RFP No. 100420-FY6-05 Sponsorship Coordination for Major Town of Leesburg Special Events

Background
The Town of Leesburg, located 35 miles west of Washington, D.C., is the largest town in Virginia by population. The Town offers various services including parks and recreation programs. The Parks and Recreation Department is seeking proposals from qualified firms to create sponsorship packages and secure sponsorship donations for four major events: the Leesburg Flower and Garden Festival, Independence Day Celebration, TASTE Leesburg, and the Leesburg Airshow.

Each event has different sponsorship revenue goals based on their size and duration.

Work Details
The contractor will provide consulting services to develop and oversee the sponsorship process for the four signature events. Responsibilities include:

1. Securing Sponsors: Identify and contact potential sponsors to secure revenue goals of $45,000 for the Flower & Garden Festival, $15,000 for Independence Day Celebration, $30,000 for TASTE Leesburg, and $40,000 for the Leesburg Airshow.

2. Sponsor Notification: Send invoices to sponsors and coordinate payments directly to the Town.

3. Advising on Sponsorship Packages: Provide input on different levels of sponsorship.

4. Meeting Deadlines: Secure sponsors timely to meet advertising deadlines.

5. Reviewing Advertisement Designs: Ensure correct sponsor placement in advertisements.

6. On-site Support: Assist sponsors with logistics during events.

7. Thank You Letters & Reports: Send thank you letters post-event and submit summary reports with feedback within two weeks after each event.

Period of Performance
The contract will commence upon mutual agreement between both parties and will last for one year with the possibility of four additional one-year renewals.

Place of Performance
The services will be performed in Leesburg, Virginia.

Bidder Requirements
Offerors must be registered vendors in eVA (the Commonwealth’s eProcurement website) to be considered for a contract award. They must also provide proof of general liability insurance of at least $2 million, automobile insurance of at least $1 million, and workers' compensation insurance as required by Virginia law.