Request for Proposals for The North Shore Culture Map Deadline to Submit: Friday, January 11, 2019 Introduction North Van Arts, also known as the North Vancouver Community Arts Council, has taken the lead on a project to map the cultural assets of the North Shore of Vancouver including the District of North Vancouver, the City of North Vancouver, the District of West Vancouver, and the lands of the Squamish and Tsleil-Waututh Nations. Information about the cultural assets within the three municipalities and two First Nations will be compiled into a free, online, GIS driven, interactive mapping tool that will become a hub for North Shore arts and culture. This tool is intended for residents, tourists and visitors, organizations, planners, developers, businesses and the cultural sector. It will help build audiences, drive tourism, fill gaps, and encourage partnerships to better highlight our rich cultural diversity. For more information about the project including potential users, cultural asset categories, and other information, visit our website: https://northvanarts.ca/cultural-map/ Please refer to the North Shore Culture Map Project background document: https://northvanarts.ca/wp-content/uploads/2018/10/full-background-doc-2018.pdf About North Van Arts (North Vancouver Community Arts Council): https://northvanarts.ca/about/ North Van Arts invites proposals from Metro Vancouver-based businesses/companies to develop a robust marketing strategy, brand awareness and communications plan that would help identify key marketing priorities and elements that would be implemented over the next couple of years. Your submission will help to inform the basis for a contract between your business/company and North Van Arts. We encourage Indigenous companies and those representing culturally diverse communities to submit. RFP Process Intent to submit by Friday, January 4, 2019 Metro Vancouver-based interested businesses/companies shall acknowledge their intent to submit by email no later than Friday, January 4, 2019 at 4:00 PM PST. The acknowledgement shall provide business/company name, telephone number and the name of a contact person, and shall be submitted by email to culturemap@northvanarts.ca. 1
RFP Submissions Deadline: Friday, January 11, 2019 Those who have provided an intent to submit are invited to submit a proposal by Friday, January 11, 2019 at 4:00 PM PST. Details about the submission process are included in this RFP. Scope of Activities The development of an integrated marketing campaign, branding, including assistance with choosing a name for the map/url, email communications, and social media approach to marketing the North Shore Culture Map. Timeline for the work involved is * February 2019 through December 30, 2020* with a prototype map being soft launched in April 2019 and the final product launched in March 2020 (see the project timeline included in this document). A strategy for print and digital media placement that targets identified users, using efficient and cost effective marketing tactics and tools Creation and execution of an advertising and social media campaign that is compelling and appealing to potential users Support collaboration and information sharing between North Van Arts, the project advisors, partners, as well as cultural assets themselves Effectively align marketing plans with our partners, and key assets in the region Provide detailed analytical reports for digital and social media campaigns *Note the project may be extended and enhanced up to May 2021 based on a successful funding application currently being assessed. We will know the results of our application in March 2019. Mobile Strategy Provide a recommended strategy to implement a marketing plan including details on the proposed methods used to plan, develop and execute campaigns. This plan must also include details on specific, measurable, attainable, realistic and time-based goals and measurable outcomes, conceptual planning through completion (including timeframes), recommended media purchase plan (digital, print, online), and supporting documentation for recommended media outlets. Strategy and Execution Integration or connection with North Van Art s website, which will be linked to the stand alone website for the North Shore Culture Map (name/url to be confirmed) Develop a social media strategy that makes recommendations to effectively attract and retain various users on channels include Facebook, Twitter, Instagram and YouTube Recommendation templates, layout, design and execution of direct email campaigns Creative Services Production of Collateral and Advertising Materials Creation of logo / word marks and other graphics for social media, print, advertising, websites Assist with the production of print materials including postcards/rack cards, brochures, posters Design and develop ads and ad graphics for various publications, transit ads, site specific, websites, etc. Print media including newspaper, publications/magazines, directories Direct marketing including mail, e-newsletters, and print 2
