Solicitation_Requirements_FINAL.pdf

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

Notice Page

Arizona Department of Administration State Procurement Office 1802 W. Jackson, #100

Phoenix, AZ 85007

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 1 of 84

Solicitation Number: BPM007109

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

Solicitation Due Date and Time: As indicated in APP

Pre-Offer Conference: Pre-Offer Conference will be conducted

Reference Solicitation Instructions to Offerors Final and/or Conference Call Instructions in APP.

Date: Thursday, August 28, 2025 at 5:00 p.m. AZ-MST

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.

https://app.az.gov/ https://app.az.gov/ mailto:app@azdoa.gov

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

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 2 of 84

Click here to return to the Table of Contents

Notice Page

Table of Contents

Solicitation Summary 3

Scope of Work 5

Special Terms and Conditions 7

Addendum A to the Special Terms and Conditions 43

Addendum B to the Special Terms and Conditions 44

Uniform Terms and Conditions 10.5 49

Exhibit A 67

Solicitation Summary

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 3 of 84

Solicitation Summary

1. What is the State Soliciting?

The Arizona Department of Administration, State Procurement Office (the State), as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one or more single-agency Contracts on behalf of the Arizona Office of Tourism, and for their sole use, to provide Media Relations and Travel Trade/Consumer Marketing Services in Taiwan

The State anticipates awarding contract(s) with the intent to secure service coverage statewide.

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: BPM007109 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. Addendum B to the Special Terms and Conditions

2.1.1.8. Uniform Terms and Conditions

2.1.2. Attachment: BPM007109 Solicitation Instructions

2.1.2.1. Special Instructions to Offerors

2.1.2.2. Standard Instructions to Offerors (RFP)

2.1.3. Solicitation Attachments

2.1.3.1. A1: Offer and Acceptance

Solicitation Summary

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 4 of 84

2.1.3.2. A2: Boycott of Israel Disclosure

2.1.3.3. A3: Forced Labor of Ethnic Uyghurs Ban

2.1.3.4. A4: Confidential Information Designation

○ Confidential Information Designation (for reference only)

2.1.3.5. A5: Conformance Statements and Exceptions Requests

2.1.3.6. A6: Key Personnel

2.1.3.7. A7: Letter of Insurability

2.1.3.8. A8: Organization Profile

2.1.3.9. A9: Proposed Subcontractors

2.1.3.10. A10: Experience and Capacity Response

2.1.3.11. A11: References

2.1.3.12. A12: Method of Approach

2.1.3.13. A13: 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.

Scope of Work

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 5 of 84

Scope of Work

Scope of Work

1. Purpose and Background

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

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

1.2.2. Increase visitor spending and length of stay.

1.2.3. Leverage internal and external partners and resources.

1.2.4. Gain market share and uniquely position Arizona with a competitive advantage over competitive set states (California, New York, Nevada, Texas, Washington and Hawaii).

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

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

1.2.7. Increase awareness of Arizona as a premier travel destination via editorial coverage in key publications and on key digital platforms. KPIs are outlined in required services.

1.2.8. Develop and execute tactics for brand awareness.

2. Scope of Work

2.1. General Requirements (applicable to all categories)

2.1.1. 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.

2.1.2. Language: Contractor shall be fluent in Mandarin Chinese and English languages (i.e. speaking, reading and writing).

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 6 of 84

2.1.3. 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.

2.1.3.1. 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.

2.1.3.2. Language: Contractor shall be fluent in Mandarin Chinese and English languages (i.e. speaking, reading and writing).

2.1.3.3. 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.

2.1.4. 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.

2.1.5. 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 thirty (30) calendar days of award.

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

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

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

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

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 7 of 84

2.1.7. 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.

2.1.7.1. This presentation may take place at the Arizona Governor’s Conference on Tourism (approximately three days) or a similar event.

2.1.7.2. Dates for the presentation will be provided by AOT no later than February 1 for the following fiscal year.

2.1.7.3. In addition to the presentation, the Contractor shall attend a familiarization tour lasting no more than an additional five nights.

