7-RFQ Marketing Advertising 2025.docx

Request for Quote

The Broward County Office of Economic and Small Business Development (OESBD) is seeking an Advertising / Marketing vendor to assist with promotions for the 10th annual Florida International Trade and Cultural Expo (FITCE),scheduled for October 22 & 23, 2025 at the Broward County Convention Center in Fort Lauderdale. We seek to secure a vendor to provide the following scopes of services for marketing across major, with some secondary, media outlets and coverage during the period of August through October 2025 to promote, increase public awareness, and encourage registrations and attendance of this high-value international event, as noted below.

Vendors are asked to provide a quote for consideration:

1. To start as soon as possible through October 2025; and

1. Inclusive of ALL fees by 5PM on Wednesday, August 27, 2025; and

1. Vendor fees shall NOT TO EXCEED $3,000

Scope of Services / Deliverables:

1. Major Media Buys across multiple platforms

0. Multilingual Digital, Streaming, Social Media and Influencers, Television, Radio, and/or Geotargeting/Geofencing Advertising:

0. Total targeting video / television / video streaming Budget: $11,250

0. Total targeted audio streaming / radio Budget: $6,000

0. Total targeted digital / social audio streaming Budget: $5,000

0. Total Media Buying Budget: $22,250

1. Production of assets for use in media buys

1. One(1) :30 engaging, high-energy, brand building multilingual video commercial with audio voiceover and captions (English, Spanish, Haitian Creole, and/or other language(s) to be determined) to highlight the 10th Anniversary of FITCE formatted accordingly for outlet(s)

0. Featuring Broward County Commission Board FITCE Representative and/or other key FITCE representatives as on camera subjects as schedules allow

0. Main imagery focused on the 10th anniversary and evolution of FITCE and, most specifically, FITCE 2025

0. Welcoming, engaging, contemporary, drone footage, moderately fast cuts, smooth edits/transitions

0. High quality / High resolution video, images, and audio

0. Dynamic visuals of people, business activity and economic vitality

0. Enhanced and inclusive storytelling to appeal to diverse audiences

1. One(1) :30 engaging, high-energy, brand building multilingual audio commercial (English, Spanish, Haitian Creole, and/or other language(s) to be determined) to highlight the 10th Anniversary of FITCE (formatted accordingly for outlet)

1. Featuring Broward County Commission Board FITCE Representative and/or other key FITCE representatives as on camera subjects as schedules allow

1. NOTE: If :05 and :15spots are confirmed as part of the media buys, the additional assets are to be provided by selected vendor

1. Production Assets Delivery Deadline (FINAL APPROVED):

3. Audio commercial by Friday, September 5, 2025

3. Video commercial by Friday, September 5, 2025

1. Total Production Budget: $2,000 Total Budget Allowance (including vendor fee): Not to Exceed $27,250

Parameters / Specifications:

1. Price quoted must include itemized list of all costs including pre- and post-production, creative, voice over, editing, background music, shipping, etc.

1. Provide detailed information, including line-item cost list for all equipment, services, and staff, including but not limited to:

1. concept / storyboarding

1. pre- / post-production and editing

1. on-site b-roll (video)

1. equipment rental / costs

1. copywriting

1. Broward County Board of County Commissioners Representative for FITCE may be included as on-camera talent

1. voice over talent

6. Multilingual OESBD Staff available for no cost

1. location(s) and permit(s)

1. shipping

1. value-added services and opportunities

1. other miscellaneous fees

1. Allow up at least one (1) week for agency review process.

1. All final deliverables must be approved by Broward County OESBD.

1. All approved final, raw, and b-roll footage are the sole property of Broward County government.

1. All final versions are to be provided to Broward County OESBD in acceptable formats and to include all proprietary footage / backup to OESBD. Final product must be provided to Broward County OESBD in format(s) ready for immediate use / viewing, sharing, and posting online (PC compatible), including a physical copy of final product delivered (regular mail or in-person) to OESBD; and via Microsoft OneDrive (file access to be provided). The preferred method(s) for transferring (sending and receiving) large electronic files for Broward County OESBD is Microsoft OneDrive. All campaign assets (text, copy, press release, assets, videos, etc.) are the property of Broward County OESBD as per Broward County government.

1. Include a sample post-campaign report [inclusive of tear sheets (digital / print), interview documentation, campaign data, etc.] to show how final analytic data is provided.

1. Provide a W-9 along with your response. Registration as a Broward County Vendor may be required if not currently registered.

1. As a government agency, please note that sales tax is not applicable.

Invoice Schedule:

1. August 31, 2025: Upon delivery of approved assets / deliverables / services and campaign report (campaign data, analytics, and/or documentation) completed through August 31, 2025.

1. September 30, 2025: Upon delivery of approved assets / deliverables / services and campaign report (campaign data, analytics, and/or documentation) completed from September 1-30, 2025.

1. November 30, 2025: Upon delivery final and approved assets / deliverables / services completed and post-campaign report (campaign data, analytics, and/or documentation) from October 1-31, 2025.

1. Please anticipate payment processing of 12-15 business days upon receipt and approval of complete invoice and back up documentation / materials as stated above.

NOTE: Close matches of specs are acceptable but must be indicated in your response. Product samples may be required. After reviewing sample(s), Broward County has right of refusal. Broward County OESBD will use a standard Purchase Order as the Agreement and for payment to allow for timely execution.

Please respond via email to OESBDConference@broward.org by 5PM on Wednesday, August 27, 2025 for review by our team - including a contact name and number/email. All materials received will be reviewed before any decisions are made regarding potential vendor. Vendor representatives will be contacted as needed for follow up information. The selected vendor(s) will be notified via email. Thank you for your consideration and we look forward to your response.

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