STATE OF MONTANA REQUEST FOR PROPOSAL (RFP)

texturegainfulΚινητά – Ασύρματες Τεχνολογίες

10 Δεκ 2013 (πριν από 3 χρόνια και 7 μήνες)

496 εμφανίσεις


Revised
08/12


STATE OF MONTANA

REQUEST FOR PROPOSAL (RFP)


RFP Number:

14
-
2830T

RFP Title:

Marketing Services Montana Tourism

RFP Response Due Date and Time:

October 9, 2013

2:00 p.m., Mountain
Time

Number of Pages:

44

Issue Date:

September 11, 2013


ISSUING AGENCY INFORMATION

Procurement Officer:

Tia Snyder

State Procurement Bureau

General Services Division

Department of Administration

Phone: (406) 444
-
2575

Fax: (406) 444
-
2529

TTY Users, Dial
711

Website:
http://vendor.mt.gov/


INSTRUCTIONS TO OFFERORS

Return Sealed Proposal to:

Mark Face of
Envelope/Package with:


RFP Number:

14
-
2830T

RFP Response Due Date:
October 9, 2013


PHYSICAL ADDRESS:

State
Procurement Bureau

General Services Division

Department of Administration

Room 165, Mitchell Building

125 North Roberts Street

Helena, MT 59601
-
45
5
8

MAILING ADDRESS:

State Procurement Bureau

General Services Division

Department of Administration

P.O. Box
200135

Helena, MT 59620
-
0135

Special Instructions:


There is an optional
Pre
-
Proposal Conference Call
on September 18, 2013.
See S
ection 1.5 for more details.



OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address:




(Name/Title)




(Signature)

Print name and title and sign in ink. By submitting a
response to this RFP, offeror acknowledges it understands
and will comply with the RFP specifications and
requirements.

Type of Entity (e.g., corporation, LLC, etc.)

Offeror Phone Number:

Offeror
E
-
mail Address:

Offeror FAX Number:

OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
2

TABLE OF CONTENTS



PAGE


Instructions to Offerors

................................
................................
..............................

3


Schedule of Events

................................
................................
................................
.....

4


Section 1:

Introduction
and Instructions

................................
................................
.

5

1
.
1

Introduction

................................
................................
................................
................................
...

5

1.
2

Contract
Period

................................
................................
................................
.............................

5

1.
3

Single Point of Contact

................................
................................
................................
..................

5

1.
4

Required Review

................................
................................
................................
...........................

5

1.
5

Pre
-
Proposal Conference

................................
................................
................................
.............

6

1.
6

General Requirements

................................
................................
................................
..................

6

1.
7

Submitting a Proposal

................................
................................
................................
...................

7

1.
8

Cost
s/Ownership of Materials

................................
................................
................................
........

8

Section 2: RFP Standard Information

................................
................................
.......

9

2.
1

Authority

................................
................................
................................
................................
........

9

2.
2

Offeror Competition

................................
................................
................................
.......................

9

2.
3

Receipt of Proposals and Public Inspection

................................
................................
...................

9

2.
4

Classification and Evaluation of Proposals

................................
................................
....................

9

2.
5

State
'
s Rights Reserved

................................
................................
................................
..............

11

2.6

Department of
Administration Powers and Duties

................................
................................
........

11

2.7

Compliance with State of Montana IT Standards

................................
................................
.........

11

Section 3:

Scope of
Project

................................
................................
.....................

13

3.
1

Goals of this Process

................................
................................
................................
..................

13

3.2

Background

................................
................................
................................
................................
.

13

3.3

Specifications and Requirements

................................
................................
................................

16

3.4

Scope of Work for Component One

................................
................................
.............................

17

3.5

Scope
of Work for Component Two

................................
................................
.............................

19

3.6

Change in Staffing

................................
................................
................................
.......................

20

Section 4:

Offeror Qualifications

................................
................................
............

21

4.1

State's Right to Investigate and Reject

................................
................................
........................

21

4.2

Offeror Qualifications

................................
................................
................................
...................

21

4.3

General Agency Information

................................
................................
................................
........

21

4.4

Component One Qualifications

................................
................................
................................
....

22

4.5

Component
Two Qualifications

................................
................................
................................
....

24

4.
6

Offeror Team Presentations

................................
................................
................................
........

25

Section 5: Cost Proposal

................................
................................
.........................

27

5.1

Projected Budget

................................
................................
................................
.........................

27

5.2

Component One Billable Hour/Service

................................
................................
........................

27

5.3

Component Two Billable Hour/Service

................................
................................
........................

28

5.4

Additional Compensation Requirements

................................
................................
......................

28

Section 6:

Evalu
ation Process

................................
................................
................

30

6.
1

Basis of Evaluation

................................
................................
................................
......................

30

6.
2

Evaluation Criteria

................................
................................
................................
.......................

30

6.3

Component One Evaluation Criteria

................................
................................
............................

31

6.4

Component Two Evaluation Criteria

................................
................................
............................

32


Appendix
A
-

Standard Terms and Conditions

................................
.......................

34

Appendix B
-

Contract

................................
................................
..............................

35



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
3

INSTRUCTIONS TO OFFERORS

It is

the responsibility of each offeror to:

Follow the format required in the RFP

when preparing your response. Provide responses in a clear and
concise manner.

Provide complete answers/descriptions.

Read and answer
all

questions and requirements. Proposals
a
re evaluated based
solely

on the information and materials provided in your written response.

U
se any forms provided
, e.g., cover page, budget form, certification forms, etc.

Submit your response on time.

Note all the dates and times listed in the Schedule

of Events and within
the document. Late proposals are
never

accepted.

The following items MUST be included in the response.

Failure to include ANY of these items may result in a nonresponsive determination.



Si杮敤 C潶敲eS桥整



Si杮敤 A摤敮摡 (if 慰灲潰物at攩 in 慣捯牤慮c攠with
S散ti潮 1.㐮4



C潲牥捴oy 數散畴敤⁓瑡t攠潦 M潮t慮a "Affi摡vit fo爠T牡摥 S散牥t C潮fi摥湴nality" f潲洬 if 捬ci浩湧
i湦潲浡mi潮 t漠扥 捯湦i摥湴nal 潲 灲潰物et慲a
i渠慣捯牤慮捥 with
S散ti潮
2.㌮3
.



I渠慤nit
i潮 t漠o 摥taile搠d敳灯湳攠t漠oll 牥煵ir敭敮ts withi渠卥cti潮s 4

, 4.㌬ 㐮4

4.㔬
慮d 㔬
潦o敲e爠浵獴 慣歮owle摧攠e桡t it 桡猠s敡d, 畮摥牳r慮摳, 慮搠will 捯浰my with 敡捨
獥捴c潮/獵扳散ti潮 list敤 扥low 批 i湩ni慬i湧 t桥 li湥 t漠t桥 l敦t of 敡c栮hIf 潦f敲
潲 捡湮潴 浥mt a
灡牴i捵l慲 牥煵i牥浥rt, 灲潶i摥 愠a整eil敤 數灬慮慴a潮 湥硴 to t桡t 牥r畩u敭敮t.




Section 1, Introduction and Instructions



Section 2, RFP Standard Information



Section 3,

Scope of Project



Section 4.1, State's Right to Investigate
and Reject



Section 4.
6
,
Offeror Team Presentations



Section 5.
1
,

Projected Budget




Section 5.4
, Additional Compensation Requirements



Section 6, Evaluation Process



Appendix A,
Standard Terms and Conditions



Appendix B, Contract




RFP14
-
2830T, Marketing Services for Montana Tourism, Page
4

SCHEDULE OF
EVENTS


EVENT

DATE


RFP Issue Date

................................
................................
..............

September 11, 2013


Pre
-
Proposal Conference
Call

................................
......................

September 18, 2013


Deadline for Receipt of Written Questions

................................
.

September 19, 2013


Deadline for Posting Written Responses to the State
'
s Website

..

September 25, 2013


RFP Response
d
ue Date

................................
................................
......

October 9, 2013


Notification of Offeror Interviews/Product Demonstrations


........

October 28, 2013
*


Offeror Interviews/Product Demonstrations


..............................

November 12, 2013
*


Intended Date for Contract Award


................................
...................

January 1, 2013
*



*
The dates
above
identified
by an asterisk
are included for planning purposes. These dates
are subject to change.




RFP14
-
2830T, Marketing Services for Montana Tourism, Page
5

SECTION 1:
INTRODUCTION

AND INSTRUCTIONS


1.
1

INTRODUCTION


The STATE OF MONTANA, Department of Commerce, Montana Office of Tourism (State) is seeking
the
professional services of a marketing and communications agency or agencies to work as a collaborative
partner(s) in the development, implementation, and evaluation of a comprehensive marketing program to
promote the State of Montana as a year
-
round travel
destination to national
,

international
, regional
,

and in
-
state

markets.

A more complete

description of the services sought for this project is provided in Section 3,
Scope of Project. Proposals submitted in response to this solicitation must comply with
the instructions and
procedures contained herein
.


Up to

two contract
s may be awarded from this solicitation.


1.
2

CONTRACT
PERIOD


The contract
period
is
one

year
,

beginning

January 1, 2014
,

and ending

December 31, 201
4
,

inclusive.


The
parties

may

mutually

agree

to a

renew
al of

this contract in

one
-
year intervals, or any interval that is
advantageous to the State.

This contract, including any renewals, may not exceed a total of
seven

years, at
the

State
'
s

option.


1.
3

SINGLE POINT OF CONTACT


From

the date this Request for Proposal (RFP) is issued until an offeror is selected and announced by the
procurement officer,
offerors
shall not

communicate with any state staff regarding this procurement,
except at the direction of

Tia Snyder
,

the procurement officer in charge of the solicitation.

Any unauthorized
contact may disqualify the offeror from further consideration. Contact information for the single point of contact
is:


Procurement Officer:
Tia Snyder

Telephone Number:

406
-
444
-
3315

Fax Number:
406
-
444
-
2529

E
-
mail Address:
tsnyder@mt.gov


1.
4

REQUIRED REVIEW


1.
4
.
1

Review RFP.


Offerors
shall
carefully review the
entire

RFP
. Offerors shall

promptly notify the
procurement officer identified above
via e
-
mail or
in writing of any ambiguity, inconsistency, unduly restrictive
specifications, or error
that
they discover
.

In this notice, the
o
fferor

shall

include any terms or requirements
within the RFP that preclude the offeror from responding or add un
necessary cost.

Offerors shall provide an

explanation
with
suggested modification
s.

The notice must

be received by the deadline for receipt of inquiries
set forth
in Section 1.4.2
.

The State will
determine any

changes to the RFP.


1.
4
.
2

Form of
Questions.


Offerors
having

questions or requiring clarification or interpretation of any
section within this RFP must address these
issues
via e
-
mail or
in writing to the procurement officer
listed
above on or before
September 19, 2013
.

Offerors are to su
bmit questions using the
Vendor
RFP Question and
Answer Form available
on the
OneStop Vendor Information website at:
http://svc.mt.gov/gsd/OneStop/GSDDocuments.aspx

or by calling (406) 444
-
2575
.
C
lear reference to the
section, page, and item in question

must be included in the form
.

Questions received after the deadline may
not be considered.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
6

1.
4
.
3

State
'
s Response.


The State will provide
a

written response by

Sep
tember 25, 2013

to all
questions received by

September 19, 2013
.

The State's response will be by written addendum

and

will be
posted on the State
'
s website
with

the RFP at
http://svc.mt.gov/gsd/OneStop/SolicitationDefault.aspx

by the
close of business on the date listed.

Any other form of interpretation, correction, or change to this RFP will not
be binding upon the State.
Offerors
shall
sign and return with their RFP respon
se an Acknowledgment of
Addendum for any addendum issued.



1.
5

PRE
-
PROPOSAL
CONFERENCE CALL


An
optional

Pre
-
Proposal Conference Call will be conducted on

September 18, 2013

a
t 10:00 am (MST)
.
Offerors are encouraged to use this opportunity to
ask clarifying questions, obtain a better understanding of the
project,
and
to notify the State of any ambiguities, inconsistencies, or errors discovered upon examination of
this RFP.

All responses to questions
during
the Pre
-
Proposal
Conference Call

will
be oral and in no way
binding on the State.

Participation in the
Pre
-
Proposal
C
onference
C
all is optional
; h
owever, it is advisable
that
all interested parties participate.


Offerors
wishing to attend the conference
call

dial

1
-
888
-
333
-
0461
. The password
is 0754. Offerors shall note
that calling in early may result in a busy dial tone. If you should hear this tone, hang up and try again closer to
the start time.


1.
6

GENERAL REQUIREMENTS


1.6.1 Acceptance of Standard Terms and Conditions/Contract.

By
submitting a response to this
RFP, offeror accepts the standard terms and conditions and contract set out in Appendices A and B,
respectively.

Much of the language included in the standard terms and conditions and contract reflects the
requirements of Mont
ana law.


Offerors r
equest
ing

additions or exceptions to th
e standard terms and conditions, or to the

contract terms,
shall

submit

them

to the procurement officer
listed
above by the date

specified

in
Section
1.
4
.2
. A
request
must be
accompanied by an
explanation why the exception is being sought and what specific effect it will have on the
offeror
'
s ability to respond to the RFP or perform the contract. The State reserves the right to address
non
material

requests for exceptions
to the standard terms an
d conditions and contract language
with the
highest scoring offeror during contract negotiation.


The State shall
identify
a
ny
revisions
to the standard terms and conditions and contract language in
a

written
addendum issued for this RFP
.

The addendum

wil
l apply to all offerors submitting a response to this RFP.
The
State will determine any changes to
the standard terms and conditions and/or contract.



1.
6
.2

Resulting Contract.


