2002-25076 Reso
RESOLUTION NO.
2002-25076
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ISSUANCE OF AN RFQ TO SOLICIT QUALIFICATIONS TO
PROVIDE PUBLIC RELATIONS SERVICES AND MARKETING AND
COMMUNICATIONS CONSULTING SERVICES FOR THE CITY OF
MIAMI BEACH.
WHEREAS, as part of the Greater Miami Convention and Visitors Bureau (GMCVB)
review and renewal, the City Commission recommended that the City engage a publicist to
compliment the GMCVB effort but with a focus on Miami Beach and funding, in the amount
of $100,000, was included in the Fiscal Year 2003 Budget; and
WHEREAS, to that end, the City has engaged a consultant, Motivus, to act on a
short-term basis as the City's Marketing and Communications Specialist; and
WHEREAS, during the next 120 day period, the City has contracted with Motivus,
Inc. for under $25,000 until such time as a permanent selection can be made; and
WHEREAS, with all the activity and significant events taking place in Miami Beach,
the engagement with Motivus will capitalize on a near term opportunity we have in the City
and this engagement will allow the Administration to also better develop what will best
serve the City with a long term engagement to better grasp the City's objectives and goals;
and
WHEREAS, attached please find the scope of services to be included in the subject
RFQ and the recommended evaluation criteria that will be included.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission authorize the issuance of an RFQ to solicit qualifications to provide
public relations services and marketing and communications consulting services for
the City of Miami Beach.
PASSED and ADOPTED this 11th day of Dec mb r,2 2.
~~ rtU~
CITY CLERK
ATTEST:
APPROVED AS TO
FORM & LANGUAGE
a FOR EXECUTION
JMG/CMC/rar
T:\AGENDA\2002\DEC1102lFlEGULARIGMC'J.!l RFQ.RES.doc
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
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Condensed Title:
A Resolution authorizing the issuance of an RFQ to solicit qualifications to provide public relations services
and marketing and communications consulting services for the City of Miami Beach.
Issue:
Shall the City Commission authorize the issuance of an RFQ for publicist services for the City of Miami
Beach?
Item Summa IRecommendation:
As part of the Greater Miami Convention and Visitors Bureau (GMCVB) review and renewal, the City
Commission recommended that the City engage a publicist to compliment the GMCVB effort but with a
focus on Miami Beach. The Administration recommends the Mayor and City Commission authorize the
issuance of a Re uest for Qualifications seekin ro osals for ublic relations services for the Ci .
Advisory Board Recommendation:
I N/A
Financial Information:
Source of
Funds:
D
Finance Dept.
City Clerk's Office Legislative Tracking:
I Christina Cuervo
T:\AGENDA\2002IDEC1102\REGULARIGMCVB RFQ.SUM.doc
AGENDA ITEM e. 70
DATE IJ~lI-O'L
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.fl.us
COMMISSION MEMORANDUM
From:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez \~
City Manager 0 r 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF AN RFQ
TO SOLICIT QUALIFICATIONS TO PROVIDE PUBLIC RELATIONS
SERVICES AND MARKETING AND COMMUNICATIONS CONSULTING
SERVICES FOR THE CITY OF MIAMI BEACH.
Date: December 11, 2002
To:
Subject:
As part of the Greater Miami Convention and Visitors Bureau (GMCVB) review and
renewal, the City Commission recommended that the City engage a publicist to compliment
the GMCVB effort but with a focus on Miami Beach. Funding was included in the amount
of $100,000 in the Fiscal Year 2003 Budget.
To that end, the City has engaged a consultant, Motivus, to act on a short-term basis as
the City's Marketing and Communications Specialist. During the next 120 day period, the
City has contracted with Motivus, Inc. for under $25,000 until such time as a permanent
selection can be made.
