RFP 26-068 Consultant - Family Arena Naming Rights

LEGAL NOTICE
REQUEST FOR PROPOSAL 26-068
For
CONSULTANT - FAMILY ARENA NAMING RIGHTS
For
ST. CHARLES COUNTY
GOVERNMENT ST. CHARLES,
MISSOURI
St. Charles County is seeking proposals from qualified firms to provide FAMILY
ARENA NAMING RIGHTS. The County reserves the right to terminate the RFP
process for any reason at any time and post notification of such decision on the
same website where this RFP is posted. Check the County's website frequently
for updates and any notifications that may be issued pertaining to this RFP.

ARTICLE 1 - INTRODUCTION AND PROPOSAL SUBMITTAL TERMS
Project Overview
St. Charles County is seeking a qualified marketing or sponsorship agency to secure a
long-term naming rights partner for the St. Charles Family Arena, a publicly owned,
multi-purpose venue located in St. Charles, MO. The arena is a premier entertainment
destination in the St. Louis metropolitan area, hosting a variety of events, including
concerts, family shows, and sporting events. The county is seeking a strategic and
financially beneficial partnership that will enhance the arena's profile and provide
significant brand exposure for the selected naming rights partner.
Proposal Instructions
TheelectronicversionofthisRFPisavailableuponrequest.Thedocumentwascreated
in Microsoft Word for Windows. The Purchasing Office does not guarantee the
completeness and accuracy of any information provided on the electronic version.
Therefore,OfferorsarecautionedthatthehardcopyofthisRFPonfileinthePurchasing
Office governs in the event of a discrepancy between the information contained in or on
the electronic version and that which is on the hard copy.
One [1] signed original and one [1] signed identical copy of the proposal, along with an
identical electronic copy provided on a USB storage device must be received in a sealed
envelope plainly marked "RFP 26-068 CONSULTANT - FAMILY ARENA NAMING
RIGHTS" with the due date and time of the proposal in the lower left corner of the
envelope.
An authorized representative of the company/person submitting the proposal must sign
the proposal, in blue ink. All prices and notations must be in blue ink or typewritten on
the attached form. Mistakes must be crossed out, corrections typed adjacent and must
be initialed in blue ink by the person signing the proposals.
Proposals must be submitted to the St. Charles County Finance Department, 201
North Second Street Room 541 St. Charles MO 63301 prior to 5/5/2026 at 2:00 pm.
Time is of the essence for responding to the RFP within the submission deadlines. All
proposals will be considered final. No additions, deletions, corrections, or adjustments
will be accepted after the time of proposal opening.
The Offeror must possess the necessary and appropriate business and/or professional
licenses in their field.
The Offeror is required to clearly identify any deviations from the specifications in their
proposal.
Sealed proposals received after the designated time of the receipt of the sealed
proposals will be considered as "Void" and will not be opened.
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The County reserves the right, in its sole discretion, to reject any and all proposals, or
parts of any proposal, for any reason whatsoever and waive technicalities.
The County will only accept proposals that are responsive to the RFP and are prepared
and submitted in compliance with the requirements set forth in this RFP.
The County will not award any proposal to an individual or business having any
outstanding amounts due from a prior contract or business relationship with the County
or who owes any amount(s) for delinquent Federal, State or Local taxes, fees and
licenses.
ThesuccessfulOfferorisspecifically denied therightofusing inanyformormedium the
names of St. Charles County or any other public agency of St. Charles County
Government for public advertising unless express written permission is granted.
Award will be made to the responsive Offeror with the highest score upon evaluation of
all criteria as set forth in this RFP.
Proposal Inquiries
All questions or clarifications concerning this RFP must be submitted in writing via E-
mail to:
Kurt Mandernach,
Purchasing Manager
St. Charles County Government
Finance Department
201 North Second Street
St. Charles, Missouri 63301
kmandernachsccmo.org
The RFP number and title shall be referenced on all correspondence.
All questions must be received no later than 2:00 PM on 4/17/26. Any question received
after this deadline may not be answered.
Responses to questions/clarifications will be placed on the County's website at
http://www.sccmo.org/Bids.aspx . Check this website frequently for updates and any
addendum that may be issued.
Prohibited Communication
Contact with any representative, other than through the procedure outlined in the
section titled "Proposal Inquiries", concerning this request is prohibited PRIOR
TO PROPOSAL OPENING. Representative shall include, but not be limited to, all
elected and appointed officials, and employees of St. Charles County and their
Agents within St. Charles County. Any Offeror engaging in such prohibited
communications prior to Proposal Opening may be disqualified at the sole
discretion of St. Charles County.
