TRAVEL GUIDE PROJECT

SCOPE OF WORK

Objective

Cherokee Nation Businesses, LLC (“CNB”) is looking to contract with an advertising agency that can deliver and continuously update a Cherokee Nation travel guide for its tourism department - Cherokee Nation Cultural Tourism (“CNCT”).

Responsibilities

The contractor will be responsible for developing the guide in both a printable and digital format. The digital version of the guide to be featured on CNCT website, must be interactive and featured in an online magazine format. It must be responsive and appear correctly on mobile devices (smart phones and tablets).

The contractor will be responsible for all of the following content:

  1. All graphic design elements and creative direction while utilizing the current brand standards for CNCT (to be provided to the bid winner)
  2. Developing all copy elements to be featured in the guide including potential page counts of 40, 52, or 68 pages
  3. Organizing and executing a photo shoot for items that need to be featured in the guide, including hiring of all talent and photography resources (make-up, lighting, etc.)
  4. Developing additional content pages as directed
  5. Updating the guide as needed and managing new/and or removing items based on the tourism schedule
  6. Performing travel-based research and developing an editorial angle on all tourism sites inside Cherokee Nation's 14-countyjurisdiction in Northeastern Oklahoma, under the following categories:
  • Shop
  • Dine
  • Play
  • Stay
  • Explore
  • Annual Events & Activities
  • Sample Itineraries & Day Trips
  • Free Things to do in Cherokee Nation
  • Cherokee Nation Culture & History
  • Outdoor Recreation
  • Maps
  • Travel Resources & Weather Information
  • Group Tour Travel
  • Cherokee Passport Offering
  • Cherokee Nation Gift Shops & Welcome Centers

Terms and Conditions of the Contract

The term of this contract will be for one (1) year from contract execution date. Thereafter, CNBwill have the option to renew said contract for a period of one (1) additional year. CNB may terminate the contract without penalty at any time, with or without cause, by giving the awarded company thirty (30) days prior written notice of its election to terminate. In the event the awarded company fails to perform services or is in default under the terms of the contract, CNB may terminate the contract immediately and the contractor shall be paid only for the services provided, less any damages or costs incurred by CNB in the termination of the contract.

Once selected, the agency will provide an editorial outline of the guide to CNB within one month of the agreed upon contract.

The digital and printed version of the guide will need to be delivered by May 31st each year.

Insurance requirements

For Vendor’s equipment and Vendor’s employees on the CNB’s premises, Vendor shall carry or cause to be carried and maintained in force throughout the entire term of this Agreement insurance coverage as described in subsections (a) through (c) below with insurance companies acceptable to CNB. Non-renewal or cancellation of policies described below will be effective only after written notice is received by CNB from the insurance company, thirty (30) days in advance of any such non-renewal or cancellation. Prior to commencing the services hereunder, Vendor shall deliver to CNB certificates of insurance on an Acord 25 or 25S form evidencing the existence of the following insurance coverage. All costs and deductible amounts will be for the sole account of Vendor.

  1. Workers' Compensation insurance complying with the law of the State or States having jurisdiction over each employee, whether or not Vendor is required by such laws to maintain such insurance, and Employer's Liability with limits of $500,000 each accident, $500,000 disease each employee, and $500,000 disease policy limit.
  2. Commercial or Comprehensive General Liability insurance on an occurrence form with a combined single limit of $1,000,000 each occurrence, and annual aggregates of $2,000,000 each, for bodily injury and property damage, including coverage for blanket contractual liability, broad form property damage, personal injury liability, independent contractors, and products/completed operations.
  3. Automobile Liability insurance with a combined single limit of $1,000,000 each occurrence for bodily injury and property damage to include coverage for all owned, nonowned and hired vehicles.

In each of the above described policies, Vendor agrees to waive and will require its insurers to waive any rights of subrogation or recovery they may have against CNB, its parent, or affiliated companies.

Under the policies described in subsections (b) and (c) above, CNB, its parent, and affiliated companies will be named as additional insured as respects any work performed under this Agreement. Any costs associated with naming these additional insured are included in the compensation as designated on the Service Agreement.

The policies described in subsections (b) and (c) above shall include the following "other insurance" amendment: "This insurance is primary insurance with respect to CNB, its parent, subsidiary and affiliated companies, and any other insurance maintained by CNB, its parent, or affiliated companies is excess and not contributory with this insurance."

In the event coverage is denied or reimbursement of a properly presented claim is disputed by the carrier for insurance provided in subsections (a) through (c) above, Vendor shall, upon written request, provide CNB with a certified copy of the involved insurance policy or policies within ten (10) business days of receipt of such request.

Neither the insurance required herein or the amount and type of insurance maintained by Vendor, shall limit or affect the extent of Vendor's liability hereunder for injury, death, loss or damage.

CNB will not insure nor be responsible for any loss or damage, regardless of cause, to property of any kind, including loss of use thereof, owned, leased or borrowed by Vendor, or its employees, servants or agents, other than property which becomes a part of the services under this Agreement.

Submission Requirements

All proposals shall be clearly marked as follows: “Proposals for the Development and Management of Cherokee Nation’s Culture and Tourism Travel Guides” and must be received (not postmarked) by 3:00 p.m. (CST), on December21, 2016. Must be delivered via certified mail, UPS, Fed-Ex or hand delivered to:

Katrina Blevins

Cherokee Nation Entertainment, Building 3

1102 N. 193rd E. Ave

Catoosa, OK 74015

Late proposals will not be accepted, and will be returned unopened, regardless of postmark. Prospective Proposers are responsible for having proposals deposited on time at the place specified and assume all risk of late delivery, including any delay in the mail or handling of the mail by the U.S. Postal Services or City employees. Electronic proposals (i.e. telephone, fax, e-mail, etc.) are not acceptable.

Your bid should include the following:

  • Setup costs of all elements to be included in both the printable and digital version of the guide. This should include any contract retainer fees for work and changes made throughout the year.
  • Cost for each or flat fee for all revisions- as requested by the client along with meetings and client correspondence (professional service hours)
  • Cost to deliver the final files to a printer of choice selected by CNB. Agency will be responsible for print management and specifications but all costs will be paid by CNB and should NOT be included in your bid.
  • List of, no less than 3, previous clients you have worked with along with contact information for reference checks.
  • A printed and digital example of previous work. Vendors will be scheduled to give presentations regarding how their company can provide all requirements listed above.

Selection of the awarded companies will be based upon TERO preference; including but not limited to minority owned businesses, and professional experience with previous clients. A list of at least 3 previous clients will be required with all proposals for reference check purposes.

Bid Timeline

Bid posted12/7/16 5:00 PM

Pre-bid conference call12/12/16 2:00 PM

Bid closes12/21/16 2:30 PM

Vendor presentations will be scheduled the week of January 9, 2017.

Bid will be awarded no later than January 20, 2017.