5-26RFP002 - OLD TOWN MARKETING, ADVERTISING, AND PUBLIC RELATIONS SERVICES.pdf

Last Update: 02/12/2025 COS RFP Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL REQUEST FOR PROPOSAL

OLD TOWN MARKETING, ADVERTISING, AND PUBLIC RELATIONS

SERVICES

26RFP002

CRITICAL DATES

QUESTIONS DUE: 2:00 P.M. AZ LOCAL TIME, AUGUST 27, 2025

PROPOSAL SUBMITTAL DUE: 2:00 P.M. AZ LOCAL TIME, SEPTEMBER 4, 2025

SUBMITTAL RECEIPT AND OPENING

The City of Scottsdale is utilizing Bonfire Interactive to provide a procurement portal that allows access to business opportunities and to submit bids and proposals electronically. If you are not registered as a City of Scottsdale Bonfire vendor visit the Bonfire portal at City of Scottsdale, AZ (bonfirehub.com) then follow the link to the Bonfire vendor registration page to register your company. Registration is easy and free. If you have any challenges with the registration process, please contact Bonfire Interactive Support at support@gobonfire.com.

SEALED SOLICITATION SUBMITTALS WILL BE ELECTRONICALLY RECEIVED until the time and date stated in the portal and in the CRITICAL DATES section of the solicitation document. It shall be the responsibility of the proposer to confirm that proposals contain all required documents and are submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

LATE SUBMITTALS WILL NOT BE ACCEPTED The Purchasing office will conduct a remote/online Microsoft Teams Live Event meeting for the public opening of the solicitation. To virtually attend this meeting, visit us online by clicking the following link 26RFP002

It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline.

INFORMATION REQUESTS

Requests for any information relating to this solicitation should be directed to the purchasing staff listed below:

Eveline Vanda Purchasing Manager evanda@scottsdaleaz.gov 480-312-5719

Bidders shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation until after the award of a contract. Any such unauthorized contact may result in bidder being disqualified from further consideration.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzRhYjEyNjUtNWEyNy00MzYyLTkxZjYtZGQyZWM2ZjYzOGRm%40thread.v2/0?context=%7b%22Tid%22%3a%2210aebc46-34e8-45ee-a5e2-5756f4df0996%22%2c%22Oid%22%3a%2288eced7e-8d5d-4b97-b854-fb2990cd7d57%22%7d

COS RFP Template

INSTRUCTIONS TO BIDDERS AND

GENERAL TERMS AND CONDITIONS

The Instructions to Bidders, General Terms and Conditions and City Services Contract for formal solicitations, are listed as attachments A, B and C as outlined below and shall be downloaded by prospective Bidders as part of the solicitation.

Attachment A - Formal Solicitation Instructions to Bidders (current version at time of posting).

Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

Attachment B - Formal Solicitation General Terms and Conditions (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

COS RFP Template

TABLE OF CONTENTS

FORMAL REQUEST FOR PROPOSAL

OLD TOWN MARKETING, ADVERTISING, AND PUBLIC RELATIONS

SERVICES

26RFP002

SECTION 1 - INTRODUCTION

A. Intent

SECTION 2 – STATEMENT OF NEED

A. Specifications B. Contractor’s Responsibilities C. City’s Responsibilities

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – EVALUATION CRITERIA

A. Evaluation Criteria

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

SECTION 6 – REQUIRED FORMS

A. Proposal Signature Page B. Pricing Proposal Form C. Bidder General Disclosure Form D. Bidder Litigation Disclosure Form E. References F. Subcontractor List G. Bidder Questionnaire-Company Information

SECTION 7 – ATTACHMENTS

A. Instructions to Bidders B. General Terms and Conditions C. Sample – City Services Contract D. 2025 Old Town Scottsdale Business Engagement Study (Attachment C)

COS RFP Template

SECTION 1 - INTRODUCTION

FORMAL REQUEST FOR PROPOSAL

OLD TOWN MARKETING, ADVERTISING, AND PUBLIC RELATIONS

SERVICES

26RFP002

A. INTENT

The City of Scottsdale’s Tourism & Events Division is responsible for positioning Old Town Scottsdale as the heart of the Scottsdale experience - a premier destination for shopping, dining, arts and culture, nightlife, and special events.

To support this mission, the city intends to select one (1) agency to partner with the Tourism & Events Division to provide comprehensive, year-round marketing, advertising, and public relations services for Old Town Scottsdale. The selected agency will be responsible for developing and executing initiatives that drive foot traffic, enhance visitor engagement, and boost economic activity, all while ensuring brand alignment with the city’s overall tourism strategy.

The agency will also be expected to engage Old Town stakeholders in the development of marketing efforts and test the relevance and effectiveness of campaign materials.

While Experience Scottsdale oversees national and international tourism marketing for the city, the Tourism & Events Division focuses exclusively on promoting Old Town Scottsdale to surrounding areas, residents, and in-market visitors. Close coordination between the two entities is essential to maintain a cohesive and compelling brand presence.

