Sponsorship Development Services - RFP

CITY OF CONWAY
Phone (843) 397-2539
CITY OF CONWAY
P.O. DRAWER 1075
CONWAY, SOUTH CAROLINA 29528 Fax (843) 397-2883
Sponsorship Development Services
The City of Conway is seeking proposals from qualified firms (or individuals) to provide sponsorship
development services. The selected firm will assist the City in identifying, packaging, marketing, and
securing sponsorships and partnership revenue associated with City events, programs, and assets.
DUE DATE/TIME: Thursday, May 28, 2026 @ 2:00 pm__________________
POINT OF RECEIPT:
City of Conway
c/o Amanda Hooper
PO Drawer 1075
Conway, South Carolina 29528
Physical Address:
City of Conway
2940 Jerry Barnhill Blvd.
Conway, South Carolina 29527
Please submit one (1) original response. Any negotiated contract is subject to requirements provided
for in any applicable City of Conway Codes and Ordinances.
Requests for information regarding this Request for Proposals should be directed in writing by
either letter or e-mail to Damon Kempski (dkempski@conwaysc.gov).
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CITY OF CONWAY
Scope of Services
The selected firm will provide comprehensive sponsorship development services, including but not
limited to:
* Development of a comprehensive sponsorship and partnership strategy aligned with the City's
brand, events, facilities, and long-term economic development goals
* Identification, creation, and valuation of sponsorship assets across City programs, events,
facilities, and public spaces
* Creation of high-quality sponsorship packages, marketing materials, and sales collateral
* Active sales, outreach, and solicitation of sponsors at the local, regional, and national levels
* Structuring and negotiation of sponsorship agreements, including multi-year partnerships where
appropriate
* Management and stewardship of sponsor relationships to ensure fulfillment of obligations and
long-term partner retention
* Coordination with City staff to ensure brand alignment, design integrity, and consistency with
public expectations
* Develop and implement programs for naming rights opportunities, including but not limited to
City facilities, parks, recreational fields, public spaces, infrastructure elements, and signature event
features
* Identify and cultivate opportunities for legacy gifts and long-term philanthropic contributions,
including donor recognition programs aligned with public assets and community priorities
* Assist the City in establishing policies, pricing frameworks, and term structures for naming rights
and legacy contributions
* Ensure all sponsorship, naming rights, and legacy gift opportunities are structured in a manner
consistent with public-sector standards, community values, and City Council expectations
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REQUEST FOR PROPOSAL
I-1 PURPOSE The City of Conway is seeking proposals from qualified firms (or individuals) to
provide sponsorship development services. The selected firm will assist the City in identifying,
packaging, marketing, and securing sponsorships and partnership revenue associated with City events,
programs, and assets.
I-2 Procurement This RFP is issued for the City of Conway, South Carolina.
I-3 TYPE OF CONTRACT A contract shall be awarded to the most qualified firm at
compensation deemed reasonable to the City of Conway, utilizing standard contract form. Should it be
impossible to negotiate a satisfactory contract, negotiations shall be formally terminated. It is the City's
intention that the most qualified bidder, based on both bid amount and bidders qualifications, be selected
for this project.
I-4 FIRM RESPONSIBILITIES The selected firm shall be required to assume responsibility for
all services offered under this proposal. Furthermore, the City shall consider the selected firm to be the
sole point of contact for contractual matters, including payment of any and all charges resulting from the
contract.
