Yelm Community Schools #2 107 First St. N Yelm, WA Request for Proposal Athletic Facility Sponsorship

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1 Yelm Community Schools #2 107 First St. N Yelm, WA Request for Proposal Athletic Facility Sponsorship

2 Table of Contents 1.0 Introduction 2.0 Background/Demographic Information 3.0 Performance Period 4.0 General Information 5.0 Potential Sponsorships 6.0 Payments 7.0 General Requirements 8.0 Potential Locations - Advertising Options 9.0 Information Meetings 10.0 Appendix A 1

3 1.0 Introduction - Purpose of Request 1.1 The Yelm Community Schools is interested in receiving information from area businesses, public or private organizations, or other entities that may wish to sponsor various District Athletic facilities. We expect that the sponsorships shall be in the form of an annual payment for a fixed term. 1.2 Potential sponsorships available include naming rights to our district stadium (football, soccer, track and public use), baseball, fastpitch and tennis facilities. 1.3 All funding received through a sponsorship will be used to maintain and improve district athletic facilities. The primary purpose of funding is to maintain high quality athletics facilities. 2.0 Background and Demographic Information 2.1 Yelm Community Schools is a public school district covering 192 square miles in and around the city of Yelm and surrounding Thurston County and Pierce County. Our school district serves approximately 22,000 citizens in both counties. The district operates 10 schools on 9 campuses, including 6 elementary schools, 2 middle schools, 1 comprehensive high school and an Alternative Learning (ALE) high school. The district operates under a locally elected, five member board of government and provides educational services under the rules and regulations of the state of Washington. The Board of Directors has authority over the operations and administration of district activities. 2.2 Yelm Community Schools serves 5,700+ students K-12. District athletic teams currently compete at the 3A level in the South Sound Conference. Yelm athletic programs operate under the jurisdiction of the Washington Interscholastic Activities Association (WIAA). 2.3 Yelm Community Schools is currently implementing a district stadium improvement project including a new synthetic turf playing surface, a new scoreboard and new lighting. No modifications will be made to the stadium building. Actual construction for the improvement project will begin May 15, Currently, district athletic use of the stadium surface is minimal, comprising of home varsity and junior varsity football and soccer events. Limited track events are held using the grass playing surface. The intent of the improvement project is to allow significantly increased use of the stadium surface for practice and competitive events, to allow playoff contests to be held in Yelm, and to allow community groups to use the facility. 2

4 2.4 Yelm Community Schools is interested in advertising opportunities at its high school stadium and surrounding athletic facilities. Potential advertising locations include the stadium electronic scoreboard, potential signage at adjacent tennis courts, fastpitch and baseball fields, and in the form of sponsorship signs at the stadium. 2.5 Advertising opportunities include electronic displays on the stadium scoreboard and fixed panels at the various courts and fields. The district believes such displays are a great opportunity to advertise products and business services to thousands of potential customers each sporting season. 2.6 Advertising will serve both our district s 5,700 students and 750 staff, but also for our 6,000 parents, Yelm citizens and visitors from around the region. 2.7 Additional information concerning the stadium improvement project may be viewed at Appendix A provides maps with locations of potential advertising locations. 3.0 Performance Period 3.1 We anticipate that sponsorship agreements will last from five to ten years. All sponsorship agreements will require School Board approval. Contract(s) created by an award of a proposal shall be in effect for a negotiated period. The Yelm Community Schools reserves the right to terminate any advertising arrangements that at any time conflict with district policy or regulation, including new policy or future legislative actions, enacted during the term of the agreement. 3.2 District policy reference (4238 and 4238P) 4.0 General Information 4.1 Point of contact The following individual (and designees) is available to provide additional information: Toni Bernethy Chief of Finance and Operations toni_bernethy@ycs.wednet.edu Any oral communication by the contact person or designee concerning the RFI is not binding and shall in no way modify the RFI or the obligation of the Yelm Community Schools, proposer or contractor. 3