With all the activity and significant events taking place in Miami Beach, the engagement
with Motivus will capitalize on a near term opportunity we have in the City. This
engagement will allow the Administration to also better develop what will best serve the
City with a long term engagement to better grasp the City's objectives and goals.
At this time, the Administration recommends the Mayor and City Commission authorize the
issuance of a Request for Qualifications seeking proposals for public relations services for
the City.
Attached please find the scope of services to be included in the subject RFQ and the
recommended evaluation criteria that will be included.
JMG/ClOOStrar
T:\AGENDA\2002\DEC1102\REGULARlGMCVB RFa.MEM.doc
SCOPE OF SERVICES
The City of Miami Beach is seeking qualified experienced public relations firm with a
proven track record of proactively marketing and targeting the tourism industry and clients,
media and trade publications, trade shows and conventions, showcasing Miami Beach.
The selected firm shall develop in a professional and diligent manner, on behalf and for the
benefit of the City, a marketing and communication strategy through a strategically
leveraged media and marketing campaign. Firms are asked to submit proposed work
programs and competitive budgets necessary to accomplish the proposed task.
Specifically, the Contractor's responsibilities will include:
. Establish and foster relationships with culture, entertainment and trade media, both
domestic and international, to promote the City of Miami Beach;
. create and successfully distribute an effective media campaign (with measurable
and quantifiable goals i.e. a certain number of releases for the year, # of fams, # of
missions, etc.);
. package and placement of stories and successful media outreach by preparing and
distributing regular press releases and media materials;
. review, amend/create and recommend press kit strategy/collateral marketing
materials;
. create and manage targeted custom events designed to garner press coverage and
industry interest;
. increase media coverage for culture, entertainment, retail and tourism and resort
destination industry clients;
. notify the City representatives of significant trade show opportunities and targeted
industry events and provide media relations support: releases, scheduling media
appointments, etc.;
. recommend and develop a brand identity platform;
. provide input to staff in developing a strategy to help promote the Summer Festival
Season;
. perform such other strategic marketing, creative, or communication services as may
be required by the City in promoting the City; and
. contractor shall provide the following in the form of a deliverable:
1. Complete copy of all press releases, clippings, video print, etc., of all items
placed through her efforts;
2. Complete listing of all contacts made:
A. Name
B. Date
C. Contact information
D. Synopsis of contact/meeting
3. Marketing plan for future and long-term efforts.
Minimum Requirements:
Interested firms should possess the following minimum requirements as follows:
. Established relationships with entertainment and trade media, both domestic and
international;
. A history of packaging stories and successful media outreach by preparing and
distributing regular press releases;
. The ability to create and successfully distribute an effective media campaign;
. Experience in creating and managing targeted custom events designed to garner
press coverage and industry interest;
. Proven track record of increasing media coverage for tourism and resort destination
industry clients;
. History of producing collateral marketing materials, including brochure and EPK's;
. Experience in representing clients at significant trade shows and targeted industry
events.
Interested firms should submit documents that provide evidence of capability to provide the
services required for this project as a submittal package.
Introduction letter designating areas of proposed services and sufficient information as to
the qualifications of the submitter.
Respondents must provide documentation which demonstrates their ability to satisfy all of
the minimum qualification requirements listed above.
Each firm interested in responding must provide, at least, three (3) references for whom
you have, or are now supplying services similar to those requested. Include name,
address, telephone number and party to contact.
A resume of each staff member or employee that may be made available.
Evaluation Criteria:
The Evaluation Committee shall recommend to the City Manager the proposal or proposals
acceptance of which the Evaluation Committee believes to be in the best interest of the
City. The Evaluation Committee shall base its recommendations on the following
factors:
a. Experience and qualifications of the firm (20 points).
b. Experience and qualifications and proven successful track record ofthe publicist(s)
assigned to work with the City (40 points).
c. Approach and methodology (20 points).
d. Demonstrated record of accomplished work in public relations or as a publicist (10
points ).
e. Proposed fees (10 points).