I-5 EVALUATION FACTORS The following criteria shall be used in format described on pages 7
(Evaluation Factors). The arrangement of the criteria is not meant to imply order of importance in the
selection process.
a. Experience and Qualifications:
The Offeror shall demonstrate its experience and qualifications in providing sponsorship
development or comparable services. Submissions shall include a description of relevant projects
of similar size, scope, and complexity, and shall identify key personnel proposed for the
engagement, including their roles, responsibilities, and qualifications. The Offeror shall also
disclose the involvement of any subcontractors or partners. Emphasis will be placed on the
Offeror's demonstrated ability to secure sponsorships, manage stakeholder relationships, and
achieve measurable results.;
b. Approach and Understanding:
The Offeror shall demonstrate a thorough understanding of the Authority's objectives, target
audiences, and sponsorship goals, as well as relevant market conditions and opportunities. The
proposal shall clearly describe the Offeror's methodology for identifying, soliciting, and securing
sponsorships, including strategies for prospect development, relationship management, and
revenue generation. The Offeror shall provide a detailed work plan, including timelines,
communication protocols, and performance measurement and reporting processes. Consideration
will be given to the feasibility, clarity, and effectiveness of the proposed approach, as well as the
Offeror's ability to adapt to changing conditions and maximize long-term value.
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c. Revenue Sharing Scheme:
The Offeror shall clearly describe its proposed compensation structure, including all fees,
commissions, and any revenue-sharing arrangements. The proposal shall specify how
compensation will be calculated, invoiced, and tied to performance outcomes. Emphasis will be
placed on transparency, reasonableness, and the alignment of the proposed structure with the
Authority's financial objectives, including the maximization of net revenue.
d. References:
The Offeror shall provide references for projects of similar scope and nature performed within
the past three (3) to five (5) years. References shall include the name of the client organization, a
brief description of services provided, and current contact information. The Authority reserves
the right to contact any or all references provided to evaluate the Offeror's performance,
reliability, and quality of services.
I-6 INCURRING COSTS The City shall not be liable for any cost incurred by firms prior to
issuance of a contract.
I-7 ECONOMY OF PREPARATION Proposals should be prepared in a timely and economical
manner, providing a straight forward, concise description of the firms' ability to meet the requirements
of the RFP. Emphasis should be on completeness and clarity of content.
I-8 RESPONSE DATE To be considered, proposals must arrive at the Procurement Department
on or before the date and time specified in the cover letter. Firms mailing proposals should allow normal
mail delivery time to ensure timely receipt of their proposals. Telefacsimile submissions are not
permissible.
I-9 ACCEPTANCE OF PROPOSAL CONTENT The contents of the proposal of the successful
proposer may become part of the contractual obligations, if a contract ensues. Failure of a successful
proposer to accept these obligations may result in cancellation of the award. All bids are to remain in
effect for ninety (90) days from the date of bid opening.
I-10 GRIEVANCE Any actual or prospective bidder or contractor who is aggrieved in connection
with the solicitation or award of a contract may protest to the Procurement Department.. The protest
shall be submitted in writing within fourteen -(14) days after such aggrieved person knows or should
have known of the facts giving rise thereto provided that grievance has been made in accordance with
bid proposal requirement. The Procurement Department will consult with the City Administrator to try
and resolve the issue. If the protest is not resolved by mutual agreement, a decision will be issued in
writing within 10 days after the last meeting to reach an agreement. If all attempts have failed to resolve
the disagreement, the protester has the right to bring the issue to City Council.
I-11 TIE BIDS The Bids will be resolved in accordance with the City of Conway's purchasing
regulations. If the city receives two or more bids that are identical in nature and amount, the contract
shall be awarded to the local bidder (if applicable). If two or more of the tie bids are submitted by local
bidders, the contract shall be awarded to one of the local bidders by drawing of lots in the public. If local
bidders are not involved in the tie bids, the contract shall be awarded to one on the non-local tie bidders
by drawing of lots in public.