This RFP and any addenda, the offeror
'
s RFP response, including any
amendments, a best and final offer

(if any)
, and any clarification question responses shall be
incorporated by
reference

in any resulting contract.


1.
6
.
3

Understanding of Specifications and Requirements.


By submitting a response to this RFP,
offeror
ackn
owledges it

understand
s

and

shall
compl
y

with the
RFP
specifications and requirements.


1.
6.4

Offeror
'
s Signature.


Offeror
'
s
proposal must be signed in ink by an individual authorized to
legally bind
the
offeror
.

The offeror
'
s signature guarantees that
the offer has been established without
collusion
.

Offeror shall provide p
roof of authority of the person signing the RFP
upon State
'
s request.


1.
6.5

Offer in Effect for 120
Calendar
Days.


Offeror
agrees
that it

may not
modify
,

withdraw
,

or
cancel
its
proposal

for a 120
-
day period following the

RFP due date

or receipt of best and final offer, if
required
.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
7

1.
7

SUBMITTING A PROPOSA
L


1.
7
.1

Organization of Proposal.


Offerors must organize their proposal into sections that follow the
format of this RFP
.


All subsections not listed in the "Instructions to Offerors" on page 3 require a response. Restate the
section/subsection number and the text immediately prior to your written response.

The
evaluator/evaluation committee
is not required to search thro
ugh the proposal
, literature, or website

to
find a response
.


Offerors shall submit their
electronic
proposal as a digital Adobe PDF file. Offerors are encouraged to make
use of live links within the document to illustrate live samples of work on
externally hosted websites. If making
reference to materials located in another section of the RFP document, specific page numbers must be noted
and/or live links within the document must be used.

While the use of live links is permitted, all websites mus
t
be accessible for public viewing.
Any site found with security features that prevents public viewing will
not be considered in the evaluation.



For

State documentation purposes, o
fferors utilizing websites or links throughout
their proposal must provide

an a
ppendix to their
hard copy
proposal that contains a screenshot of the landing page

and significant support
pages o
f all sites referenced in their proposal. Screenshot image must be accompanied by URL of webpage if
not obvious in screenshot provided
. O
fferors failing to provide the screen shot appendix in their hard
copy proposals will be found
to have failed the requirement in which the live link was used and the
screen shot was not provided
.



Hard copy p
roposals should be bound, and must include tabb
ed dividers separating each section. Proposal
pages must be consecutively numbered.

The

State encourages

Offerors

to use materials

(e.g., paper, dividers,
binders, brochures, etc.) that contain post
-
consumer recycled content. Offerors are encouraged to pri
nt/copy
on both sides
of each page
.


1.
7
.2

Failure to Comply with Instructions.


Offerors failing to comply with these instructions may be
subject to point deductions.
Further, t
he State may
deem
a proposal nonresponsive or disqualify it from further
consideration if it does not follow the response format, is difficult to read or understand, or is missing requested
information.


1.
7
.3

Multiple Proposals.


Offerors may, at their option, submit multiple proposals
. Each proposal

shall
be evaluated separat
ely.


1.
7
.
4

Copies Required and Deadline for Receipt of Proposals.

Offerors must submit
one original
proposal and
one

cop
y
, both in hard copy format

to the State Procurement Bureau
. In addition,
o
fferors

must submit
two

electronic copies on
universal
serial bus (
USB
)

flash drive in
portable d
ocu
ment f
ormat (
PDF
)
.

If any confidential materials are included in accordance with the requirements of Section 2.
3
.2, they must be
submitted on a
separate CD or USB flash drive.


EACH
PROPOSAL MUST BE SEA
LED AND
LABELED

ON THE OUTSIDE OF TH
E PACKAGE

clearly
indicat
ing

it is

in response to RFP
14
-
2830T
.
Proposals must be received at the reception desk of the State
Procurement Bureau prior to 2:00 p.m., Mountain Time
,

October 9, 2013
.

Offeror is solely responsible
for assuring delivery to the reception desk by th
e

designated time.


1.
7
.
5

Facsimile Responses.

A f
acsimile
response to
an RFP will

ONLY
be
accepted on an exception
basis with prior approval of the procurement officer and
only
if it is

received in
its

entirety by the specified
deadline.

Responses to RFPs

received after the deadline will not be considered.


1.
7
.
6

Late Proposals.


Regardless of cause,

the
S
tate shall not accept
late proposals
. Such
proposals will

automatically be disqualified from consid
eration.

Offeror may request
the State return

the

RFP14
-
2830T, Marketing Services for Montana Tourism, Page
8

proposal

at
offeror
'
s
expense

or

the State
will
dispose
of

the proposal

if requested by the offeror
.

(See
Administrative Rules of Montana (ARM)
2.5.509.)


1.
8

COST
S/OWNERSHIP OF MATERIALS


1.
8
.1

State Not
Responsible for Preparation Costs.


Offeror is solely responsible for

all

costs

it
incurs prior to contract execution.


1.
8
.2

Ownership of

Timely Submitted Materials.


The State shall own a
ll materials submitted

in
response to this RFP
.




RFP14
-
2830T, Marketing Services for Montana Tourism, Page
9

SECTION 2: RFP S
TANDARD INFORMATION


2.
1

AUTHORITY


The
RFP

is issued

under 18
-
4
-
304, Montana Code Annotated

(MCA)

and
ARM
2.5.602.

The RFP process is a
procurement option allowing the award to be based on stated evaluation criteria. The RFP states the relative
importance

of all evaluation criteria.

The State shall use o
nly the evaluation criteria outlined in this RFP
.


2
.2

OFFEROR COMPETITION


The State encourages free and open competition to obtain quality, cost
-
effective services and supplies.

The

State design
s

specifications, proposal requests, and conditions to accomplish this objective
.


2.
3

RECEIPT OF PROPOSALS

AND PUBLIC INSPECTIO
N


2.
3
.1

Public Information.


Subject to exceptions provided by Montana law, a
ll information received in
response to this RFP,
including copyrighted material, is public information
.

Proposals

will be made available for
public viewing and copying shortly after the
proposal due date and time
.

The exceptions to this requirement
are
:

(1) bona fide trade secrets meeting the requiremen
ts of the Uniform Trade Secrets Act, Title 30, chapter
14, part 4, MCA, that have been properly marked, separated, and documented; (2) matters involving individual
safety as determined by the State; and (3) other constitutional protections.
See

18
-
4
-
304
,
MCA
. T
he State
provides

a copier for

interested parties
'

use at $0.10 per page.

The interested party is responsible for the cost
of copies and to provide personnel to do the copying.


2.
3
.2

Procurement Officer Review of Proposals.


Upon opening the propos
als in response to this
RFP
,

the procurement officer
will review

the proposals
for
information that meets the exceptions in Section
2.
3
.1, providing the following conditions have been met:




Confidential information
(including any provided
in electronic m
edia
)
is clearly marked and
separated from the rest of the proposal.



The proposal does not contain confidential material in the cost or price section.



An affidavit from
the

offeror
'
s legal counsel attesting to and explaining the validity of the trade
secret
claim as set out in Title 30, chapter 14, part 4, MCA, is attached to each proposal containing trade
secrets.

Counsel must use the State of Montana
"
Affidavit for Trade Secret Confidentiality
"

form in
requesting the trade secret claim. This affidavi
t form is available on the
OneStop Vendor
Information website at:


http://svc.mt.gov/gsd/OneStop/GSDDocuments.aspx

or by calling (406)
444
-
2575.


Information separated out under this process w
ill be available for review only by the procurement officer, the
evaluator/evaluation committee members, and limited other designees. Offerors

shall

pay all

of its

legal costs
and

related
fees

and expenses

associated with defending a claim for confidential
ity
should another party
submit

a
"
right to know
"

(open records) request
.


2.
4

CLASSIFICATION AND EVALUATION OF PROPOSALS


2.
4
.1

Initial Classification of Proposals as Responsive or Nonresponsive.


The State shall initially
classify a
ll proposals
as
either
"
responsive
"

or
"
nonresponsive
"

(
ARM 2.5.602
)
.

The State may
de
em

a

p
roposal nonresponsive if
:

(1
)
any of the required information is not provided;
(2)
the submitted price is found
to be excessive or inadequate as measured by

the RFP

criteria
;

or

(
3)

the proposal
does not meet
RFP

requirements
and specifications
.

The State may find any proposal to be nonresponsive at any time during the
procurement process.

If
the State
deems
a

proposal nonresponsive,
it

will not
be
consider
ed

further.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
10

2.
4
.2

Determination of Responsibility.


The procurement officer will determine whether an offeror has
met the standards of responsibility
consistent

with ARM 2.5.407.

An
o
fferor may be determined
nonresponsible at any time during the procurement process if info
rmation surfaces that supports a
nonresponsible determination.


If an offeror is found nonresponsible, the

procurement officer will notify the
offeror by mail. The determination will be
included within
the procurement file.


2.
4
.3

Evaluation of Proposals.


An
evaluator/
evaluation committee will evaluate
all responsive

proposals
based on stated criteria

and recommend
an
award to the highest scoring offeror
.

The

evaluator/
evaluation
committee may

initiate

discussion
,
negotiation
,

or a best and final offer.

I
n scoring against
stated criteria, the
evaluator/
evaluation committee
may consider such factors as accepted industry standards
and a comparative evaluation of other
proposals

in terms of differing price
and
quality
.

These scores will be
used to determine t
he most advantageous offering to the State. If an evaluation committee meets to deliberate
and evaluate the proposals, the public may attend and observe the evaluation committee deliberations.


2.
4
.4

Completeness of Proposals.


Selection and award will be
based on the offeror
'
s proposal and
other items outlined in this RFP.
Proposals

may not include references to information such as Internet
websites, unless specifically requested. Information or materials presented by offerors outside the formal
response o
r subsequent discussion
,
negotiation
,

or best and final offer, if requested, will not be considered, will
have no bearing on any award, and may result in the offeror being disqualified from further consideration.


2.
4
.5

Achieve
Minimum
Score.


Any proposal that fails to
achieve
75
% of the total available points for
Sections
4.2., 4.
3
,

and 4.4 and/or 4.5
will be eliminated from further consideration. A "fail" for any individual
evaluation criteria may result in proposal disqualification at the
discretion of the procurement officer.


2.
4
.6

Opportunity for Discussion/Negotiation
and/or Oral Presentation/Product Demonstration.


After receipt of proposals and prior to the
recommendation

of award, the
procurement officer
may initiate
discussions with

one or more offerors should clarification or negotiation be necessary.

Offerors may also be
required to make an oral presentation and/or product demonstration to clarify their RFP response or to further
define their offer.

In either case,
offerors should
be prepared to send qualified personnel t
o Helena
, Montana,
to discuss technical and contractual aspects of the
ir

proposal.

Oral presentations and product demonstrations,
if requested, shall be at the offeror
'
s expense.


2.
4
.7

Best and Final Offer.


Under

Montana law, the
procurement officer
may request a b
est and
f
inal
o
ffer if additional information is required to make a final decision.
The State reserves the right to request a best
and final offer based on price/cost alone
.

Please note that the State
rarely

requests a

best and final offer on
cost alone.


2.
4
.8

Evaluator/Evaluation Committee Recommendation for Contract Award.

The evaluator/

evaluation committee will provide a written recommendation for contract award to the procurement officer that
con
tains the scores, justification, and rationale for the decision. The procurement officer will review the
recommendation to ensure its compliance with the RFP process and criteria before concurring
with

the
evaluator's/evaluation committee
'
s recommendation
.


2.
4
.9

Request for Documents Notice.

Upon concurrence with the evaluator's/evaluation committee's
recommendation, the procurement officer will request from the highest scoring offeror the required documents
and information, such as insurance documents, c
ontract performance security, an electronic copy of any
requested material (e.g.,
proposal
, response to clarification questions, and/or best and final offer), and any
other necessary documents. Receipt of
this request

does not constitute a contract and
no
work may begin
until a contract signed by all parties is in place
.

The procurement officer will notify all other offerors of the
State's selection.


2.
4
.10

Contract Execution.

Upon receipt of all required materials
,

a contract
(
Appendix B
)

incorporating the
standard terms and conditions
(
Appendix A
)
,

as well as the highest scoring offeror's
proposal
,
will be provided to the highest scoring offeror for signature.

The highest scoring offeror will be expected to

RFP14
-
2830T, Marketing Services for Montana Tourism, Page
11

accept and agree to all materia
l requirements contained in Appendices A and B of this RFP.

If the highest
scoring offeror does not accept all material requirements, the State may move to the next highest scoring
offeror, or cancel the RFP. Work under the contract may begin when the cont
ract is signed by all parties.


2.
5

STATE
'
S RIGHTS RESERVED


While the State has every intention to award a contract
resulting from

this RFP, issuance of the RFP in no way
constitutes a commitment by the State to award and execute a contract. Upon a determination such actions
would be in its best interest, the State, in its sole discretion, reserves the right to:




Cancel or terminat
e this RFP (18
-
4
-
307
, MCA
);



Reject any or all proposals received in response to this RFP (ARM 2.5.602);



Waive any undesirable, inconsequential, or inconsistent provisions of this RFP
that

would not have
significant impact on any proposal (ARM 2.5.505);



Not award

a contract,
if it is in the

State
'
s
best interest
not
to proceed with contract execution (ARM
2.5.602); or



If awarded, terminate any contract if the State determines adequate state funds are not available
(18
-
4
-
313
, MCA
).


2.6

DEPARTMENT OF

ADMINISTRATION POWERS AND DUTIES


The Department of Administration is responsible for carrying out the planning and program responsibilities for
information technology (IT) for state government.
(Section 2
-
17
-
512, MCA) The Chief Information Officer is the

person appointed to carry out the duties and responsibilities of the Department of Administration relating to
information technology.

