Prospective firms may also arrange a 15-minute conversation prior to the deadline.

Transcription

1 REQUEST FOR PROPOSAL Magazine design and production January 3, 2018 Submit Proposals to: Kris Mattera, Executive Director Basalt Chamber of Commerce PO Box 514 Basalt, CO Questions: Prospective firms may also arrange a 15-minute conversation prior to the deadline. Copy of Proposal: Electronic, in PDF format, sent via Subject line: Basalt Magazine RFP response [FIRM NAME] Proposal Deadline: January 17, 2018 by 5 p.m. MST HISTORIC DOWNTOWN WILLITS TOWN CENTER MIDVALLEY CENTERS BASALT BUSINESS CENTER ORCHARD PLAZA EL JEBEL OLD SNOWMASS The Red Caboose Lions Park next to Town Hall PO Box 514, Basalt, CO Phone Fax

2 About Founded in 1983, the Basalt Area Chamber of Commerce is a not-for-profit 501(c)(6), voluntary organization of businesses and professionals joined together for the purpose of promoting the civic and economic progress of our community. The organization provides support to local businesses in the Town of Basalt, and the surrounding communities in the mid-roaring Fork Valley. The area s economic well-being is related directly to the caliber of work performed by the Chamber. The Basalt Chamber serves as both a traditional chamber of commerce as well as the main source for destination marketing on behalf of the Town of Basalt and the neighboring area. The town is in the heart of the Roaring Fork Valley, which is 50 miles long, extending from Aspen to Glenwood Springs. It is surrounded by mountains on all sides, including the Elk Mountains home of the Aspen/Snowmass ski resort. We are currently working with the Town to better brand the area, defining the unique value proposition and points of differentiation for Basalt, in order to make it stand out from other small mountain communities. Project Overview The Basalt Area Chamber of Commerce annually produces a magazine that includes: feature articles about Basalt and the surrounding area, a Chamber member directory, and advertisements from local businesses. It serves as a local guide for residents, newcomers, businesses, and tourists visiting the Roaring Fork Valley. The magazine has previously been distributed throughout the Roaring Fork Valley and at the official Colorado State Welcome Centers (including Denver International Airport). It is also available online at Colorado.com, ColoradoInfo.com and our own website, basaltchamber.org. The Chamber is open to exploring additional circulation options, which must demonstrate how the additional circulation can benefit Basalt, the community and Chamber members through enhanced exposure and/or increased revenue. In July 2017, on the heels of the launch of the 2017 Basalt Magazine, a new Executive Director joined the Chamber. Her goal is to improve all aspects of communications, and leverage each form of media and marketing collateral as resources for information about our members, our benefits and events. The Chamber is in a position to take the annual magazine to the next level. The Executive Director has a solid background in graphic design, particularly in multi-page layout print publications, and has experience in content creation and strategy. Proposed role of the Basalt Chamber Consult on layout, cover concepts and other artwork used in the magazine and provide images (and photographer connections) that will assist in the design process. Work with the contractor s editorial department in formulating the content of the magazine, including soliciting, selecting and editing articles, and offering access to Chamber staff and businesses for appropriate and approved interviews and photography. Act as a conduit for necessary relationships in acquiring stories, information and relevant photography. Assist with the overall branding and look and feel of the publication so it meets Basalt chamber of Commerce visual and editorial standards. Make available all existing research materials, former editions, historic photographs and other images to be prepared for publication. Provide a letter of introduction from the Executive Director, and additional marketing to promote advertising opportunities in the magazine to our membership and previous advertisers. Assist with the distribution of the media kit, and assist with facilitating advertising relationships. Provide a timely turn-around for reviews, feedback and sign-off of content and proofs.

3 Oversee local and Roaring Fork Valley distribution. Optional: Depending on the location of the print vendor, go on press. Proposed role of the Contractor Work with the Basalt Chamber to ensure consistency with the Chamber (and Town of Basalt s) brand, mission and values. Coordinate the design, production and printing of the magazine. This project needs to be as close to turn key as possible. Decide on material (including articles, advertising, information etc.) to be included in the magazine subject to consultation. The Chamber can provide a list of ideas as a starting point. Prepare a revenue proposal whereby the Basalt Chamber is adequately compensated for project. Market the magazine with the purpose of obtaining advertising revenue. Acquire at least three competitive printing quotes giving preference to Colorado printers, negotiating the best possible rates and arrangements for the Chamber and its members Be fully transparent with any and all vendor relations, costs and agreements. Goal Produce a high-quality print publication that promotes Basalt and its businesses, particularly Chamber members, to locals and tourists visiting the Roaring Fork Valley, in the first half of The primary purpose of the magazine is to educate, inform and inspire readers about Basalt, its community and special attributes and to present Basalt as an amazing place to live, work, and play. Advertising Revenue In prior editions, revenue sources for the magazine were derived from the following areas: (1) Chamber member advertising; (2) non-chamber member advertising; (3) sponsorships; and (4) new member recruitment. Prospective Contractors are encouraged to propose methods to creatively build within and upon these revenue sources to the mutual benefit of the Chamber and the Contractor. The proposals can include packages for both the printed and online versions of the magazine and directory, and additional advertising on the website. The Chamber will provide membership lists (including contact information), as well as general information about the broader universe of likely advertisers in the area to help the Contractor create a viable advertising database. The Contractor is encouraged to add prospects from other sources and to consider opportunities for building the Chamber of Commerce membership. All such contacts and contact information will remain proprietary to the Basalt Chamber. The response should outline a proposal for commission or revenue sharing tiered in the following areas: Repeat advertisers New advertisers Chamber-secured/generated ads New members recruited The Contractor will work with the Chamber to establish and maintain competitive advertising rates 1, providing at least a 25 percent discount to Chamber member businesses. It is highly recommended that the rate structure uses the Chamber member rate as a baseline for revenue purposes, and includes a discount for early payment (in 1 The Aspen Music Festival and School program book appears to be a good model.

