Request for Proposal Issued by: Columbia Metropolitan Airport

Transcription

1 Request for Proposal Issued by: Columbia Metropolitan Airport Project Name: Columbia Metropolitan Airport Seeking Advertising Agency of Record Company Name: Columbia Metropolitan Airport CAE Address: 3250 Airport Blvd. West Columbia, SC Procurement Contact Person: Kim Jamieson, Director of Marketing and Air Service Development Telephone Number: Address: ISSUE DATE: Monday, February 25, 2019 This RFP does not commit the Columbia Metropolitan Airport (CAE hereafter) to enter into an agreement or to pay any costs incurred in the preparation of a proposal pursuant to this RFP. Any agreement shall be in the best interest of the airport. The airport reserves the right to reject any and all proposals, to extend the date for submittal of responses, to request additional information and data from any or all bidders or to reissue the RFP. By submittal of a proposal pursuant to this RFP, the bidder certifies that no fee or commission, or any other thing of value, has been paid or agreed to be paid to any airport employee, agent, representative or official in order to procure the contract described in this RFP. RFP TIMELINE The aggressive timeline is in place to quickly, yet efficiently, vet and secure the ideal agency partner for CAE. The RFP timeline is: CAE issues RFP: Monday, February 25, 2019 Deadline for bidders to submit questions: Monday, March 11, 2019 CAE responds to bidder questions: On or before Monday, March 18, All questions should come in one from one agency representative Proposal Deadline: To be postmarked, mailed or delivered by 5 p.m. on Monday, April 8, 2019 Notification to all bidders: Monday, April 15, 2019 Start of negotiation with successful bidder: Tuesday, April 16, 2019 Contract awarded: Friday, April 19, P a g e

2 PROPOSAL SUBMISSION GUIDELINES The format of the responses should be: - One original proposal (paper) - Five copies of the proposal (paper) - One paper copy of the financial information in a separate sealed envelope labeled Cost Proposal - Five flash drives containing copies of the entire proposal (electronic) in PDF files *Please note: All proposals NOT selected will be returned to bidder on or before Friday, May 3 rd. Responses must be received by the CAE no later than Monday, April 8 by 5 p.m. CONTRACT TERM The terms of this contract will be from Friday, April 19, 2019 through Monday, April 19, 2021, unless canceled by CAE or by the selected vendor. At the end of the two year term, and should both parties want to proceed, the contracted vendor will have the first right of refusal to renew the contract for another two years. BACKGROUND AND INTRODUCTION CAE is a leading economic driver in the Midlands region Richland County, Lexington County and the city of Columbia. Now providing nonstop service to ten major cities including New York, Philadelphia, Washington, D.C. (National and Dulles), Charlotte, Chicago, Atlanta, Dallas/Ft. Worth, Houston and Orland/Sanford, CAE continues to be a major resource and economic asset for the Midlands region. Welcoming approximately 1.2 million passengers in 2018, CAE is served by American Airlines, Delta, United and Via Air and is a regional cargo hub for FedEx and UPS. At CAE, our team works each and every day to identify and secure airport development opportunities that will directly benefit, strengthen and grow the Midlands region, while also remaining focused on and committed to providing a safe, convenient, easy and affordable air travel system and experience. For this project, the core team will include: Kim Jamieson, Director of Marketing and Air Service Development (Lead) Tessa Failor, Marketing and Business Development Manager Lynne Douglas, Customer Service and Public Relations Manager CONTRACT SCOPE OF WORK CAE is currently seeking a full service advertising agency of record equipped to creatively fulfill and execute the scope of work listed below. The successful firm will be responsible for the development and implementation of this comprehensive scope of advertising and marketing needs outlined. 2 P a g e

3 For this contract, CAE is looking for an agency that can help in: - *Fully building a new CAE website with CMS integration - Developing a cohesive brand identity for the airport o With tangible brand standards/brand guidelines/brand book - Redesigning and/or refreshing the current CAE logo - Creating digital, print, television advertisements (to include video) as needed throughout the contract term. - Providing social media support to include targeted/boosted ads, graphics, content, etc. (Primary channels to include Facebook, Twitter and Instagram) - Developing, designing and executing marketing materials as needed (for example, print collateral, annual reports, facility signage, presentation templates, letterhead, etc.) o Successful vendor would also assume all responsibility for sourcing, ordering materials, coordinating installation, etc. *WEBSITE REQUIREMENTS: The airport will maintain exclusive ownership, ability to update and all publishing power of the completed website. Pages and graphics created by the designer, including all website content, will become the sole property of the airport. Website creation includes (but not limited to) layout, colors, look and feel while incorporating user-friendly navigation, adding a search feature, etc. for the site. Developer will also be responsible for providing new content/photography as required. Prior airport web design experience isn t required but taken into consideration. The final website should be compatible with all popular browsers including, Internet Explorer (versions 9 and above), and the latest versions of Firefox, Safari, Chrome and, Opera. Website pages should be responsively designed to accommodate touch-friendly interactions on desktop and mobile devices of various screen resolutions. All page templates coded within the content management system should render semantically-correct HTML that governs the structure of the page, while Cascading Stylesheets (CSS) should govern the design, layout and positioning of content. Audience: The primary audiences of the website will be consumers/travelers, B2B, media and potential new hires. Environment: - The Columbia Metropolitan Airport URL is 3 P a g e

