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CP 2021-12-14
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oppell Chamber of Commerce Request for Use of Hotel Occupancy Tax The Coppell Chamber of Commerce is requesting the use of the Coppell Hotel Occupancy Tax to fund a Marketing Campaign designed to drive visitors into Coppell to Eat, Shop, Sleep & Play. Background 1. 2.There has been little outside marketing of Coppell by design 3. Town and numerous restaurants unique to Coppell 4.Restaurants and retail struggled prior to COVID-19 due to competition from the surrounding cities, lack of patronage from local community, and no signage or marketing directing outside traffic into Coppell 5.Chamber saw the corporations & manufacturing companies as a market for Coppell because they bring in large groups for training and annual conferences 6.COVID-19 changed our strategy 7.Lack of awareness in the DFW Metroplex as to the location of Coppell and businesses available Current Business Climate in Coppell 1.New Art Center and nationally awarded Farmers Market needs broader market reach 2.Most Corporate offices now are empty or partially empty with continued delay on full staff returning, if at all 3.Hotels, Restaurants, and retail have lost business/sales due to the fact that the corporations & manufacturers are not bringing in training or conferences 4.Restaurants and retail have lost business/sales because employees of the Corporations and manufacturers are no longer patronizing their businesses during the day Proposed Solution 1.Establish a marketing campaign/strategy to reach the 8 million residents of the Dallas-Fort Worth Metroplex effective January 2022 2.Contract with the Coppell Chamber of Commerce to hire an experienced Marketing Firm/Agency to create a comprehensive, full marketing initiative with solid market research, strategic planning, and recommendations for implementation and tracking results a.Develop a brand, identity, and strategy to move the Coppell businesses and programs to the forefront b.Focus on bringing in visitors to shop, eat and play in Coppell c.Promote Coppell events (Arts, Sports, Community Events) d.Move toward establishing Coppell as a prime location for travelers when visiting anywhere in the Metroplex Metrics from other Cities Hotel Hotel Visitor Visitors Social Media reach Revenue Occupancy Spending Austin Convention & Visitors Bureau +20% Doubled +314MM +8% +1.2B Digital Media Click Website Thru Impressions clicks Town of Addison Oktoberfest Campaign +55% 3.7M 35K Key Performance Indicators Met and Tarrant County Exceeded Get Vaccinated Campaign Yes Rental Assistance Campaign Yes Company Selection Process A committee of 5 Marketing & Communications Executives were enlisted to participate in the review & selection process. Each submission was reviewed and scored based on presentation and qualifications. Committee Members: Amanda Brummitt, The Brummit Group; Kori Stolar, DFW International Airport; Elizabeth De Moraes, Magnetic Media, LLC; Cindy Andrew, 21Design Studio; Ellie Braxton-Leveen, Coppell Chamber of Commerce Funding 1. a.Based on research with other Chambers of Commerce and conversations with Marketing Firms, initial costs are estimated to be 120K 150K annually plus Chamber Management Fee PHASE INVESTMENT Discovery & Strategic Development $ 10,000.00 Campaign Development $ 20,000.00 Campaign Production $ 20,000.00 Paid Media $ 70,000.00 100,000 b.Coppell Chamber will charge a 10% management fee estimating 12K -15K annually i.Management fees include 1.Staff time. One staff member designated to coordinate with and oversee meetings, strategic planning, and implementation with the Marketing firm. 2.Use of office equipment & facilities 708 W. Main Street Coppell, TX 75019 Phone: (972) 393 2829 Email: ellie@coppellchamber.org Coppell Chamber of Commerce Community Marketing, Media and Communications Request for Qualifications, City Branding and Marketing-RFQ# 01-2021 The Coppell Chamber of Commerceis requesting Statements of Qualifications fromexperienced and qualified Marketing Firm/Agency (Firm) for a comprehensiveand full branding and marketing plan to reflect our unique community. Coppellis seated in Dallas County, has a population of 41,000 residents in anarea that is in the heart of the Dallas Fort Worth Metroplex with a population of approximately 8 million residents. Coppell is one of the host cities for the Dallas Fort Worth International Airports. The City ofCoppell provides Police, Fire, water, street maintenance, sewer services, and an Art Center,schooldistricts in Texas, parks, and a city library. Once a sleepy little farm community, Coppell has become a rapidly growing, vibrant part of the DFW Metroplex. both the early history of Texas while having the easy access to the airport and a gateway to the rest of the modern world. Anyone with a love for the past or a simpler time, can take a stroll through Old Town