2.1.7.4. 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.

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

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

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

2.1.8.2.1. Refined or additional products with existing contacts.

2.1.8.2.2. New products with newly acquired contacts.

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

2.1.9. 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.

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 8 of 84

2.1.10. International Privacy Policies

2.1.10.1. PDPA (個人資料保護法) Compliance: The Contractor shall take on all responsibility for ensuring compliance with Taiwan’s Personal Data Protection Act (“PDPA”). The Contractor warrants that all materials and services supplied under this Contract will comply with the PDPA, including but not limited to materials and services involving the “collection,” “processing,” “use,” and “cross-border transfer” of “personal data” as those terms are defined under the Article 2 of the PDPA.

2.2. Specific Media Relations Services Requirements

2.2.1. 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.

2.2.1.1. The first Annual Media Relations Plan shall be due within thirty

(30) calendar days of award.

2.2.1.2. All subsequent Annual Media Relations Plans shall be due by the beginning of the calendar year (January 2) for the next fiscal year (July 1 - June 30).

2.2.2. Annual Editorial Calendar: The Contractor shall provide AOT an annual (12-month) editorial calendar with suggested topics to be covered for newsletters and press releases that are relevant and strategic to reach Taiwan market goals.

2.2.2.1. The first editorial calendar shall be due within thirty (30) calendar days of award.

2.2.2.2. All subsequent editorial calendars shall be due by the beginning of the calendar year (January 2) for the next fiscal year (July 1 - June 30).

2.2.3. Fulfillment: The Contractor shall provide information on Arizona in response to requests from consumers, media and/or travel trade entities. 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.

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 9 of 84

2.2.3.1. AOT will reimburse the shipping costs for the collateral listed below on a monthly basis with the appropriate back-up cost documentation.

2.2.3.1.1. Arizona Official State Travel Guide (OSTG)

2.2.3.1.2. Arizona Official State Map

2.2.3.1.3. Other niche brochures as needed (Opt Outside, Wine guide, etc.)

2.2.3.1.4. Access to images in the AOT online photo

library

2.2.3.1.5. Film footage with scenes from around the state

2.2.3.1.6. Destination video

2.2.3.2. All other costs associated with fulfillment, such as physical storage space or order management software, shall be included in the monthly retainer. Only costs directly associated with the Arizona Office of Tourism’s account will be approved for reimbursement.

2.2.4. Individual Press Trips: AOT conducts individual press trips each fiscal year. The Contractor must qualify and organize a minimum of 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, radio broadcasters and influencers can be accommodated on individual press trips. AOT shall approve all qualified journalists submitted by the Contractor.

2.2.4.1. AOT and hosting communities will develop the itinerary and arrange for ground transportation, as needed.

2.2.4.2. 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.

2.2.4.3. All pre-approved hard costs associated with the activity shall be invoiced in accordance with AOT policies.

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 10 of 84

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

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

2.2.4.5.1. 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.

2.2.4.5.2. 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.

2.2.4.6. 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.

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

2.2.4.8. 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.

2.2.5. Media Outreach: The Contractor shall conduct proactive media outreach and pitching to print, online, broadcast, radio and digital media in Taiwan.

2.2.5.1. The Contractor shall work with AOT to determine the

allocation of each type of media.

2.2.5.2. 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.

2.2.5.3. A summary of new media leads, including the

contact’s name, email address, and affiliation(s) shall be provided in each monthly report.

2.2.5.4. Contractor shall identify top tier publications and digital outlets via target demographic, readership, and

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 11 of 84 circulation for proactive media outreach to target each fiscal year.

2.2.6. Clipping Service: The Contractor shall conduct an on-going clipping service of articles related to generated coverage of Arizona in print publications, online publications, digital media, professional travel blogs, radio, and television broadcasts. The clippings (or copies) shall be supplied to AOT each month along with advertising equivalency value and circulation, viewership, reach 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.