4 - CAE s current web account is limited to 60 GB of disk space, and is managed by transferring content to the web server using a file transfer protocol (FTP) application. Pre-Design Submission: The successful vendor will be asked to provide pre-design layout options and examples for review prior to the actual site development. These prototypes should be interactive and accessible via internet links, and should include at least five (5) example pages, including layout, graphics, text, links, logo, banners and a functional navigation menu displaying primary and sub-menu items. The prototypes should adhere to suggested color schemes consistent with the airport brand. The airport, after review, may suggest changes or request additional layout pages to view how the final pages/site will look. Design Requirements: The final website should be structured for maintenance and updating capabilities by nontechnical staff, to include a content management platform that allows authorized staff to perform routine updates such as posting meeting dates, agendas, minutes, flight schedules, financial spread sheets, etc. - Support and integrate digital, video and social media content, - ADA compliment, - Inclusive of GDPR (General Data Protection Regulation), California Consumer Privacy Act and PIPEDA (Personal Information Protection and Electronic Document Act) and any other needed privacy acts, - Allow for secured, password protected, non-indexed pages to be accessed by designated personnel. Purpose here is to allow staff to view private documents and information, - Support for real time flight information provided and, - Incorporate Google Analytics tagging for ongoing site measurement. Halfway Point Site Evaluation: At the halfway point, the chosen agency of record will be required to setup a hosted, non-public test site and provide a link with FTP admin rights to CAE to evaluate the site s progress, look and feel. Training and Support: The designer shall provide training and site support for a one (1) year starting from the go-live date. (Successful vendor and CAE will determine if hourly rates, in addition to the retainer fee, is needed). Training will include CAE site management for page additions, editing, adding pages with menu modification and linkage support as needed. ELEMENTS OF PROPOSAL All submissions must, at a minimum, include the following elements: 4 P a g e

5 - *Transmittal letter, - A brief statement indicating the bidder s credentials to deliver the services sought under this RFP, including years in business, - A brief descriptive statement outlining the firm s strengths and distinguishing skills or capabilities as they might relate to CAE, - A narrative description, accompanied by an organizational chart, of the key people who shall be assigned to accomplish the work required by the RFP, defining the lines of authority and designating the individual responsible for the completion of each component, as well as who will serve as the day-to-day point of contact, - A representative selection of social media ads, direct response material, collateral, and website development created for current and past clients that would provide a sense of creative ability, - Location of office(s), - A statement as to whether the bidder or any of the bidder s employees, agents, independent contractors, or subcontractors have been convicted of, pled guilty to or pled no contest to any crime other than minor traffic violations, and if so, an explanation providing relevant details, - Customer references for similar projects representing at least one account currently or previously serviced by the bidder. References must include: o The company name, o The name, date and telephone number of the company contact knowledgeable about the project work and, o A brief description for the service provided and the period of service. - Specific proposal elements for the website: o Submit at least three (3) URLs and other supporting materials from recent Web projects (at least two must be responsive design Web projects) including any projects the designer has previously worked on for government clients, o Qualification summary relevant to the project. Provide an introduction to key team members with their qualifications and how the design component assignments will be distributed. Provide details on any portions of the project you may outsource or subcontract, o Reference information for at least three (3) clients including their active website URLs and, 5 P a g e

6 o Acknowledgement of addenda(s), if issued. *Transmittal Letter The Transmittal Letter shall be signed and dated by a person authorized to legally bind the bidder to a contractual relationship, e.g., an authorized executive officer. Along with introductory remarks, the Transmittal Letter is to include the following information about the bidder and any proposed subcontractors, legal entity or individual with whom contract would be written. Name Address Principal Place of Business Telephone Number Fax Number address Website Social media handles/information EVALUATION/AWARD CRITERIA Each proposal will be evaluated by a selection committee comprised of CAE staff. At the selection committee s discretion, finalists may be asked to make oral presentations. Such presentations will provide finalists an opportunity to answer any questions the selection committee may have. Should the selection committee request presentations, a schedule will be provided to finalists. CAE reserves the right to recommend the contract be awarded based solely upon the original proposal with no need for oral presentations. The criteria to be used in the evaluation of proposals, along with their respective weighted importance, are as follows: - Project Understanding the degree to which the bidder demonstrates full understanding of CAE s needs as outlined in the RFP. 20 points - Project Approach the level of creativity and innovation represented in the bidder s technical approach. 40 points - Experience, Case Studies and References the degree to which the bidder s experience, human resources and references are suitable for the requirement outlined in the RFP. 20 points - Cost Proposal whether the bidder s proposed rates and fee schedule are reasonable and practical, based on the services it outlines in the Scope of Work section. 10 points - Financial Documentation the degree to which the bidder provided requested financial documentation. 10 points 6 P a g e

7 Total Points: 100 SERVICES REQUIRED AFTER SELECTION - The selected firm s representative(s) may be required to attend meeting(s) during the approval process and presentations of any prepared website information during the development process. - The selected firm s representatives will be required to meet regularly with CAE s project manager and/or representatives to discuss and plan the project(s) and provide progress reports as needed. - In conjunction with performance under the approved contract, the contractor may be required to attend additional progress meetings. These meetings will be held at no additional cost to CAE. - For the website: o The bidder must work directly with the IT Department and Director of Marketing to deal with the specific needs of CAE and determine a final list of information to be presented and agree on a final layout for the airport s web pages. o Initial draft website design templates and site maps, will be provided to CAE within eight (8) weeks from the date of the approved contract for review prior to implementation. o A testing period and subsequent acceptance testing period, either period not to exceed 15 business days, shall be provided, during which CAE may evaluate the website at its offices to ensure satisfaction with the website functions and conformance with the RFP. Items requiring correction at either testing period must be corrected within 15 calendar days by the firm selected at no additional cost. QUOTE AGREEMENT DETAILS Bidder: Address: Phone: Total Cost: Signature: 7 P a g e