REQUEST FOR PROPOSAL
Marketing and Public Relations
Services for the McAninch Arts Center
at the
College of DuPage
RFP# 2015-R0024
Purchasing Department
425 Fawell Boulevard
Glen Ellyn, Illinois 601376599 http://www.cod.edu
PHONE (630) 942-2576
FAX
(630) 942-3750
RFP# 2015-R0024
Date: April 2, 2015
REQUEST FOR PROPOSAL
Proposals for Performing Arts/Live Entertainment Marketing for the McAninch Arts Center
(MAC) will be received by the College of DuPage, District 502, at the office of the Purchasing
Manager, BIC Building, Room 1540, 425 Fawell Blvd. Glen Ellyn, IL 60137, until Friday, April
17, 2015 at 2:00 p.m. There will be no public opening of any proposals received.
Proposals shall be submitted no later than the time and date stated above. Any hard copy proposal
received after the time and date stated above will be returned, unopened to the sender, no matter what
date it was mailed. Electronically submitted proposals received after the above date/time will not be
considered. Proposals shall be prominently identified with the project title, submittal date, time and the
name and address of the company. The company name shall appear on each page of the proposal.
College of DuPage shall not be responsible for proposals that are not received at the specific office
location indicated above by the stated deadline. It is the bidder’s responsibility to ensure adequate lead
times are allowed for delivery. Any information received as part of this proposal shall become the
property of the College of DuPage. All submittals shall contain a total of two (2) hard copies of the
proposal.
Prices submitted must be firm. No proposals will be accepted on the basis of price prevailing at
time of services, or conditional to any other event. Any company or organization to be awarded a
contract for goods and/or services must be in compliance with all State and Federal laws regarding Fair
Employment Practice as well as all rules and regulations thereunder.
No proposal shall be withdrawn for a period of ninety (90) days after the date of receipt without the
consent of the College. The College reserves the right to reject any or all proposals and to waive
informalities in the award process. The College shall be the sole judge of whether any proposal is the
most responsible or qualified. Proposals shall be deemed final, conclusive, and irrevocable. No
proposal shall be subject to correction or amendment for any error or miscalculation.
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EQUAL EMPLOYMENT OPPORTUNITY
In the hiring of employees for the performance of work under the Contract and any subcontract
thereunder, no Contractor or Subcontractor shall, by reason of race, color, age, national origin,
sex, disability, ancestry, marital status, religion or unfavorable military discharge
discriminate against any citizen of the United States, in the employment of Labor or workers,
who are qualified and available to perform work to which the employment is related.
Neither shall any Contractor or Subcontractor, or any person on behalf of either, discriminate
against or intimidate any employee hired for the performance of work under this Contract
on account of race, color, age, national origin, sex, disability, ancestry, marital status,
religion or unfavorable military discharge.
PROPOSAL MODIFICATIONS
Changes of specifications, explanations or statements which the proposers wished to make
must be written on or attached to the Proposal Form. Unless indicated, it is understood that
the proposal is in strict accordance with specification requirements. Proposals shall be deemed
final, conclusive, and irrevocable. No proposal shall be subject to correction or amendment
for any error or miscalculation.
QUALIFICATIONS
In order for a proposer to be considered for award, he/she must be well recognized for their
professional capabilities. The proposer must have available adequate staff, expertise,
experience, organization, and support personnel to perform this work within the time
frame specified. Proposers must also adequately demonstrate the capability and expertise
necessary to cope with the requirements of the work to be performed.
COMPLIANCE
Submissions under this Request for Proposal shall be for services at least equal to or exceeding
the quality and performance characteristics stated herein. Proposers shall at all times
observe and
comply with all federal, state, local and municipal laws, ordinances, rules and regulations in
any manner affecting the work. Failure to provide complete documentation of the project
compliance with specifications required may result in rejection. The College of DuPage
reserves the right to reject any proposal if it is not deemed suitable for the purpose for which it
is intended.
PROPRIETARY DATA
All items developed and submitted in response to this Request for Proposal shall become the
property of College of DuPage. Any restrictions on the use of data contained within a
proposal must be clearly stated on the proposal itself. It is not acceptable for a proposal to
be marked “proprietary” in its entirety. Proprietary information submitted in response to this
request for proposal will be handled in accordance with applicable College of DuPage
procurement regulations. Under no circumstances will any proposal or parts of proposals be
returned to a proposer after the date of submittal. However, should be determination of any
proprietary information or exempt trade secrets be challenged, the College will tender the
defense of the action to the proposer’s company and expect you to defend, indemnify, and
hold the college harmless from any and all liability including attorneys’ fees (5 ILCS
140/11(i)j). All proposals indicating any such restrictions must be acknowledged in writing
as part of this proposal, that the proposer’s company will defend, indemnify, and hold the
College harmless from any and all claims arisingUnder the Freedom of Information Act.
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Under no circumstances will any requests to redact proprietary information be honored without
this written acknowledgment.