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I-12 LOCAL VENDOR PREFERENCE The City of Conway uses local vendor preference
component in its purchasing process in order to promote business with local vendors. The entire local
vendor preference ordinance can be viewed on the city's website at www.cityofconway.com or you may
obtain a copy of the ordinance upon request from Amanda Hooper, City of Conway, PO Drawer 1075,
Conway, SC 29528
INSTRUCTIONS TO PROPOSERS
Sealed proposals shall be enclosed and secured in an envelope/package and properly marked and
displayed on outside of envelope/package bearing the name, license number (if applicable) and address
of proposer, proposal number and project identification. No other information shall be included or
written on the outside of the proposal envelope/package. The City of Conway shall not be responsible
for unidentified proposals. Proposals should be addressed to:
All proposals shall be sealed and list the title of the current bid.
Sponsorship Development Services
Amanda Hooper
City of Conway
PO Drawer 1075
Conway, South Carolina 29528
Physical Address:
Amanda Hooper
City of Conway
2940 Jerry Barnhill Blvd.
Conway, South Carolina 29527
Hand delivered proposals should be delivered to the above physical address.
Proposals shall be submitted no later than Thursday, May 28, 2026 @ 2:00PM at the address stated
above. Only the names of the offerors and bid amounts will be announced. Proposals received later
than the 2:00 PM deadline will be considered "LATE PROPOSALS."
Examination of the Bid Document - Prior to submitting a proposal, each proposed shall carefully
examine the RFP documents, study and thoroughly familiarize himself/herself with the
specifications/requirements thereof and notify Owner of all conflicts, errors, or discrepancies.
The proposer shall sign his proposal correctly. All offers shall be entered in ink or typewritten. Proposals
may be rejected if any omissions, alteration of form, additions not called for, or any irregularities of any
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kind are shown. The proposer's name and solicitation number shall be included when specifications or
descriptive papers are submitted with their proposal.
By submission of a proposal, the proposer guarantees that all goods and services meet the requirements
of the solicitation during the contract period.
Questions - Submit written questions to Damon Kempski by e-mail: dkempski@conwaysc.gov.
Proper reference to this Request for Proposals is required. Deadline for questions is seven - (7) calendar
days prior to the proposal receipt date.
All changes to RFP documents shall be in the form of an addendum and furnished to all proposers.
Verbal information obtained otherwise will not be considered in the awarding of the proposal.
Deviations - Any deviations from the RFP requirements indicated herein must be submitted in writing
and clearly noted and explained in detail in a separate form and attached to the submitted proposal,
otherwise it will be considered that items offered are in strict compliance with these requirements and
successful proposer shall be held responsible, therefore.
City of Conway reserves the right to reject any or all proposals and further reserves the right to waive
technicalities and formalities in proposals as well as to accept in whole or in part such proposal or
proposals where it deems it advisable in protection of the best interest of the City. The City shall be the
sole judge as to whether proposals submitted meet all requirements contained in this solicitation.
This solicitation does not commit the City of Conway to award a contract, to pay any costs incurred in
the preparation of the proposal, or to procure or contract for goods or services listed herein.
Freedom of Information Statement
Procurement information shall be public record to the extent required by Chapter 3 of Title 30 (The
Freedom of Information Act), South Carolina Code of Laws, 1976, with the exception that commercial
or financial information obtained in response to a "Request for Proposals" which is privileged and
confidential if so designated by the proposer shall not be disclosed. Such information must be clearly
marked as "CONFIDENTIAL" by the offeror for each section of information so affected. Privileged
and confidential information in specific detail nor customarily released to the general public, the release
of which might cause harm to the competitive position of the party supplying the information. Examples
of this type of information would include:
1) Customer lists:
2) Design recommendations and identification of prospective problem areas under a RFP;
3) Design concepts, including methods and procedures:
4) Biographical data on key employees of the bidder/proposal.
Liability Coverage- The successful proposer shall provide certificates of all required insurance(s),
including worker's compensation, premises liability and general liability. Worker's compensation shall
include a minimum limit of $100,000 and comprehensive general liability coverage shall provide
minimum limits of liability of $1,000,000 per occurrence. Insurance shall indemnify the City of Conway
against any and all claims arising under or as a result of the performance of the contract. The City of
Conway shall be named as an additional insured on all liability policies. The City of Conway must be
provided with thirty (30) day notice prior to cancellation, modification or reduction in limits of any
stipulated insurance.
