To All Prospective Bidders: Visit California, a privately funded nonprofit corporation, is seeking an event planner to manage a variety of industry events to promote California as a premier travel destination, recognize the value of tourism to the state s economy and celebrate the state s travel industry. The California Travel and Tourism Commission d.b.a Visit California is a private non-profit 501(C) 6 funded by assessed businesses that have an interest in promoting tourism to California. California Tourism is marketed exclusively by Visit California. The Tourism Assessment Program was created under the California Tourism Marketing Act in 1995 with the passage of SB 256. The legislation authorized self-imposition of an assessment by businesses that benefit from travel and tourism. It also authorized the establishment of a non-profit, public benefit corporation, Visit California, to oversee the promotion of California as a premier travel destination. Visit California oversees the production of a variety of marketing activities, including on and offline advertising, visitor publications and maps, cooperative programs, public relations and tradeshows all designed to promote California to travelers, tourists and the travel trade. For more details please visit http://tourism.visitcalifornia.com in the Travel Industry section. The purpose of this Request for Proposal (RFP) is to seek an exclusive event planner for the planning and management Visit California s industry events, including but not limited to media receptions, press conferences, industry awards ceremonies and dinners. Attached is a RFP for those capable of meeting minimum requirements and carrying out the scopeof-work. All proposals will be carefully reviewed and evaluated based on the criteria noted in the attached document. Notice of Intent to Bid (a non-binding document), as well as any questions you may have to clarify this RFP, are due to Visit California no later than 5:00 p.m., Pacific Standard Time (PST) July 18, 2014 Sincerely, Caroline Beteta President and Chief Executive Officer Visit California
VISIT CALIFORNIA Request for Proposal Event Planner A. INTRODUCTION California is the leading visitor destination in the United States with more than $106 billion in travel and tourism related spending in 2012. This spending directly supported jobs for 917,000 Californians and generated $6.6 billion in state and local tax revenues. Among California s export-oriented industries tourism is the fifth largest employer. Since 1998, consistent investment in the California Tourism program (a joint marketing venture of Visit California and the California Division of Tourism) has helped to reverse a decade-long decline in domestic market share and put California in a strong position to weather the recent economic storm. About Visit California Visit California is a not-for-profit, 501(C)(6) corporation formed in 1998 to work jointly with the State of California s Division of Tourism to implement the annual Marketing Plan, which promotes California as a travel destination. While these two partners (Visit California and Division of Tourism) are separate legal entities, they are commonly referred to jointly as California Tourism. From 1998 to 2003, California Tourism consisted of the originally conceived private-public joint marketing venture partnership of Visit California and the State of California. The primary source of California tourism marketing budget is now directly derived from assessed businesses in the travel and tourism industry, car rental assessment, and a small contribution from the State. Visit California operates under the auspices of the Governor s Office of Business and Economic Development. Senior Advisor Michael E. Rossi. currently serves as Chair of the organization. Visit California s 37-member board of commissioners is composed of individuals from all 12 designated regions of California. Members represent five principal industry sectors: Accommodations, Restaurants and Retail, Attractions and Recreation, Transportation and Travel Services, and the Passenger Car Rental Industry. Twenty-four of the commissioners are elected by the approximately 5,000 assessed California businesses; 12 are appointed by the governor; and the 37th is the California Business, Transportation and Housing Agency Secretary. The Commission meets three times a year to direct Visit California s programs and activities. A 34-member statewide Marketing Advisory Committee also provides input in developing the marketing plan. Tourism is California s fourth largest employer and fifth largest contributor to the gross state product. Visit California Event Planner RFP Page 2 of 12 7/11/2014
