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Resolution 62-25
RECORD OF RESOLUTIONS Form 6301 BARRETT BROTHERS - DAYTON, OHIO Resolution No._©1-25 Passed , INTENT TO APPROPRIATE PERMANENT RIGHT OF WAY, A PERMANENT UTILITY EASEMENT, AND A TEMPORARY RIGHT OF WAY EASEMENT FROM 72 DUBLIN LLC, AN OHIO LIMITED LIABILITY COMPANY, FROM THE PROPERTY LOCATED AT 20 NORTH STREET FOR THE PUBLIC PURPOSE OF CONSTRUCTING AND IMPROVING ROADWAY INFRASTRUCTURE, WHICH SHALL BE OPEN TO THE PUBLIC WITHOUT CHARGE. WHEREAS, the City of Dublin (the “City”) is pursuing the construction of street, sidewalk, and utility improvements in the Northern Historic District (the “Project”); and WHEREAS, the Project requires that the City obtain the following property interests (“Property Interests”) from the parcels identified as Franklin County Parcel Number 273-000027-00 and 273-004080-00, owned by 72 Dublin LLC, an Ohio limited liability company, as described in the attached Exhibit A and depicted in the attached Exhibit B: e 0.005-acre Warranty Deed (WD) e 0.006-acre Permanent utility easement (U) e 0.024-acre Temporary right of way easement (T) NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of Ohio, _! / of the elected members concurring that: Section 1. Council considers it necessary and declares its intention to appropriate, for the public purpose of performing construction work on the Project, which shall be open to the public without charge, the above referenced Property Interests from 72 Dublin LLC, an Ohio limited liability company, as described in the attached Exhibit A and depicted in the attached Exhibit B. Section 2. The City Manager is hereby authorized to cause written notice of the Passage of this Resolution to be served upon the owner(s) and person(s) in possession or having an interest of record in the property described in the attached Exhibit A and depicted in the attached Exhibit B, and this notice shall be served according to law. Section 3. This Resolution shall take effect upon adoption in accordance with 4.04(a) of the Dublin Revised Charter. Passed this 17" day of November, 2025. VLA 2. Mayor — Presiding Officer ATTEST: (Dah (lhe C i of Coyfnci To: Members of Dublin City Council From: Megan D. O’Callaghan, City Manager Date: November 11, 2025 Initiated By: Michael E. Barker, Deputy City Manager Lindsay Weisenauer, Chief Communications and Public Relations Officer Alison LeRoy, Director of Community Events Emily Goliver, Operations Administrator/Sustainability Re: Resolution 62-25 – Authorizing the City Manager to Enter into an Agreement with Christkindlmarkt Consulting, LLC for the Management of Christkindlmarkt Dublin, Ohio Background At the March 17, 2025, City Council meeting, Council unanimously approved Resolution 22-25 Adopting the Holiday Market Feasibility Study Final Report. In furtherance of the recommendations outlined in the final report, Staff issued a Request for Proposals (RFP) for a Traditional European- Style Christmas Market Operator on April 11, with responses due May 2. One proposal was received from Marketplace Consulting, LLC, now Christkindlmarkt Consulting, LLC. A committee comprised of representatives from Community Events, Parks & Recreation, Finance, the Office of the City Manager, Communications & Marketing, Visit Dublin Ohio and the Downtown Dublin Strategic Alliance reviewed the response and interviewed the respondent in person on May 9. City Council directed Staff to enter contract negotiations with Christkindlmarkt Consulting at its July 1, 2025, meeting. The City Council received an update on the project status at its meeting on September 8, 2025, at which time Council expressed support for moving forward with the name “Christkindlmarkt Dublin, Ohio.” During negotiations, Christkindlmarkt Consulting proposed updated financial terms, which extended the anticipated timeline for contract negotiations. Staff members worked to ensure the final agreement reflected the best possible outcome for the City of Dublin and its residents. The proposed agreement is attached for Council’s review. A summary is also provided herein. Agreement Summary The City and Christkindlmarkt Consulting (Operator) engaged in detailed negotiations to define the terms and responsibilities for each party related to financial commitments; market operations; permits; vendor & sponsor selection; intellectual property ownership; communications, marketing & public relations; reporting requirements; non-compete provisions; administrative items; and miscellaneous terms regarding the City’s involvement. Term The parties agreed to execute a five-year contract with the option to renew the Agreement for an additional five years. The initial five-year term will conclude on April 30, 2031. Office of the City Manager 5555 Perimeter Drive • Dublin, OH 43017 Phone: 614.410.4400 Memo Memo re. Resolution 62-25 – Authorizing the City Manager to Enter into an Agreement with Christkindlmarkt Consulting, LLC for the Management of Christkindlmarkt Dublin, Ohio November 11, 2025 Page 2 of 3 Financial Commitments The Operator will pay for any fees related to the Event Permit, including City services at the rate established annually by Council via the City’s Cost Study. While the City aims for the Operator to manage the event independently, limited City staff may be required. The Operator agrees to work with the city to determine any City staffing needs and will pay for all City Services rendered. In addition to the event permit and City services fees, the Operator agreed to a protected revenue share with the City of Dublin, beginning in Year 2 and increasing annually throughout the contract’s term. This arrangement ensures that the city receives a stable and adequate revenue stream from the event, regardless of its potentially fluctuating annual revenue. Payment will be issued to the City on or before February 15 each year following the conclusion of the Market. The city has engaged a contractor to evaluate the upgrade of the electrical infrastructure in Riverside Crossing Park as part of the Riverside Crossing Park – East Lawn Event Infrastructure Capital Improvement Program project. The Operator will pay for any supplemental electricity or water needs that it deems necessary for the Market to operate. Market Operations The Operator shall be responsible for all day-to-day operations of the Market. While the Feasibility Study that was adopted by Council anticipated the city purchasing the huts for the event, the Operator desired to purchase and own all Market infrastructure. The City will continue to contract for the operations of the ice rink and will connect the Market Operator with the ice rink operator to encourage coordination. The city also agreed to make the existing Park furniture available, which includes 10 tables and 36 chairs, for use at the Market. The city currently hires a contracted vendor to install decorations at Riverside Crossing Park and will continue to do so with control over the decorations installed, as determined in partnership with the Operator. Permits The Operator shall be responsible for obtaining and complying with all necessary permits from the City of Dublin and external entities, including, but not limited to, the Ohio Department of Commerce Division of Liquor Control. Any fees paid to non-City entities will be paid by the Operator. Vendor & Sponsor Selection To support the implementation of the City’s vision and goals for the event, the City will collaborate with the Operator to establish guidelines for vendor and sponsor selection, ensuring alignment with a traditional European-style Christmas market and promoting a community- and family- friendly atmosphere. The procurement of vendors and sponsors that support the established guidelines will be the responsibility of the Operator. Intellectual Property Ownership At its meeting on September 8, 2025, City Council expressed support for naming the event Christkindlmarkt Dublin, Ohio. The city will own the event name and be permitted to continue using it, should the Agreement with Christkindlmarkt Consulting be terminated. The Operator will own the logo, branding materials, website, social media and all marketing materials. The city will approve the logo and the Market’s general brand identity to ensure alignment with a traditional European-style Christmas market. The Operator will also sell and control any merchandise. The Memo re. Resolution 62-25 – Authorizing the City Manager to Enter into an Agreement with Christkindlmarkt Consulting, LLC for the Management of Christkindlmarkt Dublin, Ohio November 11, 2025 Page 3 of 3 City and the Operator may collaborate on a Dublin-branded ornament to be sold by the Operator, subject to design approval from the City. If the Agreement is terminated, the city may continue to sell the ornament. Communications, Marketing & Public Relations Both parties understand the importance of cross-promoting the event. Similar to its promotional support of the Memorial Tournament, the city will host a webpage on its website to provide high- level information and direct those interested to the Market’s official website. To provide ample opportunities for cross-promotion from the City’s partner entities, the Operator will provide a representative to attend Downtown Dublin Strategic Alliance meetings when requested by the City. Reporting Requirements The City of Dublin is providing the Operator with access to the park at a significantly reduced cost compared to the rental fee established by City Council through the Cost Study. The protected revenue share agreement replaces the rental fee that the city would charge for other events. To support transparency in this partnership, the Operator will provide an annual financial report, an annual operations plan, a public annual report and attend quarterly progress meetings. The annual financial report will include total dollars spent at the Market. The operations plan will include anticipated changes for next year’s event. The public annual report will provide transparency to the community on the event’s outcomes, including economic impact and other indicators of success, to demonstrate the value of the City’s investment. The Operator is required to meet in person with the City of Dublin quarterly to keep the City updated on the Market and ensure alignment between both parties. Miscellaneous Terms As part of the event permit, the City reserves the right to revoke it before or during the event if the health or safety of the public is threatened by an emergency, disorder, or other unforeseen conditions that arise. The Agreement further clarifies that the City may also close The Dublin Link bridge should winter weather conditions necessitate such a closure. The Operator will create an Emergency Action Plan in partnership with the Dublin Police Department, which outlines its protocols for inclement weather and emergency responses. The Operator and the City may also partner for the City’s annual Tree Lighting event. Recommendation Staff recommends adoption of Resolution 62-25 Authorizing the City Manager to Enter into an Agreement with Christkindlmarkt Consulting, LLC for the Management of Christkindlmarkt Dublin, Ohio. 1 HOLIDAY MARKET OPERATIONS AGREEMENT This Holiday Market Operations Agreement (“Agreement”) is made and entered into this _________ day of ________________________, 2025 (the “Effective Date”), by and between the City of Dublin, Ohio, an Ohio municipal corporation (“City”) and Christkindlmarkt Consulting, LLC, an Indiana limited liability company (“Operator”). The City and the Operator are jointly referred to as the “Parties.” Recitals WHEREAS, the City has been exploring the possibility of bringing a traditional European-style holiday market to the City for a number of years; and WHEREAS, the City issued a request for proposals on April 11, 2025 (the “RFP”) seeking an operator to bring an independently owned and operated traditional European-style holiday market (the “Market”) to the City; and WHEREAS, after a thorough review process, a committee comprised of City officials and community stakeholders recommended the Operator to operate the Market to be held at Riverside Crossing Park (the “Park”); and WHEREAS, at its July 1, 2025 meeting, Dublin City Council agreed with the committee’s recommendation and directed the City to begin formal contract negotiations with the Operator. NOW THEREFORE, in consideration of the promises and covenants herein contained, and other good and valuable consideration, the Parties agree as follows: Section I – Term A. The Agreement shall commence upon signing. B. The Agreement’s initial five-year term concludes on April 30, 2031. Section II – Financial Commitments A. Operator Responsibilities 1. The Operator shall pay an annual permit fee to the City according to the permit fee established annually by Dublin City Council. 2. The Operator shall pay an annual protected revenue share to the City according to the fee schedule attached to this Agreement as Exhibit A. a. The Operator shall pay the annual protected revenue share to the City on or before February 15 each year following the conclusion of the Market. 3. The Operator shall pay for all City Services utilized during the Market. 2 a. The Operator shall only pay for city services deemed necessary during the event permitting process, which will include collaboration between the City and the Operator. b. The rates for city services shall be the rates approved annually by Dublin City Council. 4. At the conclusion of the Market, the Operator shall repair any excessive damage to the Park caused by the Market at the Operator’s own expense. If, at the City’s reasonable discretion, the repairs cannot be performed by the Operator, the Operator shall pay the reasonable cost of such repairs to the City. Excessive damage does not include expected wear and tear, including re-seeding the grass. 5. The Operator shall procure and pay for any supplemental electricity or water infrastructure it deems necessary for the Market to operate. B. City Responsibilities 1. The City shall pay for the Market’s usage of the Park’s existing electricity and water infrastructure. This does not include any supplemental electricity or water infrastructure deemed necessary by the Operator. a. If the Operator determines that it is necessary to tap into any fire hydrants, the City shall pay the water bill, but the Operator shall pay for any permits associated with tapping into the hydrants. 2. The City will make commercially reasonable efforts, consistent with the City’s long-term master plan, to expand the electricity and water availability in the Park prior to the first scheduled Market, subject to funding availability and/or approval by Dublin City Council. The City shall have sole and final approval over any infrastructure improvements, but the City shall consult the Operator while contemplating any improvements. The City shall pay for the Market’s usage of any expanded electricity and water infrastructure in the Park. a. The City will make commercially reasonable efforts to coordinate construction timelines with the Operator b. The City will make commercially reasonable efforts to ensure that infrastructure improvements to the Park will not disrupt Market operations, but the Operator acknowledges that construction timelines could impact the Market and the Operator shall not treat good faith construction delays as a material breach of the Agreement. c. If construction delays impact Market operations, the City shall make good faith efforts to work with the Operator to facilitate potential changes to 3 the Market location in a given year or changes to the Market timeline in a given year. d. If the City’s potential infrastructure improvements unreasonably impede the growth of the physical footprint of the Market (for example, inability to add vendor huts), the Parties agree to confer and negotiate in good faith regarding whether the Protected Revenue Share set forth on Exhibit A should be adjusted. Section III – Market Operations A. Operator Responsibilities 1. The Operator shall be responsible for the day-to-day operations of the Market. 2. The Operator shall be solely responsible for handling all monies associated with the Market before, during, and after the Market. 3. The Operator shall procure and provide, at its own expense, all necessary Market infrastructure, which may include but is not limited to huts, booths, a pyramid, standing bars, a stage, a public address system or other audio equipment, supplemental Wi-Fi, tables and/or chairs, and any necessary supplemental power and/or water supply. a. Market Infrastructure does not include: i. existing Park furniture provided by the City. ii. existing electric and water infrastructure provided by the City. iii. existing Park Wi -Fi capabilities. 4. The Operator shall be responsible for constructing and tearing down the Market, including all Market Infrastructure provided by the Operator. 5. The Operator shall be responsible for storing all Market Infrastructure before, during, and after the Market. 6. The Operator shall be responsible for all necessary Market Infrastructure maintenance and otherwise keeping Market Infrastructure in good condition. 7. The Operator shall be responsible for all sanitation and cleaning activities, including but not limited to trash removal from areas of the Park utilized for the Market and cleaning and restocking the Park public restrooms. a. This does not include supplying bathroom supplies for the Park public restrooms. 4 b. The Operator shall be responsible for procuring, at its own expense, any supplemental mobile restrooms deemed necessary. 8. The Operator, at its own expense, shall be responsible for hiring and paying all necessary staff for the Market. 9. The Operator, at its own expense, shall be responsible for procuring and paying for all Market entertainment, including but not limited to events or activities on the ice rink outside of the ice rink’s standard operation. 10. The Operator shall be responsible for selecting, training, and managing vendors. 11. The Operator shall comply with all applicable building, health, and safety permits, including compliance with all applicable requirements set forth in the Ohio Health and Safety Code, the City of Dublin Code of Ordinances, and Franklin County Public Health Department rules and regulations. 12. The Operator, at its own expense, shall be responsible for hiring private security for the Market, including overnight security. The Operator shall consult Dublin Police to determine needs for the Market. 