HomeMy WebLinkAbout4.02 RFP Promote Brochure CITY CLERK # 0150-30
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: August 1, 2000
SUBJECT:
Request for Authorization to distribute a Request for Proposal (RFP)
for Promotional Marketing Brochure
Report Prepared by: Christopher L..Foss, Economic Development
Director
ATTACHMENTS:
1) Request for Proposal (RFP)
RECOMMENDATION:
FINANCIAL STATEMENT:
Authorize Staff'to distribute RFP to qualified consultants.
$40,000 is bUdgeted in FY 2000-2001 budget for the production of a
promotional marketing brochure for the City of Dublin
DESCRIPTIONi ~-- The Request for Proposal (RFP) will' begin the process of awarding a
contract for the prOduction of a promotiorial 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 Dublini Those efforts are currently supported by dated collateral print materials as well as
economic _development information on the City's web site. Staff has identified the need to prepare a
promotional marketing brochure to promote the positive elements of both the City's business and
residential communities.
During the FY 2000-2001 goal setting session, the City Council established the preparation of a
promotional marketing brochure as a high priority for this fiscal year. The City Council also approved the
marketing brochure in the FY 2000-2001 budget as a higher service level.
PROCESS: Staff has prepared the'Request for Proposal' for Marketing BroChure
Services (Attachment A) to accomplish the task identified by the City Council. The draft RFP Will be
circulated on August 2, 2000 and proposals will be due back to the City no later than 3 p.m. on August 25,
2000. Following staff evaluation of the propoSals and interviews with the qualified consultant(s), staff
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ITEM NO.
will negotiate a consultant agreement with the successful consultant. Staff anticipates that the award of
contract will be at the September 19, 2000 City Council meeting.
Staff feels that the brochure should allow the reader to learn about Dublin including:
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 of life (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 staff's recommendation that the City Council authorize staff to
distribute the Request for Proposal for Marketing Brochure Services.
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 August 25, 2000 at 3:00 p.m.
Proposals receiC~ed 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
-o 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.
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EXHIBIT A
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 abou. t their-' 'c~/pabilities, experience, 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 September 22, 2000.
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 SCHEDULED DATE
RFP Issue Date August 2, 2000
Consultant Proposal Deadline August 25, 2000
Complete Proposal Evaluation September 8, 2000
Finalist Interviews (TBA) September 12 or 13, 2000
City Council Award September 19, 2000
Consultant Notification September 22, 2000
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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 30,000. 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 only by a promotional
.marketing video, and a City Website. The City would like to supplement those materials with
the production of a marketing brochure that highlights and emphasizes 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 br. ochure,
photographs included, will become the sole property of the City. Consultant may retain copies
for their professio.nal 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
-o 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.
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. Deliv.erables
The consultant's deliverable shall include all original materials used in the production of the
brochure and 2,500 copies oftke 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 0ccur. within 30 days after completion of agreed upon mil~st6nes 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.Foss(~,ci.dublin.ca.us.
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