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HomeMy WebLinkAboutRFP - 8141 MARKETING SERVICES - FORT COLLINS MUSEUM OF DISCOVERY (2)RFP 8141 Marketing Services – Fort Collins Museum of Discovery Page 1 of 9 REQUEST FOR PROPOSAL 8141 MARKETING SERVICES - FORT COLLINS MUSEUM OF DISCOVERY The City of Fort Collins (City), on behalf of the Fort Collins Museum of Discovery, is requesting proposals from qualified individuals or companies (Consultant) to provide marketing consultation and strategy for the 2016 Pterosaurs exhibit at the Fort Collins Museum of Discovery (Museum). The resulting contract will be made directly between the Museum and the awarded vendor. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, five (5) copies, will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock), July 31, 2015 and referenced as Proposal No. 8141. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. Questions concerning the scope of the bid should be directed to Cathy Jones, Marketing Manager at (970) 416-2288 or cjones@fcmod.org. Questions regarding bid submittal or process should be directed to Ed Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 or ebonnette@fcgov.com. All questions must be submitted in writing via email to Cathy Jones , with a copy to Ed Bonnette, no later than 5:00 PM our clock on July 17, 2015. Questions received after this deadline will not be answered. A copy of the RFP may be obtained at www.rockymountainbidsystem.com. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the 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 RFP 8141 Marketing Services – Fort Collins Museum of Discovery Page 2 of 9 Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision- making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Sustainability: Consulting firms/teams participating in the proposal are to provide an overview of the organization’s philosophy and approach to Sustainability. In no more than two (2) pages please describe how your organization strives to be sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc. The City of Fort Collins incorporates the Triple Bottom Line into our decision process by including economic (or financial), environmental, and social factors in our evaluation. The selected Service Provider shall be expected to sign the City’s standard Agreement without revision prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry S. Paul Purchasing Director RFP 8141 Marketing Services – Fort Collins Museum of Discovery Page 3 of 9 REQUEST FOR PROPOSAL 8141 MARKETING SERVICES – FORT COLLINS MUSEUM OF DISCOVERY I. BACKGROUND The City of Fort Collins (City), on behalf of the Fort Collins Museum of Discovery, is requesting proposals from qualified individuals or companies (Consultant) to provide marketing consultation and strategy for the 2016 Pterosaurs exhibit at the Fort Collins Museum of Discovery (Museum). The resulting contract will be made directly between the Museum and the awarded vendor. A. The Facility The Fort Collins Museum of Discovery, located at 408 North Mason Street, Fort Collins, CO 80524, is a museum featuring innovative exhibits highlighting cultural and scientific achievements through hands-on exhibits and artifact based experiences. This facility is 47,000 sq. ft. and is a LEED Platinum building. The museum has two (2) years of visitation data; year one, the Museum saw over 115,000 visitors and year two, the museum saw over 92,000 visitors. In addition to exhibits there is a research center, gift shop, café, digital dome theater, classrooms, rooftop deck and outdoor experiences area. B. The Museum’s Mission The Museum creates meaningful opportunities for people of all ages to learn, reflect, and have fun through hands-on and collections-based explorations in science and culture. The overarching theme of the Museum is sustainability; sustainability of self, environment and community. II. SCOPE OF SERVICES A. Overview The Consultant will work with Museum marketing and development staff to create the marketing and promotions strategy for Pterosaurs, the inaugural travelling exhibit coming to the Museum. Pterosaurs is an exhibit developed by the American Museum of Natural History, and the Museum will be only the third institution to display it. This will be the first exhibit at the Museum to require an additional charge, beyond standard admission. The Consultant will be required to work in cooperation with marketing and design services, development services, and potentially exhibit services both within the Museum and in conjunction with the American Museum of Natural History. The Consultant understands that the Fort Collins Museum of Discovery is a museum artifact-based institution that has delicate exhibits in the facility and will manage its operations in a manner that will not compromise the integrity of the artifact collection or exhibits. B. Project Details Pterosaurs will run for 20 weeks from November 2016 - March 2017. The Consultant will potentially be engaged in the project from August 2015 - March 2017 (or as needed) to fulfill the contract with the Museum. In order to create a comprehensive marketing plan for Pterosaurs, the Consultant will need experience with: RFP 8141 Marketing Services – Fort Collins Museum of Discovery Page 4 of 9  Creating and analyzing the audience matrix  Forecasting attendance  Analyzing regional factors along with Museum needs to help determine ticket price  Establishing success goals for the marketing plan  Developing front end tracking mechanisms to evaluate success of the marketing  Reviewing data to evaluate the success of the marketing campaign strategy, in relation to the established goals and measurement metrics  Promoting large-scale ticketed events, preferably in a museum setting C. Project Deliverables Consultant will be expected to deliver a comprehensive marketing plan and evaluation strategy to the Museum by no later than December 31, 2015. This plan should include:  Summary of Consultant qualifications, including relevant staff  Analysis of potential markets and audience, including personas  Financial projections  A calendar for implementation of plan  Promotions strategy  Digital marketing strategy  Communications plan for media outreach  Partnership plan for securing non-monetary promotional relationships  Conversion strategy  Evaluation plan D. Additional Opportunities In the process of developing the marketing strategy with existing Museum staff, it may become clear that additional resources will be needed to ensure success. These include, but are not limited to:  Graphic Design and Production  Media Relations  Ad Buying/Contract Negotiations  Sponsor Identification Please include