RFP 24-030- Scope of Work.pdf

RFP #24-030

Village of Orland Park Facilities & Special Events Naming Rights Sponsorships

RFP #24-030 1

PROJECT DETAILS

Scope of Work

The Village of Orland Park seeks proposals from firms, organizations, companies or individuals that have a successful track record of identifying, valuing, selling, negotiating, and implementing recreational property naming rights and special event sponsorship opportunities.

Special Events

The Village hosts a multitude of special events attracting thousands of attendees. Key among these are the Taste of Orland Park, Centennial Park West Concerts and the Village’s annual

Christmas Parade and Tree Lighting. Additional event title sponsorship opportunities include the

Market at the Park, Veterans Golf Outing, Great Pumpkin Party and Turkey Trot. Village staff have created a sponsorship opportunities guide for each Village event and facility that may be utilized when pursuing potential sponsors.

Naming Rights Facility Opportunities

In 2024, the Village will complete construction of the Centennial Park West (CPW) concert/events venue. This $11M facility, with an initial capacity of 3,000 and future capacity of 5,000, will be the home of concerts and festivals attracting tens of thousands. CPW opportunities include naming of the facility, special event presenting and additional sponsorship opportunities.

A 6,391 sq. ft. All-Inclusive Playground will be constructed within the Village’s Schussler Park.

When complete, the playground will provide children of all abilities to play and interact in one setting. The Village has embarked on a fund-raising campaign to construct this playground providing naming and supporting donor opportunities with the support of Michael Schofield III, Kendal Coyne Schofield and the Schofield Foundation.

In 2025/26, the Village will undertake the redevelopment of Doogan Park. This will include the construction of a 10 court pickleball complex, soccer and baseball field, and parking lot expansion. The Doogan project will provide a naming opportunity for the new pickleball complex.

Centennial Park is a 192 acre sports/recreation complex which includes a 5 diamond baseball/softball complex in addition to seven soccer fields, a practice football field, skate park, dog park, ice rink, water park, walking paths and fishing lake. Hosting thousands per year in both formal and informal recreation and athletic opportunities, Centennial Park is a hub of activity year-round providing a high profile opportunity.

The John Humphry Complex is a 5 diamond baseball/softball complex hosting local recreation and travel organizations, as well as regional and national tournaments. The fields provide a naming opportunity to potential sponsors.

The DogOut Dog Park, located within Centennial Park includes two separate fenced areas for large and small dogs to run and play. The Park provides a unique, focused sponsorship opportunity to connect with pet owners.

RFP #24-030 2

Winter Wonderland Ice Rink, in the heart of Centennial Park provides recreational skating on the refrigerated rink, supported by a warming house and skate rental operation. The Rink operates late November through February, hosting thousands of individuals all ages each season. The

Rink presents an excellent naming opportunity.

Sportsplex is an 88,000 sq. ft. recreation, fitness and athletic facility that hosts nearly 400,000 visitors on an annual basis. The Sportsplex includes a 10,000 sq. ft. fitness center, weight room, 32’ climbing wall, 3 gyms, a 1 an indoor soccer arena and more. All of these areas provide high profile facility naming rights opportunities.

Proposers may propose one or both of the following as outlined in this RFP:

1. Village of Orland Park Special Events naming rights.

2. Village of Orland Park facilities naming rights.

The Village seeks facility naming rights of a minimum term of 5 - 10 years depending upon the facility, and Special Events naming rights of a minimum term of 3 years.

Expected Services of Awardee

Create a list of target entities for naming rights and sponsorships for the Village’s review.

Village staff will approve prospect list prior to the Proposer’s team engaging in the marketplace.

o Village will respond noting any prospects that should not be contacted.

Proposer will outline a sales and marketing campaign to solicit prospective special event and/or naming rights sponsors. Proposers is expected to create materials utilized in the campaign adhering to Village brand standards and gaining preapproval for all marketing materials.

Proposer will provide a report in that includes a quantitative evaluation of each special event and facility opportunity, as well as a qualitative evaluation of each special event and facility opportunity in which sponsorship or naming rights is sought.

Submit a monthly status report which fully details all sales efforts, prospect status, and results.

o The Status Report will include target companies contacted, who from the entity was contacted, a brief on which asset is of interest or most appropriate for the prospective entity, notes from the most recent communication, and the percent likely to close.

Proposer will lead negotiation with prospective entities to secure facility naming rights and/or special event sponsorships on behalf of the Village. All potential sponsors and/or naming rights will be subject to the prior review and approval of the Village. The Village retains the sole right and discretion to approve or reject any and all potential sponsors.

Once Proposer has secured interest from an entity, negotiated deliverables and proposed cost of the opportunity, Proposer may be asked to attend Board and/or public meetings to present the sponsorship/naming rights proposal.

After Board approval and full execution of a contract, the Proposer will ensure that both the

Village and sponsor fulfill all elements of agreement. Proposer will provide a single point of contact who will be responsible for coordinating efforts between the Village and sponsor to ensure the timely delivery of all contracted elements

RFP #24-030 3

Prospective sponsors may assume that the Village is open to different payment options such as paid in full or payment plans of up to 5 - 10-years for a facility naming rights term depending upon the opportunity and 3-years for a special event naming sponsorship.

Prospective sponsors may also assume that the sponsor will have first choice to renew their sponsorship.

AT MINIMUM, PROPOSALS SHOULD INCLUDE THE FOLLOWING:

Outline a detailed plan to solicit qualified entities for sponsorship and naming rights opportunities.

