Project Information

Bid Title

Sponsorship Development Services - RFP

Issuing Agency

City of Conway

Location

South Carolina

Published Date

May 4, 2026

Closing Date

May 28, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Sponsorship Development Services - RFP

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CITY OF CONWAY

CITY OF CONWAY

P.O. DRAWER 1075

CONWAY, SOUTH CAROLINA 29528

Phone (843) 397-2539

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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Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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