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HomeMy WebLinkAboutAddendum_No._11 ADDENDUM # 1 DATE: Wednesday, July 31, 2019 TO: ALL PLANHOLDERS FROM: Purchasing Agent BID NO.: RFP 19-07-02 Re-Branding Services SUBJECT: Addendum No. 1 BID SUBMITTAL DEADLINE: Tuesday, August 13, 2019 at 2:30 PM Please attach this addendum to the documents in your possession and include the Acknowledgement of Addenda form with your response incorporated with the Request for Qualifications. Revisions: (Note: Deletions will be indicated by strikethrough, additions will be indicated with bold font): Q1. Is there a marketing agency/team currently working with the City of Sunny Isles Beach campaigns? A1. The City is not currently working with any agencies for our marketing campaigns. However, unrelated to the goals of this RFP, a partner organization of the City, the Sunny Isles Beach Tourism and Marketing Council, is currently working with Spotlight Marketing and PR for their ongoing campaigns. Q2. Does the City of Sunny Isles Beach currently have a budget that you all are wanting to work within on this campaign? A2. The budget to work within is $100,000 for this entire project. Q3. I received the invitation for RFP 19-07-02 Re-Branding Services. I’m not certain if the service request for this RFP falls und the category of services we are now providing to the City. We are currently under the contract for the printing and or mailing services for the City’s Monthly Newsletter, Quarterly Magazine and Yearly Calendar. I’ve reviewed this request and did not recognize any part of the request that includes these services. A3. No, this RFP is only for the research and design of a new logo and applicable collateral and does not include the printing and/or mailing of any materials. Q4. How important is locality to the agency being selected? A4. No points are awarded for locality. It is important and would aid the firm if they are local, but it is not imperative. Q5. Can you share a target budget for the full project including research? A5. The target budget for all elements in both phases of the project is not to exceed $100,000. Q6. What are the goals for the area over the next 5-10 years? What are we driving toward? Increased tourism? Increased residency? Increased business investment? 2 A6. The City’s focus over the next 5-10 years will be on improving the quality of life for its residents, many capital improvement projects currently in progress will allow the City to achieve this. Q7. Best in class competitors? Cities they aspire to be like? A7. It is difficult to find a city that is as small as Sunny Isles Beach, with such a large diversity, and with as many offerings for its residents as Sunny Isles Beach. However, local competitors for our target market would include Coral Gables and Key Biscayne. Q8. They mention showcasing that they want to be known as a inclusive and diverse community. Are there current perceptions that are fighting that? A8. Yes, there are current misconceptions within the City and from outside media where the City is oftentimes referred to as “Little Moscow”. Although there is a significant Eastern European population in Sunny Isles Beach, the City is very diverse with significant portion of residents from South America, as well as a segment from the northeast and Canada. Q9. Once the brand identity is approved, will we hand off assets and guidelines? Or would our team need to see all collateral through to mechanical production? How will this work in terms of municipal signage, for example. A9. Yes, the assets and guidelines would be handed off to the City for future use and development of additional collateral. This RFP does not include the mechanical production of future city assets such as municipal signage. Q10. Are there existing specs for all of these collateral pieces? Are there current production partners in place who execute everything? A10. Yes, but this RFP will only focus on templates for various assets such as business cards, brochures, flyers, letterhead, stationary, and email blasts. Once the bid is awarded, the City will provide additional specifications for the requested collateral. Yes, there are contracted vendors with the City who would work with the materials created by the awarded firm to develop further publications and digital collateral as well as the printing of all materials. Q11. Are the subbrand logos (i.e., SIBshuttle, SIBTV, etc.) in scope? Will we have access to all of these assets prior to kickoff? A11. Yes, some logos will remain or evolve based on the proposer’s plan while others may be removed entirely. The awarded firm will have access to all logos after the Notice to Proceed and kickoff meeting. Q12. What of your current positioning and visual identity should remain? Are we evolving or revolutionizing? A12. The City of Sunny Isles Beach seal will remain and will need to be worked into the new brand. The tagline “The City of Sun and Sea” which accompanies the City seal will remain as part of the seal, but does not need to be the focus of the City’s new brand. The City was 3 previously positioned as a tourist destination, but has now evolved into a residential community. Q13. On page 23, section 8, there are PR deliverables listed (Crisis Management/Strategic Partnerships), should we be bringing a PR partner into the RFP process? As a strategic branding agency, we would not offer these services in house, however we can provide a recommendation should you like it