CTR072310_Offer_Acceptance_and_Requirements.pdf

CTR072310

24June10th

Abigail Medina Silas, Procurement Officer

Request for Proposal under A.R.S. § 41-2534

Notice Page

Arizona Office of Tourism 1110 W Washington St. Ste. 155

Phoenix, AZ 85007

Solicitation Number: BPM006069

Description: Media Relations and Travel Trade/Consumer Marketing Services - Germany

Solicitation Due Date and Time: As indicated in APP

Pre-Offer Conference: Wednesday, April 3 · 9:00 – 10:00 am Time zone: America/Phoenix Google Meet joining info Video call link: https://meet.google.com/twe-nhao-gma Or dial: (US) +1 515-493-4640 PIN: 866 684 932# More phone numbers:

https://tel.meet/twe-nhao-gma?pin=4207246227188

Proposals will only be accepted online in the “State’s eProcurement System”, Arizona Procurement Portal (APP), at https://app.az.gov until the “Bid/Offer Due Date” indicated in the “State’s eProcurement System” for the Solicitation No. shown at the top of this page.

Proposals must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting proposals in the State’s eProcurement System to the State’s eProcurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov.

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the “State’s eProcurement System”.

It is the responsibility of the Prospective Offeror to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

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Request for Proposal BPM006069 Media Relations and Travel Trade/Consumer

Marketing Services - Germany Table of Contents

Arizona Office of Tourism 1110 W Washington St. Ste. 155

Phoenix, AZ 85007

Notice Page

Table of Contents

Solicitation Summary 3 Scope of Work 5 Special Terms and Conditions 26 Addendum A to the Special Terms and Conditions 48 Uniform Terms and Conditions 53

Solicitation Requirements | Revision No. 6 | Revised 08-10 | Page 2 of 69 Click here to return to the Table of Contents

Marketing Services - Germany Solicitation Summary

Arizona Office of Tourism 1110 W Washington St. Ste. 155

Phoenix, AZ 85007

Solicitation Summary

1. What is the State Soliciting?

The Arizona Office of Tourism (the State), as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one or more single-agency Contracts to provide Media Relations and Travel Trade/Consumer Marketing Services in Germany and German-speaking regions (e.g., Austria, Switzerland).

The State intends to award either: one contract to provide all services described within, or two contracts: one to provide Media Relations Services and another for Travel Trade/Consumer Marketing Services.

Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under them.

The State reserves the right to accept any item or combination of items specified in the Solicitation, unless the Offeror expressly restricts an item or combination of items in its Offer, and conditions its response on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such a basis will result in the best value and is in the best interest for the State. The State may otherwise determine, at its sole discretion, that such restriction is non-responsive and deem the Offeror ineligible for further evaluation.

2. What is in the Solicitation?

2.1. At the time of publication, the following documents are included in the Solicitation:

2.1.1. Attachment: BPM006069 Solicitation Requirements

2.1.1.1. Notice Cover Page

2.1.1.2. Table of Contents

2.1.1.3. Solicitation Summary

2.1.1.4. Scope of Work

2.1.1.5. Special Terms and Conditions

2.1.1.6. Addendum A to the Special Terms and Conditions

2.1.1.7. Uniform Terms and Conditions

2.1.2. Attachment: BPM006069 Solicitation Instructions to Offerors

2.1.2.1. Special Instructions to Offerors

2.1.2.2. Standard Instructions to Offerors (RFP)

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Marketing Services - Germany Solicitation Summary

Arizona Office of Tourism 1110 W Washington St. Ste. 155

Phoenix, AZ 85007

2.1.3. Solicitation Attachments

■ BPM006069 Attachment 1 - Offer and Acceptance

■ BPM006069 Attachment 2 - Boycott of Israel Disclosure

■ BPM006069 Attachment 3 - Forced Labor of Ethnic Uyghurs Ban

■ BPM006069 Attachment 4 - Confidential Information Designation

■ Confidential Information Designation (for reference only)

■ BPM006069 Attachment 5 - Conformance Statements

■ Supplement – Exceptions to Instructions

■ Supplement – Exceptions to Scope of Work

■ Supplement – Exceptions to Contract Terms and Conditions

■ BPM006069 Attachment 6 - Key Personnel

■ BPM006069 Attachment 7 - Letter of Insurability

■ BPM006069 Attachment 8 - Proposed Subcontractors

■ BPM006069 Attachment 9 - Offeror Questionnaire

■ BPM006069 Attachment 10 - References

■ BPM006069 Attachment 11 - Pricing Sheet

2.2. The State may issue a Solicitation Amendment at any time after Solicitation publication and before the Offer due date. It is the responsibility of the Prospective Offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

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Marketing Services - Germany Scope of Work

Arizona Office of Tourism 1110 W Washington St. Ste. 155

Phoenix, AZ 85007

Scope of Work

Scope of Work

1. Introduction

1.1. AOT was established as an agency of the State of Arizona in 1975. AOT functions as a destination marketing organization to promote all of Arizona as a single travel destination. The mission of AOT is to strengthen and expand Arizona’s economy through travel and tourism promotion.