EXCEPTIONS TO SPECIFICATIONS
All prospective Firms must read the proposal specifications and College agreement terms and
conditions attached to this proposal carefully. Any exceptions, including additions and/or
deletions to the specifications, terms or conditions presented must be clearly stated and
summarized as a separate section in the proposal response. Each Firm shall submit a detailed
summary statement of any and all exceptions taken to any part of this proposal with reference
to the specific document, section and/or paragraph(s) involved. It shall be mutually understood
that the Firm shall comply with all specifications, terms, and conditions of the proposal
documents unless specifically excluded in their proposal response. Unfamiliarity with the
College's agreements, operations, and facilities shall not relieve the successful Firm from the
necessity of providing, without cost to the College, any materials or performing any labor or
service that may be required to carry out the intent of the resulting agreements. Firm’s
signature shall be construed as acceptance of, and willingness to comply with, all provisions
of the RFP and resulting agreements unless noted.
REJECTION OF PROPOSAL
The proposer acknowledges the right of the College to reject any or all proposals received, to
negotiate with any firm considered qualified, to make award without further discussions,
or to waive any informality or irregularity in any proposal received. In addition, the proposer
recognizes the right of the Owner to reject a proposal if the proposer failed to submit the data
required by the proposal documents, or if the proposal is in any way incomplete or irregular.
Non-acceptance of a proposal shall mean that another was deemed more advantageous to the
College, or that all proposals were rejected. Firms whose proposals are not accepted shall be
notified after a binding contractual agreement between the College and the selected proposer
exists, or after the college has rejected all proposals.
AWARD OF CONTRACT
The award will be made to the firm whose proposal is determined to be totally,
technically complete, and is the most responsible and qualified firm meeting specifications
based upon evaluation of the information furnished, as required under this request for proposal.
The selection process may include a request for additional data or oral presentations as deemed
necessary by the College. However, since the College may make an award without further
discussion, each proposer should include in his/her written proposal, all statements,
requirements, terms or conditions it may have and should not assume that an opportunity will
exist to add such matters after the proposal is submitted. The College may reject any or all
offers if such action is in the best interest of College of DuPage; accept other than the lowest
offer, and waive any informalities and minor irregularities in offers received.
AWARD CRITERIA
The award of the contract will be made within ninety (90) calendar days after the opening of
proposals to the most responsible and qualified firm whose proposal complies with all the
requirements prescribed. The successful firm will be notified by letter that their proposal has
been
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accepted and that they have been awarded the contract. If a contract is not awarded within ninety
(90) days after the opening of proposals, a proposer may file a written request with the Purchasing
Manager on the withdrawal of their proposal and the Owner will permit such withdrawal with full
refund of proposal security.
PAYMENT TERMS
All vendors responding to this bid must agree to receive all payments from the College via an
Automated Clearing House (ACH) transfer. Paper checks will no longer be issued by the College.
By signing this bid, you agree to receive all payments for goods and services via ACH transfer.
Be advised that the College ACH financial website is secured and all your banking information is
encrypted and can only be accessed by your company through a password protected site.
Instructions for registering for ACH payments will be sent via e-mail to all vendors awarded a
contract as a result of this bid solicitation. Within 10 days of award of any contract or purchase
order, the vendor must submit or must have already submitted their ACH information within their
user profile in the College’s financial system. Failure to comply with the ACH requirements may
result in termination of the contract or purchase order. Before any ACH transfer takes place, all
banking information will be pre-noted which verifies that the account numbers and routing
information is valid. Pre-noting takes approximately three weeks. ACH transfers will occur once
per month, typically the third week of the month. Invoices must be received at least 3 weeks
prior to each ACH payment release. You are strongly encouraged to set up your account upon
notice of award to avoid unnecessary payment delays.
CONTRACT TERMINATION
Any violation to the terms, conditions, requirements, and/or non-performance of the agreement
resulting from this RFP may result in cancellation of the agreement. This agreement by may
cancelled by the College of DuPage, for cause, giving 30 days written notice by certified mail.
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I.
INTRODUCTION
College of DuPage, Illinois Community College District Number 502 (the “College”) is
requesting proposals from qualified specialists in performing arts/live entertainment marketing
to public relations, advertising, subscription campaigns, social media and web updates for the
MAC at the College of DuPage.
A.
Cost of Proposal Preparation
There is no express or implied obligation for College of DuPage to reimburse responding
firms for any expenses incurred in preparing proposals in response to this request.
B.
Questions & Answers
If any firm submitting a proposal for actuarial services is in doubt as to the true meaning of the
specifications or other documents or any part thereof, the firm shall request clarification from
the Buyer. All requests for clarifications, or other type of communications regarding this
engagement, must be submitted by 5 :00 p.m. Fr iday Apr il 10, 2015 . Requests for
clarification shall be accepted as follows:
E-mail to: purchasing@COD.edu
Please include the RFP number/description in the subject line.
All questions will be answered in writing through a Request for Proposal Addendum, and
both the question and response shall be sent to all firms which were sent a Request for
Proposal packet. We anticipate the addendum to be distributed via email by Monday April 13,
2015.