included. A13. Development of strategic PR and crisis management was included as way to best gauge the firms’ strategic thinking, but it is not a requirement. Q14. Who are the decision makers who will award the contract? What are their titles/backgrounds? Business affiliations? A14. Ultimately the City Commission makes the final decision based on a recommendation by the City Manager with input from the Assistant City Manager, the Cultural and Community Services Director, the Media Manager, the PR & Media Specialist and the Purchasing Agent. All are City employees. Q15. Who are the member of the Public Arts Advisory Committee? A15. The Sunny Isles Beach Public Arts Advisory Committee’s (PAAC) mission is to advise the City Commission on matters of public art. The five members of the PAAC advise the commission and make recommendations with respect to; overall public art policy, methodology and selection of artwork (through acquisition or commission) to be placed on City-owned property, public arts projects and programs (temporary or permanent) and the most advantageous location, other artistic-related tasks determined by the City Commission or City Manager. Q16. Does any part of the funding for the rebranding project come from the Florida bed-tax? A16. No. Q17. Has a not-to-exceed budget been established? If so, what is that? A17. The target budget for all elements in both phases of the project is not to exceed $100,000. Q18. The contract term is for two years, with extensions up to four years? How was this term determined? A18. The initial two-year term is for phase one and phase two of the project, approximately a year to complete each phase which would allow extra time to develop each phase to its fullest. The extensions are built in as optional, based on the City’s decision and desire to carry out future developments of brand implementation and marketing. Q19. RFP says that progress payments will be determined by "hours of completed work." Why was "hours of completed work" chosen as a vehicle to satisfy the contract rather than project steps completed or deliverables accepted? 4 A. 2.6 PRICE “Progress payments will be made on the basis of hours of work completed during the course of the engagement and expenses incurred in accordance with the firm’s price proposal.” Progress payments will be determined by project steps completed. Q20. Should the Affidavits and Financial Background documents be bound into the proposal or sent separately? A20. The financial documents should be submitted as a separate document from the rest of the proposal, however all within a sealed proposal. Q21. Will all forms need blue ink signatures? Or just the required Proposal Submittal Form? A21. Yes, all original forms must be signed in blue ink. Questions we received during the Pre-Bid conference and was noted that they would be addressed in the addendum. Q22. Complete List of Stakeholders A22. Sunny Isles Beach Residents and guests, City Employees, City Commission, City Committees, Sunny Isles Beach businesses, property owners, contractors, and developers. Q23. Current City Logos and their future A23. Some City logos will remain or evolve based on the proposer’s plan while others may be removed entirely. Q24. As a small business it does not make sound financial sense to have our financials audited, so we wanted to know if there is an alternative to submitting audited financial statements? A24. A copy of the most recent business income tax return will be accepted if certified financial statements are unavailable. Q25. If no vehicles are used in connection with the services we are providing, are we still required to carry the Automobile Liability Insurance limits outlined in 2.9 Insurance. A25. If no vehicles are used in connection with the service being provided to the City, Automobile Liability Insurance limits is not required. Q26. I’ve seen it across several RFPs, where Professional Liability or General liability are mentioned, but we’ve never purchased this type of insurance. Is it mandatory to carry it in order to be considered for the bids? A26. Yes, the professional and general liability insurance stated in the RFP is a requirement. Q27. Would individual statements be acceptable for 2017 and 2018, or do you require that they prepare compiled statements? A. Individual statements will suffice. 5 Q28. As a small business, what is the lowest level of financial statements that would be acceptable? A. At a minimum, a balance sheet and income statement. Q29. Do you require my entire 1040 or just my schedule C from my 1040 filings? A. It would be best to have the schedule C and form 1040 so we may tie/confirm schedule C numbers to the form 1040 that was filed. Q30. Are audited financial statements mandatory, or are these upon request after a selection has been made? Based on the way it is worded, it seems as if this is only required at the city’s discretion. I would need to hire another firm to complete these outside of my CPA and due to the accelerated timeline, it may not be able to be complete before the submittal deadline. Also, these are quite costly for small businesses. A. A copy of the most recent business income tax return will be accepted if certified financial statements are unavailable. Q31. Regarding the annual report . . . do you need the annual report related to the audited financial statement, or the annual report that we submit to the State of Florida? A. Annual report that is submitted to the State of Florida.