The Department of Administration shall:




Review the use of information technology resources for all state agencies;



R
eview and approve state agency specifications and procurement methods for the acquisition of
information technology res
ources; and



Review, approve, and sign all state agency IT contracts and shall review and approve other formal
agreements for informatio
n technology resources provided by the private sector and other
government entities.


2.7

COMPLIANCE WITH STATE OF MONTANA IT STANDARDS


The offeror is expected to be familiar with the State of Montana IT environment. All services and products
provided as
a result of this RFP must comply with all applicable State of Montana IT policies and standards in
effect at the time the RFP is issued.
Contractor(s) will be required to comply with future standards and policies
unless they can demonstrate a significant f
inancial impact or inability to meet a technical requirement.
The

offeror must request exceptions to State IT policies and standards in accordance with
Section 1.6

of this RFP.

It will be the responsibility of the State to deny the exception request or to
seek a policy or standards exception
through the Department of Administration,
State
Information Technology Services Division (
S
ITSD). Offerors
are expected to provide proposals that conform to State IT policies and standards. It is the intent of
S
ITSD to
utilize the existing policies and standards and not to routinely grant exceptions.
The State reserves the right to
address nonmaterial requests for exceptions with the highest scoring offeror during contract negotiation.


The links below will provi
de information on State of Montana IT strategic plans, current environ
ment, policies,
and standards.


State of Montana Information Technology Strategic Plan

http://itsd.mt.gov/stratplan/statewide/default.mcpx



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
12

State of Montana Information Technology Environment

http://itsd.mt.gov/techmt/compenviron.mcpx


State of Montana IT Policies

http://itsd.mt.gov/policy/policies/default.mcpx


State of Montana
Software Standards

http://itsd.mt.gov/policy/software/default.mcpx





RFP14
-
2830T, Marketing Services for Montana Tourism, Page
13

SECTION 3:
SCOPE OF PROJECT


3.
1

GOALS OF THIS PROCESS


The STATE OF MONTANA, Department of Commerce, Montana Office of Tourism (State) is seeking the
professional services of one or more marketing and communications agencies to work as a collaborative
partner(s) in the development, implementation, and evaluati
on of a comprehensive marketing program to
promote the State of Montana as a year
-
round travel destination to national, international, regional, and in
-
state markets.


The scope of this RFP includes all paid, earned, social, and owned media channels. While the State has
contracted for
marketing

campaigns
, public relations, and publications
in the past, this will be the first time the
State has
solicited

services for
a di
gital agency

of record for
ongoing strategy, design and development of our

owned digital channels.
One immediate outcome of this process would be a totally new
v
isitmt.com

to deliver a
best
-
in
-
class destination experience.


Longer term
, the State will rely

on the
c
ontractor

t
o bring forth relevant
digital strategies and solutions to
most effectively

connect with,
inspire, engage
,

and serve
our audience
.
T
oday’s

new and emerging digital
opportunities

(e.g. Google Glass, automobile smart systems, etc.)

may

be

tomorrow’s

priority platforms
for the
State
.


3.
1
.1 RFP Structure.


This RFP consists of two components:


COMPONENT ONE:

Brand Strategy, Creative, Media Buying, Public Relations and Social Media

COMPONENT TWO:

Digital
Strategy,
Design

and Development


Dividing the work into two components enables the Montana Office of Tourism to build a team of
experts in key business areas. The State seeks to develop innovative and effective tourism marketing
suitable to a world
-
class brand. This team of experts will f
oster great ideas from all sources, built
collaboratively, and amplified through processes that foster full integration

in thinking, and in
execution.



This structure allows for
o
fferors to submit one comprehensive proposal in response to both
components,

or a single proposal in response to either Component One or Component Two. The State
will evaluate each component separate
ly

and will award contracts to the highest scoring
o
fferor
(
s
)

in
each category.


3.
2

BACKGROUND


ABOUT THE INDUSTRY

Tourism is one of

Montana’s leading industries and primary revenue drivers. In 2012, Montana hosted 10.8
million nonresident visitors who spent more than $3.3 billion in the state.



Montana is very fortunate to have two outstanding national parks book
-
ending the state


Yellowstone and
Glacier National Parks. These two parks are both the leading motivation for why people choose to visit and the
top attractions visited in Montana


6 out of 10 travelers visit one or both of the parks. Scenic driving, wildlife
watching, pho
tography and hiking are the most popular activities visitors enjoy with vacationing being the
primary reason people travel to Montana. Montana delivers on the experience and the majority of our visitors
have been here before. Montana draws most of its visi
tation from our neighboring and regional states and
provinces such as Washington, Idaho, Wyoming and Alberta, Canada. Further information regarding
Montana’s visitors and its tourism industry can be found on the Institute for Tourism & Re
creation Research’
s
website at

http://www.itrr.umt.edu
.


Tourism in Montana is an industry of small businesses from a variety of sectors, including lodging
accommodations, restaurants and bars, outfitters and guides, ski areas and pri
vate attractions, museums and

RFP14
-
2830T, Marketing Services for Montana Tourism, Page
14

cultural facilities, farmers and ranchers, gas stations and convenience store owners, and retail shops. The
industry also counts various state and federal agencies as critical partners.


ABOUT THE MONTANA OFFICE OF TOURISM

Th
e Montana Office of Tourism is the statewide tourism promotion and development program provided by the
Montana Department of Commerce. The Montana Office of Tourism serves the people of Montana with
programs designed to develop and promote Montana as an at
tractive destination for visitors from around the
world. Our goal is to work with our statewide partners to create a tourism industry that provides positive
benefits for Montana's economy, its communities, and its people.


The Montana Office of Tourism fun
ds its travel and tourism marketing programs solely through a statewide
selective sales tax assessed on the rate charged for lodging at Montana’s hotels, motels, B&Bs, guest
ranches, campgrounds, and other lodging facilities. This tax, currently at 7%, bre
aks down into two categories:
a 3% selective sales and use tax going into the State’s General Fund and a 4% tax, the Montana Lodging
Facility Use Tax, or “bed tax”, which finances a number of tourism
-
related programs, including the Montana
Office of Touris
m.


Currently, 64.9% of the bed tax collected is used for the Montana Department of Commerce’s Montana Office
of Tourism and Montana Film Office programs. In State Fiscal Year
(SFY)
2013 (July 1, 2012
-
June 30, 2013),
64% of this money was budgeted to Monta
na Office of Tourism marketing programs including consumer
advertising, public relations, digital marketing, social media, and publications.


Montana is fortunate to currently have a stable, dedicated source of funds for tourism promotion and
development.

The existence of this funding, and the invaluable promotional efforts it affords, are essential to
maintaining and increasing tourism growth into the future. While relatively stable, the State’s marketing budget
is modest compared to other states

where to
urism is a leading industry
. In
SFY
2013, the Montana Office of
Tourism budget ranked 18
th

among the 50 state tourism offices
.


ABOUT THE MARKETING

The State embarked upon a brand discovery process in 2007. This process developed a deeper understanding
of
the State’s target audience and solidified its points of difference into three brand pillars:




More spectacular, unspoiled nature than anywhere else in the Lower 48;



Vibrant and charming small towns that serve as gateways to natural wonders; and



Breathtak
ing experiences by day; relaxing hospitality at night


At the same time, the State focused its development and promotional efforts around a subsection of high
-
value, low
-
impact travelers dubbed “geotravelers.” Geotravelers are travelers who embody the conc
ept of
Geotourism. a type of travel identified through a joint 2003 study of the U.S. Travel Association and National
Geographic Traveler.


Geotourism is defined as

tourism that sustains or enhances the geographical character of a place

-

i
ts
environment,

culture, aesthetics, heritage, and the well
-
being of its residents.


The study,
Geotourism: The New Trend in Travel
, is available for purchase through the U.S. Travel Association
at
https://ww
w.ustravel.org/research/publications



More information on the target audience (including an important winter target audience subset) and the
Montana brand can be found in the three brand books at
http://travelmontana.mt.gov/branding/


This understanding of the State’s target audience and the Montana brand allowed the State to focus its
messaging in its marketing efforts, increase brand awareness, intent to travel, and actual travel to the state.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
15

Until 2012, the marketing programs of the Montana Office of Tourism were organizationally siloed. With a
recent internal restructuring, it is our intent to break down the silos and

develop truly integrated campaigns that
harness the power of our multiple o
wned, ea
rned, paid, and social channel
s (see diagram below).
The
c
ontractor
(s) will be responsible for collaboratively concepting, developing, executing and measuring these
integrated marketing efforts with both each other (if applicable) and staff from th
e State.




PROGRAM DETAIL

The following information

is designed to provide additional current and historical detail on the main marketing
programs:


CONSUMER ADVERTISING: The
S
FY14 consumer advertising budget is
$8.1 million
. This budget
covers media
placement
,
agency fees, and outside costs. Approximately 70% of the consumer
advertising program budget is spent in media (net) placement.

The current contractor for these services
is
MercuryCSC (Bozeman, Montana).


Examples of recent past marketing campai
gns from the Montana Office of Tourism can be viewed at
http://travelmontana.mt.gov/consumermarketing/current_campaigns.asp
.


PUBLIC RELATIONS: The
S
FY14 public relations p
rogram budget
is $500,000 with $293,000 allotted
for PR agency services
. Historically, this program has been serviced by two full
-
time personnel working
day
-
to
-
day with both inbound media servicing and outbound pitching through both traditional means
and s
ocial channels. The agency has been responsible for media monitoring, development and
maintenance of a pressroom

(
http://montanapressroom.com
)
,

in addition to creation and maintenance
of a media database.
The cur
rent contractor for these services is MercuryCSC (Bozeman, Montana).


SOCIAL MEDIA: The
S
FY14 social media marketing program budget is $400,000. The budget for
social media includes ongoing support of all of the channels and campaigns that promote the stat
e
during the warm and winter seasons. The recent warm season #MontanaMoment campaign was
budgeted at $127,000 with $25,000 of the bud
get being spent on paid media. The current contractor for
these services is MercuryCSC (Bozeman, Montana) and their subcont
ractor Big Fuel (New York, New
York).


DIGITAL MARKETING:
The
S
FY14 budget for digital marketing is $
8
00,000.The digital marketing
program oversees the development and design of owned digital assets, including visitmt.com,
getlostmt.com, campaign microsites, and native applications. See
http://visitmt
.com/digital
-
environment/

for a diagram of the digital ecosystem.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
16

While consumer marketing, social media and public relations create awareness and interest in
Montana’s travel product,
visitmt.com

must realize the promise and build upon that initial inte
rest.
Visitmt.com

needs to inspire and facilitate travel to Montana.



Between 1995 and 2007, the State developed websites and other digital assets employing a mix of in
-
house web designers, web programmers, and contracted vendors on a project
-
by
-
project
basis.



In 2007, the State brought in its agency of record
, MercuryCSC,

to assist with digital projects, such as
the coordination of content with its consumer advertising campaigns.



In 2008,
the State

engaged with
MercuryCSC
to assist with a redesign o
f visitmt.com, wintermt.com
and skimt.com to align all three sites with our newly implemented state brand.



In 2010,
the State launched g
etlostmt.com, digital marketing’s f
irst foray into leveraging user
-
generated
content to tell a travel story. Later tha
t year, digital marketing

awarded a contract
(val
ue of $74,500
) to
MMGY

(Kansas City, Missouri)

to design a mobile
-
specific version of visitmt.com.


In 2012, a usability study on m.visitmt.com was conducted and resulted in the redesign of mobile
visitmt.co
m. This work was commissioned from MMGY for approximately $72,000. Also in 2012
,

native
iOS and Android apps were launched to support the Get Lost site. Finally, the first of three editions of
the State’s

iPad magazine,
Get Lost The Magazine
,
were

also rel
eased in 2012

at a cost of
approximately
$175,000.

Internal and external usability and marketing studies suggest that
v
isitmt.com

needs to be less of a
‘search engine’ of Montana tourism businesses and more of an authoritative, expert voic
e. A guide,
rather than a guide
book. This research demonstrates that customers expect to be inspired by content
on
v
isitmt.com
. They also expect that
v
isitmt.com

will offer tools that offer them vacation ideas and
facilitate travel planning. Our customers don’t think
of state destination marketing organization (DMO)
websites as a source of hotel, airline and dining information. Instead customers trust other sources for
travel planning information


Trip Advisor, Expedia, Yelp, etc.

The State has an additional travel w
ebsite and brand,
getlostmt
.com
,

that needs to be assessed and
considered as part of the strategy for rebuilding
v
isitmt.com
.
Getlostmt
.com

is primarily a user
-
generated content (UGC) site that encourages travelers to share their stories about their favori
te places
in Montana. The Get Lost brand is well loved by locals but awareness of the website is very limited. We
think there is a disconnect between the goal of the campaign and the results.

The State

has numerous tourism partners within the state
. We wou
ld like a site that allows us to better
bring
partners
under
our digital umbrella

to take advantage of our marketing stra
tegies and platforms,
while offering a more cohesive experience to the consumer.


3.
3

SPECIFICATIONS AND REQUIREMENTS


3.2.1
Expectations.


The
c
ontractor
(s) must be able to meet the State’s expectations of service

during
the contracted term,

including:




E
ffective marketing
.

S
trategic,
creative
,
integrated

marketing initiatives to leverage public and
private promotional dollars and make us more competitive in an increasingly crowded
travel

marketplace.



Brand immersion.

Deep knowledge and understanding of the Montana brand and travel
experience.


RFP14
-
2830T, Marketing Services for Montana Tourism, Page
17



Creating val
ue for the traveler.

