Request for Proposals
Norfolk Convention and Visitors Bureau (NCVB) Request for Proposal (RFP)
Public Relations Campaign
Background
The Norfolk Convention and Visitors Bureau (NCVB) is a private 501 (c) (6) organization whose mission is to generate economic growth for Norfolk by producing high volumes of visitors, tax revenues and travel related jobs.
The NCVB is Norfolk’s umbrella organization whose responsibility is to sell, market, promote, service and represent the city to corporate, meetings, group, tour and travel and leisure visitors.
Named “Best Big City” in the South by Money Magazine, Norfolk is reborn and revitalized. This waterfront city offers big city sophistication with a small town Southern ambience. Home to the world’s largest naval base, the city is known by many for its American and military heritage, but also boasts a vibrant urban renaissance. Norfolk’s history, art, culture and cuisine, as well as its size, diversity, climate and central mid Atlantic location have great appeal to groups and meeting planners as well leisure travelers.
Norfolk also has a number of amenities with multiple uses, such as the Half Moone Cruise and Celebration Center, which is not only a cruise terminal for those debarking on vacations, but also a one-of-a-kind meeting and special events venue.
Norfolk offers over 5,200 hotel rooms throughout the city from bed and breakfasts to flagship hotels. Many of the large hotels and meeting facilities are located in the walkable downtown area close to attractions, museums, restaurants and shopping.
On the horizon, Norfolk will have a light rail transportation system running through its downtown. New hotel and conference center development is underway. One of Norfolk’s most popular attractions, USS Wisconsin, is in the process of changing hands and will be opened completely as a city museum in 2008.
For more information about NCVB, visit www.norfolkcvb.com; for more information on Norfolk, visit www.norfolk.gov. The city’s development office can be found on the Web at norfolkdevelopment.com.
Our Vision
NCVB is the leading resource for marketing Norfolk as a traveler’s destination of choice. Our team of dedicated professionals will expand the role of travel and tourism in our economy via innovative leadership in sales, marketing and customer service.
Objective and Scope of Work
NCVB’s primary objective is to promote the city of Norfolk as a unique destination for travelers across consumer, group and meetings segments. The NCVB is seeking the development and implementation of a creative and targeted public relations campaign to include boosting year-round in-destination stays, media outreach, educating consumers and creating awareness about the 2009 season. The project also requires marketing support, press trips, electronic media and crisis management.
Strategic plan and timeline for rollout on or before July 30, 2008 required.
Proposal Guidelines and Requirements
- This is an open and competitive process.
- The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal.
- The price quoted should be inclusive. Budget allocation for this project cannot exceed $96,000 for all public relations services. Out of pocket monthly expenses to include printing, word processing, photocopying, processing, taxis, long distance phone calls and messenger service will not exceed $1,400.
- If price excludes certain fees or charges, provide a detailed list of excluded fees with a complete explanation of the nature of those fees.
- If the execution of work to be performed requires the hiring of sub-contractors clearly state this in the proposal. Sub-contractors must be identified and the work they will perform must be defined. Provide the name, address, and EIN of the sub-contractor. NCVB will not refuse a proposal based upon the use of sub-contractors; however NCVB retains the right to refuse the sub-contractors selected.
- Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations.
- Participating vendors may be asked to present their plans to the review panel.
- All costs associated with the preparation and presentation of the proposal will be borne by the participating vendors.
- Proposals and their accompanying documentation, including work product, will not be returned.
- Proposals will be considered final as submitted and may not be altered unless requested by the review panel.
- Proposals should be accompanied by at least three references that can speak to similar projects in scale and scope.
- List at least three projects of similar scale and scope that best reflect relevancy to this project.
- Briefly describe the project management process.
- Provide a company profile, length of time in business and core competencies as well as profiles of key staff members and an organization chart.
- Agency must have a broad understanding of the NCVB and city’s objectives.
- Explain goals and strategies.
- Discuss reporting methods
Deliverables:
Deliverables are expected to begin four weeks from execution of contract.
Deliverables will include, at minimum:
- A 12-month plan for promoting the city and NCVB on or before July 30, 2008
- List of products and reports
- A press release calendar
- Press Trips and Deskside Agenda
Basis for Award of Contract
Proposals will be evaluated on the following criteria:
- Team Experience 10%
- Personnel Strength 15%
- Project Understanding 30%
- Out of Market Travel and Media Experience 10%
- Schedule Understanding and Approach 5%
- Insight into the City of Norfolk, Demographics, Partners and Objectives 25%
- Differential Advantage 5%
Contract Terms
NCVB will negotiate contract terms upon selection. All contracts are subject to review by NCVB legal counsel, and a project will be awarded upon signing of an agreement or contract, which outlines terms, scope, budget and other necessary items.
Submission Information
Submit eight copies of the proposal to Donna Allen, Vice-President of Sales and Marketing, 232 East Main Street, Norfolk, VA 23510 no later than 5:00 pm ET on June 30, 2008. Proposals should include a response to all aspects of the evaluation criteria. Proposals will not be returned. Vendor should prepare to part with all parts of submission, including any work product contained therein.
Proposals should include the name and contact information of person(s) to be contacted for clarification and/or presentation of proposal.
Proposals should include a summary of approach to the work, including timelines, any exceptions to be taken, and any alternative or additional information that deemed important to the representation of the team.
Submission of a response to this request for proposal does not bind NCVB to engage the vendor to provide the requested service. NCVB reserves the right to reject any and all proposals, accept any proposal terms it deems to be in the best interest of the organization, waive any informalities in proposals submitted, and waive any minor irregularities or discrepancies in proposal procedures.
NCVB reserves the right to retain a copy of the submittal after selection has been made. The vendor is solely responsible for the costs it incurs in submitting a response to the RFP.
For Additional Information or Clarification
Contact: Donna Allen, Vice-President of Sales and Marketing 757-664-6620 or dallen@norfolkcvb.com.
THIS RFP AND THE NATURE OF WORK SOLICITED IS THE CONFIDENTIAL AND PROPRIETARY INFORMATION OF NORFOLK CONVENTION AND VISITORS BUREAU AND THE INFORMATION CONTAINED HEREIN MAY ONLY BE USED AS NECESSARY TO PREPARE A PROPOSAL FOR SUBMISSION TO NCVB.