13. The Operator, at its own expense, shall be responsible for hiring Dublin Police and/or private security to provide traffic and pedestrian management services for the Market as reasonably deemed necessary by the Dublin Police Department in consultation with Operator during the event permitting process. B. City Responsibilities 1. The City shall continue to decorate the Park in the area surrounding the Market, unless otherwise determined by the City Manager or City Council. If the City chooses to not decorate the Park in the area surrounding the Market, the Operator shall have no obligation to decorate in place of the City. 2. The City shall make existing Park furniture available to the Operator. The existing furniture currently includes 10 tables and 36 chairs. 3. The City shall provide bathroom supplies for use at the existing Park public restroom and any potential future Park public restrooms constructed by the City. 4. The City shall make the Park’s existing electricity and water supply available to the Operator. 5 5. The City shall continue to contract for the operations of the skating rink. 6. The City shall introduce the Operator to the ice rink operators to assist in facilitating the Market’s operations with ice rink operations. 7. At the City’s sole discretion, the City may permit the Operator to store some Market Infrastructure in Park facilities depending on the availability of the facilities and the reasonableness of the Operator’s storage requests. Section IV – Permits A. Operator Responsibilities 1. The Operator shall be responsible for obtaining and complying with all rules set forth in the Event Permit. 2. The Operator shall be responsible for obtaining all necessary permits from the City, including but not limited to approval from the Dublin Community Planning & Development Department. 3. The Operator shall be responsible for obtaining all other necessary permits from, and paying all other necessary permit fees to, non-City entities, including but not limited to: a. Applicable Franklin County Health Department permits. b. Permits from the Washington Township Fire Department. c. Obtaining liquor permits from the Ohio Department of Commerce Division of Liquor Control. 4. The permit fees paid to non-City entities are separate and apart from the City’s permit fees and are not controlled by the City. B. City Responsibilities 1. The City shall process all City permit requests in a timely and reasonable manner. 2. The City shall determine, in consultation with Operator, the city services necessary to operate a safe Market, including but not limited to Dublin Police and Dublin Department of Public Service support needs. a. The City’s determination shall be made no later than June of each market year during a mandatory meeting with the Operator. b. The City shall disclose to the Operator projected costs for necessary city services. 6 c. The determination of necessary city services is made at the City’s sole and reasonable discretion, but the City shall consult the Operator during the event permitting process. d. The City’s determination of necessary city services will be a condition of the Event Permit. 3. The City shall inspect the Market for safety considerations, such as panel gaps and wiring issues. Section V – Vendor & Sponsor Selection A. The City shall collaborate with the Operator to establish mutually agreeable guidelines for vendor and sponsor selection to ensure all vendors and sponsors align with a traditional European-style holiday market and promote a community- and family-friendly atmosphere. The guidelines will be incorporated into this Agreement as Exhibit B once the guidelines are established. B. The Operator shall be responsible for all vendor and sponsor procurement. Section VI - Intellectual Property Ownership A. Event Name 1. The Event Name shall be “Christkindlmarkt Dublin, Ohio.” 2. The City shall own the Event Name. 3. If and/or when the City’s relationship with the Operator ends, the City shall be permitted to continue using the Event Name for future markets. 4. The Operator shall not use the Event Name for other markets within the State of Ohio. B. Logo & Other Branding Materials 1. The Operator shall own the Market logo and other Market branding materials. 2. The Market logo shall be subject to the City’s express written approval. 3. If and/or when the City’s relationship with the Operator ends, the City shall not use the Operator’s logo and branding materials for future markets without express written approval from the Operator. C. Website 7 1. The Operator shall own the Market website. 2. The Market website’s general brand identity shall be subject to the City’s express written approval. 3. If and/or when the City’s relationship with the Operator ends, the City shall not use the Operator’s website for future markets without the Operator’s express written approval. D. Social Media 1. The Operator shall own all social media pages created by the Operator solely devoted to the Market. E. Marketing Materials 1. The Operator shall own all marketing materials designed by the Operator. F. Merchandise 1. Any Market-branded merchandise shall be sold and controlled by the Operator. 2. The City shall not sell Market-branded merchandise without the Operator’s express written approval. 3. The Parties may collaborate to develop a Dublin-branded Market ornament (the “Dublin Ornament”) that will be sold by the Operator. a. If the parties agree to pursue a Dublin Ornament, the City shall approve the design. b. If the parties agree to pursue a Dublin Ornament, the City shall have the option to continue selling the ornament if the relationship between the City and the Operator ends. c. If a Dublin Ornament is designed and sold, the Operator shall not use or sell the ornament in any other market owned or operated by the Operator. Section VII – Communications, Marketing, & Public Relations A. Operator Responsibilities 1. The Operator shall designate a single point of contact for the City to contact regarding operational issues before, during, and after the Market. 2. The Operator shall be responsible for promoting the Market, including social media and traditional media. 8 3. The Operator shall be responsible for creating and maintaining a stand -alone website to promote the Market. a. The Operator may embed weblinks on the Market website directing to any webpage hosted by the City that includes information about ice rink operations. 4. The Operator shall provide a representative to attend Downtown Dublin Strategic Alliance meetings as requested by the City. B. City Responsibilities 1. The City shall host a page on the City’s website with general information about the Market and a direct link to the Market website. 2. If requested by the Operator, the City’s Communications Department shall make introductions with Columbus news media to assist with marketing efforts. Section VIII – Reporting Requirements A. Operator Responsibilities 1. Annual Financial Report a. The Operator shall provide an annual financial report to the City no later than April 30 after the conclusion of the Market. b. The report shall include total dollars spent at the previous year’s Market. c. The Operator acknowledges that the City is subject to Ohio’s public records laws. To the extent the Annual Financial Report is requested, the City shall notify the Operator and the Operator shall defend the confidential and proprietary nature of the Annual Financial Report. 2. Annual Operations Plan a. The Operator shall provide, and meet in-person with the City to discuss, an annual operations plan for the upcoming year’s Market no later than April 30 of the calendar year following the previous year’s market. b. The report shall include: i. Projected total dollars to be spent at the Market. ii. Projected attendance and hotel nights. iii. Planned special events, plans for additional huts and products, and other related items. iv. Marketing plan changes. v. Any anticipated changes to entertainment options, vendor uniqueness, or other related items. vi. Sustainability plan. 9 c. The Operator acknowledges that the City is subject to Ohio’s public records laws. To the extent the Annual Operations Plan is requested, the City shall notify the Operator and the Operator shall defend the confidential and proprietary nature of the Annual Operations Plan. 3. Public Annual Report a. The Operator shall provide an annual report of the previous year’s Market to the City no later than April 30 of the calendar year following the previous year’s Market. b. The report shall include: i. An executive summary of estimated attendance (using Placer AI), community impact, and other related items. ii. Actual hotel occupancy and Market attendance versus projected attendance. (A) There will be no comparison in the Market’s first year. (B) There will be a year-over-year comparison in subsequent years. iii. A sponsorship report thanking the previous year’s sponsors. iv. A volunteer report, if applicable. v. An analysis of the Market’s economic impact. vi. An overview of Market activities and entertainment. vii. A public relations report, including an overview of the public relations campaign, partnerships, advertising data, social media engagement, and other applicable digital data. (A) The Operator shall work with Visit Dublin, Ohio and the City of Dublin to determine these statistics. viii. A sustainability report. ix. An accessibility report. x. Details of any awards won by the Market. 4. Quarterly Meetings a. The Operator shall meet quarterly with the City to keep the City updated on the Market and ensure alignment with the City’s vendor and sponsorship guidelines, in addition to other discussion items. i. The annual operations plan review qualifies as one of the required quarterly meetings. 5. Timeline Changes a. In the event that Operator is unable to secure all third party and vendor reports in time to meet any of the foregoing report completion deadlines, 10 Operator will communicate the nature of the delay to City and request an extension in writing. B. City Responsibilities 1. The City shall provide the Operator with a single point of contact for all financial reports to be delivered to the City. 2. The City shall provide the Operator with the ability to access attendance data using the City’s Placer.AI account. 3. The Operator shall work with Visit Dublin, Ohio to obtain economic impact, hotel occupancy, and other data necessary to draft the annual report. Section IX – Non-Compete Provisions A. The Operator shall not operate a traditional European-style holiday market within a 90- mile radius of the City: 1. While the Operator operates the Market in the City; or 2. Within five calendar years from the time the Operator no longer operates the Market in the City. Section X – Market Renewal & Termination A. Renewal 1. Upon agreement by both Parties, the Parties may renew this Agreement for an additional five (5) year term following the conclusion of the initial term. 2. For the renewal term, the Operator shall provide written notice to the City for renewal by June 1, 2029, and the City shall accept or reject the notice of renewal in writing by June 30, 2029. 3. For the renewal term, the payment schedule in Exhibit A shall apply. 4. Negotiations for any additional renewal terms shall begin by June 1, 2034. B. Termination 1. Termination for Cause a. If either party intends to terminate this Agreement due to a material breach by the other party, the party seeking to terminate the Agreement must give the breaching party written notice. Upon receipt of written notice to terminate for cause, the alleged breaching party shall have 30 days to 11 correct the breach prior to termination or, if the nature of the breach is such that it cannot be cured within such 30-day period due to circumstances outside of the parties’ control (such as supply chain procurement issues), the breaching party shall have 30 days to commence the cure and shall pursue the cure diligently until completion. b. In the event of an uncured breach by a party and pursuant to subsection (a) above, as determined by a court, the Agreement shall automatically terminate and both Parties shall be fully released from all further liability and obligations hereunder, except as stated herein. c. The Operator, and only the Operator, shall be solely responsible for any costs incurred by Operator if the City exercises its right to terminate the agreement due to the Operator's uncured material breach. d. The City shall be responsible for Reasonable Costs Incurred by the Operator between March 1 and the date of termination if the Operator exercises its right to terminate the agreement due to the City’s uncured material breach. i. “Reasonable Costs Incurred” shall only include the non-refundable purchase of materials or supplies for the upcoming year’s Market. Reasonable Costs Incurred shall not include any materials, supplies, or other items purchased for previous Markets or future Markets. Reasonable Costs Incurred shall also not include any materials, supplies, or other items that could be repurposed or used for other markets operated by the Operator. ii. Reimbursement for any Reasonable Costs Incurred shall be issued within 90 days of receipt of necessary documentation and compliance with all existing government regulations. 2. Termination Without Cause. a. Neither party may terminate this Agreement without cause during the initial five-year term. b. If the Agreement is renewed for an additional five-year term, either party may terminate this Agreement without cause, subject to the conditions in subsections 2.c. and 2.d. c. If a party desires to terminate this Agreement without cause, the party terminating shall: i. Provide the other party with written notice of its intent to terminate the Agreement by March 1 of the calendar year the Market is to be held. 12 ii. Thereafter, the Agreement shall automatically terminate and both Parties shall be fully released from all further liability and obligations hereunder, except as stated in subsection b. below. d. The Operator, and only the Operator, shall bear the risk for any Market expenses incurred by the Operator before the City’s annual March 1 termination without cause deadline. 3. Miscellaneous Termination Provisions a. If the Market must be paused in a given year during the initial five-year term of the Agreement due to good faith construction delays or other unforeseen issues caused by the City, the Operator shall not be obligated to pay that year’s protected revenue share to the City. If the Market pause is caused by the City, the City shall extend the initial five-year term of the Agreement by one year, and, in the additional year, the Operator shall only be obligated to pay the protected revenue share due to the City in the canceled year. For example, if the Market is paused in Year 2 of the Agreement, the Operator shall only be obligated to pay the Year 2 protected revenue share in Year 3, the Year 3 protected revenue share in Year 4, etc. b. If a Market pause is caused by the Operator during the initial five-year term, the Operator is not obligated to pay the protected revenue share due to the City in the paused year. However, when the Market resumes after a pause caused by the Operator, the protected revenue share due to the City in a given year shall align with the protected revenue share due as if the Market had not been paused. For example, if the Market is paused in Year 2 of the Agreement and resumes in Year 3, the Operator is obligated to pay the Year 3 protected revenue share due to the City as if the Market had not been paused. Additionally, if a Market pause is caused by the Operator during the initial five-year term, the initial five-year term will still expire at the same time as if the Market had not been paused. c. Any delays in the performance of any obligations of either party under this Agreement shall be excused to the extent that such delays are caused by an Event of Force Majeure. i. An “Event of Force Majeure” is an act of God, fire, earthquake, hurricane, state emergency level flooding, riot, civil commotion, terrorist act, terrorist threat, storm, washout, wind, lightning, landslide, explosion, epidemic, any law, ordinance, rule, regulation, or order of any public or military authority stemming from the existence of economic or energy controls, hostilities or war, a labor dispute which results in a strike or work stoppage affecting the 13 Market or obligations described in this Agreement, or any other cause or occurrence outside the reasonable control of the party claiming an inability to perform and which by the exercise of due diligence could not be reasonably prevented or overcome. Section XI – Insurance & Indemnification A. Insurance 1. Each party shall, at its own expense, maintain commercial general liability insurance (or equivalent coverage) with limits of not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate. 2. Each party shall name the other party, including its elected officials, officers, agents, employees, and volunteers, as an additional insured under such policies with respect to liability arising out of the indemnifying party’s acts or omissions. 3. Each party shall provide the other with a certificate of insurance evidencing such coverage upon request. 4. All policies shall be primary and non-contributory with any insurance maintained by the other party. B. Indemnification 1. The Operator agrees to indemnify, defend, and hold harmless the City, including its elected officials, officers, agents, employees, and volunteers, from and against any and all claims, costs (including reasonable attorney’s fees and court costs), expenses, damages, liabilities, losses, or judgments arising out of or related to any claim, demand, or legal action initiated by a third party, but only to the extent caused by the negligent or wrongful acts or omissions of Operator, or its agents, contractors, employees, or members. 2. Because the City is a political subdivision of the State of Ohio, the City is prohibited from indemnifying the Operator under Ohio law. Section XII – Miscellaneous Terms A. With 30 days’ written notice, the City is permitted to host an event on the ice rink or at any private portion of the Market without charge, on the condition that any City event is held outside of normal Market operating hours and the Operator has not already scheduled a special event during that time. 14 B. The City may wish to partner with the Operator for the City’s annual Tree Lighting, subject to agreement by both parties. C. The City is permitted to and shall, at its sole discretion, close the Market and/or the Dublin Link Pedestrian if there is a safety issue caused by inclement weather events or other emergencies; provided, however, City shall provide prompt notice to Operator that closure is being contemplated. The City shall communicate any closure to the Operator immediately after a final decision is made. D. The City and the Operator shall work together to develop an Emergency Action Plan, which shall include specific inclement weather metrics and conditions that would lead to the Market’s temporary closure. If the Operator chooses to close the Market at any time, the Operator shall notify the City’s designated point of contact immediately. E. The City shall allow the Operator to use the Park for six to eight weeks annually, with additional dates for set up and tear down before and after the Market. 