Request for Proposals Marketing and Communications/Project Management Services Oak Bay Tourism Committee
CLOSING DATE: OCTOBER 18, 2024
CLOSING TIME: 2:00 PM
Closing Time and Date for Submission of Proposals
NOTE: Proposals will be accepted in electronic format only.
The proponent will submit a PDF copy of each proposal, in accordance with the instructions contained herein, to the following email address:
Name: Lori K. Cyr, CPPB, Purchasing Advisor
E-mail: purchasing@oakbay.ca
On or before the following date and time (the “Closing Time”):
Time: 2:00:00 pm (Local time)
Date: OCTOBER 18, 2024
Appendix A – Scope of Work
1.0 Introduction
Oak Bay Tourism, through the Municipal Regional Owner Tax (MRDT), will be budgeting to a total of $24,000 on Marketing and $55,000 for Destination & Product Experience Management in 2025.
2.0 SCOPE OF WORK
The service provider will be responsible to provide project management for marketing activities including but not limited to:
• Keeping abreast of community activities, events, businesses and responding accordingly (social posts, website updates, events calendar).
• Attend monthly meetings and prepare agendas and minutes.
• Financial management support.
• Stakeholder Relations including internal/external stakeholders e.g., Oak Bay Tourism Committee, visitor, Destination BC, Business Improvement Area, Destination Greater Victoria, Tourism Vancouver Island and other inquiries.
• Marketing Content and Communications e.g., Organic Social Media
o Facebook
o Instagram
o Twitter
• Website Management – Content and Communications
o Stakeholder updates
o Manage Events Calendar
o General site maintenance
Budget/Compensation
Oak Bay Tourism has estimated approximately 40-60 hours of work per month for the above noted tasks and has committed to a budget of approximately $80,000 Annually.
OUT OF BUDGET WORK
PLANNING / REPORTING
Annual reporting deadlines include the following:
• May 31 – Municipal Regional District Tax Financial Report and Annual Performance Report to Destination BC
• November 30 – Municipal Regional District Tax Tactical Plan, and Tactical Plan Budget to Destination BC.
• February – Annual budget presentations to Oak Bay Council
PROJECT WORK
Unallocated funds will support campaigns or any projects that fall outside of the scope identified above. The service provider at minimum would assist Oak Bay Tourism on 3 seasonal digital campaigns within the annual marketing budgeted amount of approximately $30,000.
Mandatory marketing initiatives annually must include:
Car Show Support Budget Range: $1,000-$2,500.
Arts Support (Arts Alive Sponsorship) Budget Range $1,000-$2,000.
Provide an all-inclusive hourly rate in Canadian dollars exclusive of taxes for additional project work.
