Destination Marketing Organization (DMO) Services for the City of Bisbee

NOTICE OF SOLICITATION
REQUEST FOR PROPOSALS
CITY OF BISBEE
1. Introduction
The City of Bisbee is requesting Proposals (hereinafter referred to as "RFP") from qualified organizations
with demonstrated expertise in tourism promotion to provide Destination Marketing Organization (DMO)
services to the City of Bisbee. Respondents may include organizations that meet the definition of a
Destination Marketing Organization under Arizona Office of Tourism (AOT) guidelines, as well as qualified
marketing firms or agencies with demonstrated experience delivering DMO services. The City of Bisbee
reserves the right to remain the designated DMO under AOT guidelines and is seeking a partner to develop,
manage, and implement a comprehensive Tourism Marketing Program. that increases visitation, enhances
Bisbee's reputation as a premier cultural and historic destination, and supports local businesses and complies
with all of the DMO requirements established by the Arizona Office of Tourism ("AOT").
2. Schedule of Events
Solicitation Issued: Wednesday, May 20, 2026
Submittal Due Date/Time: Thursday, June 4, 2026, 3:00pm (Arizona, MST)
Interviews/Selection: Tuesday, June 16, 2026
Submittal Location: City Clerk, City of Bisbee,
City Hall 118 Arizona Street
Bisbee, AZ 85603
3. Nature of the Project
The City of Bisbee invites proposals from qualified organizations to provide Destination Marketing
Organization (DMO) services. Proposers may be nonprofit organizations, governmental entities, or private
marketing firms with experience in tourism promotion and destination marketing. The selected proposer
may either serve as the City's SMO, subject to AOT eligibility and City approval, or provide contracted
DMO services supporting the City in its role as the designated DMO. A DMO is defined as an entity as
described under Arizona Office of Tourism (AOT) guidelines; however, for purposes of this solicitation,
"DMO services" may also be provided by qualified marketing firms or agencies capable of fulfilling AOT-
required functions that is responsible for the tourism promotion and marketing of a destination on a year-
round basis. The program will highlight Bisbee's arts, culture, history, and unique character to attract
diverse audiences regionally, nationally, and internationally. Deliverables include branding, advertising,
digital campaigns, public relations, and measurable visitor engagement initiatives. The primary objective is
to drive overnight visitation and economic activity by positioning Bisbee as a premier destination for arts,
culture, history, and outdoor recreation by attracting diverse audiences regionally, nationally, and
internationally. Familiarity with Bisbee and Arizona markets, particularly rural tourism driven
communities, is strongly preferred.
4. Eligible Proposers
Eligible Proposers include:
* Organizations that qualify as Destination Marketing Organizations under Arizona Office of
Tourism (AOT) guidelines; and
* Marketing firms, advertising agencies, or other qualified entities with demonstrated experience
providing comprehensive DMO services
Proposers are not required to be the designated DMO at the time of submission but must demonstrate the
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ability to perform all DMO functions in compliance with AOT requirements
5. Preparation of Proposal
5.1 It is the responsibility of the Proposer to examine the entire solicitation and to seek clarification
of any requirement that may not be clear. The solicitation includes the City of Bisbee's "Standard
Terms and Conditions" and any "Special Terms and Conditions" for this contract, both of which
will be incorporated into any Contract between the City and the Proposer.
5.2 The City will not reimburse any costs associated with preparing or submitting a proposal. All
materials and documents submitted in response become the property of the City and will not be
returned.
5.3 A proposal that is submitted to the City becomes public record and may be subject to disclosure
following the award of a contract under this solicitation. If the Proposer believes that any
information included in the proposal should remain confidential, the Proposer must specifically
identify that information and its reasons. In the event of any public request for this information,
the City will provide the Proposer with notice of this request and a reasonable opportunity to
obtain a court order, at the Proposer's sole expense, protecting this information from release
prior to making it available.
5.4 The specifications stated in this solicitation are the minimum level required. All proposals
submitted must be for products or services that meet or exceed the minimum level of all such
specifications.
6. Submission of the Proposal
6.1 Sealed proposals must be in the actual possession of the City Clerk on or prior to the exact time
and date indicated in the Schedule of Events. Late proposals will not be considered.