About Old Town Scottsdale

Old Town Scottsdale is a vibrant urban destination infused with nostalgic Old West charm and often referred to as “The West’s Most Western Town.” It is made up of nine distinct yet interconnected districts, each offering its own unique character:

• Historic Old Town

• Arts District

• Civic Center

• Fifth Avenue Shopping District

• Scottsdale Fashion Square

• Entertainment District

• Brown & Stetson District

• Scottsdale Waterfront

• Southbridge

Together, these districts form the dynamic and diverse experience that defines Old Town Scottsdale.

https://www.scottsdaleaz.gov/tourism-and-events/strategic-plan

COS RFP Template

Old Town Features Include

• 100+ restaurants, wine bars, and nightclubs

• 320+ retailers, designer boutiques, and souvenir shops

• 50+ art galleries

• 2 performing arts theatres

• 7 museums

• 15+ hotels and resorts

• 45+ public art installations

COS RFP Template

SECTION 2 – STATEMENT OF NEED

FORMAL REQUEST FOR PROPOSAL

OLD TOWN MARKETING, ADVERTISING, AND PUBLIC RELATIONS

SERVICES

26RFP002

A. SPECIFICATIONS

The City of Scottsdale’s Tourism & Events Division is seeking a qualified agency partner to support year-round marketing, advertising, and public relations efforts promoting Old Town Scottsdale.

Services under this contract may include, but are not limited to, the following categories:

1. Strategic Planning & Performance Measurement

• Develop and implement approximately 6 to 8 multi-channel marketing campaigns annually.

Campaigns should be designed to sustain momentum, drive consistent engagement, and allow flexibility for opportunistic or quick-turn initiatives. Examples may include promotions targeting local audiences, highlighting distinct Old Town districts, and reinforcing key brand themes. Each campaign should include strategy development, audience targeting, media planning and buying, creative production, implementation, and performance evaluation.

o Ensure focused inclusion of priority cultural assets, such as Western Spirit:

Scottsdale’s Museum of the West, in campaign planning and content development, particularly in relation to district-focused promotions and efforts to increase cultural tourism.

• Establish Key Performance Indicators (KPIs) for each campaign, including:

o Foot traffic increase in Old Town Scottsdale o Social media growth and engagement (e.g., follower count, shares, comments) o Website traffic and behavioral data o Advertising reach and ROI (e.g., cost per engagement, impressions, audience demographics) o Post-event data collection (e.g., intercept surveys, short in-person interviews) o Economic outcomes (e.g., merchant sales)

• Provide a standardized reporting template and shared dashboard for the City to track campaign results and performance trends timely and over time.

• Annually update the Old Town Scottsdale brand perception research to inform marketing strategy and content development.

• Participate in business communication and engagement efforts related to marketing, including attendance at stakeholder meetings, workshops, or activations at the request of the City.

2. Advertising & Creative Development

• Design and execute multi-channel advertising and promotional materials, including:

o Digital (e.g., social media, programmatic, CTV, paid search) o Print (e.g., brochures, magazines, direct mail) o Out-of-home (e.g., billboards, transit, street banners) o Video and audio (e.g., TV, radio, streaming) o Experiential marketing (e.g., activations, pop-ups)

COS RFP Template o Merchandise and giveaways

• Maintain and evolve the Old Town Scottsdale brand across all campaigns, ensuring consistent tone, quality, and adaptability across districts and demographics.

• Propose refinements to existing brand guidelines, if needed.

• Provide creative content throughout the year for non-campaign initiatives (e.g., program ads, banners).

• Conduct pre-launch creative testing (e.g., A/B testing, stakeholder feedback, focus groups, or surveys) for major campaigns, as determined in coordination with city staff. The level of testing should be scaled appropriately to the campaign’s size, visibility, and strategic importance with the goal of ensuring message relevance, audience alignment, and creative effectiveness.

• Develop campaign materials optimized for each platform and demographic segment.

3. Website & Digital Content Management

Manage and maintain OldTownScottsdaleAZ.com and potential other specialty websites as identified by the city, including:

• Design, create, and manage content, ongoing content updates, and page layouts.

• Implement search engine optimization (SEO) best practices and performance tracking.

• Ensure accessibility compliance (ADA) and strong UX design.

• Integrate 3rd party platforms as needed (e.g., events calendar, merchant directories).

• Provide quarterly analytics with insights and recommendations.

4. Social Media Management & Influencer Partnerships

• Manage Old Town Scottsdale’s official social media accounts.

• Develop a comprehensive content calendar with high-quality visuals, stories, reels, and videos that reflect seasonal priorities and district diversity.

• Identify and manage relationships with social media influencers and content creators.

• Monitor trends, community conversations, and engagement to inform content strategy.

• Provide monthly performance reports with analysis and optimization recommendations.

5. Public Relations

• Plan, manage, and evaluate a minimum of four (4) strategic public relations campaigns annually. Campaigns should be timed based on seasonal relevance, major initiatives, or strategic opportunity and include proactive media outreach, story development, and earned media tracking, to enhance Old Town Scottsdale’s public image among local, regional, and visitor audiences.