C.
Proposal Submission and Evaluation
To be considered, firms may either:
Deliver by 2:00 p.m. on Friday, April 17, 2015 two (2)hard copies of the proposal to Kelly
Froehlich, Buyer, College of DuPage, 425 Fawell Blvd., Room BIC1540, Glen Ellyn, Illinois
60137-6599.
-OrSubmit an electronic proposal by emailing the Buyer, Kelly Froehlich at purchasing@cod.edu
no later than 2:00p.m. April 17, 2015. Please include the RFP number and title in the subject
line of the electronic submission.
College of DuPage reserves the right to reject any or all proposals submitted
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During the evaluation process, College of DuPage reserves the right, where it may serve the
College’s best interest, to request additional information or clarification from proposers. At the
discretion of College of DuPage, firms submitting proposals may be requested to make oral
presentations as part of the evaluation process.
College of DuPage reserves the right to retain all proposals submitted and to use any ideas in a
proposal regardless of whether that proposal is selected. Submission of a proposal indicates
acceptance by the firm of the conditions contained in the request for proposal, unless clearly
and specifically noted in the proposal submitted and confirmed in the contract between College
of DuPage and the firm selected. Final approval of proposals is granted by the College of
DuPage Board of Trustees.
E.
Subcontracting
If subcontracting is to be done, that fact, and the name of the proposed subcontracting
firms, must be clearly identified in the proposal. Following the award of the actuary contract,
no additional subcontracting will be allowed without the express prior written consent of
College of DuPage.
G.
Terms of Engagement
A one-year contract with the option to renew for up to two (2) additional years is being
contemplated.
H.
Site Visit
Firm Representatives are invited to visit the McAninch Arts Center at 425 Fawell Blvd, Glen
Ellyn Il, 60137
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II.
NATURE OF SERVICES
REQUIRED
The McAninch Arts Center (MAC) houses three performance spaces: the 800-seat Mainstage
Theatre, the 195-seat Theatre 2, and 60+ seat Studio Theatre. It is home to the Buffalo Theatre
Ensemble and New Philharmonic, two resident professional ensembles; a number of student
groups, and a gallery space for professional, faculty and student exhibits. In an average week, the
MAC hosts 5.1 public performances, 1.6 arts programs, 2.2 rental events, 10.25 rehearsals and
one non-art College Department use, totaling more than 200 performances of plays, concerts,
lectures and art exhibits per season.
A.
1.
2.
3.
4.
5.
6.
7.
General Scope of Work
Agency must be specialists in performing arts center/live entertainment marketing with a minimum
of 5 years’ experience.
Fully integrated agency with in-house Managers dedicated to the MAC account who specialize
in:(please list in Proposal each staff member who will be assigned)
a. MAC account coordination and budget Development of a comprehensive marketing
plan including advertising, publicity, promotions, email, website and social media
b. Media placement and ad design coordination
c. Public relations - pitching interviews to critics, media and broadcast including handling talent for
morning show press days. all print, radio, and television media relations, writing and distribution
of press releases and event copy, and the coordination of all media events
d. Social Media & Digital Media
e. Collateral and brochure coordination
f. Marketing analysis and surveys
Understanding that this contract will require the agency to completely handle quotes and bids for
brochure print orders and mail house needs in excess of $5000. Agency must be proficient in
acquiring and dealing with the bid process.
Willingness to support the organization by attending all major events and helping to host and
coordinate press, promote on site.
Ability to show examples and experience in creating comprehensive entertainment brochures or arts
season brochure with over 20 productions and venue information with integrated subscription
campaign
Ability to prove established relationships with Arts critics, visual art critics, entertainment editors,
radio and tv producers and bloggers. Demonstrate relevant knowledge and experience in the Western
Suburbs and their relationships with local and regional media outlets.
Provide detail samples of most significant projects completed in the past 2 years that are similar to
the services requested and the related outcomes of those projects.
B.
Detailed Scope of Work – Expanded Scope
2015-2016 INDIVIDUAL SHOW CAMPAIGNS
Touring Shows, New Philharmonic, COD Lecture and COD Christmas Carol
Marketing Plan Development
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Write a public relations, marketing, advertising, and social media plan for each of the Touring and New
Philharmonic shows. The plan for the fall shows is to be completed by August 1, 2015. The plan for the
winter/spring shows is to be completed by October 1, 2015. The elements of the plan include a yearlong advertising plan and budget, pitch angles and promotional ideas per show.
Sample plan of work:
Public Relations
 Oversee all aspects of publicity for the MAC Touring and New Philharmonic shows
 Maintain a customized media database to include local arts, entertainment and lifestyle
journalists, feature reporters, columnists, bloggers and family editors from print, broadcast,
Internet and niche media outlets
 Write and distribute press materials, including biographies, event releases, pitch letters, fact
sheets, media advisories and the like
 Pitch feature stories, live television and radio appearances, interviews and column items
 Submit press materials to long lead outlets three months in advance of each event, and follow up to
pitch coverage, features stories, photo placements or listings
 Submit production information for consideration for fall preview sections
 Secure listings and editorial on websites, blogs and in online newsletters/eblasts, etc.
