2026-12_Tourism_Marketing_and_Public_Relation_Services_Addendum_1.pdf

Town of Farragut

Addendum 1

RFP No. 2026-12

Tourism, Marketing & Public Relation Services 09/05/2025

The proposer acknowledges this addendum shall modify and become a part of the original solicitation document. The Proposer further acknowledges that should it be determined at the time of the bid opening that the Proposer has failed to acknowledge receipt of ALL issued addenda; the Proposer’s Bid submission shall be rejected. The Proposer understands that any verbal representation made or assumed to be made during any oral discussion held between Proposer’s representatives and any Town personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Please see attached transcript of the 08/28/2025 Pre-Bid meeting

Q1. Is there an ideal start date or phased deliverable schedule that aligns with upcoming Town events or tourism priorities ahead of the March 31, 2026, deadline?

A1. We would like to proceed as soon as the vendor is selected, and available.

Q2. Will Town staff or other local partners be available for feedback rounds, scheduling assistance for content capture, or review of deliverables during the project period?

A2. Yes, the Tourism team will be playing an active role throughout the process and can assist with content scheduling, etc.

Q3. Are there specific themes, locations, events, or business sectors the Town would like highlighted in the new video and photo content?

A3. Our team has a few places in mind, but we are open to suggestions.

RFP#2026-12 Tourism, Marketing & Public Relations 1

Q4. Should proposers assume that the full $20,000 budget is allocated strictly for strategy, content creation, and asset development—or is any portion of that budget reserved for media placements or ad spend?

A4. This project does NOT include any funds for media placements or Ad spend.

Q5. Can you clarify the volume and quality of existing brand assets and photography that will be made available to the selected vendor?

A5. The tourism team has a large asset library of content collected by our team throughout the years. The content is not professional quality, but still good.

Q6. Are formal campaign performance reports or metrics (e.g., dashboards, engagement tracking) expected during or after implementation?

A6. Reporting may be useful when doing the initial planning phases but is not expected after implementation.

Q7. Which platforms are currently used for tourism marketing? Is there interest in expanding to new or underutilized platforms?

A7. The Visit Farragut program uses various ways to market the town including Facebook, Instagram, TripAdvisor, Ground Truth, ad placements on partner websites, and print ads in various regional guides to name a few.

Q8. Regarding advertising templates, is there a preferred format, and who will be responsible for using them after project closeout?

A8. Once assets are delivered, they will be implemented by our staff.

Q9. Will any preference or scoring consideration be given to firms with a regional or local presence?

A9. No location will not play an active role in our final decision.

Q10. Is the 20,000.00 USD budget a “not to exceed” budget cap for the full project?

A10. Yes, $20,000.00 is the max spend budget. This is for a media plan and there will be no ad buying/ad spend.

RFP#2026-12 Tourism, Marketing & Public Relations 2

All communications regarding this RFP must be submitted via email to the Finance Department representative identified below:

Anissa Pratte, Staff Accountant apratte@townoffarragut.org

The Staff Accountant will be the sole point of contact for this RFP.

RFP#2026-12 Tourism, Marketing & Public Relations 3 mailto:apratte@townoffarragut.org

Transcript

August 28, 2025, 6:30PM

Anissa Pratte 0:08

Hello everybody.

We'll give a few more minutes, make sure everybody gets logged in since I just started it.

I have too many things open here on my screen.

OK. We'll go and get started. All right, everybody.

Thank you for joining us.

We are here for the pre bid meeting for the RFP2026-12 tourism, marketing and public relations services.

It is the town affair gets tourism program.

To oh, where'd it go?

I had it all like there it is now for this project to support digital and content marketing through creative development, strategic planning and creation, content creation.

Umm, the RFP is due on the proposals are due by 828, so the end of.

That is not correct.

OK, I will be changing the schedule that I think went out that should have read 928.

So I will fix that.

I hope that's right anyway, so I will be putting out an addendum to make sure the schedule's correct.

Let's see what else that has thrown me off.