Coppell and grab a bite at one of the many eateries throughout Coppell. The Coppell Chamber of Commercedesires to develop a localand regionalmedia campaign using existingresources in the most cost-effective way. Project Overview and Scope of Services The Coppell Chamber of Commerceis seeking an experienced Marketing Firm/Agency tocreate a comprehensive, full marketing initiative and needs a qualifiedMarketing Firm/Agency with experience in solid market research, strategic planning, and recommendations for implementation and tracking results. It is critical that the marketing initiative consist of and accomplish the following; Coppellas a great place to visitand shop. Coppellas a travel destinationand/or a less expensive location for hotel and restaurants when visiting the Metroplexfor work or entertainment. design, development, production and evaluation. out media buying, placement and monitoring *All delivered content must be open sourced or available for licensed use. Cost of any necessary licensing should be clearly disclosed within the Written Agreement. Proposal Format and Desired Qualifications Experience of the Marketing Firm/Agency; provide a cover letter with name, address, phone number and email address of Consultant. Prior experience and qualifications in providing advertising, marketing, media and communication services for marketing initiative. Texas Office of Tourism and other marketing entities that advertise Texas. Identify the proposed Project Manager and personnel to be assigned to this project, including names, address, current phone numbers and email addresses. References: Provide the name and contact information for at least three (3) references familiar with the quality of work by your firm of similar nature as contained in the above Scope of Work media and communication needs. Identify any potential challenges or special concerns that may be encountered. Hourly Rates; provide a breakdown of hourly rates for prospective work by labor type required to carry out the items described in the Scope of Work. Provide any other information that you feel to be relevant to the selection of your firm. Review Criteria The completeness of the submittal Qualifications of the Marketing Firm/Agency; Preference shall be given to those with key experience in the items listed in the Scope of Services. Project Understanding; Preference shall be given to respondents which demonstrate an understanding of the project requirements. References; Preferences shall be given to respondents with reference checks that complement the desired project requirements. Ability of the Firm in terms of workload and availability of qualified personnel, equipment, and facilities to perform the required professional services competently and expeditiously. INTERVIEWS The Coppell Chamber of Commerce, at its sole discretion may conduct on site interviews with each respondent or finalist. The individual designated as the Project Manager should attend the interview. All costs, if any, associated with travel to this interview are the responsibility of the respondent. The Chamber will make every effort to accommodate and minimize costs to the respondent. Respondent should be prepared to discuss all aspects of their proposal. SELECTION The Coppell Chamber Marketing Review Committee shall serve as the selection committee and will forward their recommendations to the Chamber President and Board Executive Committee for final approval. The Coppell Chamber of Commerce plans to select the Marketing Firm/Agency to perform these services by December 1,2021. If a written agreement cannot be negotiated with the selected consultant within a reasonable period of time after selection, The Chamber reserves the right to terminate negotiations and select a Firm from among the other finalist. Written Agreement Required The selected respondent will be invited to enter into a two (2) year written agreement with the Coppell Chamber of Commerce to provide all services required under the Scope of Services set forth in this RFQ or as may be modified by the Written Agreement. The responded will be expected to complete the tasks and produce the products and services as outlined below and as assigned. A final budget for such services will be established upon award and final approval of the Written Agreement. SUBMISSION OF PROPOSALS Respondents shall submit their proposal to the Coppell Chamber of Commerce, Attn Ellie Braxton Leveen, Proposals must be submitted bearing the name and address of the respondent. Responses must be submitted to: Coppell Chamber of Commerce 708 W. Main Street Coppell, TX 75019 All responses to the RFQ are due November 20, 2021, 2:00 p.m. CST Responses to the RFQ that are not received by Coppell Chamber of Commerce prior to the date and time specified will be considered late and will be rejected. All submitted proposals, including attachments, supplementary materials, addenda, etc. become the