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Requests for Qualifications (RFQ)
Travel Oregon is issuing a Request for Qualifications (RFQ) from entities to serve as the Regional Destination Management Organizations (RDMOs) for each of Oregon’s seven designated tourism regions.
Regional Destination Management Organizations are tasked with building and implementing a 2-year tourism destination management plan for their respective region based on the Regional Cooperative Tourism Program guidelines. The Regional Cooperative Tourism Program guidelines define eligibility, requirements and expectations of RDMOs.
The RFQ and all supporting documentation are due by Thursday, Dec. 22, 2016 at 9 a.m. PST.
The submission process is entirely online. You must have access to the Internet and be able to upload files in order to complete the proposal process. Interested parties should read all applicable information regarding the RCTP program including information below. Interested parties must submit all materials via Travel Oregon’s online RFQ management website: https://app.wizehive.com/appform/login/rctprfq
Confidentiality: Travel Oregon is a semi-independent agency of the State of Oregon. It is understood that proposals may contain confidential information relating to strategies, goals and results. Any materials submitted to Travel Oregon either electronically or in hard copy is subject to the Oregon Public Records Law. It is the responsibility of the respondent to clearly annotate and identify any proprietary or confidential information that the respondent believes would be exempt from disclosure in the event of a public records request. Travel Oregon cannot guarantee confidentiality of any materials submitted to it. Whether documents or any portion of a document submitted as part of a proposal may be exempt from disclosure may depend upon official or judicial determinations made pursuant to the Public Records Law. As a result, respondents are advised to consult with legal counsel regarding disclosure issues.
Disclosure: Other than the name of the selected firm, Travel Oregon will not publish information regarding the RFQ respondents.
Cost for Preparation of Proposals: Travel Oregon is not responsible under any circumstances for any costs incurred as the result of the preparation or submission of the respondent’s materials.
Equal Opportunity: Travel Oregon encourages minority and women-owned businesses to submit proposals in response to this RFQ.
Questions posed pertaining to the RFQ will be answered below. Contact Harry@TravelOregon.com for more information.
RFQ Questions and Answers
Question: Why is Travel Oregon undertaking an RFQ process for Regional Destination Marketing Organizations? (11/14/2016)
Answer: Oregon law requires the Oregon Tourism Commission to designate regional recipients and this was last done in 2003 when the statewide lodging tax was first introduced into Oregon law and none of the current Commissioners were in place. The passage of HB4146 during the February 2016 legislative session has resulted in tremendous growth of the Regional Cooperative Tourism Program (RCTP) in both amount of funding and scope. State law now requires that 20% of the statewide lodging tax be used to implement the program and it further expands the types of uses of the state dollars permissible under the RCTP to include sales, marketing, services and development.
The professional efforts of the current RDMOs and local partners and stakeholders has been vital to the success of Oregon’s tourism industry and to Travel Oregon. The advice of the Commission’s legal counsel is that a public call for interested parties through an RFQ process is an appropriate and prudent response given this expansion of the RCTP program and the amount of public dollars that will be distributed to regional recipients. The Oregon Tourism Commission considered the matter at their October 2016 meeting and has concurred that a process should be undertaken to designate regional recipients of these significantly increased state lodging tax dollars. The roles and responsibilities of a designated RDMO have been and will continue to be significant and will now involve planning and implementing a more holistic destination management program (marketing, sales, development, services, regional programming, grants and communication) for each of Oregon’s seven designated tourism regions.
Question: The RFQ says funds will be disbursed on July 1, but the RCTP guidelines include a timeline of phased payments in August, October and December. Will you please clarify? (11/14/2016)
Answer: The date in the RFQ of July 1, 2017 is the date for disbursement of RCTP funds. The RDMO must have completed their regional plan, had it approved by Travel Oregon and have a contract in place prior to the disbursement of funds. The RCTP guidelines reflect the current timeline that the program is operating under. This timeline will be amended to the July 1 date with the enactment of the new RDMO plans and contracts.
Question: Can the Oregon Tourism Commission designate more than one entity as the RDMO (and receive RCTP funding) per region? (11/21/2016)
Answer: Oregon state law requires the Oregon Tourism Commission to take action that, “Distributes revenue to recipients that are selected by the commission as organizations able to conduct tourism-related marketing for each region [ORS 284.131 (4)(b)(C)]. Since the regional program was initiated in 2003, the Oregon Tourism Commission has designated one entity per region to administer the regional program. As state law does not specifically state that the Commission designate one “recipient” per region, but rather more broadly provides the plural “recipients,” the Commission’s legal counsel has advised that the law may be interpreted as such. While this may be the case from a technical and legal interpretation, the Travel Oregon staff have never previously recommended any approach other than a single entity be designated per region. Likewise, as stated, the Oregon Tourism Commission has designated only one RDMO per region since the program’s inception.