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Meeting Notices & Agendas

CVB Monthly Meetings

CVB Marketing Committee

    Generally held the first Wednesday of the month @ 2:00 PM

CVB Executive Committee

    Generally held the Wednesday before the Board of Directors meeting @ 3:00 PM

CVB Board of Directors

    Generally held the 3rd Tuesday of the month @ 9:00 AM

Convention and Visitors Bureau Membership Annual Meeting

     June 21, 2016 10 AM   DRAFT Convention and Visitors Bureau Annual Meeting 6-21-16 Minutes

Convention and Visitors Bureau Special Membership Meeting 7-13-16 Agenda

     July 13, 2016 2:30 PM Convention and Visitors Bureau Special Membership Meeting 7-13-16 Agenda

 

Great Falls Montana Tourism Marketing Plan

Marketing Plan FY17

 

Request for Qualification (RFQ)

Great Falls Montana Tourism, the collective tourism effort of Great Falls Convention and Visitors Bureau, Great Falls Tourism Business Improvement District, and Great Falls Area Chamber of Commerce for the community of Great Falls, is requesting qualifications from interested and qualified firms and professionals to provide videography services. Great Falls Montana Tourism is focused on building a strong foundation from which to develop by making an investment in high quality videos that are accompanied by still photography. Professionals and firms of all sizes are encouraged to apply. Interested entities should submit a detailed response in PDF format by 4 pm on August 22nd, 2016 to Rebecca Engum, Rebecca@VisitGreatFalls.org.

RFQ FY2017-02 – Videography Services

 

Great Falls Montana Tourism, the collective tourism effort of Great Falls Convention and Visitors Bureau, Great Falls Tourism Business Improvement District, and Great Falls Area Chamber of Commerce for the community of Great Falls, is requesting qualifications from interested and qualified firms and professionals to provide photography services. Great Falls Montana Tourism is focused on building a strong foundation from which to develop by making an investment in high quality images. Professionals and firms of all sizes are encouraged to apply. Interested entities should submit a detailed response in PDF format by 4 pm on August 22nd, 2016 to Rebecca Engum, Rebecca@VisitGreatFalls.org.

RFQ FY2017-03 – Photography Services

 

Great Falls Montana Tourism, the collective tourism effort of Great Falls Convention and Visitors Bureau, Great Falls Tourism Business Improvement District, and Great Falls Area Chamber of Commerce for the community of Great Falls, is requesting qualifications from interested and qualified firms and professionals to provide photography services. Great Falls Montana Tourism is focused on building a strong foundation from which to develop by making an investment in professionally designed materials. Professionals and firms of all sizes are encouraged to apply. Interested entities should submit a detailed response in PDF format by 4 pm on August 22nd, 2016 to Rebecca Engum, Rebecca@VisitGreatFalls.org.

RFQ FY2017-04 – Graphic Design Services

Request for Proposal (RFP)

July 27 – The evaluation of all the proposals submitted in response to RFP FY2017-01 has been completed. The Evaluation Committee evaluated all proposals in strict accordance with the evaluation criteria set forth in Section 5 of the RFP. The top two proposals for Bid #1 & #2 that received the highest total combined score were Atlas Advertising and Flathead Beacon Productions. The top two proposals for Bid #3 that received the highest total combined score were Flathead Beacon Productions and TD&H of Idaho dba Northwest Media Productions. Oral Interviews/Site Visits will occur on August 16th between 1 pm and 4 pm at the Business Center at the Great Falls International Airport, 2800 Terminal Drive, Great Falls Montana. Cumulative Evaluation Committee Scoring

July 26th – Addendum A to RFP FY2017-01 has been posted

July 21st – Due to unforeseen circumstances, the evaluation committee meeting previously scheduled for Friday, July 22nd at 1 pm to score proposals has been changed to Tuesday, July 26th at 1 pm. The meeting will still be held at Great Falls area Chamber of Commerce Lower Level Video Conference Room at 100 1st Avenue North, Great Falls, Montana.

July 19th – The evaluation committee will meet on Friday, July 22nd at 1 pm to score proposals. The meeting will be held at Great Falls area Chamber of Commerce Lower Level Video Conference Room at 100 1st Avenue North, Great Falls, Montana.