1.2. AOT invites sealed proposals from qualified firms for Media Relations, Travel Trade, and Consumer Marketing Services in Germany and German-speaking regions (e.g., Austria, Switzerland).

1.3. The objective of this solicitation is to cost-effectively increase visitation and spending in Arizona by these key objectives:

1.3.1. Increase visitation from source market(s) and target audiences.

1.3.2. Increase visitor spending and length of stay.

1.3.3. Leverage internal and external partners and resources.

1.3.4. Gain market share and uniquely position Arizona with a competitive advantage over competitive set states (Florida, New York, California, Washington, Utah, Colorado).

1.3.5. Assist tour operators and travel agents in promoting Arizona as a world-class travel destination.

1.3.6. Execute marketing and advertising campaigns that produce results within set criteria that maximizes the return on investment (ROI).

1.3.7. Develop and execute tactics for brand awareness.

1.4. Budget for this market is as follows:

Category Fiscal Year 24 Fiscal Year 25 (anticipated)

Media Relations $55,000 $60,000-$70,000

Travel Trade $100,000 Similar to FY24

Consumer Marketing $79,000 Similar to FY24

2. General Requirements (applicable to all categories)

2.1. Office: The Contractor shall maintain an already-established office in-market, with a dedicated Account Manager and staff who shall be responsible for the AOT account.

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2.2. Language: Contractor shall be fluent in German and English languages (i.e.

speaking, reading and writing).

2.3. Account Manager: The Contractor shall assign a dedicated account manager who possesses a minimum of two years of experience commensurate with the level of responsibilities outlined in the scope of work. The experience must be within the marketing industry of a destination management organization.

2.3.1. The Arizona Office of Tourism requires that the in-market representative possess a strong knowledge of Arizona as a travel/tourism destination or the ability to gain strong knowledge via training and in-market FAM trip.

2.3.2. It is the expectation that the same account manager shall be assigned to the AOT account for a minimum of 24 months. If the account manager changes for any reason prior to the end of that time period, the Contractor shall organize and be financially responsible for ensuring the new account manager receives training equal to or better than that provided by AOT.

2.3.3. The Account Manager shall conduct status meetings with AOT and provide reports on projects in process at time frames determined in conjunction with AOT.

2.4. In-Market Representation: The Contractor shall promote travel to all parts of the state including but not limited to; major cities, rural areas, tribal nations, official American Viticultural Areas, national and state parks, and areas of natural beauty, cultural and historical importance. This promotion shall include wording and messaging in line with AOT's sustainable tourism initiatives, such as Appreciate AZ.

2.5. Strategy Meeting: The Contractor, including the company principal and account manager(s), shall meet with key AOT staff to develop a strategic plan for Arizona in the identified target markets. This 2-day meeting shall take place either at the contractor’s office in their respective country, the AOT office in Arizona, or virtually. This meeting shall occur as soon as possible after award, but no later than 60 days after award.

2.6. AOT Responsibilities: Arizona Office of Tourism will provide to the Contractor:

2.6.1. Destination marketing knowledge related to Arizona tourism suppliers (hotels, attractions, National Parks & Monuments etc) to pitch and include in a “What’s New” update.

2.6.2. Budget information and creative planning assistance for the proposed projects.

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Marketing Services - Germany Scope of Work

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Phoenix, AZ 85007

2.6.3. Access to all AOT-branded collateral (itineraries, image galleries, destination training materials, etc.).

2.7. Market Overview: On a regular basis (either annually or every other year, as decided by AOT), the Contractor shall travel to Arizona to present a market overview to constituents from around the State. This presentation may take place at the Arizona Governor’s Conference on Tourism (approximately three days) or a similar event. Dates for the presentation will be provided by AOT no later than January for the following fiscal year. In addition to the presentation, the Contractor shall attend a familiarization tour lasting no more than an additional five nights. All travel expenses must fall within the State of Arizona Travel Policies, which can be found at https://gao.az.gov/travel/welcome-gao-travel. All travel expenses will be subject to reimbursement in accordance with the aforementioned policies.

2.8. Tourism Database: The Contractor shall have a comprehensive travel trade and/or media database already compiled at the time of contract award.

2.8.1. The database shall include at a minimum: contact name, affiliation, email address, physical address, phone number and background information.

