Request for Proposals for Vehicle Manufacturer Sponsorship

REQUEST FOR PROPOSAL
RFP No. 26-03
For
Vehicle Manufacturer Sponsorship
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Issue date: March 5, 2026
I. STATEMENT OF PURPOSE:
The City of Moab (the "City") is home to world-famous four-wheeling, off-roading,
mountain biking, hiking, and whitewater rafting expeditions due to its breathtaking
red rock canyon terrain.
The City is seeking proposals from road-legal 4WD vehicle manufacturers for
sponsorship of certain City events, improvements, and initiatives.
II. INSTRUCTIONS FOR SUBMITTING A PROPOSAL:
A. General Requirements:
1. Proposals must be received by no later than 2:00 p.m. on April 7, 2026,
local time in Moab, Utah. Proposals shall be submitted in electronic format
through the Utah Public Procurement website.
2. Electronic proposals should be submitted through
https://utah.bonfirehub.com.
3. Inquiries to the City requesting clarification regarding any aspect of this
RFP must be made via e-mail and must be received prior to the end of the
business day on Friday, April 3, 2026.
Michael Black, City Manager
mblack@moabcity.gov
4. Any questions regarding this RFP will be handled as promptly and as
directly as possible. Questions should be directed to:
https://utah.bonfirehub.com. If any question results in a change or addition
to the RFP, the changes or additions will be posted on the Utah Public
Procurement website and available to all respondents as quickly as
possible by addendum.
5. Respondents will designate a contact person, with appropriate contact
information, to address any questions concerning a proposal. Respondents
will also state the name and title of individuals who will make final
decisions regarding contractual commitments and have the legal authority
to execute a contract on the Respondent's behalf.
B. General Notifications:
1. The City hereby notifies all possible respondents that no person will be
excluded from participation in, denied any benefits of, or otherwise
discriminated against in connection with the award and performance of any
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contract on the basis of race, religious creed, color, national origin, ancestry,
physical disability, sex, age, ethnicity, or on any other basis prohibited by
law.
2. The City reserves the right to modify the Proposal and final selection of
work product requirements as needed. Respondents will be accorded fair
and equal treatment with respect to any opportunity for discussion and
revisions of proposals, and revisions may be permitted after submissions
and before award for the purpose of obtaining best and final offers. In
conducting discussions, there will be no disclosure of any information
derived from proposals submitted by competing Respondents. However, as
the City is a governmental entity and subject to the Government Records
Access and Management Act, Utah Code Ann. 63G-2-101 et. seq., all
proposals are subject to public disclosure unless protected as provided
therein.
3. All proposals submitted will be at the Respondent's sole risk and expense.
The City will not pay any costs incurred in submitting a proposal or making
necessary presentations of the Respondent's product or services;
Respondent will be solely responsible for such expenses.
4. Proposals will be reviewed by the City elected officials and staff members.
Proposals will not be opened publicly. The City reserves the right to:
i. Disqualify any respondent whose conduct and/or Proposal fails to
conform to the requirements of this RFP;
ii. Seek clarifications or validations of proposals;
iii. Reject any or all proposals received in response to this RFP;
iv. Make an award under this RFP in whole or in part;
v. Negotiate with the selected Respondent within the scope of this
RFP, in the best interest of the City.
C. RFP Schedule:
Issue RFP March 5, 2026
Last Day for Respondents to Submit Questions April 3, 2026
RFP Responses Due April 7, 2026
Shortlist Interviews (if required) April 20-24, 2026
Decision Made and Notifications Delivered April 28, 2026
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III. SCOPE OF WORK/EVALUATION FACTORS:
A. Background
The City is a mecca for outdoor recreation, but best known for its four-wheeling,
and off-roading events and trails. In 1967, the Moab Chamber of Commerce hosted
the first "Easter Jeep Safari," an event for four-wheeling enthusiasts to explore the
trails of Moab with their off-roading vehicles of all makes and models. Today, that
event has grown into a nine-day extravaganza, attended by thousands of visitors
and regional locals alike. With the growth of Moab's four-wheeling tourism and
other nationally renowned outdoor recreation, so too has Moab's needs for public
improvements, affordable housing, environmental protection, equipment, and
infrastructure.