6.2 Sealed proposals must be submitted in a sealed envelope or container with the following
information clearly indicated on the outside:
a. Name of the Solicitation, as indicated by the City.
b. Name, phone number, and address of the Proposer
6.3 Three (3) copies of the proposal shall be submitted in writing, by a paper document that is printed,
typed or in ink. Any substitute for any document forms provided with this Notice must be legible
and contain the same information requested by any such form.
6.4 Hard copy proposals are preferred; however, proposals may be submitted electronically as long
as they comply with the written proposal and deadline submission requirements. Please contact
the City Clerk for details on electronic submissions.
6.5 A proposal may be withdrawn upon the submission of a written signed request submitted by the
Proposer prior to the due date and time. A proposal may not be amended or withdrawn after the
due date and time.
6.6 The evaluation criteria and relative weights for determining the scoring of proposals are as
follows:
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CRITERIA MAXIMUM SCORE
Qualifications and Experience 30
(Proven track record in increasing destination visitation)
Methodology & Approach 30
(Creativity and feasibility of the proposed strategic plan)
Proximity and Familiarity with Bisbee
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Cost Proposal 20
(Detailed breakdown of fees, including media markups)
References 10
(Quality of previous work and client satisfaction)
Total Maximum Points 100
7. Requirements for Proposal Evaluation
The proposal should be organized in a format that promotes the clear evaluation of the RFP criteria. The
proposal generally should follow the outline below so that it can be easily evaluated during the selection
process. Responses should be prepared simply and economically, providing a straightforward and concise
description of the Proposer's capabilities to satisfy the requirements of this request.
7.1. Proposal Summary
a. Provide summary information including identification of the Proposer team and table of contents.
7.2. Proposer Qualifications and Experience
a. Provide an overview that highlights key qualifications, job responsibilities and experience of
the proposer, or proposal team.
b. Familiarity with the Arizona Office of Tourism (AOT) Cooperative Marketing Program and
rural tourism strategies.
c. Demonstrated experience either operating as a Destination Marketing Organization or providing
DMO services under contract to a governmental entity, including compliance with Arizona
Office of Tourism (AOT) requirements.
d. Describe a minimum of 3 completed projects completed in the last five (5) years, comparable
to the requested Marketing Services, including scope, outcomes, project team, and client
reference.
e. Identify key personnel who will contribute to the project and their respective qualifications and
responsibilities.
f. Ability to provide a dedicated account manager and "turnkey" services including graphic design
and media buying.
7.3. Project Understanding & Schedule
a. Describe and demonstrate proposer's clear understanding of the goals and requirements
associated with providing the services.
b. Identify tasks to be performed for the project within each phase and the associated project
deliverables.
c. Present the assumptions on which the proposal level of effort for completing the project is based.
d. Identify any tasks that must be accomplished in person, discuss your experience delivering
services remotely, and identify the tools you recommend for maximizing the effectiveness of
remote meetings.
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e. Identify potential challenges and/or concerns and how the proposer intends to address them.
7.4. Fee Schedule
a. Provide a fee schedule for all services proposed that reflects direct labor hours for any
contributing team members, travel costs, and overhead that are summed into a total proposed
fixed fee.
b. Describe the proposer's ability and methods to manage the project schedule and budget
throughout all phases of the project.
7.5. Required Coverage
a. Commercial General Liability
i. The proposer shall maintain Commercial General Liability insurance with a limit of not
less than $1,000,000 for each occurrence with a $1,000,000 Products/Completed
Operations Aggregate and a $1,000,000 General Aggregate Limit. The policy shall
include coverage for bodily injury, broad form property damage, personal injury,
products and completed operations and blanket contractual coverage including, but
not limited to, the liability assumed under the indemnification provisions of the
contract which coverage will be at least as broad as Insurance Service Office, Inc.