July 5th – The deadline to receive bids for this RFP has closed. Procurement and scoring will commence on proposals from the following:

  • Crowd Creative Communications (Bid #1; #2; #3)
  • Flathead Beacon Productions (Bid #1; #2; #3)
  • The Kinetic Agency (Bid #1; #2; #3)
  • Mammoth Marketing (Bid #1; #2; #3)
  • TD&H of Idaho dba Northwest Media Productions (Bid #1; #2; #3)
  • Atlas Advertising (Bid #1; #2)
  • Speaking Socially (Bid #1; #3)
  • Louder Design (Bid #2)
  • Simpleview (Bid #2)
  • MacMax dba Winston Publishing (Bid #3)

_____________

Great Falls Montana Tourism, a collaborative effort between Great Falls Montana Convention and Visitors Bureau and the Great Falls Montana Tourism Business Improvement District, is pleased to release a Request for Proposal (RFP) for Professional services in

1) Creative Development, Print/Digital Media and Marketing Services

2) Website Development

3) Visitor Guide Development for Great Falls Montana Tourism.

The successful offeror must demonstrate extensive knowledge and understanding of each bid service outlined in the RFP to promote and support Great Falls Montana as a travel destination. Proposals submitted in response to the specifications shall comply with the following instructions and procedures outlined in the detailed RFP. Bids will be received by Great Falls Montana Tourism at their office located at 100 1st Ave N, Lower Level Suite, Great Falls MT 59401 for the following: Bid Reference Number: FY172017-01 RFP Title: Professional Services for Creative Development, Print/Digital Media and Marketing Services; Website Development; and Visitor Guide Development for Great Falls Montana Tourism – Convention and Visitors Bureau Submission Deadline: Wednesday, June 29, 2016 at 5:00 p.m., MDT Detailed information regarding this RFP may be obtained below. Great Falls Montana Tourism reserves the right to accept or reject any or all bids, proposals, or limited solicitation responses, wholly or in part, and to make awards in any manner deemed in the best interest of Great Falls Montana Tourism.

Public Contract for Services RFP FY2017

RFP FY2017-01 Addendum A

 

Written Responses to Written Inquiries RFP#FY2017-01

Q1.[Section 2 – 2.0 Introduction] As Great Falls Montana Tourism seeks creative and marketing services, what is it that drove the organization to seek out a collaborative partner now? (i.e. new staff, new direction, stale creative work).

A1. Great Falls Montana Tourism is a collaborative effort between Great Falls Montana Convention and Visitors Bureau, Great Falls Montana Tourism Business Improvement District and Great Falls Area Chamber of Commerce that was newly organized August 5, 2015. Due to the new alignment of three entities and the length of time the current creative has been used, Great Falls Montana Tourism seeks creative and marketing services to reflect all entities and Great Falls Montana as it is today. Historically, Great Falls Montana Tourism has had collaborative partners for creative and marketing services. Great Falls Montana Convention and Visitors Bureau has had a collaborative partner for creative and marketing services. Great Falls Montana Tourism Business Improvement District has had a different collaborative partner for creative and marketing services.

Q2. [Section 2 – 2.0 Introduction] The clear purpose of this initiative is to “promote Great Falls Montana as a travel destination,” to what extent will it be prioritized to also demonstrate the effectiveness of these initiatives on the local economy (and/or ROI for marketing dollars)? Is this something that is already being done?

A2. Demonstrating effectiveness on any tourism investment is a high priority. Yes, Great Falls Montana Tourism currently measures return on investment. The current process for tracking return on investment could be improved. Bidders are encouraged to provide a narrative regarding their approach in section 3.2.5 Expert Suggestion. Each proposal will be evaluated using the criteria outlined in Section 5 of RFP #FY2017-01.

Q3. [Section 2 – 2.1 Background] In regards to Bid request #1 – #3, in our experience we have found that the most successful marketing campaigns share an overarching strategy and a unifying message and visual appearance. If you select different partners for different segments, how do you plan on ensuring there is a coordinated approach used for all of your scope? (i.e. website created is built to achieve specific traffic and conversion goals as part of the marketing strategy)

A3. All partners will work together. The successful bidder on request #1 will work with Great Falls Montana Tourism to develop the creative. The creative will be managed by Great Falls Montana Tourism to ensure all elements represent the creative standards developed. Specific objectives for each effort will be determined with successful bidders; however, will ultimately follow the Great Falls Montana Tourism Marketing Plan and fulfill the mission and vision of Great Falls Montana Tourism.

Q4. [Section 2 – 2.1 Background] Given the importance of tourism on the local economy, does the CVB collaborate or partner with the Great Falls Development Authority (or other organizations) in any way? If so, how?

