Project Information

Bid Title

Destination Marketing Organization (DMO) Services for the City of Bisbee

Issuing Agency

City of Bisbee

Location

Arizona

Published Date

May 20, 2026

Closing Date

Jun 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-012

Original Source

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Bid Documents

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Project Description

Bid Number:	26-012
Bid Title:	Destination Marketing Organization (DMO) Services for the City of Bisbee
Category:	City of Bisbee
Status:	Open

Description: NOTICE OF SOLICITATIONREQUEST FOR PROPOSALSCITY OF BISBEE Destination Marketing Organization (DMO) Services The City of Bisbee is requesting proposals from qualified organizations with demonstrated expertise in tourism promotion to provide Destination Marketing Organization (DMO) services to the City of Bisbee. Respondents may include organizations that meet the definition of a Destination Marketing Organization under Arizona Office of Toursim (AOT) guidelines, as well as qualified marketing firms or agencies with demonstrted experience delivering DMO services. Submittal Due Date/Time: Thursday, June 4, 2026, 3:00pm (Arizona, MST) Submittal Location: City of Bisbee                                      Attn: City Clerk                                      118 Arizona Street                                      Bisbee, AZ 85603 Sealed proposals must be in the actual possession of the City Clerk on or prior to the exact time and date indicated in the Schedule of Events. Late proposals will not be considered. Sealed proposals must be submitted in a sealed envelope or container with the following information clearly indicated on the outside:  Name of the Solicitation, as indicated by the city and Name, phone number, and address of the Proposer.  - Three (3) copies of the proposal shall be submitted. Publication Date/Time: 5/20/2026 1:25 PM Closing Date/Time: 6/4/2026 3:00 PM Contact Person: All communications and questions concerning this solicitation must be directed to Amanda Bramel, at 520-432-6000, abramel@bisbeeaz.gov. Related Documents: 051826 - RFP - Tourism and Marketing Services AC updated

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NOTICE OF SOLICITATION

REQUEST FOR PROPOSALS

CITY OF BISBEE

1. Introduction

The City of Bisbee is requesting Proposals (hereinafter referred to as “RFP”) from qualified organizations

with demonstrated expertise in tourism promotion to provide Destination Marketing Organization (DMO)

services to the City of Bisbee. Respondents may include organizations that meet the definition of a

Destination Marketing Organization under Arizona Office of Tourism (AOT) guidelines, as well as qualified

marketing firms or agencies with demonstrated experience delivering DMO services. The City of Bisbee

reserves the right to remain the designated DMO under AOT guidelines and is seeking a partner to develop,

manage, and implement a comprehensive Tourism Marketing Program. that increases visitation, enhances

Bisbee’s reputation as a premier cultural and historic destination, and supports local businesses and complies

with all of the DMO requirements established by the Arizona Office of Tourism (“AOT”).

2. Schedule of Events

Solicitation Issued: Wednesday, May 20, 2026

Submittal Due Date/Time: Thursday, June 4, 2026, 3:00pm (Arizona, MST)

Interviews/Selection: Tuesday, June 16, 2026

Submittal Location: City Clerk, City of Bisbee,

City Hall 118 Arizona Street

Bisbee, AZ 85603

3. Nature of the Project

The City of Bisbee invites proposals from qualified organizations to provide Destination Marketing

Organization (DMO) services. Proposers may be nonprofit organizations, governmental entities, or private

marketing firms with experience in tourism promotion and destination marketing. The selected proposer

may either serve as the City’s SMO, subject to AOT eligibility and City approval, or provide contracted

DMO services supporting the City in its role as the designated DMO. A DMO is defined as an entity as

described under Arizona Office of Tourism (AOT) guidelines; however, for purposes of this solicitation,

“DMO services” may also be provided by qualified marketing firms or agencies capable of fulfilling AOT-

required functions that is responsible for the tourism promotion and marketing of a destination on a year-

round basis. The program will highlight Bisbee’s arts, culture, history, and unique character to attract

diverse audiences regionally, nationally, and internationally. Deliverables include branding, advertising,

digital campaigns, public relations, and measurable visitor engagement initiatives. The primary objective is

to drive overnight visitation and economic activity by positioning Bisbee as a premier destination for arts,

culture, history, and outdoor recreation by attracting diverse audiences regionally, nationally, and

internationally. Familiarity with Bisbee and Arizona markets, particularly rural tourism driven

communities, is strongly preferred.