Media Placement Services Strategy and Execution Strategy, implementation and placement for print, digital, and broadcast media in identified target markets up to December 31, 2020. Other Liaison with printers and other suppliers/vendors Supply creative briefs and press releases for launch events and outreach, as required Acknowledgment of RFP Submission Proposals must be submitted by Friday, January 11, 2019 at 4:00 pm to be considered. We will acknowledge receipt of your submission within two business days to the email address provided. RFP Questions, Inquiries, and Clarifications All questions and inquiries will be answered in writing. Bidders are encouraged to submit their questions ASAP and no later than Friday, December 28, 2018. Every attempt will be made to answer all inquiries in a timely manner. To ensure consistent interpretation of this RFP, written answers will be made available to all bidders who have indicated an intention to submit, including those making the inquiry. Questions regarding the RFP must be submitted by December 28 to culturemap@northvanarts.ca. Submission Guidelines All responses to this RFP should be complete and concise. Suppliers must submit a proposal in accordance with the requirements outlined in this RFP. Deviations, clarifications and/or exemptions must be clearly identified and listed separately as alternative items for consideration. By submitting a proposal, the bidder agrees they have read and clearly understand the objective of the RFP and are capable of providing the required services. The contents of any proposal submitted as part of this process will be considered an offer to contract by the bidder. Joint Proposals Two or more businesses/companies may form a consortium and submit a joint proposal if this helps in finding a team capable of undertaking all elements of the anticipated work. Such a proposal must be submitted under the name of one member of the consortium - hereinafter referred to as lead organization. The lead organization will be responsible for undertaking all negotiations and discussions with North Van Arts and performing the contract. Proposal Structure Part 1) Technical Proposal must include the following: a) Company Profile and Experience : Your experience with branded content marketing and campaign assistance, your values and/or mission statement, include number of years operating. b) Major Clients: Please describe your other major clients including any arts organizations or non-profits, as well as any clients on the North Shore including those located in North Vancouver, West Vancouver, Squamish and Tsleil-Waututh Nations. 3
c) Proposed Work Plan and Timelines: Provide proposed implementation plan/approach (including assumptions). d) Proposed Project Team Members : Provide short bios of the members of the proposed team including their specific responsibilities/tasks on this project, relevant experience, and qualifications. f) Previous Experience and Clients: Provide the organization name, contact name, email address and telephone numbers for three clients/organizations that we could call as references within the RFP schedule timelines. Part 2) Financial Proposal - Fee for Service Budget $65,000 + applicable tax Advertising budget is up to $100,000 with more funds allocated depending on funding available. Please provide your financial proposal based on a fee for service and state all costs clearly and completely and itemized by the services provided; North Van Arts will not pay any costs not disclosed in response to this RFP. Payments shall be based upon output, i.e. delivery of the services specified in the agreement. The price indicated in the financial proposal will be a part of contractual agreement. The Financial Proposal will include: a) Costs/Fees for Service: All prices are to be quoted in Canadian Dollars with applicable taxes to be shown separately. b) A proposed schedule of payments : Depending on the proposed methodology, the Financial Proposal will cover all the services to be provided, and must itemize all the costs. c) Value : Describe your approach to offer quality and cost effective services. Proposal Format Please provide your submission in PDF format (email attachment) to culturemap@northvanarts.ca. The maximum size of each attachment should be 20 MB or less. Those submitting are responsible for ensuring that email submissions comply with size restrictions. Attachments should not be compressed or corrupted and must be able to be opened. Hard copies are not required, but if you wish to submit a hard copy, please send to the following address by the deadline: North Van Arts, 335 Lonsdale Avenue, North Vancouver, BC V7M 2G3. Unsuccessful Proposals Non-acceptance of any proposal does not imply any criticism of the proposal and/or any implication that the proposal was deficient. North Van Arts is not obligated to accept the proposal offering the lowest cost of services nor to accept any of the proposals submitted as part of this RFP process. Minimum Experience 5 years experience in communication, marketing, branding, design and advertising Experience in working with teams and committees in a collaborative manner Knowledge of the North Shore and/or the arts and culture sector is preferred but not required 4
RFP Timeline Friday, December 28, 2018: Deadline questions about RFP submissions Friday, January 4, 2019 : Deadline for intent to submit RFP Friday, January 11, 2019: Deadline for RFP Submissions Friday, January 25, 2019: North Van Arts to contact successful bidder Friday, February 1, 2019: North Van Arts to notify unsuccessful submissions/bidder February 4-8, 2019: Culture Map Project Team to meet with successful bidder to review agreement for service Friday, February 15, 2019: Finalize agreement for service Conflict of Interest/Lobbying A bidder may be disqualified if their current or past interests, or those of a proposed subcontractor, may give rise to an actual or potential conflict of interest in connection with the services described in the RFP. If a bidder is in doubt as to whether there might be a conflict of interest, they should consult with North Van Arts by email prior to submitting a proposal. A bidder must not attempt to influence the outcome of the RFP process by engaging in lobbying activities. Any attempt to communicate for this purpose directly or indirectly with any employee, contractor or representative may result in disqualification. Contact us North Shore Culture Map Project Team North Van Arts (North Vancouver Community Arts Council) 335 Lonsdale Avenue, North Vancouver, BC V7M 2G3 culturemap@northvanarts.ca 5
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