Friday, October 3, 2014 by 10: a.m. EST

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1 REQUEST FOR PROPOSALS FOR MARKETING/EVENT PLANNING/CONSULTING SERVICES RFP No SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN Friday, October 3, 2014 by 10: a.m. EST At Woodmere Village Procurement Department Attention: Bonnie Porter Chagrin Boulevard, Woodmere Village, Ohio THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO WOODMERE VILLAGE ON OR BEFORE THE STATED TIME AND DATE IS SOLELY AND STRICTLY THE RESPONSIBILITY OF THE PROPOSER. WOODMERE VILLAGE IS NOT RESPONSIBLE FOR DELAYS CAUSED BY MAIL, PACKAGE OR COURIER SERVICE, INCLUDING THE U.S. MAIL, OR CAUSED BY ANY OTHER OCCURRENCE. WOODMERE VILLAGE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE BASED ON AGE, GENDER, RACE, SEXUAL ORIENTATION OR DISABILITY. Page 1

2 PUBLIC NOTICE Woodmere Village is seeking Submissions ( Proposals or Responses ) for Marketing and/or Event Planning Consulting Services ( Services ). Interested firms may pick up a copy of the Request for Proposals ( RFP ) to be issued by September 15, 2014 at Chagrin Boulevard, Woodmere Village, Ohio The RFP contains specific information about the scope of services, submission requirements, and selection procedures. One (1) original, five (5) stapled or bound copies, and executed submissions must be delivered to Woodmere Village Hall Chagrin Boulevard, Woodmere Village, Ohio no later than 10:00 AM (EDT) on or before October 3, Submissions received past the deadline and/or submitted to any other location or office shall be deemed not responsive and rejected. The MAYOR OF WOODMERE VILLAGE and/or the Village Council reserves the right to accept any submission deemed to be in the best interest of Woodmere Village, Ohio, to waive any technicalities or irregularities in any submission and/or reject any or all submissions and re-advertise for new submissions. Page 2

3 1.0 INTRODUCTION TO REQUEST FOR PROPOSALS At the September 10, 2014 General Council Meeting, the Village Council authorized the Mayor to prepare and distribute this request for proposals for services to Market and Advertise the Village of Woodmere as an entertainment, retail, and specialty attraction destination for the 2016 Republican National Convention (RNC). The effort is to attract delegates, conference participants, media, contractors, and general visitors to Woodmere Village during the convention. This initiative will be supported by a line item from the general fund. The Village Council has legislative duties and responsibilities for prudent control over the fiscal operations of Woodmere Village. Woodmere Village is seeking the services of a firm, team, or joint venture of firms ( Proposer ) with the necessary qualifications and expertise to provide Marketing, Public Relations, and Event Management Services. The firm must have documented experience, creativity, credibility, reliability, and an established reputation in servicing clients in the marketing, public relations, and public affairs consulting field. Proposer will be responsible for providing Woodmere Village with marketing, public relations, and communications as required. Proposer shall have a qualified team of professionals dedicated to managing and executing the matters regarding the Republican National Committee Convention and provide recommendations and best practices to transition Woodmere Village into a destination location following the conclusion of the RNC Convention. Woodmere Village has a thriving business community situated on Chagrin Boulevard and its surrounds. The potential as a destination location is real based on location, amenities, and appearance. All Proposals shall be submitted in accordance with this RFP document. The RFP contains detailed and specific information regarding the needs and requirements of Woodmere Village and expectations for the services. Proposals must be delivered to Woodmere Village Procurement Department Attention: Bonnie Porter Chagrin Boulevard, Woodmere Village, Ohio No later than 10:00 AM (EDT) on or before October 3, The Mayor of the Village of Woodmere, The Village Council, and/or designee reserves the right to accept any proposal deemed to be in the best interest of Woodmere and to waive any irregularities in any proposal and/or to reject any or all proposals for any reason, and to re-advertise for new proposals. Page 3

4 1.1. Invitation Thank you for your interest in this RFP process. Woodmere Village through the Procurement Department invites Proposals to provide the services ( Services ) described in the Scope of Services Contract The Proposer qualified to provide the Service (the Successful Proposer ) shall be required to execute a contract ( Contract ) with Woodmere Village Deadline for Receipt of Request for Additional Information / Clarification Any request for additional information must be received in writing no later than 4:00 PM (EDT), September 26, Proposers may fax or mail their requests to Bonnie Porter, Chagrin Boulevard, Woodmere Village, Ohio 44122, phone (216) , facsimile (216) or bporter@woodmerevillage.com Award of Contract A contract (the Contract ) will be negotiated with the Successful Proposer by the Village Council and Law Department based upon the minimum qualification requirements reflected herein. Woodmere Village reserves the right to execute or not execute, as applicable, a contract with the Successful Proposer that is determined to be in Woodmere s best interests. If Woodmere and the Successful Proposer cannot negotiate a mutually acceptable contract, Woodmere may terminate the negotiations and begin negotiations with the second-ranked Proposer. This process may continue until a contract has been executed or all Submissions have been rejected. No Proposer shall have any rights in the subject project or against Woodmere Village arising from such negotiations. The contract will be furnished by Woodmere Village and will contain certain terms as are in Woodmere Village s best interests, and may be executed on a project by project basis Unauthorized Work The Successful Proposer shall not begin work until a Woodmere Village Purchase Order is received. The Purchase Order(s) shall specify the price and period of time allotted for the completion of the work Instructions Careful attention must be given to all requested items contained in this RFP. Proposers are invited to submit Responses in accordance with the requirements of this RFP. PLEASE READ THE ENTIRE SOLICITATION BEFORE SUBMITTING A PROPOSAL. All Proposals shall be returned in a sealed envelope or package with the RFP number and opening date clearly noted on the outside of the envelope. Page 4

