REQUEST FOR PROPOSAL PUBLIC RELATIONS FOR THE PHILADELPHIA CRUISE TERMINAL

Transcription

1 REQUEST FOR PROPOSAL PUBLIC RELATIONS FOR THE PHILADELPHIA CRUISE TERMINAL THE PORT OF PHILADELPHIA AND CAMDEN A DEPARTMENT OF THE DELAWARE RIVER PORT AUTHORITY RFP ISSUE DATE: 2/19/07 PROPOSALS DUE BY:3/8/07 1

2 TABLE OF CONTENTS Section Subject I. INTRODUCTION II. SCOPE OF WORK III. PROPOSAL PREPARATION & EVALUATION CRITERIA STANDARD CLAUSES IV. INSURANCE V. SAVE AND HOLD HARMLESS VI. TERMINATION VII. WORK PRODUCTS VIII. INTELLECTUAL PROPERTY IX. SUB-CONTRACTING, ASSIGNING OR SUB-LETTING X. POLITICAL PAYMENTS AND/OR CONTRIBUTIONS XI. APPLICATION OF LAWS AND REGULATIONS XII. NONDISCRIMINATION XIII. AUDIT AND INSPECTION OF RECORDS XIV. CONSULTANT - INDEPENDENT CONSULTANT XV. CONFIDENTIALITY XVI. MISCELLANEOUS 2

3 REQUEST FOR PROPOSAL PUBLIC RELATIONS FOR THE PHILADELPHIA CRUISE TERMINAL I. Introduction The Port of Philadelphia and Camden (PPC), a department of the Delaware River Port Authority (DRPA), operates the Philadelphia Cruise Terminal. This facility, located at the Philadelphia Naval Business Center in Philadelphia, Pennsylvania, hosts cruise ships calling in Philadelphia. In 2007, the Philadelphia Cruise Terminal will host 19 sailings to Bermuda on two major cruise lines (i.e. Royal Caribbean and Norwegian). The brand for this endeavor is CruisePhilly. PPC seeks to expand regional awareness of cruising from Philadelphia, particularly focusing on the convenience of Philadelphia as a cruise departure point, through a strategic media campaign, cooperative promotional campaigns with the cruise lines and regional tourism organizations, and other avenues. The primary regional focus is Pennsylvania, New Jersey and Delaware, with a secondary geographical focus in Maryland, Ohio, Virginia, and Ontario. In addition, PPC requires a qualified consultant to handle targeted media inquiries and media relations. A more detailed description of the scope of work is set forth below. II. Description of Work The successful proposer will be responsible for formulating an aggressive and comprehensive public relations strategy to promote the Philadelphia Cruise Terminal and the CruisePhilly brand in This strategy shall include, but not be limited to, media relations, communications, content formulation and placement, market research (where required by PPC), formulation and implementation of promotional campaigns, coordination of promotional campaigns with relevant cruise lines and regional tourism groups, coordination with PPC and PPC s consultants, and all other public and media relations activities associated with the CruisePhilly endeavor. Experience with the cruise and travel industry are preferred. A. Objectives 1. Enhance Regional Awareness of CruisePhilly and the Philadelphia Cruise Terminal. Increase regional awareness of the CruisePhilly and the Philadelphia Cruise Terminal, including but not limited to the convenience of the Philadelphia Cruise Terminal as a cruise departure location, through a targeted media campaign and promotional activities. A secondary emphasis shall be placed on promotion of the pre-cruise and post-cruise packages offered in connection with CruisePhilly sailings. This component should target first time cruisers, as well as repeat cruisers. 3