1. Dates for Market set-up shall be determined no later than September of the year prior to the Market (i.e., 2027 set-up dates must be determined by September 30, 2026 at the latest). 2. The Park pavilion area should be set up last and torn down first to ensure pavilion availability for non-Market events is disrupted as little as possible. Section XIII – Controversies A. Assignment. The rights and obligations of the Operator under this agreement are personal and may not be assigned or transferred to any other corporation, business, or person without the prior, express written consent of the City. B. Entire Agreement. This Agreement contains the entire agreement between the Parties hereto and shall not be modified, amended, or supplemented, or any rights herein waived, unless specifically agreed upon in writing by the Parties hereto. This Agreement supersedes any and all previous agreements, whether written or oral, between the Parties. C. Severability. Any provision determined to be void or unenforceable in whole or in part shall not be deemed to affect or impair the validity of any other provision hereof. The provisions hereof are declared to be separate and distinct. D. Governing Law. Any controversy or claim, whether based upon contract, statute, tort, fraud, misrepresentation or other legal theory, related directly or indirectly to this Agreement, whether between the Parties, or of any of the Parties' employees, agents or 15 affiliated businesses, will be resolved under the laws of the State of Ohio, in the Franklin County, Ohio Court of Common Pleas, or the United States District Court for the Southern District of Ohio. Both Parties consent to the sole and proper jurisdiction of such courts in any such civil action or legal proceeding and waive any objection to the laying of venue of any such civil action or legal proceeding in such courts. IN WITNESS WHEREOF, the Parties have made and executed this Agreement as of the day and year first written above. THE CITY OF DUBLIN, OHIO, an Ohio municipal corporation BY: ______________________________ Megan O’Callaghan, City Manager Approved as to Form: ______________________________ Philip K. Hartmann, Law Director CHRISTKINDLMARKT CONSULTING, LLC an Indiana limited liability company BY: ______________________________ Maria Adele Rosenfeld, Member 16 EXHIBIT A Protected Revenue Share Year 1 $0.00 Year 2 $27,000.00 Year 3 $36,450.00 Year 4 $49,207.50 Year 5 $66,430.13 Year 6 $68,423.03 Year 7 $70,475.72 Year 8 $72,589.99 Year 9 $74,767.69 Year 10 $77,010.72 Total $542,354.78 To: Members of Dublin City Council From: Megan D. O’Callaghan, P.E., City Manager Date: June 25, 2025 Initiated By: Michael E. Barker, Deputy City Manager Emily Goliver, Operations Administrator/Sustainability Re: Traditional European-Style Christmas Market Operator – Selection Committee Recommendation Background At the March 17, 2025 City Council meeting, Council unanimously approved Resolution 22-25 Adopting the Holiday Market Feasibility Study Final Report. In furtherance of the recommendations outlined in the final report, Staff issued a Request for Proposals (RFP) for a Traditional European- Style Christmas Market Operator on April 11. Responses were due May 2 at 3 p.m. The RFP and Addendum issued in response to questions received are attached for Council’s reference. To promote the RFP, Staff shared it via the International Festival & Events Association’s Job Board, the City of Dublin website and directly emailed it to operators of existing markets around the United States and other organizations identified in the feasibility study final report. One proposal was received from Marketplace Consulting, LLC (Marketplace Consulting). A committee comprised of representatives from Community Events, Parks & Recreation, Finance, the Office of the City Manager, Communications and Marketing, Visit Dublin Ohio and the Downtown Dublin Strategic Alliance reviewed the response and interviewed the respondent in person on May 9. The response from Marketplace Consulting is attached for reference. Staff reached out to the other parties that received the RFP to understand their reasons for not submitting a response. Several event operators cited economic conditions, including concerns about tariffs, as factors influencing their decision not to participate. The selection committee met on May 12 and determined that Marketplace Consulting’s response and interview closely aligned with the scope of work outlined in the RFP. The selection committee evaluated the response based on the criteria established in the RFP. • Experience with developing and launching a high-quality and nationally recognized Christmas market – The CEO of Marketplace Consulting was formerly the President and CEO of the Carmel Christkindlmarkt Inc. She resigned the role on April 29, 2025. Marketplace Consulting’s operations of an event in Dublin would be her first venture outside of the Carmel Christkindlmarkt. The event in Carmel, which she organized from its start in 2017 through 2025, has consistently been considered the top holiday market in the U.S. by USA Today voters. The Carmel Christkindlmarkt is renowned for its authenticity, in large part due to the work of its CEO in recruiting vendors to sell food and products authentic to Europe. They have impressive experience building a traditional European-style Christmas market into a nationally recognized event. • Approach to accomplishing the work, including the plan to work with the City of Dublin – Marketplace Consulting’s response demonstrated a sufficient understanding of the City’s 0BOffice of the City Manager 1B5555 Perimeter Drive • Dublin, OH 43017 2BPhone: 614.410.4400 Memo Memo re. Traditional European-Style Christmas Market Operator – Selection Committee Recommendation June 25, 2025 Page 2 of 3 desired involvement level. They offered numerous opportunities for the City to maintain final approval on important items, such as branding, while ensuring the operator would build an operations team and lead the work leading up to the decision. Through the contract negotiation process, the City and the successful Operator will outline the specific roles of each party in all facets of event planning. • Plan for marketing and procuring sponsorship – Based on the CEO’s experience with the Carmel Christkindlmarkt, Marketplace Consulting plans to hire an outside firm to manage the marketing efforts. They will work in partnership with Dublin’s Communications & Marketing team to garner approval of branding and other important aspects of the marketing campaigns. Last year, the CEO of Marketplace Consulting procured over 20 sponsors for the 2024 Christkindlmarkt season while working as CEO of Carmel Christkindlmarkt Inc. They plan to work collaboratively with Dublin staff to ensure coordination of sponsorship procurement. • Understanding of the project scope and Dublin’s expectations – The response and interview demonstrated a clear understanding of Dublin’s expectations for the project, including the current expectations of the City’s role in the market. While details will be worked out through contract negotiations, the response adequately represented the role of each party as outlined in the RFP and feasibility study final report. • Ability to produce financially sustainable and profitable events – The annual reports from the 2024 and 2023 Carmel Christkindlmarkt were provided. Revenue consistently increased since 2021. The 2024 market season marked the first recorded financial loss, primarily due to the organization absorbing costs that had previously been covered through in-kind services provided by the City of Carmel. For seven years of the Carmel Christkindlmarkt, the CEO of Marketplace Consulting had significant City support to execute the event. The scope of work expected for the Operator of a Christmas market in Dublin includes hiring outside contractors for setting up booths, security, sanitation, snow removal, and more. During the interview, the selection committee inquired about the CEO’s plan for managing these operational aspects of the event. She indicated that she understands that she may not have the same level of City involvement with the operations of this market as she experienced as the previous CEO of the Carmel Christkindlmarkt but shared her plans to hire external contractors for all facets, along with her experience hiring private security during her time in Carmel. The selection committee did express some concern regarding Marketplace Consulting's lack of experience as a brand-new firm in launching events. However, with the former CEO of Carmel Christkindlmarkt Inc. leading the firm, it is anticipated that she will bring her knowledge of executing a high-quality event to her work with Marketplace Consulting. During the interview, she shared her plans to secure financial investors to help launch the company, which will be critical to the success of an event in Dublin, particularly related to the procurement of booths. As part of the due diligence research, members of the selection committee contacted references, including the retired President and CEO of Hamilton County Tourism, to gain an external perspective. Two of the listed references had already contacted the City of Dublin with interest in becoming a vendor at a future Christmas market. The owner of Groomsville Popcorn attended the March 3, 2025, City Council meeting at which the feasibility study final report was presented to express her ongoing interest in the project. Memo re. Traditional European-Style Christmas Market Operator – Selection Committee Recommendation June 25, 2025 Page 3 of 3 Based on these qualifications, the selection committee views Marketplace Consulting as a strong candidate that demonstrates extensive experience. Their ideas to make Dublin a unique market with features not yet seen in the United States were well received by the selection committee. The CEO of Marketplace Consulting has a proven track record of producing a high-quality and nationally recognized Christmas market, marketing and procuring sponsorship to ensure a well- respected and financially sustainable event and understanding of Dublin’s expectations led the selection committee to recommend that the City select them as the Operator of the Christmas Market. The selection committee is aware of ongoing litigation and a Carmel City Council investigation surrounding the operations of the Carmel Christkindlmarkt. This includes discussions of operations managed by the CEO of Marketplace Consulting during her time as CEO of the Carmel Christkindlmarkt. City staff members continue to monitor updates on this to inform potential contract negotiations with an Operator for the event in Dublin. At this time, based on the due diligence and research conducted by the selection committee, no issues have been identified that would preclude moving forward with Marketplace Consulting as the recommended operator. Should Council support entering into contract negotiations with Marketplace Consulting, the next step will be to begin defining each party's roles. This will include who is responsible for procuring the traditional-style booths, who retains the intellectual property rights for the event, the approval process, and more. Recommendation The selection committee recommends that Council direct Staff to enter into contract negotiations with Marketplace Consulting, LLC, to operate a traditional European-style Christmas Market in Dublin. MARKETPLACE CONSULTING LLC RESPONSE Traditional European-Style Christmas Market Operator Friday, May 2, 2025 Submitted To: Ms. Emily Goliver Operations Administrator/Sustainability City of Dublin, Ohio egoliver@dublin.oh.us 614-410-4456 Submitted By: Maria Rosenfeld, CEO Marketplace Consulting, LLC 993 Orlando Street Carmel, IN 46032 Phone: (317) 649-2049 Email: Maria@mariasmarketplaceconsulting.com May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | i May 2, 2025 Emily Goliver Operations Administrator/Sustainability City of Dublin, Ohio 5555 Perimeter Drive Dublin, Ohio, 43017 egoliver@dublin.oh.us Dear Ms. Goliver: Marketplace Consulting, LLC is honored to submit our proposal to operate a traditional European-style Christmas market for the City of Dublin. We understand the City’s desire to develop a premier event and we have the unmatched experience and commitment to excellence to develop a Christmas market that will establish the City as a top-tier holiday destination for years to come. In 2017, Marketplace Consulting CEO Maria Rosenfeld launched the City of Carmel, Indiana Christkindlmarkt, voted #1 holiday market in the U.S. by USA Today in 2019, 2021, 2022, and 2023. As CEO of the Carmel Christkindlmarkt for eight years, Maria developed a world-class market that garnered her international accolades, including a recent appointment to the Board of the European Excellent Christmas Market Association (EECMA), an international Christmas market organization committed to upholding and promoting the highest standards in event management within the Christmas market industry. Her appointment as the first American ever to hold a position on the 10-person EECMA board recognizes her individual accomplishments and leadership in the Christmas market sector and the growing recognition of authentic German Christmas markets on the international stage. Further, her involvement in the EECMA has fostered international relationships and collaboration with European and North American Christmas market organizers that will aid in the development of the City of Dublin’s market. In further recognition of her success in leading the Carmel Christkindlmarkt and passion for German heritage and culture, Maria was also named the 2024 Indianapolis German American Klub Oktoberfest Honorary Festmeister and Tapster. After visiting Dublin for Irish Fest in the fall of 2023 and getting acquainted with the community and coming to learn of Dublin’s interest in establishing a Christmas market, Marketplace Consulting was intrigued by the opportunity to take on a new challenge and inspired by Dublin’s culture and desire to innovate. We believe this project is a perfect fit for our expertise and are grateful for the opportunity to help the City craft a unique event that will benefit quality of life and community connection amongst your citizens. Should you have questions regarding our proposal, please do not hesitate to contact me at (317)649-2049 or Maria@mariasmarketplaceconsulting.com. Sincerely, Maria Rosenfeld, CEO Marketplace Consulting, LLC May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | ii TABLE OF CONTENTS I.Qualifications ............................................................................................................................ 1 II.Approach and Methodology ...................................................................................................... 4 III.Financial Model ......................................................................................................................... 8 IV.Other Information .................................................................................................................... 10 May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 1 QUALIFICATIONS Marketplace Consulting CEO Maria Rosenfeld has served as a founding member and CEO of the Carmel, Indiana Christkindlmarkt since the market’s opening in 2017. Selected to serve at the helm of the market by Carmel Mayor Jim Brainard due to her business expertise, creativity, and deep knowledge of German culture, and fluency in the German language, Maria developed a world-class market that has drawn national and international attention. Under Maria’s leadership, the market has been named Best Holiday Market by USA Today’s 10Best competition four times. In 2024, the market welcomed approximately 10,000 visitors each day and total market sales reached $9.6 million – a 5% increase from 2023. Marketplace Consulting has recruited product and food vendors from across the globe that join us in curating unique menus and experiences, including food and beverage offerings that are not found at any other market in the U.S. We have overseen numerous projects in support of the Carmal market, two of which are detailed below. GLÜHWEIN PYRAMID As part of our efforts to make the Carmel holiday market an innovative, world-class experience, Marketplace Consulting CEO Maria Rosenfeld established key international relationships to secure a German Christmas pyramid known as a Glühwein Pyramid – the very first Glühwein Pyramid in the U.S. Inspired by the traditional German Christmas decoration called the "Weihnachtspyramide" or Christmas Pyramid, these life size versions of the Christmas Pyramid are a defining feature of holiday markets in Germany and throughout Europe. This enormous international undertaking resulted in Maria securing a 33-foot tall Glühwein Pyramid that is a hallmark of the Carmel market today. Adorned with more than 3,000 lights, the pyramid is constructed of maritime pine plywood and features rotating fan blades powered by an electric motor. FEUERZANGENBOWLE In her tenure as CEO of the Carmel Christkindlmarkt, Maria also oversaw the addition of a flaming, German cocktail to the Carmel Christkindlmarkt beverage offerings - believed to be the first time the beverage was offered at a Christkindlmarkt in the United States. The cocktail, called Feuerzangenbowle (translated to “fire-tongs punch” and pronounced foyer-zahngen-bowl-uh), features a sugar cone that is soaked in rum, placed over Glühwein and lit on fire, allowing the caramelized sugar and rum to drip into the wine. Maria also oversaw the design and production of a new commemorative mug developed specifically for the drink. The history of the drink dates back as far as the 1700s, though it was popularized in Germany in 1944 following the release of the film, Die Feuerzangenbowle. Feuerzangenbowle is traditionally enjoyed in Germany with friends and family at home in a