B. Purpose of RFP
The City seeks sponsorship proposals from vehicle manufacturers who value the
national treasures of Moab and desire to financially contribute to the City's future.
The selected vehicle manufacturer will participate in a two-year pilot program,
providing funding assistance or in-kind contributions to support City needs,
services, and initiatives in exchange for naming and sponsorship rights. Possible
naming and sponsorship opportunities include the selected vehicle manufacturer
obtaining rights to sponsor City events, naming rights for certain City facilities, and
potentially the right to be the "Official 4WD of Moab," subject to applicable laws
and regulations.
C. Benefits of Sponsorship
The successful respondent will become the City's official "Sponsor" for a period
of two (2) years. Subject to all applicable legal requirements and limitations, the
City's Sponsor will have the right to use the City's name and logo in the Sponsor's
promotional materials, advertisements, and other marketing domains. Further, the
City's Sponsor will be provided other publicity opportunities with participation in
promotional events, outdoor recreation and preservation campaigns, and other
media engagements.
The foregoing rights can position the City's Sponsor as a leader in four-wheeling
technologies, can expose the Sponsor's brand to a cross-section of demographic,
geographic, and lifestyle market segments, can assist in building engaging
community relationships and positive associations through events, experiences, and
traditions. The Moab name and logo may also potentially drive sales for a new or
existing business, increase corporate community engagement, and influence
consumer perceptions.
D. City Initiatives
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Funds from the City's Sponsor will assist with the following initiatives, which are
listed in no particular order:
* Equipment/Vehicles
* Public Improvements
* Public Infrastructure (e.g., stormwater improvements)
* Affordable and Workforce Housing
* Environmental Preservation
* Trail Maintenance
* City Events
* Dark Sky Preservation
* Promotion of Moab Businesses
E. Evaluation Factors and Proposal Selection
The City will evaluate proposals based on the following weighted factors:
* Financial benefit to the City 20
* Respondent's ability to support City initiatives 30
* The nature of the Respondent's media presence and brand
within the road legal 4WD community and the City 30
* Effectiveness of Respondent's proposed use of the City's name
and logo in its materials 10
* Value of other non-monetary contributions offered
by Respondent 10
The City reserves the right to use a multiple-stage process to select a final proposal
and may, in its sole discretion, invite respondents for an interview. The City
reserves the right to request a best and final offer.
IV. PROPOSAL INSTRUCTIONS:
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Subject to the successful negotiation of a contract between the City and the chosen
Respondent, the contract will be awarded to the Respondent submitting a proposal that
best fits the needs of the City and its residents. Failure to complete required portions of
the Proposal is sufficient to cause the City to deem the Respondent's Proposal non-
responsive and disqualified from consideration.
The respondent must submit the following sections:
A. Proposal Form - included as Appendix A in this document.
B. Description - A detailed description of the vehicle manufacture's experience with
road legal 4WD, presence and brand recognition within the four-wheeler
community, and any connections, if any, with the City and surrounding community.
C. Plans for Sponsorship Materials
A detailed description of the plans and proposals for the use of the City's
name and logo.
Methodology and design for promotional materials or advertisements
where the City's name and logo will appear.
D. Proposed Staffing - Key personnel will be an important factor considered by the
City. Changes in key personnel may be cause for rejection of the Proposal. Include
potential third-party associate(s) that are frequently used to accomplish projects.
In addition to Respondent staff duties, provide a description of tasks you
will require from City staff.
E. Proposal Extras - Respondents are encouraged to provide additional innovative
and/or creative approaches for use of the Sponsor's rights as set forth herein as well
as encouraged to provide marketing synergies for the City's name and logo. In
addition, the City will consider proposals that offer alternative services.
