Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
1995-08-14 - Agendas - Final
MEETING NOTICE The Advertising and Promotion Commission will meet on Monday , August 14 , 1995 at 2 : 00 p . m . in the Chamber of Commerce Conference Room . ADVERTISING AND PROMOTION COMMISSION August 14 , 1995 2 : 00 p . m . Chamber of Commerce I . Call to Order II . Reports A . Approval of Minutes for June 12 B . Financial C . Convention and Visitor Activity - Marilyn Johnson D . Blackwood /Martin Agency Report - Susan Stirewalt III . Old Business A . Exhibit Hall RFQ IV . New Business A . Resignation - Linda McBride V . Adjourn , �J�Q LktS bew 1cd�ca�J I )>y 4ppux . 4 ! , 289 due -k a ccvw<c+ccA daki C � kAy ovror . 8-LflS GROUP : ADVERTISING & PROMOTION COMMISSION DATE : June 12 , 1995 PRESENT : Coy Kaylor Susan Stirewalt Joe Fennel Marilyn Johnson Alex Jerde Fred Hanna Woody Bassett ABSENT : Jim Waselues , Linda McBride CALL TO ORDER : The meeting was called to order by Commissioner Coy Kaylor at 2 : 00 p . m , at the Chamber of Commerce . MONTHLY REPORTS : MINUTES It was moved by Fennel , second by Hanna that the minutes of the May 6 meeting be approved . Motion carried . FINANCIAL Marilyn Johnson presented the financial report for May . HMR • collections were $ 78 , 599 in May an increase of 7 . 98 % ' over 1994 collections . Total year to date collections are $ 365 , 853 an increase of 8 . 00 % . May expenditures were $ 26 , 052 . Year to date expenditures $ 333 , 049 . Moved by Fennel , second by Jerde to approve the financial report . Motion carried . ACTIVITY REPORT Marilyn Johnson reviewed May activities of Convention Visitor Development . Total inquiry responses for May dropped over prior years . Year to date inquiries received total 18 , 311 , a slight decrease from 1994 . Convention activity has involved working with seven large future conventions for 1995 , 1996 , and 1997 . McDonald Corporation and Wal -Mart conventions were reviewed . Motion by Fennel , second by Hanna to approve the Convention Visitor Report . Motion carried . AGENCY REPORT Susan Stirewalt addressed the drop in responses in 5 publications , NATA Tour Guide , USA Weekend , Travel Guides , Midwest Living , and the Arkansas Newspaper insert . She indicated changes in publication response mechanisms or placement by the agency which should increase responses . A copy of their report is attached to the minutes . Susan also presented advertisements used in the fall and spring advertising campaign . Motion to approve by Fennel , second by Bassett . Motion carried . OLD BUSINESS : EXHIBIT HALL Mayor Hanna reported on the Mayor ' s Institute on City Design ideas . Richard Dagenhart , architect helped him take the idea to be considered by the Institute . Ideas included : 1 ) town center concept 2 ) extension of the Square 3 ) designed with covered outdoor deck to encourage pedestrians . 4 ) finding an eminent architect and making the structure visible from Archibald Yell and the Square • 5 ) main level open to walkway to Square 6 ) 180 - 270 cars in parking deck 7 ) 12 , 000 to 20 , 000 square feet petitioned for different uses . Approximate cost of $ 3 - $ 4 million Fennel discussed the timeline for building . A pro forma is needed to tell us what we can and should build and can we afford it . This includes a preliminary design , hard construction costs and F . F . & E . , soft costs of operations , a financial feasibility study and a schematic design with verified costs . A time line is attached to these minutes . Fennel indicated that there are several stops along the way if