cozy atmosphere. The experience includes the ceremonial lighting of the sugar cone, festive aromas, and warm candlelight. To bring this cozy ambiance to a larger scale, Maria traveled to Wörgl, Austria to meet a second-generation coppersmith. The collaboration resulted in the custom design of two copper kettles, necessary heating equipment, and an old-world metal cabinet, blending traditional craftsmanship with modern technologies. These accomplishments demonstrate our dedication to developing stand-out markets that reflect and honor the culture of the communities that host them. The enormous success of the Carmel holiday market stems primarily from our track record of building international relationships with some of the world’s leading artisans, vendors, sponsors, suppliers, consultants, and more. These partners, located across the U.S. and May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 2 Europe, lend their expertise to develop themed markets that offer one-of-a-kind experiences and striking aesthetics that honor the cultural heritage of their host communities. WORLD-CLASS PARTNERSHIPS While the Marketplace Consulting CEO recently left her position at the Carmel Christkindlmarkt and has not yet built an operations team for Marketplace Consulting, she has every confidence in her ability to recruit a visionary, top performing team as was done for the Carmel market. To provide an example of the high standards we will adhere to when recruiting our operations team, as well as when selecting partners and vendors for the Dublin Christmas market, we have detailed the expertise and accomplishments of a few of the outstanding partners Marketplace Consulting has previously engaged below. JOE BURNS Owner of Baked Cheese Haus Darlington, Wisconsin Our longtime collaborative partner for the Carmel holiday market, Joe Burns is an artisan cheesemaker and owner of Baked Cheese Haus, a Wisconsin specialty and artisanal cheese company. As a vendor at many holiday markets across the U.S., Joe delights market guests with international delicacies such as Scandinavian-inspired Juusto ‘Baked Cheese’ and Swiss-style raclette. In addition to bolstering food offerings as a vendor, Mr. Burns also provides consultation and creative input for the Carmel holiday market. In collaboration with Mr. Burns, we developed food and beverage huts unlike those seen at any other markets in the U.S. His commitment to elevating the guest experience is evidenced by the great risks he was willing to take and his enormous investment of time and finances on behalf of the Carmel market. When we envisioned a grill hut that featured an open fire grill, Mr. Burns invested the money to purchase a large, custom-made grill and then invested the time to train himself and his staff in proper use of the grill for the market. He also invested in a smoker for the market to offer smoked ham. All told, Mr. Burns operates four of the most profitable booths in the entire Carmel market. AMANDA BAIRD Owner of Groomsville Popcorn Tipton, Indiana As part of our work on the Carmel market, Marketplace Consulting established a relationship with Jacob and Amanda Baird, owners of Groomsville Popcorn. Starting with just one booth and one employee at the inaugural Carmel Christkindlmarkt in 2017, the Bairds have grown to operate year-round with six booths and a team of more than thirty staff members. The Baird’s passion for the Christkindlmarkt is evidenced in their substantial financial investment in the market, having invested approximately $100,000 in equipment alone for their various booths. The Bairds know popcorn and German culture well. Every year, they try to travel to Munich for Oktoberfest to immerse themselves in the culture, explore food products, and bring back ideas for the market season. They have also visited Christmas markets in Germany to gather inspiration. Their visits have included German candy manufacturers currently or potentially participating in Cologne's sweets and snacks expo. Additionally, the Bairds have attended other Christkindlmarkts to discover ways to enhance their booth and learn new concepts. May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 3 REFERENCES ❖ Joe Burns, Owner Baked Cheese Haus 608-630-1355 bakedcheesehaus@gmail.com ❖ Amanda Baird, Owner Groomsville Popcorn 765-479-5585 amanda@groomsvillepopcorn.com ❖ Susan McDermott Former Carmel Christkindlmarkt, Inc. Board Chair 317-938-2288 ssmcd2022@outlook.com ❖ Martin Baier President of the Indianapolis International Center & Former Carmel Christkindlmarkt, Inc. Board Member 317-828-5768 May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 4 APPROACH AND METHODOLOGY In our years of experience, Marketplace Consulting has gained deep knowledge of holiday markets across every region of the U.S. and in Europe. Having operated the most successful Christmas market in the U.S., we have the experience, best practices, and commitment to excellence to deliver a world-class Christmas market for the City of Dublin. Early in the process, Marketplace Consulting’s selected architect will visit and assess the proposed market site. The architect will then begin design work and create the first stage market layout, a critical step to determining cost and revenue projections. Once the initial layout is complete, we will provide a report to the City detailing site infrastructure needs and the build-out required, the proposed market size, number of huts, and proposed vendors for each hut. Using this information, we will levera ge our holiday market experience and our partners’ experience to provide cost and revenue projections and a report on the estimated economic impact of the market. COMMUNITY ENGAGEMENT AND PHILANTHROPY Marketplace Consulting is particularly passionate about creating opportunities for community engagement and philanthropy in the markets we support, and proposes establishing such programs and initiatives for the Dublin Christmas market. This would potentially include creative programs to engage the community, volunteer opportunities, and cultural education initiatives. In our experience, when City residents have a sense of connection with and investment in the Christmas market, the market becomes an integral part of the very identity and culture of the City. For example, for the Carmel Christkindlmarkt Marketplace Consulting leadership established the Christkind Scholarship Program, a scholarship program for high school and college students wherein applicants submit a 500-word essay for the opportunity to receive scholarship money and be named Carmel Christkind. As Carmel Christkind, the winner of the essay contest shares Christmas cheer with guests at the Carmel Christkindlmarkt by welcoming visitors, handing out candy and gifts, and taking photos with visitors. The Christkind also participates in special events, parades, and media activities throughout the year. Marketplace Consulting leadership also established the Kulturecke Docent Scholarship Program for high school and college students for the Carmel market. Winners of this essay contest receive a scholarship and act as Kulturecke Docent, welcoming visitors to the hut and providing helpful and interesting facts found in the Kulturecke. We have also created other opportunities for community engagement, including opportunities to volunteer at the market, a 5k run/walk, and an adults-only gala fundraising event to benefit future cultural exchange between Germany and America. ACCESSIBILITY In our experience, the most critical component to developing adequate market accessibility is clear, consistent communication with market guests to assess accessibility needs. Amongst our many projects aimed at increasing accessibility at the Carmel market, Marketplace Consulting established a complimentary wheelchair rental service that provides Medline Transport wheelchairs to guests who request them through the market’s first aid hut. We also implemented a service animal check-in process to responsibly and efficiently accommodate guests wishing to attend the market with their service animal. May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 5 SECURITY To establish thorough and effective security for the Dublin Christmas market, Marketplace Consulting will first work in close collaboration with the Dublin police department to develop an Emergency Action Plan (EAP). The established EAP will ensure police presence throughout open hours and establish a plan for overnight security. Marketplace Consulting will procure a private security firm to fulfill security needs in partnership with the Dublin police department. Amongst the security measures taken to ensure the safety of all vendors and guests, bollards will be installed to restrict vehicular access to the market. Marketplace Consulting will also create a crisis communications plan in conjunction with the City of Dublin’s marketing and PR team to provide all relevant emergency communications and notifications in the event of an incident. SUSTAINABILITY Having lived in Germany, Marketplace Consulting CEO Maria Rosenfeld places special emphasis on sustainability in the markets she operates because she understands the importance placed on sustainability in German culture. Simply put, recycling is a German tradition. Germany has the third-highest recycling rate in the world and the highest in Europe. Forty-eight percent of waste is recycled, and nineteen percent is composted. Additionally, Germany today has zero active landfills. Marketplace Consulting created the Carmel Christkindlmarkt recycling program in 2023. It featured sixty new waste receptacles with signage encouraging recycling and sharing cultural facts about Germany and recycling. For the 2023 season, the Carmel market aimed to see one-third of all waste recycled, but the organization was able to far exceed that goal and recycle one-half of all waste. According to Republic Services, the market also saw virtually zero contamination, meaning all bins marked for recycling were able to be recycled. To further recycling efforts for the 2024 season, Marketplace Consulting enlisted the assistance of RecycleForce to enable market staff to monitor waste streams in real-time and optimize recycling efforts. Additional signage was also installed to encourage recycling and illustrate what items can and cannot be recycled. In recognition of the Carmel Christkindlmarkt’s outstanding recycling efforts, Duke Energy and Hamilton County Tourism contributed more than $20,000 in grant funding to the market for the 2024 season to support the organization’s recycling programs. A composting program was also added to the Carmel market for the 2024 season, and the market composted more than 2,000 pounds of food as a result of the initiative. SANITATION Marketplace Consulting has extensive experience implementing the sanitation procedures and staff necessary to ensure pristine market grounds and facilities. For the Dublin Christmas market, Marketplace Consulting will identify and contract with a local business, potentially a landscaping company, and utilize their staff as on-site day porters. These day porters will be constantly walking the grounds, picking up trash and cleaning other messes. Marketplace Consulting will also install a dumpster site in close proximity to the market grounds where day porters can dump trash bags throughout the day. After market closing each night, another round of cleanup will take place to remove all vendor waste. May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 6 SNOW REMOVAL Marketplace Consulting will contract with a snow removal company for snow plowing and shoveling and de-icing. MARKETING Marketplace Consulting will work with the City to develop a marketing campaign that will include creation and leveraging of social media channels, design and launch of an engaging website, email newsletter, development of print ads, and procurement of print coverage in local periodicals. We will also aim to garner local broadcast coverage. Marketplace Consulting will also develop a media pitch plan to secure marketing in regional, national, and international media, working with vendors to coordinate interviews to feature products and food and beverages offered at the market. SPONSORSHIP PROCUREMENT The first step in sponsorship procurement will be for the City to identify aspects of City-owned property within the market grounds that the City wishes to have sponsored. Marketplace Consulting will also identify assets amongst Marketplace Consulting-owned property that could be sponsored, such as the activity hut. Marketplace Consulting will then develop a sponsorship packet around those assets. We will work collaboratively with the City to create a list of potential sponsors, such as private businesses, and then set up meetings to pitch and vet these potential sponsors. VENDOR RECRUITMENT As part of her commitment to making every Christmas market she operates into a world-class event, Marketplace Consulting CEO Maria Rosenfeld evaluates potential vendors by strict standards implemented to ensure a true, authentic European Christmas market. After determining the desired product mix for the Dublin Christmas market and identifying potentially qualified vendors, all potential vendors will be asked to submit in writing their approach to meeting all project requirements, similar to a formal RFP process. All food and drink vendors will also undergo a taste testing of all proposed product offerings for the Dublin market. These submissions will be carefully scrutinized to ensure the vendor ’s ability to deliver products/services of the utmost quality, and only those vendors which meet the standard of an internationally recognized, world-class market will be selected. Marketplace Consulting understands that the City wishes to have local businesses engaged as market vendors. AS such, when selecting vendors for the Dublin Christmas market we will make every effort to include local businesses and artisans that are determined capable of meeting the vendor requirements and equipped to provide excellent service to a large volume of guests in an outdoor environment. Marketplace Consulting and our CEO are unmatched in vendor recruitment due to our vast portfolio of contacts and longstanding relationships in Germany and throughout the international Christmas market space. To capture each market’s authenticity, our CEO Maria travels to Germany every year to vet artisans such as woodworkers and glassblowers, meet with German contacts, and seek out an innovative German offering to share and bring back to her market projects in the U.S. She even goes so far as to encourage local vendors to travel abroad on their own accord to finesse recipes so they are as true and authentic to the culture as possible. May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 7 SET-UP AND TEAR-DOWN OF BOOTHS While Marketplace Consulting has typically worked with the city street department to assist in the set-up and tear-down of booths, we can quite easily leverage our experience in developing relationships and finding creative solutions to meet the City of Dublin’s needs in this area. We will either release an RFP or work with contacts in the community to identify a construction company that could deliver this work, which would be overseen by our operations manager. STORAGE OF BOOTHS Marketplace Consulting will perform a site assessment to identify storage facilities and/or lots for booth storage. BRAND IDENTITY DEVELOPMENT Of all the tasks involved in bringing a Christmas market to fruition, Maria and Marketplace Consulting are most passionate about crafting a brand identity for Dublin’s Christmas market. Much as she did for the Carmel Christkindlmarkt, which is internationally recognized for its distinct identity, Maria is excited to create a brand identity that reflects the unique culture, history, and ethos of Dublin. In her travels to many markets across Europe, Maria has collected inspiration for elements that can make a market distinct, and she looks forward to sharing these ideas with the City. PROPOSED PROJECT TIMELINE 1. Develop brand identity, including the look and feel of marketing materials and the aesthetic of the market, i.e. old world, modern chic, etc. – June - September 2025 a. Develop style guide b. Create marketing collateral (website, vendor packets, print ads, etc.) c. Determine market name d. Establish social media channels 2. Finalize financial projections – June – September 2025 3. Create rendering and site development layout, including identification of components and product mix – October – December 2025 4. Establish vendor criteria and begin vendor recruitment – October – December 2025 5. Develop mug design and collaborate with overseas producer - October - December 2025 6. Create sponsorship packets and pitch potential sponsors – January – March 2026 7. Procure market elements such as lighting, heating elements, seating, etc. - January - March 2026 8. Hire entertainment and plan activities and events such as meet and greets, etc. - April – June 2026 9. Sort, store, set up market materials as they arrive - 3 months prior to market opening 10. Market and booth set up, including frequent communication with vendors; confirming vendors are properly insured; media ramp up; troubleshoot issues as they arise - 4-6 weeks prior to market opening May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 8 FINANCIAL MODEL Marketplace Consulting’s track record of producing financially sustainable and profitable events is clearly demonstrated in the financial performance of the Carmel Christkindlmarkt. Financial reports for Carmel Christkindlmarkt, Inc. (CCI) can be viewed at https://www.carmelchristkindlmarkt.com/our- market/annual-report. In our experience, it is to the benefit of the City, vendors, and the market operator to cultivate mutual cooperation amongst all parties supporting the market. One of the ways to create such collaboration is for all parties to be paid a percentage of market revenue. Rather than the City receiving a flat fee for use of land, or vendors paying a flat fee to the operator for use of the huts, each party receiving a percentage of market revenue incentivizes all parties to make their best efforts to ensure the success of the market. If vendors are paying a percentage of sales, it is then in the best interest of the operator to assist the vendors. If the City receives a percentage of overall market net profit, it is in the best interest of the City to support the operator. We believe this model creates a mutually beneficial partnership that will produce the most successful possible market. The financial projections