We
make

their life a little nicer
and bring

Montana a little closer by
sharing content
and creating opportunit
i
es
to entertain them
,
c
onnect them
,
s
hare

their
talents
,
be

more
interesting, more
knowledgeable
, or a part of something bigger than themselves.



Measurement that matters.

Expertise in developing and translating measurement and analytics
activities into practical program learnings, performance reports and business insights.



Expert staff.

Smarts, experience, and resources to reveal breakthrough opportunities and execute
high
-
impact campaigns on all platforms.



Team players.

The right p
rocesses, people, and enthusiasm for working
effectively
as a member of
a team with other agencies, partner
s, and client staff.



Trailblazers.

Finger on the pulse of emerging technology, trends, platforms and messaging
opportunities.



Opportunists.

Swift

identification

and

development

of
real
-
time and first
-
to
-
market opportunities for
the State.



Risk
-
takers.

A
reputation for taking calculated risks to achieve
massive

success.



Agility
.

Agency s
taff

and
structure

that

adapt
s

to
the
unpredictable and spontaneous

nature of
our

work

and environment without compromising

high
-
quality account service
.



Presen
ce
.

K
ey
staff

available for meetings in Helena as needed at
the agency’s

expense, and
available at all times via telephone and e
-
mail.



Honest
y
.

Transparency, trustworthiness
,
and
integrity

in all
that the agency does.



Industry engagement.

F
amiliar with the key
players, political landscape, structure and issues
affecting Montana’s tourism industry.



Client

investment
.

Unsolicited investment in

programs, people, and tools that develop capabilities,
in
telligence,
and opportunities that benefit the
State
.




Partnership
development
.

Agency builds
positive, productive
relationships with current and
potential private
-

and public
-
sector partners with and on behalf of the State.



Commitment
.

The
agency

must not hold or acquire an account that is considered b
y the
State to
be a competitor without the prior written approval of the State. This may include a
state, county,
city, or
a
region representing another domestic or international destination marketing organization
.

The
agency

may assist, or have as clients, in
-
s
tate and out
-
of
-
state cities or counties or other local
destination marketing organizations, such as tourism business improvement districts, convention
and visitor bureaus, chambers of commerce, etc. The State retains t
he right to determine whether it

cons
iders a destination marketing organization as competitive.


3.
4

SCOPE OF WORK FOR COMPONENT ONE


The c
ontractor shall perform the following Scope of Work:


3.
4
.1 Marketing Strategy
and

Brand Planning
.



Develop brand positioning strategy and marketing plans, including competitive and situational
analyses, goals, objectives, priorities, audience and integrated multi
-
media strategies.



Strategize, plan, and execute integrated and measureable marketing
programs to build awareness,
intent, and travel to Montana.



Develop partnership programs and brand
-
to
-
brand relationships to extend marketing reach, engage
industry partners, and tap into shared consumer affinities.



Account management, including account s
taff coordination, budget management, project
management, status reports, quality control, and client communications.


3.4
.2 Research
and

Evaluation
.



Monitor, track, and provide point
-
of
-
views on social, economic, political, environmental, media,
consumer
and travel industry data and trends that could impact client business.



Identify opportunities to grow market share or revenue.



Conduct research to shape, target, and measure marketing efforts.


RFP14
-
2830T, Marketing Services for Montana Tourism, Page
18



Track and evaluate performance of marketing activities.



Produce

reports, summaries, dashboards, and other tools on industry and client performance
indicators.



Monitor and provide intelligence on competitors’ marketing activities.



Conduct audits and analyses of client product and experience.


3.
4
.3 Creative Services
.



Conceptualize big, singular ideas that engage our audience with the Montana brand.



Create, produce,
procure
,

and prepare advertising and branded content for distribution on domestic
and international online and offline media channels, including paid, owne
d, earned and social media
platforms.



Create, produce, publish
,

and distribute printed promotional materials including but not limited to the
Montana Guidebook, Montana Highway Map, and event
-
related collateral.



Research, produce
,

and/or procure, and manage assets and content for tourism development and
marketing purposes, including but not limited to artwork, illustrations, photography, video, music,
maps, voiceover, copy, literature, brand identity pieces, etc. Negotiate rates an
d use for rights
-
managed assets.



Design and translate content for international, trade, and internal audiences as necessary.



Develop creative concepts, design, and art direction for the various publications.



Design promotional content using static and
dynamic data feeds and formats.



Work collaboratively with digital marketing agency and MTOT staff to bring ideas to life across all
owned, earned, social, and paid media touch points.


3.
4
.4 Media Planning
and

Buying
.



Annually develop and recommend media o
bjectives, strategies, and tactics in support of overall
marketing plan goals and objectives.



Plan, negotiate, and purchase media placements and program integrations on channels and
publishers including but not limited to: print, digital (including display
, search engine marketing,
mobile, video, social media), broadcast, out
-
of
-
home, event, sponsorship, point
-
of
-
purchase, co
-
operative marketing, direct marketing, and emerging technology vehicles.



Evaluate and recommend search engine optimization strategies

and activities, in coordination with
digital marketing agency.



Monitor and optimize placements to ensure optimum performance and full completion of all media
schedules, negotiating make
-
goods and bonus units as appropriate.



Provide performance reports an
d analysis of media placements throughout and at the completion of
each campaign. The
c
ontractor shall retain, and submit to the State upon request, proof of
publication, performance, or other such affidavits for all media placements.



Develop co
-
operative
marketing program for industry partner participation.



Monitor industry and priority media markets and report on media insights, opportunities, and
information of importance/impacting client and its competitors.


3.
4
.5 Public Relations
.



Strategize, develop,

execute, and support comprehensive domestic and international public/media
relations campaigns and program activities, utilizing both traditional and emerging social media
approaches. Includes press releases, email blasts, targeted media events, story pit
ches, and
development of hosted press trips. Engage MTOT’s tourism industry partners to assist in all phases
of work with the media.



Service inbound media requests/inquiries that may include, but not limited to
,

content development,
hosting, logistical arr
angements, providing visuals and video. Track results of inbound servicing.
Develop and maintain relationships with influential travel and lifestyle voices.



Enhancement and maintenance of online pressroom, including blogging.


RFP14
-
2830T, Marketing Services for Montana Tourism, Page
19



Track and report on editorial

coverage in both traditional and social outlets to quantitatively and
qualitatively assess an earned media value of PR efforts and provide ongoing reports of the
findings.



Represent the state of Montana at media events, shows, trips, and other outreach f
orums.



Develop and manage an integrated contact and communications management system for the
purpose of facilitating and tracking communications with media contacts.



Communicate tourism and MTOT success to our partners, constituents, press, legislature an
d
industry.



Develop and deliver workshops and seminars on a variety of media / public relations and travel
trade subjects.



Assist with crisis communication strategy, plan, protocol, execution, monitoring and support,
including social media channels.


3
.
4
.6 Social Media
.



Strategize, develop,
and
execute social media strategies including competitive and situational
analyses, goals, objectives, priorities,

and

audience
.




Brand positioning that compliments the overall consumer marketing program
.




Account
management, including account staff coordination, budget management, project timelines,
status reports, quality control, and client communications
.



Compelling, creative execution across all social media channels on an on
-
going basis
.




Identify and counsel
as to how MTOT can maximize emerging technology and trends in the social
space
.



Execution, measurement, tracking, and evaluation of social

analytics
.



Suggest new tactics and metrics as its objectives, network size and campaigns mature, grow and
change
.




Ex
perience envisioning and executing high impact social media events and campaigns
.




Concept, produce and execute high impact so
cial media events and campaigns.


3.
5

SCOPE OF WORK FOR COMPONENT TWO


The
c
ontractor shall perform the following Scope of Work:


3.5
.1 Digital Marketing Strategy and Planning
.



Develop digital marketing plans, including competitive and situational analyses, goals, objectives,
priorities, audience
.




Brand positioning that comple
ments the overall consumer marketing program
.




Account
management, including account staff coordination, budget management, project timelines,
status reports, quality control, and client communications
.


3.
5
.2 Research
and

Evaluation
.



Monitor, track, and provide point
-
of
-
views on social, economic, political,
environmental, media,
consumer and travel industry data and trends that could impact client business
.



Conduct research to shape, target, and measure marketing efforts
.



Track and evaluate performance of digital/social activities
.



Produce reports, summaries,

dashboards, and other tools on industry and client performance
indicators.



Monitor and provide intelligence on competitors’ marketing activities
.




Conduct audits and analyses of client product and experience
.



Execution, measurement, tracking, evaluation
o
f

digital

analytics
.



Search engine optimization/search engine marketing
(
SEO/SEM
)
.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
20

3
.
5
.3 Creative Services
.



Create, produce, and prepare digital branded content for distribution on domestic and international
online media channels, including paid, owned,
earned and social media platforms.



Research, produce and/or procure, and manage assets and content for tourism development and
marketing purposes, including but not limited to artwork, illustrations, photography, video, music,
maps, voiceover, copy,
literature, brand identity pieces, etc. Negotiate rates and use for rights
-
managed assets.



Design and translate content for international, trade, and internal audiences as necessary.



Design promotional content using static and dynamic data feeds and format
s.


3.5
.4 Website
.



Lead, actualize
,

and execute campaign sites, content apps
,

and integration of marketing campaigns
and digital projects
.



Research marketplace, target audience/users and develop strategies to reach them and fulfill their
needs and expectat
i
ons of a travel destination web
site
.




Offer a solution for our

vision
of a new

destination website for
the State.




Emphasis on user experience and interaction design
.



User
interface design
.



Software
engineering/programming
.




Backend database integration
.



Working with third party social media APIs to integrate our social media and web presence and
leverage their respective audiences.



Ide
ntify and counsel as to how the State

can maximize emerging technology and trends in web
marketing, design and development
.



Full ADA compliance (Section 508 Standards).


3.
5
.5 Mobile Platforms
.



Identify and counsel as to how
the State

can maximize emerging technology and trends in mobile
platforms (tablets and smartphones) in terms of native and web apps.



Evaluate and advise
the State on

current marketing and PR efforts on mobile platforms
.



Advise on
how to present and use visitmt.com on smart
phones. i.e. respon
sive design, content
parity, on
-
the
-
ground vs. planning

stage
, etc.


3.5
.6 Emerging Web Platforms
.



Assist
the State

with the analysis of new and emerging web content delivery systems and
technologies and create strategies, objectives and implementation as necessary from this analysis.


3.
6

CHANGE IN STAFFING


Since qualifications of individual personnel are key in dete
rmining which offeror will be selected for this
contract, a written notification to the Department of Commerce of any changes of key personnel must be made
within two weeks of the change. These change notifications will be completed upon the departure or h
iring of
key personnel who are professional employees critical to the work performed under the resulting contract.
Failure to notify the Department of Commerce of staffing changes could result in the Contractor being
terminated and possible suspension from

bidding on other State projects.





RFP14
-
2830T, Marketing Services for Montana Tourism, Page
21

SECTION 4: OFFEROR QUALIFICATIONS


All subsections of
Section
4 not listed in the
"Instructions to Offerors" on page 3

require a response.
R
estate the
subs
ection number and the text immediately prior to your written
response.


4.
1

STATE'S RIGHT TO INV
ESTIGATE AND REJECT


The State may make such investigations as deemed necessary to determine the
o
fferor
'
s
ability
to perform the
services specified. The State reserves the right to reject a proposal if the
information
submitte
d by, or
investigation of, the
o
fferor fails to satisfy the State
’s determination

that the
o
fferor is properly qualified to
perform

the obligations of the contract.

This includes the State's ability to reject the proposal based on negative
referenc
es.


4.
2

OFFEROR QUALIFICATIONS


To enable

the State to de
termine the capabilities of an
o
fferor to perform the services specified in
the RFP
, the
O
fferor
shall
respond to
Sections 4.3, 4.4, and 4.5

regarding its ability to meet the State's requirements.

THE

RESPONSE, "(OFFEROR'S NAME) UNDERSTANDS AND WILL COM
PLY," IS NOT APPROPRIATE FOR
THE
S
E

SECTION
S
.

Each item must be thoroughly addressed. Offerors taking exception to any requirements
listed in this section may be found nonresponsive or be subject to po
int deductions.


4.3

GENERAL AGENCY INFORMATION



All
o
fferors must address each requirement thoroughly.


4.3.
1

What is your agency’s unique point
-
of
-
difference?
Describe

your position in the marketplace.


4.3.
2

Provide agency billings for 2010, 2011, 2012, and 2013 (projected). Indicate percentage of
total billings by the following service categories
, as applicable
: 1) marketing strategy and creative;
2) media buying (
gross); 3) public relations; 4) social media
; and 5) digital design/development
services.


4.3.
3

Provide number of full
-
time personnel and breakdown according to function

as prescribed by
your agency

(i.e. account services, creative services, research, media, etc.)
.


4.3.
4

Provide an active client list, the nature of your work for them, and billings (or range), and year
acquired.


4.3.
5

Highlight business gained or lost over the past 12 months
. Comment on why your agency lost
the business and/or was chosen to service these
new accounts.


4.3.
6

List any current or past clients that operate in the travel industry. Do you foresee any conflicts
of interest? Do you have permission of your current travel industry clients to pursue this business?

(Not scored
--
informational only. Th
e State reserves the right to reject any proposal with
current
travel industry clients considered to be competitive with the State.)


4.3.
7

Indi
cate if your agency is involved, or has been involved (within the last
two

years)
in any
pending
or resolved
lawsuits and the nature of those
suits.

(Not scored
--
informational only. The
State reserves the right to reject any
o
fferor

with
pending lawsuits that, at the sole determination of
the State, may hinder the ability of the
o
fferor to meet the State’s requir
ements of this RFP
.)



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
22

4.3.
8

Detail your agency’s resources and approach to understanding, managing, and complying
with legal issues and requirements within the scope of this RFP, such as
FTC guidelines,
trademarking, copyrights,

etc.