 Coordinate and oversee the execution of press events, public appearances, broadcast shoots
and photo opportunities
 Staff performances with important media attendance
 Distribute photos and video
 Work with television reporters to include footage of productions in “Weekend Picks” round-ups
 Provide spokespeople with written talking points and interview confirmations
 Draft and distribute event invitations, track responses and follow up to encourage attendance at
performances
 Provide weekly updates and include tear sheets whenever possible
 Compile a final publicity wrap up report within eight weeks following the final performance of the
season
Marketing
 Create and implement the individual show marketing campaigns including promotions, special
offers, and third party tie-ins
 Develop targeted direct mail initiatives for individual shows as sales warrant and budget permits
 Recommend and implement promotional activities as appropriate (i.e., partnerships with
Waterleaf and other area restaurants, businesses and retail outlets)
 Perform basic zip code analysis of ticket buyer database and review existing audience
demographic data as available
 Research and recommend ways for expanding the reach of the marketing materials, such as zip
code saturation, mailing list trades/rentals, email list purchases and publication inserts, among
others
Advertising
 Develop and implement a year-long advertising schedule including broadcast, print, digital
(including Google and Facebook) and out-of-home media
 Seek and negotiate media partnerships/sponsorships as part of the overall advertising campaign
 Design and execute a retargeting campaign through Google including embedding a code in the
MAC website as well as on Facebook pages
 Write copy, reserve ad space, oversee designer and forward necessary paperwork to the MAC
for direct payment
 Negotiate and coordinate media sponsorships
Digital Communications
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



Develop and implement a targeted season-long digital communications plan, to include email
campaign, Facebook and Twitter strategies, blog content and website messaging
Create and implement a social networking/communications strategy that is integrated across all
platforms (Facebook, Twitter and blog), yet still employs the appropriate tone for each unique
platform
Update and maintain a Facebook page and create strategy for building followers and Facebook
fans
Create Facebook contests using a third party application on Facebook to manage contest entries
and work with the programmer a create contest landing page
College Productions
Prior to the beginning of the season, the MAC staff will work with the College to identify a set number of
shows for the Firm to promote. For those shows the Firm will:
 Send out a monthly calendar listing and pursue listings
 Write and distribute a press release for each show
 Pitch a feature story if there is an appropriate angle
 Write and post social media coverage
 Include each show/event in the MAC email newsletter
Cleve Carney Art Gallery
The MAC staff will work with the Art Gallery staff to identify which exhibitions will be promoted during the
2015-2016 season. For these exhibitions, the Firm shall:
 Send out a monthly calendar listing and pursue listings
 Write and distribute a press release for each show
 Pitch feature stories
 Seek coverage on the artists’ sites, if available
 Write and post social media content in support of each exhibition’s opening
 Include each show/event in the MAC email newsletter
 Send dedicated eblast to Cleve Carney’s own email list
Lakeside Pavilion Concert Series (Summer 2015)
 Write and distribute a season announcement press release encompassing all shows in the
season (concerts, movies and college productions), as well as releases on each concert
 Pitch feature stories
 Pursue calendar listings for all concerts
2015-2016 WEBSITE MAINTENANCE
Touring Shows, New Philharmonic and Lakeside
 Develop strategy for key messaging throughout the year, to be featured on home page sliders
 Work with graphic designer and/or MAC staff to create slider artwork for seasonal messages,
such as “subscriptions now on sale,” “single tickets on sale,” and “gift certificates available”
 Create sliders for all featured performances
 Post season brochures
 Work with programmers as needed to make minor updates
College and Art Gallery
 Write copy, obtain photos and videos as available and create pages for every performance or
event (not just the featured events)
2016-2017 SEASON CAMPAIGN
Touring Shows, New Philharmonic, COD Lecture and COD Christmas Carol
 Write the 2016-2017 marketing plan including publicity, marketing, advertising, promotions, email
communications and social media strategy
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









Develop strategic sales initiatives such as a ticket on sale event, gift certificate campaign, Spring
Break special, Black Friday, etc.
