RFP 10TCA-S27 - Final~1.pdf

Domestic Visitor Study RFP 10TCA-S27 Page 1 of 34

State of Nevada

Brian Sandoval

Department of Administration Governor

Purchasing Division Patrick Cates

Director 515 E. Musser Street, Suite 300

Carson City, NV 89701

Jeffrey Haag

Administrator

State of Nevada

Purchasing Division

Request for Proposal: 10TCA-S27

For

DOMESTIC VISITOR STUDY

Release Date: February 16, 2018

Deadline for Submission and Opening Date and Time: March 20, 2018 @ 2:00 PM

Refer to Section 7, RFP Timeline for the complete RFP schedule

For additional information, please contact:

Annette Morfin, Purchasing Officer

State of Nevada, Purchasing Division

515 E. Musser Street, Suite 300

Carson City, NV 89701

Phone: 775-684-0185

Email address: amorfin@admin.nv.gov

(TTY for Deaf and Hard of Hearing: 1-800-326-6868

Ask the relay agent to dial: 1-775-684-0185/V.)

Refer to Section 8 for instructions on submitting proposals

Domestic Visitor Study RFP 10TCA-S27 Page 2 of 34

VENDOR INFORMATION SHEET FOR RFP 10TCA-S27

Vendor Shall:

A) Provide all requested information in the space provided next to each numbered question. The information provided in Sections V1 through V6 shall be used for development of the contract;

B) Type or print responses; and

C) Include this Vendor Information Sheet in Section III of the Technical Proposal.

V1 Company Name

V2 Street Address

V3 City, State, ZIP

V4 Telephone Number

Area Code: Number: Extension:

V5 Facsimile Number

V6 Toll Free Number

V7

Contact Person for Questions / Contract Negotiations, including address if different than above

Name:

Title:

Address:

Email Address:

V8 Telephone Number for Contact Person

V9 Facsimile Number for Contact Person

V10 Name of Individual Authorized to Bind the Organization

Name: Title:

V11 Signature (Individual shall be legally authorized to bind the vendor per NRS 333.337)

Signature: Date:

Domestic Visitor Study RFP 10TCA-S27 Page 3 of 34

TABLE OF CONTENTS

1. PROJECT OVERVIEW

2. SCOPE OF WORK

3. COMPANY BACKGROUND AND REFERENCES

4. COST

5. FINANCIAL

6. WRITTEN QUESTIONS AND ANSWERS

7. RFP TIMELINE

8. PROPOSAL SUBMISSION REQUIREMENTS, FORMAT AND CONTENT

9. PROPOSAL EVALUATION AND AWARD PROCESS

10. TERMS AND CONDITIONS

11. SUBMISSION CHECKLIST

ATTACHMENT A – CONFIDENTIALITY AND CERTIFICATION OF INDEMNIFICATION

ATTACHMENT B – VENDOR CERTIFICATIONS

ATTACHMENT C – CONTRACT FORM

ATTACHMENT D – INSURANCE SCHEDULE FOR RFP 10TCA-S27

ATTACHMENT E – REFERENCE QUESTIONNAIRE

ATTACHMENT F– PROPOSED STAFF RESUME

ATTACHMENT G – COST SCHEDULE

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Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, which can be found on the Purchasing Division’s website at:

http://purchasing.nv.gov.

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

1. PROJECT OVERVIEW

1.1 The Nevada Department of Tourism and Cultural Affairs (NDTCA) exists to help achieve the statewide strategic priority of a vibrant and sustainable Nevada economy.

1.1.1 The Nevada Division of Tourism (Division) accomplishes this by effectively promoting statewide tourism to enhance economic vitality of Nevada and provide a vibrant quality of life for all Nevadans.

1.1.2 TravelNevada, the Division’s consumer facing name, reaches these goals by developing and executing a result-driven strategic marketing program that compels consumer purchase decisions effective use of key marketing and sales channels.

1.1.3 Tourism has a direct relationship with increases in revenues and taxes in

Nevada’s communities, and TravelNevada works to promote the continued success of tourism.

1.1.4 The Division of Tourism is funded entirely by lodging tax revenues, so driving overnight visitation is critical to the Division’s ability to continue to market the

State and ensure long-term sustainability.

1.2 The State of Nevada Purchasing Division, on behalf of the Nevada Division of Tourism, is seeking proposals from qualified vendors (research companies with extensive experience working with destination marketing organizations and travel industry brands) to provide domestic visitor profile study services.

1.3 The study, which will act as the foundation for all marketing programming, is essential for the Division of Tourism and its statewide partners, to gain critical insights into topics such as:

1.3.1 Traveler demographics;

1.3.2 Trip Spending;

1.3.3 Party Composition;

1.3.4 Key Reasons for Traveling;

1.3.5 Trip Purpose (different from reasons for traveling);

1.3.6 Planning Cycle;

1.3.7 Planning and Booking Tools;

1.3.8 Trip Itinerary – places visited within Nevada;

1.3.9 Transportation Used;

1.3.10 Accommodations;

1.3.11 Trip Activities; and

1.3.12 Length of Trip.

http://purchasing.state.nv.us/ http://www.leg.state.nv.us/

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1.4 The Division of Tourism is seeking a vendor that can incorporate a national-level study with state-level information to ensure Nevada can measure against a national set. The insights for Nevada would need to mirror those queried on the national survey to ensure comparison consistency.