B. PURPOSE The purpose of this request is to seek an exclusive event planner for meetings, forums and receptions hosted by Visit California. C. CURRENT STRUCTURE There is currently an exclusive event planner working with Visit California. The selected proposer would be an exclusive contractor working on a variety of industry events with Visit California (media and industry, receptions, meetings, press conferences, etc.) D. MINIMUM REQUIREMENTS Proposals must address each item listed, giving specific details of techniques to be used in meeting these requirements. Proposals may be rejected if minimum requirements are not met. All proposals wishing clarification of this RFP must submit questions via email to: RFP Submissions rfps@visitcalifornia.com by 5:00pm July 18, 2014. Questions must be submitted in an excel format, and must be categorized based on scope of work elements. **Costs for developing proposals are entirely the responsibility of the proposer and shall not be reimbursed by Visit California. This RFP is not subject to state contracting rules and regulations and that Visit California reserves the right to modify any and all terms and conditions in its sole and absolute discretion Proposal inclusion check list: Notice of Intent to Bid, Attachment A, must be received by July 18, 2014. Proposer Services & Activities Client List / No Conflict of Interest Organizational Structure / Contract Manager / Account Team Images or video fo recent past events Scope of Work, Attachment B Budget Form, Attachment C Evaluation Criteria, Attachment D E. CONTRACT TERM Visit California Event Planner RFP Page 3 of 12 7/11/2014
The successful proposer will enter into a contract for services with Visit California. The duration of the initial contract between Visit California and the successful proposer is expected to begin upon the date of contract approval (approximately September 15, 2014) and terminate on September 14, 2015. Visit California reserves the right to renew its agreement prior to the end of each contract term for a total of (3) years, providing funding to do so is appropriated for this purpose in subsequent budgets. There will be a 6 month oral review in 2015 and subsequent reviews annually in each year the contract is renewed. Proposed renewals are also assessed according to program direction, funding, and consistency of price and scope of work continuity F. TENTATIVE SCHEDULE This tentative schedule may be altered at any time at the discretion of the Commission. JULY 11 JULY 18 JULY 22 AUGUST 18 AUGUST 21 AUGUST 28 SEPTEMBER 2 SEPTEMBER 3 SEPTEMBER 15 RFP Dissemination Intent to Bid Due; Q & A Due Q & A sent to agencies Proposals Due 3-5 Finalist Chosen Oral Presentations by Finalists Selected proposer Announced Contract Negotiations Approximate start date G. DELIVERY OF PROPOSAL Each bidder is required to deliver five (5) typed copies and an electronic copy, via email, of its proposal to rpfs@visitcalifornia.com no later than August 18, 2014 at 5:00pm PST. Proposals may not be faxed. Visit Calfornia Attn: Debi Robarts/RFPs Event Planner RFP 555 Capitol Mall, Suite 1100 Sacramento, CA 95814 H. DESCRIPTION OF PROPOSER: Provide description of the nature of the proposer s services and activities. Note the company s history in travel and tourism advertising expertise, if any. List the address from which the primary work on the contract would be performed and size of agency by headcount. The proposer should list all tourism-related clients for whom it has acted in the United States during the past 12 months, and certify that there is no conflict of interest between any existing contracts. Client relationships that could potentially be a conflict of interest must be listed together with a discussion of how the proposer will resolve the potential conflict of interest. Visit California Event Planner RFP Page 4 of 12 7/11/2014
Personnel / Management The proposer should identify those individuals on the proposer s account team who will manage the contract work. Please document overall experience in tourism accounts; please include current resumes/biographies. Subcontractors Please disclose any subcontractors you may use. This does not include event vendors such as décor companies, AV companies, caterers, etc. I. REQUIRED PROJECT We want to understand your agency philosophy as it relates to corporate events. J. BUDGET FORM A completed Budget Form must be included, Attachment C, and all costs associated with this Proposer s Attachment B, Scope of Work must be included under the format provided; the bid format shall not be altered. In addition, hourly rates and fees for professional skills must be broken out; outof-pocket expenditures or reimbursable costs must be shown for each task. Account administrative costs should be estimated. K. AVAILABLE FUNDS Visit California will fund the contract on a project basis that could be valued between $100,000 and $150,000 annually for the 14/15 Fiscal year. Funding at this level is entirely dependent on an overall Commission budget of $50M. This figure is based on the proposer s budget estimate for the Scope of Work, including travel expenses. A complete budget form must be included, Attachment C. All costs associated with this Proposer s Attachment B, Scope of Work must be included under the format provided; the bid format shall not be altered. Please outline your method for billing (commission, hourly, etc.) for each project task and any necessary out-of-pocket expenditures or reimbursable costs must be shown for each task. Visit California Event Planner RFP Page 5 of 12 7/11/2014