4. Eligible Proposers

Eligible Proposers include:

• Organizations that qualify as Destination Marketing Organizations under Arizona Office of

Tourism (AOT) guidelines; and

• Marketing firms, advertising agencies, or other qualified entities with demonstrated experience

providing comprehensive DMO services

Proposers are not required to be the designated DMO at the time of submission but must demonstrate the

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ability to perform all DMO functions in compliance with AOT requirements

5. Preparation of Proposal

5.1 It is the responsibility of the Proposer to examine the entire solicitation and to seek clarification

of any requirement that may not be clear. The solicitation includes the City of Bisbee’s “Standard

Terms and Conditions” and any “Special Terms and Conditions” for this contract, both of which

will be incorporated into any Contract between the City and the Proposer.

5.2 The City will not reimburse any costs associated with preparing or submitting a proposal. All

materials and documents submitted in response become the property of the City and will not be

returned.

5.3 A proposal that is submitted to the City becomes public record and may be subject to disclosure

following the award of a contract under this solicitation. If the Proposer believes that any

information included in the proposal should remain confidential, the Proposer must specifically

identify that information and its reasons. In the event of any public request for this information,

the City will provide the Proposer with notice of this request and a reasonable opportunity to

obtain a court order, at the Proposer’s sole expense, protecting this information from release

prior to making it available.

5.4 The specifications stated in this solicitation are the minimum level required. All proposals

submitted must be for products or services that meet or exceed the minimum level of all such

specifications.

6. Submission of the Proposal

6.1 Sealed proposals must be in the actual possession of the City Clerk on or prior to the exact time

and date indicated in the Schedule of Events. Late proposals will not be considered.

6.2 Sealed proposals must be submitted in a sealed envelope or container with the following

information clearly indicated on the outside:

a. Name of the Solicitation, as indicated by the City.

b. Name, phone number, and address of the Proposer

6.3 Three (3) copies of the proposal shall be submitted in writing, by a paper document that is printed,

typed or in ink. Any substitute for any document forms provided with this Notice must be legible

and contain the same information requested by any such form.

6.4 Hard copy proposals are preferred; however, proposals may be submitted electronically as long

as they comply with the written proposal and deadline submission requirements. Please contact

the City Clerk for details on electronic submissions.

6.5 A proposal may be withdrawn upon the submission of a written signed request submitted by the

Proposer prior to the due date and time. A proposal may not be amended or withdrawn after the

due date and time.

6.6 The evaluation criteria and relative weights for determining the scoring of proposals are as

follows:

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CRITERIA

Qualifications and Experience

(Proven track record in increasing destination visitation)

Methodology & Approach

(Creativity and feasibility of the proposed strategic plan)

Proximity and Familiarity with Bisbee

MAXIMUM SCORE

30

30

10

Cost Proposal

20

(Detailed breakdown of fees, including media markups)

References

10

(Quality of previous work and client satisfaction)

Total Maximum Points

100

7. Requirements for Proposal Evaluation

The proposal should be organized in a format that promotes the clear evaluation of the RFP criteria. The

proposal generally should follow the outline below so that it can be easily evaluated during the selection

process. Responses should be prepared simply and economically, providing a straightforward and concise

description of the Proposer’s capabilities to satisfy the requirements of this request.

7.1. Proposal Summary

a. Provide summary information including identification of the Proposer team and table of contents.

7.2. Proposer Qualifications and Experience

a. Provide an overview that highlights key qualifications, job responsibilities and experience of

the proposer, or proposal team.

b. Familiarity with the Arizona Office of Tourism (AOT) Cooperative Marketing Program and

rural tourism strategies.

c. Demonstrated experience either operating as a Destination Marketing Organization or providing

DMO services under contract to a governmental entity, including compliance with Arizona

Office of Tourism (AOT) requirements.

d. Describe a minimum of 3 completed projects completed in the last five (5) years, comparable

to the requested Marketing Services, including scope, outcomes, project team, and client

reference.

e. Identify key personnel who will contribute to the project and their respective qualifications and

responsibilities.

f. Ability to provide a dedicated account manager and “turnkey” services including graphic design

and media buying.

7.3. Project Understanding & Schedule

a. Describe and demonstrate proposer’s clear understanding of the goals and requirements

associated with providing the services.

b. Identify tasks to be performed for the project within each phase and the associated project

deliverables.

c. Present the assumptions on which the proposal level of effort for completing the project is based.

d. Identify any tasks that must be accomplished in person, discuss your experience delivering

services remotely, and identify the tools you recommend for maximizing the effectiveness of

remote meetings.

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e. Identify potential challenges and/or concerns and how the proposer intends to address them.

7.4. Fee Schedule

a. Provide a fee schedule for all services proposed that reflects direct labor hours for any

contributing team members, travel costs, and overhead that are summed into a total proposed

fixed fee.

b. Describe the proposer’s ability and methods to manage the project schedule and budget

throughout all phases of the project.