Policy Form CG 00011093 or any replacements thereof. The coverages shall not
exclude X,C,U. Such policy shall contain a severability of interest provisions, and
shall not contain a sunset provision or commutation clause, nor any provision which
would serve to limit third party action over claims.
b. Workers Compensation
i. The Proposer shall carry Worker's Compensation insurance to cover obligations
imposed by federal and state statutes having jurisdiction of their employees engaged
in the performance of the work or services; and, Employer's Liability insurance of
not less that $100,000 for each accident, $100,000 for each employee, and $500,000
disease policy limit.
c. Certificate of Insurance
i. Prior to commencing work or services under the contract, the Proposer shall furnish
the City with Certificates of Insurance, or formal endorsements as required by the
contract, issued by the Proposer's insurer(s), as evidence that policies providing the
required coverages, conditions and limits required by the contract are in full force and
effect.
ii. In the event any insurance policy(ices) required by the contract is (are) written on a
"claims made" basis, coverage shall extend for two years past completion and
acceptance of the Proposer's work or services and as evidenced by annual Certificates
of Insurance.
iii. If a policy does expire during the life of the contract, a renewal certificate must be
sent to the City fifteen (15) days prior to the expiration date.
7.6. Cancellation and Expiration Notice
a. Insurance required herein shall not expire, be canceled, or materially changed without thirty (30)
days prior written notice to the City
8. City of Bisbee Contact
All communications and questions concerning this solicitation must be directed to Amanda Bramel, at 520-
432-6000, abramel@bisbeeaz.gov.
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9. Offers
After the initial receipt and evaluation of proposals, discussions may be conducted with respondents who
submit proposals determined to be the most responsive, which most closely meet the requirements of the
Statement of Work, and which are the candidates most likely to be selected for award. The City, at its option,
may request best and final offers from a selected proposer(s) regarding the Statement of Work and/or fees.
10. Award of Contract
10.1 The City reserves the right to waive any immaterial defect or informality in a proposal; to reject
any or all submittals or portions thereof; to reissue this Notice; and to award a Contract on a
partial basis, if in the best interests of the City.
11. Certification
11.1 By signing and submitting this proposal, the Proposer certifies that this submission did not
involve any collusion or other anti-competitive practice; that the Proposer will not discriminate
against any employee, applicant or customer in violation of applicable state and federal law, and
that the Proposer has not given, offered to give and will not give any economic opportunity, future
employment, gift, loan, gratuity, trip, favor or discount to any City employee or official in
connection with this RFP.
11.2 The Proposer further certifies that the individual signing this proposal has the authority to make
a binding legal commitment on behalf of the Proposer to perform and deliver everything that is
required in connection with this RFP. Unless otherwise stated in the Contract Documents, the
Offer shall be effective for a period of ninety (90) days.
11.3 The City Manager shall recommend to the City Council that the contract be awarded to the
responsible respondent whose proposal is most advantageous to the City, based on the evaluation
criteria listed above. The final decision shall be made by the City Council.
12. Grievance Procedure
Protests shall be submitted in writing to: Ashlee Coronado, Interim City Manager, City of Bisbee, 118
Arizona Street, Bisbee, AZ, 85603, phone (520) 432-6000 within 72 hours of bid award. Protests must
contain at a minimum the name, address and telephone number of the protester, the signature of the protester
or its representative with authority to sign; a detailed statement of the legal and factual grounds of the protest
including copies of relevant data; and the form of relief requested. Within 15 days of receipt, and after
consultation with legal counsel, or others, the City will respond to the protest. The City reserves the right
to reject any or all proposals; to waive irregularities or information in any proposal; to re-advertise for
proposals; and/or to take any steps determined prudent, in order to resolve the protest.
SPECIFICATIONS, SCOPE OF WORK OR REQUIREMENTS
13. Introduction
Located 90 miles southeast of Tucson on Historic Arizona Highway 80, Bisbee is tucked in the Mule
Mountains at 5,538 feet of elevation (1,687 meters) making it the southernmost higher-than-a-mile city in
the United States. Bisbee serves as the county seat of Cochise County, Arizona's eighth-largest county
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covering almost 6,200 square miles in the southeastern corner of the Grand Canyon State.
Bisbee quickly grew as an urban center driven by a booming mining industry that thrived on the area's rich
reserves of copper, silver, gold, zinc, lead, and manganese. With a population of more than 20,000 in 1910,
Bisbee was one of the most cultured cities in the West.
It remains home to the historic Warren Ballpark, arguably the nation's first ballfield, and to Turquoise Park
in Naco, which was the State's first golf course. Today, with residents numbering around 5,000, Bisbee's
welcoming spirit offers visitors a rich mix of art, music, architecture, outdoor activities, shopping, dining,
unique hospitality, and nightlife.