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ARTICLE 2 - CERTIFICATIONS BY OFFEROR
The undersigned signatory certifies that he/she has read and understands all of the
terms and conditions of this RFP and of doing business with the County in response
to this RFP, that in doing so he is acting on behalf of the Offeror, and that his/her
signature placed hereon is binding on the Offeror to the full extent allowed by law.
TheOfferorshallprovideaProposaltotheCountyinresponseto,andinaccordance
with, the terms of this RFP.
The Offeror agrees to provide the services under the terms of this RFP and the
Proposal as accepted by the County.
By submitting the Proposal in response to this RFP, the Offeror and each person
signing on behalf of the Offeror, under penalty of perjury, certifies to the best of its
knowledge and belief:
TheOfferorhasestablishedthepricetermsinthisProposalindependentlywithout
collusion, consultation, communication or agreement with any other Offeror as to
any matter relating to such price terms; and
The Offeror has made no attempt, and will not in the future make any attempt, to
induce any other person, partnership or corporation to submit or not to submit a
proposal for the purpose of restricting competition.
The Offeror certifies that this proposal is in all respects fair and without collusion
or fraud, and that no elected official or other member, officer or employee or
person whose salary is payable in whole or in part by the County is directly or
indirectly interested therein, or in any portion of the profits thereof.
Company Name:
Authorized Signature of Offeror:
Date of Proposal:
Printed or Typed Name:
Mailing Address:
City: State: Zip:
Telephone: Fax:
Electronic Mail Address:
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ARTICLE 3 - SCOPE OF WORK
The selected agency will be responsible for, but not limited to, the following tasks:
Developing a comprehensive marketing and sales strategy to identify and attract
potential naming rights partners.
Creating all necessary marketing materials, including a naming rights package
outlining the benefits and value proposition of the sponsorship.
Managing the entire sales and negotiation process, including drafting a term
sheet and assisting in final contract negotiations.
Providing financial modeling and forecasting to determine the fair market value of
the naming rights.
Ensuring brand alignment between the prospective partner and the Family
Arena's community mission.
ARTICLE 4 - AGENCY QUALIFICATIONS
Agencies responding to this RFP must demonstrate the following:
A proven track record of securing naming rights deals for sports or entertainment
venues of a similar size and market (specific expertise in the St. Louis or Midwest
market and working with public entities is preferred). Submissions should include:
o The name and location of each venue,
o The value and term of each naming rights agreement,
o The role of the agency in the transaction
o References or client contacts who can confirm the proposer's performance
and outcomes.
A demonstrated understanding of the valuation, negotiation, and structuring of
complex naming rights agreements. Submissions should include:
o The name and location of each venue,
o The value and term of each naming rights agreement,
o The role of the proposer in the transaction (lead negotiator, consultant,
legal counsel, etc.),
o References or client contacts who can confirm the proposer's performance
and outcomes.
A professional team with experience in sales, marketing, and legal aspects
related to naming rights. Submissions should include:
o Information on key personnel with documented experience in:
Sponsorship sales and relationship management,
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Marketing strategy and brand integration within naming rights
deals,
Legal review and drafting of naming rights agreements, including
knowledge of municipal contracting requirements and compliance
issues.
o Resumes or biographies of team members which highlight relevant
experience and specific roles in past naming rights engagements.
ARTICLE 5 - SUBMISSION REQUIREMENTS
Interested agencies must submit a Statement of Qualifications (SOQ) that includes:
Company profile: General information about the agency, including history,
mission, and key personnel.
Relevant experience: A description of past naming rights projects, including
client references and achieved outcomes.
Proposed methodology: An overview of the agency's approach to the project,
including its sales and marketing strategy.
Statement of interest: A letter of introduction detailing why the agency is the
right partner for this project.
Fee structure and schedule: Proposed fees/rates and time schedule
ARTICLE 6 - EVALUATION AND SELECTION
Evaluation Factors and Process
The County will evaluate the information provided in accordance with the proposed
price and the criteria specified in ARTICLE 4 above. The County will assign a maximum
point for each criterion based on the table below:
Evaluation Criterion Description Maximum Points
Cost 20
A proven track record of securing 30
naming rights deals for sports or
entertainment venues of a similar size
and market (specific expertise in the St.
Louis or Midwest market and working
with public entities is preferred).
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A demonstrated understanding of the 25
valuation, negotiation, and structuring of
complex naming rights agreements.
A professional team with experience in 25
sales, marketing, and legal aspects
related to naming rights.
