Addendum_2.pdf

Tourism Public and Media Relations Services

RFQ # 5-26-01

January 28, 2026 Addendum 2

TO ALL PROSPECTIVE PROPOSERS

This is an Addendum to and shall be considered as part of the original RFQ package for the above-mentioned RFQ.

Proposers are requested to acknowledge receipt of this Addendum with their submittal.

QUESTIONS AND RESPONSES:

1. Question: Could the County confirm the anticipated annual budget range, inclusive of both agency fees and out-of-pocket allocations (e.g., events, partnerships, FAM tours/accommodations/travel, influencer programming, etc.)?

Response: The total 2025-2026 media relations budget is $250,000.

2. Question: Will influencer partnerships and creator campaigns be supported through a separate programming or paid media budget?

Response: Creators are used only for select, highly targeted campaigns or marketing initiatives. While some of these efforts are expensed to the media relations budget, many are expensed to a separate content budget.

3. Question: Can the County clarify priority international markets and whether international outreach is expected to be proactive or opportunistic within this scope?

Response: Our primary international source markets are the United Kingdom, Germany, Ireland, and Canada. International efforts, including press releases, are largely handled by our international representative, with any agency-led media outreach occurring on an opportunistic basis.

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Florida’s Space Coast

Telephone (321) 617-7390 Fax (321) 617-7391

CENTRAL SERVICES DEPARTMENT

PURCHASING SERVICES

Brevard County Government Center 2725 Judge Fran Jamieson Way, Bldg. C, Suite C-303 Viera, FL 32940

January 28, 2026 Addendum 2 – Page 2

4. Question: Are there specific destinations TDO considers conflicts of interest for this engagement?

Response: Beaches located on Florida’s east and west coasts are considered primary competitors and would constitute a conflict of interest.

5. Question: Based on the RFQ timeline, what is the anticipated start date for this contract?

Response: April or May 2026.

6. Question: If a new agency is selected, will there be a defined transition period with the incumbent to facilitate the transfer of media lists, reporting systems, and key relationships?

Response: Transition details will be discussed after selection. There is no predefined transition period, but reasonable steps will be taken to support continuity.

7. Question: Do any of these current public relations clients constitute a conflict of interest for Brevard County Tourist Office?

• Lee County, FL

• Visit Pensacola

• Visit St. Pete/Clearwater

• Fort Myers and Sanibel Island

Response: With the exception of Visit Pensacola, each of the other destinations is considered a direct competitor.

8. Question: What destinations does the Space Coast consider to be its direct competitors?

Response: All Florida beaches are competitors. Beaches on Florida’s east and west coasts are considered primary competitors.

9. Question: Can you please confirm the international media markets you would like media relations to focus on?

Response: Our primary international source markets are the United Kingdom, Germany, Ireland, and Canada.

10. Question: The RFQ says the agency will identify influencers for collaboration. Will the PR agency also be responsible for additional aspects of influencer partnerships such as contracting, itinerary development, arranging travel, creative briefing, reviewing and approving content, etc.?

Response: Creators and influencers are used only for select, highly targeted campaigns or marketing initiatives. The agency will support the TDO’s efforts in coordinating any FAMs, and often includes vetting, contracting, coordinating travel arrangements, invoicing, reporting results, and other reasonable services needed to support these initiatives.

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Addendum 2 – Page 3

11. Question: Do you currently have an agency that handles contracting and hosting paid influencers, or is this handled in-house?

Response: Our influencer program is managed in-house with assistance from our PR agency as noted in the previous question.

12. Question: Do you require a budget proposal to be submitted with the RFQ?

Response: No budget proposal is requested at this time.

13. Question: Does Brevard County Tourism Office currently have a public relations agency, and will that agency be participating in this RFQ?

Response: Yes, we are currently under contract with a public relations agency. It is unknown at this time if the incumbent agency will participate in the RFQ.

14. Question: If three case studies of work are provided, are writing samples of press releases and pitches also required?

Response: If your provided case studies include press releases and pitches, no additional writing samples are required.

15. Question: You requested examples of client reports, however, that is proprietary client information we cannot share. Is it ok if we only include a description of how we approach monitoring and reporting results?

Response: We are not requesting client data, simply the types of reports you provide and their format.

16. Question: Could we request an extension to the submission deadline?

Response: No.

17. Question: Could we request an electronic submission in light of the lifting of all delivery guarantees from all the courier companies?

Response: Hardcopies and digital files on a USB drive are required for all submissions and must be shipped to the address provided. Proposers are responsible for allowing sufficient time for shipment and delivery, as outlined in the Proposal Submittal section of the Invitation and Specifications document on page 12.

