Loading...
HomeMy WebLinkAboutRFP - 8141 MARKETING SERVICES - FORT COLLINS MUSEUM OF DISCOVERYAddendum 1 – 8141 Marketing Services – Fort Collins Museum of Discovery Page 1 of 5 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID RFP 8141: MARKETING SERVICES-FORT COLLINS MUSEUM OF DISCOVERY OPENING DATE: 3:00 PM (Our Clock) July 31, 2015 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact Ed Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 – 8141 Marketing Services – Fort Collins Museum of Discovery Page 2 of 5 EXHIBIT 1 – QUESTIONS & ANSWERS 1) In reviewing the RFP, I noticed there were no requirements or specifications in regards to who can submit a proposal and what documentation needs to be submitted. We are located in Chicago, IL and are looking to expand our business into other states and would like to submit a proposal. If you could please clarify as to what certifications, state requirements and other needed documents are to be submitted (other than the W-9 form), that would be of great help. Answer: A) There are no certifications, requirements, or other documents required in order to submit a proposal. On this particular RFP, even the W-9 form does not need to be submitted in advance as that is a City of Fort Collins requirement in order to verify if a vendor is already set up in the City’s financial system, or needs to be. For this RFP 8141, the awarded vendor will contract directly and be paid by the Fort Collins Museum of Discovery, which is a non-profit entity (not the City directly).As long as you are set up to do business within the United States, you will be fine in this regard. B) Vendors located outside the state of Colorado would be expected to attend regular meetings either via Skype or similar service. Vendors located within reasonable driving distance would be expected to attend regular team meetings in person at the Museum. 2) Page 1, New Vendors: Please confirm that requirements for submission of W-9 documentation and Direct Deposit registration are due upon award, rather than as an element of the proposal submission. Answer: Correct; see #1A above. Those apply to RFP proposal submittals regarding payments that go into the City’s financial system; which is not the case on this one. The City is hosting the RFP process for the Fort Collins Museum of Discovery. 3) Page 2, sample agreement: The standard agreement referenced in the RFP does not appear to be present in the Rocky Mountain Bids System downloads. Please post for review and/or advise where this sample may be viewed. Answer: There is no standard agreement for this one (see #1A above). The awarded vendor will contract directly with the Fort Collins Museum of Discovery. They do not currently have a standard contract template. It may end up looking very similar to the City’s standard Professional Services Agreement template; but this is not known at this time. 4) Page 3, Overview: Does the Museum have a percentage increase (above standard ticket prices) that will be required for this special exhibit? Answer: We have not firmly established the additional ticket cost for the exhibit, and would look to our consultant for any guidance here. There will most definitely be an upcharge for this exhibit. 5) Page 3, Project Details: Has a target budget for this contract been established? Answer: The total marketing budget for the project is currently estimated at $75,000. This contract will come out of that, along with all production and placement costs, so please keep that in mind when establishing your fee for service. 6) Page 4, Forecasting attendance: a. Does the Museum have defined attendance goals for this exhibit? Addendum 1 – 8141 Marketing Services – Fort Collins Museum of Discovery Page 3 of 5 b. Does the Museum have access to exhibit attendance experienced in other markets to aid in forecasting effort? Answer: A) This is a new venture for the Museum, so we are still in the process of establishing attendance goals. The consultant might be expected to provide guidance in this area. B) We do have access to other museum experiences in this area, and will use that to assist in setting the attendance goals. 7) Page 4, Financial projections: Please elaborate briefly on the nature of this deliverable and/or your reporting expectations. Answer: We would like the consultant to project ROI for their recommended plan so that we may measure the success of marketing campaigns produced. 8) Page 4, Partnership plan: Does the Museum have existing relationships for securing non-monetary promotional relationships? a. If so, who are these partners and what is the nature of their contribution? Answer: We have some partially non-monetary partnerships with Townsquare Media and the Fort Collins Coloradoan, both of whom provide in-kind advertising, but will want to expand this list for Pterosaurs. We are currently negotiating with Comcast. 9) Page 5, List of Project Personnel: The RFP requests references under the Personnel heading, as well as “Reference Evaluation (Top Ranked Firm)” (page 8). Please clarify whether your desire is to gain reference for each team member or three references from the submitting bidder. Answer: Under List of Project Personnel, we want to see a short bio for each of the principal players who are going to be working on this contract with the Museum. Under Qualifications and Experience, that’s where we want to know how long you have been in business, what other projects you have done similar to this one; and what work samples you can show us and what three references you can give us to contact to verify. The references to the projects will be followed up on by the Project Manager (Ms. Jones) in the event your firm is the top-rated proposal the Museum is looking to contract with; the references for the project personnel are informational only and will not be contacted. 10) I was not able to find any reference to budget information for the project. Has the Museum of Discovery identified a budget range or maximum budget for the work to be performed? Answer: See #5 above. 11) Under Part D of the scope of services (additional opportunities), there is a request for a la carte pricing for the services identified. Are you looking for our general pricing for those types of services should you need help with them in the future or estimates for costs that would be associated with implementing the marketing strategy for Pterosaurs? For example, it is difficult to estimate media buys before a project begins, so I assume you are looking for pricing associated with what we would charge for graphic design, media buying, etc. in general rather than a budget for actual media buys. However, I wanted to make sure you do not want us to forecast the fees associated with Addendum 1 – 8141 Marketing Services – Fort Collins Museum of Discovery Page 4 of 5 implementation of the marketing activities and promotions for the exhibit. I hope that questions makes sense. If not, let me know. Answer: These are additional services the Museum currently considers outside the scope of this RFP and the resulting contract that will be awarded to the successful vendor for it. (In other words, currently we are planning on these activities being handled by in-house staff at the Museum). However, if we needed help in these areas from the awarded vendor, what rate would you charge us in light of the fact you are already working with the Museum (i.e., you are already onsite and/or otherwise engaged with us)? And also, can you give us a schedule of rates for these activities (a quote, if you will) if the Museum was to need similar work from you on future projects that are below the range of the City’s formal bid process (which is typically $60,000). 12) What is the definition of success for a partnership of this scope? Would it be increased attendance, ticket sales, wide-reaching community awareness, attracting out of town visitors, etc.? Answer: All of those things will be factored in to deciding if the exhibit is a success. We plan to have solid goals in place for measuring success. 13) In regards to the maximum amount of pages to be submitted for the proposal, is this inclusive of resumes? If so, instead of resumes, can we provide short bios for each team member? Answer: Yes, short bios in lieu of resumes are fine. We are looking for proposals to be limited to 10 pages or less, exclusive of work product examples.. 14) If media buys are needed in the future, how are these paid? Answer: See #5 for total project marketing budget; media buys will come out of this total. 15) Is there an incumbent firm working with the museum now? Answer: No. 16) Is there a contract dollar value? Answer: See #5 above. 17) Are professional resumes of all key personnel and subconsultants included in the 10 page maximum? Answer: See #13 above. 18) Do the aforementioned resumes need to be formal resumes or may they be work experience summaries? Answer: See #13 above. If you want to do the short bio as a brief work experience summary, that’s fine. 19) Have you devised an ideal budget – or do you have a sense of baseline and ceiling as a reference point? Answer: See #5 above. Addendum 1 – 8141 Marketing Services – Fort Collins Museum of Discovery Page 5 of 5 20) Do you have an established revenue model or are you open to creating new types? Answer: Yes and yes.