Coordinate the season brochure including writing copy, negotiating list trades and rates with
printer and mailing house, managing graphic design and overseeing distribution
Write copy and oversee graphic design and printing of pocket-sized schedule for season
Write and distribute the season press release and follow up with the media to secure season
coverage in conjunction with the subscription campaign
Coordinate a mid-season brochure including writing copy, negotiating rates with printer and
mailing house, managing graphic design and overseeing production
Develop mid-season flier, if warranted, including writing copy, managing graphic design and
overseeing printing
Manage the individual show budgets as well and the season brochure and mid-season brochure
budgets
Compile a master spreadsheet of Touring artists’ contact information, social media outlets and
availability of collateral material
Create, distribute and analyze up to three online surveys to the patron email database
Manage the overall season marketing budget
College Shows and Art Gallery
 Write copy and include all shows and exhibitions in season brochure
 Include all performances and exhibitions in pocket-sized flier
 Include Art Gallery logo in print advertising campaign as space permits
 Incorporate all shows and exhibitions in mid-season brochure
 Manage budget
School Stage
 Edit copy and include in fall brochure
 Feature on website slider as appropriate (such as upon season announcement)
 Include in related materials (such as family series postcard) as needed
College of DuPage Foundation Benefit
 Write pre- and post-event press release
 Post gala to website
 Promote gala via social media
 Secure photographer, if desired
 Staff event to work with photographer and any media in attendance
 Include gala in printed materials
 Incorporate gala into advertising campaign as appropriate
Global Flicks
 Include series in the fall brochure, pocket schedule and midseason brochure
 Post all eight events to website
 Include Global Flicks in eblast campaign
College Shows and Movies in Lakeside Pavilion Summer Series
 Write and distribute a season press release including college production(s) and movies in
addition to the concerts
 Pitch feature stories on season
 Pursue calendar listings
 Develop and implement a modest advertising campaign
 Post events to website
 Incorporate movies and college productions into email and social media campaign
Rentals
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

Edit copy and include in fall brochure
Post rental shows to website
III.
PROPOSAL FORMAT
In order to simplify the review process and obtain the maximum degree of comparison between firms,
please submit your firm’s proposal according to the outline listed below.
Proposals must be typewritten, single spaced, space-and-a-half or double-spaced, using both sides of
the paper. All pages must be numbered. Margins must be at least ½ inch on all sides. Font size can be
no smaller than 10. Proposals using smaller font sizes or smaller margins may be rejected.
Attachments and supporting documents not specifically required by the RFP will not be
evaluated. Requested sample documents, if applicable, do not count against the page limit.
Supporting materials submitted with the proposal, if any, will not be returned.
Firms must respond to all the items listed under Section IV Proposal Requirements. Restate each
item, use the same numbering and letter sequence as found in this Request for Proposal and then
provide your response. Responses must be on the forms provided by College of DuPage where
applicable.
IV.
PROPOSAL REQUIREMENTS
The proposal shall demonstrate the qualifications of the firm and of the particular staff to be assigned to
this project.. It should also provide an assessment of the needs and proposed plan for implementation.
The proposal should be prepared simply and economically, providing a straightforward, concise
description of the firm’s capabilities to satisfy the requirements of the request for proposal. While
additional i nf orm at i on may be presented, the following subjects must be included. They represent
the criteria against which the proposal will be evaluated:
The firm’s proposal should be submitted in the following order:
1.
Letter of Transmittal
The transmittal letter will express the firm’s interest in undertaking this project with College of DuPage.
The letter will summarize the firm’s qualifications for being selected and express any special factors
that the firm believes College should consider in selecting the firm. Finally, the letter shall indicate the
name, title, direct address and direct telephone number of the Firm’s main contact person for
responding to any question, or for negotiating any contract.
2.
Firm’s Qualifications
a)
Professionally Recognized Firm - The proposal shall demonstrate that the firm has been in
business for over five (5) years and has experience in performing arts center/live entertainment
marketing.
b)
Independence - The firm should provide an affirmative statement that it is independent of
College of DuPage. The firm should also list and describe the firm’s (or proposed
subcontractors’) professional relationship involving College of DuPage or any of its’
employees for the past five (5) years, together with a statement expressing why such
relationships does not constitute a conflict of interest relative to performing the proposed
services. In addition, the firm shall give College of DuPage written notice of any professional
relationship entered into during the period of this agreement.
Page | 11
c)
License to Practice in Illinois - An affirmative statement should be included indicating that
the firm and all assigned key professional staff are properly licensed to practice in the State
of Illinois whenever applicable.
d)
Firm Qualifications and Experience - The proposal should state the size of the firm, the size
of the firm’s staff, the location of the office from which the work on this engagement is to be
performed and the number and nature of the staff to be so employed on a part- time basis.
In addition, the firm shall provide information on the circumstances and status of any
disciplinary action taken or pending against the firm during the past three (3) years with state
regulatory or professional organizations.
e)
Staff Qualifications and Experience - The firm should identify the principal supervisory and
management staff who would be assigned to this assignment. The firm should also provide
information on the qualifications, experience, training (specifically community college
performing Arts and Entertainment experience) of the staff assigned. The firm also should
indicate how the quality of staff over the term of the agreement will be assured.
The principal supervisory and management staff, and other supervisory staff and specialists
may be changed if those personnel leave the firm, are promoted or assigned to another office.
These personnel may also be changed for other reasons with the expresses prior written
permission of the College. However, in either case, the College retains the right to approve or
reject replacements.
Other personnel may be changed at the discretion of the proposer provided that replacements
have substantially the same or better qualifications or experience.
f)
Similar Engagements with Other Entities; Most Specifically in Performing Arts and
Entertainment - For the firm’s office that will be assigned responsibility for this commitment, list
the most significant engagements performed in the last five years that are similar to the
engagement described in this request for proposals. Indicate the scope of work, date,
engagement partners, and the name and telephone number of the principal client contact.
g)
Completed Reference Form
3.
