Due Date 09/03/2024 10:00 AM Eastern
Link: https://www.demandstar.com/app/limited/bids/471611/details
Scope of Work
OBJECTIVE St. Johns County is seeking short-term contract for tourism destination marketing management services. The selected Consultant will be expected to provide ongoing marketing management services, on a monthly basis, in coordination with the St. Johns County Tourism Industry while the County procures a long-term marketing and management contract.
This short-term contract will not exceed a period of 6-months and will have a total value of no more than $250,000.
B. SCOPE OF SERVICES Task 1 – Coordination of Marketing Efforts with the Tourism Promotions Working Group
• The Consultant will meet monthly with the Tourism Promotions Working Group to provide updates on promotional efforts and gather input for future promotional efforts.
The Tourism Promotions Working Group includes members of key tourism support agencies (such as the Visitors and Convention Bureau, the Cultural Council, and the Chamber of Commerce), industry representatives from the local governments (including but not limited to St. Johns County, the City of St. Augustine, and the City of St. Augustine Beach), as well as representatives from the industry, including one member of the Tourist Development Council.
Task 2 – Attend Tourism Related Meetings
• Attend monthly Tourism Promotions Working Group Meetings (from Task 1)
• Attend all regularly scheduled TDC meetings and be prepared to give a brief marketing update if requested (approximately five minutes in length). The TDC meets up to one time per month, with the meeting typically occurring on the third Monday of the month unless that Monday is a Federal Holiday observed by the County.
• Be available for meetings with County Officers and Staff regarding tourism initiatives, with notice of at least 2 business days.
Task 3 – Management and Implementation of Tourism Destination Marketing With input from the Tourism Promotions Working Group, the Consultant shall provide the following deliverables:
• Media Planning and Buying o The Consultant must be the principal advisor and provider to the Tourism Department on media buying services and shall work with the Tourism Promotions Working Group to implement the destination marketing plan. o The Consultant shall assist in the negotiate and contract with advertising media and others at the most advantageous rates available in the commercial advertising market. Additional emphasis should be placed on obtaining added value elements to all media buys including additional space/time, online components and promotional programs.
All purchased media will be invoiced to and paid by the County directly. o The Consultant shall monitor and review insertions of advertisements in publications, displays, broadcasts and other advertising media used to such a degree as is the custom by commercial advertising agencies and make adjustments as necessary to meet performance measures.
The Consultant shall check such items as date of appearance, position of ad, size, mechanical reproduction and any other related factors and shall furnish the Tourism Promotion Working Group with samples of proof of placement and running of some of the said advertisements by providing tear sheets with date of insertion or other evidence of placement at monthly Working Group meetings.
The Consultant shall develop a monthly report, table or flowchart of monthly activity for each market and shall report on the number of impressions generated for the various markets.
Task 4 – Tracking and Reporting
• Track the effectiveness of advertising and marketing campaigns administered by the Consultant, including return on investment when possible, and adjusting the campaigns as necessary when performance measures are not met.
• Monthly report of the tracked data and performance improvement plans will be submitted to the Tourism Department within the first seven (7) business days of the following month.
• The Consultant will also be required to present the monthly tracking report to the Tourism Promotion Working Group and the TDC at regularly scheduled meetings. Task 5 – Account Management Consultant’s account management responsibilities include but are not limited to:
• Retaining custody of digital copies and original artwork belonging to the County and supplying copies to third parties for marketing purposes, as requested by the County and/or the Tourism Promotions Working Group.
• Providing needed account service, consultation, and regular contact to ensure prompt completion of projects.
• Maintaining internal procedures which ensure budget control, prompt billing and quality control, including but not limited to auditing invoices for space, time, preparation and services and forwarding these invoices to the Tourism Department for payment. All purchased media will be invoiced to and paid by the County directly.
• Providing monthly budget spreadsheets detailing all billing.
• Handling procurement and management of tourism destination promotions related to said contract, such as but not limited to, fulfilment, research, photography, videography and printing /binding functions.
• The Consultant’s main point of contact for this contract will be the Tourism Department.
PROPOSAL SUBMITTAL INSTRUCTIONS
A. Proposals must include this document.
B. Proposals must include proof of meeting the Minimal Qualifications stated above.
C. Proposer must demonstrate a minimum of five (5) years of experience providing similar marketing management services to those described in