HomeMy WebLinkAbout4.03 Marketing Brochure RFP
CITY CLERK
File # D[]]~lQ]-~0
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: August 7, 2007
SUBJECT: Request for Authorization to distribute a Request for Proposal (RFP)
for Promotional Marketing Brochure
Report Prepared by: Christopher 1. Foss, Economic Development
Director
A TT ACHMENTS: 1) Economic Development Brochure
2) Request for Proposal (RFP)
RECOMMENDA nON: ~ Authorize distribution of the RFP for Marketing Brochure Services
FINANCIAL STATEMENT:
$20,000 is budgeted in FY 2007-2008 budget for the production of a
promotional marketing brochure for the City of Dublin
DESCRIPTION: The Request for Proposal (RFP) will begin the process of awarding a
contract for the production of a promotional marketing brochure for the City of Dublin and will solicit
proposals from qualified consultants to perform the necessary services.
BACKGROUND: For the past several years, the City of Dublin has committed
resources and employees to an economic development program designed to strengthen the City's
economic base. The City's program is designed to both retain existing businesses and recruit new
businesses to Dublin. Those efforts are currently supported by collateral print materials as well as
economic development information on the City's web site. Staff has identified the need to update the
City's current promotional marketing brochure (see Attachment 1) to promote the positive elements of
both the City's business and residential communities.
During the FY 2007-2008 goal setting session, the City Council identified the development of new
Economic Development marketing materials as a high priority for this fiscal year. The City Council also
approved the marketing brochure in the FY 2007-2008 budget as a higher service level.
PROCESS: Staff has prepared the Request for Proposal for Marketing Brochure
Services (Attachment 2) to accomplish the task identified by the City Council. The draft RFP will be
circulated on August 8, 2007 and proposals will be due back to the City no later than 3 p.m. on September
14, 2007. Following staff evaluation of the proposals and interviews with the qualified consultant(s),
Staff will negotiate a consultant agreement with the successful consultant. Staff anticipates that the award
of contract will be at the November 6, 2007 City Council meeting.
Staff feels that the brochure should allow the reader to learn about Dublin including:
COPIES TO:
H1cc-forms/agdastmt.doc
11~
ITEM NO. 1/$
Dublin's business friendly environment
Dublin's location and infrastructure (BART, freeway access, etc.)
Dublin's current and future growth (retail, commercial, industrial, residential)
Dublin's quality oflife (good schools, diversity of housing, parks, police, fire)
Dublin's past, present, and future
Dublin's demographics (population, income, major employers, education, etc.)
If the City Council has any additional ideas for possible inclusion in the work product, Staff would
appreciate that input at this time to assist in the pre~production phase once the consultant is selected.
RECOMMENDATION: It is recommended that the City Council authorize the distribution of the
Request for Proposal for Marketing Brochure Services.
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REQUEST FOR PROPOSAL
FOR
MARKETING BROCHURE SERVICES
The City of Dublin ("City") requests Proposals from qualified and experienced consultants
("Consultant") with proven experience in marketing collateral design and production for the
purpose of creating an economic development marketing brochure for the City,
SECTION 1 - PROPOSAL REQUIREMENTS
A. Proposal Contents
Proposals must be submitted on or before the deadline date of September 14, 2007 at 3 :00 p,m,
Proposals received after this time will not be considered for this project. Proposal must be
delivered to:
City of Dublin
100 Civic Plaza
Dublin, CA 94568
Attn: Chris Foss, Economic Development Director
The proposal should reflect the consultant's ability to provide the full range of services required
for the project according to the proposed schedule identified in the Request for Proposal.
The consultant may also include additional information as necessary, All supporting materials
and documentation submitted with the proposal becomes the property of the City and will not be
returned, The consultant shall submit one (1) unbound original and ten (10) bound copies of
their proposal.
B. Consultant Information
The consultant shall include in the proposal:
. A description of the firm's qualifications
· A description of the qualifications and experience of the individual(s) who would be assigned
to this account and working with the City of Dublin,
· A description of the firm's experience producing promotional marketing brochures and/or
collateral materials,
· A sample brochure, preferably of an economic development / promotional topic, if available, '
· Three references from companies for which the consultant has produced brochure and/or
collateral materials, References should include contact name, address, phone number, and
dates of service,
1
Attachment 2
11f>~ I~
C. Contract and Negotiations Disclaimer
The City reserves the right to accept or reject any or all bids and proposals and to take exception
to these RFP specifications, Also, if it is determined to be in the best interest of the City, the
City may waive any formalities or irregularities in any proposals submitted,
The City specifically reserves the right to negotiate a contract with the selected consultant. The
consultant's response to this RFP is part, by reference, of the final contract. The consultant shall
absorb all costs incurred in the preparation of the proposal.
