Agenda - 03-18-1997 - 8g - Laserfiche WebLink

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t 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. ACTION AGENDA ITEM ABSTRACT Meeting Date: March 18, 1997 SUBJECT: RFP AWARD; MARKETING,ADVERTISING AND DESIGN SERVICES FOR THE CHAPEL HILL/ORANGE COUNTY VISITOR'S BUREAU DEPARTMENT: Purchasing and Public Hearing: No Visitor's Bureau Budget Amendment Reqd? No ATTACHMENT(S): INFORMATION CONTACT: Pam Jones, ext. 2650 or Request for Proposal Shelley Green 968-2060 Telephone Number- Hillsborough 732-8181 Chapel Hill 967-9251 Mebane 227-2031 Durham 688-7331 PURPOSE: To consider awarding an RFP for providing Marketing, Advertising and Design Services for the Chapel Hill/Orange County Visitor's Bureau BACKGROUND: Approximately 20% of the Visitor's Bureau annual budget is spent on marketing, advertising, and the production of collateral materials that help to promote the community as a destination for leisure and business travelers. This is an integral part of the Bureau's annual workplan and has previously been accomplished by soliciting bids on each individual project. In an effort to streamline the acquisition process, thereby allowing quicker delivery of the finished product to the consumer, it is proposed that a single point of service be established to serve this need. Additionally, this approach will ensure that the consistency of the end product will be become more reliable in reflecting the image of the area which it will promote. The recommendation to select Sheer Associates, Chapel Hill was based on a Request for Proposal solicited jointly by the Visitor's Bureau and Purchasing staffs. Interviews were held with two of the three respondents and while both were qualified, Sheer Associates more closely met the needs of the Bureau. The proposed term of the contract for these services would be from April 1, 1997 through June 30, 1999. The annual expenditures anticipated are $35,000 through June 30, 1997; $85,000 for FY 1997-98; and $95,000 for FY 1998-99. If the Board chooses to award this RFP, a contract will be prepared which reflects the terms of the Request for Proposal attached to this abstract. Following the appropriate attorney and staff reviews, it is requested that the Chair be authorized to execute the contract without further Board action. RECOMMENDATION: The Manager recommends award of the proposal to Sheer Associates, Chapel Hill; and authorization of the Chair to sign on behalf of the Board, contingent upon Attorney and staff review.