the project is not feasible . Moved by Fennel , second by Jerde to authorize Marilyn to write an RFQ for a design team to do preliminary design , feasibility analysis , and construction management with one member of the team designated as project manager . Motion carried . NEW BUSINESS : • ARKANSAS AIR MUSEUM - Moved by Bassett , second by Fennel to give Arkansas Air Museum $ 1400 to host a visit of World War II Boeing B - 17 bomber June 26 to June 29 , 1995 . Funds will be used for lodging and fuel . Motion carried . There being no further business , the meeting was adjourned . Respectfully submitted , � Marilyn Johnson Director Convention and Visitor Development • Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending June 30, 1995 1995 YTD June Budget Item Budget Expenses Remaining Expenses Public Notification (BMA Contract) $ 250,000 $ 1190416 $ 130,584 $32,463 Audit Expense 100 100 Trolley Operations 35 ,000 130007 21 , 993 2 ,426 Collection Expense 36, 000 17, 921 18,079 3, 287 Convention Services 51000 909 4,091 Brochure Development 56, 827 34,440 22, 387 800 Telephone Number (Chamber) 10, 000 51000 51000 Lights of the Ozarks 20,000 20,000 Autumnfest 71500 71500 Springfest 71500 6, 877 623 Music Festival 7, 500 11857 5, 643 Air Museum 50,000 25,000 25,000 Park Improvements (Girls Softball Complex) 280,000 2800000 Chamber of Commerce Contract 100,000 75 ,000 25 , 000 Special Projects Youth Center Tri-State Swimming Conf. 500 500 • Ark. Water Resources Center Conference 5 ,000 51000 University Museum Dinosaur Days 10,000 10,000 Am . Legion Dept. of Ark . State Convention 31560 1 ,612 1 ,948 Northern Tourist Information Center 29, 172 14, 586 14, 586 Holiday Hoops 21 , 500 21 , 500 0 Replacement Festival Lights - Square 10000 11000 Gary Hampton Memorial Youth Invitational 500 500 0 Joe Martin Memorial Stage Race 1 , 955 1 , 955 0 American College Theatre Festival Advertising 21600 21600 0 38 Square Gardens Maintenance 44, 486 34, 703 9, 783 11 , 362 NCAA Cross Country Advertising 6,000 6, 000 0 City Entranceway Enhancements 2 , 100 2 , 100 Washington County Historical Society 12 , 500 Unobligated 260613 26, 613 TOTAL 1995 BUDGET $ 1 ,032, 913 $ 382, 881 $ 650,032 $ 49, 576 City of Fayetteville, Arkansas Monthly HMR Tax Collections 1993- 1995 • 1993 1994 1994 1995 1995 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 54, 149 S 710070 31 .25% $ 74,927 5 .43 % February 51 ,929 600389 16.29% 710046 17.65 % March 54,606 64,306 17 . 76% 68,254 6. 14% April 61 , 155 70, 193 14. 78% 73,027 4.04 % May 58,564 72,787 24.29% 78, 599 7 . 98 % June 57,092 73,001 27 .87 °/a 82, 164 12 . 55 % July 58,219 71 , 576 22 .94% August 70,637 78, 508 11 . 14% September 68,287 76,833 12 .51 % October 67, 710 76,400 12.83 % November 740385 79,328 6 .65 % December 59, 364 71 ,862 21 .05 % • Total $ 736,097 $ 866.253 17 .68% $ 448,016 8 .81 % HMR Tax Collections By Month b 1 /I i �I m J Imn.l ,M] Wa MII My I.Y N) AM^ Fmec Mib ILMa Imav 0 1993 1994 1995 - • \HMRTAX City of Fayetteville, Arkansas Monthly HMR Tax Collections 1993- 1995 • 1993 1994 1994 1995 1995 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 540149 S 71 ,070 31 .25 % $ 74, 927 5 .43 % February 51 ,929 60,389 16.29 % 71 ,046 17 .65 % March 54, 606 64,306 17 .76 % 68,254 6. 14% April 61 , 155 70, 193 14.78 % 73,027 4.04% May 58,564 72 ,787 24.29% 780599 7 . 98 % June 57,092 73,001 27 .87 % 80,875 10.79 % July 58,219 71 , 576 22 .94% 800211 12 .06% August 70,637 78, 508 11 . 