2.8.2. The Contractor shall provide an annual product inventory report that demonstrates the success of various initiatives, such as:

2.8.2.1. Refined or additional products with existing contacts.

2.8.2.2. New products with newly acquired contacts.

2.8.2.3. Old products that are no longer offered/relevant.

2.9. AOT Database Management: The Contractor shall compile and manage a database that is updated monthly and includes contact names, company names, physical addresses, and email addresses of all requests for information and/or materials sent and leads generated, broken down into the following three categories: trade, media, and consumers. This database and its electronic records shall remain the full property of the State of Arizona and shall not be distributed without permission. The database and its electronic records shall be delivered to AOT at the conclusion of each contract year in a format approved by AOT.

2.10. GDPR Compliance: It is the specific intention of the parties that, to the extent applicable, Contractor has taken on all of the responsibilities of a “controller” or “processor” of “personal data” as defined under the Regulation (EU) 2016/679 Of the European Parliament and of the Council of 27 April 2016 on the Protection of Natural Persons with Regard to the Processing of Personal Data

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Phoenix, AZ 85007 and on the Free Movement of Such Data, also known as the General Data Protection Regulation (“GDPR”), and that Contractor bears all responsibility for compliance with GDPR with regard to Materials and Services provided under the Contract.

3. Specific Media Relations Service Requirements

3.1. Annual Media Relations Plan: The Contractor shall create and provide AOT an annual Media Relations plan for each fiscal year the contract is valid; including any timelines or other deliverables expected by AOT. The Media Relations Plan shall be due at the beginning of the calendar year (January 2) for the next fiscal year.

3.2. Annual Editorial Calendar: The Contractor shall provide an annual (12-month) editorial calendar, that shall be due at the beginning of the calendar year (January 2) for the next fiscal year(July 1 - June 30) with suggested topics to be covered for newsletters and press releases that are relevant and strategic to reach AOT’s German-speaking market goals.

3.3. Fulfillment: The Contractor shall provide information on Arizona in response to requests from the media and consumers. AOT will provide collateral for inquiries and requests contingent on availability. Fulfillment inquiries including contact information, type of inquiry (consumer, tour operator, media representative, etc.) and items requested shall be included as a component of the monthly report. AOT will reimburse the shipping costs for the collateral listed below on a monthly basis with the appropriate back-up documentation.

3.3.1.1. Arizona Official State Travel Guide (OSTG)

3.3.1.2. Arizona Official State Map

3.3.1.3. Other niche brochures, as needed

3.3.1.4. Access to images in the AOT online photo library

3.3.1.5. Film footage/B-roll with scenes from around the state

3.3.1.6. Destination video and other video assets, as needed

3.4. Individual Press Trips: AOT conducts individual press trips each fiscal year. The Contractor must qualify and organize a minimum of three and up to five journalists annually for individual press trips to Arizona. Qualified journalists are those who are on an assignment to produce an article that will be published within 18 months of the trip in a publication whose target market, reader demographics and circulation meet the requirements of AOT. Film crews and

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Phoenix, AZ 85007 radio broadcasters can be accommodated on individual press trips. AOT shall approve all qualified journalists submitted by the Contractor.

3.4.1. AOT and hosting communities will develop the itinerary and arrange for ground transportation, as needed. The Account Manager shall make all arrangements and bookings including, but not limited to: identifying and confirming qualified attendees, arranging and booking international flights to Arizona and all pre-approved itinerary activities. All hard costs incurred must be pre-approved by AOT.

3.4.2. Hard costs associated with the trip shall be billed after trip completion.

3.4.3. The Account Manager shall actively work with airlines to generate free or discounted air tickets for press trips when possible.

3.4.4. The Account Manager shall follow up with all media to confirm generated coverage has appeared.

3.4.4.1. All generated coverage shall be included in the monthly report and include metrics pertaining to the article including, but not limited to, circulation, unique monthly views, and the ad value equivalency.

3.4.4.2. If generated coverage does not appear within the agreed upon time-frame, the Contractor shall promptly return all hard costs paid by AOT associated with that specific participant.

3.4.5. The Account Manager shall follow up with all participants and report back overall opinions of the Arizona trip through an online survey/evaluation tool provided by AOT.

3.4.6. The Contractor shall adhere to press trip policies and best practices per AOT guidelines.

3.4.7. The Contractor shall collect and return to AOT a signed travel policy and risk waiver from every FAM / Individual Press Trip participant prior to their arrival in Arizona.

3.5. Media Outreach: The Contractor shall conduct proactive media outreach and pitching to print, broadcast, and online media in German-speaking regions.

3.5.1. The Contractor shall work with AOT to determine the allocation of each type of media.

3.5.2. From this outreach, a minimum of 24 new media leads shall be generated each year and added to the database. These leads must be qualified media that have the potential to cover Arizona.

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3.5.3. A summary of new media leads, including the contact’s name, email address, and affiliation(s) shall be provided in each monthly report.

3.5.4. Contractor shall identify top tier publications and media outlets via target demographic, readership, and circulation for proactive media outreach to target each fiscal year.