4.3.
9

What position
would our account have on your roster? Please answer according to the RFP
components you are submitting offers for:



Component One Offerors
:

What position would a $7 million account have on your roster?



Component Two Offerors
:

What position would a $600,000

account have on your roster?


4.3.
10

Describe your agency’s experience and approach to working with other agencies on a client
account.


4.3.
1
1

Detail three of your agency’s most significant achievements over the past few years.


4.3.
1
2

L
ist at least
six clients among your present roster who we might call as a reference for your
capabilities and services.

Provide contact person(s), contact telephone number, e
-
mail address,
and dates of service
.

Negative references may be grounds for proposal disqualifi
cation.


4.3.
1
3

Your turn:

I
nclude any other information you believe would be important for us to consider
as we look for our ideal agency partner.


4.4

COMPONENT ONE
QUESTIONNAIRE



Offerors must address this section if they are responding to Component One
Scope o
f Work as defined in
Section
3.4
.


4.
4
.1 Brand Strategy

and

Creative Development
.


4.4.1.
1

Describe your agency's internal capabilities for understanding and developing media

strategies incorporating synchronized earned, owned, and paid tactics.


4.4.1.
2

The State is focused on the Geotourist/Geotraveler demographic. List and explain your
agency's capabilities in understanding and marketing to this
segment

include any propriet
ary
programs you use to gain a better understanding of this audience's habits and motivations.



4.4.1.
3

Describe your creative process.


4.4.1.
4

Briefly outline your research capabilities.


4.4.1.
5

Explain how you measure the effectiveness of branding
campaigns; describe the
accountability and reporting procedures implemented.


4.
4
.
2 Media Planning
and

Buying
.



4.4.2.
1

List all syndicated media/market research to which you subscribe as well as any
proprietary research tools
that

aid you in the planning/buying process.


4.4.2.
2

Explain your agency’s planning and buying systems for tracking and reporting media
activity


from plan, to purchase and post, including by placement, product, segment, individual
profiling, geographic designation or

designated marketing area (
DMA
)
. If yo
ur agency
offers

performance
dashboards to
its clients, provide mock
-
ups of the anticipated report outputs that
could be adopted for the State. Include details on system such as frequency of reporting
, how
client would access,

and cost if not included in s
tandard service offering.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
23

4.4.2.
3

Discuss yo
ur
agency’s

capabilities in digital media placement. H
ow is the
media
team
structured,
equipped
, and experienced
to

plan, buy, and optimize

solutions across
all
digital
channels

(including display, paid and non
-
paid search, social, and mobile)
?



4.4.2.
4

Explai
n the newest
trends
/developments

you
r agency sees

in
the media space that are
most relevant to marketing the State as a travel destination
. How is your agency equipped to
i
dentify and mitigate/capitalize on these trends

for the State
?




4.4.2.
5

Describe your procedures and philosophies about the negotiating process.


4.4.3

Public Relations
.



4.4.3.
1

What are the major changes your agency is seeing in public relations and how has your
agency addressed these changes for their clients? How does your agency anticipate evolving
public relations efforts in this rapidly changing landscape?


4.4.3.
2

Explain
how your agency plans on fulfilling the scope of work outlined under the Public
Relations Scope of Work section of this RFP. Describe your methodology to develop and deliver
story ideas and tourism news of interest to the media. Describe your methodology f
or tracking
editorial coverage and ROI of media efforts.


4.4.3.
3

List
five

of your largest reach national media
exposures
that your agency helped
generate for a travel/tourism client over the past
three

years.


4.4.3.
4

Provide four samples of public relat
ions written/digital materials (i.e. press releases,
story content, advertorial, travel article, story pitches, digital outreach, etc.) created within the
last
two

years, which are pertinent to this RFP, written by the person(s) who will assume this
duty w
ith this contract. Provide an explanation as to the purpose of the written samples.


4.
4
.4

Social Media
.



4.
4.
4.1

Describe your process that guides the development of effective social media.


4.4
.
4.2

What do you consider a high impact social media event? Please provide one example of
high impact social media event your agency developed for a client.


4.
4
.5

Working Relationship
.



4
.4
.
5.1

Proposed account team: Name, title, role on this account, percen
tage of time to this
account, education, experience,
and
related work accomplishments.


4.
4
.
5.2

Discuss your approach to working with multiple internal departments and individuals
within the client's organization.


4.
4
.
5.
3

Describe your agency's experience with cooperative marketing and working with multiple
constituents.


4.
4
.6

Case Studies
.



4.
4
.6
.1

Include an
account/campaign
case study that

best demonstrates your ability to develop

powerful
creative

messaging that is integrated across
marketing/media plans to drive
awareness and strong differentiation for a brand, resulting in tangible, measureable growth.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
24

4.
4
.
6.2

Outline your most successful public relations case study spanning at least a 12
-
month
t
imeframe including return
-
on
-
investment (ROI) details. Explain how this integrated with other
components of marketing (i.e. social, digital, etc.).


4.
4
.
6.3

Cite your company’s experience creating social media campaigns. Provide two case
studies. Case Stud
ies should be in the following format:



Client Requirements



The challenge, goals and objectives



Identify all other agencies/vendors and their roles/responsibilities on the project



Strategy developed to achieve goals and objectives



Approach selected and rationale for approach



Metrics selected and rationale for selection



How did you define ROI from a social media perspective?




Value delivered against chosen metrics



Commentary for how the campaign was optimized over time (initial suc
cesses & failures,
how did your team adjust and capitalize on learning? What did you do to change your
approach?


4.5

COMPONENT TWO
QUESTIONNAIRE



Offerors must address this section if they are responding to Component Two
Scope of Work as defined in
Section
3.
5
.


4.
5
.1 Digital Strategy, Development
and

Design
.


4.
5
.1
.1

How do you develop and test for usability in the development and design phase?


4.
5
.1.2
What is your agency’s overall philosophy
to developing digital strategy?



4.
5
.
1.3

Describe

how you will create a lasting and adaptable platform strategy, approach, and
process for building an online presence for the State that will be flexible, responsive and quickly
adaptable to the next marketing unknown that rapidly changing technology will
throw at us?


4.
5
.
1.4

What role does technology play in web development and design in your design and
development process?


4.5
.
1.5

The State seeks to change not just our site structure and design, but our content
strategy as well. How would your agency cr
eate a strategy and manage this process?



4.
5
.
1.6

Describe how SEO/SEM has helped amplify content strategy and development.


4.
5
.2

Research
and

Evaluation
.



4.
5
.
2.1

How do you develop, report on, and utilize key performance indicators for your
clients'
digital projects?


4.
5
.
2.2

How do you measure engagement and what is the process for amplifying engagement
as content matures?


4.
5
.3

Working Relationship
.



4.
5
.
3.1

Proposed account team: Name, title, role on this account, percentage of time to this
account, education, experience,
and
related work accomplishments.


RFP14
-
2830T, Marketing Services for Montana Tourism, Page
25


4.
5
.4

Case Studies
.



4.
5
.
4.1

Provide two case studies of website redesigns.


4.
5
.
4.2

Provide

one case study detailing how you manage inevitable day
-
to
-
day working
realitie
s of digital development. Case s
tudy should be in the following format:



Delays



Client changes



Legal or policy requirements



Staff turnover



Crisi
s manag
ement (i.e. social/onlin
e crisi
s)



Unforeseen
challenges


4.
5
.
4.3

Provide two case studies of integrated traditional/digital/social campaigns. Did you work
with any other agencies? If so, please identify the role of each agency played in

strategy and
execution. Case s
tudies should be in the following format:



Client Requirements



The challenge, goals and objectives



Strategy developed to achieve goals and objectives



Approach selected and rationale for approach



Metrics selected and rationale for selection



How did you define ROI from a digital/social media perspective?




Value delivered against chosen metrics



Commentary for how the campaign was optimized over time (initial successes
and

failures, how did your team adjust and capitalize on learning? What did
you do to change
your approach?


4.
6

OFFEROR TEAM PRESENTATIONS


After completion of the first stage of evaluation, the State will invite the
highest
-
scoring
o
fferor

and any other
o
fferors within
750 points
of the highest scoring offeror

for
team
presentation
s (per each component)
. The
State reserves the right to proceed directly to contract award
after stage one evaluation if
the highest scoring
offeror
ha
s

a point advantage of more than
75
0

points

over the

next highest scoring
o
fferor

(for each
c
omponent)
.



Offerors shall have a time limit of
two

hours

for both their presentations and evaluation committee questions.
Team

Presentations shall be at the
o
fferor's expense.


4.
6.1
Component One
.


Highest
-
scoring
o
fferors will be assigned an exercise
in advance
and asked to
present their solution to the evaluation committee.
Offerors are to

structure the content and format of their
presentation however they see fit.
Presentations
will be evaluated on the following criteria:




Understanding of the Montan
a brand and travel experience



A
n approach that is

strategic
, creative, and accountable




C
ompelling presentation of the
o
fferor’s strengths and advantages it can offer the State



Vision for
the
future of the State’s tourism marketing efforts

(opportunities
,
challenges)



Presence,

expertise,
and engagement demonstrated by account staff


Component One
Offerors

are required to have the following staff to be assigned to the account participate in
the presentation: Account Director, Public Relations Manager, Social

Media Manager,
and
Media Director.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
26

4.
6.1
Component
Two
.


Highest
-
scoring
o
fferors will be assigned an exercise
in advance
and asked to
present their solution to the evaluation committee.
Offerors are to

structure the content and format of their
presentation however they see fit.

Presentations
will be evaluated on the following criteria:




Understanding of the Montan
a brand and travel experience



Considers the State’s existing earned and owned assets



Crea
tivity of solution



Measurements/acco
untability of solution



Compelling presentation of the
o
fferor’s strengths and adv
antages it can offer the State



Vision for the future of the State’s tourism marketing efforts
(opportunities, challenges)



Presence, expertise, and engagement
demonstrated by account staff


C
omponent

Two
Offerors

are required to have the following staff to be assigned to the account participate in
the pr
esentation: Account Director, Creative Director
,
and
Development Director.





RFP14
-
2830T, Marketing Services for Montana Tourism, Page
27

SECTION 5: COST PROPOSAL


All subsections of
Section
5 not listed in the
"Instructions to Offerors" on page 3

require a response.
R
estate the
subs
ection number and the text immediately prior to your written response.


5.1

PROJECTED BUDGET


The budget for
Component One (
Brand Strategy, Creative, Media Buying, Public Relations and Social Media
)

services detailed herein is
projected to be no less than

$
7
.0 million

per year
.


The budget for Component Two (Digital Strategy, Development and Desig
n) services detailed herein is
projected to be no less than

$600,000 per year.


5.
2

COMPONENT ONE
BILLABLE HOUR/SERVICE


Offerors must address this section if they are responding to Component One Scope o
f Work as defined in
S
ection 3.4
.


5.2
.1 Services and

Hourly Rates.

Offerors must list the

blended rate for
all

categories of services
listed below and the amount per billable hour you would charge. Include all items on the worksheet provided
and any others that are relevant to the proposal that the State would be expected to pay.


Service Provided

$ Amount per Hou
r

Account Planning/Strategy


Account Management


Creative Services


Research/Analytics Services


Traffic Services


Proofreading and Editorial Services


Media Services
**


Social Media Services


Public Relations Services


Accounting


Budget
Research and Estimates


Travel
T
ime


Others (please list as appropriate)

fnformati潮慬 潮ly

湯t 獣潲敤



5.2.2 Media Services.

**
The Sta
te currently employs a retainer
-
based fee structure to compensate the
agency for work performed in media

planning
,

buying
,
placement
,

optimization, and measurement
. For SFY13
the overall media budget (net
) was
$5.9

million

with a breakdown as follows
:

13
% P
rint advertising

29
% O
nline

advertising (display, search, mobile, social)

41
% O
ut
-
of
-
home
/transit advertising

11
%
R
adio

6
% S
ponsorship
/event marketing



Offerors have detailed a per hour cost above in
S
ection 5.2.1
for Media S
ervices, however the State
recognizes this might not be the best solution. Offerors may detail a proposed annual retainer rate for Media
Servi
ces in this section. This section is for informational purposes and will not be scored, however the State
reserves the right to enter into ne
gotiations with the successful
o
fferor and utilize the retainer rate in the
contract.


RFP14
-
2830T, Marketing Services for Montana Tourism, Page
28


5.2
.
3

Line Item Pricing
.

Failure of an
o
fferor to provide prices for all line items listed on the schedule
may be cause for rejection of the entire offer or cancellation of the contract. However, an offeror may enter “No
Cost” in the unit price column to indicate that the item i
s being offered at “No Cost.”


5.
3

COMPONENT TWO
BILLABLE HOUR/SERVICE


Offerors must address this section if they are responding to Component
Two

Scope o
f Work as defined in
S
ection 3.5
.


5.
3
.1 Services and Hourly Rates.

List your blended rate for
all

categories of services listed below and
the amount per billable hour you would charge. Include all items on the worksheet provided and any others that
are relevant to the proposal that the State would be expected to pay.


Service Provided

$ Amount per Hou
r

Account Planning/Strategy


Account Management


Project Management


Creative Services


User Experience


Search


Technology/Development


Research/Analytics


Accounting


Budget Research and Estimates


Travel
T
ime


Others (please list as
appropriate)

fnformati潮慬 潮ly

湯t 獣潲敤



5.
3
.2 Line Item Pricing.

Failure of an
o
fferor to provide prices for all line items listed on the schedule
may be cause for rejection of the entire offer or cancellation of the contract. However, an offeror ma
y enter “No
Cost” in the unit price column to indicate that the item is being offered at “No Cost.”