D. Consultant Selection Process
. Evaluation: Proposals will be evaluated on the following factors: 1) Proper Submission of
documents and information; 2) Clarity of Proposal; 3) Organization and Content; 4)
Reference verification; 5) Quality of Brochure and/or Collateral Sample(s), and 6) Proposed
Cost of the final product(s), The consultant selection process examines the consultant's
ability to meet the City's needs, Evaluators assess the consultant's ability to deliver high
quality printed marketing collateral based on a sample material(s) to be submitted, Selected
consultants will be invited to an interview,
. Interview: City staff will meet with each selected candidate to review their sample
material(s) and solicit further information about their capabilities, expenence, and
qualifications, Interviews will be individually scheduled with the consultants and will take
place at the Dublin Civic Center, 100 Civic Plaza, Dublin, CA.
· Final Selection: Based on the scope of services and costs provided in the proposal, the
quality of the sample material(s), and the interview, the City will select the consultant who
best fulfills the project requirements,
E. Consultant Notification
Consultants who submit their proposal by the deadline will be notified of the results of the
selection process, The selected consultant will be notified no later that November 9,2007,
F. Proposed Schedule
Listed below are the major events planned during the selection process to choose the promotional
marketing brochure consultant. Please note that the schedule is subject to change,
EVENT
RFP Issue Date
Consultant Proposal Deadline
Complete Proposal Evaluation
Finalist Interviews (TBA)
City Council Award
Consultant Notification
SCHEDULED DATE
August 8, 2007
September 14, 2007 at 3:00 p,m,
September 28, 2007
October 11 or 12, 2007
November 6, 2007
November 9,2007
2
ItJo;r )~
SECTION 2 - SUMMARY OF PROMOTIONAL MARKETING BROCHURE PROJECT
A. Background and History
The City of Dublin is located in eastern Alameda County and has a resident population of
approximately 44,000, Over the past several years, the City has undergone a major
transformation of its economic base, which is reflected in additions to its retail, commercial,
industrial and residential markets,
The City has an active Economic Development Program that serves to both recruit and retain
businesses to Dublin's economic base, These efforts are currently served by a promotional
marketing video, promotional brochure and a City Website, The City would like to revise/update
the current marketing brochure to highlight and emphasize the best elements of both the business
and residential communities,
B. Specific Project Requirements
For the purposes of this RFP, the City is requesting proposals for a four-color brochure, The
finished brochure should have a pocket for inserts (8.5 x 11 inch size inserts) and eight (8) pages
inside the cover for copy and photos, The brochure, and the inserts, would need to stress the
City's business friendly attitude, location and infrastructure (BART, freeway access), current and
future growth in all segments of the economy, quality of life issues (community history, parks,
schools, housing diversity, safety services), demographic information, and the plans for the
City's future,
These requirements are subject to change at any time,
C. Copyrights
All copyrights will be held by the City, All materials prepared in conjunction with the brochure,
photographs included, will become the sole property of the City, Consultant may retain copies
for their professional portfolio, but may not duplicate or use any of their work for the City
without prior written consent.
D. Scope of Work
The City will contract with the Consultant to provide design, production, and project
management services from concept to the completed brochure, including:
· Preproduction: research, concept, writing, preparation of final budget and production
schedule
· Assigning and/or hiring of all production personnel and outside production facilities
· Complete story writing and editing, custom photography and art direction for photo shoots,
brochure design, final art layout, etc,
3
J~ ~~ Ji6
. Postproduction: contract directly with print facilities (if necessary), supervise all aspects of
the print production, and deliver final printed brochures to the City,
The City will provide the following:
. Assistance with content outline (i,e, points of emphasis and their priority)
. Review and approval of concept, text, photographs, graphics, etc,
E. Deliverables
The consultant's deliverable shall include all original materials used in the production of the
brochure and 2,000 copies of the brochure,
F. Cost Schedule
Consultant shall include in their proposal an outline of the proposed budget, with a breakdown of
rates and charges as appropriate, Costs should be itemized and subtotaled for each task
separately,
G. Payment by the City
Payment will occur within 30 days after completion of agreed upon milestones and submittal of
consultant invoice, Proposed project milestones are:
Completion of final approved text and layout
Completion of all pre-production work
Submittal and approval of final contract deliverables
30%
30%
40%
Any questions concerning the information included in this Request for Proposal should be
directed, in writing, to Chris Foss, Economic Development Director, at
Chris,F oss@ci,dublin,ca,us,
G:\Chris\Brochure 2007\REQUEST FOR PROPOSAL 2007.doc
4