A4. Partners are essential to success in Great Falls Montana. Great Falls Montana Tourism is a collaborative effort between Great Falls Montana Convention and Visitors Bureau, Great Falls Montana Tourism Business Improvement District and Great Falls Area Chamber of Commerce. Great Falls Montana Tourism partners with Central Montana Tourism Region, State of Montana Office of Tourism and Business Development, Great Falls Montana Development Authority, Great Falls International Airport, Great Falls Lodging and Hospitality Association, Great Falls Museum Consortium, River’s Edge Trail, Great Falls Parks & Recreation and many more in various ways. Some of the partnerships have included:  securing photos and videos to market Great Falls Montana; aligning messages to have large impact in marketing campaigns; collaboration on events to grow attendance; and information sharing to ensure well rounded content is delivered to potential visitors. Great Falls Montana Tourism continues to look at partnering to leverage resources for great success. All partnerships are entered into with a focus to achieve the mission and vision of Great Falls Montana Tourism.

Q5. [Section 2 – 2.3 Scope of Work, Bid Request #1 For the creation of marketing/creative deliverables there is reference of working with other contracted parties (Bullet 3), who are your current contracted parties? Would you be interested in the selected partner hiring local creative agencies for elements of the work, when applicable?

A5. The current contracted parties will be determined through this Request for Proposal. Additionally, Great Falls Montana Tourism reserves the right to place certain media on its own behalf and enter into partnership marketing opportunities with outside companies which may bypass the contract agency buying the media in certain circumstances. The successful bidder on any of the 3 bid requests will need to be prepared to work with those other contracted parties. Great Falls Montana will consider proposals that have partnerships that aid to ultimately achieve the end result of each bid request item. Proposals should reflect all partners the bidder looks to collaborate with. Each proposal will be evaluated using the criteria outlined in Section 5 of RFP #FY2017-01.

Q6. [Section 2 – 2.3 Scope of Work, Bid Request #2] Will vendor be responsible for the creation of the following elements of the website content: photos, videos, copywriting? If yes, will additional budget be provided beyond the $20,000?

A6. The creation of content, including photos, videos, and copywriting will be the responsibility of Great Falls Montana Tourism. It is expected that the successful bidder will provide design, copywriting, proofing, and editing according to Great Falls Montana Tourism’s brand, style guide for graphic and writing standards, voice, audience and reporting requirements. Bidders are encouraged to provide a narrative regarding their approach in section 3.2.5 Expert Suggestion. Each proposal will be evaluated using the criteria outlined in Section 5 of RFP #FY2017-01.

Q7. [Section 2 – 2.3 Scope of Work, Bid Request #2] In regards to site having an open-sourced CMS, we have evaluated many platforms and recommend a widely-supported, non-proprietary commercial CMS. As a part of this easy to use software, we also have prioritized offering all clients unlimited training and support for their websites. With this in mind does the CMS have to be open-sourced? If so, why?

A7. The Great Falls Montana Tourism website needs to be easy to navigate, responsive, dynamic, adaptive and manageable by non-technical staff. It is the preference of Great Falls Montana Tourism to have an open-sourced CMS for ease of use, ease of growth, ease of compatibility with tools and add-ins (current and future), ease of transferability, ease of ultimate ownership as a whole, cost of overall ownership and long-term return on investment. Bidders are encouraged to provide a narrative regarding their approach in section 3.2.5 Expert Suggestion. Each proposal will be evaluated using the criteria outlined in Section 5 of RFP #FY2017-01.

Q8. [Section 2 – 2.3 Scope of Work, Bid Request #2] What will be the primary goal/s of your website? (e.g. increase awareness, drive conversion, to inform)

A8. Great Falls Montana Tourism seeks to inspire, orient and facilitate with its website. Inspire potential visitors by showcasing our defining point of difference in Montana. Orient potential visitors by assisting them in planning their trip to Great Falls Montana. Facilitate the experiences for potential visitors in Great Falls Montana. Ultimately, once a potential visitor is inspired to come to Great Falls Montana, knows how to travel to Great Falls Montana and knows what to do to fully experience Great Falls Montana, they will arrive in Great Falls Montana. The website is a large investment that needs to enhance every aspect of Great Falls Montana Tourism’s initiatives to promote Great Falls Montana as a travel destination. Specific objectives for each effort will be determined with successful bidders, however; will ultimately work to fulfill the mission and vision of Great Falls Montana Tourism. 

