Business Retention, Expansion & Investment Attraction Project. Request for Proposal (RFP) FDI Strategy, Marketing Plan & Collateral

Transcription

1 Business Retention, Expansion & Investment Attraction Project Request for Proposal (RFP) FDI Strategy, Marketing Plan & Collateral December 16, 2013 Town of Sylvan Lake Administration th Avenue Sylvan Lake AB T4S 1G6

2 TABLE OF CONTENTS PAGE GENERAL INSTRUCTIONS TO BIDDERS 3 PROJECT DESCRIPTION 3 COMPLETE PROPOSALS 3 REQUEST FOR INFORMATION 4 RFP PROCESS 4 ACCEPTANCE & REJECTION OF PROPOSALS 4 EVALUATION CRITERIA 5 SCOPE OF WORK 6 PROJECT SCHEDULE 8 PROPOSAL REQUIREMENTS 8 Town of Sylvan Lake FDI Strategy, Marketing Plan & Collateral RFP 2

3 GENERAL INSTRUCTIONS TO BIDDERS INVITATION TO SUBMIT PROPOSALS The Town of Sylvan Lake is seeking proposals for the development of a Foreign Direct Investment (FDI) Strategy, Marketing Plan & Collateral. Proposals marked FDI Strategy, Marketing Plan & Collateral shall be received at the following address to the attention of: Vicki Kurz Economic Development Officer (EDO) Town of Sylvan Lake th Avenue Sylvan Lake AB T4S 1G6 Inquiries regarding the FDI Strategy, Marketing Plan & Collateral RFP can be directed to Vicki Kurz, EDO in writing via vkurz@sylvanlake.ca prior to noon on January 10 th, Completed proposals must be received no later than Wednesday, January 22 nd, 2014 at 3:00 p.m. Late proposals will not be accepted. Proposals (3 copies) must be presented in sealed, clearly marked package. Faxed or other electronically transmitted proposals will not be accepted. Anticipated timeframe for project award is January 27 th, The project start-up meeting is to be held prior to February 6 th, PROJECT DESCRIPTION The Town of Sylvan Lake has submitted a funding application to the Invest Canada Community Initiative (ICCI) a program of the Department of Foreign Affairs, Trade & Development (DFATD) to develop a FDI strategy, marketing plan & corresponding collateral for the municipality. Funding approval notification is scheduled to be released prior to the end of December If successful in the securing funding for any or all three (3) components described in the project scope, the Town will recruit a Project Team capable of delivering the project components within the one-year timeline established by the ICCI grant program. Projects and a final report to DFATD must be completed by mid-december COMPLETE PROPOSALS The requirements that each Proponent must follow and include in its Proposal are outlined herein. The Town reserves the right to determine, at its sole discretion, whether any proposal meets the mandatory requirements. Proposals shall address all of the requirements as outlined in this RFP. Town of Sylvan Lake FDI Strategy, Marketing Plan & Collateral RFP 3

4 REQUEST FOR INFORMATION Proponents are solely responsible for ensuring that all information necessary to prepare its proposal is acquired and for independently verifying and informing itself with respect to any requirements, terms and conditions. All enquiries related to the RFP shall be directed to: Vicki Kurz, Economic Development Officer Town of Sylvan Lake th Avenue Sylvan Lake, Alberta, T4S 1G6 (403) ext RFP PROCESS The objective of this RFP is to secure the delivery of a FDI Strategy, Marketing Plan & Collateral for the Town of Sylvan Lake. Development of these project elements is a strategic priority of Council. The Town will have specific interest in those Proposals from individuals and firms that are capable of managing and leading the Project Team. Companies that provide unique and insightful perspectives and who possess the abilities and resources to carry through the project components in a timely manner will be considered. Through the RFP process it is anticipated that the Proponent will have demonstrated knowledge, skills, abilities, and the resources in a number of areas including: 1. A proven track record that demonstrates the required abilities 2. Knowledge and experience with FDI activities and proven strategies required to engage companies from abroad 3. Creativity and demonstrated ability to lead a project team In addition fees for service will play an integral role in the selection process. This selection process is not a tendering process. The submission of a Proposal does not constitute a legally binding agreement between the Town and any proponent. The Town will engage in a Contractual Agreement with the successful proponent upon formal acceptance of Administration. The Town of Sylvan Lake reserves the right to reject any or all proposals. Should the initial chosen proposal fail to be endorsed for any reason, the Town reserves the right to consider alternate proposals as received through the initial RFP process. ACCEPTANCE OR REJECTION OF PROPOSALS The Town of Sylvan Lake reserves the right to accept or reject any and all Proposals including the right to not necessarily accept the lowest proposal, and the right to not accept any Proposal Town of Sylvan Lake FDI Strategy, Marketing Plan & Collateral RFP 4

