Project Information

Bid Title

Tourism and Marketing Services - Destination Marketing Organization

Issuing Agency

City of Bisbee

Location

Arizona

Published Date

Feb 26, 2026

Closing Date

Mar 26, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-007

Original Source

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Bid Documents

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Project Description

Bid Number:	26-007
Bid Title:	Tourism and Marketing Services - Destination Marketing Organization
Category:	City of Bisbee
Status:	Open

Description: Notice of Solicitation Request for Proposals Destination  Marketing Organization The City of Bisbee is requesting from qualified organizations with demostrated expertise  in tourism promotion to serve as the City's Destination Marketing Organization ("DMO"). The selected  organization shall 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"). Solicitation Issued:  Thrusday, February 26, 2026 Submittal Due Date/Time: Thursday,  March 26, 2026, 3:00pm (Arizona, MST) Interviews/ Selection: Tuesday, April 21, 2026 Submittal Location: City of Bisbee, City Clerk 118 Arizona Street Bisbee, AZ 85603 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. *Name, phone number, and address of the Proposer Publication Date/Time: 2/26/2026 7:30 AM Closing Date/Time: 3/26/2026 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: 022526 - RFP - Tourism and Marketing Services

Attachment Preview

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 serve as the City’s Destination

Marketing Organization (“DMO”). The selected organization shall 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: Thursday, February 26, 2026

Submittal Due Date/Time: Thursday, March 26, 2026, 3:00pm (Arizona, MST)

Interviews/Selection: Tuesday, April 21, 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 a qualified organization to serve as its Destination

Marketing Organization to develop and implement a comprehensive multichannel tourism

marketing strategy and serve as the City’s DMO. A DMO is defined as a not-for-profit organization

or governmental unit 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. Preparation of Proposal

4.1 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.

4.2 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.

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4.3 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.

4.4 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.

5. Submission of the Proposal

5.1 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.

5.2 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

5.3 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.

5.4 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.

5.5 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.

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

as follows:

CRITERIA

MAXIMUM

SCORE

Qualifications and Experience

30

(Proven track record in increasing destination

visitation)

Methodology & Approach

30

(Creativity and feasibility of the proposed strategic

plan)

Proximity and Familiarity with Bisbee

10

2

Cost Proposal

20

(Detailed breakdown of fees, including media

markups)

References

10

(Quality of previous work and client satisfaction)

Total Maximum Points

100

6. 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.

6.1. Proposal Summary

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

contents.

6.2. 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. 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.

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

qualifications and responsibilities.

e. Ability to provide a dedicated account manager and “turnkey” services including

graphic design and media buying.

6.3. 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.

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

them.

6.4. Fee Schedule

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

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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.

6.5. 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.

6.6. 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

7. 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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8. 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.

9. Award of Contract

9.1 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.

10. Certification

10.1 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.

10.2 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.

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

the responsible respondent whose proposal is most advantageous to the City, based on

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

11. 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.

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Commodity Codes

• NAICS 541613Marketing Consulting Services

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