4 2. Generate Timely Media Attention to Focus on Different Facets of the Cruise Season. Generate maximum regional media attention in the months of March through April, to maximize early cruise bookings for the 2007 season. Generate additional attention throughout the season to highlight the positive experience of travelers cruising from the Philadelphia Cruise Terminal. Generate autumn and winter media attention to focus on the success of the 2007 season, the 2008 schedule, and position CruisePhilly for a successful early booking season in Conceive and Coordinate Cooperative and Stand-Alone Promotional Campaigns with the Cruise Lines, Regional Tourism Partners, Travel Professionals, and Regional Media. Conceive and coordinate promotional campaigns and events to enhance awareness and build excitement for CruisePhilly and the Philadelphia Cruise Terminal among potential customers in the region. Formulate and execute additional public awareness campaigns and events to promote CruisePhilly and the Philadelphia Cruise Terminal to travel agents, travel writers, and other relevant entities. 4. Coordinate with PPC to Demonstrate the Success of CruisePhilly and the Philadelphia Cruise Terminal to Stakeholders. Coordinate with PPC to enhance awareness and understanding among stakeholders of the positive regional economic impact of CruisePhilly and the Philadelphia Cruise Terminal. The successful proposer shall also work with PPC and PPC s partners to integrate the public relations strategy with ongoing marketing projects. 5. Media Relations B. Target Markets Coordination with DRPA Corporate Communications Department to facilitate professional handling of media inquiries, as well as, Coordination with cruise lines in connection with responses to specific incidents. First time and repeat cruisers. The primary geographical focus is Pennsylvania, New Jersey and Delaware, with a secondary geographical focus in Maryland, Ohio, Virginia, and Ontario. C. Deliverables 1. Within 15 days of the award of this contract, deliver a comprehensive plan for accomplishing the objectives of this RFP. 2. Monthly reports detailing activities performed, as well as next steps. 4

5 III. Proposal Preparation and Evaluation Criteria A. Evaluation Criteria A Selection Committee will evaluate each proposal and, at its discretion, recommend a firm or multiple firms to the DRPA Board of Commissioners. Negotiations and award of the contract will be to the qualified firm or firms that provide the most advantageous and responsive proposal, all things being considered. The length of the contract is one year. The Selection Committee and the Board reserve the right to make one award or multiple awards. The Selection Committee and the Board reserve the right to reject all proposals in their sole discretion. 1. Professional Qualifications (weight 25%; maximum 2 pages per team member): The successful Proposer must establish qualifications to satisfactorily perform the work. The following information is required: a. A description of the project team, including an organization chart and work experience of the professional staff to be assigned to the Project on a day-to-day basis; b. A description of prior professional experience with regional and national media outlets, including but not limited to print, radio, television, and the internet; c. A list of clients, including organization names, contact names, addresses, and telephone numbers, for whom you have executed work of a similar type and scale; and d. A full description of any and all subcontractors who will work on the Project, should your organization be the successful Proposer. 2. Relevant Cruise and Travel Industry Experience (weight 25%; 2 pages maximum): The scope of work requires significant interaction with cruise line executives, regional tourism organizations, travel industry organizations, and travel-related media outlets. Prior professional experience with these entities is essential to successful completion of the Project. Please provide a narrative detailing the following: a. A description of all prior professional experience with the cruise industry, particularly Norwegian Cruise Lines and Royal Caribbean Cruise Lines; b. A description of all prior professional experience with travel writers, travel publications, travel industry organizations, and similar entities; and c. A description of all prior professional experience with regional tourism organizations. 3. Proposed Public Relations Strategy and Implementation Plan (weight 50%; 5

6 maximum 6 pages): Please include a narrative explaining the Proposer s public relations strategy and implementation plan, addressing all of the items set forth in this Request for Proposal. The narrative should be organized by task, with a detailed description of how the project team will accomplish each task. The narrative should also include a timeline for the completion of each item, as well as the project as a whole. Each component should be assigned a monetary value, with all components adding up to the total proposed cost to complete the work. C. Proposal Submission Requirements PRE-PROPOSAL CONFERENCE: A mandatory pre-proposal conference will be held Tuesday, February 27, 2007, at 10:00 AM local time with DRPA Personnel, all prospective Proposers and other interested parties to discuss this project. All prospective Proposers must attend this pre-proposal conference.the meeting will take place in the 7 th Floor south conference room at DRPA Headquarters, One Port Center, 2 Riverside Drive, P. O. Box 1949, Camden, New Jersey, Content Format The proposals must contain a title page showing the request for proposal subject, the firm's name; the name and telephone number of the contact person; and the date of the proposal. This should be followed by a Table of Contents, and the proposal. 2. Number of Copies By March 8, :00 PM a total of seven (7) copies, plus one (1) original, must be received by: Howard Korsen, Manager, Contract Administration Delaware River Port Authority, 7 th Floor One Port Center - Two Riverside Drive Camden, NJ Costing Please submit a list of the job classifications (exactly as they are to appear on monthly invoices) of all personnel who are expected to participate in the final plan along with the corresponding hourly wage rate. No wage rate changes will be permitted during the term of this agreement. The direct labor cost for each of the proposer's staff members assigned to the work shall be computed and billed as the number of hours spent engaged in project related matters multiplied by the hourly wage rate for each individual. Out-of-pocket expenses for company personnel (e.g., travel, lodging and subsistence) will be reimbursed at the rates used by the DRPA for its employees. 4. Reimbursable Expenses 6