1.5 The Division of Tourism is requesting proposals from qualified vendors to provide a

Nevada Domestic Visitor Profile Study for a period of four (4) years. The contract would commence July 1, 2018 and expire June 30, 2022.

1.6 GOALS AND OBJECTIVES

1.6.1 Gain insight into the Nevada visitor, providing a foundation for all marketing programming;

1.6.2 Showcase experiences of greatest value to Nevada travelers;

1.6.3 Provide timely reports (at least quarterly) with detailed information about domestic travelers to Nevada;

1.6.4 Produce quarterly rural Nevada domestic visitor volume counts;

1.6.5 Develop calendar year visitor profiles for the State, territories, counties, areas and cities of Nevada; and

1.6.6 Develop calendar year visitor profiles based on types of visitors to Nevada.

2. SCOPE OF WORK

2.1 PROGRAM TASKS

The Division of Tourism seeks input from the vendor on creating and administering the program; however, the current program includes these components:

2.1.1 Program Methodology

2.1.1.1 To achieve the most efficient and comprehensive approach to reach a national representative sample of past Nevada visitors, the

Division of Tourism conducted its study using an online panel.

2.1.1.2 The respondents who indicate in the syndicated questionnaire that they visited Nevada are automatically sent a more detailed questionnaire specific to Nevada.

2.1.1.3 This questionnaire is viewed as a module to an initial syndicated survey.

2.1.2 Program Activities

The questionnaire collects travel details on a household and trip level. The following questionnaire topics are currently included:

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2.1.2.1 Purpose of trip;

2.1.2.2 Transportation used;

2.1.2.3 Ages of travel party members;

2.1.2.4 Number of nights in Nevada by specific housing categories;

2.1.2.5 Timing and sources of Nevada trip planning;

2.1.2.6 Day of the week of the trip;

2.1.2.7 Activities on the trip;

2.1.2.8 Nevada attractions visited;

2.1.2.9 Nevada cities visited;

2.1.2.10 Category expenditures;

2.1.2.11 Type of accommodation(s) used; and

2.1.2.12 Motivation for return visitation.

2.1.3 Program Deliverables

The Division of Tourism requires timely, accurate information. The current study data is released seven (7) weeks after a survey period is closed. For instance, the calendar year 2017 data is available the third (3 rd

) week of February

2018. Indicate your firm’s estimated delivery date for the following:

FY19

Months of Travel Field Dates Delivery Dates

Primary

Syndicated

Nevada Specific

Follow-up

July-September 2018

October-December 2018

January-March 2019

April-June 2019

FY20

Months of Travel Field Dates Delivery Dates

Primary

Syndicated

Nevada Specific

Follow-up

July-September 2019

October-December 2019

January-March 2020

April-June 2020

FY21

Months of Travel Field Dates Delivery Dates

Primary

Syndicated

Nevada Specific

Follow-Up

July-September 2020

October-December 2020

January-March 2021

April-June 2021

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FY22

Months of Travel Field Dates Delivery Dates

Primary

Syndicated

Nevada Specific

Follow-up

July-September 2021

October-December 2021

January-March 2022

April-June 2022

2.1.4 Additional Items Requested By Nevada Division of Tourism

2.1.4.1 Access to the entire national data set, allowing the Division of

Tourism to not only analyze data for Nevada, but compare against national data;

2.1.4.2 Tabulated results published both weighted and raw;

2.1.4.3 Deliverables should be stored on a web-based portal for easy access.

Questionnaires, schedules and other relevant documents should also be stored on the portal;

2.1.4.4 SPSS data files or other format, please specify, for the entire data set;

2.1.4.5 The follow-up visitor study will provide profiles that highlight travel behavior of certain segments among recent Nevada visitors, such as visitors to Nevada cities, counties and territories.

A. These profiles will be provided in Excel-based format. For each calendar year, 2018, 2019, 2020 and 2021, profiles will be delivered based on geographic and activity-based definitions to be provided to the awarded vendor.

B. It is understood that calendar year 2018 may potentially contain data from two different sources. How to handle this will be worked out jointly between the Division of Tourism research staff and the awarded vendor.

2.1.4.6 A web-based tool for additional analysis of tabulated results;

provide the name of the tool that would be used by Nevada Division of Tourism if awarded the contract.

2.1.4.7 Household level data collected through the Domestic Visitor Study is currently utilized by the Nevada Division of Tourism’s Customer

Relationship Management (CRM) for scoring purposes as it relates to various marketing programs that the Nevada Division of Tourism conducts. Will you make household level data available to Nevada

Division of Tourism’s CRM vendor including name and address?

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2.1.4.8 Provide examples of your current visitor study questionnaires, as well as link access to the actual questionnaires as a part of your proposal.

2.1.4.9 The awarded vendor will work directly with Nevada Division of

Tourism’s research staff in developing, modifying and maintaining the integrity of the Nevada Domestic Visitor Profile Study.