Team. So something's hang on a minute.

I've got something.

I apologize.

All right, I have to find that.

That is totally my bad.

I have something screwed up in my hands.

I told you I don't keep everything together.

Holly.

Where'd it go?

OK.

RFP#2026-12 Tourism, Marketing & Public Relations 4

All right. So the one that's out there is correctly, so sorry, the proposal due date is

September 11th, the deadline for proposal questions is September 4th.

Of course, today is the pre bid meeting and Pinto award.

We will have an evaluation committee meeting where we will meet and discuss.

You know, we'll look at everybody's proposals, go over it, score them, and then we will start negotiations, hopefully around September 16th and then we will take this to our board of Mayor and Alderman on October 9th for approval of for them.

As far as the proposal to be submitted on sections 1.7, we ask that you have, you know, one bound original.

We ask for four paper copies because I've got to pass this out and people to read it.

The cost form we definitely want it put in a sealed envelope by itself and we do not accept emailed proposals.

So everything is to be either mailed to us Courier to us, but we do not take responsibility for the mail.

So if it gets here late, I I cannot accept it.

There's a lot of forms to be turned in with this because.

This is a grant funded project through the Tennessee Tourism and Hospitality

Recovery Fund.

Grant so please know that's why there's a lot involved in this.

And with that being said.

On page 12, there is the proposal form does come with its own costs.

We're asking to fill that out and not just submit your own cost form.

So we have everything kind of apples to apples.

And with that being said, I'm going to open this up for questions.

It's.

If anybody has a questions, which by the way, we are being recorded and there is a transcript and that will also attach that to any addendum that goes out as well.

Margaret Peyssonneaux 4:47

Yeah, I have a question.

Hi, can you hear me?

Anissa Pratte 4:50

Yes.

RFP#2026-12 Tourism, Marketing & Public Relations 5

Margaret Peyssonneaux 4:51

Yes, I wanted to ask, is this the same RFP as the one from June that there there was one that was like kind of pulled back?

Is this like a revision or can I get a little bit more information on that?

Anissa Pratte 5:03

So that was an RAQ request for qualifications.

We pulled it back for internal reasons and now it's back on the street as a proposal with cost in it as well.

So we are this one. The last one we asked for cost.

This one we are.

And like I said, there's a lot more forms involved in this because this is grant funded.

So because of the grant and things like that, we had to make sure we cross all of our eyes and across our TS and dot or is.

So that's what the reason was for that pull back.

Margaret Peyssonneaux 5:32

OK, perfect.

Thank you.

Anissa Pratte 5:38

Anybody else?

Let's see.

Aura Bailey 5:50

Hi. This is Ora holdings.

Can you please confirm that the budget is 20,000 and the bond plus the insurance that you require must be included within that budget?

Anissa Pratte 6:04

So the bond is is a bid bond and it's 5% of what your total is and that is literally either you can go to a surety and you can have a surety.

Write that bond and or you can submit a cheque if you're not chosen.

We will give that well, no matter, you know, no matter what happens, if nothing

RFP#2026-12 Tourism, Marketing & Public Relations 6 happens, there's no protests.

Of course, those will be given back after award.

And that's how those bonds work.

But it's not like a full payment or performance bond that you typically would see on a construction project.

And it's only 5%. So if so if you submitted a bid for you know 20,000, you're only given a 5%.

Aura Bailey 6:38

Anissa Pratte 6:48

But yeah, anybody else?

OK, I did have a question that came in earlier.

Somebody asked.

Is there a document that describes your goals?

Number of impressions desired.

Additional details and budget for the marketing bed.

So the scope of work starts on page 8, so if there's something more specific, I don't know. If Holly, you wanna maybe expand on that. If you think there's more detail there than what we've already given.

Hallie Reid 7:23

We do not currently have a specific goal of impressions in mind with this project because it's more of a plan. You won't be purchasing any ads for us.

There won't be ads actively purchased. It's a plan.

For what we should do in the future and also the content collection and design that will go towards that plan.

