Project Information

Bid Title

Design for Official 2026 Visitor Guide

Issuing Agency

County of Luzerne

Location

Pennsylvania

Published Date

Dec 8, 2025

Closing Date

Dec 23, 2025

Government Level

State & Local

Status

Closed

Ref. #

Ref. 12042025RFPVB

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	Ref. 12042025RFPVB
Bid Title:	Design for Official 2026 Visitor Guide
Category:	General Bid Opportunities
Status:	Open

Description: Visit Luzerne County is soliciting quotes for the design of the official 2026 Visitor Guide for Luzerne County. Publication Date/Time: 12/8/2025 12:00 AM Publication Information: Luzerne County Website and Times Leader Newspaper Closing Date/Time: 12/23/2025 10:30 AM Submittal Information: Luzerne County Purchasing Department Bid Opening Information: Open Contact Person: Mary Ann Amesbury 570-825-1501 MaryAnn.Amesbury@luzernecounty.org Download Available: www.luzernecounty.org Business Hours: 9:00 a.m. to 4:00 p.m. Related Documents: Request for Quote Design for Official 2026 Visitors Guide- REF 12042025RFQVB

Attachment Preview

SOLICITATION

NAME

Solicitation Cover Sheet

Design for Official 2026 Visitors Guide for

Luzerne County, PA

SOLICITATION

REF#

12042025RFQVB

PURCHASING AGENT: Luzerne County Purchasing Department

Luzerne County Pennsylvania

ISSUING DEPARTMENT: Luzerne County Convention & Visitor’s Bureau

QUESTIONS DUE DATE:

N/A

SOLICITATION DUE DATE:

Tuesday, December 23, 2025 at 10:30 AM

EST

SOLICITATION TYPE: ☒ Request for Quote

PROPOSED CONTRACT ATTACHED: ☒ No

☐ Yes Appendix E

TERM OF AGREEMENT: See Appendix A

BID SECURITY REQUIRED: ☒ No

☐ Yes Amt: $________________ (50% of bid)

☐ Bid Bond

☐ Certified Check

☐ Corporate Check

PERFORMANCE BOND REQUIRED: ☒ No

☐ Yes Amt: $________ (No less than bid Amt)

Luzerne County RFQ 12042025

FIND US AT: www.luzernecounty.org/procurement

1

ATTENTION:

RESPONSES TO THIS SOLICITATION ARE ACCEPTED WEEKDAYS, 9:00 AM TO 4:00 PM,

EXCLUDING HOLIDAYS. SUBMIT RESPONSES BY THE DEADLINE INDICATED ON THE

COVER SHEET TO ADDRESS SPECIFIED BELOW. FOR INQUIRIES, CONTACT MARYANN

AMESBURY AT 570-820-6337 OR MARYANN.AMESBURY@LUZERNECOUNTY.ORG.

YOU MUST PRINT THE BELOW ADDRESS AND SOLICITATION INFORMATION AND

AFFIX TO THE OUTSIDE OF YOUR RESPONSE ENVELOPE.

UNLABELED RESPONSES WILL BE REJECTED.

Luzerne County

Purchasing Department

Penn Place Bldg.

Suite 203

20 N. Pennsylvania Ave.

Wilkes-Barre, PA 18711

All solicitation responses must have this label attached

with the name and reference number of

the solicitation to the outside of the return envelope

(UPS, FEDEX, etc.) or it will be rejected.

Solicitation Name________________________

Reference #_______________________

Company Name___________________

Responders who use USPS Services, PLEASE NOTE:

For USPS deliveries expect delays. Mail is re-routed from the Court House to Penn Place.

Ensure timely delivery to the Purchasing Department by the specified deadline. The County

accepts no responsibility for late or misdirected mail.

Luzerne County RFQ 12042025

FIND US AT: www.luzernecounty.org/procurement

2

APPENDIX A - Specifications

PROPOSED CONTRACT TERM: The contract period will be for six (6) months from date of award

or until the project is completed. The anticipated contract start date is 1/1/2026.