14% September 68,287 76,833 12.51 % October 67 ,710 76,400 12 .83 % November 74,385 79,328 6.65 % December 59,364 71 ,862 21 .05 % • Total $ 736,097 $ 866 253 17 .68% $ 526 938 9 .02% HMR Tax Collections By Month w J..7 FJ M.r /.TI M.y Ivrt AY, yup. f MW W. NmaM� Av.nM 1993 1994 1995 • \HMRTAX Advertising & Promotion Commission Financial Report - Expenditures • For the Month Ending July 31 , 1995 1995 YTD July Budget Item Budget Expenses Remaining Expenses Public Notification (BMA Contract) $ 250, 000 $ 132, 253 $ 117, 747 $ 12, 837 Audit Expense 100 100 0 100 Trolley Operations 35,000 16,459 18, 541 3, 189 Collection Expense 36,000 21 ,078 14, 922 3,208 Convention Services 50000 909 4,091 Brochure Development 56, 827 35 , 967 20, 860 10527 800 Telephone Number (Chamber) 10,000 71500 21500 20500 Lights of the Ozarks 20,000 20,000 Autumnfest 7, 500 7, 500 Springfest 71500 6 ,877 623 Music Festival 7,500 7, 500 0 51643 Air Museum 50,000 37, 500 12, 500 12 , 500 Park Improvements (Girls Softball Complex) 280,000 280,000 Chamber of Commerce Contract 100, 000 1000000 0 25 ,000 Special Projects Youth Center Tri-State Swimming Conf. 500 500 . Ark . Water Resources Center Conference 51000 5 ,000 University Museum Dinosaur Days 100000 100000 Am . Legion Dept. of Ark. State Convention 3, 560 31500 60 1 , 888 Northern Tourist Information Center 29 , 172 14, 586 14, 586 Holiday Hoops 121 , 500 21 , 500 0 Replacement Festival Lights - Square 1 ,000 11000 Gary Hampton Memorial Youth Invitational 500 500 0 Joe Martin Memorial Stage Race 1 , 955 1 , 955 0 American College Theatre Festival Advertising 21600 2, 600 0 Square Gardens Maintenance 44,486 38, 017 6,469 3, 314 NCAA Cross Country Advertising 6,000 60000 0 City Entranceway Enhancements 2 , 100 21100 Washington County Historical Society 12 , 500 12 , 500 Ark . Air Museum - Plane Transportation 1 ,400 1 ,400 0 1 ,400 Unobligated 25 , 213 25, 213 TOTAL 1995 BUDGET $ 1 ,032, 913 $456, 200 $ 576, 713 $ 73, 108 • ACTIVITY REPORT JUNE , 1995 • 800 NUMBER June 1995 : 530 YTD 1995 : 3940 June 1994 : 614 YTD 1994 : 4565 June 1993 : 495 YTD 1993 : 3397 INQUIRY RESPONSES June 95 Tourist - 336 1995 YTD - 2405 June 94 Tourist - 282 1994 YTD - 2465 June 95 Advertising Response - 2114 1995 YTD- 16 , 553 June 94 Advertising Response - 1313 1994 YTD- 15 , 984 June 95 Relocation - 305 1995 YTD - 2108 June 94 Relocation - 387 1994 YTD - 2214 June 1995 Total Inquiries - 2755 June 1994 Total Inquiries - 1982 YTD 1995 Total Inquiries - 21 , 066 YTD 1994 Total Inquiries - 20 , 663 CONVENTION ACTIVITY • Conventions - Gary Hampton Tournament McDonald ' s Corporation Walmart - Relocation 103 people F . H . S . Class of 1965 Razorback Samboree J . D . Fletcher meeting Meetings - Autumnfest Northwest Arkansas Tourism Association Downtown Fayetteville Unlimited American Legion Groundbreaking Arkansas Municipal League Past Pres . Luncheon Tour Groups - Kincaid Tours ( Oklahoma City ) FAM Tour Mercury Travel , St , Paul , MN . Grand Escape Tours , Little Rock Miscellaneous - On- Premise Consumption Petition Drive Media Relations - Bernadette Steele , Travel Writer Susan Porter , Fayetteville Free Weekly Media ( June placement ) Arkansas Tour Guide Arkansas Alumni • Home and Away NATA TRIP HMR COLLECTION COMPARISON June 1995 : $ 82 , 164 _. June 1994 : $ 73 , 001 Percent Increase 12 . 55 % YTD 1995 : $ 448 , 016 YTD 1994 : $ 411 , 756 Percent Increase 8 . 