Total Potential Points 100
Interview Conference
After an initial screening of the submitted offer, any, or all of the respondents submitting
a response to this RFP may be required to give an oral presentation or demonstration of
their proposal. Additional technical information may be requested for clarification
purposes, but in no way to change the original written proposal submitted. The County
reserves the right, in its sole discretion, to decide to conduct interviews with any or all of
the respondents.
Consideration of Information from All Sources:
The County reserves the right to consider information and facts gained from all sources,
including but not limited to the submitted offer, presentations, demonstration, interviews,
or references, in the evaluation process.
Responsibility to Submit Information:
By submitting a bid in response to this RFP, each Offeror acknowledges, affirms and
agrees that it is the company's sole responsibility to submit information related to the
evaluation criteria and that the County is under no obligation to solicit any information if
it is not included with the company's proposal. Failure of the company to submit such
information in its bid may constitute grounds for rejection of the offer.
ARTICLE 7 - GENERAL TERMS AND CONDITIONS
The following General Terms and Conditions shall govern the relationship between the
Successful Offeror and the County absolutely and without exceptions. These General
Terms and Conditions are not subject to revisions, exceptions or negotiations and shall
be part of the negotiated Resulting Agreement as if specifically set forth therein. The
Offeror acknowledges, understands and agrees that in order for its proposal to be
accepted for consideration, the proposal shall not contain any reservation or exception
to these Terms and Conditions.
1. Agreement Components: The Resulting Agreement between the County and
thesuccessfulOfferoriscomprised ofandincludes allthefollowing documents:(a)
this RFP 26-068 issued by the County, including any addenda (collectively referred
to as "RFP"); (b) the successful Offeror's proposal in response to the RFP
(hereinafter, "Proposal"); (c) the negotiated Contract, including all Exhibits,
SchedulesandAttachments,eitherattachedtoorincorporatedintotheContractby
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reference; and (d) any changes to, amendments, modifications or supplementals
of the negotiated Contract in reverse chronological order.
A. Order of Interpretation: If there is a conflict, inconsistency or a discrepancy
among and between the terms in the various documents that are part of the
Resulting Agreement, the following order of interpretation shall apply:
(1) The terms set forth in the RFP will prevail over a conflicting or
inconsistent term between the RFP and the Proposal.
(2) The terms set forth in the negotiated Contract will prevail over a
conflicting or inconsistent term between the RFP and the negotiated
Contract.
(3) Conflicting terms within or between Exhibits, Schedule(s) and
Attachments shall be interpreted by giving priority to the term decided
by the County in its sole discretion.
(4) The successful Offeror shall request the County's order of preference
among conflicting requirements upon becoming aware of such conflict.
The County reserves the right, in its sole discretion, to clarify any
relationship in writing and such written clarification shall govern in case
of any conflict with or inconsistency in the applicable requirements
stated in the RFP and the successful Offeror's proposal.
2. Referential Inclusion: References in the Resulting Agreement to an Article or
Section shall be deemed to be inclusive of all provisions within such Article or
Section [e.g., a reference to Article 7 shall be deemed to include Section 7.A. and
a reference to Section 7.A. shall be deemed to include Subsection 7.A.(1)]. In
addition, references in the Resulting Agreement to a specific Schedule shall be
deemed to include all appendices attached to the referenced Schedule.
3. Status as Independent Contractor: The successful Offeror represents itself to be
an independent contractor offering such services to the general public and shall
not represent itself or its employees to be an employee of the County. Therefore,
the successful Offeror shall assume all legal and financial responsibility for taxes,
FICA, employee fringe benefits, workers' compensation, employee insurance,
minimum wage requirements, overtime, or other such benefits or obligations.
4. Subcontractors: Any Offeror's proposal must identify all subcontractors, if any,
and outline the contractual relationship between the Offeror and each
subcontractor. Either a copy of the executed subcontract or a letter of agreement
over the official signature of the firms involved must accompany each proposal.
County must approve the successful Offeror's subcontracting any portion of the
services to be provided under the Resulting Agreement. The successful Offeror is
responsible for the performance of any obligations that may result from this RFP
and the Resulting Agreement and shall not be relieved by the non-performance of
any subcontractor.
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5. Employment of Unauthorized Aliens Prohibited: Pursuant to Section 285.530,
RSMo., as a condition for the award of any contract or grant in excess of five
thousand dollars by St. Charles County to a business entity, the business entity
shall, by sworn affidavit and provision of documentation:
A. Enrollment in Federal Work Authorization Program: Affirm its enrollment
and participate in in a federal work authorization program (E-Verify) with
respect to the employees working in connection with the contracted services.