PROCURING DEPARTMENT: Luzerne County Convention & Visitor’s Bureau

Address: 200 Train Station Road, Wilkes Barre, PA 18702

Contact: Alan K. Stout- Executive Director

Telephone: 570-819-1877

Fax: N/A

Email: Alan.Stout@luzernecounty.org

Proposal for:

☒ Services

☐ Goods

Order Terms: ____________________________________

☐ Purchase Order Only

Additional Order Terms: _________________________

________________________________________________

________________________________________________

Delivery: F.O.B., POINT OF DESTINATION ____________

☐ Minimum Frequency of Delivery _________ per _____

☐ Weekend/Holiday/After Hours Delivery May Be Required

Additional Delivery Terms: _________________________

________________________________________________

________________________________________________

Billing Terms: ___________________________________

________________________________________________

________________________________________________

☐ Other

Description: _____________________________________

________________________________________________

Luzerne County RFQ 12042025

FIND US AT: www.luzernecounty.org/procurement

3

REQUEST FOR QUOTE

SCOPE OF WORK

Overview:

Visit Luzerne County (VLC) is soliciting quotes for the design of the official 2026 Visitors

Guide for Luzerne County. The Guide is the main fulfillment piece for inquiries about

visiting Luzerne County and the main distribution piece within the County to assist

visitors during their stay. The format of the Guide is a magazine-size and four-color. The

Guide includes a listing of our members, display advertising, editorial features, maps

and other components. Total page count is 40 pages including cover. We will be printing

100,000 copies.

VLC will coordinate printing of the Guide under a separate Request for Proposal (RFP).

Background:

VLC is the destination marketing organization that develops and implements marketing

strategies to promote Luzerne County to attract visitors. VLC designs and implements

promotions to generate and increase visitor spending from new and repeat customers

for leisure travelers, meetings and conventions, business travelers, sports groups,

group tours and for those visiting friends and family. VLC is a government agency under

the authority of the Luzerne Council.

Design Expectations:

VLC marketing materials have an established design that needs to be considered in the

design of the Guide, using the existing colors.

The colors and fonts to be utilized are:

Colors:

Dark Blue (CMYK) 80-60-30-20

Light Blue (CMYK) 48-10-10-0

Dark Green (CMYK) 58-04-69-0

Light Green (CMYK) 13-0-25-0

Page Size:

8.50” Wide by 11.00” High

Luzerne County RFQ 12042025

FIND US AT: www.luzernecounty.org/procurement

4

Design of Publication:

This includes overall design, layout of listings, ad and editorial placement. The Bureau

provides listing and editorial content in an electronic text format and supporting photos,

logos, and maps. The design agency should be responsible for supplying the Bureau

four-color laser proofs for each section for approval. It is understood that the purchase

of stock photography must be approved by the Bureau and billed accordingly.

Ad Sales:

The design agency will sell the advertising space for the Guide. The design agency will

produce an advertising contract and promotional piece to be mailed to members of the

VLC and potential advertisers, along with an introductory letter provided by VLC. Labels

will be provided to the design agency who will handle the mailing of the contact,

introduction letter and promotional piece. The initial postage mailing cost will be paid by

the Bureau; additional mailing cost is the responsibility of the design agency.

The design agency will be responsible to following up with potential advertisers either

via phone, email, or personal visit. Travel expenses will be the responsibility of the

design agency. Samples of the contract and promotional piece will be provided to the

selected design agency. Printing of the promotional piece, advertising contract,

introduction letter, and envelopes will be provided by VLC.

The gross ad revenue will be split as follows: 15% design agency and 85% to the

Bureau. The design agency will be responsible for collecting the ad revenue from the

advertiser and reimbursing the Bureau weekly by check made payable to the Luzerne

County Convention and Visitors Bureau. The above revenue split is based upon a

minimum ad sales requirement of $18,000 total gross ad sales. In the event ad sales fall

below the minimum, the design agency total project compensation will be reduced by

$200 for each $1,000 increment below the minimum ad gross sales.

The design agency will be responsible to coordinate incoming contracts, billing, and

accounts receivable follow up, artwork and ad approvals.

Luzerne County RFQ 12042025

FIND US AT: www.luzernecounty.org/procurement

5

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541430Graphic Design Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.