81 % TOP TEN HMR COLLECTIONS - June Hilton Clarion Kirby ' s Red Lobster Chili ' s Jose ' s Ryan ' s A . Q . McDonald ' s 50 Ozark Brewing Company • • Advertising Inquiry 1995 June 30 JAN FEB MAR APR MAY JUN JUL AG SEP OT NV DEC AT 175 484 567 318 130 AI 1195 685 52 17 ATM 133 63 34 2 BA 111 155 CH 226 139 175 99 56 19 CR CS CT DM 101 1 1 DS FE GL HA 58 185 LA ML 14 16 639 258 119 43 MM NC 64 NTG 23 19 27 56 13 32 OS 407 346 122 42 SL 61 57 337 231 283 272 SM 7 3 SNL TA 14 607 163 68 TG 7 225 82 TM 27 7 339 281 182 58 TP 19 67 63 273 50 12 TW USA 1210 1441 911 VP 179 256 242 224 170 VUS 554 79 65 Tot . 731 319 4887 5218 3284 2114 BA - BACKPACKER MM - MIDWEST MOTORIST BN - BIRMINGHAM NEWS NC - NEW CHOICES BY - BYWAYS NTG - NATA ATM - ARKANSAS TIMES OS - OUTSIDE CH - COUNTRY HOME SL - SOUTHERN LIVING CR - COURIER SM - SUCCESSFUL MEETINGS CS - CONVENTION SOUTH SNL - SPRINGFIELD NEWS LEADER CT - AAA CAR 7 TRAVEL TA - TRAVEL AMERICA DM - D -THE MAG . OF DALLAS TG - SOUTHERN LIV . TRAVEL DS - DESTINATIONS TM - TEXAS MONTHLY FE - FRIENDLY EXCHANGE TP - TRIP GL - GROUP TRAVEL LEADER TW - TULSA WORLD HA - HOME & AWAY USA - USA WEEKEND AI - AR . NEWS INSERT ( CJ ) VP - VACATIONS PUBLICATIONS • LA - LAFAYETTE ADVERTISER VUS - VISTA USA ML - MIDWEST LIVING AT - AR TOUR GUIDE Advertising Inquiry by State JUNE 1995 AI AT ATM BA CH DM HA ML NTG OS SL SM TM TP USA VP VUS TOT 0 1 0 1 1 0 0 0 0 0 19 0 0 0 7 2 0 31 AK 0 1 0 0 0 - 0 0 0 0 0 0 0 1 0 0 2 0 4 AZ 0 2 0 5 0 0 0 0 1 1 2 0 0 0 0 2 0 13 AR 2 1 2 5 0 0 1 0 2 1 9 0 0 0 31 2 3 59 CA 0 13 0 20 2 0 0 1 2 2 2 0 5 0 1 14 3 65 CO 0 4 0 5 1 0 0 0 0 0 0 0 0 0 1 2 0 13 CT 0 1 0 2 0 1 0 0 1 0 2 0 0 0 1 2 0 10 DE 0 0 0 0 0 0 0 0 0 0 0 0 1 0 0 0 0 1 DC 0 0 0 0 0 0 0 0 0 0 2 0 0 0 0 0 0 2 FL 0 6 0 8 0 0 0 0 2 2 26 0 0 0 53 7 1 105 GA 0 0 0 1 0 0 0 0 1 3 19 0 0 0 15 3 1 43 HI 0 0 0 0 1 0 0 0 0 0 1 0 0 0 0 0 0 2 ID 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 IL 2 7 0 7 2 0 35 9 1 2 3 0 0 1 100 16 0 185 IN 0 1 0 2 2 0 14 9 0 2 10 0 0 0 28 3 0 71 IA 0 1 0 2 1 0 23 4 2 0 2 0 0 0 55 2 0 92 KS 0 4 0 2 0 0 10 3 2 0 1 0 0 0 19 1 1 43 KY 0 0 0 3 1 0 11 0 0 0 6 0 0 0 14 0 0 35 LA 2 11 0 3 1 0 0 0 2 0 23 0 1 0 69 4 6 122 ME 0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 3 MD 0 1 0 0 0 0 0 0 0 0 3 0 0 1 1 1 2 9 MA 0 1 0 1 0 0 0 0 0 1 2 0 1 0 0 0 0 6 MI 1 3 0 8 1 0 0 1 2 3 3 0 1 0 54 4 0 81 MN 0 4 0 1 0 0 30 0 0 0 0 0 0 0 14 2 0 51 0 3 0 3 0 0 0 0 0 0 19 0 0 1 34 2 1 63 2 14 0 6 1 0 1 4 2 0 4 0 1 0 21 6 0 62 MT 0 0 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 2 NE 0 3 0 1 0 0 12 1 0 0 0 0 0 0 8 1 0 26 NV 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 1 NH 0 0 0 3 0 0 0 0 0 0 2 0 0 0 1 1 0 7 NJ 0 0 0 1 0 0 0 0 0 0 1 0 1 0 1 10 5 19 NM 0 0 0 3 0 0 0 0 0 1 2 0 1 0 1 4 0 12 NY 0 2 0 1 0 0 0 0 1 4 2 0 0 0 0 18 1 29 NC 0 1 0 1 0 0 0 0 0 1 8 0 0 0 20 4 0 35 ND 0 1 0 4 0 0 5 0 1 0 0 0 0 0 1 0 0 12 OH 0 0 0 3 1 0 26 4 1 0 6 0 0 3 43 6 0 93 OK 4 8 0 1 1 0 12 2 4 0 13 0 0 2 89 3 2 141 OR 0 0 0 12 0 0 0 0 0 0 0 0 0 0 0 1 0 13 PA 0 1 0 1 0 0 0 0 1 0 2 0 0 0 1 8 2 16 PR 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 RI 0 1 0 1 0 0 0 0 0 0 0 0 0 0 0 1 0 3 Sc 0 0 0 0 0 0 0 0 0 0 7 0 0 0 5 4 1 17 SD 0 0 0 3 0 0 4 0 0 0 0 0 0 0 11 0 0 18 TN 3 2 0 7 0 0 1 0 1 0 13 0 0 0 36 2 0 65 TX 1 24 0 1 2 0 0 0 1 3 38 0 41 4 132 13 27 287 UT 0 1 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 3 VT 0 0 0 1 1 0 0 0 0 0 0 0 0 0 0 0 0 2 VA 0 2 0 7 0 0 0 0 1 0 12 0 2 0 8 3 6 41 WA 0 2 0 1 0 0 0 1 0 0 0 0 1 0 0 4 0 9 WV 0 0 0 1 0 0 0 0 0 1 1 0 0 0 0 0 2 5 0 1 0 0 0 0 0 3 1 1 0 0 0 0 35 2 0 43 op 0 0 0 0 0 0 0 0 0 0 1 0 1 0 0 1 0 3 CAN 0 1 0 12 0 0 0 1 0 14 6 0 0 0 1 6 0 41 17 130 2 155 19 1 185 43 32 42 272 58 12 911 170 65 2114 TOTAL 2114 RELOCATION INQUIRY 1995 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC AL 3 2 4 2 3 1 0 0 0 0 0 0 AK 1 2 3 2 0 1 0 0 0 0 0 0 AZ 10 4 11 7 11 9 0 0 0 0 