The URL can be used to link to this page

Home My WebLink About04/16/1991, C-9 - REQUEST FOR PROPOSALS (RFP) FOR PROMOTIONAL SERVICES. 'Iii��II��II�IIIllllllII � MEETING GATE: city/ o San LUIS OBISpoM. dMiZa COUNCIL AGENDA REPORT ITEM NUMBE= FROM: Ken Hampian, Assistant City Administrative Officer Prepared by: Alison Lloyd, Administrative Analyst O}� SUBJECT: Request for Proposals (RFP) for Promotional Services. CAO RECOMMENDATION: By motion, approve and authorize distribution and advertising of an RFP for promotional services contract for the Promotional Coordinating Committee (PCC) . DISCUSSION: The City currently has a contract with S.J. Francis & Associates for the purpose of implementing an advertising campaign to encourage overnight travel to San Luis Obispo from other parts of California. Overnight tourism has been a focal point for many years because of its relationship to the Transient Occupancy Tax (TOT) . A portion of the contract is also allocated for regional tourism; to encourage residents from other parts of the county to dine, shop and visit San Luis Obispo. The contract is structured to ensure that promotional activities are coordinated with the promotional and advertising services offered by the San Luis Obispo Chamber of Commerce and San Luis Obispo County Visitors and Conference Bureau. Over the years the City has found it advantageous to continue to contract with a professional for promotional services. The present contract expires on June 30, 1991. In order to establish a new contract for professional services and to provide the best possible services for the City, a Request For Proposal (RFP) must be issued. The RFP is to be sent to qualified professionals in San Luis Obispo County and an advertising notice will be placed in the Telegram-Tribune. CONCURRENCE: The Promotional Coordinating Committee (PCC) has reviewed and approved the Request for Proposals for a promotional service contract. FISCAL IMPACT: The current contract amount for this service is $85,850. The City anticipates that $86, 400 will be available in the Community Promotion Program budget for advertising and promotional services for 1991-92 and $89, 000 will be available for 1992-93, contingent upon final PCC recommendations and City Council approval of the 1991-93 Financial Plan. ATTACHMENTS: ��►►►�u►Illiillip��u►q�lll MY of San LUIS OBispo l COUNCIL AGENDA REPORT RFP Draft For Advertisement Advertising List For RFP Mailing AL\promo.wp REQUEST FOR PROPOSALS FOR PROMOTIONAL SERVICES FOR THE CITY OF SAN LUIS OBISPO The City of San Luis Obispo is requesting proposals to provide the City with promotional services. The services include the preparation and implementation of a comprehensive promotional campaign which may include direct advertising in both electronic and printed media, as well as an integral means for evaluating the effectiveness of each phase of the campaign. Requests for Proposals are available in the Administrative Office at 990 Palm Street, San Luis Obispo. Proposals must be received by the Administrative Office prior to 5:00 p.m. on Friday, May 3, 1991. Additional information may be obtained by contacting Alison Lloyd, Administrative Analyst, at 549-7123, or by writing to Alison Lloyd at P. O. Box 8100, San Luis Obispo, Ca 93403-8100. Pamela Voges, City Clerk REQUEST FOR PROPOSALS FOR PROMOTIONAL SERVICES FOR THE CITY OF SAN LUIS OBISPO The City of San Luis Obispo has traditionally conducted an advertising campaign to attract visitors to the City. The promotional efforts are coordinated by the Promotional Coordinating Committee (PCC), an advisory body to the City Council. In addition to the advertising campaign, the City currently contracts with the San Luis Obispo Chamber of Commerce for visitor services and additional non-advertising promotional and public relations services. The City also contributes to the. San Luis Obispo Visitors and Conference Bureau. Coordination with these programs will be essential for a promotional campaign. The City has found that the public interest and welfare will be served by the solicitation for promotional services to conduct a comprehensive campaign that includes direct advertising to targeted California markets, as well as alternative promotional methods, and which provides a means to clearly evaluate the effectiveness of the campaign. It is the intention of the City of San Luis Obispo on the 3rd day of May, 1991 at 5:00 p.m., in the Administrative Office, 990 Palm Street, San Luis Obispo, CA 93401, to receive proposals for the specific promotional services described in the following paragraphs. Mailed proposals should be posted to the City of San Luis Obispo, P. O. Box 8100, San Luis Obispo, CA 93403-8100, and be received in the Administrative Office prior to the date and hour noted above. All proposals should be clearly marked "PROMOTIONAL SERVICES PROPOSAL" in the lower left corner of the mailing or delivery envelope. Late proposals or oral proposals will not be considered. The City reserves the right to reject any and all proposals. Selection of any proposer for such promotional services shall be the exclusive judgement of the City Council. If the City accepts a proposal, a professional services contract will be awarded to the proposer selected by the City. The term of the promotional contract is one year, running from July 1991 to June 1992; however based upon satisfactory performance, the contracts be renewable for a second year. The budget for direct promotional and marketing services is approximately Eighty-Six Thousand Dollars ($86,000)for 1991-92 and approximately Eighty-Nine Thousand Dollars ($89,000) for 1992-93. THE CONTRACTOR WILL BE RESPONSIBLE FOR THE FOLLOWING: 1. Planning, preparing and implementing promotional campaigns, including direct advertising, on the City's behalf. Also, checking, paying invoices, and accounting for all such activity conducted on the City's behalf in any media. 