REQUEST FOR PROPOSALS

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1 REQUEST FOR PROPOSALS Greene County Department of Economic Development, Tourism & Planning Full Service Advertising, Communications, and Public Relations Agency of Record October 15, 2014 OVERALL DESCRIPTION Greene County is seeking professional consultant services and desires to contract with an Agency of Record (AOR) for Tourism Services with the Department of Economic Development, Tourism and Planning (Greene County s Official Destination Marketing Organization/DMO and Designated Tourism Promotion Agency/TPA). The Department requires a full service Advertising, Communications, and Public Relations Agency of Record (AOR) that can assist the department with all DMO tourism related services, inclusive of, but not limited to: Strategic Planning; Brand Development; Public Relations; Web Design, Content Management, and Hosting; Internet Marketing; Social Marketing; Search Engine Optimization/Search Engine Marketing; Advertising; Collateral Development; Video and Still Photography; Broadcast Production; Media Planning and Buying. ( MINIMUM QUALIFICATIONS All firms submitting proposals in response to this solicitation must meet the following minimum requirements to qualify for consideration: 1. At least three years of experience providing Advertising, Communications and Public Relations Services to a Tourism Destination Marketing Organization (DMO) with a proven track record of demonstrated results. Firms with no experience directly representing Tourism DMO s wishing to submit a proposal shall provide a statement and evidence of relevant experience similar in scope and nature to be considered for this solicitation; 2. Shall be a full service Advertising, Communications, and Public Relations AOR. Firms not conducting business as an AOR wishing to submit a proposal shall provide a statement and evidence of contractor and sub contractor relationships that would operate in similar scope and nature to be considered for this solicitation; 3. Shall have experience in New York State, the ILNY Catskills Travel Region, and Matching Funds Program with respect to Tourism Public Relations and Communications. Firms not currently familiar with NYS or the Catskills wishing to submit a proposal shall provide a statement and evidence of relevant experience similar in scope and nature with comparable travel regions to be considered for this solicitation; 1

2 4. Shall have experienced personnel, who possess the skills necessary for the work/services to be performed with respect to the goods and/or services to be furnished, capable of timely delivery of goods and/or services, and have the fiscal responsibility necessary to perform the obligations of any contract entered into for such goods and/or services; 5. Shall have experience in design, execution, hosting and content management for Adaptive/Responsive Website Design. REQUIRED ELEMENTS OF PROPOSAL Please include the following information in your proposal: 1. Summary of qualifications relevant to representing Greene County Economic Development, Tourism and Planning; 2. Credentials, including a brief history of the firm and biographies of principals and staff who would be dedicated to the Greene County Economic Development, Tourism and Planning account. (Please also include the number of full time employees who work for the firm); 3. If applicable, description of Minority and Women Owned Business Enterprise (M/WBE) qualifications and NYS Certification Number; 4. A complete list of services provided by the firm, including those not specified by this RFP. Indicate which capabilities are performed internally and which are outsourced to sub contractors and/or freelancers. (Greene County prefers a Full Service AOR which can directly provide these services); 5. Description of experience in the Tourism industry and give examples of relevant work for Web, Advertising, and Public Relations (Please also include examples of Marketing Plans and Media Plans/Buys for clients); 6. Description of performance tracking/measuring results and ROI methodologies. (Please also include examples of reports used to track performance of campaigns for clients); 7. Remuneration Schedule with hourly rates and fees of all relevant personnel and services and an explanation of the billing policies, terms and accounting procedures as they will relate to Greene County Economic Development, Tourism and Planning as a client; 8. Financial statement demonstrating ability to handle the account, as it will require operation on a reimbursement basis; 2

3 9. A list of past and current accounts, indicating length of each relationship with your agency and details of services you provided. (List any past and current Tourism accounts separately); 10. References to include three clients the firm has served within the last three years. AWARD OF CONTRACT Proposals for professional consultant services will be evaluated on experience, quality, effectiveness, and cost of services. All RFP submissions will be reviewed by the County to determine compliance with the instructions and guidelines listed in this document. Contract(s) will be awarded to the firm(s) whose proposal will be the most advantageous to Greene County Economic Development, Tourism and Planning on the basis of best value criteria pursuant to NYS General Municipal Law and State Finance Law. Greene County reserves the right to reject any or all RFP submissions; and may request any additional information in writing or orally from the firm to clarify the proposal. MINORITY/WOMAN BUSINESS ENTERPRISES PARTICIPATION (M/WBE) Greene County will require its contractors and subcontractors to take good faith actions to achieve the M/WBE contract participation goals set by the County and/or the State for that area in which the County and/or a State funded project is undertaken. Greene County will be taking the following steps: 1. Actively and affirmatively solicit bids for contracts and subcontracts from qualified State certified MBEs or WBEs, including solicitations to M/WBE contractor associations. 2. Request a list of State certified M/WBEs from NYSDED and solicit bids from them directly. 3. Ensure that plans, specifications, request for proposals and other documents used to secure bids will be made available in sufficient time for review by prospective M/WBEs. 4. Where feasible, divide the work into smaller portions to enhance participations by M/WBEs and encourage the formation of joint venture and other partnerships among M/WBE contractors to enhance their participation. 3

