these requirements can only be made as follows:
| Purchase Amount | Approvals |
| Up to $10,000 | Department Head |
| Over $10,000 to $25,000 | Finance Director |
| Over $25,000 | City Administrator |
The security will be held to ensure good faith on the part of the bidder or proposer to be applied as liquidated damages should the bidder or proposer fail to execute and submit all required contract documents within the time required or attempt to withdraw the bid or proposal prior to the beginning date of the contract.
Each department will hold bid or proposal bonds and maintain an updated listing of all bid or proposal bonds. Any cashier’s or certified check will be held in a secure location and returned by department staff to the bidder or proposer as soon as the City has entered into a contract with a vendor.
Performance Bonds or Guarantees
Performance bonds are used to guarantee performance of a contract and are in effect throughout the term of the contract.
Construction and demolition contracts with a cost over $25,000 must require payment bonds (performance and labor and material payment bond) written for the duration of the contract. The performance bond should be conditioned on full completion of the contract, according to its terms, and payment for materials and labor used in such completion, for 100% of the contract price. The bond should be in the form of a bond issued by an insurance company licensed to do business in the State of Illinois, cashier’s check, or letter of credit. The security should be provided to the City with other contract documents, prior to the City’s execution of the contract document. Department staff is responsible for verifying that the proper security has been provided. The City may require performance bonds for other types of contracts at the department head’s discretion.
Each department will hold performance bonds and maintain a listing of all performance bonds and the form in which security was provided. Any security provided in the form of a cashier’s check will be submitted to the Financial Services Manager, who will deposit these amounts into the City’s bank account and maintain a record of these deposits. At completion of the project, the department will notify the Financial Services Manager in writing that the project has been completed to the City’s requirements and the Financial Services Manager will issue a City check to the vendor within 30 days
The section should be utilized if you have a need to:
Should a specific type of purchase/contract have a recurring supplementary condition that you would like included in the template, you can contact an Open Gov Procurement administrator to inquire about developing and including it in this section.
This refers to the City’s requirement to obtain employment information from vendors and obtain approval of vendors from the Human Relations Commission. Applies to construction projects $25,000 and over, and other purchases $30,000 and over. Also applies to cumulative, individual purchase from the same vendor.
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SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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