0 0 AR 55 53 64 33 51 47 0 0 0 0 0 0 CA 56 36 46 30 56 34 0 0 0 0 0 0 CO 11 8 20 8 18 60 0 0 0 0 0 CT 0 1 4 0 0 2 0 0 0 0 0 0 DE 0 0 0 0 0 0 0 0 0 0 0 0 DC 0 1 0 0 0 0 0 0 0 0 0 0 FL 13 3 18 12 28 8 0 0 0 0 0 0 GA 4 3 2 2 2 2 0 0 0 0 0 0 HI 2 0 1 ' 1 0 1 0 0 0 0 0 0 ID 2 0 2 1 0 2 0 0 0 0 0 0 IL 13 18 35 15 15 15 0 0 0 0 0 0 IN 4 8 7 4 2 4 0 0 0 0 0 0 IA 5 8 7 2 7 7 0 0 0 0 0 0 KS 9 12 9 4 11 11 0 0 0 0 0 0 KY 0 1 1 2 0 2 0 0 0 0 0 0 LA 11 10 14 9 15 12 0 0 0 0 0 0 ME 0 0 2 1 0 0 0 0 0 0 0 0 MD 1 0 5 6 4 0 0 0 0 0 0 0 • MA 4 1 3 5 1 1 0 0 0 0 0 0 MI 6 2 10 10 4 2 0 0 0 0 0 0 MN 2 1 8 6 4 2 0 0 0 0 0 0 MS 7 4 8 4 8 5 0 0 0 0 0 0 MO 12 19 29 13 16 11 0 0 0 0 0 0 MT 0 0 1 0 1 1 0 0 0 0 0 0 NE 3 1 3 6 3 4 0 0 0 0 0 0 NV 1 2 3 3 3 2 0 0 0 0 0 0 NH 1 0 1 0 1 0 0 0 0 0 0 0 NJ 6 0 5 4 3 4 0 0 0 0 0 0 NM 4 0 6 4 0 0 0 0 0 0 0 0 NY 6 9 11 2 6 2 0 0 0 0 0 0 NC 4 4 2 5 6 5 0 0 0 0 0 0 ND 1 0 1 0 2 0 0 0 0 0 0 0 OH 2 2 9 5 5 5 0 0 0 0 0 0 OK 19 15 20 12 15 14 0 0 0 0 0 0 OR 5 6 1 5 0 5 0 0 0 0 0 0 PA 8 7 5 3 6 4 0 0 0 0 0 0 PR 0 0 0 0 0 0 0 0 0 0 0 0 RI 1 0 0 0 0 0 0 0 0 0 0 0 SC 5 3 4 2 0 1 0 0 0 0 0 0 SD 0 3 1 0 0 2 0 0 0 0 0 0 TN 5 6 7 4 12 12 0 0 0 0 0 0 TX 43 41 42 28 28 45 0 0 0 0 0 0 UT 3 0 0 2 2 0 0 0 0 0 0 0 VT 1 0 1 1 0 0 0 0 0 0 0 0 • VA 10 8 5 1 5 3 0 0 0 0 0 0 WA 7 4 3 2 2 4 0 0 0 0 0 0 WV 0 0 0 0 0 0 0 0 0 0 0 0 WI 7 4 8 5 5 3 0 0 0 0 0 0 WY 1 2 1 0 0 1 0 0 0 0 0 0 Can 381 321 461 273 367 305 Total 1883- v?�D TOURIST INQUIRY 1995 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC AL 0 3 2 3 3 1 0 0 0 0 0 0 AK 0 1 0 0 1 0 0 0 0 0 0 0 AZ 1 0 3 1 2 4 0 0 0 0 0 0 AR 51 74 154 80 85 63 0 0 0 0 0 0 CA 16 17 21 10 16 24 0 0 0 0 0 0 CO 1 0 0 2 2 2 4 0 0 0 0 0 0 CT 3 2 0 1 2 1 0 0 0 0 0 0 DE 1 0 0 0 1 0 0 0 0 0 0 0 DC 1 2 0 0 0 0 0 0 0 0 0 0 FL 7 8 17 5 5 6 0 0 0 0 0 0 GA 8 0 5 2 5 0 0 0 0 0 0 0 HI 0 0 0 0 0 0 0 0 0 0 0 0 ID 0 0 1 1 0 2 0 0 0 0 0 0 IL 10 13 63 12 12 18 0 0 0 0 0 0 IN 4 2 25 6 4 5 0 0 0 0 0 0 IA 1 8 25 2 10 4 0 0 0 0 0 0 KS 5 7 32 14 13 13 0 0 0 0 0 0 KY 1 1 5 1 2 1 0 0 0 0 0 0 LA 7 12 60 26 20 16 0 0 0 0 0 0 ME 0 1 0 1 0 0 0 0 0 0 0 0 MD 0 3 3 1 0 1 0 0 0 0 0 0 MA 2 4 3 4 4 3 0 0 0 0 0 0 MI 3 7 31 9 2 2 0 0 0 0 0 0 MN 4 20 12 5 12 7 0 0 0 0 0 0 MS 1 4 14 1 8 0 0 0 0 0 0 0 MO 12 16 72 32 19 20 0 0 0 0 0 0 MT 0 0 0 0 0 0 0 0 0 0 0 0 NE 4 2 5 1 6 3 0 0 0 0 0 0 NV 2 1 1 1 2 2 0 0 0 0 0 0 NH 0 0 1 0 4 0 0 0 0 0 0 0 NJ 0 1 1 2 1 1 0 0 0 0 0 0 NM 0 0 4 2 1 1 0 0 0 0 0 0 NY 4 3 2 5 3 7 0 0 0 0 0 0 NC 3 4 7 3 3 2 0 0 . 0 0 0 0 ND 1 0 1 1 1 0 0 0 0 0 0 0 OH 3 9 30 5 6 5 0 0 0 0 0 0 OK 7 14 91 28 28 35 0 0 0 0 0 0 OR 1 2 1 0 2 2 0 0 0 0 0 0 PA 2 4 6 1 5 1 0 0 0 0 0 0 PR 0 0 0 0 0 0 0 0 0 0 0 0 RI 0 0 0 0 1 0 0 0 0 0 0 0 SC 2 0 4 2 4 3 0 0 0 0 0 0 SD 2 0 3 1 0 2 0 0 0 0 0 0 TN 8 6 16 6 9 4 0 0 0 0 0 0 TX 16 29 98 40 55 65 0 0 0 0 0 0 UT 0 0 1 1 1 0 0 0 0 0 0 0 VT 0 0 3 2 1 0 0 0 0 0 0 0 • VA 1 3 4 3 6 2 0 0 0 0 0 0 WA 4 2 1 2 3 1 0 0 0 0 0 0 WV 0 1 16 1 0 0 0 0 0 0 0 0 WI 8 7 1 5 3 2 0 0 0 0 0 0 WY 1 0 7 0 0 1 0 0 0 0 0 0 Can . 3 2 2 3 2 Tot , 211 295 854 333 376 336 Total 2A A yob ACTIVITY REPORT July , 1995 • 800 NUMBER July 1995 : 437 YTD 1995 : 4377 July 1994 : 528 YTD 1994 : 5093 July 1993 : 529 YTD 1993 : 3926 INQUIRY RESPONSES July 95 Tourist - 366 1995 YTD - 2771 July 94 Tourist - 331 1994 YTD - 2796 July 95 Advertising Response - 1318 1995 YTD- 17 , 871 July 94 Advertising Response - 756 1994 YTD- 16 , 740 July 95 Relocation - 287 1995 YTD - 2395 July 94 Relocation - 384 1994 YTD - 2598 July 1995 Total Inquiries - 1971 July 1994 Total Inquiries - 1471 YTD 1995 Total Inquiries - 23 , 037 YTD 1994 Total Inquiries - 22 , 134 CONVENTION ACTIVITY • Conventions - � Trout Unlimited P� Good Sam ' s Samboree .