Assessment and Specific Approach
The Proposer should prove capability; describing strategies to be used to meet the needs
of the MAC.
4.
Pricing Proposal
The Firm shall provide a proposed fee based on the number of events listed. This
number is an estimate. The total maximum price shall include all direct and indirect
costs and all applicable out-of-pocket expenses.
4.
Completed Proposal Form –for Year 1, 12-month contract
5.
Pricing Proposal
6.
Certification, Signature Pages, and any other documents required herein
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V.
EVALUATION OF PROPOSAL
Proposals will be reviewed, evaluated and scored by an evaluation committee. Evaluation of proposals
will be based on the following criteria for each component. If, after review and evaluation of the firm’s
requirements and cost proposal, the committee determines that oral presentations would be beneficial, it
will schedule these with the top two or three firms. The committee will re-evaluate these firms for
final selection. A chief contact person for the firm, who has the ability to fully answer all questions
regarding their proposal, will be expected to attend any oral presentation scheduled.
Max.
Point
s
1. OVERALL EXPERIENCE OF COMPANY & DEMONSTRATED RESULTS
20
Our evaluation will include an assessment of the history of your company, your
experience as it relates to the requirements within this RFP, evidence of past performance,
quality and relevance of past work, references, and related items.
2. CREATIVITY
20
Our evaluation will include an assessment of the quality of proposed strategies, and creativity
as demonstrated by the required project.
3. FAMILIARITY WITH THE COLLEGE & ENTERTAINMENT INDUSTRY
10
Our evaluation will include our assessment of your understanding of our organization and the
Performing Arts and Live Entertainment Marketing industry and how you integrated this
knowledge into your proposal.
4. QUALIFICATIONS OF PERSONNEL
115
5
Our evaluation will include an assessment of the qualifications and experience of your
managerial team, staff, and subcontractors, and related items.
6. APPROACH
Our evaluation will include an assessment of the extent to which the MAC PR assessment
and implementation plan aligns with the MAC’s stated needs.
15
7. BUDGET APPROACH/COST EFFECTIVENESS
20
Effective and efficient delivery of quality services is demonstrated in relation to the budget
allocation. The allocation is reasonable and appropriate. Approach to compensation
structure is balanced and structured to maximize marketing investment.
TOTAL POINTS
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100
S
c
o
r
e
PROPOSAL FORM
Dollar Cost
Your proposal shall contain all pricing information relative to performing the requested
services as described in this request for proposal. The total all-inclusive maximum price
below contains all direct and indirect costs including all out-of-pocket expenses. Firms must
include with Proposal their full terms and conditions, including fees for cancelations and
show/event additions, billing schedules, markups, etc. The top 3 Firms will be contacted to
attend a mandatory site visit at a date to be determined.
Individual Shows/Events: _________________________________________
Touring Shows (36 shows)
Family Shows (4 shows)
Playhouse Shows (6 shows)
New Philharmonic concert (5 concerts)
Lakeside Pavilion Concerts (4 concerts)
College Student Shows (10 shows)
College Lecture (1 Lecture)
Christmas Carol (1 show)
Carney Art Gallery (4 Openings)
Subtotal
$______________________
$______________________
$______________________
$______________________
$______________________
$______________________
$______________________
$______________________
$______________________
$______________________
Expenses:_______________________________________________________
Website Maintenance (12 months)
College Digital Communications
Other fees*
Subtotal
$______________________
$______________________
$______________________
$______________________
(*“Other fees” should be listed in detail in proposal submission)
Season Campaign:________________________________________________
Season Retainer
Season Announcement
Season Collateral Materials
Marketing Plan
$______________________
$______________________
$______________________
$______________________
Subtotal (Year 1)
$______________________
Estimate (Year 2) (based on above, subject to change) $_________________
Page | 14
REFERENCE FORM
Provide five customer references for similar projects (REQUIRED)
COMPANY
ADDRESS
CITY, STATE,ZIP
CONTACT
PERSON
TELEPHONE
EMAIL
PROJECT DESCRIPTION
COMPANY
ADDRESS
CITY, STATE,ZIP
CONTACT
PERSON
TELEPHONE
EMAIL
PROJECT DESCRIPTION
COMPANY
ADDRESS
CITY, STATE,ZIP
CONTACT
PERSON
EMAIL
PROJECT DESCRIPTION
Page | 15
TELEPHONE
REFERENCE FORM (cont)
COMPANY
ADDRESS
CITY, STATE,ZIP
CONTACT
PERSON
TELEPHONE
EMAIL
PROJECT DESCRIPTION
COMPANY
ADDRESS
CITY, STATE,ZIP
CONTACT
PERSON
EMAIL
PROJECT DESCRIPTION
Page | 16
TELEPHONE
CERTIFICATIONS
THE UNDERSIGNED IS CAUTIONED TO CAREFULLY READ THESE CERTIFICATIONS PRIOR TO SIGNING THE SIGNATURE
PAGE. SIGNING THE SIGNATURE PAGE SHALL CONSTITUTE A WARRANTY BY THE UNDERSIGNED THAT ALL THE
STATEMENTS, CERTIFICATIONS AND INFORMATION SET FORTH WITHIN THESE CERTIFICATIONS ARE TRUE,
COMPLETE AND CORRECT AS OF THE DATE THE SIGNATURE PAGE IS SIGNED. THE UNDERSIGNED IS NOTIFIED
THAT IF THE COLLEGE LEARNS THAT ANY OF THE FOLLOWING CERTIFICATIONS WERE FALSELY MADE, THAT ANY
CONTRACT ENTERED INTO WITH THE UNDERSIGNED SHALL BE SUBJECT TO TERMINATION .