property of the Coppell Chamber of Commerce and will not be returned to the respondent. GENERAL CONDITIONS A. CONFLICT OF INTEREST: The successful firm shall disclose any potential conflicts of interest it may have with the Coppell Chamber of Commerce shall address and resolve any individual matters involving a conflict in advance of appointment. Such conflicts shall be disclosed as part of the RFQ submission. B. INSURANCE AND INDEMNIFICATION: The selected firm must maintain professional, general, automobile and employee liability minimum amount of $1,000,000.00 per occurrence and $2,000,000.00 aggregated and name the Coppell Chamber of Commerce as an additionally insured. Additionally, the selected firm must state in its RFQ that it shall indemnify and hold harmless the Coppell Chamber of Commerce from any claims arising out of any work or service provided by the firm including, but not limited not to, claims by any federal, state, or county agency that there is, or may be, a violation of a law or regulation. C. DATA COMPILATION: The selected firm shall take all steps necessary to safeguard any data, files, reports, surveys, drawings or other information from the loss of such data shall be borne by the Agency when such loss or damage occurred through its negligence. The selected firm shall retain all data, files, reports, drawings or other information and shallprovide a copy the same to the Coppell Chamber of Commerce within 60 days of the data, file, report, survey, drawing or other information is created. D. FEDERAL AND STATE LAWS: The selected firm shall include in its RFQ that it is solely responsible for obtaining all permits and complying with all other federal or state laws, regulations or requirements governing marketing a municipality. E. CANCELLATION: The Coppell Chamber of Commerce shall have the authority to reject any and all bids and re-advertise or re-solicit bids. The signer of the proposal must declare that the proposal is in all respects fair and in good faith without collusion or fraud and that the signer of the Bid has the authority to bind the principal proponent. Questions pertaining to this RFQ should be submitted via email to ellie@coppellchamber.org Questions must be submitted no later than (5) five business days prior to RFQ closing date and time. To ensure fair consideration for all respondents, responses to the submitted questions will be provided in the form of an addendum to the RFQ. Such addenda, if issued, will be posted on the Chamber of Commerce website, www.coppellchamber.org. The Coppell Chamber of Commerce reserves the right to reject any irregular or nonresponsive submission and reserves the right to waive any irregularity in submissions. The Chamber reserves the right to reject all proposals and re-solicit for proposals at the sole discretion. All submitted proposals, attachments, etc. will be considered public after contract is awarded. All cost related to the preparation of proposals and any related activities are the sole responsibility of the respondent. 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egal Description, Lot 1, Block A, Dry Clean City Addition Area, Huntington Ridge, an addition to the City of Coppell as recorded in Volume 93093, Page 1513 of the Deed Records of Dallas County, Texas, said point also being in the west line of Denton Tap Road (100 foot Right-of-Way); THENCE S 00 deg 58 min 32 sec E along said west line of Denton Tap Road, a distance of 165.57 feet to a cross found in a sidewalk being the northeast corner of Lot 1R, Block A, Sonic Addition, an addition to the City of Coppell, Texas, according to the plat recorded in Volume 2000156, Page 1823, Map Records of Dallas County, Texas; THENCE S 88 deg 18 min 44 sec W departing said west line of Denton Tap Road and along the north line of said Sonic Addition, a distance of 220.33 feet to a 1/2 inch iron rod found in the east line of Lot 32 of Huntington Ridge Addition; THENCE N 00 deg 19min 41 sec E along said east line of Huntington Ridge, a distance of 170.45 feet to a ½ iron rod found at an ell corner of said Huntington Ridge Addition; THENCE N 89 deg 34 min 53 sec E along the south line of said Common Area, a distance of 216.45 feet to the PLACE OF BEGINNING and containing 36,685 square feet or 0.842 acres of land. 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ecember 1, 2021 RE: My resignation from the FOARD Taskforce Mindi, Effective immediately, or during an agreed upon transition, I am officially notifying you of my resignation from the FOARD Task Force. It has been a wonderful experience participating with others in the Coppell community on such a needed, worthwhile initiative. Unfortunately, I am no longer able to participate due other unexpected obligations that have recently arisen. All the best to you and the Taskforce going forward. Take care. Shelia Maness Coppell Resident since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