$' Arkansas Water Resources Conference T International Community Development Society N FHS Class Reunion z Central and Southwest ( corporate meeting ) 5 American Legion ,5 Arkansas City Manager Association j4 GAP Conference P. 4 state Operators Meeting ( answering service ) 5 Arkansas Press Women S Arkansas Bed and Breakfast Association N Alpha Chi Sigma Meetings - Autumnfest Northwest Arkansas Tourism Association Downtown Fayetteville Unlimited Regional Business After Hours Tour Groups - Kincaid Tours ( Oklahoma City ) FAM Tour Miscellaneous - On-Premise Consumption Petition Drive Regional Tourism Association - Little Rock U of A Orientation Sessions Girl Scouts Training meeting S Lights of the Ridge Hampton Inn Ribbon Cutting Media Relations - Northwest Arkansas Times Successful Meetings - Walter Bernard KFSM-TV 5 Weekend morning show Media ( July placement ) - • Arkansas Tour Guide NATA TRAVEL AMERICA HMR COLLECTION COMPARISON July 1995 : $ 80 , 211 June 1994 : $ 71 , 576 Percent Increase 12 . 06 % YTD 1995 : $ 526 , 938 YTD 1994 : $ 483 , 332 Percent Increase 9 . 028 TOP TEN HMR COLLECTIONS - July Hilton Clarion Red Lobster Jose ' s Kirby ' s Chili ' s Ryan ' s A . Q . • Village Inn McDonald ' s 50 • • Advertising Inquiry 1995 July 31 . JAN FEB MAR APR MAY JUN JUL AG SEP OT NV DEC AT 175 484 567 318 130 283 AI 1195 685 52 17 ATM 133 63 34 2 15 BA 111 155 12 CH 226 139 175 99 56 19 7 CR CS CT 61 DM 101 1 1 DS FE 4 GL HA 58 185 145 LA ML 14 16 639 258 119 43 26 MM NC 64 104 NTG 23 19 27 56 13 32 32 OS 407 346 122 42 24 • SL 61 57 337 231 283 272 168 SM 7 3 SNL TA 14 607 163 68 15 TG 7 225 82 TM 27 7 339 281 182 58 62 TP 19 67 63 273 50 12 207 TW USA 1210 1447 911 12 VP 179 256 242 224 170 117 VUS 554 79 65 24 Tot , 731 319 4887 5218 3284 2114 1318 BA - BACKPACKER MM - MIDWEST MOTORIST BN - BIRMINGHAM NEWS NC - NEW CHOICES BY - BYWAYS NTG - NATA ATM - ARKANSAS TIMES OS - OUTSIDE CH - COUNTRY HOME SL - SOUTHERN LIVING CR - COURIER SM - SUCCESSFUL MEETINGS CS - CONVENTION SOUTH SNL - SPRINGFIELD NEWS LEADER CT - AAA CAR 7 TRAVEL TA - TRAVEL AMERICA DM - D- THE MAG . OF DALLAS TG - SOUTHERN LIV . TRAVEL DS - DESTINATIONS TM - TEXAS MONTHLY FE - FRIENDLY EXCHANGE TP - TRIP GL - GROUP TRAVEL LEADER TW - TULSA WORLD HA - HOME & AWAY d USA - USA WEEKEND AI - AR . NEWS INSERT ( CJ ) VP - VACATIONS PUBLICATIONS • LA - LAFAYETTE ADVERTISER VUS - VISTA USA ML - MIDWEST LIVING AT - AR TOUR GUIDE Advertising Inquiry by State JULY 1995 AT ATM BA CH CT FE HA ML NC NTG OS SL TA TM TP USA VP VUS TO AL 2 0 0 0 0 0 1 0 1 0 0 17 0 0 2 0 1 0 2 AK 1 0 1 1 0 0 0 0 0 0 0 1 0 0 0 0 1 0 Ay 8 0 1 0 0 0 0 0 4 0 0 0 0 0 0 0 2 0 1 A. 24 14 0 0 11 0 0 0 1 1 0 7 0 0 4 1 3 3 6 CA 33 0 2 0 0 2 0 0 11 3 5 5 0 1 2 1 10 0 7 CO 4 0 0 0 0 0 0 0 4 0 0 0 2 0 0 0 1 0 1 CT 0 0 0 0 1 0 1 0 0 1 0 0 0 1 4 0 1 0 DE 0 0 0 0 0 0 0 0 1 0 0 1 0 0 . 0 0 1 0 DC 1 0 0 0 0 0 0 0 0 0 0 0 0 0 1 0 0 0 FL 11 0 0 1 0 0 0 0 7 0 1 12 1 1 19 1 5 1 6 GA 4 0 0 0 0 0 0 1 1 0 0 2 0 0 4 0 1 0 1 HI 0 0 0 0 0 0 0 0 3 0 1 0 0 0 0 0 1 0 ID 2 0 0 0 0 0 0 0 1 0 0 0 0 0 1 0 0 0 IL 18 0 0 0 2 0 27 7 5 3 1 2 1 2 21 1 9 0 9 IN 6 0 0 0 0 0 18 2 5 2 0 4 0 0 7 1 2 0 4 IA 8 0 0 0 0 0 27 2 4 1 0 1 2 0 5 0 2 0 5 KS 11 0 0 0 4 0 0 1 5 0 0 2 1 0 1 0 0 0 2 KY 2 0 0 0 0 0 15 1 0 0 0 3 0 0 2 1 0 0 2 LA 20 0 0 0 0 0 0 0 4 1 0 24 0 2 7 0 3 1 6 ME 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 0 0 0 MD 3 0 0 0 0 0 0 0 1 0 1 0 0 2 4 0 3 0 1 MA 0 0 0 0 0 0 0 0 3 . 