Q9. Would the Great Falls Montana Tourism team consider separating the research and strategy portions of the project from the creative development, design, media buying, marketing partnerships and performance reporting? 

A9. Great Falls Montana Tourism will not separate the research and strategy portions of the project.

Q10. If so, what portion of the budget would be allocated to research and marketing strategy?

A10. Great Falls Montana Tourism will not separate the research and strategy portions of the project.

Q11. In reference to section 2.3 Scope of Work, page 26, bid request #3, does the $35,000 budget include printing costs and/or distribution costs, or are those separate budgets from the $35,000 budget for design and content?

A11. The $35,000 budget includes the cost of printing. The offeror should include cost to print 30,000 units, delivered to 100 1st Ave N, Lower Level Suite, Great Falls MT  59401. Distribution costs are separate budget items. Bidders are encouraged to provide a narrative regarding their approach in section 3.2.5 Expert Suggestion. Each proposal will be evaluated using the criteria outlined in Section 5 of RFP #FY2017-01.

Q12. In reference to section 2.3 Scope of Work, page 26, bid request #3, when does the Great Falls Travel Guide historically publish each year? Would the timeframe be the same for the next issue?

A12. Great Falls Montana Tourism is a collaborative effort between Great Falls Montana Convention and Visitors Bureau, Great Falls Montana Tourism Business Improvement District and Great Falls Area Chamber of Commerce that was newly organized August 5, 2015. Great Falls Montana Convention and Visitors Bureau has a Visitor Guide that has been reprinted as needed to fulfill distribution. There are no historic set dates for publication. Great Falls Montana Tourism will work with the successful bidder to mutually develop a timeline for the project. Great Falls Montana Tourism expects the new guide to be developed as quickly as possible after the contract is awarded and creative direction established. Great Falls Montana Tourism expects the guide to have a minimum two-year shelf life.

Q13. In reference to section 2.3 Scope of Work, page 27, bid request #3, what is the motivation for moving to a larger sized guide at this time?

A13. The current Great Falls Visitor Guide is 4” x 9”, 76 pages. It occupies a brochure sized slot in mass distribution brochure racks. At this size, the brochure racks can only be filled with roughly 5 guides and the route is refilled monthly. Because of this, slots in brochure racks remain empty for extended periods of time. Other destination guides are 8.5” x 11” in size and occupy a separate section of the mass distribution brochure racks. Because of this, Great Falls Montana is not presented alongside other travel options. To be competitive, Great Falls Montana Tourism’s preference is an 8.5” x 11” travel guide. Bidders are encouraged to provide a narrative regarding their approach in section 3.2.5 Expert Suggestion. Each proposal will be evaluated using the criteria outlined in Section 5 of RFP #FY2017-01.

Q14. In reference to section 2.3 Scope of Work, page 26, bid request #3, would Great Falls Montana Tourism be interested in incorporating advertising into the larger guide as a private revenue strategy?

A14. Great Falls Montana Tourism is not interested in having traditional ads in the Visitor Guide. Paid placement within the guide that appears native to the experience, such as an article highlighting the unique advantages of a specific business, would be considered, but is not part of this request. Bidders are encouraged to provide a narrative regarding their approach in section 3.2.5 Expert Suggestion. Each proposal will be evaluated using the criteria outlined in Section 5 of RFP #FY2017.

Terms

Submission Disclaimer:

§ All photos, text, and other content or information submitted by you to the Great Falls Convention and Visitors Bureau (“the CVB”) shall become the property of the CVB.

§ You understand that because the CVB becomes the owner of all photos, text, and other content or information submitted by you, the CVB and its officers, directors, employees, successors, and assigns may use, reproduce, edit, display, transmit, modify, publish, prepare derivative works of, and otherwise make use of the submitted photos, text, and other content or information in any and all media—whether now known or hereinafter created—throughout the world and for any purpose, without compensation to you of any kind.

§ By submitting any photo, text, or other content or information to the CVB, you hereby represent and warrant that the submitted photo, text, or other content or information does not infringe on any copyright or trademark, any rights of privacy or publicity of any person, or any other right of any third party. You hereby represent and warrant that you have the right to transfer the photo, text, or other content or information to the CVB free and clear of any claims or encumbrances.

§ You acknowledge and agree that the CVB shall have no obligation to post, display, or otherwise make publicly available any photo, text, or content or other information submitted by you.

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