Attachment A NOTICE OF INTENT TO BID Event Planner Due: July 18, 2014 5:00 PM Pacific Standard Time Send to: Debi Robarts Operations Coordinator rfps@visitcalifornia.com Name of Proposer: Contact Person: Mailing Address: Agency URL: Telephone: Fax Number: Email Address: Signed Visit California Event Planner RFP Page 6 of 12 7/11/2014
ATTACHMENT B SCOPE OF WORK This section describes the work plan that must be included in the Proposal and details to the content and format that should be utilized in preparing the work plan. The proposed work plan should describe how the Proposer intends to perform the scope of work during a 12-month period and shall be subject to negotiation between Visit California and the Awardees for the initial contract period. The work plan will be used to negotiate the contract scope of work, and to score several of the point categories of the RFP, as described in Attachment D, Evaluation Criteria. Proposals must be submitted on a project basis that could be valued between $100,000 and $150,000 for the 14/15 Fiscal year. The work plan detailed here is an example of work performed by Visit California over the course of a 12-month period. Individual projects are subject to change in scope and description. Not all projects are noted there will be projects that develop over the course of the year that cannot be foreseen. 1. Work Plan: Proposer must submit a preliminary work plan for completion of the following Project Tasks based on a contract period of September 15, 2014 through June 30, 2015. The objective of the work plan is to give Visit California an opportunity to study how Proposers would schedule various elements and distribute the workload among staff. For each of the following Project Tasks, the Proposer should prove capability, describing strategies to be used and quality controls. Sufficient detail must be given and must include examples of past projects, ability to meet deadlines, and managerial experience. a. PR/Media Receptions: Visit California s Domestic PR Team hosts an annual media reception in New York City and rotates an event in Los Angeles and San Francisco every 18 months. In 14/15, there will be a spring event in Los Angeles. The selected contractor will assist with site selection in both locations; work with venue managers; negotiate contracts and manage event subcontractors, such as florists and photographers; communicate overall theme and vision of event; assure appropriate branding; manage social elements within event (giveaways, photography); oversee AV and food & beverage needs; complying with minimum food and beverage requirements; any special arrangements/ agreements; serve as liaison with California Wine Institute for wine donations; track event costs and other tasks as determined by Visit California staff. Contractor will provide all post event follow-up with vendors if needed and assist with post event photography and postmortem. Contractor will work closely with Visit California team and obtain their approval on decisions relative to event but will take lead on all event planning aspects. Services will be required onsite in New York and Los Angeles. Occasional meetings will be held at Visit California s Sacramento office. b. Club California: Selected contractor will participate in initial site visit with Visit California s IPW team; coordinate and schedule additional site visit prior to event, if necessary, with host destination; review and evaluate vendor proposals and make recommendations; coordinate with venue Visit California Event Planner RFP Page 7 of 12 7/11/2014