detailed below are conservative, as markets can certainly grow at a much more aggressive rate than 5% YoY. Projections assume minimal growth in attendance and optimizing operations and service from huts YoY. Projections do not assume adding huts over the course of the contract. Additional revenues could be realized if additional huts are added. Using the current 5% YoY growth projection, the project will break even in Year 3; however, if 15% YoY growth is attained in year 2, break even will occur in Year 2. The proposed financial model below assumes a market consisting of: ❖Five (5) dessert themed booths ❖Five (5) side dish booths ❖Five (5) main course booths ❖Five (5) warm beverage booths ❖Sixteen (16) product booths ❖Guest services ❖Activities hut ❖Artist demonstration hut ❖Operations/first aid hut The proposed financial model assumes the operator will run all non-income generating booths. Six (6) for- profit booths will also be run in-house by the operator. The proposed financial model assumes the operator will purchase a hallmark structure to be the centerpiece of the market, as well as an open flame sausage grill. Operator proposes purchasing all market huts, enabling the City to utilize funds earmarked for the Christmas market on more infrastructure and site development and beautification. May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 9 Operator Pro-Forma Year 1 Year 2 Year 3 Year 4 Year 5 Total Revenue $1,385,000.00 $1,454,250.00 $1,526,962.50 $1,603,310.63 $1,683,476.16 Total Expenses $1,860,000.00 $1,092,000.00 $1,146,600.00 $1,203,930.00 $1,264,126.50 Operator Rev - Expenses -$475,000.00 $362,250.00 $380,362.50 $399,380.63 $419,349.66 Operator Fee to City as % 0% 7.5% 10% 12.5% 15% Operator Fee to City $0.00 $27,168.75 $38,036.25 $49,922.58 $62,902.45 Operator Net -$475,000.00 $335,081.25 $342,326.25 $349,458.05 $356,447.21 *Operator revenue projections assume 5% YoY growth ** Operator expense projections assume 5% YoY increase in expenses *** Year 2 operator expenses are Year 1 expenses plus 5% YoY expense increase, excluding one-time Year 1 cost of huts, grill, and hallmark structure/centerpiece Maria Adele Rosenfeld Carmel, IN 46032 Maria@mariasmarketplaceconsulting.com| (317) 649-2049 I am an exuberant and visionary leader with a passion for cultural diplomacy and international connection. As the founding President & CEO of the Carmel Christkindlmarkt, I led the organization from its launch in 2017 through a period of extraordinary growth, transforming a local holiday event into a nationally and internationally celebrated destination. Under my leadership, the Market welcomed nearly 10,000 daily visitors, generated $24.3 million in annual economic impact, and was named the #1 Holiday Market in the U.S. by USA Today for four years. I spearheaded innovative programming, including introducing the first Glühwein Pyramid and Feuerzangenbowle service in the U.S., launching the Werkstatt artisan demo and souvenir experience, and creating cultural education programs that reached thousands of students each year. A passionate relationship-builder and advocate for authenticity, I’ve cultivated deep partnerships locally and abroad. In 2025, I was honored to become the first American appointed to the Board of the European Excellent Christmas Market Association (EECMA), furthering international exchange among Christmas market leaders. With over a decade of experience in organizational leadership, public relations, strategic planning, and nonprofit operations, I bring joy, grit, and cultural fluency to every endeavor. I thrive in mission- driven environments where creativity, community, and excellence intersect. Professional Experience President & Chief Executive Officer Carmel Christkindlmarkt, Inc. – Carmel, IN 2017–Present ●Visionary Leadership: Spearheaded the launch and continued growth of the Carmel Christkindlmarkt, transforming it into a nationally recognized cultural event with over 450,000 annual visitors. Achieved USA Today’s 10Best #1 Holiday Market in North America four times (2019, 2021, 2022, 2023). ●Strategic Expansion: Innovated year-over-year with new attractions, including the first U.S. Glühwein Pyramid and Austria-designed Feuerzangenbowle stand, enhancing the authenticity and appeal of the Market. ●Economic Stewardship: Oversaw $9.1 million in sales in 2023, contributing to a $23.1 million economic impact for Hamilton County as reported by Indiana University’s Kelley School of Business. ●Cultural Advocacy: Developed programming showcasing traditional German artisanship and expanded family-friendly activities, fostering cultural education and engagement. ●Stakeholder Engagement: Built and maintained relationships with sponsors, international vendors, and local and German community organizations to secure funding and enhance Market offerings. ●Operational Excellence: Directed all facets of Market operations, including team recruitment, financial planning, vendor management, and on-site troubleshooting. OTHER INFORMATION May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 10 ●Public Representation: Served as the primary media spokesperson, elevating the Market’s profile through extensive national and international coverage. ●Sustainability Initiatives: Championed environmentally responsible practices by implementing recycling and composting programs. AVP, Branch Manager Lake City Bank – Carmel/Zionsville, IN 2015–2017 ●Successfully launched a new branch on the Carmel-Zionsville border, establishing a strong market presence and exceeding deposit and loan growth targets. ●Focused on small business lending and HELOC growth, while coaching employees to achieve personal and branch sales goals. ●Actively participated in community organizations, enhancing visibility and building a robust network of clients and partners. AVP, Branch Manager Ameriana Bank – Fishers, IN 2014–2015 ●Opened a new branch and achieved quarterly goals for deposits, loans, and client acquisition. ●Partnered with business development teams to implement growth strategies and enhance service delivery. ●Leveraged community networking to build relationships and drive business success. Branch Manager & Assistant Manager Old National Bank – Indianapolis, IN 2007–2014 ●Led branches to consistently exceed revenue, loan, and deposit goals, achieving up to 341% of targets in key performance areas. ●Played a pivotal role in multiple bank conversions, ensuring seamless transitions for clients and staff while maintaining operational integrity. ●Mentored and developed team members, fostering a high-performing, customer- focused culture. Skills & Accomplishments ●Cultural Expertise: Fluent in German, with extensive knowledge of German traditions, customs, and European Christmas market operations. ●Event Leadership: Proven ability to conceptualize, plan, and execute large- scale cultural events, managing logistics, vendor relations, and programming. May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 11 ●Public Relations: Experienced media representative and public speaker, skilled in elevating organizational profiles through effective storytelling and outreach. ●Strategic Networking: Strong domestic and international connections with cultural organizations, business leaders, and government entities. ●Sustainability Advocate: Designed and implemented green initiatives to align events with environmental best practices. ●Financial Acumen: Adept at budgeting, forecasting, and financial management for complex, multimillion-dollar operations. ●Congress-Bundestag Youth Exchange Program: Cultural and Language Immersion Program, Germany; Inspired a lifelong commitment to German-American cultural exchange. Professional Affiliations ●Board of the European Excellent Christmas Market Association (EECMA) - First American board member ●Indiana German Heritage Society ●Indiana-Germany Business Council ●Hamilton County Tourism BEST Task Force – Steering Committee Member ●OneZone Chamber of Commerce ●Founding Board Member of Carmel, Indiana - Seiffen, Germany Sister City Honors & Awards ●Indianapolis German American Klub Oktoberfest Honorary Festmeister and Tapster (2024) ●USA Today’s 10Best: #1 Holiday Market in North America (2019, 2021, 2022, 2023) ●James T. Morris Global Leadership Series Graduate ●Honorary Member of National German Honor Society, Delta Phi Alpha ●Old National Bank’s One Vision Award for Exemplary Leadership (2010) ●Featured in national and international media for leadership of Carmel Christkindlmarkt May 2, 2025 City of Dublin Traditional European-Style Christmas Market Operator RFP P a g e | 12 Name Estimated Operational Costs Feuerzangenbowle $50,000.00 Glühwein $50,000.00 Glühwein Pyramid $300,000.00 Mug Expenses $50,000.00 Souvenirs $20,000.00 Guest Services $10,000.00 Activites Booth $10,000.00 Artist Demonstrations $10,000.00 Operations/First Aid $10,000.00 Sausage Grill $20,000.00 Retail Staff $100,000.00 Performances $50,000.00 Demonstrations $50,000.00 Overnight Security $10,000.00 Social Media Managment $5,000.00 Performance Managers $10,000.00 Public Relations Management $10,000.00 Other Support Staff $10,000.00 Advertising and Promotion & Marketing Print $50,000.00 Point of Sale System $50,000.00 Wooden Hut Signage $80,000.00 General Signage $20,000.00 Fire Extingushier Rental $5,000.00 Hand Washing Sinks $40,000.00 Propane Tank Rental $5,000.00 Decor $10,000.00 Tables & Seating $20,000.00 Various Supplies $20,000.00 Shipping and Various Fees $5,000.00 Costumes and Uniforms $10,000.00 IT & Software $10,000.00 Insurance $10,000.00 Expenses Various Equipment $10,000.00 Designer & Renderings $20,000.00 Constuction & Tear Down $50,000.00 Electrical $80,000.00 $50,000.00 Day Porter Services $20,000.00 Storage $20,000.00 Management $100,000.00 Huts $500,000.00 City Services $1,360,000.00 $1,860,000.00 # of Huts Type (Food or Product) Size Estimated Year 1 Gross Revenue 1 Food Sweet 10X10 $60,000.00 2 Food Sweet 10X10 $60,000.00 3 Food Sweet 10X10 $60,000.00 4 Food Sweet 10X10 $100,000.00 5 Food Sweet 10X10 $100,000.00 6 Food Side 10X10 $100,000.00 7 Food Side 10X10 $100,000.00 8 Food Side 10X10 $100,000.00 9 Food Side 10X10 $100,000.00 10 Food Side 10X10 $100,000.00 11 Food Main 10X10 $200,000.00 12 Food Main CUSTOM $200,000.00 13 Food Main CUSTOM $100,000.00 14 Food Main CUSTOM $100,000.00 15 Food Main 10X10 $200,000.00 16 Food Drink CUSTOM $100,000.00 17 Food Drink 8X8 $100,000.00 18 Food Drink 8X8 $60,000.00 19 Food Drink 8X8 $100,000.00 20 Food Drink CUSTOM $200,000.00 $50,000.00 21 Products 6X10 $100,000.00 22 Products 10X10 $60,000.00 23 Products 10X10 $60,000.00 24 Products 10X10 $60,000.00 25 Products 6X10 $80,000.00 26 Products 6X10 $60,000.00 27 Products 6X10 $60,000.00 28 Products 6X10 $40,000.00 29 Products 6X10 $60,000.00 30 Products 6X10 $80,000.00 Revenue 31 Products 6X10 $80,000.00 32 Products 6X10 $60,000.00 33 Products 6X10 $50,000.00 34 Products 6X10 $50,000.00 35 Products 10X10 $80,000.00 36 Products 6X10 $60,000.00 37 Services N/A 10X10 $0.00 38 Activities N/A CUSTOM $0.00 39 Services N/A CUSTOM $0.00 40 Services N/A 10X10 $0.00 $200,000.00 $166,500.00 $3,330,000.00 Dublin, Ohio Traditional European-Style Christmas Market Operator - REQUEST FOR PROPOSALS Issue Date: April 11, 2025 Deadline: May 2, 2025, at 3 p.m. Introduction & Purpose of Work The City of Dublin (City) invites qualified firms or individuals (“Respondent”) to submit a response (the “Proposal”) to this Request for Proposals (“RFP”). The City conducted a feasibility study in 2024/25 for a potential holiday market event in Dublin, which indicated that the Market could be successful and financially sustainable. The final report, which includes a sample five-year pro forma, is attached. The City is seeking an Operator to be responsible for the daily operations of a traditional European-style Christmas Market. Background Dublin is a city of nearly 50,000 residents located just northwest of Columbus, Ohio. It offers residents and corporate citizens responsive services, attractive housing, superior public education, direct regional highway access, abundant park space and recreational opportunities, thoughtful and strategic planning, innovative ideas and technology and a dynamic community life. Dublin is consistently ranked one of the safest cities in the nation and, in 2024, was named the Top Suburb in Central Ohio by Columbus Underground for the fourth consecutive year. It is home to more than 20 corporate headquarters, an entrepreneurial center, 4,300+ businesses, world-class events and the urban, walkable Bridge Street District. Dublin hosts five City-sponsored signature events: the St. Patrick’s Day Parade, Independence Day Celebration, Dublin Irish Festival, Spooktacular and the Holiday Tree Lighting. Dublin values special events as a fundamental contributor to quality of life and seeks to expand and diversify the special events held in the City. The City understands the importance of fiscal sustainability regarding future special events in the City and is currently analyzing the ownership and operating models of its signature events and working to develop a roadmap for future City special events. For more information and details regarding the City of Dublin, please refer to the City’s website: www.dublinohiousa.gov. Event Details While the details of the Market will be worked out between the Operator and the City of Dublin, it is anticipated that the Market will launch in 2026 and run from Thanksgiving to Christmas or the first full week after New Year’s, depending on vendor availability. It is intended to run Thursday/Friday from 3 – 8 p.m. and Saturday/Sunday between 11 a.m. and 9 p.m. The Market will be located at Riverside Crossing Park, and the final layout has yet to be determined. A sample layout is included in Exhibit A of the Holiday Market Feasibility Study Final Report. Scope of Work The City of Dublin is seeking proposals from Respondents with a demonstrated ability to launch and maintain successful markets. The Operator should have the following capabilities and experience: 1.Proven track record of operating other markets of similar size and duration 2.Ability to manage all set-up and take-down challenges of the Market, including any construction, plumbing, electrical and sanitation issues 3.Ability to run all day-to-day operations of the Market, including security, sanitation, snow removal, vendor relations, customer relations, marketing and social media 4.Ability to source a wide range of local, regional, national and international vendors 5.Experience with sourcing additional direct income through sponsorships or event rentals is a plus 6.Demonstrated expertise in developing a distinctive and engaging identity tailored specifically to Dublin for the Market Operator Responsibilities The Operator shall be responsible for the following aspects of the traditional European-style Christmas Market: ●Set-up of all booths and associated infrastructure of the Market in Riverside Crossing Park, including sanitation bins, storage areas, fire pits, holiday lighting and decorations, signage and any other market-related infrastructure needs ●Day-to-day operations of opening, maintaining and closing the Market each day, including sanitation, security, vendor support and customer service ●Generating direct revenues for the event, including sponsorship and rental fees; the final cost-sharing model will be considered as part of contract negotiations ●Booths should be kept in very good condition. For example, no panel gaps, unfinished surfaces, messy wires, visible or disorganized back-of-house stuff, or unprofessional signage. The City will supply a list of guidelines to the Operator and the Operator will supply a list of guidelines to the vendors ●Market hours should be strictly enforced and all vendors trained to have their booths open and staffed during market hours ●Social media postings on agreed-upon platforms ●Overnight security once the Market is closed for the evening ●Snow and ice removal as necessary ●Ongoing refurbishment/repair of any infrastructure as necessary for the duration of the Market ●All point-of-sales operations using a common payment method given to all market vendors ●Financial reporting and payments to all vendors, and to the City of Dublin, every week, with a final market report due one week after the conclusion of the Market ●Breakdown and storage of all market infrastructure when the Market concludes each year ●Provide appropriate insurance coverage to include liquor liability City of Dublin Responsibilities The City of Dublin shall be responsible for the following aspects of the traditional European-style Christmas Market: ● Continue contracting an ice rink operator ● Generation and execution of a three-year contract between the City of Dublin and its Operator, with the option to renew annually, for the running of the Market ● Coordination of all necessary permits via the event permitting process ● Making available power and water in Riverside Crossing Park; the Operator may need to supplement the existing power and water supply if the need is determined to be greater than what is currently provided ● Dublin Police Department to meet with the Operator and work out a full security and safety plan to be implemented for the duration of the Market ● Approval of the final design of all market stalls/booths; the City is willing to purchase all booths for the Market and will fund the décor for year one ● The City invests nearly $65,000 into decorations at Riverside Crossing Park annually and will continue to do so. Ongoing décor specific to the Market will be paid for by the Operator, while year one décor will be funded by the City ● Providing at least two or three individuals to be part of the Vendor Selection Committee, granting the Committee full power to approve vendors for the Market and providing Vendor Selection Committee with an initial list of local vendors that may be appropriate for the Market ● Approval of all social media channels and sample messaging for the duration of the Market ● Approval of all signage and advance marketing/advertising materials to be generated in support of the Market ● Support by the Dublin Police Department and Public Service division, paid for by the Operator ● Providing a contact from the City’s Finance Department to work with the Operator on the format, submission and audit of all financial reports and transactions ● The publication, maintenance and any adjustments to the Yearly Calendar of Operations of the Market Financial Considerations Exhibit A includes a sample pro forma developed as part of the feasibility study process, which outlines potential financial commitments