1-SLCI26044 RFI Olympic and Paralympic Legacy Plan.pdf

Request for Information

SLCI26044

2034 Salt Lake City Olympic and Paralympic Impact and Legacy Plan

OBJECTIVE

Salt Lake City Corporation ("City") is seeking information from vendors and suppliers experienced in community engagement, public participation, event planning and management, communications, and Olympic and Paralympic impact and legacy planning.

City intends to collaborate with qualified vendors to define, develop, and launch comprehensive community engagement to capture City residents' hopes, priorities, and creative ideas for the Salt Lake City-Utah 2034 Olympic and Paralympic Winter Games, culminating in a finalized 2034 Olympic and Paralympic Impact and Legacy Plan for Salt Lake City, (the “Plan”).

BACKGROUND

Salt Lake City hosted the Olympic and Paralympic Winter Games in 2002, widely regarded as one of the most successful Winter Games in modern history. As the City prepares for the 2034 Winter Games, it has an opportunity to not only deliver world-class events but to create a lasting legacy that reflects the voices of City residents.

City is seeking to understand available resources and capabilities in the following areas as they relate to Olympic and Paralympic legacy planning:

• Community-based participatory planning and design

• Public engagement

• Event management and activation

• Digital engagement platforms and tools

• Multilingual and multicultural outreach strategies

• Engaging youth and people with disabilities

• Communications and social media strategy and execution

• Olympic and Paralympic values integration

• Grant writing and funding strategy development

• Data analysis and measurement of outcomes over time

REQUEST FOR INFORMATION TO BE SUBMITTED

City acknowledges the importance of meaningful community engagement in Olympic and Paralympic impact and legacy planning and is working to ensure resident voices shape the lasting impact of the 2034 Games. The intent of this Request for Information (RFI) is to gather information which will inform future plans.

1. The purpose of this RFI is to assist City in determining what resources are available for creating a comprehensive impact and legacy plan that aligns with the qualities in bold located in the Objectives paragraph above.

2. The RFI will provide City with a realistic picture of how vendors would help residents and other key stakeholders envision and contribute to the Plan.

3. The RFI will provide City with information about available resources for developing a Plan through community activation and engagement.

4. The RFI will help City understand industry best practices and innovative approaches to large-scale community engagement around major sporting events.

5. No contracts will result from this RFI.

Key Elements for Impact and Legacy Plan

Below are 8 areas of interest, considered key elements in creating and establishing the Plan. In your submission please address the following criteria by including: (A) a clear statement of understanding of the project and a general description of your proposed approach to Olympic and Paralympic legacy planning; (B) detailed documentation of relevant experience and capabilities, including specific examples of similar large-scale planning or engagement projects, particularly those involving major events, Olympic and Paralympic initiatives, or citywide visioning processes; (C) proposed methodology for executing all required project tasks, including a detailed work plan; (D) a proposed schedule with realistic timelines for completing all deliverables; (E) an overview of team qualifications, key personnel, and any strategic partnerships that enhance the ability to deliver comprehensive engagement services; and (F) identification of major challenges and opportunities specific to Olympic and Paralympic legacy planning in Salt Lake City, including recommended strategies for addressing each challenge and any innovative or unique approaches the organization brings to legacy planning or community engagement.

All responses shall address the following areas of interest:

1. Community Engagement Strategy and Methodology

Detail your approach to designing and implementing community engagements that capture residents' aspirations for the Salt Lake City-Utah 2034 Olympic and Paralympic legacy leading up to, during and after the games. Include insights into methods for ensuring meaningful participation across Salt Lake City's neighborhoods, demographic groups and other stakeholders such as businesses, non-profits, and education systems. Your response must include how you intend to gather information from the residential population of the City.

2. Community-Wide Participation

Describe your approach to meaningfully engaging all communities, including those that have been traditionally underrepresented in Salt Lake City, including but not limited to youth, families, people with disabilities, Native American and indigenous communities, and multicultural/multilingual communities. Include insights on how to elicit participation from those uninterested or disengaged from the Olympic and Paralympic movement.