a la carte pricing for these services in case additional opportunities to work with the Consultant are required. RFP 8141 Marketing Services – Fort Collins Museum of Discovery Page 5 of 9 III. SUBMITTAL REQUIREMENTS The City’s intent is to choose the most qualified firm/team based upon approach, methods, qualifications and experience, availability, and schedule of rates. Once a firm is selected, a detailed scope of services will be developed. Of prime importance is the firm’s flexibility in responding to services as requested by Museum staff. Submittals are to be limited to 10 pages or less, exclusive of work product samples. All respondents are required to include the following information in the submittal as a minimum. Respondents are to number and name each section as follows: 1. Methods and Approach - Describe your expected or recommended approach to addressing Expectations/Services described above. Describe the anticipated interaction with the Museum. a. Sustainability: All qualified consulting firm/teams participating in the submitted proposal are to explain in detail what their organization does in the way of a Sustainability Plan as a subset of this section. This is to include as a minimum what you do in the way of use of materials, equipment, vehicles, fuel, recycling, office practices, etc. as an organization that demonstrates leadership and that you “walk the talk” in regard to sustainable practices within your own organization. 2. Qualifications and Experience - Provide relevant information regarding previous experience related to developing similar plans and services to the ones listed under our Deliverables above:  Number of years in the business.  Overview of services offered and qualifications  Names and location of similar projects. Three references of such projects, to include: a) Service provided b) Date of service c) Client organization d) Contact name and title, phone, and e-mail address of public agency reference(s) overseeing the planning effort.  Samples (preferably three via a web link or pdf files) of work products for similar projects. 3. List of Project Personnel - This list should include the identification of the contact person with primary responsibility for this contract, the personnel proposed for this contract, and any supervisory personnel, including partners and/or subconsultants, and their individual areas of responsibility. A résumé for each professional and technical person assigned to the contract, including partners and/or subconsultants, shall be submitted. The résumés shall include at least three references from previous assignments. 4. Organization Chart/Proposed Project Team - An organization chart containing the names of all key personnel and subconsultants with titles and their specific task assignment for this contract shall be provided in this section. 5. Availability – Describe the availability of project personnel to participate in this project in the context of the consultant firm’s other commitments. RFP 8141 Marketing Services – Fort Collins Museum of Discovery Page 6 of 9 AS PART OF YOUR PROPOSAL RESPONSE UNDER “AVAILABILITY”, PLEASE INDICATE YOUR AVAILABILITY FOR ON-SITE INTERVIEW IN FORT COLLINS, COLORADO THE WEEKS OF AUGUST 14 AND AUGUST 21, 2015 IN THE EVENT YOU ARE INVITED FOR AN ORAL INTERVIEW ROUND. 6. Schedule of Rates – Provide a schedule of hourly rates that will apply for the tasks described above under Project Deliverables and Additional Opportunities. IV. REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and any optional interview session. At the discretion of the City, interviews of the top rated firms may be conducted. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost and Work Hours Does the proposal include detailed cost break-down for each cost element as applicable and are the line- item costs competitive? Do the proposed cost and work hours compare favorably with the Project Manager’s estimate? Are the work hours presented reasonable for the effort required by each project task or phase? 2.0 Firm Capability Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on-time and in- RFP 8141 Marketing Services – Fort Collins Museum of Discovery Page 7 of 9 budget? Has the firm successfully completed previous projects of this type and scope? RFP 8141 Marketing Services – Fort Collins Museum of Discovery Page 8 of 9 Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic, or financial; environmental, and social. The generally accepted definition of Andrew Savitz for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” Reference Evaluation (Top Ranked Firm) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs? Did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge If a study, did it meet the Scope of Work? V. PROPOSAL GUIDELINES The City and Museum assume no responsibility for liability for any costs vendors may incur in responding to this RFP; including attending meetings, site visits and/or contract negotiations with Museum personnel. The Museum expects to enter into a Contract with the awarded vendor. The Museum reserves the right to negotiate the final terms of the Contract. This RFP may be amended and/or revoked at any time prior to final execution of a Contract with the Museum. All proposals shall remain subject to initial acceptance ninety (90) days after the day of submittal. It is intended that the vendor shall conform to the Scope of Services. Any deviations from the Scope of Services must be clearly identified and explained separately in the proposal. RFP 8141 Marketing Services – Fort Collins Museum of Discovery Page 9 of 9 VENDOR STATEMENT I have read and understand the specifications and requirements for this Request for Proposal and I agree to comply with such specifications and requirements. I further agree that the method of award is acceptable to my company. FIRM NAME: ADDRESS: EMAIL ADDRESS: PHONE: BIDDER’S NAME: SIGNATURE: PRIMARY SERVICES ISSUES CONTACT: TELEPHONE: CELL: EMAIL: COMPENSATION AND CONTRACT PROCESS A. After contract award, progress invoices shall be billed in monthly installments, subject to review and approval by the Museum’s Project Manager. Payment terms will be Net 30 Days from receipt of invoice. B. The City reserves the right to award directly as a result of the written proposals. The City may or may not opt to conduct oral interviews. C. The Museum reserves the right to negotiate with any vendor as determined at the Museum’s sole discretion. The City reserves the right to reject any or all proposals, and to waive any irregularities. COMMODITY CODES USED FOR THIS RFP: 918-26 Communications: Public Relations Consulting 918-76 Marketing Consulting 961-53 Marketing Services