Convention & Visitors Bureau Advertising Agency

The City of Chesapeake’s Department of Parks, Recreation and Tourism seeks to retain a full‑service advertising and marketing agency with demonstrated experience in destination marketing to serve as the City’s Agency of Record.

Background

Project Details

• Reference ID: 26-226-4342
• Department: Parks Rec and Tourism
• Department Head: TBD (TBD)

Important Dates

• Questions Due: 2026-07-08T18:00:00.000Z

Evaluation Criteria

• Qualifications and Experience (Tab 2) (30 pts) —

  This tab will evaluate the Offeror’s demonstrated experience and ability to perform the Scope of Services.

  Scoring will consider:

  • Firm Background – Years in business, firm size, Tidewater presence, and suitability of the office performing the work.

  • Relevant Experience – Demonstrated success performing similar work and experience with public sector, nonprofit, or tourism‑related clients.

  • References – Strength and completeness of at least four (4) references, including organization details, contact information, years served, dates of service, and contract value.

• Firm Capabilities and Staff Resources (Tab 3) (25 pts) —
  This tab will evaluate the Offeror’s organizational capacity and staffing resources.
   
  Scoring will consider:
  • Organizational structure and clarity of roles
  • Depth and qualifications of the proposed project team
  • Adequacy of staffing levels and resource availability
  • Demonstrated ability to provide consistent support
  • Compliance with requested information (org charts, resumes, representative roles, corporate structure, financial condition, mergers/acquisitions, etc.)
• Specific Plan and Methodology to Perform Services/Resources (Tab 4) (25 pts) —
  This tab will evaluate and focus on the feasibility, clarity, and strategic soundness of the Offeror’s proposed approach.
   
  Scoring will consider:
  • Understanding of the Scope of Services
  • Practicality and thoroughness of the proposed methodology
  • Strength and qualifications of assigned staff
  • Use of industry best practices and innovative solutions
  • Reasonableness of City‑provided support requested
  • Advantage of the proposed solution relative to alternatives
  • Effectiveness of the Offeror’s conflict‑resolution procedures
• Cost of Services (Tab 5) (10 pts) —
  This tab evaluation will be based on the total all‑inclusive cost submitted. Cost will be scored objectively using the formula:
  (lowest amount / highest amount) × maximum points available
   
  Scoring will consider:
  • Completeness and clarity of the cost proposal
  • Compliance with all‑inclusive pricing requirements
  • Absence of unauthorized fees
• Additional or Miscellaneous Information (Tab 6) (10 pts) —
  This tab evaluation will consider the completeness, relevance, and clarity of supplemental information submitted outside other designated tabs, including:
  • Resumes or documents requested elsewhere in the RFP
  • Required licenses
  • Certificate of Insurance meeting City requirements

Submission Requirements

• Cost Proposal (required)
• Are There Any Supplemental Agreements? (required) —

  Supplementary agreements, such as Master Service Agreements (MSAs), Service Level Agreements (SLAs), Non-Disclosure Agreements (NDAs), or other relevant documents that you would like considered for the final contract, must be submitted along with your response. 

• Provide this document in Word format. (required)
• Do you take exception(s) to the RFP? (required) —

  This information could be from the Scope of Work, Required General Terms and Conditions, Special Terms and Conditions, or any other part of this Request for Proposal.

• Offerors must provide details of any terms and conditions to which they take exception. For each exception, offerors must include the section, the number, and any other identifying information of the term and condition, and provide the full term and condition itself. Offerors must then explain the reason and propose alternative language for the term or condition to be amended. (required)
• Certification of Compliance with Immigration Laws and Regulations (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Virginia State Corporation Commission (SCC) Registration Information (required) —

  AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so, required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described LISTED that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

  Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC).  Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law must indicate by selecting one of the following reasons why the bidder or offeror is not required to be so authorized:

• Litigation Disclosure Form —

  Respond to each of the questions below by checking the appropriate box. Failure to fully and truthfully disclose the information required by this Litigation Disclosure Form may result in the disqualification of your bid or proposal from consideration or termination of the contract, once awarded. For purposes of this disclosure form, “you” means the individual or entity in whose name the bid or proposal is submitted.

• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been convicted of a felony, or a misdemeanor involving moral turpitude, during the last ten (10) years? (required)
• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been terminated from any work being performed for the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last ten (10) years? (required)
• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? (required)
• Has any parent company or wholly owned subsidiary of your company been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? (required)
• If you answered “Yes” to any of the above questions, please state the name(s) of the person(s), the nature, and the status and/or outcome of the conviction, termination, claim or litigation, as applicable. Any such information should be provided on a separate page, attached to this form and submitted with your bid or proposal.
• STATE CORPORATION COMMISSION IDENTIFICATION NUMBER (required) —

  Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include a statement describing why the bidder or offeror is not required to be so authorized.

• Small, Women-Owned, Minority-Owned (SWaM) and Service Disabled Veteran-Owned Business —

  A certified SWaM Business is one that holds a current certification from the Virginia Department of Small Business and Supplier Diversity (SBSD), the U.S. Small Business Association (SBA), the Women’s Business Enterprise National Council (WBENC), National Minority Supplier Development Council (NMSDC) or from other U.S. State and some Local Government Supplier Diversity Programs.

• Is your company a certified Small, Woman or Minority Owned (SWaM) Business or Disadvantaged Business Enterprise? (required)
• Certification Type —

  If applicable, what is your company’s certification type?

• SWaM Certificate/Supporting Documentation —

  If applicable, attach any supporting documentation, including certificates, in regards to your company's SWaM status.

• Does this solicitation include any background information in section "Summary and Background"? (required)
• Projected Contract Value ($) (required) —

  Enter the estimated dollar amount for the entire contract period including renewal options.