Delaware County RFP Mapping Project

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Company: Delaware County

Title: Mapping Project Phase 1 and 2 (RFP)

Deadline: January 15, 2025

Delaware County, New York, is seeking proposals from qualified firms or individuals to handle two phases of a project related to an interactive data and map driven website that is being produced by the Economic Development Office of Delaware County for Delaware CountyTourism. The project is being broken into two phases. Phase 1: Research, development and implementation of all the marketing and creative assets that will live on the interactive map (desktop and mobile) Phase 2 Marketing program for the launch of this map which is anticipated to be launched Spring 2025. The project is an interactive web and mobile app using Delaware County maps to showcase outdoor recreation assets within the County. The purpose of this project is to promote tourism and outdoor activities, enhance community engagement, and provide residents and visitors with a comprehensive and user-friendly resource for exploring the natural beauty and recreational opportunities that DelawareCounty has to offer.

Scope: Delaware County has engaged a professional development team to handle the website build, bringing the Delaware County mapping assets into a simple, well-designed consumer experience utilizing the Great Western Catskills of Delaware County branding (greatwesterncatskills.com is our official tourism site). This interactive experience will live on the site and also be a stand-alone experience focused on outdoor recreation and experiences. This RFP is seeking the development of the assets that will round out this database driven interactive experience and ultimately market it during its anticipated launch to the public in Spring 2025. 

The selected contractor will be responsible for the following on Phase 1: A) Organize, research, write, edit and manage all data that is needed to populate each entry that has been identified as a data point on this new Delaware County activity map. This requires researching and creating descriptive text for each entry. Descriptive text will include (but is not limited to) information like hours of access, degree of difficulty for hikes, accessibility, experience, pet accommodation, rules and regulations, fees, and facility availability as well as general information about what a visitor would experience when visiting the following list of locations currently being incorporated into this website database: a. 5 Museums b. 11 Libraries c. 33 Historical Buildings d. 101 Historical Markers e. 21 Historic Properties f. 28 Parks, Pools, Athletic Fields g. 30 Trail Heads h. Over 200 Trails i. 253 Public Lands that can be accessed j. 40+ Campsites & Campgrounds k. 30 Boat Launches l. 300+ Cemeteries m. 113 Fishing Access Points n. 165 Hunting Access Points o. 129 Parking Access Points throughout these locations. Visit https://www.cttrailfinder.com/ to see an example of the kind of detail that will be required for each entry to get a better idea of the level of detail that will be required for each entry. B) During this phase of the project, this same vendor would supply high-quality professional photos that represents each location, as identified by Delaware County. This is an anticipated 450 unique photos of the major categories outlined above, scattered throughout the county. A full list including the address will be provided. C) The winning contractor will be responsible for adding the details and photos to a spreadsheet that will be imported into the database by the development team. There will also be updates directly to the site as needed. The selected contractor will be responsible for the following on Phase 2: A) Develop a marketing program to introduce Delaware County’s new mapping database experience to visitors while inside the County and before they arrive in Delaware County. The program can include any medium (digital, print) and the proposal should identify who is being targeted and how they are being reached. The RFP does not require creative concepts, but all proposals will be reviewed and considered based on ensuring that the contractor understands how to reach the right audience both in-market and out of market to bring people to Delaware County. This Phase 2 marketing program has a $60,000 budget which includes all media and services. Please identify how the funds will be allocated (split between media and services) in an estimated plan that includes length of the program. The mapping tool is anticipated to be launched in Spring 2025.

Proposal Submission Requirements: Interested parties are required to submit the following: a. Cover Letter: A brief introduction to your company. Team and qualifications, along with your contact information. b. Proposal Narrative: A detailed description of your approach to developing creative content as outlined in Phase 1. In addition, please include a detailed description of how you would implement a $60,000 marketing plan to launch an interactive mapping website. Note: this does not have to include a detailed marketing plan but broad strokes and a clear identification of the amount of the budget that will be dedicated toward media and how much for marketing and/or creative services. c. Portfolio: Examples of similar projects you have completed, any projects that you have worked on in the past to illustrate that a project of this scope and volume can be managed and completed. d. Cost Estimate: A breakdown of all anticipated costs for Phase 1, including development, writing, research, photography, etc. Please include anticipated fees to maintain or update the website in future phases based on the scope of work in Phase 1. For example, imagine we would have to add or adjust 10-20 locations in late 2025. e. References: Contact information for at least three references who can speak to your ability to deliver creative content as outlined in Phase 1 on time and on budget in addition to a reference that can speak to their experience with a project or event related marketing campaign.

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