anticipated for both parties in the section “Market Pro Forma.” The final financial responsibilities will be determined through this competitive selection process. RFP Response Deliverables The Proposal shall include a detailed description of the Respondent's experience and plan to address each item identified in the Scope of Work. Submittal Requirements Proposals should have a 20-page limit (not including front and back cover, table of contents or fee proposal). Respondents shall adhere to the following order and content for proposal sections. Each section shall be labeled for ease of reference: A.Cover Sheet and Introductory Letter The cover sheet shall include the respondent’s primary contact information, including name, organization, phone number, email and address. It shall also include a letter addressing the Respondent’s description of the work to be accomplished, a brief outline of its strengths in providing the required services, and a description of why the Respondent should be selected. B.Qualifications Include at least two (2) examples of similar work conducted within the last 10 years. Provide a brief overview of the work and client references (including the name, title, phone number and email address). The City of Dublin reserves the right to contact any of the organizations or individuals listed. Indicate any team members who worked on these projects that would also work with the City of Dublin. Provide a profile of the team members who would be involved in developing and launching the City of Dublin traditional European-style Christmas Market, including past work and direct experience in events that make them qualified to work on this project. C.Approach and Methodology Describe the intended approach to accomplishing each item listed in the scope of work. This shall include detailed examples of how the Respondent has accomplished a similar task in other markets, including but not limited to: •Accessibility •Security •Sustainability •Sanitation •Snow removal •Marketing •Sponsorship procurement •Vendor recruitment •Set-up and tear-down of booths •Storage of booths •Development of a distinctive identity to set markets apart from competitors Respondents shall provide a proposed timeline for developing and launching the Market and a detailed plan for working with the City of Dublin to ensure the event adheres to Dublin’s standard of excellence and is the nationally recognized Christmas market. D.Financial Model Financial sustainability is critical to ensure this event can continue to provide a high- quality community gathering space for years to come. To protect the City of Dublin’s financial investment for this event, it is important to select an Operator with a track record of producing financially sustainable and profitable events. To demonstrate the ability to run a financially sustainable event, respondents should provide annual financial reports that include the statement of net profit and operating expenses, and a 990 if applicable. Respondents should also include a five-year pro forma that outlines the anticipated expenses and revenue for the Market, including a proposed financial model. E.Other Information Include any other information the respondent considers relevant to the Proposal. Questions and Communication Respondents should email all questions to Operations Administrator/Sustainability Emily Goliver at egoliver@dublin.oh.us. All inquiries must be submitted by 5 p.m. on April 22, 2025. Responses will be posted by 5 p.m. on April 25, 2025. Schedule The City will use the following timetable, which should result in the selection of a successful Operator by June 2025. Issue RFP/Announcement April 11, 2025 Deadline to submit written RFP questions by 5 p.m. April 22, 2025 Deadline for the City to respond to pre-proposal questions – posted by 5 p.m. Deadline for submission of proposals by 3 p.m. Interviews with shortlisted firms Anticipated selection and contract negotiations April 25, 2025 May 2, 2025 Week of May 5, 2025 June 2025 Selection Process Proposals will be evaluated by a selection committee comprised of stakeholders with a vested interest in the Market’s success using the following weighted criteria: •Experience with developing and launching a high-quality and nationally recognized Christmas market (25 points) •Approach to accomplishing the work, including the plan to work with the City of Dublin (25 points) •Plan for marketing and procuring sponsorship (15 points) •Understanding of the project scope and Dublin’s expectations (15 points) •Ability to produce financially sustainable and profitable events (15 points) •Any other factors the selection committee deems applicable (5 points) The City of Dublin reserves the right to reject any late or incomplete submissions and all proposals for any reason. The Proposal does not commit the City of Dublin to award a contract, pay any costs incurred in preparation of the Proposal, or to procure or contract for services. Respondents shall email a PDF copy of their Proposal no later than 3:00pm on May 2, 2025 to Emily Goliver at egoliver@dublin.oh.us Questions about the requirements of this RFP or the submissions to be included in the proposal should be directed to: Emily Goliver, Operations Administrator/Sustainability egoliver@dublin.oh.us 6555 Shier Rings Road Dublin, Ohio 43016 Office of the City Manager Sustainable | Connected | Resilient 614.410.4456 dublinohiousa.gov Dublin, Ohio Traditional European-Style Christmas Market Operator ADDENDUM NO. 1 For: Dublin, Ohio Traditional European-Style Christmas Market Operator Due Date: May 2, 2025 at 3 p.m. To prospective consultants: the following information shall be used to clarify parts of the request for proposals. 1. Does the City of Dublin want an overall Germanic/European theme to all the Market offerings? All Market offerings should further the overall theme of the traditional European-style Christmas Market. 2. Can you provide a more detailed breakdown of what exactly was included in each line item on the Operator Pro Forma provided? For example, what specifically is meant by “City Services” and “Decor”? • Operator Fee to City – the fee the Operator pays to the City of Dublin, which can be based on a % of overall Market income • Booth Install – cost for the Operator to install booths in Riverside Crossing Park • City Services – cost for Dublin Police to provide additional officers for traffic control and pedestrian safety, and to monitor the event. This also covers Public Service staff to monitor the operations to maintain Dublin’s high standard of cleanliness and safety at events • Electrical – it is anticipated that additional electricity will be needed to supplement the permanent power in the Park. • Security – third-party security service, potentially for overnight security • Sanitation – waste removal and management • Décor – this could include decorations for the huts, Market-specific furniture, such as standing bars, and more. • Marketing – promotion of the event, including a website • Storage – the Operator is responsible for storing the booths 3. Would the City of Dublin have staff that could be hired to assist with construction and tear down of the Market for a fee? The City of Dublin is looking to select an Operator that is able and willing to handle the construction and tear down of the Market. 4. Would the City of Dublin have staff that could be hired to assist with snow and ice removal for the Market for a fee? The City of Dublin is looking to select an Operator that is able and willing to handle the snow and ice removal during the Market. 5. Are the police the overnight security? The Dublin Police Department will work with the overnight private security hired by the Operator to provide for a safe event. 6. Does the operator have to contract with the police or can they contract with a private (potentially less expensive) security company? As part of the event permit, the event may be required to have some support from the Dublin Police Department. Security during the event and overnight can be private. The Dublin Police Department will work closely with the third-party security company to provide for a safe event. 7. If additional activities such as the ones suggested on page 12 do come to fruition, who would be responsible for managing these bonus events? As part of the City of Dublin’s Responsibilities, the City will continue contracting an ice rink operator. Any activities using the ice rink and all activities listed on Page 12 of the Feasibility Study are suggestions to make for a fun event but not requirements and would be the responsibility of the Operator. 8. What is the current availability of electricity and water at Riverside Crossing Park? Can you provide a drawing notating the various “hook up” points and the amps and volts available? It is typical to need 27 amps of 120 volt electricity per hut. (some less and some more) Exhibit A of this Addendum features a map of the electrical and water hookups currently available at Riverside Crossing Park. All electrical outlets provide a standard 120 volt and the grid is 20 amps. 9. Would the City of Dublin be open to investing in building out more access points for “hook up” of the electricity and water? Such as installing lines leading to various QUAZITE Underground Enclosure behind the huts to keep a neat and clean set up? The Riverside Crossing Park Master Plan process is ongoing. Additional water/electric access is being considered as part of that process. It is not likely that the Master Plan will be finalized prior to respondent selection but the City will work with the successful Operator to ensure the Market’s needs are met. 10. Would all furniture (tables/chairs/benches) be the purchasing responsibility of the Operator? The City of Dublin can make available up to 10 tables and 36 chairs of existing park furniture in the pavilion area for dining. Outside of that, the Operator should provide any tables/chairs/benches that are consistent with the overall theme and ambiance of the Market. 11. If an Operator wishes to have open flame huts is this permissible? Washington Township Fire Department and Dublin’s Buildings Standards Division will review the final layouts and booth designs. Based on state and local fire codes, they will evaluate whether this is permissible. 12. Does Riverside Crossing Park have speakers/PA already available and installed? If so, what all is available? The Operator should provide speakers and any PA system needed. 13. Would the City of Dublin be open to covering the cost of fencing to create a “back of house” behind the huts? The City of Dublin’s capital investment is intended to cover the cost of booths. The Operator would cover fencing for the market's operations as part of the décor. If a respondent wishes the City of Dublin to cover capital expenses beyond the booths, this should be included in the response’s pro forma. 14. Can you elaborate on what is meant by “common payment method” regarding the point of sale units? Would access to each vendor's POS to see total sales be sufficient? That would be sufficient. This is intended to clarify consistency among vendors, i.e., there are no vendors that only take cash. 15. Is the City of Dublin open to extending the financial reporting periods? During the height of the Market season, making a final weekly financial report would be challenging. I think a more reasonable (and leading to accurate reporting) timeframe would be to have two weeks. Example: Week 1’s reporting is turned in week 3 of the market. Final Market report due 2 weeks after the last day of the Market. The reporting frequency can be discussed during contract negotiations. 16. Is there a limit on how many huts the operator can manage and run themselves? The Vendor Selection Committee, which will include representatives from the Operator and at least two or three representatives from the City of Dublin, will make the final decision on the vendor make-up, including the number of Operator-run booths. 17. In order to make the business model work, the operator needs to be able to run the alcohol and some food booths. Is there an issue with this? The Vendor Selection Committee, which will include representatives from the Operator and at least two or three representatives from the City of Dublin, will make the final decision on the vendor make-up, including the number of Operator-run booths. 18. Will the City of Dublin want a say on the annual mug design? The Operator shall design the annual mugs with final approval coming from the City of Dublin. 19. Who gets to determine vendor selection criteria? Does the City of Dublin want to stipulate that the vendors be high quality, seen in European Markets, unique, etc.? Will the City of Dublin want local companies who wish to be involved to have unique and special items? If the City does wish for this and the Operator can’t find 15-20 local companies willing to meet the standards can this amount be changed? The Vendor Selection Committee, which will include representatives from the Operator and at least two or three representatives from the City of Dublin, will make the final decision on the vendor make-up, including the number of local booths and the preferred items sold at the Market. 20. Does the City of Dublin wish to have a say in what % food vendors vs. product vendors have to pay? The pro forma provided anticipated a flat rate rather than a percentage for the vendor rental. If a percentage is added on top of the flat rate or instead of, it will be considered as part of the pro forma in the response. 21. Who would be responsible for paying all entertainment for the duration of the Market? The Operator is responsible for all operations for the Market. 22. Who would be responsible for maintaining the restrooms and supplying the toilet paper? The Operator is responsible for the sanitation of the event, which includes cleaning and restocking the public restroom at Riverside Crossing Park and any additional restroom needs. The City of Dublin will have toilet paper available for use at the existing public restroom but not for any supplemental restrooms. 23. Is the City of Dublin open to having a separate website for the Market in year one that the City owns but the Market Operator’s Marketing team can have access to for quick edits and updates? The City of Dublin will host the webpage on its existing website but the Market should have a stand- alone website for the City to link to. Please refer to the Memorial Tournament page on the City’s website for reference of how this is currently handled with a similar event: https://dublinohiousa.gov/community-events/the-memorial-tournament/ 24. Does the Operator get to lead the process for designing a logo and brand identity for the Market? The Operator will lead the process. The City of Dublin will provide input and maintain final approval rights. 25. How many activity huts (non-income generating) does the City of Dublin wish to have in the mix in year 1? Activities are the responsibility of the Operator. Riverside DriveDublin Li n k Bridge AREA MUST BE KEPT CLE A R F O R P U B L I C A C C E S S LOWER TERRACE THE GREEN WATERFALL PAVILION UPPER TERRACE AREA MUST BE KEPT CLEAR FOR PUBLIC ACCESS MAP KEY AED Electric Source Kitchen Access Restrooms Water Access Riverside Crossing Park - East PlazaExhibit A Holiday Market Feasibility Study and Market Manual For a Potential Holiday Market in Dublin, Ohio Submitted by Town Square February 13, 2025 2 In July of 2024, the City of Dublin hired Town Square to look at the feasibility of creating a “European-style” Holiday Market in Dublin, Ohio. The City already plays host to several high-quality short- and long-term events throughout the year, including the Dublin Irish Festival, the Memorial Tournament, the Dublin Market, and the St. Patrick’s Day Parade. The following report is Town Square’s suggestions and next steps for creating a Holiday Market of similar quality–another arrow in Dublin’s ever-expanding quiver of signature events. 3 Executive Summary In furtherance of City Council’s goal to Develop Dublin’s “Destination of Choice” Next Generation Community Events Vision, the City issued a Request for Proposals for a consultant to conduct a Holiday Market Feasibility Study. As part of the project initiation, Town Square visited Dublin Oct. 1 and 2 to explore potential locations for a market and interview key stakeholders, including partner organizations, City staff members, and Council Members. Public input was also solicited to prioritize activities at a potential holiday market. This report will outline recommendations for a Holiday Market for the City of Dublin, Ohio, with the goals of fostering a community spirit, providing a quality destination for “something to do” in the colder months of the year, celebrating the cultures of Dublin and sustaining the economic activity of Downtown Dublin, particularly related to hotels and restaurants patronage. In summary, the feasibility study found that: ● A holiday market in Dublin, Ohio would be another successful annual event that the city and its residents would be proud of, and would benefit from, both civically and financially ● A third-party operator should be hired to establish, administer, and expand the annual Market. The city should have both input and oversight into such key areas as budgeting, aesthetics, vendor selection, and promotional activities ● The City of Dublin should locate the Market at Riverside Crossing Park, with the award- winning Dublin Link Pedestrian Bridge as a backdrop ● The City of Dublin should target a launch date of early December 2026 as its first market season, with approximately 50 vendors (both local and national) participating ● The City of Dublin should allocate funds in its budget for Market-related expenses to be covered by the City 4 Table of Contents Part 1: Feasibility Report on a Holiday Market for Dublin, Ohio 1. Overview 2. Market Types 3. Market Location and Layout 4. Market Size and Duration 5. Market Design and Operations 6. Market Activities 7. Market Administration Models 8. Market Pro Forma 9. Operator Selection 10. Scope of Services for Operator Part 2: The Market Management Manual 1. Overview 2. Establishment of an Executive Search Committee for an Appropriate Operator 3. Responsibilities for Operator: To Be Included in Both the RFP and Operator Contract 4. City of Dublin's Responsibilities to Support the Operator of the Holiday Market 5. Yearly Calendar of Operations 6. Market Design and Decor 7. Vendor Selection 8. How To Create and Execute Sponsorship Opportunities at the Dublin Holiday Market 9. Marketing, Social Media and Signage 10. Exhibits Part 3: Next Steps 1. Approval from City Council on the proposed timeline and initial budget 2. Complete a Request for Proposals (RFP) to identify and evaluate potential Holiday Market operators 3. Execute a contract with the selected operator that details the expectations and responsibilities of both parties 4. Initiation of Rolling Calendar for Market planning and execution 5 Part 1: Feasibility Report on a Holiday Market for Dublin, Ohio 6 What is a Holiday Market and Why Do Cities Have Them? The Holiday Market is a thousand-year-old concept, dating back to at least 1296, when Duke Albert I of Austria permitted a group of Viennese traders to create a “December Market.” A hundred years later, King Wenceslas got into the act, granting the town of Bautzen rights to create a Saturday meat market between September and December of each year. The idea of a market itself goes back even further–another thousand years, in fact—to the Greek “agora,” especially its most famous example in Athens. While it was a place for citizens to go to hear announcements, sign up for military service, and discuss politics, it also swiftly became a place for retail activity, especially as each trade had its own quarter in the agora. By the 18th and 19th centuries, the most famous Christmas markets were centered in Europe, particularly in Germany and Austria, where vendors sold Christmas-themed toys and other items. Today, there are holiday markets worldwide, from Australia to South America and many across the United States, including three major markets in New York City alone. In Ohio, the Cincinnati Christkindlmarkt at Moerlein Lager House is perhaps the closest traditional Holiday Market to Dublin. Markets remain incredibly popular. They’re a way for families, especially when the days are short and the nights are cold in the Northern Hemisphere, to leave the house and have a shared experience with their neighbors and community. It’s a way for local vendors and craftspeople to connect with their customers, a way for cities to provide memorable experiences for the community and foment additional economic activity. It’s also a way for humanity, in general, to come together during the holiday season, which itself is based on ancient observances of the winter solstice. 