2.1.5 Questions That Must Be Answered As Part of the Proposal

2.1.5.1 Do you employ a managed panel?

2.1.5.2 Do you own your own panel? If yes, how long have you owned your panel?

2.1.5.3 If you do not own your own panel, please identify the subcontracted panel provider you use, with a detailed description on how the panel is maintained and how long you have been subcontracting the current panel you are using.

2.1.5.4 Have you changed panel providers in the last five (5) years? If yes, please explain the reasons why. Did you recalibrate your data to reflect the panel change?

2.1.5.5 Is the sample balanced on the outgo?

2.1.5.6 Are respondents asked about past month travel behavior?

2.1.5.7 Do you have the capability to follow-up with Nevada travelers immediately and be able to survey them with a more Nevada specific survey for past month travel?

2.1.5.8 Can you meet a sample size of approximately 3,000 Nevada visitors over four (4) quarters?

2.1.5.9 How many times can a panelist receive a survey about a subject category such as travel within a nine (9)-month period?

2.1.5.10 How many times can a panelist be contacted concerning any type of study within a three (3)-month period?

2.1.5.11 What is the size of the panel you would be using to conduct the

Domestic Visitor Profile Study?

2.1.5.12 What are your panel response rates?

2.1.5.13 How are panelists recruited to your panel?

2.1.5.14 How are your data sets weighted?

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3. COMPANY BACKGROUND AND REFERENCES

3.1 VENDOR INFORMATION

3.1.1 Vendors shall provide a company profile in the table format below.

Question Response

Company name:

Ownership (sole proprietor, partnership, etc.):

State of incorporation:

Date of incorporation:

# of years in business:

List of top officers:

Location of company headquarters, to include

City and State:

Location(s) of the office that shall provide the services described in this RFP:

Number of employees locally with the expertise to support the requirements identified in this RFP:

Number of employees nationally with the expertise to support the requirements in this

RFP:

Location(s) from which employees shall be assigned for this project:

3.1.2 A Nevada-based business may apply for a five percent (5%) preference on its proposal. This preference may apply if a business has its principal place of business within Nevada. This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis. To claim this preference a business must submit a letter with its proposal showing that it qualifies for the preference.

3.1.3 Please be advised, pursuant to NRS 80.010, a corporation organized pursuant to the laws of another state shall register with the State of Nevada, Secretary of

State’s Office as a foreign corporation before a contract can be executed between the State of Nevada and the awarded vendor, unless specifically exempted by NRS 80.015.

3.1.4 The selected vendor, prior to doing business in the State of Nevada, shall be appropriately licensed by the State of Nevada, Secretary of State’s Office pursuant to NRS76. Information regarding the Nevada Business License can be located at http://nvsos.gov.

Nevada Business License Number:

Legal Entity Name:

Is “Legal Entity Name” the same name as vendor is doing business as?

http://nvsos.gov/

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Yes No

If “No”, provide explanation.

3.1.5 Has the vendor ever been engaged under contract by any State of Nevada agency?

If “Yes”, complete the following table for each State agency for whom the work was performed. Table can be duplicated for each contract being identified.

Name of State agency:

State agency contact name:

Dates when services were performed:

Type of duties performed:

Total dollar value of the contract:

3.1.6 Are you now or have you been within the last two (2) years an employee of the

State of Nevada, or any of its agencies, departments, or divisions?

If “Yes”, please explain when the employee is planning to render services, while on annual leave, compensatory time, or on their own time?

If you employ (a) any person who is a current employee of an agency of the

State of Nevada, or (b) any person who has been an employee of an agency of the State of Nevada within the past two (2) years, and if such person shall be performing or producing the services which you shall be contracted to provide under this contract, you shall disclose the identity of each such person in your response to this RFP, and specify the services that each person shall be expected to perform.

3.1.7 Disclosure of any significant prior or ongoing contract failures, contract breaches, civil or criminal litigation in which the vendor has been alleged to be liable or held liable in a matter involving a contract with the State of Nevada or any other governmental entity. Any pending claim or litigation occurring within the past six (6) years which may adversely affect the vendor’s ability to perform or fulfill its obligations if a contract is awarded as a result of this RFP shall also be disclosed.

Does any of the above apply to your company?

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If “Yes”, please provide the following information. Table can be duplicated for each issue being identified.

Date of alleged contract failure or breach:

Parties involved:

Description of the contract failure, contract breach, or litigation, including the products or services involved:

Amount in controversy:

Resolution or current status of the dispute:

If the matter has resulted in a court case:

Court Case Number

Status of the litigation:

3.1.8 Vendors shall review and provide if awarded a contract the insurance requirements as specified in Attachment D, Insurance Schedule for RFP

10TCA-S27.

3.1.9 Company background/history and why vendor is qualified to provide the services described in this RFP. Limit response to no more than five (5) pages.

3.1.10 Provide a brief description of the length of time vendor has been providing services described in this RFP to the public and/or private sector.

3.1.11 Financial information and documentation to be included in accordance with

Section 8.5, Part III – Confidential Financial Information.

3.1.11.1 Dun and Bradstreet Number

3.1.11.2 Federal Tax Identification Number

3.2 SUBCONTRACTOR INFORMATION

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this RFP. This does not include third parties who provide support or incidental services to the contractor.

3.2.1 Does this proposal include the use of subcontractors?

If “Yes”, vendor shall:

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3.2.1.1 Identify specific subcontractors and the specific requirements of this

RFP for which each proposed subcontractor shall perform services.

