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COASTAL MISSISSIPPI REQUEST FOR PROPOSALS: PUBLIC RELATIONS & SOCIAL MEDIA SERVICES
Proposals due on or before 4:00 p.m. CDT on July 28, 2025
 INTRODUCTIONThe Mississippi Gulf Coast Regional Convention and Visitors Bureau, d/b/a COASTAL MISSISSIPPI (“Bureau” or “COASTAL MISSISSIPPI”), is charged with attracting and serving visitors by communicating and facilitating the COASTAL MISSISSIPPI experience. COASTAL MISSISSIPPI’s multi-faceted Public Relations and outreach approach includes local, statewide, regional, domestic, and international markets. The Bureau is searching for a Public Relations agency that will offer a strategic and creative approach based on sound research that will increase awareness of COASTAL MISSISSIPPI as a travel and tourism destination and attract overnight visitors.
ABOUT COASTAL MISSISSIPPI. Coastal Mississippi is a political subdivision of the State of Mississippi governed by 15 Commissioners appointed by the Boards of Supervisors of Harrison, Jackson, and Hancock Counties with a fiscal year spanning October 1 through September 30.
 
OBJECTIVEThe objective of this RFP is to seek qualified agencies who have a working knowledge of the tourism industry and can demonstrate the necessary experience to produce research and strategy, media outreach, messaging and positioning, media material development, event planning and execution, content creation, social/digital collaboration, monitoring and reporting for COASTAL MISSISSIPPI’S leisure travel market, meetings & conventions market, and sports tourism market. Although it is our intent to contract with the person/company that best meets the qualifications to complete the scope of work, COASTAL MISSISSIPPI may terminate the negotiations if they are unsuccessful in reaching an agreement on all matters, including the scope of work and cost.
 
COASTAL MISSISSIPPI intends to contract with a qualified agency to support its continued efforts to strengthen the reputation of the destination. Future projects undertaken by the selected agency that are enumerated or implied to fall under the scope of this RFP will be paid from the general operating fund of the Bureau, which is derived from public tax dollars.
Further, in compliance with pertinent regulations and statutes, COASTAL MISSISSIPPI encourages small, minority, and women-owned businesses to respond to this RFP. As such, this RFP will be placed on MS PTAP, the bureau’s website, Central Bidding’s website, and placed in the newspaper at the time of publication to ensure equal opportunity for all to respond. COASTAL MISSISSIPPI will comply with all procurement requirements outlined in Mississippi law.
This RFP in no way commits COASTAL MISSISSIPPI to award a contract, to pay any costs in preparation of a proposal, or to contract for the goods and/or services offered. Although it is COASTAL MISSISSIPPI’s intent to contract with the person/company that best meets the qualifications to complete the scope of work, COASTAL MISSISSIPPI may terminate the negotiations if they are unsuccessful in reaching an agreement on all matters, including the scope of work and cost.
 
TARGET AUDIENCE DETAILSAs our marketing efforts grow in scale, so do our efforts to connect with travelers who represent ample and enduring growth opportunities for Coastal Mississippi. We will continue to monitor universal changes in traveler sentiment and behaviors; however, the primary focus will be on the Experiential Travelers Audience.
 
While there remains room for growth within the Experiential Traveler audience, we see an opportunity to expand the definition and diversify the audience by better understanding the multicultural makeup and focusing on how to reach and connect with all who wish to visit.
CORE EXPERIENTIAL TRAVELERTraveling with friends, partners, or solo. Frequent travelers seeking new travel experiences off the beaten path.
FAMILY EXPERIENTIAL TRAVELERTraveling with family, young and old. Seasonal travelers are seeking travel experiences that build stronger bonds.
 
SCOPE OF WORKCOASTAL MISSISSIPPI wishes to employ an outside agency to produce an overall dynamic public relations and social media strategy including but not limited to reputation management, brand integrity, media relations, organic social media, event planning, outreach, research, media training, copywriting, and creation of various collateral pieces for use as content and messaging, print and digital, traditional print, broadcast media, website redesign, and other relevant components. The agency would become the creative agency of record for FY26, FY27, and FY28, with the option to extend the contract.
 
The agency should recommend an overall Public Relations and Social Media strategy to clearly position COASTAL MISSISSIPPI to visitors as an affordable and attractive open destination for those who enjoy traveling, specifically in its top drive markets and fly markets. It will be imperative to ensure this scope of services adheres to any changing public health guidelines and is conveyed in an informed manner.
 
