RFP Issued For Tourism Promotion, Marketing, and Event
Coordination Services for the City of Pullman
Introduction and Summary:
The City of Pullman, Washington, is soliciting requests for proposals (RFPs) from
qualified firms to create, implement, and perform documentation of tourism promotion,
marketing, and special event coordination services. The proposal should include
elements of the recently adopted Tourism Strategic Plan (approved by City Council July
19, 2022) and Revised Marketing Blueprint (approved by City Council January 25, 2022).
This is a two-year contract for services beginning in 2023 with two 2-year options to
renew. The estimated contract amount will include event management, website, and
social media content, print advertising, promotional campaigns, market research,
performance measures, administrative costs, and other expenses to assure successful
fulfillment of the contract.
DEADLINE: Proposals are due Monday, October 3, 2022, by 4:00 PM PDT.
Proposals should be prepared in accordance with this RFP and mailed or
delivered to:
Dee Stiles-Elliott, City Clerk
City of Pullman
190 SE Crestview Street
Pullman, WA 99163
Seven hard copies and one electronic copy of the submittals must be received by the
deadline indicated above. Postmarks will not be accepted.
Background:
Pullman is nestled in the beautiful rolling hills of the Palouse, located in Southeast
Washington. It is the home to Washington State University with a branch of Spokane Falls
Community College, award-winning public schools, and a broad selection of robust local
businesses. The City of Pullman offers a distinct environment with a reputation as a
livable, low-crime community and the amenities of a much larger city that contribute to its
continued attractiveness and rapid growth. It is projected to grow by 2,629 or 7.2% over
the next five years. (Source: Lightcast 2022.2)
The community consists of a diverse population of 34,850 within its 10.7 square miles of
land and was first incorporated in 1888 as an agricultural town. Currently, more than half
of Pullman’s jobs, estimated at 15,175, fall within government and higher education
sectors. The third largest sector is manufacturing, which includes Schweitzer Engineering
Laboratories’ nearly 2,500 local employees. Since its inception, the City and WSU have
provided an abundance of recreational, cultural, and community events, which include
PAC-12 sports, arts, and entertainment.
The city provides shopping, dining, and special events to attract tourists. The city has
been working with local and regional partners to communicate a consistent and positive
identity as a unique and high-quality community to draw visitors to the area and improve
the economy.
The City’s tourism, marketing and promotion efforts have survived a “reset” during the
recent pandemic. The City Council is now interested in leveraging the existing budget for
multiple activities by redeploying the City’s tourism promotion efforts to better utilize the
results of two recently adopted independent studies: a Tourism Strategic Plan (approved
by the City Council on July 19, 2022) and a Revised Marketing Blueprint (approved by
City Council January 25, 2022).
Statement of Need:
The City of Pullman needs tourism promotion and event services. The City of Pullman
wishes to contract with an experienced and qualified consultant to create and implement
multi-media tourism marketing services that will increase tourism business and the
number of tourists to the City of Pullman. Contractors will be required to manage special
events and assist city staff and festival and event organizers with marketing and
promotion efforts of those events. Proposed marketing campaigns should integrate with
existing marketing campaigns unless otherwise noted in the proposal.
SCOPE:
Each scoring area will be evaluated on proposer qualifications, experience, and
demonstrated ability, as well as the proposed approach to implementing the scope of
work. Proposals will be evaluated by the Lodging Tax Advisory Commission, who will
make a recommendation to the City Council for the final decision. Respondents may be
asked to be interviewed. Scope of work includes:
1. Website: (20 points) – Manage tourism website to promote Pullman businesses
and events locally, regionally, etc.; create and promote advertising space on
the website as a part of the sponsorship package; develop content for the
website; update and enhance the website regularly with new event information;
link the website to the City of Pullman, associated Chambers of Commerce and
other regional travel promotion sites.
2. Social Media: (15 points) – Maintain Facebook presence and add additional
social media outlets to the tourism marketing effort (i.e., Twitter, Instagram,
etc.). Update and enhance social media platforms no less than weekly with new
information.
3. Publications: (15 points) – Design, print, and distribute posters, rack cards, and
print advertising to attract residents and visitors to special events; provide
editorial content for the visitor guide, community update, and other publications.
4. Branding/Advertising: (15 points) – Utilize print, online, radio, etc. to target
travelers; place events on travel portals such as Washington State Tourism
Alliance; submit regular news releases to local media regarding events;
educate business owners on how to use the Pullman brand; create and
implement innovative promotional campaigns to drive residents and visitors to
visit local businesses; work with state, regional, local partners, and local
photographers to collect photo images, video, B-roll, etc., of the area.
5. Travel Trade (15 points) – Host tour operators, travel writers, and others to
familiarize themselves with Pullman.
6. Visitors Center (35 points) – Staff, manage and operate a visitor’s center within
an approved budget based on a mutually agreed program developed in
accordance with City adopted tourism and marketing plans; perform all tasks
associated with management of a visitor center and related visitor services.
7. Event Management (35 points) – Assist Pullman Chamber of Commerce, City
Staff, and Volunteers with the coordination of securing sponsors, develop
marketing materials, advertising, and promoting the existing events of the
National Lentil Festival and the 4th of July Celebration, and develop other
special events by working with private event managers to cross-promote the
City’s brand.
8. Securing Sponsors (40 points) – Create sponsorship packages to bring value
to businesses supporting special events; network with local businesses to
import the value of involvement in community events.
9. Market Research (50 points) – Measure strategic impact by calculating the
number of visitors to each special event; track advertising success rates via
click-throughs, website landing pages, hotel stays, etc.; submit monthly reports
to the Mayor, City Council, City Administrator, and Economic Development
Manager. Present a yearly report in person to the Pullman City Council in the
first quarter of each contract year for the prior year.
10.Budget (60 points) – Create advertising and marketing budgets for city events
and promotion activities; secure, manage and track sponsorships and paid
advertising for city events; submit monthly expense reports. Segregate contract
funds provided by the City of Pullman and provide an annual report on the use
of those funds; provide quarterly report.