3.2.1.2 If any tasks are to be completed by subcontractor(s), vendors shall:

A. Describe how the work of any subcontractor(s) shall be supervised, channels of communication shall be maintained and compliance with contract terms assured; and

B. Describe your previous experience with subcontractor(s).

3.2.1.3 Provide the same information for any proposed subcontractors as requested in Section 3.1, Vendor Information.

3.2.1.4 Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

3.2.1.5 Vendor shall notify the using agency of the intended use of any subcontractors not identified within their original proposal and provide the information originally requested in the RFP in Section

3.2, Subcontractor Information. The vendor shall receive agency approval prior to subcontractor commencing work.

3.3 BUSINESS REFERENCES

3.3.1 Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public sector clients within the last five

(5) years.

3.3.2 Vendors shall submit Attachment E, Reference Questionnaire to their business references.

3.3.3 It is the vendor’s responsibility to ensure that completed forms are received by the Purchasing Division on or before the deadline as specified in Section 7, RFP Timeline for inclusion in the evaluation process. Reference

Questionnaires not received, or not complete, may adversely affect the vendor’s score in the evaluation process.

3.3.4 The State reserves the right to contact and verify any and all references listed regarding the quality and degree of satisfaction for such performance.

3.4 VENDOR STAFF RESUMES

A resume shall be completed for each proposed key personnel responsible for performance under any contract resulting from this RFP per Attachment F, Proposed Staff Resume.

4. COST

Vendors must provide detailed fixed prices for all costs associated with the responsibilities and related services. Clearly specify the nature of all expenses anticipated (Refer to Attachment G –

Cost Schedule).

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5. FINANCIAL

5.1 PAYMENT

5.1.1 Upon review and acceptance by the State, payments for invoices are normally made within 45 – 60 days of receipt, providing all required information, documents and/or attachments have been received.

5.1.2 Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provisions of this RFP electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.

5.2 BILLING

5.2.1 The State does not issue payment prior to receipt of goods or services.

5.2.2 The vendor shall bill the State as outlined in the approved contract and/or payment schedule.

5.2.3 The State presently has a Procurement Card Program that participating State agencies may use to pay for some of their purchases. The Program is issued through a major financial institution and is treated like any other major credit card. Using agencies may desire to use the card as a method of payment. No additional charges or fees shall be imposed for using the card. Please indicate in your proposal response if you will accept this method of payment.

5.3 TIMELINESS OF BILLING

The State is on a fiscal year calendar. All billings for dates of service prior to July 1 shall be submitted to the State no later than the first Friday in August of the same year. A billing submitted after the first Friday in August that forces the State to process the billing as a stale claim pursuant to NRS 353.097, shall subject the contractor to an administrative fee not to exceed $100.00. This is the estimate of the additional costs to the State for processing the billing as a stale claim and this amount shall be deducted from the stale claims payment due the contractor.

6. WRITTEN QUESTIONS AND ANSWERS

The Purchasing Division shall accept questions and/or comments in writing regarding this RFP as noted below:

6.1 QUESTIONS AND ANSWERS

6.1.1 All questions regarding this RFP should be submitted using the Bid Q&A feature in NevadaEPro.

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6.1.1.1 To access the Bid Q&A:

A. Log into your Seller account on NevadaEPro:

B. Click the Bids tab in the header, C. Click View under Bid Q&A on the appropriate Bid

Solicitation under the Open Bids section.

6.1.2 The deadline for submitting questions is as specified in Section 7, RFP

Timeline.

6.1.3 All questions and/or comments shall be addressed using the Bid Q&A in

NevadaEPro. If questions and answers require a material change to the Bid

Solicitation, an Amendment will be posted in NevadaEPro and you will receive email notification.

7. RFP TIMELINE

The following represents the proposed timeline for this project. All times stated are Pacific Time

(PT). These dates represent a tentative schedule of events. The State reserves the right to modify these dates at any time.

Task Date/Time

Deadline for submitting questions 02/28/2018 @ 12:00 PM

Answers posted to website On or about 03/05/2018

Deadline for submittal of Reference Questionnaires No later than 4:30 PM on 03/19/2018

Deadline for submission and opening of proposals No later than 2:00 PM on 03/20/2018

Evaluation period (approximate time frame) 03/21/2018 – 03/28/2018

Selection of vendor On or about 04/03/2018

Anticipated BOE approval 06/12/2018

Contract start date (contingent upon BOE approval) 07/01/2018

8. PROPOSAL SUBMISSION REQUIREMENTS, FORMAT AND CONTENT

8.1 GENERAL SUBMISSION REQUIREMENTS

8.1.1 Vendors shall submit their proposals by using Create Quote through the State electronic procurement website, https://NevadaEPro.com, in accordance with the instructions below.

8.1.1.1 Refer to Instructions for Vendors Responding to a Bid in the

Important Links section on the front page of NevadaEPro for instructions on how to submit a Quote using NevadaEPro.