4 5. Document and maintain records of bid solicitation, including those to M/WBEs, and the results thereof. Contractors will also maintain records of actions that its subcontractors have taken toward meeting M/WBE contract participation goals. 6. Ensure that progress payments to M/WBEs are made on a timely basis so that undue financial hardship is avoided, and that bonding and other credit requirements are waived or appropriate alternatives developed to encourage M/WBE participation. EQUAL EMPLOYMENT OPPORTUNITY POLICY (EE0) 1. Greene County will not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability or marital status, will undertake or continue existing programs of affirmative action to ensure that minority group members are afforded equal employment opportunities without discrimination, and shall make and document its conscientious and active efforts to employ and utilize minority group members and women in its work force on state contracts. 2. Greene County shall state in all solicitation or advertisements for employees that in the performance of State contracts all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, disability or marital status. 3. Greene County shall request each employment agency, labor union, or authorized representative will not discriminate on the basis of race, creed, color, national origin, sex, age, disability or marital status and that such union or representative will affirmatively cooperate in the implementation of this organization s obligations herein. 4. Greene County shall comply with the provisions of the Human Rights Laws, all other State and federal statutory and constitutional non discrimination provisions. Contractors and subcontractors shall not discriminate against any employee or applicant for employment because of race, creed (religion), color, sex, national origin, sexual orientation, military status, age disability, predisposing genetic characteristics, marital status or domestic violence victim status, and shall also follow requirements of the Human rights Law with regard to non discrimination on the basis of prior criminal conviction and prior arrest. 5. Greene County will include the provisions of sections (1) through (4) of this agreement in every subcontract in such a manner as the requirements of this subdivision will be binding upon each subcontractor. 4

5 COMPLIANCE WITH LAWS AND REGULATIONS All services must conform and be rendered in accordance with all applicable federal, state and local laws and regulations. SUBMISSION INSTRUCTIONS A formal Request for Proposals may be obtained by contacting Greene County Economic Development, Tourism and Planning, Greene County Office Building, 411 Main Street, Catskill, New York The RFP may also be directly downloaded at (518) To be considered, the proposal must respond to all requirements in the RFP. Proposals received after the deadline stated above will not be considered. Questions regarding this RFP should be sent in writing to: Warren Hart, Director, Greene County Economic Development, Tourism and Planning via at All proposals shall include a completed Proposal Cover Sheet and include a properly signed Certification of Non collusion. (Provided in this RFP) Please provide [1] electronic copy and [3] bound copies of your proposal by 4:00PM Wednesday, November 12, Please send printed copies in a sealed envelope or box to: Warren Hart Director of Economic Development, Tourism and Planning 411 Main Street Catskill, NY Phone:

6 PROPOSAL COVER SHEET RFP Response for Greene County Economic Development, Tourism & Planning Date: To: Greene County Economic Development, Tourism & Planning Attention: Warren Hart, Director 411 Main Street Catskill, New York Phone: From: (Proposer s Name) (Address) (City & State) (Phone) ( ) (Web Address) Name of Corporation Signature of Contracting Officer 6

7 NON COLLUSION BIDDING CERTIFICATION By submission of this proposal, each proposer and each person signing on behalf of the proposer, and in the case of a joint proposal, each party thereto certifies as to its own organization under penalty of perjury, that to the best of his or her knowledge and belief; 1. The prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other contractor or with any competitor. 2. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the proposer and will not be knowingly disclosed by the proposer prior to opening, directly or indirectly, to any other proposer or to any other competitor, and 3. No attempt has been made or will be made by the proposer to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. Name of Proposer: Signature of Proposer Or Representative: Title: Date: FALSE STATEMENTS MADE HEREIN ARE PUNISHABLE PURSUANT TO SECTION 240 OF THE NEW YORK STATE PENAL LAW NOTE: A proposal shall not be considered for award, nor shall any award be made where items (1), (2), and (3) above have not been complied with provided, however, that if in any case the proposer cannot make the foregoing certification, the proposer shall so state and furnish with the proposal a signed statement which sets forth in detail the reason therefore. Where items (1), (2), and (3) above have not been complied with, the proposal shall not be considered for award, nor shall any award be made unless the head of the purchasing unit or the political subdivision, public department, agency or official thereof to which the proposal is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition. 7

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