Agenda - 06-05-2001-8d - Laserfiche WebLink

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r j ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 5, 2001 Action Agen Item No. ~~ SUBJECT: RFP Award: Marketing, Advertising and Design Services for the Chapel Hill/Oran a Count Visitors Bureau DEPARTMENT: Purchasing and Central PUBLIC HEARING: (Y/N) No Services, Visitors Bureau ATTACHME_NT(S): INFORMATION CONTACT: Pam Jones, (919) 245-2652 Copy of Request for Proposals (RFP) Joe Blake, 919 968-2050 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider awarding an RFP for providing Marketing, Advertising and Design Services for the. Chapel Hill/Orange County Visitors Bureau. BACKGROUND: Approximately 30% of the Visitors Bureau's annual budget is spent on marketing, advertising, and the production of collateral materials that help to promote Chapel Hill/Orange County as a destination for leisure and business travelers. This is an integral part of the Bureaus annual workplan. Since April of 1997, a single point of service has been utilized to serve this need. A single point of service approach has provided consistency of the end, product. Sheer Associates of Chapel Hill has been that single point of service for the last four years. The recommendation to again select Sheer Associates of Chapel Hill was based on a Request fo_ r Proposal solicited jointly by the Visitor's Bureau and Purchasing staffs. Copies of the RFP were sent to ten firms, and it was also advertised on the County's Internet site. Sheer Associates was the only firm that responded. Overall, the Visitor's Bureau is pleased with the work of Sheer Associates. The proposed term of the contract for these services would be from July 1, 2001 through June 30, 2003. The agreement may be extended annually for two additional years if mutually agreed by both parties. 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. FINANCIAL IMPACT: Total anticipated cost of this action, if approved by the Board, would be $180,000 for FY 2001-2002: $189,000 for FY 2002-2003. RECOMMENDATION(S): The Manager recommends that the Board award of the proposal to Sheer Associates of Chapel Hill, and authorize the Chair to sign on behalf of the Board, contingent upon Attorney and staff review.