1 0 1 0 1 5 0 4 0 1 MI 3 0 1 0 0 0 0 3 5 5 1 2 1 0 6 1 2 0 3 MN 3 0 0 0 0 0 17 0 2 1 1 0 0 0 5 0 4 0 3 MS 5 0 0 0 0 0 0 1 1 0 0 10 0 0 3 0 0 2 2 MO 19 0 0 1 43 1 0 3 3 2 0 4 1 0 11 0 1 0 8 MT 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 NE 3 0 0 0 0 0 10 0 3 0 0 0 0 0 0 0 0 0 1 0 0 0 0 0 0 0 0 1 0 0 0 1 0 0 0 1 0 Nlr 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 NJ 0 0 0 0 0 0 0 0 3 0 0 1 0 1 7 0 3 1 1 NM 0 0 0 0 0 0 0 1 3 0 0 1 0 1 1 0 2 1 1 NY 4 0 0 0 0 0 0 0 5 0 1 1 1 0 20 0 7 0 3 NC 2 0 0 0 0 0 0 1 1 0 0 5 0 0 1 1 2 1 1 ND 1 0 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 OH 2 0 1 0 0 0 24 2 3 1 3 1 0 2 3 0 5 0 4 OK 20 0 1 1 0 0 1 0 0 1 0 7 0 1 9 1 3 0 4 OR 1 0 0 0 0 0 0 0 0 0 0 1 0 0 0 0 1 0 PA 3 0 1 0 0 0 0 0 1 1 1 0 1 0 6 0 6 0 2 PR 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 RI 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sc 1 0 0 0 0 0 0 0 0 0 . 0 4 0 0 3 0 3 0 1 SD 2 0 0 0 0 0 3 0 0 1 1 0 0 0 1 0 0 0 TN 4 0 1 0 0 0 0 0 0 0 0 10 0 0 4 1 1 1 2 TX 40 1 1 2 0 0 0 1 4 6 2 34 0 47 21 1 13 12 18 UT 0 0 0 0 0 0 0 0 1 0 0 0 0 0 0 0 0 0 VT 0 0 0 0 0 0 0 0 0 0 0 0 1 0 0 0 0 0 VA 2 0 0 0 0 0 0 0 3 0 2 5 0 0 6 0 3 0 2 WA 3 0 0 0 0 1 0 0 1 0 0 0 0 0 0 0 7 1 1 WV 0 0 0 1 0 0 0 0 0 0 0 0 0 0 1 0 1 0 WI 6 0 0 0 0 0 0 0 1 1 0 0 2 0 8 1 1 0 2 WY 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CAN 0 0 2 0 0 0 0 0 2 0 3 0 0 0 1 0 1 0 283 15 12 7 61 4 145 26 104 32 24 168 15 62 207 12 117 24 • TOTAL 1318 • TOURIST INQUIRY 1995 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC AL 0 3 2 3 3 1 3 0 0 0 0 0 AK 0 1 0 0 ' 1 0 0 0 0 0 0 0 AZ 1 0 3 1 2 4 3 0 0 0 � 0 0 AR 51 74 154 80 85 63 60 0 0 0 0 0 CA 16 17 21 10 16 24 11 0 0 0 0 0 CO 1 0 0 2 2 2 4 3 0 0 0 0 0 CT 3 2 0 1 2 1 1 0 0 0 0 0 DE 1 0 0 0 1 0 0 0 0 0 0 0 DC 1 2 0 0 0 0 0 0 0 0 0 0 FL 7 8 17 5 5 6 8 0 0 0 . 0 0 GA 8 0 5 2 5 . 0 1 0 0 0 0 0 HI 0 0 0 0 0 0 0 0 0 0 0 0 ID 0 0 1 1 0 2 1 0 0 0 0 0 IL 10 13 63 12 12 18 16 0 0 0 0 0 IN 4 2 25 6 4 5 8 0 0 0 0 0 IA 1 8 25 2 10 4 2 0 0 0 0 0 KS 5 7 32 14 13 13 16 0 0 0 0 0 KY 1 1 5 1 2 1 0 0 0 0 0 0 LA 7 12 60 26 20 16 25 0 0 0 0 0 ME 0 1 0 1 0 0 0 0 0 0 0 0 MD 0 3 3 1 0 1 2 0 0 0 0 0 MA 2 4 3 4 4 3 0 0 0 0 . 0 0 MI 3 7 31 9 2 2 7 0 0 0 0 0 MN 4 20 12 5 12 7 3 0 0 0 0 0 MS 1 4 14 1 8 0 9 0 0 0 0 0 MO 12 16 72 32 19 20 37 0 0 0 0 0 MT, 0 0 0 0 0 0 0 0 0 0 0 0 NE 4 2 5 1 6 3 0 0 0 0 0 0 NV 2 1 1 1 2 2 0 0 0 0 0 0 NH 0 0 1 0 4 0 0 0 0 0 0 0 NJ 0 1 1 2 1 1 1 0 0 0 0 0 NM 0 0 4 2 1 1 1 0 0 0 0 0 NY 4 3 2 5 3 7 4 0 0 0 0 .0 NC 3 4 7 3 3 2 0 0 0 0 0 0 ND 1 0 1 1 1 0 0 0 0 0 0 0 OH 3 9 30 5 6 5 2 0 0 0 0 0 OK 7 14 91 28 28 35 32 0 0 0 0 0 OR 1 2 1 0 2 2 0 0 0 0 0 0 PA 2 4 6 1 5 1 3 0 0 0 0 0 PR 0 0 0 0 0 0 0 0 0 0 0 0 RI 0 0 0 0 1 0 1 0 0 0 0 0 SC 2 0 4 2 4 3 2 0 0 0 0 0 SD 2 0 3 1 0 2 1 0 0 0 0 0 TN 8 6 16 6 9 4 8 0 0 0 0 0 TX 16 29 98 40 55 65 83 0 0 0 0 0 UT0 0 1 1 1 0 2 0 0 0 0 0 VT 0 0 3 2 1 0 0 0 0 0 0 0 • VA 1 3 4 3 6 2 3 0 0 0 0 0 WA 4 2 1 2 3 1 0 0 0 0 0 0 WV 0 1 16 1 0 0 0 0 0 0 0 0 WI 8 7 1 5 3 2 6 0 0 0 0 0 Can 3 2 2 3 2 1 Tot . 211 295 854 333 376 336 366 Total 2771 • RELOCATION INQUIRY 1995 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC AL 3 2 4 2 "3 1 2 0 0 0 0 0 AK 1 2 3 2 0 1 1 0 0 0 0 0 AZ 10 4 11 7 11 9 7 0 0 0 0 0 AR 55 53 64 33 51 47 41 0 0 0 0 0 CA 56 36 46 30 56 34 37 0 0 0 0 0 CO 11 8 20 8 18 6 • 5 0 0 0 0 0 CT 0 1 4 0 0 2 3 0 0 0 0 0 DE 0 0 0 0 0 0 0 0 0 0 0 0 DC 0 1 0 0 0 0 0 0 0 0 0 0 FL 13 3 18 12 28 8 - - 9 0 . 