manager on any special elements; obtain, negotiate and manage subcontractors (and/or special guests) such as florist, entertainment, mixologist, etc.; communicate overall theme and vision of event and assure appropriate Visit California branding; manage any special element or activity; coordinate with Visit California staff for the International Office briefing; serve as lead on coordinating the international office dinner and work with host city CVB on options and secure venue; oversee office equipment needs for Visit California office space and work with IT Team to set-up office; Oversee food and beverage choices, including daily continental breakfasts, Buyer s Happy Hours, International office s dinner, and any other activity that is planned; Coordinate with sponsors on specific event logistics, etc.; Determine and coordinate signage needs with Visit California staff or contractor; Manage budget with appropriate Visit California staff or contractor; Other tasks as determined by Visit California staff and contractor. Contractor will work closely with Visit California team and obtain their approval on decisions relative to event but will take lead on all event planning aspects. Contractor will need to be onsite for events. c. China Ready Trade Reception & Luncheon: Planning includes but is not limited to taking the lead on event planning for a reception and luncheon, logistical oversight and development of an itinerary that includes new product and locations for the Chinese Travel Trade; act as central point of contact between CA Industry partners and VC China/HQ offices for all elements related to the FAM itinerary; coordinate/set up transportation; locate and book a Mandarin speaking tour guide who is knowledgeable on CA products; work directly with destination marketing organizations, hoteliers, restaurants, and transportation companies to secure appropriate venues; collaborate with attractions, shopping entities, destination marketing organizations and other industry partners to include activities/site inspections; FAM budget management; follow up materials; industry communication (as needed). Contractor will need to be onsite for events. d. Perfect China Press Conference: Planning includes but is not limited to taking the lead on event planning for a press conference, including site inspection, coordinating with venue meetings manager on any special elements for event (i.e. ordering custom size tables, specific storage needs, etc); obtaining, negotiating and managing event subcontractors such as florist; communicating overall theme and vision of event and assure the event is branded correctly; overseeing AV needs; overseeing food and beverage choices; complying with minimum food and beverage requirements: any special arrangements/agreements; creating and tracking Visit California s costs; Adhering to budget; attend, set up and manage reception and work with venue event management team; other tasks as determined by Visit California staff. Contractor will need to be onsite for events. e. Governor s Mission: Produce a pre-event reception, dinner event and CEO roundtable in conjunction with local Visit California office; conduct in-market meetings and interviews with event companies and provide recommendation to Visit California; coordinate with venue event team for all event elements (décor, catering, AV, storage, etc.); communicate overall theme and appropriate Visit California branding; manage all special elements or activities at the event; work with Wine Institute and other appropriate Visit California partners on wine and food needs; and manage budget with Visit California team. Contractor will need to be onsite for events. Visit California Event Planner RFP Page 8 of 12 7/11/2014
f. CCI Reception/Dinner: Contractor will produce a formal reception and dinner that promotes the California Competitiveness Initiative (CCI). Contractor will work with Promotional Items Contractor to order and produce any event branded gifts as necessary. Contractor will serve as main contact Visit California on any aspects pertaining to the event and make sure it is communicated to appropriate Visit California staff; coordinate any special elements for event; obtain, negotiate and manage event subcontracts such as florist, photographer and décor vendor; evaluate and hire décor company and other outside vendors as needed; communicate overall theme and vision of event; manage any special element or activity of the event (i.e. branded gift giveaway, custom photography activity); oversee AV needs; oversee food and beverage selection; comply with minimum food and beverage requirements; serve as liaison to Wine Institute for wine donation; determine and coordinate signage and printing needs; oversee shipment of all materials for event; create and manage detailed budget; and serve as liaison to all vendors relative to the event. Contractor will work closely with Visit California staff and obtain their approval on decisions relative to event but will take lead on all event planning aspects. Contractor will serve (on-site) as point person on night of event for any issues. Contractor will provide all post event follow-up with vendors if needed and assist with post event photography and post-mortem. g. Poppy Awards/Recognition Gala: Contractor will produce an Oscar-style formal gala that highlights the past Commissioner s service and recognizes new Commissioners. This event will also incorporate The Poppy Awards ceremony into the