2.2.7. Social Media: The Contractor shall leverage, localize and translate AOT’s existing English-speaking social media channel posts to promote Arizona on leading social media channels in Taiwan including Facebook, Instagram and YouTube and any other social media channels, such as Line, 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.

2.2.7.1. Reach (organic, paid and viral);

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

2.2.7.3. Click through and conversion rates;

2.2.7.4. Key influencers and brand ambassadors interacting

with AOT’s social channels;

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

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

2.2.7.7. Frequency of posting shall be agreed upon based on

each platform.

2.2.8. Press Releases: The Account Manager shall write and distribute news and feature releases (minimum 6 per year as directed by AOT) throughout Taiwan; the content will be localized if necessary.

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.

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 12 of 84

2.2.8.1. Total number sent

2.2.8.2. Number of opens

2.2.8.3. Number of bounce-backs

2.2.8.4. Number of opt outs

2.2.8.5. Number of click-throughs to each link

2.2.9. 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:

2.2.9.1. Total number sent

2.2.9.2. Number of opens

2.2.9.3. Number of bounce-backs

2.2.9.4. Number of opt outs

2.2.9.5. Number of click-throughs to each link.

2.2.10. 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:

2.2.10.1. 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.

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

2.2.10.3. Overview of generated media leads to include

contact name, company affiliation, physical address, Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 13 of 84 email address and summary of discussion and follow up action, if required.

2.2.10.4. Update of generated articles, digital media coverage and broadcasts, advertising equivalency in USD, circulation, UVM and audience as well as engagement and reach.

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.

2.2.10.5. Summary of special projects and meetings.

2.2.10.6. Summary of social media along with key statistics

for the month (see Section 2.2.7.).

2.2.10.7. Copy of electronic newsletters and press

releases along with key statistics in the months in which they were distributed.

2.2.10.8. Market trends in Taiwan that relate to media

(traditional, digital and social) as well as the tourism industry.

2.2.10.9. Any other information deemed relevant to the contract.

2.2.11. Other Responsibilities:

2.2.11.1. Provide any translations or localization for AOT as requested.

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

2.2.11.3. Assistance communicating with local vendors needed

for any AOT or Brand USA initiatives.

2.2.11.4. Additional professional services, such as

development and sourcing of promotional materials, as needed.

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

2.3.1. Additional E-Newsletter Localization and Distribution (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 Taiwan.

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 14 of 84

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

2.3.1.2. 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:

2.3.1.2.1. Total number sent

2.3.1.2.2. Number of opens

2.3.1.2.3. Number of bounce-backs

2.3.1.2.4. Number of opt outs

2.3.1.2.5. Number of click-through to each link

2.3.2. 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 and/or influencers plus the account manager.

Qualified writers or influencers 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 or who are under contractual obligation to produce on social media outlets as agreed to by both parties.

2.3.2.1. AOT and hosting communities will coordinate all

arrangements in Arizona including itinerary development and ground transportation, as needed.

2.3.2.2. 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.

2.3.2.3. All pre-approved hard costs associated with the

activity shall be invoiced in accordance with AOT policies.

2.3.2.4. The Account Manager shall actively work with

airlines to generate free or discounted air tickets for press trips when possible.

2.3.2.5. The Account Manager shall follow up with all media

to confirm generated coverage has appeared.

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 15 of 84

2.3.2.5.1. 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.

2.3.2.5.2. 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.

2.3.2.6. 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.

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

2.3.2.8. 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.

2.3.3. Additional Individual Press Trip: 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 or digital platform whose target market, reader demographics and circulation meet the requirements of AOT. Film crews, influencers and radio broadcasters can be accommodated on individual press trips.

AOT shall approve all qualified journalists submitted by the Contractor.

2.3.3.1. AOT and hosting communities will coordinate all

arrangements in Arizona including itinerary development and ground transportation, as needed.

2.3.3.2. 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.

2.3.3.3. All pre-approved hard costs associated with the

activity shall be invoiced in accordance with AOT policies.