• Coordinate media relations, press coverage, and media events.

• Manage responses to negative publicity, urgent issues, or unexpected events in collaboration with City staff.

COS RFP Template

• Coordinate interviews and media opportunities related to events and campaigns.

6. Audio-Visual Production

• Provide photography, videography, and creative production services approximately 4–6 times per year.

• Handle all aspects of video and audio production, including scripting, editing, talent sourcing, and permitting, as needed.

• Deliver all raw and edited content to the City. All creative content becomes the property of the City of Scottsdale for unrestricted future use.

7. Stakeholder Engagement & Collaboration

• Support city-led engagement efforts with Old Town Scottsdale businesses and stakeholders throughout major campaign development. This may include participating in city-hosted workshops or meetings used for campaign testing, stakeholder feedback, and rollout planning, as directed by city staff. Provide advance notice of campaign themes, timelines, and tools for city to share with businesses and stakeholders to maximize alignment and cross-promotion.

• Designate a single point of contact who will serve as the agency liaison to City staff

8. Budget Allocation & Cost Proposal

Respondents must submit a detailed cost proposal that outlines anticipated expenditures by service category, including:

• Creative development and production

• Media planning and buying

• Website and digital content

• Public relations

• Stakeholder engagement

• Project management and administration

The City reserves the right to negotiate and adjust proposed allocations to ensure balance across priorities.

9. Alignment with Research & Community Input

The 2025 Old Town Scottsdale Business Engagement Study (Attachment C) provides detailed findings on stakeholder priorities, brand perceptions, and marketing effectiveness.

Respondents should demonstrate familiarity with this report and describe how their proposed strategies respond to its key recommendations, including:

• Clear, segmented branding across Old Town’s nine districts or business types

• Targeted campaigns for Scottsdale-area residents and high-value visitors

• High-quality, engaging and distinctive creative design and marketing campaigns

• Sophisticated and consistent data reporting and evaluation practices

• Enhanced coordination with businesses and cultural stakeholders

COS RFP Template

B. CONTRACTOR’S RESPONSIBILITIES

The Contractor must have consistent and effective communication. The Contractor will be expected to relay important deadlines to the City as needed of upcoming due dates or projects. The Contractor must be flexible and adaptable to meet last-minute requests and will be required to have adequate staff to accommodate last-minute requests or projects as needed. As requested by the City, the Contractor shall also work with other groups and businesses both within and outside the City.

C. CITY’S RESPONSIBILITIES

1. The Contract Administrator for the resulting contract shall be the Tourism & Events Director or designee.

COS RFP Template

SECTION 3 - SPECIAL TERMS AND CONDITIONS

FORMAL REQUEST FOR PROPOSAL

OLD TOWN MARKETING, ADVERTISING, AND PUBLIC RELATIONS

SERVICES

26RFP002

1. ACCEPTANCE / AGREEMENT

Contractor shall act under the authority and approval of the Contract Administrator for the City, further named herein, to provide the services required by this Contract.

If for any reason the Contractor should fail to accept in writing, any conduct by Contractor which recognizes the existence of a Contract/Agreement pertaining to the subject matter hereof shall constitute acceptance by Contractor of the Contract/Agreement and all of its terms and conditions.

Any terms proposed in Contractor's acceptance of City's Contract which adds to, varies from or conflicts with the terms herein are hereby rejected by the City. Any such proposed terms shall be void and the terms herein shall constitute the complete and exclusive statement of the terms and conditions of the Contract/Agreement between the parties.

2. ACCURACY OF WORK

The Contractor shall be responsible for the accuracy of the work requested and shall promptly make all necessary revisions or corrections without additional compensation. Acceptance of the work by the Project Manager will not relieve the Contractor of the responsibility for subsequent correction of any errors and the clarification of any ambiguities.

3. CITY ASSURANCE

The Contract Administrator shall report to the Contractor in writing, via email, or other written documentation, all deficiencies in the quality of performance of the maintenance service. All communication, written or verbal, between the City of Scottsdale and the Contractor shall be in English.

All deficiencies in the performance of the Contractor’s service shall be corrected promptly by the Contractor as directed by the Contract Administrator.

The Contract Administrator may monitor and review the performance of the Contractor and employees. The outcomes of this oversight may have a direct bearing on the opportunity to negotiate a renewal of the Contract, when applicable.

4. CITY OBSERVED HOLIDAYS

City holiday time frame to be 6:00 P.M. on the eve of the holiday until 6:00 A.M. on the day after the holiday.