3.6. Clipping Service: The Contractor shall conduct an on-going clipping service of articles related to generated coverage of Arizona in print publications, online publications, social media platforms, professional travel blogs, radio, and television broadcasts. The clippings (or copies) shall be supplied to AOT each month along with advertising equivalency and circulation, viewership, and audience. Metrics for tracking social media posts will be agreed upon individually based on channels used. Advertising equivalency in USD shall be based solely on advertising rates without the use of multipliers.

3.7. Social Media: The Contractor shall leverage and translate AOT’s existing English-speaking social media channel posts to promote Arizona on German language social media channels including Facebook and any other social media channels as the Contractor deems appropriate to reach AOT's target audience in market and as approved by AOT. The Contractor shall include the following in the monthly report

3.7.1. Reach (organic, paid and viral);

3.7.2. Post interactions, (number of Likes, Comments and Shares);

3.7.3. Click through and conversion rates;

3.7.4. Key influencers and brand ambassadors interacting with AOT’s social channels;

3.7.5. Top five posts each month (in terms of engagement).

3.7.6. In the case of visiting journalists or influencers, the monthly report shall also contain the reach, engagement, and value of the resultant content.

3.8. Press Releases: The Account Manager shall write and distribute news and feature releases (minimum 6 per year as directed by AOT) throughout Germany and German-speaking regions. Release topics are to be strategic, market-relevant and approved by AOT prior to distribution. A copy of the release along with the distribution metrics outlined below shall be sent with the monthly report in which it was distributed.

3.8.1. Total number sent

3.8.2. Number of opens

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3.8.3. Number of bounce-backs

3.8.4. Number of opt outs

3.8.5. Number of click-throughs to each link

3.9. Media Industry/PR Electronic Newsletter: The Contractor shall create, using content provided by AOT and localized to the market by the Contractor, an electronic newsletter (e-newsletter), and distribute it to key media contacts (minimum 6 per year as directed by AOT). The e-newsletter shall, at a minimum, include photos and opportunities to click through to other Arizona destinations and suppliers. The Contractor shall provide a review of distribution of the e-newsletter as well as a copy of the e-newsletter as a component of the monthly report. The review shall include the following:

3.9.1. Total number sent

3.9.2. Number of opens

3.9.3. Number of bounce-backs

3.9.4. Number of opt outs

3.9.5. Number of click-throughs to each link.

3.10. Monthly Reports: The Contractor shall submit a monthly activity report and KPI spreadsheet via email no later than the 5th business day of each month for the previous month. The report shall include the following information:

3.10.1. Fulfillment inquiries including contact name, company affiliation, physical address, email address, type of inquiry (consumer, media representative, etc.), items requested and follow up action, if required.

3.10.2. Overview of media calls to include contact name, company affiliation, physical address, email address and summary of discussion and follow up action, if required.

3.10.3. Overview of generated media leads to include contact name, company affiliation, physical address, email address and summary of discussion and follow up action, if required.

3.10.4. Update of generated articles and broadcasts, advertising equivalency in USD and circulation, viewership and audience. For generated coverage, the Contractor shall define how it was generated (i.e. media call, press release, press trip, etc.). The Contractor shall provide a brief 2-3 sentence summary of any content not written in English; summary shall be in English and any corrections will be provided at no cost.

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3.10.5. Summary of special projects and meetings.

3.10.6. Summary of social media along with key statistics for the month (see Section 3.7).

3.10.7. Copy of electronic newsletters and press releases along with key statistics in the months in which they were distributed.

3.10.8. Market trends in Germany and German-speaking regions and that relate to the tourism industry.

3.10.9. Any other information deemed relevant to the contract.

3.11. Other Responsibilities:

3.11.1. Provide any translations or localization for AOT as requested for AOT’s website, AOT’s social media channels, Brand USA, or similar programs as well as general office use.

3.11.2. Hard costs for extensive translation work above and beyond the scope to include international visitor guides, website, and landing pages must be pre-approved.

3.11.3. Proof any copy as needed for AOT international outreach initiatives.

3.11.4. Assistance with communicating with local vendors needed for any AOT or Brand USA initiatives.

3.11.5. Additional professional services, such as development and sourcing of promotional materials, as needed.

4. As-Needed Media Relations Service Requirements. The Contractor shall provide the following services if required and authorized by AOT based on each fiscal year’s priorities and budget.

4.1. Additional E-Newsletter Localization and Distribution (for Media): The contractor shall create, using original content, or content provided by AOT and localized, an electronic newsletter, (e-newsletter) and distribute it to key media in Germany and German-speaking regions.