5 1.9. Changes / Alterations Proposer may change or withdraw a Proposal at any time prior to the submission deadline; however, no oral modifications will be allowed. Written modifications shall not be allowed following the submission deadline Discrepancies, Errors, and Omissions Any discrepancies, errors, or ambiguities in the RFP or addenda (if any) should be reported in writing to the Woodmere Village Procurement Department. Should it be necessary, a written addendum will be incorporated to the RFP. Woodmere Village will NOT be responsible for any oral instructions, clarifications, or other communications. In the event of conflicts in the addenda, the most recent addendum shall govern. Each Proposer shall acknowledge receipt of all addenda by signing and including a copy of the addenda in the Proposal Sub-Contractor(s) or Sub-Consultant(s) A Sub-Consultant, herein known as Sub-Contractor(s), is an individual or firm contracted by the Proposer or Proposer s firm to assist in the performance of services required under this RFP. A Sub-Contractor shall be paid through Proposer or Proposer s firm and not paid directly by Woodmere Village. Woodmere Village retains the right to accept or reject any Sub-Contractors proposed in the response of Successful Proposer or prior to contract execution. Any and all liabilities regarding the use of a Sub- Contractor shall be borne solely by the Successful Proposer and insurance for each Sub-Contractor throughout the duration of the Contract. Neither the Successful Proposer nor any of its Sub-Contractors is considered to be an employee or agent of Woodmere Village Disqualification Woodmere Village reserves the right to disqualify Proposals before or after the submission date, upon evidence of collusion with intent to defraud or other illegal practices on the part of the Proposer. It also reserves the right to waive any immaterial defect or informality in any Proposals; to reject any or all Responses in whole or in part, or to reissue a Request for Proposals Submission Receipt Sealed Proposals will be accepted in accordance with the instructions detailed on the cover of this RFP. After that date and time, Responses will not be accepted. The Proposer shall file all documents necessary to support its Proposal and shall include them with its Proposal. Proposers shall be responsible for the actual delivery of Proposals during business hours to the exact address indicated on the cover and in the RFP. Proposals that are not received by Woodmere Village by the deadline established in this RFP shall not be accepted or considered by Woodmere Village. Page 5

6 2.0 SCOPE OF SERVICES Woodmere Village seeks a professional, full-service marketing, public relations/event management firm that will be tasked with providing a comprehensive, strategic, innovative communications and marketing plan. The plan should include if creatively possible, but not be limited to, the following concepts and considerations. 1. Create awareness about the businesses, residents, and unique community attributes within the geographical boundaries of Woodmere Village. 2. Create awareness of Woodmere Village. 3. Present revenue generation concepts allowing reasonable Return on Investment (RIO). 4. Promote Woodmere Village by utilizing earned media opportunities. 5. Communication strategies pertaining to the amenities in Woodmere Village and why people should visit Woodmere Village before, during and, after the 2016 Republican National Convention. 6. Position Woodmere Village to influencers with the goal of encouraging participation and inclusion in event planning by the local (RNC). 7. MANAGE the implementation of the Proposers strategies. 8. Collaborate with Positively Cleveland, State of Ohio, the Republican Party, and influential stakeholders to develop awareness, engagement and proposed projects in Woodmere Village. 9. Engage Woodmere businesses, adjacent hotels and motels, Woodmere community groups, and elected leaders in the programming effort. 10. Successful Proposer shall provide succinct, monthly reports to the Woodmere Village Council at the regularly schedule business meeting of activities, including timelines, successes and challenges of the initiative. 2.1 Proposed Compensation The proposed initial term of the Contract will be for twenty (20) months; January 2015 to August An additional engagement can occur subject to the sole discretion of Woodmere Village and the availability of funds. The proposed contract amount shall not exceed $50,000 for each year of the initial term of the Contract. At the same time the qualifications are submitted, Proposer shall submit a sealed package containing one (1) sealed original, five (5) copies of the proposal. Page 6

7 EVALUATION CRITERIA Responses shall be evaluated based upon the following criteria and weight: (50 Points) Cost effectiveness of proposal with maximum penetration and creativity. (25 Points) Effectiveness of an audio/visual presentation before the selection committee up to but not to exceed minutes in length. (20 Points) Experience and positive references of past performances - Documented. (5 Points) Good faith effort to recruit and select women and minorities owned businesses. Minority participation is defined as ownership, joint venture, and/or subcontracting of services. TOTAL OF 100 POSSIBLE POINTS After considering the analysis of the evaluation committee, the Mayor shall recommend to the Village Council, a Proposer that most closely addresses the needs of Woodmere Village for this vital project. The Mayor also has the ability to reject the lowest and best bidder and recommend an alternative proposer.. RECEIPT REQUEST FOR PROPOSALS RFP No MARKETING, PUBLIC RELATIONS, & EVENT PLANNING CONSULTING SERVICES. NAME OF FIRM: CONTACT PERSON: ADDRESS: TELEPHONE NUMBER: Page 7