7.5. Required Coverage

a. Commercial General Liability

i. The proposer shall maintain Commercial General Liability insurance with a limit of not

less than $1,000,000 for each occurrence with a $1,000,000 Products/Completed

Operations Aggregate and a $1,000,000 General Aggregate Limit. The policy shall

include coverage for bodily injury, broad form property damage, personal injury,

products and completed operations and blanket contractual coverage including, but

not limited to, the liability assumed under the indemnification provisions of the

contract which coverage will be at least as broad as Insurance Service Office, Inc.

Policy Form CG 00011093 or any replacements thereof. The coverages shall not

exclude X,C,U. Such policy shall contain a severability of interest provisions, and

shall not contain a sunset provision or commutation clause, nor any provision which

would serve to limit third party action over claims.

b. Workers Compensation

i. The Proposer shall carry Worker's Compensation insurance to cover obligations

imposed by federal and state statutes having jurisdiction of their employees engaged

in the performance of the work or services; and, Employer's Liability insurance of

not less that $100,000 for each accident, $100,000 for each employee,and $500,000

disease policy limit.

c. Certificate of Insurance

i. Prior to commencing work or services under the contract, the Proposer shall furnish

the City with Certificates of Insurance, or formal endorsements as required by the

contract, issued by the Proposer’s insurer(s), as evidence that policies providing the

required coverages, conditions and limits required by the contract are in full force and

effect.

ii. In the event any insurance policy(ices) required by the contract is (are) written on a

"claims made" basis, coverage shall extend for two years past completion and

acceptance of the Proposer's work or services and as evidenced by annual Certificates

of Insurance.

iii. If a policy does expire during the life of the contract, a renewal certificate must be

sent to the City fifteen (15) days prior to the expiration date.

7.6. Cancellation and Expiration Notice

a. Insurance required herein shall not expire, be canceled, or materially changed without thirty (30)

days prior written notice to the City

8. City of Bisbee Contact

All communications and questions concerning this solicitation must be directed to Amanda Bramel, at 520-

432-6000, abramel@bisbeeaz.gov.

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9. Offers

After the initial receipt and evaluation of proposals, discussions may be conducted with respondents who

submit proposals determined to be the most responsive, which most closely meet the requirements of the

Statement of Work, and which are the candidates most likely to be selected for award. The City, at its option,

may request best and final offers from a selected proposer(s) regarding the Statement of Work and/or fees.

10. Award of Contract

10.1 The City reserves the right to waive any immaterial defect or informality in a proposal; to reject

any or all submittals or portions thereof; to reissue this Notice; and to award a Contract on a

partial basis, if in the best interests of the City.

11. Certification

11.1 By signing and submitting this proposal, the Proposer certifies that this submission did not

involve any collusion or other anti-competitive practice; that the Proposer will not discriminate

against any employee, applicant or customer in violation of applicable state and federal law, and

that the Proposer has not given, offered to give and will not give any economic opportunity, future

employment, gift, loan, gratuity, trip, favor or discount to any City employee or official in

connection with this RFP.

11.2 The Proposer further certifies that the individual signing this proposal has the authority to make

a binding legal commitment on behalf of the Proposer to perform and deliver everything that is

required in connection with this RFP. Unless otherwise stated in the Contract Documents, the

Offer shall be effective for a period of ninety (90) days.

11.3 The City Manager shall recommend to the City Council that the contract be awarded to the

responsible respondent whose proposal is mostadvantageous to the City, based on the evaluation

criteria listed above. The final decision shall be made by the City Council.

12. Grievance Procedure

Protests shall be submitted in writing to: Ashlee Coronado, Interim City Manager, City of Bisbee, 118

Arizona Street, Bisbee, AZ, 85603, phone (520) 432-6000 within 72 hours of bid award. Protests must

contain at a minimum the name, address and telephone number of the protester, the signature of the protester

or its representative with authority to sign; a detailed statement of the legal and factual grounds of the protest

including copies of relevant data; and the form of relief requested. Within 15 days of receipt, and after

consultation with legal counsel, or others, the City will respond to the protest. The City reserves the right

to reject any or all proposals; to waive irregularities or information in any proposal; to re-advertise for

proposals; and/or to take any steps determined prudent, in order to resolve the protest.

SPECIFICATIONS, SCOPE OF WORK OR REQUIREMENTS

13. Introduction

Located 90 miles southeast of Tucson on Historic Arizona Highway 80, Bisbee is tucked in the Mule

Mountains at 5,538 feet of elevation (1,687 meters) making it the southernmost higher-than-a-mile city in

the United States. Bisbee serves as the county seat of Cochise County, Arizona’s eighth-largest county

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541613Marketing Consulting Services

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