2. Designing and conducting a program to monitor the effectiveness of the various aspects of the promotional campaigns. 4 Page Two RFP 3. Planning and commissioning any research activity that the PCC may require, including methods for continuous evaluation of the effectiveness of promotional campaigns. 4. Providing. the PCC with monthly reports on the status of the promotional campaign, including market response results. This includes monthly attendance at PCC meetings. 5. Coordinating activities of promotional campaigns with services provided by the San Luis Obispo Chamber of Commerce and the San Luis Obispo Visitors and Conference Bureau. Interacting effectively with staff of the above organizations and other City bodies to achieve unified, efficient use of all available resources with a minimum of duplication of efforts. EACH PROPOSAL PACKAGE MUST CONTAIN THE FOLLOWING STATEMENTS AND INFORMATION TO BE CONSIDERED FOR SELECTION: 1. Statement of proposed workscope. The workscope should: - cover separately two fiscal years (July 1991 through June 1992 and July 1992 through June 1993) - summarize the promotional campaign - include a general schedule of media placement and other activities - identify the project manager and key personnel responsible for the campaign such as copy and design/production personnel - state the objectives of and general approach (philosophy) toward the promotional campaign - state the specific strategy of achieving those goals - include a budget for the campaign and a fee schedule for services to be provided 2. Resume of professional experience and samples of previous work (presentation of portfolio, including work for existing clients, showing evidence of strategic thinking and problem solving ability will be requested of those who are called in for interviews). It should be noted that these materials will be returned. 3. A list of professional references, including names and telephone numbers. g� i -Soo, Page Three RFP The filing of such statements as described above shall constitute permission by the proposer for the City to verify information contained in such statements. Additional information may be requested from the proposer. Failure to comply with any such request may disqualify a proposer from further consideration. Proposals may be subject to review and discussion in public session to the City Council and the PCC. SELECTION PROCEDURES: Selection of the proposal which meets the needs of the City of San Luis Obispo will be accomplished by the City Council following a review of all proposals by the PCC. Personal interviews to screen and further evaluate proposals may be requested by the PCC. SELECTION OF THE BEST RESPONSIBLE PROPOSALS WILL BE BASED UPON THE FOLLOWING CRITERIA: 1. Proposer's experience in promotional services, especially such services to public agencies. 2. The quality and nature of proposed programs to be implemented for promotional services, with special attention to innovative concepts and alternative approaches, in addition to direct advertising campaigns. The PCC will evaluate and rank the proposals. The City Council will make the final decision to award a contract. PROMOTIONAL SERVICE AS INDEPENDENT CONTRACTOR: In the event the City accepts a given proposal, the successful proposer shall agree that, at all times covered by the agreement, the proposer is acting as an independent contractor, not as an employee of the City, and as such, shall not accrue or be eligible for vacation, sick leave, workers' compensation, unemployment insurance benefits, medical insurance, or other similar benefits available to City employees. Any promotional service agreement with the City to provide the services referenced shall not be assignable without prior written consent of the City. AL:RFP-PCC Advertising List for RFP PCC Mailing Advertising Agencies and Counselors 1830 Santa Rita Creek Road Templeton, CA 93465 Barnett Cox & Associates 555 Chorro Street San Luis Obispo, CA 93401 Brown & Clarkson Advertising 1150 Osos Street San Luis Obispo, CA 93401 CN Signs & Graphics, Inc. 1390 Walker Street San Luis Obispo, CA 93401 Catalyst Communication Arts 2241 Boulevard Del Campo San Luis Obispo, CA 93401 Coast and County Graphic Services 3436 Sacramento Drive San Luis Obispo, CA 93401 Connections 846 Higuera Street San Luis Obispo, CA 93401 DCO Graphic Design 793 Higuera Street San Luis Obispo, Ca 93401 Dealers Network Exchange Magazine 470 Price Pismo Beach, CA 93449 Design, Etc. 738 Higuera Street San Luis Obispo, CA 93401 High Technology International 895 Napa Avenue Morro Bay, CA 93442 Image Design Graphics 738 Higuera Street San Luis Obispo, CA 93401 Ipekjian Design Verbatim 1012 Pacific Street San Luis Obispo, CA 93401 Karlene Design P. O. Box 12238 San Luis Obispo, CA 93401 Kornreich Gleason Design 385 Higuera Street San Luis Obispo, CA 93401 LK Enterprises P. O. Box 362 Cayucos, CA 93430 The Media Store 1464 Auto-Park Way San Luis Obispo, CA 93401 Pandora & Co. 350 Mitchell Drive Los Osos, CA 93402 Pointline Media 5690 West Mall Atascadero, CA 93422 Porter Design 846 Higuera Street San Luis Obispo, CA 93401 Pierre Rademaker Design 738 Higuera Street San Luis Obispo, CA 93401 Rob's House of Marketing 3580 Sacramento Drive San Luis Obispo, CA 93401 Rocglo Promotions P. O. Box 619 Arroyo Grande, CA 93420 z7 (51 7 �6 S.J. Francis & Associates 1137 Vista Lago San Luis Obispo, CA 93401 Studio Works in Original Design 1331 Archer San Luis Obispo, CA 93401 Studio 101 3485 Sacramento Drive San Luis Obispo, CA 93401 Suggs Lombardi Advertising 1329 Chorro Street San Luis Obispo, CA 93401 Swanson Design 3485 Sacramento Drive San Luis Obispo, CA 93401 Tom Jones Advertising 11555 Los Osos Valley Road San Luis Obispo, CA 93401 Genesport Marketing SLO 11295 Los Osos Valley Road, Suite 23 San Luis Obispo, CA 93401 Gregory Gray P. O. Box 3146 Shell Beach, CA 93448 MBW Advertising Design P. O. Box 4828 San Luis Obispo, CA 93406 AL\rfplist