5 that the Town of Sylvan Lake consider, in its sole and unfettered discretion, whether any Proposal meets the mandatory requirements of this RFP. The Town of Sylvan Lake reserves the right to waive, in its sole and unfettered discretion, any formality, informality or technicality in any proposal whether of a minor and inconsequential nature or whether of a substantial or material nature. The Town of Sylvan Lake reserves the right to negotiate with any Proponent that has submitted a proposal that does not fully comply, in either material or non-material way with the mandatory requirements of this RFP or any requirements contained within their RFP. The Town of Sylvan Lake reserves the right, in its sole and unfettered discretion, to accept any Proposal without stating reasons. By submitting its Proposal, the Proponent waives any right to contest in any legal proceeding or action the right of the Town of Sylvan Lake to negotiate with any Proponent and to award the work to whomever the Town of Sylvan Lake deems, in its sole and unfettered discretion, to have submitted the Proposal most beneficial to the Town of Sylvan Lake. EVALUTATION CRITERIA Each Proposal will be evaluated on the basis of the criteria listed below and the Town of Sylvan Lake will have the sole and unfettered distraction to award up to the maximum number of points for each criteria listed below. By submitting a Proposal, the Proponent acknowledges and agrees that the Town of Sylvan Lake has, and it is hereby entitled to exercise, the sole and unfettered discretion to award the points for the evaluation of the noted categories. By submitting its Proposal, each Proponent acknowledges and agrees that it waives any right to contest in any legal proceedings the decision of the Town of Sylvan Lake to award point in respect of the categories noted below. The categories and the maximum number of points for each category are as follows: Eligibility (10): 1) Executive Summary demonstrates understanding of the project and identified requirements; 2) project approach and methodology; 3) work plan tactics to achieve deliverables, timeline and budget. Value for Dollars (20): 1) Must indicate both time and cost for each component of project and broken down by firm-cost of services and products to be provided; 2) total Proposal amount; 3) expectations of the Town (labour and financial) are clearly outlined; 4) ability of Proponent to demonstrate engagement of sustainable practices. Quality (50): 1) Innovation & creativity 2) Proposal must have a staggered set of tactics dedicated to completing all components within the set timeline; 3) must include an internal & external engagement process in the development of the FDI Strategy; 4) describe how the marketing plan & the proposed marketing collateral could complement the Central Alberta Access Prosperity promotional materials. Qualifications (20): 1) Proposal contains resumes for each individual involved; 2) Proposal contains evidence of financial ability of proponent to perform work; 3) Proponent prior Town of Sylvan Lake FDI Strategy, Marketing Plan & Collateral RFP 5

6 experience with economic development strategic planning and/or FDI attraction specifically; 4) Proponent s team members and their prior experience in developing marketing plans and FDI marketing collateral 5) Legal name, address, etc. of proponent; 6) References provided. SCOPE OF WORK The scope of work required of the Proponent will include but not limited to the following: FDI Strategy and Implementation Plan 1. Review and evaluation of relevant municipal studies, reports and initiatives to generate a base understanding of Sylvan Lake s local strengths and partnerships to be leveraged. 2. Develop and expand the Town s current demographic and economic profile to understand key economic drivers and profile of the community to begin constructing the Town s value proposition. 3. Consultation(s) with Town of Sylvan Lake senior management team members and external stakeholders to determine opportunities and challenges facing business and investment growth and attraction (approximately 25 interviews). 4. Conduct a SWOT utilizing the results of the literature review, economic and community profile and stakeholder interviews to identify target industry sectors. 5. Identify sectors and sub-sectors that show a high degree of concentration in Sylvan Lake and suggest rationale for investment attraction for these likely targets. Identify underrepresented sub-sectors for which there may be opportunity for expansion of goods and services with local businesses. 6. Identify supply chain gaps within target sectors and analyze components that are not in present in Sylvan Lake and present possible solutions to create and attract clusters. 7. Develop an overview of each of the identified sectors including: the current size and scope; trends in growth, investment patterns, regional variations and realities, employment patterns, site selection criteria and educational/training linkages. 8. Based on results of the above activities analyze and describe Sylvan Lake s unique and compelling value proposition. 9. Prepare a final report outlining the activities and results of the work completed to date, identifying strategic partnerships in FDI, potential sources of funding to pursue investment targets and a work plan to address identified gaps in service delivery and being investment ready. Town of Sylvan Lake FDI Strategy, Marketing Plan & Collateral RFP 6