18. Question: Could you let us know what the budget is for this work?

Response: Please refer to the response to Question #1.

Addendum 2 – Page 4

19. Question: Could you let us know if you have a local preference or are you open to a Canadian agency that has done similar work with clients across the United Sates, with some currently being the States of California, Colorado and Wyoming?

Response: We are not permitted to contract with businesses outside of the U.S.

20. Question: Do you have an incumbent, and would they be participating in this RFP?

Response: Yes. We are currently under contract with a public relations agency. It is unknown at this if the incumbent agency will participate in the RFQ.

21. Question: Are you able to share the names of the selection committee (for addressing them in our cover letter?)

Response: The selection committee members are as follows:

• Rachel Horst, Public Information Officer and Marketing Specialist

• Meagan Happel, PR Manager and Film Commissioner, Tourism Department

• Laura Beebe, Marketing Director, Tourism Development

22. Question: We’ve noted that we’re to propose fees for the allotted hours noted in the RFP, but is there an annual expense budget we should reference as well?

Response: Fees will be negotiated after final agency selection.

23. Question: Are questions by other participating agencies, and responses, posted on VendorLink or shared anywhere?

Response: Yes. Questions and responses will be posted in an addendum on VendorLink.

24. Question: What is the reason for issuing the RFQ at this time? Are you engaging a new agency, replacing or required to go to bid, or are there other reasons? Please explain.

Response: The contract with our current agency is expiring, and we are required to solicit new vendors.

25. Question: Who is your current/most recent PR agency? What is/was the duration of their contract? What is the fee being paid to them?

Response: Butin PR has been our PR agency for the last seven years, and their contract expires Q1 2026.

Addendum 2 – Page 5

26. Question: What has and hasn’t worked with previous PR agencies?

Response: While we’ve had a good working relationship with our current agency and they have delivered good results, we remain open to new strategies, fresh perspectives, and ways to strengthen our efforts.

27. Question: What factors are most important to you in selecting your PR agency?

Response: Established media relationships that are directly relevant to our destination and priority markets, and proven success in securing meaningful coverage.

28. Question: What are the most important factors or characteristics you are looking for in your PR agency?

Response: Trusted journalist relationships, a track record or earned media placements, and a clear understanding of our brand.

29. Question: How important is the geographic location of the agency in your selection?

Response: Agencies located in Florida are preferred, but it is not a requirement.

30. Question: What destinations are considered a conflict of interest/direct competition?

Response: Please refer to the response to Question #4.

31. Question: The cover page references this as a request for qualifications, but the document is asking for proposals.

Response: The solicitation is a Request for Qualifications (RFQ). “Proposals” refers to the submitted response.

32. Question: What does a successful program look like for you as the client?

Response: Securing media coverage is the highest priority.

33. Question: RFQ document says the contract period will begin upon execution of contract. What is the timeframe expected for the contract to begin?

Response: Please refer to the response to Question #5.

34. Question: Is there any social media work expected? Do you use any outside support for social media besides your staff?

Response: Social media is managed in-house with support from our ad agency.

January 28, 2026 Addendum 2 – Page 6

35. Question: The RFQ list that the agency will focus on international coverage. Are there specific international markets? Does TDO currently employ any international PR or sales firms? Will there be additional budget for international work?

Response: Please refer to the response to Question #3 regarding the international markets and representation. Our international sales representative handles the majority of our international PR efforts, and those efforts are funded from the international budget. We do not work with an internation PR firm.

36. Question: What is the budget/expected budget for this program

Response: $250,000, inclusive of agency fees, press release and image distribution fees, clipping services, influencer/creator expenses, media FAMs, and other program-related expenses.

37. Question: Is it possible to receive a copy of your 2026 marketing plan?

Response: The 2026 Marketing Plan is posted on VendorLink.

38. Question: Who are the selection committee members?

Response: Please refer to the response to Question #21.

39. Question: To ensure receipt of the proposal in a timely fashion, will there be a posting of the proposals received?

Response: Yes. A “Names Only” tabulation will be posted to acknowledge all proposals received on or before the RFQ closing date and time, as outlined in the Proposal Submittal section of the Invitation and Specifications document (page 12).

40. Question: Is hand-delivered proposal packages accepted?

Response: Yes. Hand-delivered proposals are accepted and must be received by Purchasing Services by the RFQ closing date and time indicated.

Please note that the qualification opening date and time remains February 3, 2026 @ 11:00 am.

All other terms and conditions remain unchanged.

Sincerely, Mary Bowers Purchasing Manager

END OF ADDENDUM NO. 2