City Holidays Include:

a. New Year’s Day January 1 (or Friday before or Monday after)

b. Martin Luther King Day 3rd Monday in January

c. President’s Day 3rd Monday in February

d. Memorial Day Last Monday in May

e. Juneteenth June 19 (or Friday before or Monday after)

COS RFP Template

f. Independence Day July 4 (or Friday before or Monday after)

g. Labor Day 1st Monday in September

h. Veteran’s Day November 11 (or Friday before or Monday after)

i. Thanksgiving Day 4th Thursday in November

j. Day after Thanksgiving 4th Friday in November

k. Christmas Day December 25 (or Friday before or Monday after)

5. COMPLETENESS AND ACCURACY

The Contractor will be responsible for the completeness and accuracy of work prepared by the Contractor and will correct, at its expense, all errors or omissions which may be disclosed. The cost to correct those errors will be chargeable to the Contractor. Additional work added to a campaign will not be the responsibility of the Contractor unless the need for additional work was created by any error, omission, or negligent act of the Contractor. The City’s acceptance of the Contractor’s work will not relieve the Contractor of any of its responsibilities. The professional standard to which the Contractor is held will be that of a similar Contractor as practiced in the State of Arizona.

6. CONTRACT ADMINISTRATION

The Contract Administrator, as identified in the Statement of Need shall audit the billings, approve payments, establish schedules, approve addenda to the contract, and generally be responsible for overseeing the execution of the contract.

7. DELAYS AND EXTENSIONS

During the course of this Contract, if deemed in the best interest of the City of Scottsdale, an extension of time may be granted. However, any time extension so granted shall not constitute or operate as a waiver by the City of Scottsdale of any of its rights herein.

8. FUEL SURCHARGES

Fuel surcharges shall NOT be allowable during the term of this Contract.

9. INSURANCE REQUIREMENTS

Insurance Representations and Requirements

General Contractor agrees to comply with all applicable City ordinances and state and federal laws and regulations.

Without limiting any obligations or liabilities of Contractor, must purchase and maintain, at its own expense, this Contract’s stipulated minimum insurance with insurance companies properly licensed by the State of Arizona (admitted insurer) with an AM Best, Inc. rating of B ++ 6 or above or an equivalent qualified unlicensed insurer by the State of Arizona (non-admitted insurer) with policies and forms satisfactory to City of Scottsdale. Failure to maintain insurance as specified may result in termination of this Contract at City of Scottsdale’s option.

No Representation of Coverage Adequacy By requiring the insurance stated in this Contract, the City of Scottsdale does not represent that coverage and limits will be adequate to protect Contractor. City of Scottsdale reserves the right to review any and all of the insurance policies and/or endorsements required by this Contract but have no obligation to do so. Failure to demand any evidence of full compliance with the insurance requirements stated in this Contract or failure to identify any insurance deficiency does not relieve

COS RFP Template

Contractor from, nor may it be construed or considered a waiver of Contractor’s obligation to maintain the required insurance at all times during the performance of this Contract.

Coverage Term All insurance required by this Contract must be maintained in full force and effect until all work or services required to be performed under the terms of this Contract are satisfactorily performed, completed and formally accepted by The City of Scottsdale, unless specified otherwise in this Contract.

Claims Made In the event any insurance policies required by this Contract are written on a “claims made” basis, coverage shall continue uninterrupted throughout the term of this Contract by keeping coverage in force using the effective date of this Contract as the retroactive date on all “claims made” policies. The retroactive date for exclusion of claims must be on or before the effective date of this Contract and can never be after the effective date of this Contract. Upon completion or termination of this Contract, the “claims made” coverage shall be extended for an additional three

(3) years using the original retroactive date, either through purchasing an extended reporting option; or by continued renewal of the original insurance policies. Submission of annual Certificates of Insurance, citing the applicable coverages and provisions specified herein, shall continue for three (3) years past the completion or termination of this Contract.

Policy Deductibles and or Self-Insured Retentions The policy requirements may provide coverage which contains deductibles or self-insured retention amounts. Any deductibles or self-insured retention are not applicable to the policy limits provided to City of Scottsdale. Contractor is solely responsible for any deductible or self-insured retention amount. City of Scottsdale, at its option, may require Contractor to secure payment of any deductible or self-insured retention by a surety bond or irrevocable and unconditional letter of credit.

Use of Subcontractors If any work under this Contract is subcontracted in any way, Contractor must execute a written agreement with Subcontractor containing the same Indemnification Clause and Insurance Requirements as stated in this Contract protecting City of Scottsdale and Contractor. Contractor will be responsible for executing the agreement with Subcontractor and obtaining Certificates of Insurance verifying the insurance requirements.

Evidence of Insurance and Required Endorsements Before starting any work or services under this Contract, Contractor must furnish City of Scottsdale with Certificate(s) of Insurance, or formal endorsements as required by this Contract, issued by Contractor’s insurer(s) as evidence that policies are placed with acceptable insurers as specified in this Contract and provide the required coverage, conditions, and limits of coverage and that this coverage and the provisions are in full force and effect. If a Certificate of Insurance is submitted as verification of coverage, City of Scottsdale will reasonably rely upon the Certificate of Insurance as evidence of coverage, but this acceptance and reliance will not waive or alter in any way the insurance requirements or obligations of this agreement. If any of the above cited policies expire during the life of this Contract, it is Contractor’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates must specifically cite the following provisions endorsed to the Contractor’s policy:

1. City of Scottsdale, its agents, representatives, officers, directors, officials and employees must be named an Additional Insured under the following policies:

a) Commercial General Liability

b) Auto Liability

c) Excess Liability - Follow Form to underlying insurance as required.