8.1.2 The Quote/Proposal shall contain a maximum of four (4) attachments which may include:

https://nevadaepro.com/

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8.1.2.1 Technical Proposal

8.1.2.2 Confidential Technical (if applicable)

8.1.2.3 Cost Proposal (if applicable)

8.1.2.4 Confidential Financial (if applicable)

8.1.3 Proposals shall have a technical response, which may be composed of two (2) parts in the event a vendor determines that a portion of their technical response qualifies as “confidential” per NRS 333.020 (5) (b).

8.1.4 If complete responses cannot be provided without referencing confidential information, such confidential information shall be provided in accordance with

Section 8.3, Part IB – Confidential Technical Proposal and Section 8.5, Part

III Confidential Financial Information.

8.1.5 Specific references made to the section, page, and paragraph where the confidential information can be located shall be identified on Attachment A, Confidentiality and Certification of Indemnification and comply with the requirements stated in Section 8.6, Confidentiality of Proposals.

8.1.6 Proposals that do not comply with the requirements may be deemed non-responsive and rejected at the State’s discretion.

8.1.7 Although it is a public opening, only the names of the vendors submitting proposals shall be announced per NRS 333.335(6). Technical and cost details about proposals submitted shall not be disclosed.

8.1.8 Assistance for handicapped, blind or hearing-impaired persons who wish to attend the RFP opening is available. If special arrangements are necessary, please notify the Purchasing Division designee as soon as possible and at least two (2) days in advance of the opening.

8.1.9 For ease of evaluation, the technical and cost proposals shall be presented in a format that corresponds to and references sections outlined within this RFP and shall be presented in the same order. Written responses shall be in bold/italics and placed immediately following the applicable RFP question, statement and/or section.

8.1.10 Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.

Expensive color displays, promotional materials, etc., are not necessary or desired. Emphasis shall be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content.

8.1.11 For purposes of addressing questions concerning this RFP, the sole contact shall be the Purchasing Division as specified on Page 1 of this RFP. Upon issuance of this RFP, other employees and representatives of the agencies identified in the RFP shall not answer questions or otherwise discuss the contents of this RFP with any prospective vendors or their representatives.

Failure to observe this restriction may result in disqualification of any

Domestic Visitor Study RFP 10TCA-S27 Page 16 of 34 subsequent proposal per NAC 333.155(3). This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

8.1.12 Any vendor who believes there are irregularities or lack of clarity in the RFP or proposal requirements or specifications are unnecessarily restrictive or limit competition shall notify the Purchasing Division, in writing, as soon as possible, so that corrective addenda may be furnished by the Purchasing

Division in a timely manner to all vendors.

8.1.13 If a vendor changes any material RFP language, vendor’s response may be deemed non-responsive per NRS 333.311.

8.1.14 The vendor understands and acknowledges that the representations made in its proposal are material and important, and shall be relied on by the State in its evaluation of a proposal. Any misrepresentation by a vendor shall be treated as fraudulent concealment from the State of the true facts relating to the proposal.

8.2 PART IA – TECHNICAL PROPOSAL

8.2.1 The Technical Proposal shall not include cost and/or pricing information. Cost and/or pricing information contained in the technical proposal may cause the proposal to be rejected.

8.2.2 Using Create Quote in NevadaEPro, vendors shall provide one (1) PDF

Technical Proposal on the Attachments tab that includes the following:

8.2.2.1 Section I – Title Page with the following information:

Part IA – Technical Proposal

RFP Title: Domestic Visitor Study

RFP: 10TCA-S27

Vendor Name:

Address:

Opening Date: March 20, 2018

Opening Time: 2:00 PM

8.2.2.2 Section II – Table of Contents

An accurate and updated table of contents shall be provided.

8.2.2.3 Section III – Vendor Information Sheet

The vendor information sheet shall be completed and signed by an individual authorized to bind the organization.

8.2.2.4 Section IV – State Documents

The State documents section shall include the following:

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A. The signature page from all amendments signed by an

B. Attachment A – Confidentiality and Certification of

Indemnification signed by an individual authorized to bind the organization.

C. Attachment B – Vendor Certifications signed by an

D. Copies of any vendor licensing agreements and/or hardware and software maintenance agreements.

E. Copies of applicable certifications and/or licenses.

8.2.2.5 Section V – Scope of Work

Vendors shall place their written response(s) to Section 2, Scope of

Work in bold/italics immediately following the applicable RFP question, statement and/or section.

8.2.2.6 Section VI– Company Background and References

Vendors shall place their written response(s) to Section 3, Company

Background and References in bold/italics immediately following the applicable RFP question, statement and/or section. This section shall also include the requested information in Section 3.2, Subcontractor Information, if applicable.

8.2.2.7 Section VII – Attachment F – Proposed Staff Resume

A. Vendors shall include all proposed staff resumes per Section

3.4, Vendor Staff Resumes in this section.

B. This section shall also include any subcontractor proposed staff resumes, if applicable.

8.2.2.8 Section VIII – Other Informational Material

Vendors shall include any other applicable reference material in this section clearly cross referenced with the proposal.

8.3 PART IB – CONFIDENTIAL TECHNICAL PROPOSAL

8.3.1 Vendors only need to submit Part IB if the proposal includes any confidential technical information (Refer to Attachment A, Confidentiality and

Certification of Indemnification).