Plan shall include sales execution including quantity of prospects, initial outreach strategy, follow-up and closing protocols.

Include the details of what encompasses a qualified prospect.

Specific details of successful campaigns undertaken by proposer.

Develop sponsor benefits for sponsorship and naming rights opportunities which include those outlined in the Village’s sponsorship guide, plus additional benefits identified from the qualitative analysis, which create an attractive sponsorship opportunity.

A list of individuals with each’s experience and qualifications within the firm that will champion and take ownership of sponsorship/naming rights efforts.

Proposals should include an executive summary which explains its understanding of the

Village’s intent and objectives and how the proposal would achieve these objectives and any additional factors for the Village’s consideration.

Financial proposal paid to proposer for services performed, money secured.

o This may be a lump sum total for each event and/or facility, or a percentage of the o sponsorship earned for each event and/or facility.

Communicate how the proposer will work with the Village to ensure that the funds are secured.

Communicate how the proposer will work with Village staff and potential sponsors to execute contracts.

Include a detailed timeline for the quantitative and qualitative analyses, as well as for the solicitation of each sponsorship/naming rights project.

Number of years the entity has been in business.

A sample list of prospective sponsors capable of sponsorship/naming rights detailed in RFP.

Proposers should describe their team’s previous experience developing and pursuing sponsorship and naming rights projects. The following information should be included for each project:

o Project name/client name.

o Proposers staff which championed the sponsorship/naming rights.

o Special features, challenges and/or accomplishments.

o Specific services provided.

o Dates of service.

o Compensation received for services.

o Total revenue generated for client.

o Three references for each project.

RFP #24-030 4

Evaluation and Assumptions.

This RFP is issued to find a firm that best meets the objectives of this RFP. The Village reserves the right to modify the process in its sole discretion upon notice to all affected firms.

The Village will comprise a selection committee that will review and rate each proposal. The selection committee may conduct interviews with firms qualified firms that have demonstrated success securing special event and facility naming sponsorships.

The selection committee will grade the proposals based on the Evaluation Criteria outlined below.

Evaluation Criteria: 100 Points Possible

The following criteria will be used to evaluate the proposals:

1. Proposal’s overall quality and responsiveness to the RFP, including but not limited to the completeness, clarity, conciseness, and overall comprehension of the scope of work. 10 Points

2. Qualifications of the proposer as evidenced by the knowledge, skills and experience of the proposed team. 15 Points

3. Demonstrated proven experience, and financial results of other similar projects. 15 Points

4. Firms prospective sample list of sponsors. 10 Points

5. Proposed timeline. 5 Points

6. Proposed compensation plan paid to proposer. 10 Points

7. Proposers references. 5 Points

8. Executive Summary which demonstrates proposers understanding of project and ability to achieve desired objectives. 10 Points

9. Interview with selection committee. 20 Points

It is expressly understood and agreed to by both Parties that in no event shall the total amount to be paid by the Village for the complete and satisfactory performance of services, exceed the proposed amount. Said price shall be the total compensation for Consultant’s performance hereunder including, but not limited to, all work, deliverables, materials, supplies, equipment, sub-

Consultant’s fees, and all reimbursable travel and miscellaneous or incidental expenses to be incurred by Consultant. In the event the Consultant incurs cost in excess of the sum authorized for service, the Consultant shall pay such excess from its own funds, and the Village shall not be required to pay any part of such excess, and the Consultant shall have no claim against the Village on account thereof. For the avoidance of doubt, in no event shall Consultant be entitled to receive more than the proposed amount and this amount includes all costs incurred by Consultant in connection with the work and services authorized hereby, including, but not limited to: (i) any known or unknown and/or unexpected condition(s); (ii) any and all unforeseen difficulties; (iii) any unanticipated rises in the cost of labor, materials or equipment, changes in market or negotiating conditions, and errors or omissions made by others; (iv) the character of the work and/or services to be performed; and (v) any overrun in the time or cost necessary for the Consultant to complete the work due to any causes, within or beyond its control. Under no circumstances shall the Village https://www.lawinsider.com/clause/not-to-exceed-amount?cursor=ClsSVWoVc35sYXdpbnNpZGVyY29udHJhY3RzcjwLEhlDbGF1c2VTbmlwcGV0R3JvdXBfdjIxX2VuIh1ub3QtdG8tZXhjZWVkLWFtb3VudCMwMDAwMDAwYQwYACAA https://www.lawinsider.com/clause/not-to-exceed-amount?cursor=ClsSVWoVc35sYXdpbnNpZGVyY29udHJhY3RzcjwLEhlDbGF1c2VTbmlwcGV0R3JvdXBfdjIxX2VuIh1ub3QtdG8tZXhjZWVkLWFtb3VudCMwMDAwMDAwYQwYACAA https://www.lawinsider.com/clause/not-to-exceed-amount?cursor=ClsSVWoVc35sYXdpbnNpZGVyY29udHJhY3RzcjwLEhlDbGF1c2VTbmlwcGV0R3JvdXBfdjIxX2VuIh1ub3QtdG8tZXhjZWVkLWFtb3VudCMwMDAwMDAxNAwYACAA

RFP #24-030 5

be liable for any additional charges if Consultant’s actual costs and reimbursable expenses for such work, service or deliverable exceed the proposed amount. Accordingly, Consultant represents, warrants and covenants to the Village that it will not, nor will Consultant have anyone on its behalf, attempt to collect an amount in excess of the proposed amount agreed to by the Consultant.