COS RFP Template

2. Contractor’s insurance must be primary insurance as respects performance of subject contract.

3. All policies, except Professional Liability Insurance, if applicable, waive rights of recovery (subrogation) against City of Scottsdale, its agents, representatives, officers, directors, officials and employees for any claims arising out of work or services performed by Contractor under this Contract.

4. If the Contractor’s receives notice that any of the required policies of insurance are materially reduced or cancelled, it will be Contractor’s responsibility to provide prompt notice of same to the City, unless such coverage is immediately replaced with similar policies.

Required Coverage

Commercial General Liability Contractor must maintain “occurrence” form Commercial General Liability Insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000 Products and Completed Operations Annual Aggregate, and a $2,000,000 General Aggregate Limit. The policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Vehicle Liability If any vehicle is used in the performance of the Scope of Work that is the subject of this Contract, the Contractor must maintain Business Automobile Liability Insurance with a limit of $1,000,000 each occurrence on Contractor’s owned, hired, and non-owned vehicles assigned to or used in the performance of the Contractor’s work or services under this Contract. If any hazardous material, as defined by any local, state or federal authority, is the subject, or transported, in the performance of this contract, an MCS 90 endorsement is required providing $5,000,000 per occurrence limits of liability for bodily injury and property damage. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Workers’ Compensation Insurance Contractor must maintain Workers’ Compensation Insurance to cover obligations imposed by federal and state statutes applicable to Contractor’s employees engaged in the performance of work or services under this Contract and must also maintain Employers’ Liability Insurance of not less than $100,000 for each accident, $100,000 disease for each employee and $500,000 disease policy limit. If the Contractor is a sole proprietor or a single member limited liability company with no employees and has elected not to purchase Workers’ Compensation Insurance; a completed and signed Workers’ Compensation Waiver Form will substitute for the insurance requirement.

10. INVOICING

All invoices submitted for work done under the scope of this Contract MUST BE ITEMIZED.

Itemized invoices shall contain a MINIMUM of the following information:

• Vendor Name

• Remit to Address

• Purchase Order Number

• Invoice Date

• Invoice Number

• Date service/work was completed

• Complete description of work completed

• Location where service/work was performed

• Itemized list of all charges (quantity, description, unit pricing per the contract)

• Tax Amount (if applicable)

• Total Invoice Amount

COS RFP Template

The Contractor shall submit invoices with all supporting documentation within thirty (30) days after the service/work is completed and approved by the Contract Administrator.

11. KEY PERSONNEL

The Contractor shall provide an adequate staff of experienced personnel capable of and devoted to the successful accomplishment of Contract work. The Contractor shall assign the specific individuals identified in its proposal to key positions. The Contract is predicated, in part and among other considerations, on the utilization of the specific individual(s) and/or personnel qualification(s) identified and/or described in the Contractor’s offer. Therefore, no substitution of such specified individuals and/or personnel shall be made without prior written approval of the CA. Any substitution of personnel under this Contract shall be equal or better than those identified in the Contract. The City’s approval of a personnel substitution shall not be construed as an acceptance of the substitution’s performance potential. No approval shall be unreasonably withheld of a proposed substitution of personnel. The Contractor shall bear all transitional expenses incurred for any costs associated with removing or replacing Key Personnel who are performing work under the Contract.

12. OWNERSHIP OF PROJECT DOCUMENTS

All documents, including but not limited to notes, records, data compilations, studies, and reports in any format, including but not limited to, written or electronic media, prepared in the performance of this Contract will remain the property of the City and must be delivered to the Contract Administrator before final payment is made to the Contractor.

When the work detail covers only the preparation of preliminary reports or documents, there will be no limitations upon the City concerning use of the ideas or recommendations in the reports or documents. The City will release the Contractor from any liability for the preparation and use of preliminary reports or documents.

Any use of the project documents for purposes other than intended under this Contract will be at the sole risk of the City, and the Contractor will not be liable for any losses or injuries arising out of that use.

13. PRICE ADJUSTMENTS

Price increases may only be requested by the Contractor, thirty (30) days prior to the anniversary date of the Agreement. Failure to do so may result in the denial of any increase requested.

A requested price increase will become effective only after approval by the Contract Administrator and the Purchasing Director. Once approved the price increase will be adjusted into a new base price for the remainder of the contract period. Any future requested price increases to the base price will only be reviewed at annual renewal time and require the approval of the Contract Administrator and Purchasing Director.

The proposed increased rate shall be based upon presentation by the Contractor and review by the Contract Administrator; however, the Contract Administrator shall evaluate the Contractor's performance, services and records documentation to determine the appropriateness of the increase requested.

14. PRICING

Pricing shall be listed on the Pricing Proposal Form. Prices quoted by the Contractor shall be applicable during the entire initial term of the Contract.