5.
4


ADDITIONAL COMPENSATION REQUIREMENTS


This section applies to both Component One and Component Two.


5.
4
.
1

Minimum Timekeeping Requirements.



The
c
ontractor must maintain a weekly record of time expended in performance of this contract.



The
c
ontractor must maintain an internal control system that protects the integrity of the payroll
system.



The
c
ontractor must maintain an accounting system that has
the capability to segregate labor hours
and resultant costs by contract and by job or work order when appropriate.



In accordance with the Article entitled “Access and Retention of Records” of Appendix A, Standard
Terms and Conditions, the State may make or

cause to be made an audit of any or all of the above
-
described records.


5.
4
.
2

Timesheets.

Contractor must retain daily time sheets indicating employee name, work
performed, and hours charged for State’s audit purposes.


The
c
ontractor shall submit all time sheets to the Contract Manager at the completion of each billing cycle for
verification and approval. The State may change the frequency of timesheet submittals as deemed necessary.

RFP14
-
2830T, Marketing Services for Montana Tourism, Page
29

Contractor is responsible for documenting

charges to this contract for work performed on a daily basis.


5.
4
.
3

Travel Reimbursement.

State

will reimburse
c
ontractor for business travel only, as authorized
by the State, subject to the limitations of the contract and state travel reimbursement p
olicy.


5.4
.4 Net Pricing.


All media, outside production costs, subcontractors’ costs, or out
-
of
-
pocket
expenses incurred will be invoiced at net, with no mark
-
up or commission.





RFP14
-
2830T, Marketing Services for Montana Tourism, Page
30

SECTION 6: EVALUATION PROCESS


6.
1

BASIS OF EVALUATION


The evaluator/evaluation committee will review and evaluate the offers according to the following criteria
based
on
a total
number of
10,000

points
.


The
Agency Qualifications, Component Qualifications
and
Offeror Team Presentations
portions of the
proposal will be evaluated based on the following Scoring Guide. The
Cost Proposal

will be evaluated based
on the formula set forth below.


Any response that fails to achieve a
minimum

score per the requirements of Section 2.
4
.5 will be
eli
minated from further consideration.

A "fail" for any individual evaluation criterion may result in
proposal disqualification at the discret
ion of the procurement officer.


SCORING GUIDE


In awarding points to the evaluation criteria, the evaluator/evaluat
ion committee will con
sider the following
guidelines:


Superior Response (
9
5
-
100%):

A superior response is a
n exceptional reply that completely and

comprehensive
ly

meets all of the requirements of the RFP. In addition, the response may cover areas not
originally addressed within the RFP and/or include additional information and recommendations that would
prove both valuable and beneficial to the agency.


Good Respon
se

(75
-
94
%):

A good response
clearly
meets all the requirements of the RFP and
demonstrates in a
n

unambiguous

and concise manner a thorough knowledge and understanding of the
project, with no deficiencies noted.



Fair Response

(60
-
74%):

A fair response

minimally meets most requirements set forth in the RFP. The
offeror demonstrates some ability to comply with guidelines and requirements of the project, but knowledge of
the subject matter is limited.


Failed Response

(59% or less):

A failed response doe
s not meet the requirements set forth in the RFP. The
offeror has not demonstrated sufficient knowledge of the subject matter.


COST PROPOSAL FORMULA


Lowest overall cost receives the maximum allotted points. All other proposals receive a percentage of th
e
points available based on their cost relationship to the lowest. Example: Total possible points for cost are 200.
Offeror A's cost is $20,000. Offeror B's cost is $30,000. Offeror A would receive 200 points. Offeror B would
receive 134 points (($20
,000/$30,000) = 67% x 200 points = 134).


Lowest Responsive Offer Total Cost

x

Number of available points = Award Points


This Offeror's Total Cost


6.
2

EVALUATION CRITERIA


The evaluation committee will evaluate the proposals in two
-
stage process.


Stage

One:

Submitted proposals will be
evaluated

as described in Section 6.3

(fo
r Component One) and
Section 6.4

(for Component Two). The
highest scoring
o
fferor
in Stage One (for each component)

and any
other
o
fferor within
750 points

of the highest scoring offeror
will proceed to Stage Two.
Exception:

If there is a

RFP14
-
2830T, Marketing Services for Montana Tourism, Page
31

point spread equal to or greater than
75
0

points b
etween the two highest
-
scoring
o
fferors, the State reserves
the right to award the contract without further evaluation.


S
tage Two:

Top
-
scoring
o
fferors from Stage One will
make presentations
to
the evaluation committee
based
on section 4.
6
.
Team Presentations will be s
cored as outlined in Section 6.3 for Component One and Section
6.4 for Component Two
.


For each
o
fferor invit
ed back for Sta
g
e Two
, total points Stage One and Stage Two will be combined into a
final total. The contract
(s)

will be awarded to the
Offeror
with the highest combined total
, per component
.


6.3 COMPONENT ONE

EVALUATION CRITERIA



The evaluation committee will review and evaluate the offers to Component One according to the following
criteria.


Stage One: General Agency Information

10% of points for a possible 1000

Category

Section of RFP

Point Value


Agency point
-
of
-
difference

4.3.
1

150

Agency billings

4.3.2

75

Agency personnel

4.3.3

125

Client list

4.3.4

100

Business gained/lost

4.3.5

75

Legal expertise

4.3.8

75

Roster position

4.3.9

75

Working Relationship with multiple a
gencies

4.3.10

100

Significant achievements

4.3.11

100

Client references

4.3.
12

Pass/Fail

Your turn: Further info

4.3.13

125


Stage One: Component One
Questionnaire

60% of points for a possible 6000

Category

Section of RFP

Point Value


Developing integrated, multi
-
channel communication strategies

4.4.1.1

300

Geotraveler/
Geotourist

expertise

4.4.1.2

300

Creative process

4.4.1.3

300

Research capabilities

4.4.1.4

200

Measuring effectiveness

4.4.1.5

200

Media market research resources and tools

4.4.2.1

250

Tracking and reporting paid media
activity

4.4.2.2

200

Digital media placement expertise

4.4.2.3

200

Media trends/developments

4.4.2.4

200

Negotiation process

4.4.2.5

150

Major changes in PR

4.4.3.1

200

PR Scope

4.4.3.2

300

National media exposures

4.4.3.3

300

PR sample materials

4.4.3.4

200

Social media development process

4.4.4.1

400

High
-
impact social media event

4.4.4.2

250

Account team

4.4.5.1

300

Multiple internal clients

4.4.5.2

150

Co
-
op marketing experience

4.4.5.3

200


RFP14
-
2830T, Marketing Services for Montana Tourism, Page
32

Account/integrated campaign case study

4.4.6.1

600

PR case study

4.4.6.2

400

Social media case studies

4.4.6.3

400


Stage One: Co
mponent One Cost Proposal

15% of points for a possible 15
00

Category

Section of RFP

Point Value


Account Planning/Strategy

5.2

150

Account Management

5.2

175

Creative
Services

5.2

175

Research/Analytics Services

5.2

125

Traffic Services

5.2

100

Proofreading and Editorial Services

5.2

100

Media Services

5.2

150

Social Media Services

5.2

150

Public Relations Services

5.2

150

Accounting

5.2

75

Budget Research and
Estimates

5.2

75

Travel Time

5.2

75



Stage Two:

Component One

Tea
m Presentations

15% of points for a possible 15
00

Category

Section of RFP

Point Value


Understanding of the Montana brand and travel experience

4.6.1

350

An approach that is strategic,
creative, and accountable

4.6.1

500

Compelling presentation of the
o
fferor’s strengths and advantages it
can offer the State

4.6.1

200

Vision for the future of the State’s tourism marketing efforts
(opportunities, challenges)

4.6.1

200

Presence,
expertise, and engagement demonstrated by account
staff

4.6.1

250


6.
4 COMPONENT TWO

EVALUATION CRITERIA



The evaluation committee will review and evaluate the offers to Component Two according to the following
criteria.


Stage One: General Agency
Information

15% of points for a possible 1500

Category

Section of RFP

Point Value


Agency point
-
of
-
difference

4.3.
1

150

Agency billings

4.3.2

75

Agency personnel

4.3.3

125

Client list

4.3.4

100

Business gained/lost

4.3.5

75

Legal expertise

4.3.8

75

Roster position

4.3.9

75

Working Relationship with Multiple Agencies

4.3.10

100

Significant achievements

4.3.11

100

Client references

4.3.12

Pass/Fail

Your turn: Further info

4.3.13

125



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
33

Stage One: Component Two Questionnaire

6
0
% of points for a
possible 6
0
00


Category

Section of RFP

Point Value


Usability

4.5.1.1

700

Digital strategy

4.5.1.2

500

Adaptable platform/solutions

4.5.1.3

700

Role of technology

4.5.1.4

250

Concurrent site structure, design, and content transformation

4.5.1.5

500

SEM/SEO

4.5.1.6

400

KPIs and success measures

4.5.2.1

700

Measure/amplify engagement

4.5.2.2

500

Account team

4.5.3.1

300

Website redesign case studies

4.5.4.1

500

Working realities case study

4.5.4.2

250

Integrated traditional/digital/social
campaigns

4.5.4.3

700


S
tage One: Component Two Cost Proposal

15% of points for a possible 15
00

Category

Section of RFP

Point Value


Account Planning/Strategy

5.3

150

Account Management

5.3

175

Project Management

5.3

175

Creative Services

5.3

175

User

Experience

5.3

150

Search

5.3

125

Technology/Development

5.3

175

Research/Analytics

5.3

150

Accounting

5.3

75

Budget Research and Estimates

5.3

75

Travel Time

5.3

75




Stage Two:
Component Two Team Presentations

15% of points for a possible 15
00

Category

Section of RFP

Point Value


Understanding of the Montana brand and travel experience

4.6.2

500

Considers the State’s existing earned and owned assets

4.6.2

100

Creativity of solution

4.6.2

200

Measurements/accountability of solution

4.6.2

200

Compelling presentation of the Offeror’s strengths and advantages it
can offer the State

4.6.2

150

Vision for the future of the State’s tourism marketing efforts
(opportunities, challenges)

4.6.2

100

Presence, expertise, and engagement demonstrated by
account
staff

4.6.2

250




RFP14
-
2830T, Marketing Services for Montana Tourism, Page
34

APPENDIX A: STANDARD TERMS AND CONDITIONS


By submitting a response to this invitation for bid, request for proposal, limited solicitation, or
acceptance of a contract, the vendor agrees to acceptance of the following Standard Terms
and Conditions and any other provisions that are specific to this
solicitation or contract.


ACCEPTANCE/REJECTION OF BIDS, PROPOSALS, OR LIMITED SOLICITATION RESPONSES:
The
State reserves the right to accept or reject any or all bids, proposals, or limited solicitation responses, wholly or
in part, and to make awards in

any manner deemed in the best interest of the State. Bids, proposals, and
limited solicitation responses will be firm for 30 days, unless stated otherwise in the text of the invitation for bid,
request for proposal, or limited solicitation.


ALTERATION OF

SOLICITATION DOCUMENT:

In the event of inconsistencies or contradictions between
language contained in the State’s solicitation document and a vendor’s response, the language contained in
the State’s original solicitation document will prevail. Intentiona
l manipulation and/or alteration of solicitation
document language will result in the vendor’s disqualification and possible debarment.


DEBARMENT:

C
ontractor certifies, by submitting this bid or proposal, that neither it nor its principals are
presently d
ebarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction (contract) by any governmental department or agency. If
C
ontractor cannot
certify this statement, attach a written explanation f
or review by the State.


FACSIMILE RESPONSES:
Facsimile responses will be accepted for invitations for bids, small purchases, or
limited solicitations ONLY if they are completely
received

by the State Procurement Bureau prior to the time set
for receipt. B
ids, or portions thereof, received after the due time will not be considered. Facsimile responses to
requests for proposals are ONLY accepted on an
exception

basis with
prior approval

of the procurement
officer.


FAILURE TO HONOR BID/PROPOSAL:
If a bidder/
offeror to whom a contract is awarded refuses to accept
the award (PO/contract) or fails to deliver in accordance with the contract terms and conditions, the department
may, in its discretion, suspend the bidder/offeror for a period of time from entering i
nto any contracts with the
State of Montana.


LATE BIDS AND PROPOSALS:
Regardless of cause, late bids and proposals will not be accepted and will
automatically be disqualified from further consideration. It shall be solely the vendor’s risk to ensure deliv
ery at
the designated office by the designated time. Late bids and proposals will not be opened and may be returned
to the vendor at the expense of the vendor or destroyed if requested.


RECIPROCAL PREFERENCE:

The State of Montana applies a reciprocal pref
erence against a vendor
submitting a bid from a state or country that grants a residency preference to its resident businesses. A
reciprocal preference is only applied to an invitation for bid for supplies or an invitation for bid for
nonconstruction servi
ces for public works as defined in section 18
-
2
-
401(9), MCA, and then only if federal
funds are not involved. For a list of states that grant resident preference, see
http://gsd.mt.gov/
ProcurementServices/preferences.mcpx
.


SOLICITATION DOCUMENT EXAMINATION:

Vendors shall promptly notify the State of any ambiguity,
inconsistency, or error which they may discover upon examination of a solicitation document.





RFP14
-
2830T, Marketing Services for Montana Tourism, Page
35

APPENDIX B: CONTRACT


MARKETING SERVICES MONTANA TOURISM

(INSERT CONTRACT NUMBER)


THIS CONTRACT

is entered into by and between the State of Montana, Department of Commerce, (State),
whose address and phone number are PO Box 200501, Helena, MT 59620
-
0501, 406
-
841
-
2700

and
(inse
rt
name of contractor)
,

(Contractor), whose address and phone number are
(insert address)

and
(insert
phone number)
.