event. Contractor will work with Visit California staff on this portion of the run of show. Contractor will work with Promotional Items Contractor to order and produce plaques, trophies and other branded gifts as necessary. Contractor will serve as main contact Visit California on any aspects pertaining to the event and make sure it is communicated to appropriate Visit California staff; coordinate any special elements for event; obtain, negotiate and manage event subcontracts such as florist, photographer and décor vendor; evaluate and hire décor company and other outside vendors as needed; communicate overall theme and vision of event; manage any special element or activity of the event (i.e. branded gift giveaway, custom photography activity); oversee AV needs; oversee food and beverage selection; comply with minimum food and beverage requirements; serve as liaison to Wine Institute for wine donation; determine and coordinate signage and printing needs; oversee shipment of all materials for event; create and manage detailed budget; and serve as liaison to all vendors relative to the event. Contractor will work closely with Visit California staff and obtain their approval on decisions relative to event but will take lead on all event planning aspects. Contractor will serve (on-site) as point person on night of event for any issues. Contractor will provide all post event follow-up with vendors if needed and assist with post event photography and post-mortem. h. Taste of California Dinner: Contractor will produce a formal reception and dinner that highlights California s agricultural abundance. Contractor will work with Promotional Items Contractor to order and produce any event branded gifts as necessary. Contractor will serve as main contact Visit California on any aspects pertaining to the event and make sure it is communicated to appropriate Visit California staff; coordinate any special elements for event; obtain, negotiate and manage event subcontracts such as florist, photographer and décor vendor; evaluate and hire décor company and other outside vendors as needed; communicate overall theme and vision of event; manage any special element or activity of the event (i.e. branded gift giveaway, custom photography activity); oversee AV needs; oversee food and beverage selection; comply with minimum food and beverage requirements; serve as liaison to Wine Institute for wine donation; Visit California Event Planner RFP Page 9 of 12 7/11/2014
determine and coordinate signage and printing needs; oversee shipment of all materials for event; create and manage detailed budget; and serve as liaison to all vendors relative to the event. Contractor will work closely with Visit California staff and obtain their approval on decisions relative to event but will take lead on all event planning aspects. Contractor will serve (on-site) as point person on night of event for any issues. Contractor will provide all post event follow-up with vendors if needed and assist with post event photography and post-mortem. Visit California Event Planner RFP Page 10 of 12 7/11/2014
ATTACHMENT C BUDGET FORM COST PER PROJECT TASK We are looking for a breakdown of estimated expenses for each task, including ESTIMATED TRAVEL EXPENSES 1. Media Receptions (New York, Los Angeles) $ 2. Club California events at IPW Orlando $ 3. China Ready Industry Event & Partner Welcome Luncheon $ 4. Perfect China Media Reception $ 5. Governor s Mission (TBD) $ 6. CCI Reception/Dinner $ 7. Poppy Awards/Gala $ 8. Taste of California Dinner $ Visit California Event Planner RFP Page 11 of 12 7/11/2014
FOR VISIT CALIFORNIA/AGENCY USE ONLY Bid/Proposal: Evaluated By: Date: ATTACHMENT D PROPOSAL EVALUATION CRITERIA Proposals will be reviewed, evaluated and scored by an evaluation committee. Evaluation of proposals will be based on the criteria shown as follows for each component; each criterion will be scored according to the degree of responsiveness present in the proposal being evaluated. EVALUATION CRITERIA CAN BE CHANGED TO FIT THE NEEDS OF YOUR RFP. THE CRITERIA LISTED BELOW ARE JUST EXAMPLES OF POSSIBLE CRITERIA Max. Score Points 1. RELEVANT EXPERIENCE/DEMONSTRATED RESULTS OF FIRM Experience with developing and implementing 30 related services. Quality and relevance of work samples/experience. References. 2. SCOPE OF WORK Quality, creativity, points addressed in scope of work, 30 and likelihood of achieving program objectives within stated time frames. 3. QUALIFICATIONS OF PERSONNEL 15 Prior experience and how it relates to this project. 4. FAMILIARITY WITH CALIFORNIA BRAND & PRODUCT 10 5. COST EFFECTIVENESS The maximum services are provided in relation to the 15 fee charged and value of overall project. The budget is reasonable and appropriate. TOTAL POINTS 100 Visit California Event Planner RFP Page 12 of 12 7/11/2014