10TCA-S3688 - Questions and Answers.docx

10TCA-S3688

INTERNATIONAL REPRESENTATION AGENCY FOR

UNITED KINGDOM (UK) AND IRELAND

QUESTIONS AND ANSWERS

1. The RFP states: “Staffing & Account Management - Dedicated account team” and lists “Fulfillment of key staff requirements (i.e. Account Manager, Sr. Manager and PR Manager)”. Could you please clarify whether “dedicated” means these team members must be exclusively assigned to Nevada, or if it refers to full-time allocation while potentially supporting other accounts? Additionally, are these roles: “Account Manager, Sr. Manager and PR Manager” considered the minimum required team structure, or is there flexibility in how agencies propose their account team composition?

Our preference is to have a full-time Account Manager dedicated exclusively to our account, who would be known as the “face of Nevada” in the UK/Ireland. If exclusivity is not possible, full-time allocation while potentially supporting other accounts”. At a minimum, the agency team assigned to our account should include roles equivalent to Account Manager, Senior Manager, and PR Manager. While titles do not need to match exactly, they should align in scope and responsibility with those outlined in the RFP.

2. The RFP states: Team Staffing and Account Management - Dedicated account team and lists Fulfillment of key staff requirements (i.e. Account Manager, Sr. Manager and PR Manager) Could you please clarify whether dedicated means these team members must be exclusively assigned to Nevada, or if it refers to full-time allocation while potentially supporting other accounts? Additionally, are the roles listed (Account Manager, Sr. Manager and PR Manager) considered the minimum required team structure, or is there flexibility in how agencies propose their account team composition?

This is a duplicate of Question 1

3. There is a conflict between the Cost Schedule ($500k at 40/60% split) and the RFP document ($400k at 30/70% split). Please confirm which set of figures represents the correct budgetary framework for this contract?

Thank you for catching that inconsistency. We would like to see proposed programing within these percentage to the best of the agency’s ability and like to see how the agency would approach a $500k budget vs a $400k budget.

4. Regarding section 5.3.4 ("Bill at net"), please confirm this implies that all media placements are to be billed at net cost, excluding any agency markups or commissions.

All invoices, including those for media placements, must be billed at the net cost, inclusive of the program costs.

5. Does section 5.3.3 ("Covers all agency travel to") refer strictly to reimbursable travel expenses, or is this intended to be an all-inclusive fee within the management budget?

Our expectation is that routine and anticipated travel required to service the contract is built into the agency retainer at the time of contracting. This provides clarity on total costs and ensures alignment with our preference for predictable, all-in pricing.

That said, we recognize that certain travel needs may arise that are outside of the original scope or may fluctuate due to market conditions. In those limited cases, Travel Nevada can accommodate reimbursable travel expenses, provided they are pre-approved and clearly justified.

Please note that any travel expenses directly reimbursed by Travel Nevada must comply with State policy, including adherence to U.S. government per diem rates for lodging and meals.

In summary:

· Primary intent: Travel included within the retainer (all-inclusive approach)

· Exceptions: Pre-approved, out-of-scope travel may be reimbursed

· Requirement: All reimbursable travel must follow State per diem guidelines

6. Please clarify the required duration for the submitted work plan. Does the evaluation committee require a 12-month (one year) or a 24-month (two years) activity schedule?

24-month (2-year) activity schedule must be documented in the Cost Schedule form.

7. Regarding KPI 4.1.1 ("Growth in visitation and spend"), will the successful agency be granted access to existing tracking/visibility tools, or is the agency expected to provide its own independent measurement methodology?

Travel Nevada has tracking tools that we are willing to share, however we are open to hearing what the agency suggests as a measurement methodology.

8. In which specific section of the technical response should the proposed KPIs be documented to ensure they are aligned with the quoted costs? Will the marking in that KPI section be weighted towards responses with greater KPIs? To a similar degree to the marking for the cost section? So the overall response is evaluated on a value for money” basis rather than simply a “lowest quoted price” basis?

Travel Nevada would like agencies to include in their technical proposal why the programming they are proposing would impact listed KPI’s. KPI’s do not have their own weighted system, they will be part of the technical proposal evaluation.

9. Section 11.8.7 (B) mentions the receipt of reference questionnaires via email. Please confirm that client references must email their completed forms directly to amorfin@admin.nv.gov rather than the agency including them in the primary proposal submission.

The references must come directly by the company providing the reference and they must be sent directly to amorfin@admin.nv.gov.

10. Section 11.8.7 (B) mentions the receipt of reference questionnaires via email. Please confirm that client references must email their completed forms directly to amorfin@admin.nv.gov rather than the agency including them in the primary proposal submission.

Duplicate of Question 9. Refer to Question 9.