RESPONSES DUE DATE AND TIME: Thursday, July 15, 2024: 3:00 PM EST
MAIL OR DELIVER RESPONSES TO:
Gadsen County Board of County Commissioners
ATTN: RFP 24-04
O f f i c e o f P u r c h a s i n g
9-B E. Jefferson Street
Quincy, FL 32351
Contact:
Vivian R. Howard, Purchasing and Contracts Coordinator
Gadsden County Office of Management and Budget
9-B East Jefferson Street, Room 204
Quincy, FL 32351
(850) 875-7243
vhoward@gadsdencountyfl.gov with copy to: procurement@gadsdencountyfl.gov
SECTION 3.0 SCOPE OF WORK (SOW)
3.1 General
The Gadsden County Tourist Development Council is appointed by the county
board of county commissioners and shall consist of nine members as follows:
The chairperson of the board of county commissioners (BOCC) or any other
member of the BOCC as designated by the chairperson shall serve on the council.
Two members of the council shall be elected municipal officials, at least one of
whom shall be from the most populous municipality in the county.
Six members of the council shall be persons who are involved in the tourist industry
and who have demonstrated an interest in tourist development, of which
members, not less than three nor more than four shall be owners or operators of
motels, hotels, recreational vehicle parks, or other tourist accommodations in the
county and subject to the tax.
Visit Historic Gadsden County
Many parts of Gadsden County and North Florida look like the beautiful South
portrayed in the movies. The countryside homes still grace its rolling hills, the
pristine waters, and Spanish moss drapes ancient stands of live oak trees.
An enduring heritage
This is a magical place that feels both old and new – and it’s a pleasant
contradiction. Gadsden County communities here have worked hard to preserve
their heritage. Historic main street districts, with their charming architecture and
serene atmosphere, offer residents and visitors a taste of the hospitality and
tranquility that existed in “Old Florida.” And yet, communities and businesses
thrive amid this quiet county and offer all the amenities of a modern lifestyle,
including high-speed internet, quality healthcare facilities, and a variety of shopping
and dining options.
A beautiful environment
There is an abundance of adventure waiting here, too. For outdoor enthusiasts,
Gadsden County’s many lakes and rivers, state parks and forests, a haven of
tranquility, offer endless opportunities for birders, anglers, boaters and kayakers.
Gadsden is situated in the Florida panhandle, with Georgia to the north and
Tallahassee to the east. Lake Talquin forms its southern border with Lake Seminole,
which is accessible from the other side of the county. The Apalachicola River runs
along its eastern border. Florida’s Gulf Coast is reachable in around an hour’s drive.
Quincy is the county seat and its largest town. It sits in the middle of the county,
just off Interstate 10, which runs east to west across the county. Smaller cities are
scattered throughout the rest of the county.
Chattahoochee is the most geographically isolated in the northwest corner, while
Midway is a short drive from Tallahassee and stretches along Interstate 10. Gretna
is not far from Quincy, and Havana is in the northeast, also not far from Tallahassee.
The proximity to the interstate for most of the county and the dispersion of its
towns is such that none is more than a short drive in any direction, making the
county feel well-connected. Nonetheless, it remains very rural, with a unique charm
from its vast open spaces, picturesque farmlands, and friendly, close-knit
communities. The county has managed to maintain its rural character despite its
proximity to Tallahassee, with little spillover in suburban development from the
state capital, ensuring a balanced lifestyle with modern amenities.
3.2 Project Objectives
a. Create an annual and long-range marketing/action plan to reach targeted
markets.
b. Development of a recommended blend of printed and digital advertising, public
relations, and promotions.
c. Recommended creating advertising concepts, strategies and targeted markets.
d. Website maintenance and recommended improvements and contents
3.3 Scope of Work
A. Advertising/Marketing
1. Strategic research and plan development.
2. Coordinated advertising campaigns (print, broadcast, digital, online, email, etc.). to include written plan, including objectives,
audience description, strategies, tactics, and budgets.
3. Creative strategy and design (collaterals, reports, advertising and visual display, broadcast, and social media materials).
4. Concept development, including quality graphic design.
5. Develop original copy (text), copywriting and editing. This may also include Spanish marketing collateral.
6. Media planning and buying; media negotiations, client
meetings, phone calls and correspondence related to specific
media plans/buys.
7. Design and produce print, broadcast, online and all collateral materials.
8. Develop media plans (both traditional and online)
9. Recommend and oversee web site and social media content
development to complement marketing initiatives and increase
interactivity/functionality.
10. Provide detailed public relations, publicity, and promotional plans to
stimulate tourism including cooperative advertising opportunities.
11. Outline tracking recommendations.
12. Present detailed estimates and budgets for all proposed projects
B. Public Relations
1. Build messaging that can be used in various channels including
earned media, social media and paid traditional media to geotarget key audiences through timely/relevant channels to increase awareness and drive traffic to TDC website and social media platforms.
2. Develop a concrete social media strategy using Facebook, Twitter, Instagram, and other social media platforms.
3. Develop and pitch storylines and press releases, fact sheets and industry highlights to the media, coordinate media interviews and press conference.
4. Support communication efforts (i.e., blog posts, monthly eNewsletter, etc.) as needed.
5. Develop original copy (text), copywriting and editing. This ma also include Spanish marketing collateral.
6. Develop and maintain targeted media lists) local, trade, national and international).
7. Travel to trade shows and meetings.
8. Host frequent and seasonal Familiarization (FAM) Tours.
9. Assist with the submission of grant funding request.
C. Website Development and Maintenance
1. Maintain the website for Gadsden County Tourism to include enhancements and modifications.
2. Confirm audiences, objectives, graphic look and feel, navigation, site marketing, technology issues and assumptions required functionality.
3. Reporting capabilities – site visitor interaction and engagement.
4. Support internal staff in the use of web-based content management system (CMS) to update content using tolls and templates.
5. Provide site log reports to help measure and understand visitor behavior to improve web site performance and availability; including, but not limited to:
- Web traffic analysis
- Path analysis
- Visitor trends
- Page views
D. Account Management and Reporting
1.Meet with TDC Staff as needed for the purposes of carrying out initiatives and attend all TDC meetings to present status reports.
2. Prepare cost schedules and project sheets for advertising expenditure and other related costs.
3. Provide monthly status reports or as otherwise requested.