7 Reimbursable Expenses, including sub-consultants, are not subject to overhead and profit. Include expenses incurred by the proposer and sub-consultants in direct connection with the engagement as follows: a. Direct expenses of transportation (except daily commutation) and, if necessary, long distance communications. b. Direct expenses of reproduction, postage and handling of drawings, specifications, and other documents. c. Direct expenses, if any, associated with the renting of equipment Reimbursement will not be made for daily commutation nor any subsistence or housing costs, if incurred. All documentation pertaining to the DRPA Market Research and Public Relations Strategy project and final deliverable product submitted to DRPA shall be held as confidential by the proposer. STANDARD CLAUSES The winning Proposer shall execute an Agreement which contains the following contract terms. By submitting a Proposal, Proposer agrees and accepts these terms and additions. Additional provisions may be added by DRPA. IV. INSURANCE: The CONSULTANT will be required to provide insurance of the prescribed types and minimum amounts as set forth below. All insurance policies required shall be maintained in full force until all services under this Contract are completed. Each policy shall contain the provision that there will be thirty (30) days' prior written notice given to the DRPA in the event of cancellation of or material change in the policy. Prior to commencing any services under this Contract, the CONSULTANT shall furnish the DRPA with insurance certificates evidencing that the required coverage is in force. The CONSULTANT may be required at a later date and upon specific request by the DRPA, to furnish certified copies of any or all insurance policies related to protection for the work under the Contract. The DRPA shall not be liable for the payment of any premiums, deductibles, claims or co-insurance under the foregoing. The insurance companies indicated in the certificates shall be authorized to do business in the Commonwealth of Pennsylvania and State of New Jersey as the location of the work indicates and shall be acceptable to the DRPA. Neither approval by the DRPA nor failure to disapprove insurance certificates furnished by the CONSULTANT shall release the CONSULTANT of full responsibility for all liability as set forth in the indemnification clause, entitled, "Save and Hold Harmless". 7

8 The minimum requirements of insurance to be carried by the Construction Monitor shall be as follows: (1) Workers' Compensation and Employers Liability Insurance Coverage A, Workers' Compensation - Statutory benefits as required by the Workers' Compensation Laws of the Commonwealth of Pennsylvania and the State of New Jersey, and reference to such compliance made on all certificates of insurance. An Other States or All States endorsement may satisfy this requirement. Coverage B, Employer's Liability - One Million Dollars ($1,000,000). If applicable, coverage shall include, where applicable, employment under the United States Longshoremen's and Harbor Workers' Compensation Act, Federal Employer's Liability Act (FELA) and Maritime Employment under the Jones Act; and certificates provided shall so indicate. (2) Commercial General Liability Insurance Commercial General Liability Insurance in an amount not less than One Million Dollars ($1,000,000) combined single limit, or the equivalent, as respects Bodily and Personal Injury and Property Damage in any one occurrence/five Million Dollars ($5,000,000) aggregate. Contractual Liability Insurance to include coverage for the liabilities assumed under the indemnification clause entitled, "Save and Hold Harmless, in an amount not less than Five Million Dollars ($5,000,000). The coverage provided shall include Premises, Operations and Product Liability, Broad Form property damage, independent contractors and products/completed operations coverage. The coverage provided shall include protection against "X" "Explosion", "C" "Collapse", and "U" "Underground". The Contractor shall name the Delaware River Port Authority as Additional Insurers on all Commercial General Liability and Umbrella Liability Policies. (3) Business Automobile Insurance To provide coverage for all owned, non-owned, hired, leased, and rented vehicles and automotive construction equipment: Liability Insurance in an amount not less than One Million Dollars ($1,000,000) combined single limit for Bodily Injury and Property Damage in any one occurrence. Coverage to include contractual liability insurance for the liabilities assumed under the indemnification clause entitled, "Save and Hold Harmless", for claims resulting from the ownership and/or operation of vehicles and automotive equipment described above. 8