(1) Acceptable enrollment and participation documentation consisting of a
valid copy of the signature page of the E-Verify Memorandum of
Understanding, completed and signed by the Offeror, and the
Department of Homeland Security - Verification Division.
(2) Through its enrollment and participation in a federal work
authorization program (E-Verify) the employer business entity shall
verify the employment eligibility of every employee in the employer's
hire whose employment commences after the employer enrolls in a
federal work authorization program. The employer business entity
shall retain a copy of the dated verification report received from the
federal government. Any business entity that participates in such
program shall have an affirmative defense that such business entity
has not violated subsection 1 of this section. [RSMO 285.530 (4)]. The
online address to enroll in the E-Verify program is:
https://e-verify.uscis.gov/enroll/StartPage.aspx?JS=YES.
B. Worker Eligibility Affidavit: Affirm that it does not knowingly employ any
person who is an unauthorized alien in connection with the contracted
services. [RSMO 285.530 (2)].
C. Annual Submission Requirement: Any entity contracting with St. Charles
Countyshallonlyberequiredtoprovidethereferencedaffidavitonanannual
basis.Acopyoftheaffidavitisincludedinthisproposalrequest.Offerorsmay
choose to send the required documentation using one of the following
options:
(1) SendtheNotarizedAffidavitofWorkAuthorization(ExhibitCtothe
RFP)to:St.CharlesCounty,Attn:PurchasingManager,201NSecond
Street, Room 541, St. Charles, MO 63301 prior to responding to any
solicitations; or
(2) These documents will be kept on file. The notarized affidavit and E-
Verify MOU signature page are valid and current for one (1) year from
the date of the notarized affidavit. If the contract period extends past
one (1) year, the successful Offeror shall submit the affidavit on each
anniversary date on the affidavit. Failure to comply with this
requirement shall be grounds for termination of the Resulting
Agreement.
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6. Fingerprinting and Background Checks: As applicable to law enforcement
building locations, and prior to starting any work on this Agreement, the Successful
Offeror shall comply with all federal, state and local law applicable to fingerprinting
and background checks requirement on all personnel, including the Successful
Offeror's employees, contractors, subcontractors and other agents, who will
perform work at any of the County Law Enforcement Sites, as follows:
(1) Upon County's request, the Successful Offeror shall provide to the
County proof that the Successful Offeror is registered with the State of
Missouri Highway Patrol; or
(2) The County, at County's sole discretion, may perform its own
fingerprinting and background checks on all of Successful Offeror's
personnel, employees, contractors and subcontractors the Successful
Offeror shall assign to the performance of this Agreement, and the
County shall have the right, in its sole discretion, to refuse any
Successful Offeror personnel access to any County Site in light of the
results of the background check performed as provided in this
paragraph.
7. Law of Missouri to Govern: This RFP and the Resulting Agreement shall in all
respects be interpreted under and governed by the laws of the State of Missouri
without giving effect to conflicts of law principles. The Offeror shall comply with all
local, state, and federal laws and regulations relating to this RFP and, if applicable,
the performance of the Resulting Agreement.
8. Venue: Any legal action, suit or proceeding brought by any Offeror in any way
arisingoutoforrelatingtothisRFPand/or,asapplicable,theResultingAgreement
shall be brought solely and exclusively in the Circuit Court of St. Charles County,
Missouri or the federal district court located in St. Louis, Missouri, and each Offeror
irrevocably accepts and submits to the sole and exclusive jurisdiction of such
courts, generally and unconditionally. The Offeror shall not bring any legal action,
suit or proceeding in any other jurisdiction against the County. The Offeror
irrevocably waives and agrees not to assert by way of motion, as a defense or
otherwise, any objection that it may now or hereafter have to the venue of any of
the aforesaid actions, suits or proceedings in the courts described herein, and
further waives and agrees not to plead or claim in any such court that any such
actionorproceedingbroughtinanysuchcourthasbeenbroughtinaninconvenient
forum, that the venue of the suit, action or proceeding is improper, or that this RFP
and/or, as applicable, the Resulting Agreement or the subject matter hereof or
thereof may not be enforced in and by such court.
9. Ownership of Records: All documents, reports, exhibits, etc., produced by the
Offerors at the direction of the County and information supplied by the County shall
remain the property of County. The County shall have the right to reproduce and/or
use any products derived from the successful Offeror's work without payment of
any royalties, fees, etc.
10. Release to Public/Confidentiality: No material or reports prepared by the
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