4.1.1. The e-newsletter shall include photos and links (Call to Action) throughout.

4.1.2. The Contractor shall provide a review of the distribution of the e-newsletter as a component of the monthly report. The review shall include the following:

4.1.2.1. Total number sent

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4.1.2.2. Number of opens

4.1.2.3. Number of bounce-backs

4.1.2.4. Number of opt outs

4.1.2.5. Number of click-through to each link.

4.2. Escorted Group Press Trip: The Account Manager shall organize and escort group press trips to Arizona, with a minimum of four and a maximum of eight qualified and AOT pre-approved writers plus the account manager and driver.

Qualified writers are those who are on an assignment to produce an article that will be published within 18 months of the trip in a publication whose target market, reader demographics and circulation meet the requirements of AOT.

4.2.1. AOT and hosting communities will coordinate all arrangements in Arizona including itinerary development and ground transportation, as needed.

The Account Manager shall make all arrangements and bookings including, but not limited to; identifying and confirming qualified attendees, arranging and booking international flights to Arizona and all pre-approved itinerary activities. All hard costs incurred must be pre-approved by AOT.

4.2.2. Hard costs associated with the trip shall be billed after trip completion.

4.2.3. The Account Manager shall actively work with airlines to generate free or discounted air tickets for press trips when possible.

4.2.4. The Account Manager shall follow up with all media to confirm generated coverage has appeared.

4.2.4.1. All generated coverage shall be included in the monthly report and include metrics pertaining to the article including, but not limited to, circulation, unique monthly views, and the ad value equivalency.

4.2.4.2. If generated coverage does not appear within the agreed upon time-frame, the Contractor shall promptly return all hard costs paid by AOT associated with that specific participant.

4.2.5. The Account Manager shall follow up with all participants and report back overall opinions of the Arizona trip through an online survey/evaluation tool provided by AOT.

4.2.6. The Contractor shall adhere to press trip policies and best practices per AOT guidelines.

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4.2.7. The Contractor shall collect and return to AOT a signed travel policy and risk waiver from every FAM / Individual Press Trip participant prior to their arrival in Arizona.

4.3. Additional Individual Press Trips: Upon request the Contractor may need to qualify and organize additional individual press trips to Arizona. Qualified journalists are those who are on an assignment to produce an article that will be published within 18 months of the trip in a publication whose target market, reader demographics and circulation meet the requirements of AOT. Film crews and radio broadcasters can be accommodated on individual press trips. AOT shall approve all qualified journalists submitted by the Contractor.

4.3.1. The Account Manager shall make all arrangements and bookings including, but not limited to; identifying and confirming qualified attendees, arranging and booking international flights to Arizona and all pre-approved itinerary activities. All hard costs incurred must be pre-approved by AOT. AOT and hosting communities will coordinate all arrangements in Arizona including itinerary development and ground transportation, as needed.

4.3.2. Hard costs associated with the trip shall be billed after trip completion.

4.3.3. The Account Manager shall actively work with airlines to generate free or discounted air tickets for press trips when possible.

4.3.4. The Account Manager shall follow up with all media to confirm generated coverage has appeared.

4.3.4.1. All generated coverage shall be included in the monthly report and include metrics pertaining to the article including, but not limited to, circulation, unique monthly views, and the ad value equivalency.

4.3.4.2. If generated coverage does not appear within the agreed upon time-frame, the Contractor shall promptly return all hard costs paid by AOT associated with that specific participant.

4.3.5. The Account Manager shall follow up with all participants and report back overall opinions of the Arizona trip through an online survey/evaluation tool provided by AOT.

4.3.6. The Contractor shall adhere to press trip policies and best practices per AOT guidelines.

4.3.7. The Contractor shall collect and return to AOT a signed travel policy and risk waiver from every FAM / Individual Press Trip participant prior to their arrival in Arizona.

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4.4. Additional Press Releases - Localization and Distribution: The Account Manager shall write and distribute news and feature releases, throughout Germany and German-speaking regions or localize and distribute AOT written releases upon request. Release topics are to be strategic, market-relevant and approved by AOT prior to distribution. A copy of the release along with the distribution metrics outlined below shall be sent with the monthly report in which it was distributed.

4.4.1. Total number sent

4.4.2. Number of opens

4.4.3. Number of bounce-backs

4.4.4. Number of opt outs

4.4.5. Number of click-throughs to each link

4.5. PR/Media Trade Show: The Account Manager shall assist with and attend key trade shows on behalf of the Arizona Office of Tourism.

4.5.1. The Account Manager shall assist AOT with on-site logistical support including, but not limited to; booth set-up and collateral shipping, delivery, display and distribution. AOT will directly handle all arrangements and payments associated with the show, such as registration and booth construction.

4.5.2. The Account Manager shall set up an aggressive schedule of appointments with media representatives who have the potential to cover Arizona. The appointment schedule must be forwarded to AOT for approval, no less than 10 business days prior to the commencement of the trade show and should include contact name and email address, company bio, website address (if appropriate), specific areas of interest, and summary of previous conversations.