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 16 of 84

2.3.3.4. The Account Manager shall actively work with

airlines to generate free or discounted air tickets for press trips when possible.

2.3.3.5. The Account Manager shall follow up with all media

to confirm generated coverage has appeared.

2.3.3.5.1. All generated coverage shall be included in

the monthly report and include metrics pertaining to the article including, but not limited to, circulation, unique views per month, and the ad value equivalency.

2.3.3.5.2. 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.

2.3.3.6. 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.

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

2.3.3.8. 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.

2.3.4. Additional Press Release: The Account Manager shall write and distribute news and feature releases, throughout Taiwan 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.

2.3.4.1. Total number sent

2.3.4.2. Number of opens

2.3.4.3. Number of bounce-backs

2.3.4.4. Number of opt outs

2.3.4.5. Number of click-throughs to each link

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

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

2.3.5.1. 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. The Account Manager will assist with translation work, as needed.

2.3.5.2. 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 ten (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.

2.3.5.3. 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 five (5) business days following the event.

2.3.6. Media Mission: The Account Manager shall coordinate, conduct, and accompany a comprehensive multi-day mission within Taiwan 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 and social media influencers.

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

2.3.6.2. The Account Manager shall coordinate all aspects of

the mission including, but not limited to, scheduling

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 18 of 84 appointments, selecting the 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.

2.3.6.3. 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.

2.3.6.4. The mission schedule including appointments, a

briefing document and photos of journalists, and writers must be forwarded to AOT for approval, no less than ten (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.

2.3.6.5. The Account Manager shall provide AOT a detailed

report, to include items such as overview of event(s), contacts, photos of journalists/writers that the delegation met with during the mission, recommendations, follow up, and fulfillment. This report shall be provided within five (5) business days following the event.

2.3.7. 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.

2.3.7.1. The Contractor, AOT and other partners shall work

together to develop format and schedule, based on

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 19 of 84 mission goals and Arizona delegation officials in attendance.

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

2.3.7.3. The Contractor shall provide security contacts for

each of the logistical arrangements to the Arizona Department of Public Safety.

2.3.7.4. 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 or translation needed and all other event related tasks.

All pre-approved costs associated with the mission will be reimbursed by AOT.

2.3.7.5. 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 ten (10) business days prior to the commencement of the mission.

2.3.7.6. 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 five (5) business days following the event.

2.3.8. 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

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 20 of 84 promotes to a specific type of consumer (golfer, birdwatcher, spa-lover) in a non-traditional tactic.

2.3.8.1. In the past, 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 (15) business days after completion.

2.3.8.2. Ongoing results will be reported in monthly reports.

2.4. Specific Travel Trade/Consumer Marketing Service Requirements

2.4.1. 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).

2.4.1.1. The initial Marketing Plan shall be due within thirty

(30) calendar days of award.

2.4.1.2. 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.

2.4.1.3. 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.

2.4.2. 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.

2.4.2.1. In the past AOT has partnered with airlines to create unique opportunities to promote the Arizona brand.

2.4.2.2. A report of the results of any program shall be

produced at the end of each project within fifteen (15) business days after completion.

2.4.3. Fulfillment: The Contractor shall provide information on Arizona in response to requests from consumers, media and/or travel trade entities. AOT will provide collateral for inquiries and requests contingent on availability. Fulfillment inquiries including contact information, type of inquiry (consumer, tour operator, Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 21 of 84 media representative, etc.) and items requested shall be included as a component of the monthly report.

2.4.3.1. AOT will reimburse the shipping costs for the

collateral listed below on a monthly basis with the appropriate back-up cost documentation.

2.4.3.1.1. Arizona Official State Travel Guide (OSTG)

2.4.3.1.2. Arizona Official State Map

2.4.3.1.3. Other niche brochures as needed (Opt

Outside, Wine guide, etc.)

2.4.3.1.4. Access to images in the AOT online photo

library

2.4.3.1.5. Film footage with scenes from around the

state

2.4.3.1.6. Destination video

2.4.3.2. All other costs associated with fulfillment, such as physical storage space or order management software, shall be included in the monthly retainer.