7 10. The final report deadline for the FDI Strategy & Implementation Plan is to be no later than June 20 th, Marketing Plan, Design and Collateral 1. Review of draft FDI Strategy and Implementation Plan to identify potential tactics and approaches for communicating these ideas to key markets and leveraging investment in key sectors. 2. Prepare a draft marketing strategy which includes at minimum: the upgrading of the Community Profile with new data in print and web formats, the development of sector sheets for 3 target industries, and concepts for a 2 minute investment attraction video. 3. Propose a minimum of 3 creative concepts, one to be taken forward for further development and refinement. 4. Schedule and identify subjects and businesses to be chosen for a photo shoot and video interviews from the draft FDI Strategy research and engagement in discussion with the project lead. 5. Conduct photo shoot of business community and Town highlighting assets that can be utilized in the design of 3 sector specific profiles. A minimum of 200 photos (high resolution 300 dpi minimum) shall become the property of the Town of Sylvan Lake. 6. Record business interviews combining with other community assets and attributes that appeal to the target market. Completed 2-minute video should be available to post online (U-Tube, CD-Rom, etc). 7. Include costs associated with copywriting, along with measures and metrics system to gauge effectiveness of marketing strategy. 8. All marketing materials designed and products developed will become the property of the Town of Sylvan Lake and should be supplied electronically to the Town at the project s end. Microsite 1. Develop a site map for an investment attraction microsite to be located or linked to the existing Town of Sylvan Lake website that can be utilized by site selectors, realtors and the business community. 2. Microsite must be compatible with the Joomla 2.0 content management system. 3. Microsite should be developed for optimum viewing on mobile devices. Town of Sylvan Lake FDI Strategy, Marketing Plan & Collateral RFP 7

8 4. Microsite is to be hosted by the Town of Sylvan Lake allowing for the ability to update and maintain data, links and documents in-house. PROJECT SCHEDULE The objective is to have an accepted FDI strategy complete with implementation plan, marketing plan and the design of identified marketing collateral completed by mid-december PROPOSAL REQUIREMENTS In order for the selection committee to make a proper assessment of each Proponent, the following information should be included in the Proposal: 1. Executive Summary should touch on the pertinent points in the Proposal you wish to highlight, including an overview of the project schedule and costs. 2. List of similar projects undertaken by the Proponent, either in progress or completed over the past 3-5 years, in this region. 3. List of the key project personnel (including resumes) for both staff in-house and Subconsultants who will be contributing to the project. Resumes for key team members to be attached as an appendix. 4. Include the legal name of the Proposer (s) and the signature of the person (s) legally authorized to bind the Proposer (s) contract. The Proposal shall also include the name, mailing address, phone number and address of the person the Town can contact regarding questions about the Proposal. 5. Intended approach & methodology should describe your approach to performing the contracted work. This should include but is not limited to the following: a. Type of services provided b. Plans for involving and educating Town staff and the public with regards to the process c. An outline of major tasks and responsibilities assigned to staff (labour, financial, etc.) 6. Detailed Fee Schedule and Total Proposed Amount of project. 7. Detailed Project Schedule that indicates major milestones including mobilization and time between contract award and set up. 8. A minimum of three reference contacts for the Prime Consultant and each of the Subconsultants. Town of Sylvan Lake FDI Strategy, Marketing Plan & Collateral RFP 8