4.5.3. The Account Manager shall execute follow-up with each appointment and provide AOT with a detailed report to include items such as overview of the event, contacts and recommendations, and follow up and fulfillment.

This report shall be provided within 5 business days following the event.

4.6. Media Mission: The Account Manager shall coordinate, conduct, and accompany a comprehensive multi-day mission within Germany and German-speaking regions or within Arizona (reverse mission) for a delegation of Arizona partners. A mission is defined as a series of appointments or events, that provides opportunities for the delegation of Arizona partners to meet with and educate media representatives.

4.6.1. The Account Manager and AOT shall work together to develop a mission strategy, including format, schedule and attendee targets, based on market goals and Arizona delegation partners in attendance. The Account

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Manager shall conduct sufficient outreach to ensure the target quantity of qualified media professionals attend appointments and events.

4.6.2. The Account Manager shall coordinate all aspects of the mission including, but not limited to, scheduling appointments, selecting a venue, coordinating all food and beverage details, distributing invitations, handling RSVPs, organizing and producing collateral bags, and all other event related tasks. All pre-approved costs associated with the mission will be reimbursed by AOT.

4.6.3. The Account Manager shall coordinate travel arrangements for the Arizona delegation including hotel and transportation reservations (not including overseas flights). Payment for these arrangements will be handled by each delegate directly. All travel expenses must fall within the State of Arizona Travel Policies, which can be found at https://gao.az.gov/travel/welcome-gao-travel. All travel expenses will be subject to reimbursement in accordance with the aforementioned policies.

4.6.4. The mission schedule including appointments, a briefing document and photos of journalists, and writers must be forwarded to AOT for approval, no less than 10 business days prior to the commencement of the media mission and should include contact name and email address; company bio, and website address (if appropriate); specific areas of interest, and summary of previous conversations.

4.6.5. The Account Manager shall provide AOT a detailed report, to include items such as overview of event, contacts, photos of journalists/writers that the delegation met with during the mission, recommendations, follow up, and fulfillment. This report shall be provided within 5 business days following the event.

4.7. Protocol Missions: The Contractor shall coordinate and accompany a comprehensive multi-day mission for a delegation of Arizona officials including but not limited to the Governor of Arizona, other political leaders, State of Arizona Agency Directors, or community leaders. A protocol mission is defined as a series of appointments or events that provide opportunities for the delegation of Arizona officials to meet with local leaders for the purpose of advancing the interests of the State.

4.7.1. The Contractor, AOT and other partners shall work together to develop format and schedule, based on mission goals and Arizona delegation officials in attendance.

4.7.2. The Contractor shall coordinate all logistical arrangements for the Arizona delegation including but not limited to international and in-country flights, ground transportation, hotels, meals, cultural exchange, and interpreters.

Payment for these arrangements will be handled by each delegate directly. All travel expenses must fall within the State of Arizona Travel Policies, which can be found at

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Phoenix, AZ 85007 https://gao.az.gov/travel/welcome-gao-travel. All travel expenses will be subject to reimbursement in accordance with the aforementioned policies.

4.7.3. The Contractor shall provide security contacts for each of the logistical arrangements to the Arizona Department of Public Safety.

4.7.4. The Contractor shall coordinate any required event venues including selecting a venue, coordinating all food and beverage details, distributing invitations, handling RSVPs, organizing and producing collateral bags, any necessary on-site coordination and all other event related tasks. All pre-approved costs associated with the mission will be reimbursed by

AOT.

4.7.5. The Contractor shall coordinate appointments for the Arizona delegation with key media, travel trade, and economic development contacts. The schedule for the Protocol Mission including all events, appointments, and logistical arrangements shall be provided to AOT for approval no less than 10 business days prior to the commencement of the mission.

4.7.6. The Account Manager shall provide AOT a detailed report, to include items such as overview of the event, contacts and recommendations, follow up and fulfillment. This report shall be provided within 5 business days following the event.

4.8. Strategic Brand Partnerships: Contractor shall identify integrated travel trade and public relations promotional opportunities to support the development and placement of the Arizona brand. These strategic brand partnerships could be any activity that promotes to a specific type of consumer (golfer, birdwatcher, spa-lover) in a non-traditional tactic.

4.8.1. In the past, the AOT has partnered with high end luxury brands to promote Arizona as a premier travel destination. A report of the results of any program shall be produced at the end of each project within fifteen business days after completion.

4.8.2. Ongoing results will be reported in monthly reports.

5. Specific Travel Trade Service Requirements

5.1. Marketing Plan: The Contractor(s) shall prepare and submit an annual marketing plan on or before January 2nd of each calendar year for the following fiscal year (July 1st – June 30th).