Only costs directly associated with the Arizona Office of Tourism’s account will be approved for reimbursement.

2.4.4. Travel Trade Monthly Reporting Requirements: 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:

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

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

2.4.4.3. Overview of generated qualified leads.

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

2.4.4.5. Summary of special projects and meetings and any

follow up items.

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 22 of 84

2.4.4.6. Copy of the electronic newsletter along with e-

newsletter statistics in the months an e- newsletter is distributed.

2.4.4.7. Market trends that relate to the tourism industry.

2.4.4.8. Any other information deemed relevant to the

contract.

2.4.5. Travel Trade Annual Reporting Requirements: The Contractor shall provide an inventory of all current products in a "Product Inventory Report" featuring Arizona being offered by tour operators in Taiwan on an annual basis. This annual report shall be submitted by June 30 of each fiscal year 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:

2.4.5.1. A complete listing of all tour operators in Taiwan that offer Arizona products in their brochures, on their website, or in any other capacity.

2.4.5.2. 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.

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

2.4.5.4. For each operator, the number and types of

itineraries (FIT, fly/drive, motorcoach, etc.) that feature Arizona product.

2.4.5.5. For each operator, the hotel listings and optional

activities or tours offered by the community.

2.4.5.6. For each operator, scanned brochures and website

pages that include Arizona products.

2.4.6. 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 Taiwan. 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

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 23 of 84 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.

2.4.7. 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:

2.4.7.1. Total number sent

2.4.7.2. Number of opens

2.4.7.3. Number of bounce-backs

2.4.7.4. Number of opt outs

2.4.7.5. Number of click-throughs to each link

2.4.8. Other Responsibilities:

2.4.8.1. Provide any translations or localization for AOT as

requested.

2.4.8.2. Proof any copy as needed for AOT international

outreach initiatives.

2.4.8.3. Assistance with communicating with local vendors

needed for any AOT or Brand USA initiatives.

2.4.8.4. Additional professional services, such as

development and sourcing of promotional materials, as needed.

2.5. As-Needed Travel Trade/Consumer Marketing Services: The

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

2.5.1. Additional E-Newsletter Localization and Distribution

(B2B/B2C): The Contractor shall create, using original content or by localizing content created by AOT, an electronic newsletter (e-newsletter) and distribute it to key

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 24 of 84 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:

2.5.1.1. Total number sent

2.5.1.2. Number of opens

2.5.1.3. Number of bounce-backs

2.5.1.4. Number of opt outs

2.5.1.5. Number of click-throughs to each link

2.5.2. Escorted Familiarization (FAM) Tour: The Account Manager shall organize and escort tour operator familiarization trips to Arizona, with a minimum of four qualified Taiwan trade representatives, plus the account manager. A qualified trade 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.

2.5.2.1. AOT and hosting communities will coordinate all

arrangements in Arizona including itinerary development and ground transportation, as needed.

2.5.2.2. 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.

2.5.2.3. All pre-approved hard costs associated with the

activity shall be invoiced in accordance with AOT policies.

2.5.2.4. The Account Manager shall actively work with

airlines to generate free or discounted air tickets for FAM tours when possible.

2.5.2.5. AOT will establish deliverables and key performance

metrics associated with each FAM tour.

2.5.2.6. The Account Manager shall follow up with all trip

participants to confirm all deliverables and key

Solicitation No. BPM007109 Media Relations and Travel Trade/Consumer

Marketing Services - Taiwan

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 25 of 84 performance metrics are completed within the agreed upon time frame.

2.5.2.6.1. Completed deliverables and key performance

metrics shall be included in the monthly report.

2.5.2.6.2. 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.

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

2.5.2.8. 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.

2.5.2.9. 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.

2.5.3. Travel Trade/Consumer Marketing Trade Show: The Account Manager shall assist with and attend key trade shows on behalf of AOT.

2.5.3.1. At AOT’s direction, the…