COS RFP Template

All charges associated with this Contract MUST be shown on the Pricing Proposal Form returned by the or other supporting documentation. Any charges not listed on the Pricing Proposal Form or supporting documentation submitted with the Contractor’s proposal response shall not be allowed during the Contract period and any applicable extensions.

The Contractor is strongly encouraged to offer additional pricing for related items, products and services, which are not specifically addressed as line items in this solicitation but are directly related to the items and products requested by the City herein and offered by the Contractor.

Additional items, products and services proposed pricing should be noted on the Pricing Proposal Form or a separate attachment to Contractor’s submittal document.

15. QUANTITY

The actual service requests, and service requests for future years may be more or less, and any quantities listed herein should be used for information purposes only.

16. SINGLE AWARD

The City of Scottsdale reserves the right to award this solicitation as deemed in the best interest of the City. While multiple awards are possible, the preferred procedure is to make a single award as a result of this solicitation process.

17. TERM OF AGREEMENT

The term of this Contract shall be for a one (1) year period from the effective date of the contract award.

The City and Contractor may mutually agree to extend this Contract for four (4) additional one (1) year periods, upon the recommendation of the Contract Administrator, concurrence of the Purchasing Director and/or City Council, depending on the Contract.

18. THIRD PARTY BENEFICIARY

Nothing under the Contract Documents will be construed to give any rights or benefits in the Contract Documents to anyone other than the City and the Contractor, and all duties and responsibilities undertaken in accordance with the Contract Documents will be for the sole and exclusive benefit of the City and the Contractor and not for the benefit of any other party.

19. VALUATION OF CONSULTANT’S PERFORMANCE

The Contractor will be evaluated regarding its performance of this Contract. This evaluation will include, but not be limited to, the following considerations for:

Completeness Accuracy Utility Coordination Technical Expertise Organization Appearance of Plans (line work, lettering, etc.)

Working Relationship with City Staff and Others Availability Communication Skills (meetings, correspondence, etc.)

This evaluation will be prepared by the staff and used to evaluate the desirability to proceed with negotiations for additional services.

SECTION 4 – EVALUATION CRITERIA

FORMAL REQUEST FOR PROPOSAL

OLD TOWN MARKETING, ADVERTISING, AND PUBLIC RELATIONS

SERVICES

26RFP002

A. EVALUATION CRITERIA

GENERAL

After receipt of all proposals, each submittal shall be screened to determine if any shall be deemed non-responsive. Unsigned proposals, incomplete proposals, non-conformance with mandatory requirements, etc., may result in the determination of non-responsive.

Subsequent to the initial review, all remaining proposals shall be reviewed by the Proposal Evaluation Committee.

PROPOSAL EVALUATION

All responsive proposals shall be evaluated by the Proposal Evaluation Committee using the criteria listed below. The recommendation for contract award will be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City.

The following are the criteria that will be used to review the proposals:

DESCRIPTION

Firm and Staff Qualifications & Experience Project Approach/ Project Management & Strategy Pricing Exceptions, References, Subcontractors List

The following items may be used by the Proposal Evaluation Committee to evaluate each proposal submitted:

1. Cost factors associated with performing the work required by the contract.

2. The returned satisfaction surveys from the Contractor’s submitted references.

3. The Contractor’s demonstrated experience on similar types of projects, including satisfactory reference checks relating to past work relationships, past performance on projects of similar scope and size, level of knowledge, reliability, flexibility, and ability to meet project deadlines.

4. The ability and willingness of the Contractor to meet or exceed the specifications and standards of this solicitation and Contractor’s understanding and perceived perception of the scope of work contained herein.

5. The content and quality of the Contractor’s proposal and other presentation materials.

Contractor may be invited to make a presentation, but Contractor should not rely on a possible presentation to present their qualifications and offered services. If invited, the Contractor will be notified of the date and time of the presentation by the Contract Administrator. Results of any presentation may be used to determine the contract award.

The evaluation committee may establish a short list of those proposals considered most advantageous to the City of Scottsdale.

Short-listed Contractors may be invited to make a presentation. At the presentation, the evaluation committee will score each Contractor.

At the conclusion of all presentations, an overall ranking of proposals will be performed.

The City of Scottsdale intends to enter into negotiations with the top-ranked Contractor determined to provide the most advantageous combination of product and services as determined by the proposal and presentation.

Should negotiations with the top ranked Contractor fail to reach a satisfactory conclusion, the City of Scottsdale may at is sole discretion enter into negotiations with the second ranked Contractor, or the City of Scottsdale may determine that no further negotiations will be conducted.

COS RFP Template

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

FORMAL REQUEST FOR PROPOSAL

OLD TOWN MARKETING, ADVERTISING, AND PUBLIC RELATIONS

SERVICES

26RFP002

All required documents shall be submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com). Contractors are expected to download the solicitation documents from the Bonfire procurement portal at City of Scottsdale, AZ (bonfirehub.com).

To prepare your electronic submission please do the following:

Review the solicitation document downloaded from the procurement portal and navigate to Section 5 – Submittal Preparation Requirements. This page is provided to give Contractors a list of the items that will be required to be submitted as a part of their official proposal. We have designated in the description of each item how Contractors are to respond:

• COS Form means there is a corresponding form that needs to be completed by the Contractor and saved as a PDF.