Bisbee is a city in the Mule Mountains of southeast Arizona. The Bisbee Mining & Historical Museum and
the Bisbee Restoration Museum chronicle the city's copper-mining past. The vast Copper Queen Mine offers
guided, hour-long tours daily. The grand Muheim Heritage House Museum has 19th-century furniture,
gardens, and mountain views.
Destination Profile: The Bisbee Experience
The following is an example of a foundational narrative for proposals.
Location & Geography:
Located 90 miles southeast of Tucson on Historic Arizona Highway 80, Bisbee is tucked into the Mule
Mountains at an elevation of 5,538 feet. This high-altitude setting makes it the southernmost "higher-than-
a-mile" city in the United States, offering a cooler climate and dramatic mountain vistas that distinguish it
from the desert floor.
Historical Significance:
As the county seat of Cochise County, Bisbee's identity is rooted in its legacy as a booming 19th-century
urban center. Once one of the most cultured and populated cities in the American West, it was built on rich
reserves of copper, silver, and gold. Today, this history is preserved through:
* The Copper Queen Mine: Offering daily underground tours that chronicle the city's industrial roots.
* The Bisbee Mining & Historical Museum: A Smithsonian Affiliate that anchors the downtown's
historical narrative.
* Architectural Heritage: Including the Muheim Heritage House Museum and the Historic Warren
Ballpark, arguably the nation's first multi-sport ballfield.
Current Spirit & Culture:
Modern Bisbee has evolved from a mining camp into a vibrant, eclectic community. With a population of
approximately 5,000, the city is defined by a "welcoming spirit" and a diverse cultural landscape that
includes:
* The Arts: A thriving colony of galleries, studios, and street art.
* Architecture & Walkability: Well-preserved 19th-century Victorian and European-style
architecture, steep stairways, and winding streets.
* Hospitality & Lifestyle: A rich mix of boutique shopping, chef-driven dining, unique hospitality
(from historic hotels to vintage trailers), and a legendary nightlife and music scene.
* Outdoor Recreation: Hiking in the Mule Mountains, birding in nearby canyons, mountain
biking, exploring the stairways and views from Historic Downtown Bisbee.
Targeted Marketing:
The following specific focus areas should be incorporated in proposal:
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* Heritage Tourism Integration: Marketing efforts must leverage Bisbee's status as a "living museum."
Proposers should outline how they will promote the Bisbee Mining & Historical Museum and the Copper
Queen Mine Tours to history-oriented travelers.
* Geographic Positioning: Campaigns should highlight Bisbee's elevation as a "cool summer getaway"
for residents in the Tucson and Phoenix metro areas.
* Cultural Event Support: Develop strategies to market Bisbee's unique local events that celebrate its
music and art scenes, ensuring these events translate into multi-day stays.
* Sustainable "Appreciate AZ" Promotion: Given the sensitive mountain environment and historic
architecture, marketing must promote responsible tourism that respects the local community and
landscape.
Key Messaging Pillars for Proposers
Proposals should demonstrate how they will communicate the following "Bisbee Pillars" to a global
audience:
1. History: The Copper Queen Mine and the Smithsonian-affiliated museums.
2. Creativity: The arts, music, and "free-spirited" local culture.
3. Elevation: The high-altitude climate and the beauty of the Mule Mountains.
4. Authenticity: The unique architecture, local dining, and independent shopping (no "big box" feel).
5.Outdoor Recreation:
Reference Resources for Proposers
To assist in proposal development, applicants are encouraged to review:
* Discover Bisbee (Official Tourism Site)
* The City of Bisbee Official Website
* Arizona Office of Tourism - Bisbee Profile
14. Scope of Work
The City of Bisbee seeks a qualified agency or organization to provide Destination Marketing Organization (DMO)
services.The selected proposer shall perform all functions necessary to support and execute a comprehensive,
yearround tourism marketing and promotion program. The ideal Organization shall have knowledge and
experience with Arizona markets, particularly rural tourism driven communities. The DMO shall ensure
completion of all tasks outlined below, providing the required labor, material, supervision, and expertise necessary
to perform the services described below. The City may retain designation as the official DMO under Arizona
Office of Tourism (AOT) guidelines or may designate the selected proposer as the DMO if eligible and in the best
interest of the City. In either case, the selected proposer shall be responsible for executing all required DMO
services in compliance with AOT standards.