Provide a detailed plan including actionable steps of execution.

3. Activation and Public Engagement Capabilities

Provide a statement of experience with public engagement events, pop-up activations, digital engagement tools, and creative programming. Detail your ability to coordinate with existing and planned City events, manage multiple simultaneous engagement opportunities, and create compelling experiences that attract and retain community participation. Identify any foreseeable risks that could arise in any of these scenarios and include your typical mitigation strategy.

4. Communications and Outreach Expertise

Detail your capabilities in multilingual communications, social media strategy, community ambassador programs, and media relations. Emphasize experience with Olympic and Paralympic branding alignment, inclusive messaging, and coordinating communications across diverse stakeholder groups.

5. Legacy Planning and Measurement

Provide a statement of experience with translating community input into actionable legacy frameworks, developing metrics for long-term impact assessment, and creating a final document (Plan) that can guide ongoing Olympic and Paralympic planning efforts through 2034. If available, please provide a detailed case study of past experience.

6. High Level Cost Estimate

Provide high-level cost estimates for services. The City is interested in better understanding all markets related to building and establishing an Olympic and Paralympic Legacy Plan. All information gathered through the RFI process will inform how the City proceeds.

7. Funding Strategies

Describe your organization's experience and capabilities in developing comprehensive funding strategies for legacy initiatives, including grant identification, grant writing, and securing public and private funding sources. Include examples of innovative funding mechanisms or partnerships you have established to sustain long-term legacy outcomes.

8. Innovations and Additional Benefits

In addition to the specific items listed above, identify and recommend any additional benefits, services and innovations provided by you, your firm, agency or specific to the market or industry you occupy that may be related to developing, building and/or implementing a comprehensive Olympic and Paralympic Impact and Legacy Plan.

SUBMISSION INFORMATION

Please direct all questions to the RFI through the U3P Question & Answer Board. All answers will be posted publicly for all interested parties to review.

ELECTRONIC SUBMISSION REQUIRED. THERE IS NO OPTION TO SUBMIT A PAPER

RESPONSE.

Proposals may only be submitted electronically and only through the Utah Public Procurement Place (U3P) website as detailed below. Proposals will not be accepted unless the upload and submission of the proposal is fully completed on the U3P website. This RFI will close at 12:00 p.m. on December 8, 2025.

PROPOSALS RECEIVED AFTER THIS TIME WILL NOT BE ACCEPTED BY THE U3P

WEBSITE AND WILL NOT BE CONSIDERED.

Upload your cover sheet and response, compiled primarily into a *SINGLE PDF file, to the Utah Public Procurement Place (U3P) website. Responses must be uploaded and the electronic submission completed by the time and date specified. (*Other uploaded documents such as an exceptions document, declarations of confidentiality, or other reference documents related to the primary response criteria are allowed but should be minimal).

If applicable to your proposal submit the following:

1. Any claims of confidentiality of proposal contents, which must include a concise written statement of reasons supporting the claims.

Responses through the U3P website require uploading of electronic attachments. The U3P site will accept a variety of document types such as Word, Excel, and PDF attachments but not all. You MAY NOT submit documents that are embedded (zip files), movies, wmp and mp3 files or password protected files, etc. Such actions may cause your response to be deemed "non-responsive". After uploading your response file, Offerors MUST go to "Review and Submit" and click "SUBMIT RESPONSE" to complete the process.

Please allow sufficient time to complete your initial registration, any online forms and upload documents. The solicitation will end at the closing time published. If you are in the middle of uploading your documents at the closing time, the system will stop the process, and your response will not be received by the system. It is recommended that the submission process be completed the day prior to the due date, with the knowledge that any changes/updates will be accepted through the due date and time.

Information gathered through this RFI will inform the development of a subsequent Request for Proposals (RFP) for a 2034 Olympic and Paralympic Impact and Legacy Plan.