Invitation for Bid 3/30/2016 Town of Pawleys Island Creative and Website development Pawleys Island ATAX Advisory Committee c/o Georgetown County Chamber of Commerce 531 Front Street Georgetown, SC 29440 Solicitation for Print and Banner Advertising Creative and Website Development Release Date March 31, 2016 Advertising Period March 31, 2016 April 15, 2016 Procurement Contact Questions Lauren Joseph Email all questions: ljoseph@hammockcoastsc.com Release Date Thursday, March 31, 2016 Advertising Period March 31 April 15, 2016 Ad Copy Proposal Deadline Mail sealed proposals to Copies Required The Pawleys Island ATAX Advisory Committee is now accepting bids for creative design for print advertising, banner advertising and website PawleysIslandSCVacation.com. The deadline for submission is April 15, 2016 at 3pm. Proposals may be mailed or hand-delivered to the attention of Lauren Joseph at the Georgetown County Chamber of Commerce office at 531 Front Street, Georgetown, SC. 29585. To download the Request for Proposal go to www.townofpawleysisland.com. April 15, 2011 - before 3 PM Lauren Joseph, Tourism Marketing Director c/o Georgetown County Chamber of Commerce 531 Front Street Georgetown, SC 29442 One original (signed) and eight copies Finalist Interview Two finalists will be selected and notified by April 25, 2016. Each of the finalists must be available to meet with the full committee on May 6, 2016, at 3 pm.
Award Notification Award Project Completion Organization/Background Award will be posted on the bulletin board at the Pawleys Island Town Hall and on www.townofpawleysisland.com, on or before May 11, 2015. By submitting a bid or proposal, you agree to be bound by the terms of the solicitation. Award will be based on a number of individual factors including the bidder s ability to meet the minimum requirements, their relevant experience, etc. (see minimum qualifications listed below) and price. Work to begin immediately following award and be completed by June 30, 2016. The Town of Pawleys Island is located 70 miles north of Charleston and 25 miles south of Myrtle Beach and is one of the oldest summer resorts on the East Coast. While the Pawleys Island zip code includes the mainland areas south to Georgetown and north to the Litchfield beaches, the Town of Pawleys Island is the actual barrier island less than 4 miles long and in many places only one house wide. It is reached by two short causeways that cross the salt marsh which separates the Town of Pawleys Island from the mainland. Pawleys Island has been a summer resort since the 1700s and still boasts a number of circa 1800 homes, many of which are available for vacation rental. Fishing is available both in the surf, the creek and from the two marsh bridges. On the island are three launch boat ramps. Pawleys is a family beach where you can enjoy crabbing, shelling, biking and canoeing or kayaking. The ambiance is laid back. The town speed limit is 25 mph, making it as safe as possible for the many users of the road. Swimming, fishing and sunning are the main activities of the day, and most night life consists of dinner followed by long conversations on screened porches listening to the sound of the ocean. While there are limited businesses on the island, shopping, dining, live music, golf and tennis are just a couple of miles or less. There are no hotels, only vacation rental homes, one small condominium complex, and two historic inns. The primary purpose of this website is to serve as an engaging portal to tourism partners. Project Description Small space print advertising Half page, quarter page and 1/6 page travel directory full color magazine ads to be provided in high resolution PDF format. After initial creative concept is approved, ad specs will be provided for all media placements in the plan. Any resizes needed after the initial ads are produced will be outside the scope of this RFP and contracted at that time. Banner ads - HTML5 banner ads in standard sizes to be used across a variety of platforms. Website with the objective of sharing the message of Pawleys Island; linking to the websites of the rental companies and Inns that provide accommodations on the island; and building an email database to use for future marketing. Website should be built on a platform that allows
for ease of in-house management and be compatible with iframe technology to incorporate user generated content on the website. Website hosting and cost of such will be in-house. Collateral piece (rack card) for fulfillment and distribution to SC Welcome Centers. Creative execution and printing for 20,000 pieces. Maximum budget allocated $40,000. The contractor will be required to follow The Town of Pawleys Island and the State of South Carolina procurement policies on all projects Minimum Qualifications A minimum of 5 years professional website design experience with tourism destination management agencies is required Extensive branding experience is preferred. Must be service-oriented toward internal customers and the end user customer. Site Hosting Requirements Site will be hosted externally. Bid Format The bidder is asked to submit a proposal detailing services. As a minimum, please provide the following as attachments: 1. A complete resume or recap of business experience, 2. A complete recap of tourism experience including Program of Work and client plan(s) experience, 3. Submit examples and recaps of two redesign projects in which your company met (and/or exceeded) the goals that were set forth at the beginning of the project. At least one of these should be tourism based, 4. Submit creative advertising and web site design examples for the Town of Pawleys Island. 5. Please provide a detailed list of all those who would be assigned to work on this project and give their relative experience. 6. Include a list of awards and achievements that your firm has received. 7. Include any other information or relevant case studies you think will be helpful in introducing your company to the committee. 8. Estimated timeline of work progress and approvals. Project completion date will be June 31, 2016.
Bidder Information Bidding Company Contact Title Mailing Address Physical Address Email Address Authorized Signature: Date Submitted: Printed Name Bidder s Type of Entity: Sole Proprietorship Partnership Corporation (tax exempt) Corporate entity (not tax-exempt) Other Taxpayer Identification Number State of Incorporation Length of Business under this status
SCORING (scoring will be done per proposal whether the proposal includes all components or is a proposal for one component) Contracts will be scored based on the following point system: Total = 100 points 1. Demonstrated and/or provided documentation that meets Minimum Qualifications (maximum 20 pts) 2. Documentation that meets Bid Format items (maximum 20 pts) 3. Proposal clear and comprehensive (maximum 10 pts) 4. Proposal includes creative that is engaging (maximum 30 pts) 5. Proposal aligns with all items on Project Description (maximum 20 pts) Questions may be addressed by email to Lauren Joseph, Tourism Marketing Director at the Georgetown County Chamber of Commerce. ljoseph@hammockcoastsc.com Timeline Review Advertising 3/31 4/15 (Coastal Observer, Sun News, G town Times, online) Deadline for proposals 4/15 @ 3 pm 2 Finalist notified 4/25 Meeting w/2 finalists Georgetown Chamber 5/6 @ 3 pm Award posted on or before 5/11