7 Market Types Markets can be as different from each other as cultures and countries can be. In Germany, Austria and France, traditional “Christmas” markets are the norm and have been running for hundreds of years. In America, many markets are billed as “holiday” markets, though all of them have plenty of Christmas-themed wares for sale, in addition to foods and crafts from across the cultural spectrum. Some markets in America, such as the Cincinnati market, are branded as “Christkindlmarkts” to hearken back to the market’s German roots, with Alpine chalet-style booths and a focus on German foods and products. Other markets provide a more modern take, choosing contemporary, minimalistic or eclectic booth designs. The goal is the same in every case: to provide locals, commuters and visitors with a memorable experience that they can look forward to on an annual basis. 8 Market Location and Layout Markets tend to be in intimate, surprisingly small geographic areas, allowing many stalls to be placed cheek-by-jowl to each other. While this seemingly creates unwanted crowding, it tends to provide additional warmth and intimacy for vendors and visitors alike, as well as cohesiveness and help with visibility and security. In early October 2024, Town Square visited Dublin to survey potential locations for the Holiday Market, including Bridge Park, Riverside Crossing Park, Coffman Park, the Darby Lot, the Columbus Metropolitan Library — Dublin Branch, Bri/Hi Square and other pocket spaces. 9 While each site has pros and cons, Riverside Crossing Park is the best location for an initial Market. It has the following advantages: ● Its central location within Dublin, bridging both Historic Dublin on the west side of Scioto River and the more modern developments on the east side of the river ● High visibility, foot traffic and iconic views ● The availability of existing public bathrooms, “back-end” storage space and shelter via the Pavilion within the park ● The amount of “hardscape” that can easily provide a base for dozens of booths without having to create a temporary substrate over open lawns ● The proximity to the seasonal skating rink that operates within Riverside Crossing Park provides a built-in audience for the Market ● The ability to expand to additional areas, aligned with the updated Riverside Crossing Master Plan ● The lawn north of the location of the skating rink could be used in future years to stage additional booths and activities for the Market ● Can serve as a central hub for future nodal Markets throughout the downtown area The initial Market should be centered around the Pavilion and Ice Rink within Riverside Crossing Park. This will create an intimate feel while also (once folks are within the Market) making it seem larger and more “maze-like”, providing an opportunity for patrons to meander through the Market than if it is spread out over a larger geographic area. Two Conceptual Site Plans (Exhibits 1 and 2) at the end of this report show both initial (40-60 vendors) and expanded (100+) vendor set-ups within Riverside Crossing Park. 10 Market Size and Duration The initial Market should operate a minimum of 20 days between Thanksgiving and Christmas, with Thursdays and Fridays operating between 3 p.m. and 8 p.m. (9 p.m. if business is strong), and Saturday and Sunday operating between 11 a.m. and 9 p.m. This initial length will give the Market time to be visible to all comers and give vendors a reasonable stretch of time to sell their wares and create a “buzz.” Alternatively, given that children are off from school in Dublin during the week following New Year’s, the Market can run for the first full week of January, increasing the total number of days to 28. This will make the Market schedule consistent with the Columbus Zoo Wildlights. The Operator should be involved in this decision given that vendor availability may vary after Christmas. If the Market is successful, in future years, the Market could operate seven days a week and start earlier in the season or even stretch after Christmas itself for more total days and additional total hours. A minimum of 40 booths is recommended for the first year, with a target of 50 vendor booths to be occupied between a variety of food and non-food vendors, of which at least 15-20 would be sourced from the local Dublin/Columbus area. This should include a mix of jewelry, toys, handcrafted goods, mass-produced products and simple food options where booths sell a limited number of well-executed consumable items per booth. As with the duration of the Market itself, in future years, the Market can expand to well over 100 booths, which would necessitate additional restrooms and power but also give the Market a larger stage to increase its installations, types of areas (for example, a kids’ play area could be introduced), a stage for performances, and expansion beyond Riverside Crossing Park itself–specifically, by bridging the gap between “old” and “new” Dublin by extending Market booths and activities to Historic Dublin. 11 Market Design and Operations The City of Dublin should work with its Operator to develop a traditional Market design, nodding toward Dublin’s German roots and leaning toward cleaner and more refined, rather than cluttered and heavily adorned, characteristic of Dublin’s aesthetics. To achieve this, there will be a design process to develop the look and feel with the Operator. The booths could be wood chalet-style with more neutral or sophisticated colors or contemporary, modular booths heavy on traditional detailing and festive decor. Warm lighting and a multisensory approach can be employed throughout the Market to keep people engaged and bring life to the area. For visual guidelines, see “A Vision of Dublin’s Holiday Market” in the Exhibits. Some additional creative considerations would be: ● ‘Retail facing retail’ whenever possible, to create corridors that allow two sets of shoppers to experience the Market, increasing the “cozy” factor of the Market, providing “pathways” for shoppers to follow and giving folks a sense of safety and security ● No, or very few, disconnected booths that sit out in space. Booths should at least be in clusters so that the feeling is one of connectivity and engagement ● The five senses should be engaged— there should be music (both live and pre-recorded), aromas from the food vendors, engaging sights, especially via effective merchandising that engages and invites passersby and plenty of items you can touch and feel ● Different areas can be delineated. For example, the food vendors could all be together ● Clear signage, spatial organization and communication throughout the Market ● High quality: Booths should be kept in very good condition. For example, there should be no panel gaps, unfinished surfaces, messy wires, visible or disorganized back-of-house stuff, or unprofessional signage. The City should supply a list of guidelines to the Operator, and the Operator should supply a list of guidelines to vendors. ● Clean and well organized: There should be enough well-maintained restroom facilities and plenty of refuse, recycling and compost bins. All vendors should be trained to have their booths open and staffed during Market hours, with appropriate penalties if they fail to adhere to their vendor contracts. 12 Market Activities Besides the activities of the Market itself (buying and selling items, preparing and consuming food and drink), the City of Dublin has the option of drawing in the greater athletic, nonprofit, and artistic communities to the Market by working with groups to provide any (or all) of the below additional activities: ● Ice skating rink - potentially expand its size and operating hours in future years ● Sledding/snowman-making/snow sculpture activities if possible ● Races, mazes, and/or other activities for children to participate in ● Non-profit organization food and clothing drives and/or other community benefit activities ● Pavilion for holiday arts and crafts for both children and adults sponsored by local arts education groups ● Live music provided by local choir/chorus groups or other local acts ● Art and/or light installations provided by local artists ● “Photo op” areas for social media platforms ● Special events: Concerts, crafting, ice skating, tree lighting, and other events would be timed to fit within Market operating hours to create additional buzz (and attendance) at the Market ● Include a variety of activities and areas of respite so that the Market is exciting and comfortable for a large cross-section of visitors of different interests and ages. The wider the range of activities provided, the longer people will likely stay. 13 Market Administration Models As discussed at the November 12, 2024 City Council Work Session, Dublin has options when it comes to the Holiday Market: 1. 100% City-Run: City of Dublin fully operates the market 2. City hires a for-profit market manager: City contracts a private firm to operate for a fixed fee, and pays all costs, including capital, keeps all revenues 3. City invests in capital + hires for-profit operator: City invests in capital (décor and booths), Operator incurs all operational expenses and keeps all or a portion of revenues (concession model) 4. 100% For-profit operator: City hires an Operator; Operator pays a fee to the City, incurs all capital & operating expenses, and keeps all revenue (concession model) While each of these models has its pluses and minuses, City Council determined Option 3 to be the best fit. Under this model, the Operator could either pay the city a fee for operating the Market and collecting revenues or, depending on the final form of agreement with the operator, pay the city a percentage of Market revenues as a revenue share or operating fee. In this option, the following benefits would exist for both the City and its eventual operator: ● Eliminates capital risk for the operator ● Allows lower initial rent for vendors ● The City retains control of overall investment in decor and aesthetics ● The City will recoup initial investment faster as money will flow back to it in the form of revenue share/operating fees paid to it ● The Operator will be responsible for installation and take-down, POS (point-of-sale) payment functionality, daily operations such as security and sanitation, marketing, snow removal and customer service 14 Market Pro Forma The following pages include an overall Market pro forma, including an initial investment in décor and chalet-style booths, followed by a proposal for sharing revenues and expenses between the City and its Operator. The pro forma assumes a market composed of 32 “small” and 8 “large” booths at inception, expanding over time to 60 “small” and 16 “large” by year 5. The proposed pattern of sharing revenues and expenses would be as follows: The City pays for all upfront structures (booths) and décor costs. The décor costs listed in the pro forma are in addition to the existing investment the City makes into decorations in Riverside Crossing Park. The Operator will be responsible for annual décor specific to the market while the City will continue to invest in the existing decorations at Riverside Crossing Park. The City will receive a fee from the Operator and benefit from any indirect revenues linked to increased visitation to its Downtown (such as an increase in hotel tax revenues based on a 4% increase in room occupancy). The Operator will be responsible for generating the direct revenues for the event, including sponsorship and rental revenues, which they will share a percentage of with the City. The increase in Hotel/Motel Tax revenue is based on the assumption that the City currently has an inventory of 2,400 rooms and an occupancy rate of 48.4% during the time of the Market. The Market’s impact is estimated to result in a 4% increase in the occupancy rate to 52.4% for 30 days or 2,880 total new nights booked. The estimated revenue in the pro forma is based on a $115 average daily rate and a 6% excise tax on overnight stays. Occupancy will increase in later years as more hotels come online and the Market generates additional traction. To incentivize participation, the Operator should be exempt from paying the City’s revenue share in year 1 and pay a gradually escalating percentage of revenues in the following years, reaching 15% in year 5 (7.5% in year 2, 10% in year 3, and 12.5% in year 4). The Operator will be responsible for costs associated with City staffing, currently estimated at four police officers, a supervisor and a cruiser. These costs are allocated in the pro forma based on data supplied by the City but weighed at 66% of the total in year 1, and stable in the following years, based on Town Square’s experience with police staffing needs at other holiday markets. The Operator will be responsible for all other costs and keep all rent, sponsorship and rental revenues. The Operator will also be responsible for necessary services (security and/or sanitation) which might be specified to guarantee the quality of the event at its inception. 15 Overall Market Pro-Forma Budget Summary Pre-Opening Year 1 Year 2 Year 3 Year 4 Year 5 Earned Income Vendor Rent Small Booth 0 $144,000 $190,000 $253,000 $338,000 $420,000 Vendor Rent Large Booth 0 $44,000 $62,500 $84,000 $105,000 $132,000 Corporate Sponsor 0 $25,000 $25,000 $25,000 $35,000 $45,000 Event Rentals 0 $2,500 $5,000 $7,500 $10,000 $10,000 Hotel Tax Increase 0 $20,000 $28,800 $31,000 $33,500 $35,000 Total Earned Income $0 $235,500 $311,300 $400,500 $521,500 $642,000 Operating Expenses Booth Install $10,000 $12,000 $14,500 $16,500 $19,000 City Services $49,948 $49,948 $49,948 $49,948 $49,948 Electrical $80,000 $84,000 $88,200 $92,610 $97,241 Security $25,000 $25,750 $26,523 $27,318 $28,138 Sanitation $35,000 $36,050 $37,132 $38,245 $39,393 Decor (Annual) $50,000 $15,000 $20,000 $25,000 $30,000 $35,000 Marketing $25,000 $25,750 $26,523 $27,318 $28,138 New Booths $481,800 0 $80,000 $80,000 $80,000 $100,000 Storage 5,000 $6,000 $6,500 $7,000 $7,500 Total Expenses $531,800 $244,948 $339,498 $354,326 $368,939 $404,358 Net -$531,800 -$9,448 -$28,198 $46,174 $152,561 $237,642 Supporting Data Year 1 Year 2 Year 3 Year 4 Year 5 # Small Booths 32 38 46 52 60 # Large Booths 8 10 12 14 16 Estimated Rent Small Booth 4,500 5,000 5,500 6,500 7,000 Estimated Rent Large Booth 5,500 6,250 7,000 7,500 8,250 16 City Market Income and Expenses Budget Summary Pre-Opening Year 1 Year 2 Year 3 Year 4 Year 5 Earned Income Operator Fee to the City as % n/a n/a 7.50% 10.00% 12.50% 15.00% Operator Fee to City 0 0 $21,188 $36,950 $61,000 $91,050 Hotel Tax Increase 0 $20,160 $28,800 $31,000 $33,500 $35,000 Total Earned Income $0 $20,160 $49,988 $67,950 $94,500 $126,050 Operating Expenses New Booths $481,800 0 $80,000 $80,000 $80,000 $100,000 Decor $50,000 0 0 0 0 0 Total Expenses $531,800 $0 $80,000 $80,000 $80,000 $100,000 Annual Net -$531,800 $20,160 -$30,013 -$12,050 $14,500 $26,050 5 Year Gross Expenses -$531,800 -$531,800 -$611,800 -$691,800 -$771,800 -$871,800 5 Year Gross Income $0 $20,160 $70,148 $138,098 $232,598 $358,648 5 Year Net (Including Pre- Opening) -$531,800 -$511,640 -$541,653 -$553,703 -$539,203 -$513,153 Assuming capital investment in new booths ends in year 5, the City’s net return will increase to $230,000 in year 6. The City will break even and repay all capital costs in year 8. Year 8 will be the year the city starts earning money on this project. The City’s total 5-Year net is -$513,153. This is because of an initial investment of $531,800, a total income of $358,648 and ongoing capital investment for additional new booths over the five seasons of operation of $340,000. This scenario is a product of the City Council’s favorable view of expanding the Market over time and reflects investment annually into the capital cost, rather than two one-time investments in years 1 and 5. 