5 4.2 Ownership of Responses The Yelm Community Schools reserves the right to use any and all information and materials presented in reply to this RFI. 4.3 Pre-agreement Costs The Yelm Community Schools District is not liable for any cost incurred by any responder prior to signing an agreement. 5.0 Potential Sponsorships 5.1 The Yelm Community Schools may accept one sponsorship for all advertising venues or multiple sponsorships. We anticipate only one sponsorship for the naming rights to the stadium. 5.2 The Yelm Community Schools may decide to negotiate with individual proposals for those advertising spaces (electronic scoreboard and surrounding facilities) where there is steep competition in order to give each vendor the opportunity to submit a proposal offer of greater value. Thus, the district may request a Best and Final Offer from one or more organizations. 5.3 Sponsorships may not necessarily be granted to the organization submitting the highest price proposal. The district shall accept the proposals it deems to be in the best interests of the district. In making that determination, the district will use the following criteria to determine the best value: Monetary value of the offer Contract length and terms Advertising content Any other relevant factor which Yelm Community Schools identifies as necessary to determine best value. 5.4 As proposals are accepted by the district, the individual awardees will be notified. 6.0 Payments 6.1 Payments will be made on a lump-sum basis, submitted with a signed agreement, and, in advance of advertising display. Advertiser/sponsor shall pay the district the agreed upon sum for each additional year by August 1st of each year. 6.2 Checks shall be made payable to Yelm Community Schools and shall be forwarded to the Business Office, PO Box 476., Yelm, WA General Requirements 4

6 7.1 Advertiser/Sponsor display copy and graphics shall be submitted to Yelm Community Schools for initial approval before acceptance. 7.2 Initial decoration and installation of display copy and graphics will be at the Yelm Community Schools. 7.3 Advertising displays shall be maintained and kept clean during the term of agreement by the Yelm Community Schools The Yelm Community Schools shall maintain liability and property damage insurance to adequately protect the interest of the vendor. 7.5 The advertiser/sponsor shall be responsible for the original copy and for making any copy changes to a display during the term, including all labor costs associated with replacing the display. 7.6 The Yelm Community Schools reserves the right to reject any proposal for advertisements or content that the district considers inappropriate for public display ar school-owned facilities (including, but not limited to advertising for tobacco, drugs, alcohol or firearms). 7.7 All displays must be manufactured using quality products that appeal to the dignity and character of the district. Signs will be produced at the expense of the vendor. Signs must be maintained in quality condition. The district reserves the right to remove signs falling below district standard and the vendor may supply a replacement sign. 7.8 The Yelm Community Schools will be the sole authority on acceptability of advertising content, marketing components, including facility structure or other merchandising items distributed or displayed as a component of the advertising offer. 8.0 Potential Locations - Advertising Options 8.1 Yelm High School Stadium Stadium Name Electronic Scoreboard Concession Stand Pressbox Stadium fencing 8.2 Yelm High School Fastpitch Field Field fencing Pressbox 5

7 8.3 Yelm High School Baseball Field Field fencing Pressbox 8.4 Yelm High School Tennis Courts Court fencing 8.5 Yelm High School Athletics Complex Sponsorship Wall Business/Organization Name and sponsorship level on wall 8.6 Miscellaneous Advertising Options Advertiser may propose other advertising opportunities that are not listed above. Yelm Community Schools will consider any proposal that is within the scope of the advertising standards. Fees for such unsolicited offers will be negotiated based on proposed content. 9.0 Information Meetings 9.1 The Yelm Community Schools desires feedback on potential sponsorship opportunities: Value of exclusivity (single sponsor or multiple sponsors) Length of sponsorship Display locations Use of sponsorship Name(s) during events 9.2 Interested organizations should contact Toni Bernethy (or list other names) 6

8 10.0 Appendix A Map of stadium and surrounding facilities Locations of potential advertising displays Location of potential sponsorship wall Designs of scoreboard 7