1.

EFFECTIVE DATE, DURATION, AND RENEWAL


1.1 Contract Term.

The contract’s initial term is January 1,
2014
, throug
h December 31, 2014,
un
less
terminated earlier as provided in this contract. In no event is this contract binding on the State unless the
State’s authorized representative has signed it. The legal counsel signature approving legal content of the
contract and the procurement of
ficer signature approving the form of the contract do not constitute an
authorized signature.


1.2 Contract Renewal.

The State may renew this contract under its then
-
existing terms and conditions
(subject to potential cost adjustments described below in s
ection 2) in one
-
year intervals, or any interval that is
advantageous to the State. This contract, including any renewals, may not exceed a total of seven years.


2.

COST ADJUSTMENTS


2.1 Cost Increase by Mutual Agreement.

After the contract’s initial t
erm and if the State agrees to a
renewal, the parties may agree upon a cost increase. The State is not obligated to agree upon a renewal or a
cost increase. Any cost increases must be based on demonstrated industry
-
wide or regional increases in
Contractor'
s costs. Publications such as the Federal Bureau of Labor Statistics and the Consumer Price Index
(CPI) for all Urban

Consumers may be used to determine the increased value.


3
.

SERVICES AND/OR SUPPLIES


Contractor shall provide the State marketing
services for Montana tourism as described in RFP14
-
2830T and
Contractor

s response to RFP14
-
2830T.


4.

WARRANTIES


4.1 Warranty of Services.

Contractor warrants that the services provided conform to the contract
requirements, including all descriptions, specifications and attachments made a part of this contract. The
State’s acceptance of services provided by Contractor shall not relieve Contr
actor from its obligations under
this warranty. In addition to its other remedies under this contract, at law, or in equity, the State may, at
Contractor's expense, require prompt correction of any services failing to meet Contractor's warranty herein.
S
ervices corrected by Contractor shall be subject to all the provisions of this contract in the manner and to the
same extent as services originally furnished.


IT CONTRACT ONLY

4.1 Warranty For Services.

The contractor warrants that it performs all ser
vices using reasonable
care and skill and according to its current description (including any completion criteria) contained in this
contract. State agrees to provide timely written notice of any failure to comply with this warranty so that the
contractor
can take corrective action.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
36

5.

CONSIDERATION/PAYMENT


5.1 Payment Schedule.

In consideration of the marketing service to be provided, the State shall pay
Contractor according to the following schedule:
(insert pay schedule)
.


5.2 Withholding of
Payment.

In addition to its other remedies under this contract, at law, or in equity,
the State may withhold payments to Contractor if Contractor has breached this contract. Such withholding may
not be greater than, in the aggregate,
(insert %)
% of the t
otal value of the subject statement of work or
applicable contract.


IT CONTRACT ONLY

5.2 Withholding of Payment.

The State may withhold disputed payments to Contractor under the
subject statement of work (or where no statement of work exists, the applicable contract). The withholding may
not be greater than,
in the aggregate, fifteen percent (15%) of the total value
of the subject statement of work
or applicable contract. With respect to payments subject to milestone acceptance criteria, the State may
withhold payment only for such specific milestone if and until the subject milestone criteria are met. Contractor
is n
ot relieved of its performance obligation if such payment(s) is withheld.


5.3 Payment Terms
.

Unless otherwise noted in the solicitation document, the State has 30 days to
pay invoices, as allowed by 17
-
8
-
242, MCA. Contractor shall provide banking informa
tion at the time of
contract execution in order to facilitate the State’s electronic funds transfer payments.


5.
4

Reference to Contract
.

The contract number MUST appear on all invoices, packing lists,
packages, and correspondence pertaining to the
contract
. If the number is not provided, the State is not
obligated to pay the invoice.


6.

ACCESS AND RETENTION OF REC
OR
DS


6.1 Access to Records.

Contractor shall provide the State,

Legislative Auditor, or their authorized
agents access to any records n
ecessary to determine contract compliance. The State may terminate this
contract under
section 19, without incurring liability, for the Contractor’s refusal to allow access as required by
this section. (18
-
1
-
118, MCA.)


6
.2 Retention Period.

Contractor s
hall create and retain all records supporting the marketing services
for a period of eight years after either the completion date of this contract or termination of the contract.


7.

ASSIGNMENT, TRANSFER, AND SUBCONTRACTING


Contractor may not assign, tr
ansfer, or subcontract any portion of this contract without the State's prior written
consent. (18
-
4
-
141, MCA.) Contractor is responsible to the State for the acts and omissions of all
subcontractors or agents and of persons directly or indirectly employed

by such subcontractors, and for the
acts and omissions of persons employed directly by Contractor. No contractual relationships exist between any
subcontractor and the State under this contract.


8
.

HOLD HARMLESS/INDEMNIFICATION


Contractor agrees to prot
ect, defend, and save the State, its elected and appointed officials, agents, and
employees, while acting within the scope of their duties as such, harmless from and against all claims,
demands, causes of action of any kind or character, including the cost

of defense thereof, arising in favor of
Contractor's employees or third parties on account of bodily or personal injuries, death, or damage to property
arising out of services performed or omissions of services or in any way resulting from the acts or omi
ssions of
Contractor and/or its agents, employees, representatives, assigns, subcontractors, except the sole negligence
of the State, under this agreement.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
37

IT CONTRACT ONLY

9.

LIMITATION OF LIABILITY


Contractor's liability for contract damages is
limited to direct damages

and further to no more than twice the
contract amount. Contractor shall not be liable for special, incidental, consequential,

punitive, or indirect
damages.

Damages caused by injury to persons or tangible property, or related to i
ntellectual property
indemnification, are not subject to a cap on the amount of damages
.


10.

REQUIRED INSURANCE


10.1 General Requirements.

Contractor shall maintain for the duration of this contract, at its cost and
expense, insurance against claims for injuries to persons or damages to property, including contractual liability,
which may arise from or in connection with the performance of th
e work by Contractor, agents, employees,
representatives, assigns, or subcontractors. This insurance shall cover such claims as may be caused by any
negligent act or omission.


10.2 Primary Insurance.

Contractor's insurance coverage shall be primary ins
urance with respect to
the State, its officers, officials, employees, and volunteers and shall apply separately to each project or
location. Any insurance or self
-
insurance maintained by the State, its officers, officials, employees, or
volunteers shall b
e excess of Contractor's insurance and shall not contribute with it.


10.3 Specific Requirements for Commercial General Liability.
Contractor shall purchase and
maintain occurrence coverage with combined single limits for bodily injury, personal injury, a
nd property
damage of $1,000,000 per occurrence and $2,000,000 aggregate per year to cover such claims as may be
caused by any act, omission, or negligence of Contractor or its officers, agents, representatives, assigns, or
subcontractors.


The State, it
s officers, officials, employees, and volunteers are to be covered and listed as additional insureds
for liability arising out of activities performed by or on behalf of Contractor, including the insured's general
supervision of Contractor, products, and c
ompleted operations, and the premises owned, leased, occupied, or
used.


10.4 Deductibles and Self
-
Insured Retentions.

Any deductible or self
-
insured retention must be
declared to and approved by the state agency. At the request of the agency either: (1
) the insurer shall
reduce or eliminate such deductibles or self
-
insured retentions as respects the State, its officers, officials,
employees, or volunteers; or (2) at the expense of Contractor, Contractor shall procure a bond guaranteeing
payment of losse
s and related investigations, claims administration, and defense expenses.


10.5

Certificate of Insurance/Endorsements.

A certificate of insurance from an insurer with a Best's
rating of no less than A
-

indicating compliance with the required coverages,
has been received by the State
Procurement Bureau, P.O. Box 200135, Helena, MT 59620
-
0135. Contractor must notify the State immediately
of any material change in insurance coverage, such as changes in limits, coverages, change in status of policy,
etc. The

State reserves the right to require complete copies of insurance policies at all times.


11.

COMPLIANCE WITH W
OR
KERS' COMPENSATION ACT


Contractor shall comply with the provisions of the Montana Workers' Compensation Act while performing work
for the Stat
e of Montana in accordance with 39
-
71
-
401, 39
-
71
-
405, and 39
-
71
-
417, MCA. Proof of compliance
must be in the form of workers' compensation insurance, an independent contractor's exemption, or
documentation of corporate officer status. Neither Contractor no
r its employees are State employees. This
insurance/exemption must be valid for the entire contract term and any renewal. Upon expiration, a renewal
document must be sent to the State Procurement Bureau, P.O. Box 200135, Helena, MT 59620
-
0135.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
38

12.

COMPLI
ANCE WITH LAWS


Contractor shall, in performance of work under this contract, fully comply with all applicable federal, state, or
local laws, rules, and regulations, including but not limited to, the Montana Human Rights Act, the Civil Rights
Act of 1964,
the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, and Section 504
of the Rehabilitation Act of 1973. Any subletting or subcontracting by Contractor subjects subcontractors to the
same provision. In accordance with 49
-
3
-
207,
MCA, Contractor agrees that the hiring of persons to perform
this contract will be made on the basis of merit and qualifications and there will be no discrimination
based
upon
race, color, religion, creed, political ideas, sex, age, marital status, physica
l or mental disability, or
national origin by the persons performing this contract.


1
3
.

DISABILITY ACCOMMODATIONS


The State does not discriminate on the basis of disability in admission to, access to, or operations of its
programs, services, or activitie
s
.
Individuals who need aids, alternative document formats, or services for
effective communications or other disability related accommodations in the programs and services offered are
invited to make their needs and preferences known to this office
.
Inte
rested parties should provide as much
advance notice as possible.


14.

TECHNOLOGY ACCESS FOR BLIND OR VISUALLY IMPAIRED


Contractor acknowledges that no state funds may be expended for the purchase of information technology
equipment and software for use
by employees, program participants, or members of the public unless it
provides blind or visually impaired individuals with access, including interactive use of the equipment and
services, that is equivalent to that provided to individuals who are not blin
d or visually impaired. (18
-
5
-
603,
MCA.) Contact the State Procurement Bureau at (406) 444
-
2575 for more information concerning nonvisual
access standards.


1
5
.

REGISTRATION WITH THE SECRETARY OF STATE


Any business intending to transact business in Montan
a must register with the Secretary of State
.
Businesses
that are incorporated in another state or country, but which are conducting activity in Montana, must determine
whether they are transacting business in Montana in accordance with 35
-
1
-
1026 and 35
-
8
-
1
001, MCA
.
Such
businesses may want to obtain the guidance of their attorney or accountant to determine whether their activity
is considered transacting business.


If businesses determine that they are transacting business in Montana, they must register wit
h the Secretary of
State and obtain a certificate of authority to demonstrate that they are in good standing in Montana
.
To obtain
registration materials, call the Office of the Secretary of State at (406) 444
-
3665, or visit their website at
http://sos.mt
.gov.


16.

INTELLECTUAL PROPERTY/OWNERSHIP


16.1 Mutual Use.

Contractor shall make available to the State, on a royalty
-
free, non
-
exclusive basis,
all patent and other legal rights in or to inventions first conceived and reduced to practice, or created in whole
or in part under this contract, if such availability is

necessary for the State to receive the benefits of this
contract. Unless otherwise specified in a statement of work, both parties shall have a royalty
-
free,
nonexclusive, and irrevocable right to reproduce, publish, or otherwise use copyrightable property

created
under this contract. This mutual right includes (i)
all deliverables and other materials, products, modifications
that Contractor has developed or prepared for the State under this contract; (ii) any program code, or site
-

related program code tha
t Contractor has
created, developed, or prepared under or primarily in support of the
performance of its specific obligations under this contract; and (iii) manuals, training materials, and
documentation. All information described in (i), (ii), and (iii) i
s collectively called the "Work Product"
.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
39

16.2 Title and Ownership Rights.

The State retains title to and all ownership rights in all data and
content, including but not limited to multimedia or images (graphics, audio, and video), text, and the like
pro
vided by the State (the "Content"), but grants Contractor the right to access and use Content for the
purpose of complying with its obligations under this contract and any applicable statement of work.


16.3 Ownership of Work Product.

Contractor shall e
xecute any documents or take any other actions
as may reasonably be necessary, or as the State may reasonably request, to perfect the State's ownership of
any Work Product.


16.4 Copy of Work Product.

Contractor shall, at no cost to the State, deliver to
the State, upon the
State's request during the term of this contract or at its expiration or termination, a current copy of all Work
Product in the form and on the media in use as of the date of the State's request, or such expiration or
termination.


16.5

Ownership of Contractor Pre
-
Existing Materials.

Contractor retains ownership of all

literary or
other works of authorship (such as software programs and code, documentation, reports, and similar works),
information, data, intellectual property,

t
echnique
s, subroutines, algorithms, methods or related rights and
derivatives that Contractor owns at the time this contract is executed or otherwise developed or acquired
independent of this contract and employed by Contractor in connection with the services pro
vided to the State
(the "Contractor Pre
-
existing Materials"). Contractor Pre
-
existing Materials are not Work Product. Contractor
shall provide full disclosure of any Contractor Pre
-
Existing Materials to the State before its use and to prove its
ownership.
If, however, Contractor fails to disclose to the State such Contractor Pre
-
Existing Materials,
Contractor shall grant the State
a
nonexclusive, worldwide, paid
-
up

license to use any Contractor Pre
-
Existing
Materials embedded in the Work Product to the exte
nt such Contractor Pre
-
Exis
ting Materials are necessary
for the State to receive the intended benefit under this contract. Such license shall remain in effect for so long
as such Pre
-
Existing Materials remain embedded in the Work Product. Except as otherwi
se provided for in
Section 1
6
.3

or as may be expressly agreed in any statement of work, Contractor shall retain title to and
ownership of any hardware it provides under this contract.


