Solicitation REF#: 12032024RFQVB
Due Date: Friday, December 20, 2024 at 10:30am ET
Submit responses to:
Luzerne County
Purchasing Department
Penn Place Bldg.
Suite 203
20 N. Penn Ave.
Wilkes-Barre, PA 18711
Contact: Maryann Amesbury at 570-820-6337 or maryann.amesbury@luzernecounty.org
Overview:
Visit Luzerne County (VLC) is soliciting quotes for the design of the official 2025 Visitors Guide for Luzerne County. The Guide is the main fulfillment piece for inquiries about visiting Luzerne County and the main distribution piece within the County to assist visitors during their stay. The format of the Guide is a magazine size and four color. The Guide includes a listing of our members, display advertising, editorial features, maps and other components. Total page count is forty (40) pages including cover. We will be printing one hundred thousand (100,000) copies.
VLC will coordinate printing of the Guide under a separate Request for Proposal (RFP).
Background:
VLC is the destination marketing organization that develops and implements marketing strategies to promote Luzerne County to attract visitors. VLC designs and implements promotions to generate and increase visitor spending from new and repeat customers for leisure travelers, meetings and conventions, business travelers, sports groups, group tours and for those visiting friends and family. VLC is a government agency under the authority of the Luzerne Council.
Design Expectations;
VLC marketing materials have an established design that needs to be considered in the design of the Guide, using the existing colors.
The colors and fonts to be utilized are:
Colors:
Dark Blue (CMYK) 80-60-30-20
Light Blue (CMYK) 48-10-10-0 Dark Green (CMYK) 58-04-69-0 Light Green (CMYK) 13-0-25-0
Page Size: 8.50″ Wide by 11.00″ High
Design of Publication:
This includes overall design, layout of listings, ad and editorial placement. The Bureau provides listing and editorial content in an electronic text format and supporting photos, logos and maps. The design agency should be responsible to supply the Bureau four- color laser proofs for each section for approval. It is understood that the purchase of stock photography must be approved by the Bureau and billed accordingly.
Ad Sales:
The design agency will sell the advertising space for the Guide. The design agency will produce an advertising contract and promotional piece to be mailed to members of the VLC and potential advertisers, along with an introductory letter provided by VLC. Labels will be provided to the design agency who will handle the mailing of the contact, introduction letter and promotional piece. The initial postage mailing cost will be paid by the Bureau; additional mailing cost is the responsibility of the design agency.
The design agency will be responsible to follow-up with potential advertisers either via phone or personal visit. Travel expenses will be the responsibility of the design agency. Samples of the contract and promotional piece will be provided to the selected design agency. Printing of the promotional piece and advertising contracts are to be at the expense of the design agency. The estimated print quantity is 225. The intro letter and envelopes will be provided by VLC.
The gross ad revenue will be split as follows; 15% design agency and 85% to the Bureau. The design agency will be responsible for collecting the ad revenue from the advertiser and reimbursing the Bureau weekly by check made payable to the Luzerne County Convention and Visitors Bureau. The above revenue split is based upon a minimum ad sales requirement of $18,000 total gross ad sales. In the event ad sales fall below the minimum, the design agency total project compensation will be reduced by $200 for each $1,000 increment below the minimum ad gross sales.
The design agency will be responsible to coordinate incoming contracts, billing, and accounts receivable follow up, artwork and ad approvals.