A. Prevailing Wage Act. To the extent required by law, Contractor shall not pay
less than the prevailing wage as established pursuant to an Act Regulating the Wages of
Laborers, Mechanics, and Other Workman employed under Contract for Public Workers
820 ILCS 130/1 et seq. Our company certifies that it is eligible for proposalding on public contracts and
has complied with section 11a of the Prevailing Wage Act, 820 ILCS 130.01-12. Yes_____ No_____
B. Human Rights Act. To the extent required by law, Contractor shall aproposale by
the Illinois Human Rights Act, 775 ILCS 10/0.01 et seq.
C. Drug Free Workplace. To the extent required by law, Contractor shall aproposale
requirements of the Drug Free Workplace Act 30 ILCS 580.1 et seq.
with the
D. Sexual Harassment Policy. Contractor represents by the signing of this agreement that it has a written
sexual harassment policy that is in accordance with 775 ILCS 5/2-105 (A) (4).
E.
Non-debarment. By executing this agreement Contractor certifies that it has not been debarred from
public contracts in the State of Illinois for violating either 33E-3 or 33E-4 of the Public Contracts Act,
720 ILCS 5/33E-1 et seq.
F.
Fair Employment Practice: Companyr is in compliance with all State and Federal laws regarding Fair
Employment Practice as well as all rules and regulations. Yes______
No________
G. Our company has an Equal Employment Opportunity and Affirmative Action Program which complies
with Executive Order 11246, the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, and the
Rehabilitation Act of 1973.
Yes _______ No _______
H
Our company certifies that it is eligible for proposalding on public contracts and is not in violation of
either paragraph 33E-3 or 33-E-4 of Public Act 86-150, 720ICLS 5 with regards to proposal
rigging/proposal rotating.. Yes_______ No_______
I
When required by law, the proposal and all proposal’s subcontractors must participate in applicable
apprenticeship and training programs approved by and registered with the United States Department of
Labor’s Bureau of Apprenticeship and Training as required by Illinois Public Act 093-0642.
ADVICE
MINORITY/WOMAN-OWNED, DISADVANTAGED BUSINESS? YES_____ NO_____. If yes, please attach copy of
certification and advise certification number and expiration date below:
STATE NEGOTIATED PROPOSAL/ COOPERATIVE AGREEMENT: YES _____ NO _______
Contract No ___________
Name of Certifying Entity: _________________________________________________________
Certification #: ________________ _____________
CE-1
Expiration Date:
_____
SIGNATURE PAGE
Check One:
 SOLE PROPRIETOR  PARTNERSHIP (and/or JOINT VENTURE)  LIMITED LIABILITY COMPANY
 CORPORATION
The undersigned acknowledges receipt of a full set of Contract Documents and Addenda Numbers
__________________ (None unless indicated here). The undersigned makes the foregoing Proposal subject to all of
the terms and conditions of the Contract Documents. The undersigned certifies that all of the foregoing statements of
the Vendor Certifications are true and correct. The undersigned warrants that all of the facts and information
submitted by the undersigned in connection with this Proposal are true and correct. Upon award and execution of this
Contract by the College of DuPage Board of Trustees, the undersigned agrees that execution of this Proposal shall
stand as the undersigned's execution of this Contract.
BUSINESS NAME:________________________________________________________________________
BUSINESS ADDRESS:
__________________________________________________________________________________________
BUSINESS TELEPHONE:
FAX NUMBER:
____
EMAIL ADDRESS:
CELLULAR TELEPHONE NUMBER:
FEIN/SSN:
AUTHORIZED SIGNATURE:
_______
PRINT NAME:
TITLE: ____________________________________________________________________________________
DATE:
Subscribed to and sworn before me this
day of
, 2015. My commission expires:
X
Notary Public Signature
Notary Seal
*
Attach hereto a partnership resolution or other document authorizing the individual signing this Signature Page to so
**
sign on behalf of the Partnership.
If the LLC is not registered in the State of Illinois, a copy of a current Certificate of Good Standing from the state of
incorporation must be submitted with this Signature Page.