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Acceptance or Rejection of Bid
The City of Conway reserves the right to accept or reject any/or all bids when such rejection is in
the best interest of the City of Conway to reject Proposal of Bidder who has not met the
prerequisites on the bid proposal, who has previously failed to perform properly or complete on
time contracts of a similar nature; and to reject proposal of bidder who is, in the opinion of the
City of Conway, not in a position to perform the contract. The City of Conway also reserves the
right to waive any information and technicalities in bidding. The City of Conway reserves the
right to waive irregularities and to reject any and all bids.
EVALUATION FACTORS
Proposals will be evaluated based on:
- Experience and qualifications (30%)
- Approach and understanding (30%)
- Revenue Sharing Scheme (30%)
- References (10%)
INFORMATION REQUIRED FOR CONSIDERATION
(Exact format of this must be followed in response
REQUIRED FORMS
Signed Bid Proposal Form
Indemnification Form
Non-Collusion Affidavit
Acknowledgement of Addenda
References
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Bid Proposal
Sponsorship Development Services
Total Bid Amount
Firm Name
Firm Address
City/State/Zip
Email Address
License Number
Authorized
Signature
Print Name
Anticipated Project
Completion Date
*** Make sure all forms are included.
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INDEMNIFICATION
(This form is Part of the Response)
The Offeror/Contractor will indemnify and hold harmless the OWNER, the City of Conway and their
agents and employees from and against all claims, damages, losses and expenses, including attorney's
fees, arising out of or resulting from the performance of the WORK provided that any such claims,
damage, loss, or expense is attributable to bodily injury, sickness, disease or death, injury to or
destruction of tangible property, including the loss of use resulting there from, and is caused by any
negligent or willful act or omission or the Offeror/Contractor, and anyone directly or indirectly
employed by him or anyone for whose acts any of them may be liable.
In any and all claims against the OWNER, the City of Conway or any of their agents or employees by
an employee of the Offeror/Contractor, and anyone directly or indirectly employed by any of them, or
anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in
any way to the amount or type of damages, compensation or benefits payable by or for the
Offeror/Contractor under the workman's compensation acts, disability benefit acts, or other employee
benefit acts.
The obligation of the Offeror/Contractor under this paragraph shall not extend to the liability of the City
of Conway or its agents or employees arising out of the reports, survey, CHANGE ORDERS, designs,
or SPECIFICATIONS.
OFFEROR/CONTRACTOR:
AUTHORIZED SIGNATURE:
DATE:
TELEPHONE: FAX:
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NON-COLLUSION AFFIDAVIT FORM
(This form is Part of the Response)
STATE OF )
COUNTY OF )
CITY OF CONWAY
Being duly sworn, disposes and say that he/she is
(Sole Owner, a Partner, President, Secretary, etc.)
of
the party making the foregoing Proposal that such proposal is genuine and not collusive or sham; that
said proposer has not colluded, conspired, connived, or agreed, directly or indirectly with any
PROPOSER or person , to put in a sham proposal, or that such other person shall refrain from proposing
and has not in any manner, directly or indirectly sought by agreement or collusion, or communication or
conference, with any person to sought by agreement or collusion, or communication or conference, with
any person to fix the proposal of affiant or any other PROPOSER or to fix any overhead, profit or cost
element of said Proposal or of that of any other PROPOSER or to secure any advantage against
OWNER any person interested in the proposed contract; and that all statements in said Proposal are true
; and further, that such PROPOSER has not , directly or indirectly submitted this Proposal, or the
contents thereof , or the contents thereof, or divulged information or date relative thereto any association
or to any member or agent thereof.
Proposer
Sworn to and subscribed before this ____________day of _________________________, 2021
Notary Public for South Carolina
My Commission Expires
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