17 Operator Pro Forma Budget Summary Pre-Opening Year 1 Year 2 Year 3 Year 4 Year 5 Earned Income Vendor Rent Small Booth $144,000 $190,000 $253,000 $338,000 $420,000 Vendor Rent Large Booth $44,000 $62,500 $84,000 $105,000 $132,000 Corporate Sponsor $25,000 $25,000 $25,000 $35,000 $45,000 Event Rentals $2,500 $5,000 $7,500 $10,000 $10,000 Total Earned Income $215,500 $282,500 $369,500 $488,000 $607,000 Operating Expenses Operator Fee to City 0 $21,188 $36,950 $61,000 $91,050 Booth Install $10,000 $12,000 $14,500 $16,500 $19,000 City Services $49,948 $49,948 $49,948 $49,948 $49,948 Electrical $80,000 $84,000 $88,200 $92,610 $97,241 Security $25,000 $25,750 $26,523 $27,318 $28,138 Sanitation $35,000 $36,050 $37,132 $38,245 $39,393 Decor (Annual) $15,000 $20,000 $25,000 $30,000 $35,000 Marketing $25,000 $25,750 $26,523 $27,318 $28,138 Storage $5,000 $6,000 $6,500 $7,000 $7,500 Total Expenses $244,948 $280,686 $311,275 $349,940 $395,407 Net -$29,448 $1,815 $58,226 $138,060 $211,593 18 Operator Selection The City should leverage the existing committee formed to find a feasibility study consultant and establish a search committee to source an Operator. This committee would: ● Identify at least five separate operators who have an interest in running the Market ● Issue a Request for Proposal (RFP) containing substantive information on market length, size, location and design specifications, so that the Operator can produce a comprehensive bid to the City ● Assess RFP responses and interview potential finalists, including asking for finalists to present their final proposal in presentation form to the Committee ● Make a final recommendation to City Council as to which operator would be the best candidate for operating the Market The City would then: ● Negotiate a cost-sharing agreement with the Operator ● Provide a framework for and execute a contract with the Operator Operator Scope of Services The Operator should have the following capabilities and experience: ● Proven track record of operating at least two other markets of similar size and duration ● Ability to deal with all set-up and take-down challenges of the Market, including any construction, plumbing, electrical and sanitation issues ● Ability to run all day-to-day operations of the Market, including security, sanitation, snow removal, vendor relations, customer relations and social media ● Ability to source a wide range of vendors from both within the chosen pool of local vendors (with an initial list provided by the City), plus regional, national and international vendors as determined jointly by the operator and the City ● Experience with sourcing additional direct income through sponsorships or event rentals is a plus ● Demonstrated expertise in developing a distinctive and engaging identity tailored specifically to Dublin for the Market 19 Part 2: The Market Management Manual 20 Overview The following sections are meant to be a chronological, step-by-step guide to setting up the Dublin Holiday Market based on the recommendations in the Feasibility Report. If the management model changes, some of the content below will need to be revised, but many sections will still be relevant in any model. Establishment of a Search Committee for an Operator The City of Dublin should pursue a “hybrid model” when searching for and ultimately contracting with an Operator to run its Holiday Market. This hybrid approach would allow the City to be involved in the creation of all aspects of the Market while delegating day-to-day responsibilities of the Market to an Operator. The City should leverage the existing committee formed to find a feasibility study consultant to source, assess and ultimately recommend finalists to Dublin City Council. The committee’s responsibilities will be to: ● Identify at least five separate operators who have an interest in running the Market ● Issue a Request for Proposal (RFP) containing substantive information on market length, size, location, and design specifications, so that the Operator can produce a comprehensive bid to the City ● Assess RFP responses and interview potential finalists, including asking for finalists to present their final proposal in presentation form to the Committee ● Make a final recommendation to City Council as to which operator would be the best candidate for operating the Market 21 Responsibilities of Operator: To Be Included In Both the RFP and Operator Contract The Operator will be responsible for the following aspects of the Holiday Market: ● Set-up of all holiday booths and associated infrastructure of the Market in Riverside Crossing Park, including sanitation bins, storage areas, fire pits, holiday lighting and decorations, signage and any other market-related infrastructure needs ● Day-to-day operations of opening, maintaining and closing the Market each day, including sanitation, security, vendor support and customer service ● Booths should be kept in very good condition. For example, no panel gaps, unfinished surfaces, messy wires, visible or disorganized back-of-house stuff, or unprofessional signage. The City should supply a list of guidelines to the Operator and the Operator should supply a list of guidelines to the vendors ● Market hours should be strictly enforced and all vendors trained to have their booths open and staffed during market hours ● Social media postings on agreed-upon platforms ● Overnight security once the Market is closed for the evening ● Snow and ice removal as necessary ● Ongoing refurbishment/repair of any infrastructure as necessary for the duration of the Market ● All point-of-sales operations using a common payment method given to all market vendors ● Financial reporting and payments to all vendors, and to the City of Dublin, every week, with a final market report due one week after the conclusion of the Market ● Breakdown of all market infrastructure when the Market concludes each year, and possible storage of booths depending on the City of Dublin’s final decision regarding ownership of the booths themselves 22 Dublin's Responsibilities to Support the Operator The City of Dublin shall be responsible for the following aspects of the Holiday Market: ● Generation and execution of the contract between the City of Dublin and its Operator for the running of the Market (a three-year term with optional yearly renewals is recommended) ● Reviewing all necessary permits, including building and fire permits (paid for by the Operator), plus all other inspections and approvals necessary from an infrastructure (sanitation, bathrooms, electrical, signage) standpoint. ● Dublin Police Department to meet with the Operator and work out a full security and safety plan to be implemented for the duration of the Market ● Approval of the final design of all market stalls/booths; possible purchase or fabrication of said booths if the City chooses to own the booths themselves ● Providing at least two or three individuals to be part of the Vendor Selection Committee (more information on later pages), granting the Committee full power to approve vendors for the Market and providing Vendor Selection Committee with an initial list of local vendors that may be appropriate for the Market ● Approval of all social media channels and sample messaging for the duration of the Market ● Approval of all signage and advance marketing/advertising materials to be generated in support of the Market ● Support by the Dublin Police Department and Dublin Department of Public Service, paid for by the Operator ● Providing a contact from the City’s Finance Department to work with the Operator on the format, submission, and audit of all financial reports and transactions ● The publication, maintenance and any adjustments to the Yearly Calendar of Operations of the Holiday Market (more detail to be provided in the next section) 23 Yearly Calendar of Operations 2025: Pre-Production Early Q2: ● Creation of a Search Committee for an Operator ● Solicit preliminary estimates from booth fabricators to incorporate into the five- year Capital Improvements Program budget ● Create an RFP for potential operators Q2: ● Issue the RFP ● Meet with finalists Q3: ● Make a recommendation to City Council for an Operator ● Enter into contract negotiations Q4: ● City Council to formally approve the budget for the Holiday Market ● Market Operator contract executed 2026: Market Year One Q1: ● Operator to start work on design specs and layout for booth structures ● Vendor Selection Committee formed ● Outreach by the Operator and City to bring potential vendors to the Market Q2: ● Final booth design and initial market layout approved ● Potential fabrication of booths for the Market begins ● Operator begins holding meetings with the relevant City of Dublin staff members Q3: ● Select vendors; training manuals and videos are created for vendors by the Operator ● Initial marketing push on social media ● Vendor training and Operator handbook provided to vendors ● Sample staging of market Q4: ● Marketing efforts continue ● Vendor training complete ● Installation of booths and market opening ● Market dismantled and stored when complete ● Final financial reporting submitted to the City of Dublin 24 2027: Market Year Two Q1: • Assessment report on Market Year On • Exit interviews with city staff, vendors and the Operator Q2: • Any additional booth fabrication begins • Repairs or modifications to existing booths based on feedback from the Operator • Year 2 Vendor Selection Committee search and selection (assume that 10-20% of vendors will be replaced in year 2) Q3: • Final vendors chosen • Update training manual and videos for vendors • Continued marketing push for the Market on social media • Sample staging of market Q4: • Marketing efforts continue • Vendor training complete • Installation of booths and market opening • Market dismantled and stored when complete • Final financial reporting submitted to the City of Dublin 25 Market Design and Decor The City of Dublin and representatives from the Operator will be involved in all aspects of the design and construction of the holiday market booths, with the balance of responsibilities to be agreed upon following the selection process. The City of Dublin can hire a third-party design consultant to submit both sample and detailed booth designs, or, if the Operator has these capabilities, to hire from within one of these options. The City of Dublin should approve, along Operator’s input, the following: ● Final booth design, including colors and materials ● Final “graphic package” for the Holiday Market–fonts, color palette, posters, banners, online graphics, mailers and other promotional materials ● Final web pages (initially embedded within the City’s own pages) for the Market ● Final lighting design, both operational and decorative ● Final placement of all booths, trash receptacles, fire pits, seating and any other market furniture or infrastructure ● Final specification manual for use by vendors concerning merchandise display, signage, shelving, and other considerations regarding visual merchandising The City should retain the ownership of all Marks, Names and the Brand of the Market. Vendor Selection Vendor selection is critical to the Market's success. Several important considerations include the right mix of food vendors versus product vendors, the number of each kind of product vendor, the number of local vendors who should be awarded space at the Market, and the number set aside for national or international applicants. The City should use its Operator to assist in forming a Vendor Selection Committee. This committee would invite potential vendors to apply, assess, and vote on which vendors should be offered contracts. The Committee should be composed of relevant stakeholders with a vested interest in the Market’s success. Once the selection process is complete, the Market Operator must execute contracts with each vendor and provide the City with copies of the vendor contracts. The Vendor Selection Committee should also approve a sample contract before any formal offers to potential vendors. 26 How To Create and Execute Sponsorship Opportunities at the Dublin Holiday Market An exciting opportunity that is shared by all holiday markets is the ability to match creative sponsorship ideas with logical sponsors, both from the local community and further afield. The main benefit of such sponsorships is additional revenues in the coffers of the Operator, and indirectly the City of Dublin, as part of the Market income percentage paid to the City. In year 1 of the Market, it’s conceivable that the Operator could offer a potential sponsor a discounted or “at-cost” rate for its sponsorship of the Market, to whet its appetite in future years and/or to use the imagery created to market opportunities to different sponsors in future years. On a side note, the Operator could hire a design consultant to create the graphical and design elements on behalf of potential sponsors, as many companies lack the internal bandwidth to generate their own materials. Marketing, Social Media, and Signage Dublin events already have a strong media presence between the Visit Dublin website and dublinohiousa.gov website. In-house departments such as Communications and Marketing can be enlisted to help promote the Market, along with the specific marketing responsibilities that the Operator will be responsible for in its contract with the City of Dublin. However, there should be a specific point person delineated as the final marketing manager for the Market, even if a marketing committee is formed that would comprise individuals from each department. This marketing manager would be responsible for generating a three-year marketing plan with a detailed budget across multiple marketing platforms, including online and mobile advertising, physical mailers, posters, banners, email blasts and social media interactions. The Operator can choose to run all of this with in-house staff or hire a third-party marketing consultant to create and execute the final marketing plan for the Market or choose to have the Operator take full control of marketing for the Market if it’s outlined in the Operator contract. 27 Part 3: Next Steps Below is a basic outline of potential next steps in this journey: ● Detailed discussions with potential operators ● Signoff from City Council on proposed timeline and initial budget ● Execution of a contract with the proposed operator, detailing responsibilities of both parties ● Fabrication/purchase of market booths ● Creation of vendor selection panel and selection of all vendors ● Installation of market infrastructure and vendor/worker training ● Dublin’s first holiday market In Conclusion We really enjoyed working with the City of Dublin to conceptualize a Holiday Market and we wish the City the best of luck with making it a reality! 28 Exhibits ● Potential Market Operators ● Booth Options and Expenses ● A Vision of Dublin’s Holiday Market: ○ Booth/Market Design ○ Holiday Lighting and Decor ● Holiday Lighting and Decor Visual Ideas ● Riverside Crossing Conceptual Site Plan #1 ● Riverside Crossing Conceptual Site Plan #2 Potential Market Operators (in no particular order) Company Name Contact Name Email Phone Website UrbanSpace Eldon Scott escott@urbanspacenyc.com 917-502-2855 https://www.urbanspaceny c.com/ German American Kate Bleecker Bleeker@GermanAmericanEv ents.com 312- 644-3785 https://www.christkindlmar ket.com/ Upsilon Itai Shoffman IShoffman@upsilonventures.c om 917-620-2914 n/a Brooklyn Flea Manuel Mujica manuel@smorgasburg.com 954-995-7459 https://brooklynflea.com/ The Makers Show Julie Feltman julie@themakersshow.com 508-776-3168 www.themakersshow.com Bensidoun USA Seb Bensidoun bensidoun@yahoo.com 312-502-5603 https://bensidounusa.com/ Robert Lavalva Robert Lavalva robertlavalva@gmail.com 646-275-2597 n/a Carmel Christkindlmarkt Maria Adele Rosenfeld n/a 317-559-6608 https://www.carmelchristki ndlmarkt.com 29 Booth Options and Expenses Booth Options and Expenses Small Large Design/ Refurbish Customiza tion Total Recurring Setup Cost/Year Tents $2,250 $3,000 $40,000 $96,000 $10,000 Chalets $9,450 $12,425 $80,000 $481,800 $10,000 Existing Booth Purchase (Custom) $5,000 $7,500 $80,000 $300,000 $25,000 Fully Custom Booth $13,000 $18,500 $80,000 $644,000 $20,000 Contemporary Modular Booth (Makers Show) $5,000 $7,000 $40,000 $216,000 $13,000 Number of units 32 8 40 Tents: Grainger Industrial Supply Chalets: Laurent Arnaud, Synerglace, 1(581)777-6099, laurent.arnaud@synerglace.ca Fully Custom Booths: J. Ember Design, 917-697-7275, jemberdesign.com, julie@jemberdesign.com Existing Booths (Bryant Park 1st generation booths, refurbished): Itai Shoffman, Upsilon Ventures, 917-620-2914 Shoffman@upsilonventures.com Contemporary Modular Booths: Julie Feltman julie@themakersshow.com, 508-776-3168 30 A Vision of Dublin’s Holiday Market Credits clockwise from top left: The Ultimate Guide To Traditional Christmas Market Foods Across The USA: A Festive Tour - Christmasmarketusa.com; You can skip the lines at Christkindlmarket this year, Photo by Jaclyn Rivas; Denver Christkindlmarket – Downtown Denver, CO | 2024 Nov-Dec Event, philaholidays Instagram page. 31 Credits clockwise from top left: The Best Christmas Markets in Illinois; How to spend Christmas in New York City with kids - Skylar Aria’s Adventures; The Ultimate Guide To Traditional Christmas Market Foods Across The USA: A Festive Tour - Christmasmarketusa.com, Discovering The Charm Of Columbus Circle Holiday Market: A Friendly Visitor's Guide - Christmasmarketusa.com; philaholidays Instagram page. 32 33 Note: This plan assumes current park infrastructure Traditional European-Style Christmas Market Operator – Selection Committee Recommendation July 1, 2025 Reimagine and Launch Dublin’s Community Events Program Develop a connected, comprehensive, and fiscally sustainable vision driving celebrations, engagement and entertainment by implementing the local and regional community events program and management roadmap. •Resolution 22-25 Adopting the Holiday Market Feasibility Study Final Report •Request for Proposals issued on April 11 •Responses due on May 2 •One response received •Interview scheduled May 9 with the selection committee •Evaluation, references, due diligence Background •Posted on the International Festival & Event Association Job Board •Posted on the City of Dublin website •Directly emailed to operators of existing markets •Directly emailed to organizations identified in the feasibility study Advertisement of the RFP •Experience with developing and launching a high-quality and nationally recognized Christmas market •Approach to accomplishing the work, including the plan to work with the City of Dublin •Plan for marketing and procuring sponsorship •Understanding of the project scope and Dublin’s expectations •Ability to produce financially sustainable and profitable events •Any other factors the selection committee deems applicable Selection Criteria The selection committee recommends that Council direct Staff to enter into contract negotiations with Marketplace Consulting, LLC, to operate a traditional European-style Christmas Market in Dublin. 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