5.1.1. The marketing plan shall include at a minimum: annual objectives, tactics to meet the objectives and budget, to include Arizona product being sold by tour operators and where there is opportunity to grow the product.

5.1.2. The Marketing plan will also identify the top ten (10) tour operators who are selling Arizona product, quality of AZ product, ability to develop collaborative partnerships, uplift, and value add opportunities.

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5.1.3. Strategic Brand Partnerships: Contractor shall identify at least two integrated travel trade and public relations promotional opportunities to support the development and placement of the Arizona brand.

5.1.3.1. In the past AOT has partnered with airlines to create unique opportunities to promote the Arizona brand. A report of the results of any program shall be produced at the end of each project within fifteen business days after completion.

5.2. Fulfillment: The Contractor shall provide information on Arizona in response to requests from the travel trade and consumers. AOT will provide collateral for inquiries and requests contingent on availability. Fulfillment inquiries including contact information, type of inquiry (consumer, tour operator, media representative, etc.) and items requested shall be included as a component of the monthly report. AOT will reimburse the shipping costs for the collateral listed below on a monthly basis with the appropriate back-up cost documentation.

5.2.1. Arizona Official State Travel Guide (OSTG)

5.2.2. Arizona Official State Map

5.2.3. Access to images in the AOT online photo library

5.2.4. Film footage with scenes from around the state

5.2.5. Destination video

5.3. Travel Trade Reporting Requirements:

5.3.1. Monthly Reports: The Contractor shall submit a monthly activity and KPI report via email no later than the 5th business day of each month for the previous month. The report shall include the following information:

5.3.1.1. Fulfillment inquiries including contact name, company affiliation, physical address, email address, type of inquiry (consumer, tour operator, travel agent, etc.) and items requested.

5.3.1.2. Overview of sales calls including contact name, company affiliation, physical address, email address, and summary of discussion.

5.3.1.3. Overview of generated qualified leads.

5.3.1.4. Summary of destination training given, including key contact, location, and attendees.

5.3.1.5. Summary of special projects and meetings and any follow up items.

5.3.1.6. Copy of the electronic newsletter along with e-newsletter statistics in the months an e- newsletter is distributed.

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5.3.1.7. Market trends that relate to the tourism industry.

5.3.1.8. Any other information deemed relevant to the contract.

5.3.2. Annual Report: The Contractor shall provide an inventory of all current products in a "Product Inventory Report" featuring Arizona being offered by tour operators in Germany and German-speaking regions on an annual basis. This annual report shall be submitted in a format approved by AOT. If the Contractor does not have an acceptable format, AOT will provide one. The inventory shall include an executive summary along with the following:

5.3.2.1. A complete listing of all tour operators in Germany and German-speaking regions that offer Arizona products in their brochures, on their website, or in any other capacity.

5.3.2.2. For each operator, a company background and description along with the product manager name and contact details including address, phone number, email address and company website.

5.3.2.3. For each operator, a list of the receptive companies used.

5.3.2.4. For each operator, the number and types of itineraries (FIT, fly/drive, motorcoach, etc.) that feature Arizona product.

5.3.2.5. For each operator, the hotel listings and optional activities or tours offered by the community.

5.3.2.6. For each operator, scanned brochures and website pages that include Arizona products.

5.4. Destination Trainings: The Contractor shall present educational programs in person or virtually, as requested by AOT, and implement a program of trade outreach on the State of Arizona tourism products to qualified groups of travel agents, tour operators, airline reservations, and sales staff throughout .

Qualified groups are those groups that are already selling products to Arizona and need assistance training their reservations staff or other sales staff. All material presented shall be approved by AOT prior to use. The Contractor shall provide a report to AOT which will include the details on the audience, material covered, and any other information deemed relevant as part of the monthly report. AOT reports the number of trainings as a Key Performance Indicator (KPI) and will set the number for each fiscal year.

5.5. Travel Trade Electronic Newsletter: The Contractor shall create, using original content or by localizing content created by AOT, an electronic newsletter (e-newsletter) and distribute it to key travel trade contacts. The Contractor shall distribute six (6) e-newsletters per contract year. The e-newsletter shall, at a minimum, cover 4-6 topics per newsletter and include photos, quotes, and opportunities to click through to other Arizona destinations and suppliers. The Contractor shall provide a review of the e-newsletter distribution as a component of the monthly report. The review shall include the following:

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5.5.1. Total number sent

5.5.2. Number of opens

5.5.3. Number of bounce-backs

5.5.4. Number of opt outs

5.5.5. Number of click-throughs to each link

5.6. Other Responsibilities:

5.6.1. Provide any translations or localization for AOT as requested for Brand USA or similar programs and general office use. Hard costs for extensive translation work above and beyond the scope to include international visitor guides, website, and landing pages must be pre-approved.