1. General Requirements
* Perform all DMO services in accordance with accepted professional marketing standards and
Arizona Office of Tourism (AOT) requirements.
* Provide services in a structure where the City may serve as the designated DMO, with the proposer
acting as a contracted service provider; or, if applicable, function as the DMO in accordance with AOT
guidelines and City approval
* Support the City in maintaining its status as an AOT-recognized DMO, including preparation of
plans, budgets, and required reporting
* Coordinate all work through the City's designated representative.
* Obtain City approval prior to public release of any materials.
* All work products shall become the property of the City of Bisbee.
* Establish specific goals and objectives for DMO services, to be approved by the City Council on
an annual basis.
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2. Marketing, Strategic Planning & Branding
* Develop and implement an annual tourism marketing plan.
* Identify priority visitor markets and target audiences.
* Develop seasonal, event-based, and thematic campaigns.
* Generate promotional events, produce marketing content, and execute targeted advertising
campaigns to attract visitors to the City of Bisbee and generate overnight visitation.
* Promote a robust calendar of events to attract visitors throughout the year, especially during slower
season periods.
* Develop a year-round strategic plan that aligns with the Arizona Office of Tourism (AOT)
guidelines and local economic goals.
* Refine or maintain a cohesive brand voice that highlights Bisbee's "welcoming spirit" and eclectic
mix of art, music, and nightlife.
* Identify and target key demographics, including history enthusiasts, "Appreciate AZ" outdoor
stewards, and regional travelers from Tucson and Phoenix.
3. Digital, Website & Statewide Tourism Coordination
* Plan, manage, and optimize paid digital advertising campaigns.
* Manage and market a DMO website, including content updates, and provide annual reporting to
the AOT on the website.
* Redesign or update the official tourism website to enhance user experience, including mobile
optimization and SEO.
* Execute targeted digital, print, and social media advertising campaigns.
* Manage media relations, including proactive pitching to travel journalists and coordinating
familiarization (FAM) tours.
* Perform search engine optimization (SEO) and create campaign landing pages.
* Monitor website analytics and recommend improvements.
* Coordinate marketing efforts and campaigns with the Arizona Office of Tourism (AOT), as
directed by the City, to leverage statewide tourism initiatives and opportunities.
4. Branding, Creative & Content
* Maintain Bisbee branding standards across all platforms.
* Develop creative concepts, messaging, and marketing materials.
* Provide graphic design and coordinate photography/video as approved.
5. Social Media, Email & Public Relations
* Establish and manage social media content and engagement on City-approved platforms and
provide annual updates to AOT on the social media content.
* Develop and distribute email newsletters and promotions.
* Prepare press releases and support earned media outreach.
6. Reporting & Coordination
* Provide monthly written performance reports including analytics and results.
* Attend meetings with City staff as requested.
* Coordinate with City departments, local organizations, and state tourism agencies as directed.
* Establish key performance indicators ("KPIs") to measure the success of its marketing efforts,
which may include metrics such as website traffic, social media engagement, visitor numbers, and
lodging tax collections.
* Establish and maintain a dedicated tourism marketing budget, submitted to the City and AOT
annually.
* Submit all required documentation to the AOT to maintain official DMO status.
* Provide the City Council with quarterly and annual reports detailing all DMO activities, budget
expenditures, KPIs, and progress towards the DMO's goals and objectives.
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7. Deliverables
At a minimum, the Organization shall provide:
* Annual marketing plan
* Monthly performance reports
* Approved creative and marketing materials
* Website content and campaign documentation
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OFFER
TO THE CITY OF BISBEE:
The undersigned hereby offers and agrees to furnish the services requested in compliance with all of the terms,
conditions, specifications, and other descriptions of the work associated with this RFP. The Proposer certifies that
he or she has read, understands and will fully and faithfully comply with this Contract, its attachments and any
referenced documents.
Authorized Signature Date
Printed Name and Title
Company Name
Address
City, State and Zip Code
Telephone Number(s)
Company's Fax Number
Email Address
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