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8.3.2 If needed, vendors shall provide one (1) PDF Confidential Technical Proposal file that includes the following:

8.3.2.1 Section I – Title Page with the following information:

Part IB – Confidential Technical Proposal

RFP: 10TCA-S27

Vendor Name:

Address:

8.3.2.2 Section II – Confidential Technical

Vendors shall cross reference the confidential technical information back to the technical proposal, as applicable.

8.4 PART II – COST PROPOSAL

8.4.1 Vendors shall submit pricing information on the Items tab of their Quote in

NevadaEPro.

8.4.2 Vendors shall provide additional pricing information as detailed in Section

8.4.4 if appropriate or required in accordance with Section 4, Cost.

8.4.3 The cost proposal shall not be marked “confidential”. Only information that is deemed proprietary per NRS 333.020 (5) (a) may be marked as “confidential”.

8.4.4 Vendors shall provide one (1) PDF Cost Proposal file that includes the following:

8.4.4.1 Section I – Title Page with the following information:

Part II – Cost Proposal

RFP: 10TCA-S27

Vendor Name:

Address:

8.4.4.2 Section II – Cost Proposal

Vendor’s cost proposal response shall be included in this section.

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8.5 PART III – CONFIDENTIAL FINANCIAL INFORMATION

8.5.1 If needed, vendors shall provide one (1) PDF Confidential Financial

Information file that includes the following:

8.5.1.1 Section I – Title Page with the following information:

Part III – Confidential Financial Information

RFP: 10TCA-S27

Vendor Name:

Address:

8.5.1.2 Section II – Financial Information and Documentation

Vendors shall place the information required per Section 3.1.10 in this section.

8.6 CONFIDENTIALITY OF PROPOSALS

8.6.1 As a potential contractor of a public entity, vendors are advised that full disclosure is required by law.

8.6.2 Vendors are required to submit written documentation in accordance with

Attachment A, Confidentiality and Certification of Indemnification demonstrating the material within the proposal marked “confidential” conforms to NRS §333.333, which states “Only specific parts of the proposal may be labeled a “trade secret” as defined in NRS §600A.030(5)”. Not conforming to these requirements shall cause your proposal to be deemed non-compliant and shall not be accepted by the State.

8.6.3 Vendors acknowledge that material not marked as “confidential” shall become public record and shall be posted to the Purchasing website upon contract award.

8.6.4 It is the vendor’s responsibility to act in protection of the labeled information and agree to defend and indemnify the State of Nevada for honoring such designation.

8.6.5 Failure to label any information that is released by the State shall constitute a complete waiver of any and all claims for damages caused by release of said information.

8.7 PROPOSAL PACKAGING

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8.7.1 Vendors shall submit their proposals through the State electronic procurement website, https://NevadaEPro.com, in accordance with the instructions below.

8.7.2 Proposals shall be received via https://NevadaEPro.com no later than the date and time specified on the General tab of the Bid Solicitation in NevadaEPro.

Proposals that are not submitted by bid opening time and date shall not be accepted. Vendors may submit their proposal any time prior to the deadline stated in NevadaEPro. In the event that dates and times specified in this document and dates times specified in NevadaEPro conflict, the dates and time in NevadaEPro shall take precedence.

8.7.3 Proposals submitted as physical copies, email, or any submission method other than via NevadaEPro shall not be considered.

9. PROPOSAL EVALUATION AND AWARD PROCESS

The information in this section does not need to be returned with the vendor’s proposal.

9.1 Proposals shall be consistently evaluated and scored in accordance with NRS 333.335(3) based upon the following criteria. The following criteria are listed in order of importance.

Criteria Description Weight

Cost

Cost proposals will be evaluated based on the following formula:

Lowest Cost Submitted by a Vendor = Price Factor

Proposers Total Cost

Price Factor X points = Cost Criteria Score

Experience in performance of comparable engagements in the travel and tourism industry

Panel/Quality Management 20

Demonstrated Competence in the travel and tourism industry 15

Expertise and availability of key personnel 10

Conformance with the terms of this RFP 5

9.2 Effective July 1, 2017, a five percent (5%) preference will be awarded to businesses based in Nevada. A Nevada business is defined as a business which certifies either that its

‘principal place of business’ is in Nevada, as identified in Section 3.1, Vendor Information, or that a ‘majority of goods provided for the contract are produced’ in Nevada. The preference will be applied to the total score.

9.2.1 Financial stability shall be scored on a pass/fail basis.

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9.3 Proposals shall be kept confidential until a contract is awarded.

9.4 The evaluation committee is an independent committee comprised of a majority of State officers or employees established to evaluate and score proposals submitted in response to the RFP pursuant to NRS 333.335.

9.5 The evaluation committee may solicit information from any available source concerning any aspect of a proposal and seek and review any other information deemed pertinent to the evaluation process.

9.6 Each vendor shall include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable. Failure to comply with the terms of this provision may disqualify any proposal. The State reserves the right to reject any proposal based upon the vendor’s prior history with the State or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures. Refer generally to NRS 333.335.

9.7 Clarification discussions may, at the State’s sole option, be conducted with vendors who submit proposals determined to be acceptable and competitive per NAC 333.165. Vendors shall be accorded fair and equal treatment with respect to any opportunity for discussion and/or written revisions of proposals. Such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by competing vendors. Any modifications made to the original proposal during the best and final negotiations shall be included as part of the contract.