The selected agency’s responsibilities will include the following:
 
 
Create a portfolio of messaging and provide assistance with identifying fulfillment material gaps, including photos, videos, and testimonials, for use in promotional materials and a sustainable travel campaign
Develop and build a public relations strategy
Create dynamic campaigns for niche visitor segments based on behavior and travel trends
Develop a campaign to attract visitors to each of COASTAL MISSISSIPPI’s defined markets 
 
AVAILABLE FUNDSBUDGET: COASTAL MISSISSIPPI will fund this contract at a minimum of $468,000.00 over three years, with an opportunity for additional funding based upon availability of resources and subject to mutual agreement of both parties in writing. This budget is based on creative production, account management fees, and out-of-pocket expenses. This budget will be implemented in phases over a three-year period.
BILLING: COASTAL MISSISSIPPI will pay monthly. Invoices must be dated and received by the 10th day of the month for payment in the following month. Invoices should be on letterhead from the selected agency and include the month(s) for which payment is due as well as detail of work completed with appropriate back-up from third parties and available analytic reports, at the mutually agreed upon rate(s) or amount in the executed contract and all back-up including detailed invoices, contracts, or subscriptions from third party or contracted vendors.
 
OFFICIAL CONTACTCOASTAL MISSISSIPPI requests that the proposer designate one person to receive all communications for clarification and verification of information related to this proposal.
 
TIMELINEThis tentative timeline may be altered at any time at the discretion of COASTAL MISSISSIPPI.
 
RFP available to agencies
6/11/2025
Final day to submit questions regarding this RFP
6/25/2025
Questions answered
7/9/2025
Proposals due by 4:00 p.m. CDT
7/28/2025
Proposals evaluated by the RFP committee and interviews conducted (if deemed necessary)
8/1/2025-8/27/2025
The agency is selected, and contract negotiations commence.
8/28/2025
The contract is approved.
9/25/2025
Work begins.
10/1/2025
 
SUBMITTAL REQUIREMENTS & DELIVERABLESYour response to this RFP must be submitted in the following format and labeled accordingly:
 
Statement of Qualifications – Provide a written statement of your agency’s qualifications forproviding the work as described in the Scope of Work
Tourism Experience – Provide a written statement of your involvement in the tourism industry, specifically with DMO clients, industry memberships, and resources

C.    Organization, Ownership, and Management

Name, address, and telephone number of the entity that will be contracted with, and all trade names to be used
Name, address, and telephone numbers of the organization’s principal officers and otherowners
 
D.    Organization’s Structure and Experience

Organizational chart of the company, including any subcontractors who will work with COASTAL MISSISSIPPI
Total number of employees, including full-time, part-time, and contract workers
Summary of employees who will work on the account, including their name, title, a short summary of their qualifications, and their main role in working with COASTAL MISSISSIPPI.
Hours of operation when staff will be available and any satellite offices
Experience as it relates to creative content, messaging, campaign strategy, and ad design. No more than three relevant case studies should be provided, including project goals with measurable KPIs and results. Creative work should be included for each case study.

E.    Client Information

Current clients in descending order of size.
List your two most recent past clients and the reason for termination.
List any travel/tourism clients and their current status.

F.    Account Gain and Loss

Indicate if the agency has had a contract terminated for non-performance over the last five years, with either litigation determining the agency at fault or no litigation due to inaction on the part of the organization.
List of accounts gained over the last two years and why your organization was awarded the work.
Three references that are current accounts with contact names, email, and phone numbers.E. Conflict(s) of Interest - The proposer must declare and provide details of any actual, potential, or perceived conflict(s) of interest.
F. Certification Statement – A Certification Statement stating the accuracy of the proposal must be signed and accompany all RFP Response submissions.
G. Budget - Please provide a proposed budget based on the three fiscal years of the contract for the Scope of Work and out-of-pocket expenses. Note: Although COASTAL MISSISSIPPI’s fiscal year begins October 1 and ends September 30, please base your proposed budget on the 12-month period.
 
