Sponsorship Facilitation

The City of Olathe is seeking a qualified firm to develop and facilitate a strategic sponsorship program aimed at enhancing community engagement and visibility for Parks and Recreation events, festivals, programs, and facilities. The contract, valued between approximately $50,000 and $200,000, involves assessing current city initiatives to identify sponsorship opportunities, creating tailored sponsorship packages, and reaching out to potential sponsors whose values align with the city’s mission. The selected firm will facilitate initial meetings, develop engaging promotional materials, and establish key performance metrics to track effectiveness and ROI, with an emphasis on continuous strategic improvement. The project is expected to span from one to five years, with the possibility of renewal, and requires adherence to local and state laws, including non-discrimination, affirmative action, and employment verification standards. The procurement process is structured around a comprehensive evaluation of proposals based on project approach, personnel qualifications, relevant experience, and cost, with project approach and team qualifications each weighted at 35 points. The fee proposal must be submitted separately and remain valid for 120 days. Proposals are to be submitted electronically via Bonfire by December 8, 2025, with questions due by November 17, 2025. The contract incorporates various custom clauses governing law (Kansas), escalation procedures, appropriations, personnel practices, and confidentiality, but does not reference federal FAR clauses. Supporting documents include exhibits detailing scope of services and insurance requirements, along with standard affidavits for transparency and compliance. Payment terms specify net 30 days, with invoices to be submitted within 30 days of work completion to the designated City address. The contract emphasizes compliance with all applicable laws, ethical standards, and local purchasing preferences, ensuring a transparent, fair, and performance-driven procurement process.