REVISED: WARRENSBURG VISITOR PROFILE STUDY (JANUARY 23, 2024)

RFP REVISED JANUARY 23, 2025

(DATE REVISION: RFI, ADDENDUM POSTING, SUBMISSION DEADLINE-SEE ATTACHED DOC)

The Warrensburg Convention and Visitors Bureau, Missouri, is soliciting proposals from experienced, qualified individuals or agencies to complete a comprehensive visitor profile study of the Warrensburg, Missouri regional tourism market, to include but limited to leisure, business, group, and sports markets.

BACKGROUND INFORMATION:

The Warrensburg Convention and Visitors Bureau, Inc. was incorporated by the State of Missouri in 2014. The WCVB focuses on promoting Warrensburg to visitors (leisure and business travelers) who come from 50 miles from Warrensburg, with the goal of generating visits that will result in an overnight stay and more frequent visits. This includes guests coming to the area due to the University of Central Missouri and Whiteman Air Force Base.

The WCVB through VisitWarrensburg.com, digital and print branding, positions the collective elements of the area’s tourism infrastructure within the market as a premier destination for increasing visitation while enhancing the visitor experience.

The Warrensburg Convention and Visitors Bureau, Missouri, is soliciting proposals from experienced, qualified individuals or agencies to complete a comprehensive visitor profile study of the Warrensburg, Missouri regional tourism market, to include but limited to leisure, business, group, and sports markets. The objective of this project is to deliver three specific solutions:

1.        Insight and Analysis: Conduct market research to gain insights into past and current visitors to Warrensburg, Missouri.
2.        Development of a Visitor Profile(s): Create detailed visitor profiles to guide future marketing efforts.
3.        Recommendations for Elevating WCVB Branding: Provide strategic recommendations on how to advance the WCVB’s branding based upon the visitor profile (s) created using the data collected and analysis.

In the ten years of the WCVB’s history, a comprehensive visitor profile has never been completed. In 2021, the WCVB worked with an agency to provide visitor insights using geofencing data. The use of this data was limited as the motivation of the visitor (WHY) was not provided.

All proposals must include the methodology and timeline for completing the scope of work, considering the use of, but not limited to:
•        Online Survey of Visitors
•        Self-Administered Surveys
•        Visitor Intercepts
•        Focus Groups or other Qualified Qualitative Panels
•        Digital Data Collection

PROJECT OBJECTIVE AND SCOPE OF WORK:

Past and Current Visitor Research and Analysis

Data Collection and Analysis: Consultant will collect and analyze data on past and current visitors to Warrensburg. Access to all data collected shall be provided to the WCVB for future use of the WCVB, including raw data files and analysis reports. The data should include, but not limited to:
•        Demographics (age, gender, income level, education, etc.)
•        Place of origination (geographic distribution)
•        Travel party size and composition (family, solo travelers, groups, etc.)
•        Visitor spending patterns
•        Length of stay and frequency of visits
•        Activities and attractions visited
•
Data Segmentation: Segment the collected data into meaningful categories for deeper analysis.

Comparative Analysis: Compare Warrensburg’s visitor data with similar destinations to identify trends and opportunities.

Future Visitor Profile

Visitor Profiles: Based on market research, the consultant will create detailed profiles of targetable visitor groups. These profiles should include:
•        Demographic information
•        Psychographic data (interests, values, lifestyle)
•        Preferred travel behaviors and preferences
•        Motivations for travel
•        Barriers of travel (cost, distance, perception)

Market Insights: Provide insights and analysis into the most valuable feeder markets, including geographic markets with high potential, travel trends and emerging markets, and seasonal patterns and peak travel times.

Growth Opportunities: Identify growth opportunities for the WCVB, available visitor segments and new and underutilized attractions and experiences.

WCVB Branding

The WCVB adopted Small Town + Big Soul February 2020. The logo is currently in the process of being trademarked with official notification of its registration to be received spring 2025.
Utilizing the data analysis, the WCVB seeks the consultant’s insight on utilizing the branding and it’s messaging to the visitor profiles.

