HomeMy WebLinkAbout2012 RFP Memo
MEMO:
Date: February 22, 2012
From: Sybill Navas, CSE Coordinator
RE: RFP Proposal for Independent 3rd Party Special Event Intercept Studies
of All Publicly Funded Special Events in Vail in 2012
At the Town Council work session on Tuesday, February 21, 2012, it was proposed by Margaret Rogers that
the Town Council approve the use of $50,000 of the $75,000 funding that was originally allocated in the 2012
budget for the USA Pro Cycling Challenge to contract for independent 3rd party surveys of all of the events that
are receiving public funding.
The council asked for an RFP to be issued and to return with a cost estimate for the project.
Background: In the spring of 2010, the CSE issued an RFP for third party interecept surveys, with two options:
• Survey all of the events that received more than a $20,000 allocation in that year, or
• Survey 10 events, specifically selected by the CSE as being the most important
6 responses were submitted, and bids ranged from $3,000-$5,000 per event plus an extra fee for a “summary”
document to 15-20% of the total funds allocated to the event. One proposal from a local firm did offer an
itemized “menu” with specific prices listed for each event on the calendar- which interestingly enough came to
a total of almost exactly $50,000. Estimates from the three firms that were located outside of our region were
extremely costly.
In that year, the CSE decided to use the funds they had set aside for independent surveys into direct event
funding. The VLMDAC contracted with the Vail Marketing Research Dept. to research 11 specifically chosen
events.
I have attached a list of all events that would be covered under the proposal for interecept studies at all of the
2012 Special Events that receive public funding at a $10,000 or greater level, plus a small number of events
that received less than $10,000, but are believed to contribute a strong ROI to our economy. We would like to
start this project with the Vail Film Festival, which begins on March 29, leaving the Winter Teva Games as the
only important event that would not be included, for a total of 30 events.
Also attached is a copy of the RFP, as revised for the 2012 project.
Question: Can we go back to the two or three local responders from the 2010 RFP and ask them to update
their proposals to cover intercept studies at all events that receiving public funding in an amount of $10,000 or
greater, or do we need to issue a new RFP?