Utah Preservation Magazine RFP
This is a sample RFP, not an actual Request for Proposal
Purpose of Request for Proposals
The purpose of this request for proposals (RFP) is to enter into an agreement with a qualified firm or individual to publish and distribute Utah Preservation magazine, the official preservation publication of the Division of State History. The scope of the publication will include all aspects of rehabilitation, restoration, conservation, interpretation, heritage tourism, and other treatments involving historic and prehistoric sites in Utah. This is meant to be a popular yet authoritative publication of general interest. It will include color as well as black-and-white images, related text, and appropriate references. One of the key purposes of the magazine is to generate greater public awareness of and support for historic preservation in Utah.
The information provided in this RFP is designed to provide interested proposers with sufficient basic information to submit a proposal meeting minimum requirements, but is not intended to exclude any relevant or essential data. Proposers are at liberty to expand upon the specifications or propose options they feel will enhance the effectiveness of the publication.
Scope of Services
Publication of Utah Preservation will be a joint effort between the Division of State History (aka Utah State Historical Society) and a private-sector publisher. The Division's primary goal is to produce an attractive, high-quality publication that will promote historic preservation to a broader segment of Utah's population than the Division currently reaches through its existing programs and publications. An equally important goal is to produce a publication that generates sufficient income for the publisher so that the publication can continue.
Proposed Description of the Magazine
The publication will include articles about historic and archaeological sites in Utah that have been successfully rehabilitated, re-used, interpreted, or promoted in innovative ways. Articles will be directed toward the general public but will also address substantive issues related to the projects--the problems, solutions, compromises, techniques, and so forth.
As originally conceived, the magazine would be published once per year. The publisher may choose to publish more issues per year, but the assistance of the Division of State History in collecting and editing articles may not be available. The desired format is 8-1/2" x 10 7/8" (vertical) with approximately 72 pages (including advertisements). Each issue will contain approximately 8-10 articles, which will range from 800 to 1,500 words in length. Each issue will also contain approximately 70 photographs, at least 80 percent of which will be color. The cover photograph will also be color. (The 1997 issue of Utah Preservation should serve as a model for the proposed publication.)
The editorial content of the magazine shall be consistent with the goals, mission, values, and vision of the Division and reflect the highest standards of professionalism. Advertisements in the magazine may be for a wide range of products and services, with the exception of those which run counter to accepted preservation principles and practices.
Proposed Role of the Division
The Division is prepared to:
Work with the publisher's editorial department in fomulating the editorial content of the magazine, including soliciting, selecting and editing articles.
Make available at no charge to the publisher all research materials, manuscripts, historic photographs and other images to be prepared for publication.
Provide a letter of introduction and support from the Division Director which can be used by the publisher to promote advertising and marketing campaigns.
Provide names, addresses, and telephone numbers of preservation-related companies and others which have the potential to be advertisers/sponsors.
Distribute at no cost to the publisher 5,000 copies of the magazine to members of the Utah State Historical Society, Utah Heritage Foundation, and others.
Announce the magazine in the Historical Society's newsletter, advocate and encourage participation, and release publicity material to local, regional, and national media.
The Division is not prepared to pay publication or distribution costs, except for costs involved in distributing the 5,000 copies described above.
Proposed Role of the Publisher
Publish the magazine at its sole cost and expense, including printing, graphics, layout, typesetting, preparation costs and occasional author and photographer honoraria (most articles and photographs will be povided at no charge by the Division or its contacts).
Have final decision on all material included in the magazine subjet to consultation with the Division to ensure consistency with the Division's mission and values.
Provide the Division 5,000 copies of each issue at no charge,
Aggressively market and distribute the magazine with the purpose of expanding the visibility and readership of the magazine beyond the Division's current membership and contacts.
Provide name and logo recognition of the Division and recognition of other state and federal agencies which have supported the publication.
Provide the Dision with two "advertising" spaces in the magazine for promoting the Division's programs and activities.
Issuing Office and RFP Reference Number
The State of Utah, Division of Purchasing is the issuing office for this document and all subsequent addenda relating to it. The reference number for the transaction is NO-8027. This number must be referenced on all proposals, correspondence and documentation relating to the RFP.
Response Date
Four copies of your proposal must be received at the State of Utah, Division of Purchasing, 3150 State Office Building, Capitol Hill, Salt Lake City, Utah 84114, prior to 3:00 p.m., September 9, 1997. Any proposal in route, either in the mail or other locations in the State Office Building will not be considered timely and will be returned unopened. Proposals received after the deadline will be late and ineligible for consideration.
Term of Contract
The contract will be for two years, beginning shortly after September 1997 and terminating approximately July 1999 with the option of a three-year renewal. Two issues of the magazine are expected to be completed, the first by March 1998 and the second by March 1999.
Consideration of Proposals
The State of Utah may award a contract based on the initial proposals received, without discussion of such proposals. Accordingly, each initial proposal should be submitted with the most favorable price and service standpoint. The State reserves the right to reject any or all proposals received. The proposals must demonstrate that the publisher has the ability to execute a high quality, visually appealing, and historically accurate publication, and that it has produced such publications in the past.
Proposal Format
Proposals must be concise and clearly organized. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections:
I. Letter of transmittal. This should include an introduction of the proposer's company, the name, address and telephone number of the person to be contacted along with others who are authorized to represent the company in dealing with this RFP; and an expresssion of the proposer's ability and desire to meet the requirements of this RFP.
II. Detailed Discussion. This section should constitute the major portion of the proposal and should cover all issues raised in this RFP and any other issues the proposers feel are relevant. Proposals should address, at a minimum, the following:
- A brief description of the proposed publication, especially if it varies from the specifications provided in the RFP (number of pages, size, number of photos, content, etc.).
- The frequency of the publication (annually, semi-annually, etc.).
- The quantity to be printed.
- A projected time frame for completion of the first issue.
- A detailed marketing and distribution plan including who might receive the publication, how they will receive it, and when.
- A description of how revenue will be generated for the publication (advertising, sales, etc.).
- A brief description of the publisher's "team members" who might be assigned to this project, including their experience and qualifications.
III. References. Include the company name, telephone number, and name of contact person of previous clients for whom similar projects have been completed.
IV. Attachments. Attach examples of previous, similar work produced by the proposer.
Evaluation Criteria and Weighting
Proposals will be evaluated by a committee against the following criteria with assigned weights indicated. Each area of the evaluation criteria must be addressed in detail in the proposal.
A. (40 points) The ability of the publisher, through demonstrated products, to produce a publication of this type and quality (including quality of images and photographs, layout, design, production, and printing).
B. (20 points) Timeliness in publishing.
C. (20 points) Ability to market and distribute the publication to a broad audience.
Oral Presentation
An oral presentation by an proposer to supplement a proposal may be required. These presentations will be scheduled, as required, by the Utah Division of State History subsequent to the receipt of proposals and prior to award.
Proprietary Information
Proposers are requested to mark any specific information contained in the proposal which is not to be disclosed to the public or used for purposes other than the evaluation of the proposals. Pricing and service elements of the successful proposal will not be considered proprietary. All materials become the property of the State of Utah and may be returned only at the State's option. Proposals submitted may be reviewed and evaluated by any person at the discretion of the State.