From
Amy Sprinkles
Title
Agreement with Rhyme & Reason for Creative Design, Copywriting, Social Media, and Ad Placement services; second agreement with BrandEra for Public Relations, Surveys, Local Media Ad Placements, Photography, and Videography services; third agreement with Madden Media for Creative Design, Ad Analysis, and Ad Placement services (each agreement will be for an initial one-year term up to $325,000 annually each, with the option to be renewed for four additional one-year periods, totaling $4,875,000 (cumulatively) if all extensions are exercised; and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms
Presenter
Amy Sprinkles, Communication, Marketing and Libraries Director
Recommended Action
Approve
Analysis
Rhyme & Reason, Brandera, and Madden Media all impressed the panel with their specific strengths and are recommended for award. These contracts cover two campaigns: Go Grand (tourism) and Live Life Grand (community engagement). Madden brings decades of experience in tourism, along with its proprietary software designed to track social media placements for success, with comparative data from dozens of other tourism agencies throughout Texas. BrandEra brings intense local knowledge, deep local media connections, strong public relations and continuity of the brands they help us launch five years ago. Rhyme & Reason brings a fresh perspective, in-roads in the tourism ad market, clever designs, catchy copy writing and more power to partner with staff and our other two agencies toward our common end goal.
Notice of RFP #19132 for the city’s in-market and out-of-market ad campaigns promoting Grand Prairie as the place to play, stay, live and work was advertised in the Fort Worth Star Telegram and BidSync.com; it was distributed to 192 vendors. There were six Grand Prairie vendors available for this commodity, none submitting proposals. Ten proposals in total were received as shown on attachment A (eight were considered as responsive and two as unresponsive).
The award was based on best value criteria set up in the specification, including cost, experience, creative approach, extent to which the goods/services meet the City’s needs, as listed in the RFP specification. The interview panel consisted of professionals and experts from the City Manager’s Office, our Marketing and Communication staff, Lone Star Park and Ripley’s Believe Or Not.
Financial Consideration
Funds are available in FY 2019/2020 Hotel/Motel Tax Fund, Tourism (172110-61600) for Advertising and Promotions and will be charged accordingly on orders through the end of the current fiscal year. Funding for future fiscal years will be paid from that year’s approved budgets.