17.

PATENT AND COPYRIGHT PROTECTION


17.1 Third
-
Party Claim.

If a third party makes a claim against the State that the products furnished
under this contract infringe upon or violate any patent or copyright, the State shall promptly notify Contractor.
Contractor shall defend such claim in the State's name or its own

name, as appropriate, but at Contractor's
expense. Contractor shall indemnify the State against all costs, damages, attorney fees, and all other costs
and expenses of litigation that accrue as a result of such claim. If the State reasonably concludes that

its
interests are not being properly protected, or if principles of governmental or public law are involved, it may
enter any action.


17.2 Product Subject of Claim.

If any product furnished is likely to or does become the subject of a
claim of infring
ement of a patent or copyright, then Contractor may, at its option, procure for the State the right
to continue using the alleged infringing product, or modify the product so that it becomes non
-
infringing. If none
of the above options can be accomplished,

or if the use of such product by the State shall be prevented by
injunction, the State will determine whether the contract has been breached.


IT CONTRACT ONLY

18.

CONTRACT OVERSIGHT


18.1 CIO Oversight.

The Chief Information Officer (CIO) for the State

of Montana, or designee, may
perform contract oversight activities. Such activities may include the identification, analysis, resolution, and
prevention of deficiencies that may occur within the performance of contract obligations. The CIO may require
the

issuance of a right to assurance or may issue a stop work order.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
40

18.2 Right to Assurance.

If the State, in good faith, has reason to believe that Contractor does not
intend to, is unable to, or has refused to perform or continue performing all material
obligations under this
contract, the State may demand in writing that Contractor give a written assurance of intent to perform.
Contractor’s failure to provide written assurance within the number of days specified in the demand (in no
event less than five

business days may, at the State's option, be the basis for terminating this contract and
pursuing the rights and remedies available under this contract or law.


18.3 Stop Work Order.

The State may, at any time, by written order to Contractor require Cont
ractor
to stop any or all parts of the work required by this contract for the period of days indicated by the State after
the order is delivered to Contractor. The order must be specifically identified as a stop work order issued
under this clause. Upon r
eceipt of the order, Contractor shall immediately comply with its terms and take all
reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the
period of work stoppage.
If a stop work order issued under this
clause is canceled or the period of the order or
any extension expires, Contractor shall resume work. The State Project Manager shall make the necessary
adjustment in the delivery schedule or contract price, or both, and this contract shall be amended in w
riting
accordingly.


19.

CONTRACT TERMINATION


19
.1 Termination for Cause.

The State may, by written notice to Contractor, immediately terminate
this contract in whole or in part for Contractor’s failure to materially perform any of the services, duties, terms
or conditions contained in this contract.


19.
2

Termination for Caus
e with Notice to Cure Requirement
.

Contractor

may terminate this
contract for the State’s failure to perform any of its duties under this contract after giving the State written
notice of the failure
.
The written notice must demand performance of the stat
ed failure within a specified period
of time of not less than

30 days.
If the demanded performance is not completed within the specified period, the
termination is effective at the end of the specified period.


19.3 Reduction of Funding.

The State must by

law terminate this contract if funds are not
appropriated or otherwise made available to support the State's continuation of performance of this contract in
a subsequent fiscal period. (18
-
4
-
313(4), MCA.)
If state or federal government funds are not appro
priated or
otherwise made available through the state budgeting process to support continued performance of this
c
ontract (whether at an initial
c
ontract payment level or any
c
ontract increases to that initial level) in
subsequent fiscal periods, the State shall terminate this
c
ontract as required by law
.
The State shall provide
Contractor

the date the State
'
s termination shall take effect
.
The State shall not be liable to
Contr
actor

for any
payment that would have been

payable had the
c
ontract not been terminated under this provision
. As stated
above, t
he State shall be liable to
Contractor

only for the payment, or prorated portion of that payment, owed to
Contractor

up to the d
ate the State
'
s termination takes effect
.
This is
Contractor'
s sole remedy
. The
State shall
not be liable to
Contractor

for any other payments or damages arising from termination under this section,
including but not limited to general, special
,

or consequ
ential damages such as lost profits or revenues.


IT CONTRACT ONLY

19.4 Noncompliance with Department of Administration Requirements.

The Department of
Administration, under the provisions of 2
-
17
-
514, MCA, retains the right to cancel or modify any contr
act,
project, or activity that is not in compliance with the Department's Plan for Information Technology, the State
Strategic Plan for Information Technology, or any Statewide IT policy or standard in effect as of the date of
contract execution. In the ev
ent of such termination, the State will pay for products and services delivered to
date and any applicable termination fee specified in the statement of work or work order
.
Any modifications to
this contract must be mutually agreed to by the parties.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
41

20
.

EVENT OF BREACH


REMEDIES


20.
1 Event of Breach

by Contractor.

Any one or more of the following

Contractor

acts or omissions
constitute an event of

material

breach

under this contract
:




products or services furnished fail to conform to any requirement
;




failure to submit any report required by this contract;



failure to perform any of the

other terms and conditions of this
contract, including but not limited to
beginning work under this contract without prior State approval and breaching Section 25
.1

obligations; or



voluntary or involuntary bankruptcy or receivership.


20.2

Event of Breach

by State.

The State’s f
ailure to perform any

material

terms

or

conditions of this
contract constitutes an event of breach
.


20.3

Actions in Event of Breach
.



Upon the

Contractor’s

material

breach
,

the State
may:



terminate this contract
under
S
ection 19
; or



treat this contract as

materially breached and pursue any of its remedies

under this contract, at
law, or

in
equity.


Upon the State’s material breach,
the Contractor

may:



terminate this contract after giving the State written notice of the stated failure. The written
notice must demand performance of the stated failure within a specified period of time of not
less than

30 days
. If the demanded performanc
e is not completed within the specified period,
the termination is effective at the end of the specified period; or



treat this contract as

materially breached and, except as the remedy is limited in this contract,
pursue any of its remedies under this contract, at law
,

or in equity.


21
.

FORCE MAJEURE


Neither party is responsible for failure to fulfill its obligations due to causes beyond
its reasonable control,
including without limitation, acts or omissions of government or military authority, acts of God, materials
shortages, transportation delays, fires, floods, labor disturbances, riots, wars, terrorist acts, or any other
causes, direc
tly or indirectly beyond the reasonable control of the nonperforming party, so long as such party
uses its best efforts to remedy such failure or delays
. A party affected by a force majeure condition shall
provide written notice to the other party within a

reasonable time of the onset of the condition. In no event,
however, shall the notice be provided later than five working days after the onset. If the notice is not provided
within the five day period, then a party may not claim a force majeure event. A f
orce majeure condition
suspends a party’s obligations under this contract, unless the parties mutually agree that the obligation is
excused because of the condition.


22.

WAIVER OF BREACH


Either party’s failure to enforce any contract provisions after a
ny event of breach is not a waiver of its right to
enforce the provisions and exercise appropriate remedies if the breach occurs again. Neither party may assert
the defense of waiver in these situations.


2
3
.


CON
FORMANCE

WITH CONTRACT


No alteration of the terms, conditions, delivery, price, quality, quantities, or specifications of the contract shall
be granted without
the State Procurement Bureau’s
prior written consent
. Product

or services provided
that

do

RFP14
-
2830T, Marketing Services for Montana Tourism, Page
42

not conform to the contract
terms, conditions, and specifications may be rejected and returned at
Contractor
’s
expense
.


24.

LIAISONS AND SERVICE OF NOTICES


2
4
.1 Contract Liaisons.

All project management and coordination on the State's behalf must be
through a single point of c
ontact designated as the State's liaison. Contractor shall designate a liaison that will
provide the single point of contact for management and coordination of Contractor's work. All work performed
under this contract must be coordinated between the State'
s liaison and Contractor's liaison.




is the State's liaison.

(Address):

(City, State, ZIP):

Telephone:

Cell Phone:

Fax:

E
-
mail:




is Contractor's liaison.

(Address):

(City, State, ZIP):

Telephone:

Cell Phone:

Fax:

E
-
mail:


24.2

Notifications.

The

State's liaison and Contractor's liaison may be changed by written notice to
the other party. Written notices, requests, or complaints must first be directed to the liaison. Notice may be
provided by personal service, mail
, or facsimile
.
If notice is prov
ided by personal service or facsimile,

the notice
is effective upon receipt; if notice is provided by mail, the notice is effective within three business days of
mailing.
A signed and dated acknowledgement

of the notice

is required of both parties.



2
4
.3
Identification/Substitution of Personnel.

The personnel identified or described in Contractor's
proposal shall perform the services provided for the State under this contract. Contractor

agrees that any
personnel substituted during the term of this contra
ct must be able to conduct the required work to industry
standards and be equally or better qualified than the personnel originally assigned. The State reserves the
right to approve Contractor personnel assigned to work under this contract and any changes
or substitutions to
such personnel. The State's approval of a substitution will not be unreasonably withheld. This approval or
disapproval shall not relieve Contractor to perform and be responsible for its obligations under this contract.
The State reserv
es the right to require Contractor personnel replacement. If Contractor personnel become
unavailable, Contractor shall provide an equally qualified replacement in time to avoid delays to the work plan.


25.

MEETINGS


25.
1 Technical or Contractual Problems
.

Contractor shall meet with the State's personnel, or
designated representatives, to resolve technical or contractual problems occurring during the contract term or
to discuss the progress made by
Contractor

and the State in the performance of their respe
ctive obligations
, at
no additional cost to the State. The State may request the meetings as problems arise and will be coordinated
by the State. The State shall provide Contractor a minimum of three full working days notice of meeting date,
time, and loca
tion. Face
-
to
-
face meetings are desired; however, at Contractor's option and expense, a
conference call meeting may be substituted. Contractor’s consistent failure to participate in problem resolution
meetings, Contractor missing or rescheduling two consec
utive meetings, or Contractor’s failure to make a good
faith effort to resolve problems may result in termination of the contract.




RFP14
-
2830T, Marketing Services for Montana Tourism, Page
43

26.

TRANSITION ASSISTANCE


If this contract is not renewed at the end of this term, if the contract is otherwise terminated

before project
completion, or if particular work on a project is terminated for any reason, Contractor shall provide transition
assistance for a reasonable, mutually agreed period of time after the expiration or termination of this contract
or particular
work under this contract. The purpose of this assistance is to allow for the expired or terminated
portion of the services to continue without interruption or adverse effect, and to facilitate the orderly transfer of
such services to the State or its desig
nees. The parties agree that such transition assistance is governed by
the terms and conditions of this contract, except for those terms or conditions that do not reasonably apply to
such transition assistance. The State shall pay Contractor for any resour
ces utilized in performing such
transition assistance at the most contract current rates. If the State terminates a project or this contract for
cause, then the State may offset the cost of paying Contractor for the additional resources Contractor utilized

in providing transition assistance with any damages the State may have sustained as a result of Contractor’s
breach.


27.

CHOICE OF LAW AND VENUE


Montana law governs this contract. The parties agree that any litigation concerning this bid, proposal, or t
his
contract must be brought in the First Judicial District in and for the County of Lewis and Clark, State of
Montana, and each party shall pay its own costs and attorney fees. (18
-
1
-
401, MCA.)


28
.

TAX EXEMPTION



The State of Montana is exempt from
Federal Excise Taxes (#81
-
0302402).


29
.

AUT
HORI
TY


This contract is issued under authority of Title 18, Montana Code Annotated, and the Administrative Rules of
Montana, Title 2, chapter 5.


30.

SE
VE
RABILITY CLAUSE


A declaration by any court or any othe
r binding legal source that any provision of the contract is illegal and void
shall not affect the legality and enforceability of any other provision of the contract, unless the provisions are
mutually

and materially

dependent.


31.

SCOPE, ENTIRE AGREEME
NT, AND AMENDMENT


31.1 Contract.

This contract consists of
(insert number)

numbered pages, any Attachments as
required, Solicitation RFP14
-
2830T, as amended, and Contractor's response, as amended. In the case of
dispute or ambiguity arising between or among the documents, the order of precedence of document
interpretation is the

same.


31.2 Entire Agreement.

These documents are the entire agreement of the parties. They supersede all
prior agreements, representations, and understandings. Any amendment or modification must be in a written
agreement signed by the parties.


32
.

WA
IVER


The State's waiver of any Contractor obligation or responsibility in a specific situation is not a waiver in a future
similar situation or is not a waiver of any other Contractor obligation or responsibility.



RFP14
-
2830T, Marketing Services for Montana Tourism, Page
44

33.

EXECUTION


The parties through their

authorized agents have executed this contract on the dates set out below.



STATE OF MONTANA

(INSERT CONTRACTOR’S NAME)


Department of Commerce

(Insert Address)

PO Box 200501

(
Insert City, State, Zip)

Helena, MT 59620
-
0501

FEDERAL ID #





BY:


Meg O’Leary, Director


BvW


Ek慭支qitl攩

Ek慭支qitl攩









Epig湡t畲uF

Epig湡t畲uF



aAqbW



aAqbW







A灰r潶敤 慳⁴o 䱥g慬 Co湴敮nW









䱥g慬 C潵湳nl

Ea慴攩




A灰r潶敤 慳⁴o 䙯rmW









mr潣orem敮t lffi捥r

Ea慴攩


pt慴攠mr潣orem敮t Bure慵




IT CONTRACT
O
NLY

Chief Information Officer Approval:


Contractor is notified that, under the provisions of 2
-
17
-
514, MCA, the Department of Administration retains the
right to cancel or modify any contract, project, or

activity that is not in compliance with the Agency's Plan for
Information Technology, the State Strategic Plan for Information Technology, or any statewide IT policy or
standard.





Chief Information Officer

(Date)

Department of Administration