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HomeMy WebLinkAboutAddendumPublic Relations for Tourism and Trade Industry Services Request for Proposal No. 17-10-01 Addendum # 1  For the financials requested in Section 5 of the RFP, can bidders submit a separate, closed envelope (as the nature of the details are confidential)? If yes, can you confirm that the information will remain confidential and will be destroyed after the RFP process – meaning that it will not be included when the submissions go public? Per Florida Statutes Section 119.071(1)(c) exempts from public disclosure “any financial statement that an agency requires a prospective bidder to submit in order to prequalify for bidding or for responding to a proposal for a road or any other public works project…”. As such, for this RFP, firm’s financial statements will not be exempt from public disclosure.  How many guest will participate in the familiarization visits? Plan for 5 guest per visit  Whether companies from Outside USA can apply for this? (like, from India or Canada) Vendor must explain in their response how they will provide on-site visits.  Whether we need to come over there for meetings? Yes  Can we perform the tasks (related to RFP) outside USA?(like, from India or Canada) Yes  Can we submit the proposals via email? No, any proposals received via email/fax will be disqualified.  In addition to attracting visitors, the RFP references establishing businesses and attracting new residents. Is business recruitment and relocation a part of the expected deliverables? How does the City and SIBTMC measure this deliverable? No, not an expected deliverable. It is mentioned as descriptive of the essence of SIB.  The RFP references providing reporting and general support to both the City and SIBTMC. Who is the direct contact/manager of the contract – City or SIBTMC? SIBTMC  Is there a PIO for the City, or is this a dual-role/expectation of the PR Agency? It’s a bit unclear, due to the multiple references to the City in the RFP. The City employs a PIO.  Will there be any budget for the proposed radio promotion(s) to support Jazz Fest? The RFP references both a trade and radio crew on-site expenses – are these two separate items? Or, is the trade to be used for the on-site talent/crew? Yes, They are 2 separate items.  Re reporting, is the Agency able to recommend a different formula for measuring success, rather than advertising equivalency? This is antiquated and not a true reflection of success. Yes. Describe this clearly in your bid submittal. It will be taken into consideration as part of # 3 in Section 4.2  In addition to a retainer line-item, what other resources are allocated to PR – agency travel expenses, media/writer travel expenses, promotion travel stipends, social influencer fees, etc.? Additional budget will be allocated each contract year at the annual planning meeting between SIBTMC, City and Agency through an approved workplan.  Under section R of the general monthly services – are we correct in assuming section R only refers to journalists? It states two individual fams – is that from each market (US, Canada, Latam and Europe) or two total? Will there be a budget allocated for air transportation? Correct, R only refers to journalists, two in total, airfare is covered by SIBTMC.  Under section S of the general monthly services – the three fam visits for the trade industry – how many participants per group? Will there be budget allocated for all expenses included airfare from each market if not covered by industry partners? No more than 5 per group. Yes, all expenses covered. Proposed visits must be approved by SIBTMC.  What are some of the significant projects completed that will be a focus for the city as part of this program? Cultural Arts Program in Public Spaces, concert series at new venue at Gateway Park  What projects in development do you anticipate to have a positive impact on tourism visitation? Beach renourishment, new hotel property opening, free wifi on the entire length of the beach, new upscale banquet/meeting facilities for large groups  What is the distribution of focus between MICE, Business and Leisure segments for the SIBTMC? 35% MICE, 25% Business, 40% Leisure  What is the current make up of your Tourism Marketing Council? Can you list the companies that are members? All hotel partners within Sunny Isles Beach and Turnberry Isle in Aventura, Aventura Mall, Macy’s, The Village at Gulfstream Park, Epicure, Bloomingdale’s, Key Transportation, Miami Nice Tours, Miami Dade Gay & Lesbian Chamber of Commerce, Aventura Marketing Council. Members are listed on the website, sunnyislesbeachmiami.com  For the three FAM visits by members of the travel trade, how may attendees/travel agents would SIBTMC be able to host per trip? No more than 5 per visit.  Can you share the number of sales missions that will need to be executed, how many appointments/trainings per mission and what key markets you typically visit? 4 visits of no less than 10 appointments per mission. Priority markets are Chicago, West Coast of USA, and Texas.  Can you share the number of media visits/media missions will need to be executed per year and what key markets you typically visit? 4 visits of no less than 6 appointments each. Priority markets are Chicago, West Coast of USA, and Texas.  How are you currently handling social media? What about influencers? Is it organized internally with the same team? Social media is managed in house.  How will the team managing this contract be structured? Ibis Romero, Executive Director of the SIBTMC is the main point of contact and manager of this contract.  During the past five years, what have been your most effective marketing and/or campaign efforts? Why? MICE Marketing brochure. IPW Media Representative. Radio promotions for Jazz Fest.  Who (or what segments) do you want to visit the City of Sunny Isles Beach, but have not been able to attract, yet? Middle East, China  Aside from Jazz Fest, how many signature events do you anticipate putting PR hours behind? Which ones are they? First year, just Jazz Fest, additional events would be proposed and approved through the work plan at the annual planning meeting.  Radio stations often require a media buy in order to implement a live remote for a special event. Would the City of Sunny Isles be open to placing a media buy to confirm a live remote, in addition to hosting the crew in destination? That can be proposed and decided at the annual planning meeting. ATTACHMENT A – PRICE PROPOSAL - REVISED Provide a detailed cost statement for providing the services indicated in Section 3.0 Scope of Services. Itemize fees, expenses and any optional costs separately. You may provide additional documents as needed but include the total all-inclusive cost statement in Table 1. All estimated out-of-pocket expenses should be presented in Table 1 and 2. All expense reimbursements will be charged against the total all- inclusive maximum price submitted by the firm. Table 1 – All Inclusive Cost (Initial 2 Year Contract Term) Item Description Year 1 Year 2 1. All Inclusive Cost for Scope of Services A-Q Requested in Section 3.4 $ $ Reimbursements, such as travel and accommodations $ $ As-needed Basis, per section 3.4: REFER TO SECTION 3.4 GENERAL SCOPE OF SERVICES Year 1 Year 2 R. $ $ S. $ $ T. $ $ Table 2 – Options to Renew for three (3) Additional Year(s) The initial contract prices resultant from this solicitation shall prevail for a two (2) year period from the contract’s initial effective date. Prior to, or upon completion of that initial term, at the City’s sole discretion, the City shall have three (3) options to renew the contract on a year-by-year basis. Item Description Year 3 Year 4 Year 5 1. All Inclusive Cost for Scope of Services A-Q Requested in Section 3.4 $ $ $ Reimbursements, such as travel and accommodations $ $ $ As-needed Basis, per section 3.4: REFER TO SECTION 3.4 GENERAL SCOPE OF SERVICES Year 3 Year 4 Year 5 R. $ $ $ S. $ $ $ T. $ $ $