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f <br />B. Decline to Offer <br />Any firm that receives a copy of the RFP but which declines to make an offer is requested <br />to send a formal "Decline to Offer" to the issuing agency. Failure to respond as requested may <br />subject the firm to removal from consideration in future requests for proposals. <br />C. .Cost for Proposal Preparation <br />Any costs incurred by bidders in preparing or submitting proposals aze the bidder's sale <br />responsibility. The Visitors Bureau cannot reimburse any firm for any costs incurred prior to the <br />award. <br />D. Elaborate Proposals <br />Elaborate proposals in the form of brochures or other presentations beyond what is <br />necessary to present a complete and effective proposal are not desired. <br />E. Reference to Other Data <br />Only information that is received in response to the RFP will be evaluated; reference to <br />information previously submitted will not suffice. <br />F. Time for Acceptance <br />Each proposal must state that it is a firm offer that maybe accepted within a period of 90 <br />days. Although the expectation is to award the contract prior to that time, the 90-day period is <br />requested in order to allow for unforeseen delays. <br />G. Right to Submitted Material <br />All responses, inquiries or correspondence relating to or in reference to this 1tFP, and all <br />other reports, charts, displays, schedules, exhibits and other documentation submitted by the <br />bidders will become the property of the Visitors Bureau when received. The Bureau will not beaz <br />any costs for returning said items. <br />H. Changes to Proposals <br />Any change to a proposal which is received after the closing date on the cover sheet of this <br />RFP and which is not specifically solicited by the Visitors Bureau will be rejected. <br />I. Authority to Sind the Agency's Firm <br />Bidders shall submit the name, address and telephone number of the person(s) with the <br />authority to bind the firm and answer questions or provide clarification concerning the firm's <br />proposal. <br />J. Ownership Rights <br />All materials created by the agency on the Bureau's behalf become the sole property of the <br />Chapel Hill/Orange County Visitors Bureau. Likewise, if an agency utilizes the services of an <br />outside vendor, the freelancer used must agree to perform `work for hire." The Bureau reserves all <br />rights and privileges for future promotional (non-commercial uses) of its materials and will not <br />pay commissions on secondary uses. <br />IV. Evaluation of Proposals and Award of Contract <br />The Executive Director of the Visitors Bureau and appropriate staff members will evaluate the <br />proposals received and consider the following factors in selecting an agency: <br />A. Experience and qualifications of the bidder's proposed personnel in advertising and design <br />