9.8 A Letter of Intent (LOI) shall be issued in accordance with NAC 333.170 notifying vendors of the State’s intent to award a contract to a vendor, pending successful negotiations. Negotiations shall be confidential and not subject to disclosure to competing vendors unless and until an agreement is reached. All information remains confidential until the issuance of the formal Notice of Award (NOA). If contract negotiations cannot be concluded successfully, the State upon written notice to all vendors may negotiate a contract with the next highest scoring vendor or withdraw the RFP.

9.9 A Notification of Award (NOA) shall be issued in accordance with NAC 333.170.

Vendors shall be notified that a contract has been successfully negotiated, executed and is awaiting approval of the Board of Examiners (BOE). Any award is contingent upon the successful negotiation of final contract terms and upon approval of the BOE, when required. Any non-confidential information becomes available upon written request.

9.10 Any contract resulting from this RFP shall not be effective unless and until approved by the Nevada State Board of Examiners (NRS 333.700).

10. TERMS AND CONDITIONS

10.1 PROCUREMENT AND PROPOSAL TERMS AND CONDITIONS

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10.1.1 This procurement is being conducted in accordance with NRS Chapter 333 and

NAC Chapter 333.

10.1.2 The State reserves the right to alter, amend, or modify any provisions of this

RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the State to do so.

10.1.3 The State reserves the right to waive informalities and minor irregularities in proposals received.

10.1.4 For ease of responding to the RFP, vendors are encouraged to download the

RFP from the Purchasing Division’s website at http://purchasing.nv.gov.

10.1.5 The failure to provide clearly marked, separate PDF file(s) for Part IB and Part

III, which contain confidential information, trade secrets and/or proprietary information, shall constitute a complete waiver of any and all claims for damages caused by release of the information by the State.

10.1.6 The State reserves the right to reject any or all proposals received prior to contract award (NRS 333.350).

10.1.7 The State reserves the right to limit the scope of work prior to award, if deemed in the best interest of the State. (NRS 333.350)

10.1.8 The State shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interest of the State of Nevada after all factors have been evaluated (NRS 333.335).

10.1.9 Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of the project, may be rejected.

10.1.10 Proposals from employees of the State of Nevada shall be considered in as much as they do not conflict with the State Administrative Manual (SAM), NRS Chapter 281 and NRS Chapter 284.

10.1.11 Proposals may be modified or withdrawn by written notice received prior to the proposal opening time. Withdrawals received after the proposal opening time shall not be considered except as authorized by NRS 333.350(3).

10.1.12 Prices offered by vendors in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The awarded vendor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the awarded vendor for implementation of their proposal.

10.1.13 The State is not liable for any costs incurred by vendors prior to entering into a formal contract. Costs of developing the proposal or any other such expenses http://purchasing.state.nv.us/

Domestic Visitor Study RFP 10TCA-S27 Page 23 of 34 incurred by the vendor in responding to the RFP, are entirely the responsibility of the vendor, and shall not be reimbursed in any manner by the State.

10.1.14 Proposals submitted per proposal submission requirements become the property of the State, selection or rejection does not affect this right; proposals shall be returned only at the State’s option and at the vendor’s request and expense. The flash drive or CD from each vendor shall be retained for official files.

10.1.15 Any unsuccessful vendor may file an appeal in strict compliance with NRS

333.370 and NAC Chapter 333.

10.1.16 NRS 333.290 grants a preference to materials and supplies that can be supplied from a “charitable, reformatory or penal institution of the State” that produces such goods or services through the labor of inmates. The Administrator reserves the right to secure these goods, materials or supplies from any such eligible institution, if they can be secured of equal quality and at prices not higher than those of the lowest acceptable bid received in response to this solicitation. In addition, NRS 333.410 grants a preference to commodities or services that institutions of the State are prepared to supply through the labor of inmates. The Administrator shall apply the preferences stated in NRS 333.290 and 333.410 to the extent applicable.

10.2 CONTRACT TERMS AND CONDITIONS

10.2.1 The awarded vendor shall be the sole point of contract responsibility. The State shall look solely to the awarded vendor for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded vendor shall not be relieved for the non-performance of any or all subcontractors.

10.2.2 The awarded vendor shall maintain, for the duration of the contract, insurance coverages as set forth in the fully executed contract. Work on the contract shall not begin until after the awarded vendor has submitted acceptable evidence of the required insurance coverages. Failure to maintain any required insurance coverage or acceptable alternative method of insurance shall be deemed a breach of contract.

10.2.3 The State shall not be liable for Federal, State, or Local excise taxes per NRS

372.325.

10.2.4 The State reserves the right to negotiate final contract terms with any vendor selected per NAC 333.170. The contract between the parties shall consist of the

RFP together with any modifications thereto, and the awarded vendor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the State during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence:

the final executed contract, any modifications and clarifications to the awarded

Domestic Visitor Study RFP 10TCA-S27 Page 24 of 34 vendor’s proposal, the RFP, and the awarded vendor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract. The

State shall not indemnify vendor from any liability or damages, including but not limited to attorney’s fees and costs, arising under any contract resulting from this RFP.