1.        Sealed proposals will be accepted in the Warrensburg Convention and Visitors Bureau Office in the Warrensburg Visitors Center, 205 North Holden Street, Warrensburg, Missouri 64093, for VISITOR PROFILE STUDY until 10:00 a.m., CST, FEBRUARY 12, 2025, at which time the proposals will be opened and read aloud. Sealed proposals may be mailed to WCVB Tourism Director, Warrensburg Visitors Center, 205 North Holden Street, Warrensburg, Missouri 64093, and must be marked VISITOR PROFILE STUDY-DO NOT OPEN. Electronic proposals may be submitted by email to wcvb@warrensburg-mo.com. The email subject line must read VISITOR PROFILE STUDY RFP SUBMISSION, and the proposal must be attached to the email in PDF format only. No other file type or format will be accepted.
2.        If submitting in paper format, proposers shall submit one (1) original of their proposal.
3.        Proposals submitted without proper identification, incomplete or late, may be rejected.
4.        A proposer has the burden to establish that their submittable has been received by the WCVB Tourism Director by the deadline. It is the proposer’s sole responsibility to verify receipt of the proposal by the WCVB Tourism Director.
5.        Proposals may be withdrawn at any time prior to 10 a.m., CST, FEBRUARY 12, 2025, by written request from a person authorized to represent the proposer.
6.        Successful proposers must be licensed to do business in the City of Warrensburg if they will be doing the work on-site.
7.        Proposers shall not be permitted to use to their advantage any omission or error in the specifications, requirements, or contract documents, and the WCVB reserves the right to issue new instructions as originally specified.
8.        The right to reject any and/or all proposals, to accept or reject all or any part of a proposal to waive any technicalities in the proposal or accept the one that, in the sole judgment of the WCVB, will be in the best interest and/or most advantageous to the WCVB, is hereby expressly reserved by the WCVB.
9.        In case of default by the proposer, the WCVB shall procure comparable services and hold the proposer responsible for any excess cost occasioned thereby.
10.        Failure to comply with any of the above instructions and general conditions of the proposal may disqualify the proposer.
11.        All proposals will constitute an irrevocable offer to perform services as proposed for a period of 90 days and may be accepted by the WCVB at any time within the 90 days from the opening of the proposals.
12.        The successful proposer will be required to enter into a Consultant Services Agreement with the WCVB in the form attached hereto which follows the Warrensburg Convention and Visitors Bureau’s standards for contracts. All modifications or amendments to said agreement shall be subject to the approval of the WCVB’s legal counsel.
13.        The items listed below will be required by the prosper that is selected and must be provided prior to the execution of the agreement with the WCVB.
a.        Affidavit of Compliance with the federal work authorization program and a copy of the proposers E-Verify memorandum of understanding.
b.        Certificate of Insurance for General and Professional Liability in the amounts listed in the attached Consultant Services Agreement.
c.        Conflict of Interest Form
d.        Certification of Bidder Form.

INTERPERTATIONS AND ADDENDA
1.        All Requests for Information and/or Interpretation (RFIs) related to this Request for Proposal must be received no later than 5:00 p.m., CST, on January 31, 2025. Such RFIs shall be made to Marcy Barnhart by email at marcy.barnhart@warrensburg-mo.com. If required an addendum addressing all RFIs will be published on the City of Warrensburg’s website www.warrensbug-mo.com by 5:00 p.m., CST, on FEBRUARY 5, 2025.
2.        Any interpretation, clarification, correction, or modification to the proposal documents will be binding only if given by written addenda. Interpretations, clarifications, corrections, or modification made orally or in any other manner will not be binding and shall not be relied upon by proposers. It shall be the proposers' responsibility to verify that the WCVB has received the addenda.
3.        Before submitting a proposal, each proposer shall ascertain that they have received all addenda issued. The proposer shall acknowledge receipt of addenda by completing the Addendum Acknowledgment Form.
4.        Each proposer further agrees that the proposer’s proposal shall be binding on the prosper regardless of whether the proposer correctly acknowledges all addenda as required in the addenda acknowledgment space provided on the Addendum Acknowledgment Form.