9 The CONSULTANT will name the Delaware River Port Authority (DRPA) as Additional Insurers on all Business Automobile Policies. (4) Professional Liability Insurance Should the performance of any part of the work under the Contract require the rendering of professional services, the CONSULTANT providing such services shall be responsible for the maintenance of Professional Liability Insurance in an amount not less than $1,000,000 per occurrence and $2,000,000 aggregate. (5) Materials & Supplies Stored on Premises: Should the scope of services under this contract require the onsite storage of materials and supplies belonging the CONSULTANT, the CONSULTANT may elect to provide insurance for theft, loss, damage or disappearance of these items. Regardless of available coverage, the DRPA will not be responsible for any for theft, loss, damage or disappearance of these items. (6) Sub-Contractor's/Sub-Consultant Insurance: If any part of the work under this Contract is to be performed by a sub-consultant or sub-contractor, the CONSULTANT shall be responsible for each sub-contractor or sub-consultant maintaining insurance as specified above where applicable in paragraph (1), (2), (3), (4) and (5).. (7) Primary & Non-Contributory Insurance: The insurance policies identified in all paragraphs, above shall be primary to any other coverage potentially available under this contract. Additionally, the coverage s specified in this document will be non-contributory on the part of DRPA and as such the DRPA shall not be liable for the payment of any premiums, deductibles, claims or co-insurance under the foregoing. (8) Certificate of Insurance shall be provided to DRPA in accordance with contract documents. The DRPA reserves the right to require the CONSULTANT to furnish certified copies of the original policies of all insurance required under this contract at any time upon ten (10) days prior written notice to the CONSULTANT. V. SAVE AND HOLD HARMLESS CONSULTANT agrees to defend, indemnify, protect, save and hold harmless the DRPA and PATCO, their officers, commissioners, directors, members, agents, servants and employees from and against any and all suits, claims, demands or damages, or whatsoever kind or nature arising from, out of, or in connection with, the performance of this Agreement, including, but not limited to, expenditures for and costs of investigations, hiring of expert witnesses, court costs, counsel fees, settlements, judgments or otherwise. VI. TERMINATION 9

10 It is understood and agreed that the DRPA hereby reserves unto itself the right to terminate this Agreement at any time, for any reason whatsoever, upon giving not less than thirty (30) days prior written notice to the CONSULTANT. In the event of the DRPA's exercising such right of termination, the DRPA shall be without further liability whatsoever to the CONSULTANT under this Agreement, except that the DRPA will reimburse CONSULTANT for services rendered and costs expended, and pay to the CONSULTANT the amount of fee earned by the CONSULTANT to the date of said termination. The CONSULTANT agrees that it shall not be entitled to any damages of any nature whatsoever in the event of such termination other than the aforesaid referenced payments. VII. WORK PRODUCTS All materials, calculations, computations, specifications, drawings and intellectual property developed and prepared by the CONSULTANT, in the performance of its services herein, shall become the property of DRPA, and shall be turned over to DRPA at or prior to final payment or other termination of this Agreement, or upon written request thereof by the DRPA. VIII. INTELLECTUAL PROPERTY CONSULTANT acknowledges and agrees that all work produced pursuant to this Agreement is work made for hire and accordingly, all copyright, trademark, and intellectual property rights are owned exclusively by DRPA. IX. SUB-CONTRACTING, ASSIGNING OR SUB-LETTING Prior written approval of DRPA is required for subcontracting any services covered by this Agreement other than those included in the CONSULTANT's Proposal. Requests for authorization to subcontract must be submitted in writing to the DRPA's Chief Executive Officer accompanied by a description of the specific work to be subcontracted, the total value of such sublet work, and proof that the organization which will perform the work is qualified. The right to qualify, accept or reject any subcontractor is reserved expressly to the DRPA. X. POLITICAL PAYMENTS AND/OR CONTRIBUTIONS The CONSULTANT warrants to DRPA that neither the CONSULTANT nor anyone authorized to act on the CONSULTANT's behalf has made any payment or contribution to any political candidate, political committee, public official or any other person or entity, for the purpose of influencing the award of this Agreement. The CONSULTANT agrees that if the Executive Committee of the DRPA decides, after such hearing as it deems necessary, that this warranty has been breached, the CONSULTANT shall, within thirty (30) days of this decision, pay to the DRPA liquidated damages equal to twentyfive percent (25%) of the face amount of this Agreement or order, provided the Executive Committee's decision shall be final, unless the CONSULTANT seeks a review thereof in 10