4 full). Advertising by non-member companies is encouraged, as there are greater advertising opportunities outside of the current Chamber membership. In the instance of non-members, the rate should take into effect the costs of a Chamber membership so that there is a true cost-benefit of being a member. It should be noted that non-members are currently not listed on the Chamber website. Conversion of non-members to members is encouraged and considered to be financially advantageous to the business itself, the Chamber and the Basalt community. Ad Preparation Historically, up to one hour of complimentary ad design service has been provided for advertisers. The proposal should cover the manner in which advertiser-designed or camera-ready art will be managed including any charges. Ad to Editorial Ratio The page count for each issue is determined based on advertising sold. Advertisements may comprise up to 40 percent of the magazine. The page count was 68 including cover. The three most recent magazines (2015, 2016, 2017) have been 100 pages with approximately 35 percent ad coverage. Incorporation of advertorial content will only partially count towards the advertising balance. Project Deliverables Project must aim to be completed by June 1, Production of a minimum of 20,000 copies of the magazine. 4 color process A minimum of 80 plus four (the last three years have been 100 pages total) Process that includes generating revenue for both the Contract and Chamber through advertising. Drop shipment or delivery of magazine to the official Colorado State Welcome Centers. Delivery of magazine to Basalt for the Chamber to distribute within the Roaring Fork Valley. Optional: Fulfillment of requests for printed material by tourists via Colorado.com. Copyrights and Ownership The Chamber maintains full and exclusive rights, including copyrights and usage of the title and all contents considered to be intellectual property. This includes editorial materials, advertisements, advertising contracts, membership and advertiser lists, circulation data, and conceptual and finished artwork, photographs, etc. In case of a termination for any reason, the Contractor would agree to provide these materials to the Chamber within seven days and commits not to use or share any proprietary information provided. Locally-sourced Commitment As a Chamber of Commerce, our goal is to further the interests of the businesses in the Basalt area, and advocate on their behalf. This includes leading by example, and championing our local businesses as vendors and contractors tied to components of this project. Whenever possible, preference should be given to individuals and businesses with ties to the Basalt area, including photographers and writers. In a similar vein, the goal of the magazine is to showcase Basalt, so every effort must be made to use photography that is from this area, versus stock photography. Budgetary Impact There should be no cost to The Chamber. Strong preference will be given to Contractors that provide an innovative means of increasing revenue for the Chamber, its members and Basalt programs. The ideal situation

5 would create a win/win scenario for both the Chamber and the Contractor. Request for Proposal Response Details Business Information - Provide agency s name, address, website, and telephone number. Include name, title and of the individual who will serve as our primary contact. Include a brief description and history of your firm. Project Approach Please explain your project approach, style and process you use to develop print publications for organizations similar to the Basalt Chamber. Experience Proposals should include a list describing projects that are similar in scale that your firm has completed. Please include at least one detailed case study with creative samples. Where possible, highlight work for similar organizations. Provide references who can speak to past performance, accessibility, etc. Preference will be given to candidates who present a strong knowledge of the Basalt area and regional valley; a creative approach to marketing the special attributes of Basalt. Schedule and Timeline Proposals should include the proposed work schedule, timeline, and deliverables resulting from each task outlined in this RFP. Advertising approach - Outline a proposal for commission or tiered revenue sharing with competitive advertising rates. The rates do not need to be established for the proposal, mainly the method with would result in a profitable revenue model for both the Chamber and the Contractor. Cost Proposals must include estimated cost for all work related to tasks and deliverables outlined in the schedule/ timeline. Please clarify where travel/on-site work will be necessary for any phase of the project. Preference will be given to prospective Contractors whose proposals also demonstrate a willingness and ability to: strategically expand the current reach and promotional effectiveness of the magazine and expand the revenue base to provide a profit to the Chamber and its members and deliver a predictable and ongoing reliable revenue share. Responses (electronic format, please) must be submitted by end of day on January 5, 2018 to: Kris Mattera Executive Director Basalt Chamber of Commerce director@basaltchamber.com Subject: Magazine RFP response [FIRM NAME] Timeline and schedule 1/2/18 RFP distribution begins 1/15/18 RFP due to Basalt Chamber 1/22 Short list-vendor selection and notification

6 Additional considerations For any product or service in excess of $1,000, the Basalt Chamber of Commerce is required to select a vendor who is a Chamber member in good standing. Firms may submit a proposal; however, the selected vendor must be a Chamber members prior to the start of the project. The Basalt Chamber reserves the right to cancel this request for services at any time, to elect not to award the work listed, to reject any or all of the responses, to waive any informality or irregularity in any response received, and is the sole judge of the merits to respective responses received. The Basalt Chamber intends to award all tasks included in this RFP to one firm but also reserves the right to contract any task or portion of this work separately. A copy of the Basalt Community Guide & Business Directory may be picked up at the Chamber office, 101 Midland Avenue, Basalt, CO (red caboose in Lions Park) or viewed online.