CONDITIONS OF PARTICIPATION

Submittals in response to this request and respondents' participation in the process shall be at no cost or obligation to COASTAL MISSISSIPPI. COASTAL MISSISSIPPI reserves the right to, at any time, abandon or terminate its efforts to contract for any or all of said services without any obligation to any respondent.
Responses to this request and other materials submitted shall become the property of COASTAL MISSISSIPPI and will not be returned.
Respondent shall not contact any COASTAL MISSISSIPPI personnel or staff after this request has been advertised, except to ask questions as specified below under "Respondent Questions." Such contact will be considered a cause for disqualification.
COASTAL MISSISSIPPI may waive any informalities or minor defects or reject any and all submittals.
COASTAL MISSISSIPPI reserves the right to reject any submittal if the evidence submitted by, or investigation of, such respondent demonstrates that such respondent or its subcontractors, in COASTAL MISSISSIPPI 's opinion, are not properly qualified to carry out the obligations of the Contract or to complete the Work contemplated therein.
All applicable laws, ordinances, and the rules and regulations of all governmental authorities having jurisdiction shall apply to the Contract throughout.
By executing a signature on the submittal, the respondent certifies that neither the respondent nor any of its team members is currently debarred from submitting proposals or entering into contracts issued by any political subdivision or agency of the State of Mississippi. 
EVALUATION & SELECTIONCOASTAL MISSISSIPPI will establish a committee to evaluate and rate all proposals based on the criteria prescribed. Bids will be opened in the first scheduled meeting of COASTAL MISSISSIPPI following the date bids are due; provided, however, that COASTAL MISSISSIPPI, in the event of a finding of exigent circumstances, may authorize the President of the Board of Commissioners, the Chief Executive Officer and another officer of the Board of Commissioners to open bids and to report the results thereof to the Board of Commissioners.
 
SELECTION PROCESSProposals meeting all requirements of the RFP will be evaluated by a review committee and ranked based on the following selection criteria. Top agencies will be chosen for Step 2.
Tourism Industry Experience                                                                          15%
Qualifications to execute the plan of work, including costs of services         60%
References from past clients                                                                          10%
Evaluation of prior work                                                                                 15% 
Top agencies may be invited to present, in person or via video conference, their suggested framework, if deemed necessary.
 
 
A contract will be awarded to the organization whose proposal is determined to be the most advantageous to COASTAL MISSISSIPPI, taking into consideration the criteria set forth in this RFP. Upon completing the selection process under this RFP, COASTAL MISSISSIPPI will notify the winning proposer and all other proposers who were not selected. COASTAL MISSISSIPPI’s evaluations of proposals are confidential, and as such, COASTAL MISSISSIPPI is unable to respond to any questions and/or requests for information as to why a company was not selected, without a formal public records request being filed.
 
After awarding the contract, the schedule will include a period of collaboration between COASTAL MISSISSIPPI and the selected agency to better define, elaborate upon, and update the agency’s final Scope of Work and general Terms and Conditions. For the selected agency, an employee will be designated as your contact and will coordinate any materials needed or questions answered with all other COASTAL MISSISSIPPI employees.
 
STANDARD CONTRACTPlease submit a draft sample contract in Word format for review with the submitted proposal.
 
DELIVERY REQUIREMENTSPlease submit three hard copies of responses along with a digital version of the proposal on a hard drive or USB drive. Proposals may also be submitted electronically at www.centralbidding.com. All proposals should include a clear, concise narrative. The proposal format is open to presentation style but must include the aforementioned items.
Printed submissions must be marked "RFP: Public Relations Services" and delivered to:
COASTAL MISSISSIPPI
Attn: Pattye Meagher, Director of Communications & Engagement 2350 Beach Boulevard, Suite A
Biloxi, Mississippi 39531
Submittals received in any manner not specifically set forth above shall not be accepted or considered. Submittals received after the deadline will not be considered. It is the responsibility of the respondent to ensure that the submittal is received by the specified deadline. The delivery date and time will be recorded upon receipt. COASTAL MISSISSIPPI will not be responsible for late or incomplete responses due to mistakes or delays of the respondent or carrier used by the respondent, or weather delays. A postmark will not be considered proof of timely submission. All proposals submitted shall be binding upon the respondent for a period of ninety (90) calendar days following the submission deadline. Official Bid Documents and submission instructions are available via www.centralbidding.com. For assistance with the electronic submission process, please contact Central Bidding at 225-810-4184.
 
QUESTIONSNote that all answers regarding questions and requests for clarification for this RFP will be responded to publicly on the COASTAL MISSISSIPPI website, consistent with the aforementioned schedule, to ensure that all respondents have the same information. Please email all questions regarding this RFP to [email protected]. No calls, please.

Additional Notes/Requirements

Please see PDF Version of RFP attached hereto.