11 a commercial arbitration proceeding conducted by the American Arbitration Association, instituted by the CONSULTANT within fifteen (15) days of receipt of the Executive Committee's decision; and the CONSULTANT further agrees that it shall be ineligible to receive any award of any contract or purchase order from the DRPA for a period of one (1) year from the date of any final decision unfavorable to it. XI. APPLICATION OF LAWS AND REGULATIONS By entering into this Agreement, DRPA does not consent, either expressly or impliedly, to the jurisdiction or application of any laws, regulations, procedures or requirements of any governmental, quasi-governmental or other political entity which would otherwise not be applicable to the DRPA. XII. NONDISCRIMINATION 1. The CONSULTANT warrants and represents that in carrying out its obligations under this Contract, it will not discriminate against employees or applicants for employment because of race, color, religion, national origin, sex, age, or non-job related disability, and will undertake or continue to comply with all existing or future state and federal laws, rules and regulations respecting programs of Affirmative Action to ensure that minority group members and women are afforded equal employment opportunities without discrimination. For purposes of this Contract, affirmative action shall mean those activities undertaken during the course of recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff or termination, and rates of pay or other forms of compensation, to ensure that minority group members and women are afforded equal employment and contracting opportunities. 2. The CONSULTANT shall make a substantial good faith effort to recruit minority and female subcontractors and suppliers having substantial minority and female representation among their employees. 3. All advertisements or requests for employment placed by the CONSULTANT or on the Consultant s behalf, shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age or non-job related disability. 4. The CONSULTANT shall send each labor union or workers' representative with which it has a collective bargaining agreement or other contract or understanding, a notice advising said labor union or workers' representative of its commitment to this nondiscrimination clause. Similar notice shall be sent to every other source of recruitment regularly utilized by CONSULTANT. 5. It shall be no defense to a finding of noncompliance with obligations of this non-discrimination clause that the CONSULTANT delegated some of its employment practices to any union, training program, or other source of recruitment which prevents him/her from meeting the contractual obligation not to discriminate. However, if the evidence indicates that the CONSULTANT was not on notice of the 11

12 third-party discrimination or made a good faith effort to correct it; such factor shall be considered in determining whether the CONSULTANT is in compliance with the nondiscrimination clause. 6. The CONSULTANT shall comply with all state and federal laws prohibiting discrimination in hiring or employment opportunities. In the event the CONSULTANT fails to comply with the provisions of the nondiscrimination clause of this contract or with any applicable laws, the Contract may, after hearing and adjudication by DRPA, be terminated or suspended, in whole or in part, and the CONSULTANT may be declared temporarily ineligible for further DRPA contracts. Such termination or suspension shall not entitle CONSULTANT to any damages or additional compensation. 7. The CONSULTANT shall, upon request, furnish all necessary employment documents and records to, and permit access to its books, records, and accounts by DRPA for purposes of ascertaining the CONSULTANT's compliance with the provisions of this nondiscrimination clause. If the CONSULTANT does not possess documents or records reflecting the necessary information requested, it shall furnish such information on reporting forms supplied by DRPA. The CONSULTANT shall include the preceding seven (7) paragraphs in every subcontract or purchase order in such a manner that the provisions shall be binding upon each subcontractor and supplier working on this contract. The CONSULTANT also agrees to be bound by applicable federal, state and local affirmative action and civil rights laws. XIII. AUDIT AND INSPECTION OF RECORDS The CONSULTANT shall permit the authorized representatives of DRPA to inspect and audit all data and records of the CONSULTANT relating to his performance under this Agreement. XIV. CONSULTANT - INDEPENDENT CONSULTANT The CONSULTANT is an independent contractor, and under no circumstances shall it, its servants, agents or employees be or become employees of DRPA in conduct of the work under this Agreement. XV. CONFIDENTIALITY CONSULTANT acknowledges that it may have access to DRPA's confidential and proprietary information. It is understood and agreed that any such information learned through the course of working for DRPA is confidential and shall not be revealed by CONSULTANT to any third party and shall only be used in the performance of work authorized by DRPA. Within thirty (30) days of the expiration or termination of this Agreement, CONSULTANT shall return to DRPA all documents received from DRPA. 12

13 XVI. MISCELLANEOUS 1. This Agreement may not be amended except upon written consent of both parties hereto. 2. This Agreement shall be interpreted under the laws of the Commonwealth of Pennsylvania. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed the day and year first above written. ATTEST: DELAWARE RIVER PORT AUTHORITY By: John J. Matheussen Chief Executive Officer ATTEST: (NAME OF CONSULTANT) By: Reviewed by Office of General Counsel and Approved as to Legal Form. 13