10.2.5 Local governments (as defined in NRS 332.015) are intended third party beneficiaries of any contract resulting from this RFP and any local government may join or use any contract resulting from this RFP subject to all terms and conditions thereof pursuant to NRS 332.195. The State is not liable for the obligations of any local government which joins or uses any contract resulting from this RFP.

10.2.6 Any person who requests or receives a Federal contract, grant, loan or cooperative agreement shall file with the using agency a certification that the person making the declaration has not made, and shall not make, any payment prohibited by subsection (a) of 31 U.S.C. 1352.

10.2.7 Pursuant to NRS Chapter 613 in connection with the performance of work under this contract, the contractor agrees not to unlawfully discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, sexual orientation or age, including, without limitation, with regard to employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including, without limitation apprenticeship.

The contractor further agrees to insert this provision in all subcontracts, hereunder, except subcontracts for standard commercial supplies or raw materials.

10.3 PROJECT TERMS AND CONDITIONS

10.3.1 Award of Related Contracts

10.3.1.1 The State may undertake or award supplemental contracts for work related to this project or any portion thereof. The contractor shall be bound to cooperate fully with such other contractors and the State in all cases.

10.3.1.2 All subcontractors shall be required to abide by this provision as a condition of the contract between the subcontractor and the prime contractor.

10.3.2 State Owned Property

The awarded vendor shall be responsible for the proper custody and care of any

State owned property furnished by the State for use in connection with the

Domestic Visitor Study RFP 10TCA-S27 Page 25 of 34 performance of the contract and shall reimburse the State for any loss or damage.

10.3.3 Travel

If travel is required, the following processes shall be followed:

10.3.3.1 All travel shall be approved in writing in advance by the

Department.

10.3.3.2 Requests for reimbursement of travel expenses shall be submitted on the State Claim for Travel Expense Form with original receipts for all expenses.

10.3.3.3 The travel expense form, with original signatures, shall be submitted with the vendor’s invoice.

10.3.3.4 Vendor shall be reimbursed travel expenses and per diem at the rates allowed for State employees at the time travel occurs.

10.3.3.5 The State is not responsible for payment of any premium, deductible or assessments on insurance policies purchased by vendor for a rental vehicle.

10.3.4 Right to Publish

10.3.4.1 All requests for the publication or release of any information pertaining to this RFP and any subsequent contract shall be in writing and sent to the Interim Director of Department of Tourism and Cultural Affairs/Nevada Division of Tourism or designee.

10.3.4.2 No announcement concerning the award of a contract as a result of this RFP can be made without prior written approval of the Interim

Director of Department of Tourism and Cultural Affairs/Nevada

Division of Tourism or designee.

10.3.4.3 As a result of the selection of the contractor to supply the requested services, the State is neither endorsing nor suggesting the contractor is the best or only solution.

10.3.4.4 The contractor shall not use, in its external advertising, marketing programs, or other promotional efforts, any data, pictures or other representation of any State facility, except with the specific advance written authorization of the Interim Director of Department of

Tourism and Cultural Affairs/Nevada Division of Tourism or designee.

10.3.4.5 Throughout the term of the contract, the contractor shall secure the written approval of the State per Section 10.3.4.2 prior to the release

Domestic Visitor Study RFP 10TCA-S27 Page 26 of 34 of any information pertaining to work or activities covered by the contract.

10.3.5 Protection of Sensitive Information

10.3.5.1 Sensitive information in existing legacy applications shall encrypt data as is practical.

10.3.5.2 Confidential personal data shall be encrypted.

10.3.5.3 Any electronic transmission of personal information shall comply with NRS 603A.215 (2 & 3).

10.3.5.4 Sensitive data shall be encrypted in all newly developed applications.

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11. SUBMISSION CHECKLIST

This checklist is provided for vendor’s convenience only and identifies documents that shall be submitted in order to be considered responsive. Any proposals received without these requisite documents may be deemed non-responsive and not considered for contract award.

Part IA– Technical Proposal Submission Requirements Completed

Part IA submitted in one (1) separate PDF file

Section I Title Page

Section II Table of Contents

Section III Vendor Information Sheet

Section IV State Documents

Section V Scope of Work

Section VI Company Background and References

Section VII Attachment F – Proposed Staff Resume(s)

Section VIII Other Informational Material

Part IB – Confidential Technical Proposal Submission Requirements

Part IB submitted in one (1) separate PDF file

Section I Title Page

Section II Appropriate sections and information that cross reference back to the technical proposal

Part II – Cost Proposal Submission Requirements

Part II submitted in one (1) separate PDF file

Section I Title Page

Section II Cost Proposal

Part III – Confidential Financial Information Submission Requirements

Part III submitted in one (1) separate PDF file

Section I Title Page

Section II Financial Information and Documentation

Reference Questionnaire Reminders

Send out Reference Forms for Vendor (with Part A completed)

Send out Reference Forms for proposed Subcontractors (with Part A and Part B completed, if applicable)

Domestic Visitor Study RFP 10TCA-S27 Page 28 of 34

ATTACHMENT A – CONFIDENTIALITY AND CERTIFICATION OF INDEMNIFICATION

Submitted proposals, which are marked “confidential” in their entirety, or those in which a significant portion of the submitted proposal is marked “confidential” shall not be accepted by the State of Nevada.