REQUEST FOR PROPOSAL (RFP) CHAMBER DIRECTORY ...

REQUEST FOR PROPOSAL (RFP) CHAMBER DIRECTORY PUBLICATION

SUBMIT TO: Amanda Graves [email protected] JEFFERSON CHAMBER OF COMMERCE 3421 N. Causeway Blvd., Ste. 203 Metairie, LA 70002 (504) 835-3880 www.jeffersonchamber.org

AUGUST 12, 2015

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SUMMARY AND BACKGROUND The Jefferson Chamber of Commerce is currently seeking proposals for the publication of its 2015-2016 Membership Directory/Annual Report. The Chamber is seeking a firm to design the entire publication, including but not limited to writing content, providing photography, selling advertising, designing layout, and publishing the finished product. The project should be completed annually in January to coincide with and be distributed at the Chamber’s Annual Meeting. The Chamber’s directory will serve as a key marketing piece for the Chamber, our members, and the Jefferson Parish community. We anticipate entering into a three-year publication agreement with the business selected for this project. The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who best aligns with our needs and requirements. The Jefferson Chamber of Commerce is a business membership organization with approximately 850+ member firms and organizations. Its members and staff are committed to the continued economic growth and prosperity of the community and to preserving and further enhancing the area's exceptional quality of life. 2015 Jefferson Chamber Membership Directory 2014 Jefferson Chamber Annual Report

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PROPOSAL GUIDELINES This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until 5p.m. CST, Friday, August 28, 2015. Any proposals received after this date and time will not be considered. The selection will be made and notification will be given no later than Friday, September 4, 2015. Although a business does not need to be a member of the Jefferson Chamber of Commerce to submit an RFP, membership will be required if selected.

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PROJECT PURPOSE The publication will be a combination of an alphabetical and categorical membership directory and an annual report that will enhance the Chamber’s ability to market itself, its members, and Jefferson Parish. The generation of non-dues revenue for the Chamber through advertising revenue for this publication is also required.

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DESIRED COMPONENTS OF THE MEMBERSHIP DIRECTORY Annual Report Section: Section (printed in color) promoting the accomplishments of the previous year.

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Alphabetical Directory of Members: Black and white, alphabetical listing that will include the name of the business or organization, business category, primary representative, address, zip code, telephone number, fax number, e-mail address, and website. Categorical Directory of Members: Black and white, categorical listing that will include the name of the business or organization, business category, primary representative, address, zip code, telephone number, fax number, e-mail address, and website. Quantity: Minimum of 1500 copies. Page Count: The publication should have approximately 32 pages of content, with the entire publication being between 100-150 pages (including listings.) Size: 8 1/2” x 11” (Open to recommendations) 5.

SERVICES SOUGHT FROM VENDOR  

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SERVICES TO BE PROVIDED BY CHAMBER   

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Organization and publication of the Chamber’s 2015-2016 Membership Directory/Annual Report. Sale of advertising and enhanced member listings to support publication. (Vendor will make every effort to solicit new revenue to the publications before seeking advertisements from Chamber members. We suggest offering special pricing to Chamber members.) Collection of payments for advertisements and enhanced listings sold. Coordination of obtaining or creating print-ready artwork for the advertisements sold. Writing of editorial content for inclusion in the publication. Provision of photography for use in the publication. Generation and mailing of promotion letter(s) announcing the beginning phase of advertising sales. Digital/online (turn-page-pro) version of the publication to display on the Chamber’s website. Mailing of publication to Chamber membership list, with the option to wrap in poly bag.

Provision of Chamber membership list for advertising sales purposes. Provision of membership database for use in member verification forms. Input regarding editorial content and photographs included in the publication.

RFP TO INCLUDE Organizations should provide the following items as part of their proposal for consideration: 

A detailed description of your organization’s experience in producing such publications as the directory described above.

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A detailed, itemized list of any/all publication elements that your organization offers (including additional technological enhancements/features). A projected timeline for completing and delivering this publication to the Chamber. The amount of non-dues revenue and/or value of trade advertising in Chamber-relevant targeted publication to be contractually provided to the Chamber, as a predetermined figure and/or a percentage of the advertising revenue raised for this directory publication. Any added value that can be provided to the Chamber. (Ex. Print advertisements, online advertisements, etc.) The names and contact information for references from at least two (2) organizations for which you have produced similar directories or publications, a sample of the directories produced, and the approximate revenue generated from these publications. Acknowledgement of your intention to outsource any of the responsibilities. If so, who will you outsource to (if name is available.)

USE OF LOCAL PRINTERS & PHOTOGRAPHERS The firm selected to produce the 2015-2016 Membership Directory/Annual Report will be expected to request quotes from Jefferson Chamber of Commerce member printing firms and photographers and make every effort to award the bid for these services to a Chamber member. Final selection should be based upon cost, quality, service and delivery.

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PROPOSAL EVALUATION CRITERIA Experience, amount of non-dues revenue to be made, understanding of the project, vendor reputation, creativity, and ability to complete project within requested timeframe will all be considered in awarding this contract. The selection committee will include Robert Baer, Communications Advisory Committee Member and Vice President of Innovation & Product Management at Fidelity Bank; Stephanie Cox, Jefferson Chamber Vice President of Membership and Events; Betsie Gambel, Communications Advisory Committee Chair and President of Gambel Communications; Amanda Graves, Jefferson Chamber Communications Director; and Todd Murphy, Jefferson Chamber President.

*Preferred method of delivery is electronic copy to [email protected]. For questions, please contact Amanda Graves via email or by calling the Chamber office at (504) 835-3880.

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