Westfield 2027 Citywide Sponsorship Sales, Management & Strategic Partnership Services RFP - Vendor Questions and Responses

Agency:	City of Westfield
State:	Indiana
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Sep 1, 2026
Due Date:	Sep 8, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Description

Westfield 2027 Citywide Sponsorship Sales, Management & Strategic Partnership Services RFP

View the 2027 Westfield Citywide Sponsorship Sales, Management & Strategic Partnership Services RFP

2027 Citywide Sponsorship RFP – Vendor Questions and Responses

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CITY OF WESTFIELD | SPONSORSHIP RFP

REQUEST FOR PROPOSALS / Response to Vendor Questions

Citywide Sponsorship Sales,

Management & Strategic Partnership Services

City of Westfield, Indiana

Issue Date: September 2, 2026

Procurement Contact: Jenell Fairman jfairman@westfield.in.gov

Citywide Sponsorship Sales, Management & Strategic Partnership Services | 1

RFP Section / Page Reference -

Associated with Question Below

CITY OF WESTFIELD | SPONSORSHIP RFP

Section 3.5, Transition (p. 3) and Section 7, Item 7, 90-Day Transition Plan

(p. 6)

Question

The RFP calls for the initial five-year business plan to be presented within

the 90-day transition period. Would the City support direct conversations

with current sponsors, lapsed sponsors, department directors, and

Governance Committee members during the first 30 to 45 days, with the

plan built from what those conversations surface rather than presented at

the outset?

Answer

Yes, the City will support direct conversations as requested and will

facilitate meeting invitations.

RFP Section / Page Reference - Section 3.2, Sponsor Management (pp. 2 to 3) and Section 6,

Associated with Question Below Compensation (p. 5)

Question

Section 3.2 assigns post-event follow-up and sponsor feedback to the

selected firm, and Section 6 contemplates an incentive tied in part to

sponsor retention and sponsor satisfaction. What sponsor-side

information exists today: renewal history, satisfaction feedback, and

documented reasons sponsors have declined or not renewed? Can that

be made available to the selected firm, and would the City support a

formal sponsor listening effort in year one?

Answer

Limited information is available. City supports a formal listening event in

year one.

RFP Section / Page Reference - Section 1, Executive Summary (p. 2), Section 7, Item 6, Strategic

Associated with Question Below Sponsorship Assessment (p. 6), and Appendix A, Sponsorship Guide

Question

Section 1 directs proposers to use the Guide as a starting point and

identify practical ways to improve the program. The Guide’s deliverables

are built largely around logo placement, signage, and social media

mentions. If listening indicates sponsors are buying access, audience

relationship, and community outcomes rather than impressions, is the

City open to a recommendation that repositions packages around partner

value, even where that changes the existing tier structure?

Answer

Yes, the City is open to repositioning the packages around partner value.

Citywide Sponsorship Sales, Management & Strategic Partnership Services | 2

RFP Section / Page Reference -

Associated with Question Below

CITY OF WESTFIELD | SPONSORSHIP RFP

Section 9, Pricing Authority (p. 6), Section 3.3, Strategy and Program

Growth (p. 3), and Appendix A, 2027 to 2028 Sponsorship Investment

Guide

Question

Section 9 sets a negotiating range of approximately plus or minus 10

percent of approved pricing, and Section 3.3 calls for an annual inventory

and pricing review. The 2027 and 2028 rates are already published. If our

assessment indicates that a specific event’s escalation runs ahead of

what the market will support, or that a different asset is materially

underpriced, what is the process and timing for amending the Guide, and

how does the City want a firm to raise that?

Answer

The Guide is produced in-house by City staff and can be easily amended.

Our preference is to make as many recommended 2027 changes as

possible within the 90-day transition period and suggest that 2028 rates

are available upon request. If returning vendors want to continue their

current sponsorship level using the currently published 2027 rates, we

recommend honoring reasonable requests.

RFP Section / Page Reference - Section 5, Governance and Performance (p. 4)

Associated with Question Below

Question

The Sponsorship Governance Committee provides strategic oversight and

considers material program changes, with firm participation in quarterly

business reviews and the annual strategy workshop. If the transition

period surfaces structural recommendations, is the Committee prepared

to consider them between quarterly reviews, and would the Sponsorship

Administrator be the path to bring them forward?

Answer

Yes, more frequent reviews can be accommodated. Yes, the Sponsorship

Administrator will be the primary point of contact. The Marketing

Specialist, identified as the Sponsorship Administrator, is a new City

position planned in 2027. Prior to hiring, the primary point of contact will

be the Executive Chief of Economic and Community Development.

Citywide Sponsorship Sales, Management & Strategic Partnership Services | 3

This page summarizes the opportunity, including an overview and a preview of the attached documents.

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Westfield 2027 Citywide Sponsorship Sales, Management & Strategic Partnership Services RFP - Vendor Questions and Responses

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