Anissa Pratte 7:49

And then there was another question that what are the geos demos and dates for the social and geofencing campaigns currently placed?

Hallie Reid 8:01

RFP#2026-12 Tourism, Marketing & Public Relations 7

I would have to pull some data for that.

I don't have that on hand.

Anissa Pratte 8:08

Yeah, go ahead, Robin.

Robyn Spoto 8:16

Hi, good to see you all for the plan that we've been putting together. Is there a budget expectation of what media would be placed so we know how extensive of a plan to to think about?

Hallie Reid 8:32

We can provide our historic marketing budget, but we would like suggestions as well for future.

Robyn Spoto 8:40

Got it.

And then I have a couple of other questions, if I could rattle through a few.

Is that OK?

Anissa Pratte 8:45

Yeah, absolutely.

Go for it.

Robyn Spoto 8:46

Does the brain guide that you would provide? Include your personas and audience outlines?

Very specifically with those demos and geos.

Hallie Reid 8:56

We have not fully built out our personas, so we'd love some suggestions on that.

Robyn Spoto 9:02

RFP#2026-12 Tourism, Marketing & Public Relations 8

Great. So that could be part of plan.

And then same along those lines about value prop messaging or messaging guidance to those personas for the plan.

Would you like to workshop through that?

That exercise as well when we're building out those personas.

Hallie Reid 9:24

I think that's definitely something that could be included in the plan, yes.

Robyn Spoto 9:28

Great. And then for the constant contact list?

Are there already segments of those types of audiences?

Planned out in constant contact already.

Probably not. If you haven't done the Persona fill out Persona work OK.

And then back to constant contact.

How many e-mail sends are you currently doing?

Or is there a desire for frequency?

Hallie Reid 10:00

So currently we do one a month for our our public newsletter, but we also have an industry newsletter that we do quarterly.

We'd like to keep it at least once a month, but are open to suggestions.

Robyn Spoto 10:15

Great. OK. And final question for me is I also saw a secondary bid or RFP for website that was fallen off at one point, maybe put on hold and now active again.

Any insight there?

Anissa Pratte 10:31

We'll have a meeting for that one.

Again, where did it go?

So that one is going to be due September 30th and we're going to have a teams meeting on that one on September 16th to answer questions and stuff like that too.

Robyn Spoto 10:45

RFP#2026-12 Tourism, Marketing & Public Relations 9

And just without getting too deep into that, has it changed dramatically?

Do I need to study it?

Anissa Pratte 10:52

So again, it's one of those things.

We pulled it back.

We were doing an RFQ where we were just asking for qualifications because there was a budget involved. We really needed to see proposals and cost.

So there's gonna be a cost form with that one too.

Robyn Spoto 11:05

Gotcha. Those are all my questions.

Anissa Pratte 11:12

Anybody else?

Anybody go ahead, go ahead.

Robyn Spoto 11:30

Actually no.

I don't think so. 'cause. I think you did answer that the media budget is separate.

This is a plan.

So you'd be buying the media separate from this, so there is not a ratio of that within the sow that you mentioned.

Anissa Pratte 11:50

So just a reminder too, like I said, I'll be putting out addendums with, you know, this meeting.

Transcribed and things like that with the questions answered.

Make sure in that packet there's an agenda form to fill out.

Make sure you're checking off that you know you saw addendum on or you saw addendum too, because we want to make sure everybody's seeing everything that

RFP#2026-12 Tourism, Marketing & Public Relations 10 comes through. If there are changes, if we add anything, if we take anything away.

And again this now this project has a turn around time. We do expect this to be completed by March.

31st of next year.

So we just want to make sure everybody understands that.

And again, if you have any questions, please send me an e-mail.

My e-mail is apratt@townoffarrogat.org.

And if there's no more questions.

We will end the meeting.

Anything.

OK.

Well, thanks everybody.

Have a great day.

Bye.

stopped transcription

RFP#2026-12 Tourism, Marketing & Public Relations 11