5.6.2. Proof any copy as needed for AOT international outreach initiatives.

5.6.3. Assistance with communicating with local vendors needed for any AOT or Brand USA initiatives.

5.6.4. Additional professional services, such as development and sourcing of promotional materials, as needed.

6. As-Needed Travel Trade Marketing Services and Requirements

The Contractor shall provide the following services if required and authorized by AOT based on each fiscal year’s priorities and budgets.

6.1. Additional E-Newsletter for Travel Trade: The Contractor shall create, using original content or by localizing content created by AOT, an electronic newsletter (e-newsletter) and distribute it to key travel trade contacts. The e-newsletter shall, at a minimum, cover 4-6 topics per newsletter and include photos, quotes and opportunities to click through to other Arizona destinations and suppliers. The Contractor shall provide a review of the e-newsletter distribution as a component of the monthly report. The review shall include the following:

6.1.1. Total number sent

6.1.2. Number of opens

6.1.3. Number of bounce-backs

6.1.4. Number of opt outs

6.1.5. Number of click-throughs to each link

6.2. Escorted Familiarization (FAM) Tour: The Account Manager shall organize and escort tour operator familiarization trips to Arizona, with a minimum of four and a maximum of eight qualified German & German-speaking trade representatives, plus the account manager and driver. A qualified trade

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Phoenix, AZ 85007 representative is defined as a person working for a qualified company who develops packages and/or sells, or has the intent to sell, Arizona travel products. AOT shall approve all final trip participants.

6.2.1. AOT and hosting communities will coordinate all arrangements in Arizona including itinerary development and ground transportation, as needed.

The Account Manager shall make all arrangements and bookings including, but not limited to; identifying and confirming qualified attendees, arranging and booking international flights to Arizona and all pre-approved itinerary activities. All hard costs incurred must be pre-approved by AOT.

6.2.2. Hard costs associated with the trip shall be billed after trip completion.

6.2.3. The Account Manager shall actively work with airlines to generate free or discounted air tickets for FAM tours when possible.

6.2.4. AOT will establish deliverables and key performance metrics associated with each FAM tour.

6.2.5. The Account Manager shall follow up with all trip participants to confirm all deliverables and key performance metrics are completed within the agreed upon time frame.

6.2.5.1. Completed deliverables and key performance metrics shall be included in the monthly report.

6.2.5.2. If deliverables and key performance metrics are not completed within the agreed upon time frame, the Contractor shall promptly return all hard costs paid by AOT associated with that specific participant.

6.2.6. The Contractor shall adhere to FAM trip policies and best practices per AOT guidelines.

6.2.7. The Account Manager shall follow up with all participants and report back overall opinions of the Arizona trip through an online survey tool provided by AOT.

6.2.8. The Contractor shall collect and return to AOT a signed travel policy and risk waiver from every FAM / Individual Press Trip participant prior to their arrival in Arizona.

6.3. Travel Trade (B2B) Trade Show: The Account Manager shall assist with and attend key trade shows on behalf of AOT.

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6.3.1. At AOT’s direction, the Contractor shall handle all arrangements and payments associated with show registration and booth construction as a hard cost, or AOT may make all arrangements directly.

6.3.2. The Account Manager shall assist AOT with on-site logistical support including booth set-up and collateral shipping, delivery, display, and distribution.

6.3.3. The Account Manager shall set up an aggressive schedule of appointments with trade representatives who have the potential to cover Arizona. The appointment schedule must be forwarded to AOT for approval no less than 10 business days prior to the commencement of the trade show and should include contact name and email address;

company, summary, website address, specific areas of interest, and summary of previous conversations.

6.3.4. The Account Manager shall follow-up with each appointment and provide AOT with a detailed report to include items such as an overview of the event, contacts, and recommendations, follow-up, and fulfillment. This report shall be provided within 5 business days following the event.

6.4. Sales Mission: The Account Manager shall coordinate, conduct and accompany a comprehensive in-person multi-day mission for a delegation of Arizona partners to key cities in Germany and German-speaking regions or in Arizona (reverse sales mission). A mission is defined as a series of appointments, an event, and/or series of events that provides opportunities for the delegation of Arizona partners to meet with and educate trade representatives in person.

6.4.1. The Account Manager and AOT shall work together to develop a mission strategy, including format, schedule and attendee targets, based on market goals and Arizona delegation partners in attendance. The Account Manager shall conduct sufficient outreach to ensure the target quantity of qualified travel trade professionals are in attendance at appointments and/or events.

6.4.2. The Account Manager shall coordinate all aspects of the mission including, but not limited to; scheduling appointments, selecting the venue(s), coordinating all food and beverage details, distributing invitations, handling RSVPs, organizing and producing collateral bags and all other event related tasks. All pre-approved hard costs associated with the mission will be reimbursed by AOT.

6.4.3. The Account Manager shall coordinate travel arrangements for…