• If COS Form is not listed this means the Contractor shall prepare their information as detailed in Section 5 – Submittal Preparation Requirements. For example, Contractors are required to prepare their own Project Approach response, making sure they provide all of the information requested in that specific section below. Contractors could write the document using Word or Google Docs and then save the document as a PDF.

• Once the Contractor has PDF documents for all of the items listed in the Section 5 – Submittal Preparation Requirements checklist they will upload those files as noted within the Requested Information section of the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

• In the case of pricing, there may or may not be a form to be completed, we provide instructions on how to provide the pricing information for each solicitation. In some instances, Contractors will fill out a pricing form and upload them as a PDF document. In some instances, Contractors will download a pricing spreadsheet from the procurement portal, enter in their pricing information, and the upload the completed spreadsheet into the procurement portal. Some solicitations will have a browser-based pricing sheet that Contractors will complete directly in the procurement portal.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login

SUBMITTAL PREPARATION REQUIREMENTS:

Firm and Staff Qualifications & Experience – The Contractor shall submit a Firm and Staff Qualification & Experience summary that illustrates the Contractor’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training and other credentials that illustrate the Contractor’s and employee’s abilities to successfully complete the scope of work represented in this solicitation.

The Firm and Staff Qualifications summary letter shall include, at a MINIMUM, the following items:

Company Overview o Contractor’s document shall contain information containing full company contact information, including but not limited to: Company Name, Main office business address, local office business address (if different), Office phone and email address, and Company web page address (if available).

o Agency history, mission, and key differentiators.

Staff Qualifications & Resumes o Contractor’s proposal shall include the qualifications of the key personnel that will be involved in projects covered by the scope of this solicitation. The qualifications provided shall include a team organizational chart outlining the titles, bios and percentage of time team members will dedicate to the City of Scottsdale’s account.

Project Approach/ Project Management & Strategy - Contractor’s document shall demonstrate an understanding of the goals identified herein for this project and provide a basic overview for the accomplishment of these goals. Contractor’s proposal shall identify the key project areas, issues and potential obstacles with respect to the scope of work identified herein. Contractor’s documents should provide a basic methodology to address each project area and overcome all identified issues and obstacles. The Contractor’s proposal shall address a MINIMUM of the following key project areas:

Relevant Experience & Case Studies o 2-3 case studies of downtown marketing campaigns, showcasing objectives, strategy, implementation, and performance metrics.

o 2-3 case studies of event marketing campaigns, with creative samples and measurable outcomes.

o 2-3 case studies of social media management and/or campaigns.

o 2-3 examples of website creation and management.

o Portfolio of creative work across various media channels.

o 2-3 case studies illustrating brand development.

o 2-3 case studies of public relations campaigns.

o 2-3 case studies of local merchant collaboration programs.

Approach & Strategy o High-level approach to marketing Old Town Scottsdale.

o Content development process.

o Media planning and placement process.

o Audience identification and target market strategy.

o Proposed KPI framework for measuring success.

Project Management & Collaboration o Internal processes for managing deliverables.

o Collaboration plan with Tourism & Events Division.

COS RFP Template

Pricing – Respondents proposal must outline the hourly rates for positions listed below to provide services for the categories listed below.

• Creative development and production

• Media planning and buying

• Website and digital content

• Public relations

• Project management and administration

• Social media management

The City reserves the right to negotiate and adjust proposed allocations to ensure balance across priorities.

Exceptions – Contractor shall include all exceptions taken in regard to the terms and conditions as specified in this solicitation document, any award documents, or attached contracts. All exceptions taken by the Contractor shall be clearly defined and the changes requested clearly identified in their submittal document. Exceptions taken by the Contractor shall be used in the evaluation process. If the Contractor does not indicate exceptions in their submittal document this will signify to the City that the Contractor is in full agreement with all areas of the solicitation document, attached award documents and contracts, and agree to all terms as stated.

References - Contractor’s proposal shall demonstrate previous experience performing work similar to the size and scope of the work identified herein. Contractor shall provide a MINIMUM of three (3) references from past clients in tourism, events, or downtown branding. References supplied shall not be City of Scottsdale employees. The reference list provided should include a MINIMUM of:

o Organization Name o Contact Name o Contact Phone Number o Contact Fax Number o Contact Email Address (if available) o Project Date o Project Description and Size o Ultimate Project Outcome and Results

Subcontractors List - Contractor shall provide a complete list of all the anticipated subcontractors the Contractor intends to use to complete the work covered under the scope of this Contract.

Contractor shall identify the role envisioned by the subcontractor in the project. The Contractor shall supply a MINIMUM of the following information for each subcontractor:

o Subcontractor Name o Subcontractor Address o Subcontractor Phone Number o Subcontractor Contact Name o Subcontractor License Numbers (If applicable) o Extent of Work Subcontractor will do for the Offeror

NOTE:

Please do not return a copy of the solicitation/addenda(s) with your proposal/submittal. Return only the required documents as referenced on the Submittal Checklist.