F. Proposal Exceptions - Respondents will include any exceptions or requested
changes that Respondent has to the RFP conditions or requirements. If there are no
exceptions noted, it is assumed that the Respondent understands and agrees to the
performance obligations set forth herein this RFP.
V. DISCLAIMERS
A. Failure to Read - Failure to read this RFP will be at a Respondent's own risk.
B. Cost of Developing Qualifications/Proposals - All costs related to the preparation
of the qualifications/proposals and any related activities are the sole responsibility
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of the contractor. The City assumes no liability for any costs incurred by
Respondents throughout the entire selection process, including prior to selection
and issuance of a contract.
C. Discussions with Contractors - The City reserves the right to enter discussions
with the contractor(s) determined to be reasonably susceptible of being selected for
award, or to enter exclusive discussions with a contractor whose proposal is deemed
most advantageous, whichever is in the City's best interest, for the purpose of
negotiation. If exclusive negotiations are conducted and an agreement is not
reached, the City reserves the right to enter negotiations with the next highest
ranked contractor without the need to repeat the formal solicitation process.
D. Equal Opportunity - The City will make every effort to ensure that all
Respondents are treated fairly and equally throughout the entire advertisement,
review, and selection process. The procedures established herein are designed to
give all parties reasonable access to the same basic information.
E. Proposal Ownership - All proposals, including attachments, supplementary
materials, addenda, etc., will become the property of the City and will not be
returned to each contractor.
F. Final Authorization - The City intends to eventually contract with the Respondent
whose proposal is deemed most advantageous in experience, qualifications, benefit
to the City, and other factors considered in accordance with the weighted decision
matrix described above. The City does not necessarily intend to award a contract
solely based on any response made to this request or otherwise pay for any
information solicited or obtained during the RFP process.
G. Rejection of Proposals - The City reserves the right to reject any or all proposals
received and disqualify incomplete or late proposals. Proposals lacking required
information will not be considered. Furthermore, the City reserves the right to
waive any informality or technicality in proposals received when in the best interest
of the City. The City will not select any person, firm, or corporation that is in arrears
to the City for any obligation. The City may require Respondents to submit
satisfactory evidence that they have the necessary financial resources to perform
and complete the work outlined in this RFP.
H. Proposal Term - Proposals will be good for one hundred and twenty (120) days
from the closing date of this RFP.
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I. Reservation of Rights - The City reserves the right to cancel or modify the terms
of this RFP and/or the project at any time and for any reason preceding the contract
award and reserve the right to accept or reject any or all proposals submitted
pursuant to this request for proposals. The City will provide each contractor with
written notice of any cancellation and/or modification.
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Appendix A
Proposal Form
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CITY OF MOAB - PROPOSAL FORM
In accordance with your Request for Proposal, the undersigned hereby proposes to perform as
outlined within this Proposal. Furthermore, the undersigned agrees, upon written notice of
acceptance of its Proposal, to execute a contract according to its Proposal as accepted.
It is understood that this Proposal constitutes a firm offer which cannot be withdrawn for sixty (60)
days after the date set for opening of proposals unless the City accepts a proposal by another party
on the same RFP prior to the expiration of such sixty (60) day period.
Prior to the contract award, the City reserves the right to conduct discussions and negotiations and
seek clarifications for any information submitted in a respondent's Proposal.
The undersigned hereby certifies that it has examined and is familiar with the RFP packet covering
this Proposal, has visited with City management, informed itself fully as to all the conditions and
circumstances that might affect the Proposal, has taken all of such into consideration in preparing
this Proposal, and understands that the City will not be responsible for any errors or omissions on
the undersigned's part in preparing this Proposal.
If subcontractors are used, provide the full names RESPONDENT
of all subcontractors below:
SIGNED
SUBCONTRACTORS NAME
____________________________________ TITLE
____________________________________ ADDRESS
____________________________________ TELEPHONE ________________________
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