ADVERTISING SERVICES
Date of Issue: November 20, 2019
Saint John Destination Marketing Inc. (Discover Saint John) is inviting qualified firms to submit proposals to be named a Marketing Supplier of Record.
TERMS OF REFERENCE
ORGANIZATIONAL PROFILE: DISCOVER SAINT JOHN
We are the award-winning Destination Marketing Organization (DMO) for Greater Saint John. We are dedicated to putting our region on the map and establishing Saint John as the best place to spend your leisure time or host your next meeting or major event.
Our Vision: Be the must-experience destination in Atlantic Canada.
Our Mission: Increase tourism revenue to drive economic vitality and enhance quality of life.
Organizational Personality: We Make Awesome Happen
Areas of Focus:
1. Destination Marketing - selling the unique assets of the destination to strategic target markets
-Build awareness for the brand through advertising, owned and earned media.
-Move prospective visitors along the path-to-purchase from awareness to intent and conversion.
-Increase the visitor's average length of stay, spend and probability for a repeat visit
2. Sales - attending tradeshows and hosting clients in-market with the goal of winning Meeting and Convention, Sports and Major events business, Travel Trade and Cruise.
3. Member Services - Promoting and selling our members and advocating for sector growth (over 500 member businesses).
4. Visitor Experience - serving clients needs who are planning a trip or who are already here.
Discover Saint John reports to a Board of Directors comprised of the Saint John Hotel Association appointees, City of Saint John appointees and Industry members voted in by their peers.
Saint John receives approximately 1.7M visitors a year and the industry generates over $282M annually.
PURPOSE OF THE RFP
The purpose and intent of this Request for Proposals is to enter agreements for a one-year contract with two optional one-year renewal periods with qualified marketing agencies that can provide services to support and further the mandate of Discover Saint John, including but not limited to the following:
-Strategic Brand Development (as required)
-Destination Marketing and Sales Campaigns and Activations
-Digital Expertise including Website Hosting and Support
Discover Saint John may choose to name more than one Marketing Supplier of Record to address a variety of the corporation's marketing needs.
REQUIREMENTS
Proponents selected must be a qualified marketing agency experienced in destination marketing. Interested, ideal candidates must be able to demonstrate measurable success, and a proven track record in previous tourism campaigns on behalf of destinations, tourist accommodations and/or tourist attractions etc.
Successful Proponents may be requested to work within the existing Discover Saint John Brand Guidelines.
SCOPE OF SERVICES
Successful Proponents may be required to develop and execute the following to support the corporation's needs.
-Strategic Brand Development- validating the brand value proposition, positioning and identity.
oReview recent research and make recommendations.
-Annual Destination Marketing Campaign
oStrategic Marketing Investment Plan - matching dollars with targets using the best available channels as measured in efficiency - Ie. Cost of impact on awareness, engagement and conversion.
oDesign of a Distinctive and Original Content Plan - to leverage channel investment opportunities at optimum levels.
oPaid Media Strategy - channel assessment, selection, planning, trafficking and monitoring/reporting.
oCreative Development - visual design, video production and digital execution
oAccount Management - briefs, timelines, budgets and reporting
oContract Management for photography, film and television production, printing, display construction and other outside services, when required, with the approval of Discover Saint John.
SUPPORT FROM DISCOVER SAINT JOHN ADMINISTRATION
The Director of Marketing and Communications at Discover Saint John will act as sponsor of the Marketing Supplier of Record.
PROPOSALS
CONTENT
Responses must conform to the requirements for this RFP. Discover Saint John reserves the right to waive any irregularity in any proposal or to reject any proposal for any reasons. Discover Saint John also reserves the right to reject all proposals and reissue the RFP. Discover Saint John, on criteria determined by the corporation, will make selection of the proposing firms. The use of the term "firm" throughout this document means: Individual Proprietor, Partnership, Limited Liability
Company, Corporation or Joint Venture.
Proposals are expected to include the following:
Experience/Portfolio:
1. Detail your firm's experience in providing marketing expertise. Please identify core strengths.
2. Provide three campaign case studies including at least one for a tourism client and ideally (but not required) one focused on earned media.
3. Company references: two (2) testimonials from current or former clients from whom they have completed a similar scope and nature of work as defined in this RFP, preferably in the past five (5) years.
Operations:
1. Outline proposed procedures relating to the regular administration of this account, including billing schedule, estimates format, conference and meeting reports, scheduling of regular meetings to discuss the account progress, evaluations of programs, monthly budget reports, and any other relevant information/procedures you deem pertinent for the services required in this RFP including online project management tools and other relevant documents.
Team:
1. Identify your organization's "prime" who will be the lead on the account.
2. Identify any additional team members or partners you may include plus defined roles and responsibilities of these persons.
3. Include the physical location of the team members.
Fees:
1. Outline your proposed pricing structure including the individual billing rates of any staff who may be assigned to any projects. Please include any admin fees.
2. Provide for any additional outside or 3rd party fees if required in your proposal and any markup rates.
3. Travel fees, if applicable, should be detailed in your proposal.
4. Proponents can also submit alternate pricing models for consideration.
CONTRACT REQUIREMENTS
The successful proposing individual(s) or firm(s) will be required to enter into an agreement; which may include the requirements of this RFP as well as other requirements to be negotiated. By submitting a proposal, the proposing individual(s) or firm(s) agrees to all of the terms in this RFP. It is anticipated contract durations will be for a one (1) year term plus two optional one-year extensions.
Discover Saint John will also reserve the right to cancel contracts at their discretion at any time for issues of quality or performance.
It is anticipated contracts with Marketing Supplier(s) of Record will commence in January 2020.
OPTIONAL BIDDERS REGISTRATION
An optional Bidders registration will be available for those interested wishing to receive information updates during the open period of the RFP. This is an option only to prospective consulting teams and is not a requirement. Bidders lists will not be disclosed until after the final closure date for the bid process. Bidders can register by submitting an email to info@discoversaintjohn.com stating your interest and return email address for communications.
PROPOSAL SUBMISSION
Interested and qualified firms must deliver six (6) copies of their proposal along with an electronic version to the Discover Saint John office by December 13, 2019 no later than 4:30pm. All late or incomplete submittals may be rejected. No verbal submittals will be accepted.
Courier Address:
Discover Saint John
11th Floor, City Hall
15 Market Square
Saint John, NB
E2L 1E8
Mailing Address:
Discover Saint John
PO Box 1971
Saint John, NB
E2L 4L1
All submissions will become the property of Discover Saint John.
QUESTIONS
All questions must be directed to info@discoversaintjohn.com. The questions and responses will be circulated to all registered bidders. No phone contacts for questions.
Should sufficient questions be presented, the corporation may at its own option provide an information meeting for registered bidders.
EVALUATION CRITERIA
Although it is Discover Saint John's intent to choose only the most qualified respondent to interview (if necessary), the corporation reserves the right to choose any number of qualified finalists for interview and /or final selection. The evaluation criteria will be as follows:
1. Company Experience: 15 points
2. Case Studies: 30 points
3. Testimonials: 10 points
4. Operations: 15 points
5. Team: 10 points
6. Pricing: 20 points
This is a tender notice only. In order to submit a bid, you must obtain official tender documents from the New Brunswick Opportunities Network, another authorized tendering service or as indicated in the tender notice.