All submittals are to be completed on the City of Scottsdale (COS) forms without any alterations; failure to do so may result in submittal being rejected.

SECTION 6 – REQUIRED FORMS

OLD TOWN MARKETING, ADVERTISING, AND PUBLIC RELATIONS SERVICES

1. Proposal Signature Form (COS Form)

2. Pricing Proposal Form (COS Form)

3. Bidder General Disclosure Form (COS Form)

4. Bidder Litigation Disclosure Form (COS Form)

5. References (COS Form)

6. Subcontractors List (COS Form)

7. Bidder Questionnaire – Company Information (COS Form)

PROPOSAL SIGNATURE PAGE

The undersigned hereby offers and agrees to furnish the material, or service, in compliance with all the terms and conditions, instructions, specifications, and any amendments contained in this Request for Proposal document City Services Contract and any written exceptions in the offer accepted by the City.

The Contractor also certifies it is in compliance with the Non-Collusion and the Immigration Compliance and Federal and Arizona State Immigration Laws requirements of the solicitation.

Company Name Signature of Authorized Person

Address Printed Name

City State Zip Title

Telephone Number Fax Number

Date E-Mail Address

If Applicable, Contractor’s License Number and Classification: ____________________________

The Contractor hereby acknowledges that the proposal pricing is based on all of the addenda that were issued by the City prior to opening of this proposal.

Proposal must be signed by a duly authorized representative eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Contractors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance.

COS RFP Template

PRICING PROPOSAL FORM – PAGE 1 of 1

FORMAL REQUEST FOR PROPOSAL

OLD TOWN MARKETING, ADVERTISING, AND PUBLIC RELATIONS

SERVICES

26RFP002

Respondents’ proposal must outline the hourly rates for positions listed below to provide services for the following categories.

LINE DESCRIPTION HOURLY RATE

1 Creative Development and Production $______________

2 Media Planning and Buying $______________

3 Website and digital content $______________

4 Social media management $______________

5 Audio Video Production $______________

6 Public Relations $______________

7 Total for Lines 1 to 6 $______________

**TAXES

1. Do not include any use, or federal excise tax in your bid. The City is exempt from the payment of federal excise tax and will add use tax as applicable.

ADDENDA

The Bidder hereby acknowledges that their bid/proposal pricing is based on all of the addenda that were issued by the City prior to the opening of this bid/proposal.

NO BID: If there is no bid, please state reason:

If Applicable, Contractor’s License Number and Classification: ____________________________

COMPANY NAME: ______________________________________

BIDDER GENERAL DISCLOSURE FORM

Contractor shall respond to each of the questions below by checking the appropriate box and provide supplemental information as needed. Failure to fully and truthfully disclose the information required by this disclosure form may result in the disqualification of your submittal from consideration or termination of the contract, once awarded.

Debarment / Suspension Information – Has the Contractor or any of its principals been debarred or suspended from contracting with any public entity?

YES NO

If “YES”, in an attachment to this form identify the public entity and the name and current phone number of a representative of the public entity familiar with the debarment or suspension and state the reason for or circumstances surrounding the debarment or suspension, including but not limited to the period of time for such debarment or suspension.

Surety Information – Has the Contractor or any of its principals ever had a bond or surety cancelled or forfeited?

If “YES”, in an attachment to this form identify the name of the bonding company, date, amount of bond and reason for such cancellation or forfeiture.

Bankruptcy Information – Has the Contractor or any of its principals ever been declared bankrupt or filed for protection from creditors under State or Federal proceeding in the last seven (7) years?

If “YES”, in an attachment to this form identify the date, court, jurisdiction, case number, amount of liabilities and amount of assets.

Signature Title Printed Name Date

COMPANY NAME: _____________________________________________

BIDDER LITIGATION DISCLOSURE FORM

Contractor shall respond to each of the questions below by checking the appropriate box and provide supplemental information as needed. Failure to fully and truthfully disclose the information required by this disclosure form may result in the disqualification of your submittal from consideration or termination of the contract, once awarded.

Have you or any member of your Firm or Team to be assigned to this contract ever been indicted or convicted of a felony or a misdemeanor involving theft or moral turpitude in the last five (5) years?

Have you or any member of your Firm or Team to be assigned to this contract ever been terminated (for cause or otherwise) from any work being performed for the City of Scottsdale or any other Federal, State or Local Government?

Have you or any member of your Firm or Team to be assigned to this contract ever been involved in any claim or litigation with the City of Scottsdale or any other Federal, State or Local Government during the last ten (10) years?

If you answered “YES”, to any of the above questions, in an attachment to this form, please indicate the name(s) of the person(s), the nature, and status and/or outcome of the information, indictment, conviction, termination, claim or litigation, as applicable.

Signature Title

Printed Name Date

COMPANY NAME: ______________________________________________

REFERENCES

List minimum of 3 Arizona customers, excluding the City of Scottsdale, for whom your company has provided service(s) of a similar scope as…