***
Attach either a certified copy of the by-laws, articles, resolution or other authorization demonstrating such persons to
sign the Signature Page on behalf of the LLC.
***
If the corporation is not registered in the State of Illinois, a copy of the Certificate of Good Standing from the state of
incorporation must be submitted with this Signature Page.
***** In the event that this Signature Page is signed by any persons other than the President and Secretary, attach either a
certified copy of the corporate by-laws, a resolution or other authorization by the corporation, authorizing such persons
to sign the Signature Page on behalf of the corporation.
CE-2
COLLEGE OF DUPAGE SIGNATURE PAGE
ON BEHALF OF THE COLLEGE OF DUPAGE, A BODY POLITIC AND CORPORATE OF THE STATE OF
ILLINOIS, THIS CONTRACT IS HEREBY EXECUTED BY:
SENIOR VICE-PRESIDENT ADMINISTRATION AND TREASURER
DATED AT GLEN ELLYN, ILLINOIS THIS ___ DAY OF_____________, ,2015
THE COLLEGE HEREBY ACCEPTS:
THE FOREGOING PROPOSAL AS IDENTIFIED IN THE CONTRACT DOCUMENTS FOR CONTRACT FOR
MARKETING, Public Relations, Advertising, Social Media, and Web Maintenance for the MAC
TOTAL AMOUNT OF CONTRACT: $
(DOLLARS AND CENTS)
FUND CHARGEABLE:
CE-3
Purchasing Department
425 Fawell Boulevard
Glen Ellyn, Illinois 60137-6599
http://www.cod.edu
PHONE (630) 942-2813
FAX
(630) 942-3750
2015-R0024 Marketing and Public Relations Services for the McAninch Arts Center at the
College of DuPage
RFP Deadline 4/17/2015 @ 2:00pm CST
ADDENDUM
April 13, 2015
This addendum is issued to answer questions.
1. What is the reason for the agency search at this time – are you satisfied with the
performance of the incumbent agency?
A. We were advised by Accounting and the Purchasing Department to complete a formal RFP. Yes
we are very happy with the incumbent agency.
2. Can you share with us any major marketing challenges in the coming year that have been
given a priority?
A. It’s hard to identify what shows will be a challenge to sell until after the season goes on sale.
3. At the end of the year, how would you define whether your marketing investment was
successful for each program offering?
A. Sales results and sellouts; number of times and size of features, interviews and the status of
those articles and broadcasts
4. What constitutes the majority of your event ticket sales – subscriptions, group sales,
individual sales?
A. 25% subscribers; group sales functions will begin this year, historically no group sales person;
75% individual sales currently
5. What is the typical sales cycle for individual ticket and season subscription purchases?
A. Subscription renewals May-June; New subscribers July-August (announce to last year single
tickets); single tickets – August; Season begins late Sept through May.
6. Is attracting more sponsors part of the project scope?
A. Indirectly, not the primary role for the marketing firm.
7. What is the key demographic of your typical audience for performing arts and for visual arts
events, and is there an audience segment that you would like to attract more to your
programs?
A. Our audience is primarily 55-75. We are working on attracting 30-40 year old young families. We
would like to attract more of the 40-55 year old segment.
8. What has been the MAC’s experience in marketing outside of DuPage County?
A. It has been positive- the vast majority of our customers come from a 20-mile radius.
9. Do you have any data that describes awareness and perceptions of the MAC within the
DuPage County geographic region?
A. Yes, we have recently completes a focus group survey and the perception is very positive. The
survey indicates that the top three priorities and qualities our audience likes are: variety of
programming, proximity to home, excellent value
10. Are there specific programs or events that attract a broader reach of audience?
A. Yes, comedy.
11. What are the most viewed pages on your website?
A. Home page and show page
12. Can you share as to what form of advertising proves most effective for you: traditional print,
broadcast, or digital?
A. Word of mouth and direct mail
13. For media and advertising placements, do you buy directly from the media outlets or should
the cost of ad placements be included in our pricing proposal?
A. The selected agency will place and buy ads and radio flights.
14. What are the dates of service for the contract?
A. Contract begins on July 1, 2015.
15. What is the overall media advertising budget?
A. About $300,000, depending on the final number of shows.
16. On page 12, numbering 4 is listed twice and number 5 is a repeat. What is the proper order?
A. Please disregard duplicate/triplicate. Number 4 should include the Pricing Proposal on the
proposal form provided. Disregard number 5.
If you have not yet submitted your bid, please sign this addendum and include with your sealed
bid. If you have already submitted your bid, please sign and return to Kelly Froehlich at
Purcasing@cod.edu prior to the RFP due date/time, even if you have not bid on this particular
item. You also have the option of withdrawing your bid if necessary. Please contact Kelly Froehlich
with further questions.
I HAVE RECEIVED ADDENDUM #1 _________________________________
Authorized Signature
FIRM NAME & ADDRESS:
__________________________________
___________________________________
___________________________________
Sincerely,
Purchasing Department
College of DuPage
425 Fawell Blvd. BIC 1540
Glen Ellyn, IL 60137