0 0 0 0 GA 4 3 2 2 2 2 5 0 0 0 0 0 HI 2 0 1 1 0 1 1 0 0 0 0 0 ID 2 0 2 1 0 2 0 0 0 0 0 0 IL 13 18 35 15 15 15 17 0 0 0 0 0 IN 4 8 7 4 2 4 5 0 0 0 0 0 IA 5 8 7 2 7 7 5 0 0 0 0 0 KS 9 12 9 4 11 11 5 0 0 0 0 0 KY 0 1 1 2 0 2 0 0 0 0 0 0 LA 11 10 14 9 15 12 8 0 0 0 0 0 ME 0 0 2 1 0 0 1 0 0 0 0 0 MD 1 0 5 6 4 0 1 0 0 0 0 0 MA 4 1 3 5 1 1 0 0 0 0 0 0 MI 6 2 10 10 4 2 4 0 0 0 0 0 MN 2 1 8 6 4 2 5 0 0 0 0 0 MS 7 4 8 4 8 5 4 0 0 0 0 0 MO 12 19 29 13 16 11 14 0 0 0 0 0 MT 0 0 1 0 1 1 0 0 0 0 0 0 NE 3 1 3 6 3 4 2 0 0 0 0 0 NV 1 2 3 3 3 2 2 0 0 0 0 0 NH 1 0 1 0 1 0 0 0 0 0 0 0 NJ 6 0 5 4 3 4 0 0 0 0 0 0 NM 4 0 6 4 0 0 5 0 0 0 0 0 NY 6 9 11 2 6 2 5 0 0 0 0 0 NC 4 4 2 5 6 5 4 0 0 0 0 0 ND 1 0 1 0 2 0 1 0 0 0 0 0 OH 2 2 9 5 5 5 3 0 0 0 0 0 OK 19 15 20 12 15 14 10 0 0 0 0 0 OR 5 6 1 5 0 5 1 0 0 0 0 0 PA 8 7 5 3 6 4 3 0 0 0 0 0 PR 0 0 0 0 0 0 0 0 0 0 0 0 RI 1 0 0 0 0 0 1 0 0 0 0 0 SC 5 3 4 2 0 1 2 0 0 0 0 0 SD 0 3 1 0 0 2 2 0 0 0 0 0 TN 5 6 7 4 12 12 5 0 0 0 0 0 TX 43 41 42 28 28 45 41 0 0 0 0 0 UT 3 0 0 2 2 0 3 0 0 0 : 0 0 VT 1 0 1 1 0 0 0 0 0 0 0 0 • VA 10 8 5 1 5 3 9 0 0 , 0 0 0 WA 7 4 3 2 2 4 2 0 0 ' 0 0 0 WV 0 0 0 0 0 0 0 0 0 0 0 0 WI 7 4 8 5 5 3 3 0 0 0 0 0 WY 1 2 1 0 0 1 0 0 0 0 0 0 Can 7 7 8 0 6 33 381 321 461 273 367 305 287 Total 2395 • REQUEST FOR QUALIFICATIONS RFQ 95 - 16 ARCHITECTURAL DESIGN/FEASIBILITY ANALYSIS FOR TOWN CENTER/ EXHIBIT HALL 1 . 0 BACKGROUND The University of Arkansas currently operates the Continuing Education facility on the downtown Fayetteville Square with responsibility for conference recruitment and management . . The present facility lacks sufficient exhibit space . The purpose of the town center/ exhibit hall will be to compliment the C . C . E . facility as well as provide flexible space for large group dining and conventions in Fayetteville . Additional parking would also be a part of the facility . The new facility is proposed to be constructed in downtown Fayetteville on property owned by the City . Financing would probably be through long- term debt supported by HMR ( hotel , motel , restaurant ) revenues and pay- as -you go financing . • The Fayetteville Advertising and Promotion Commission is requesting proposals for professional services for a preliminary architectural and engineering design , a study of financial feasibility , schematic design and verification of costs and other services for a town center / exhibit hall and related parking facility . The entire proposal process will be governed by the City of Fayetteville Administrative Policy & Procedure # PUR 12 , dtd June 27 , 1990 . A copy of . this policy is available by calling ( 501 ) 521 - 1710 . 1 . 1 ISSUING DEPARTMENT This Request for Qualifications is issued by the Advertising and Promotion Commission of the City of Fayetteville , Arkansas . Vendor questions regarding this proposal shall be addressed to Marilyn Johnson , Fayetteville Chamber of Commerce ( 501 ) 521 - 1710 . 1 . 1 . 1 SELECTION COMMITTEE Representatives of the Advertising and Promotion Commission shall compose the committee designated • to review each proposal . The City Purchasing Manager , the City Engineer and the Director of Convention and Visitor Development shall be ex- officio members of the committee . 1 . 2 SELECTION PROCESS In evaluating the qualifications of each firm , the selection committee shall review the following : 1 . 2 . 1 Qualifications in Relation to Specific Project : Information reflecting the qualifications of the firm . Indicate specialized experience and technical competence of the firm in connection with the type and complexity of the services used . 1 . 2 . 2 Experience , Competence , and Capacity for Performance : Information - reflecting the names , titles , and qualifications of the major personnel assigned to this project . List references of clients for like services performed . 1 . 2 . 3 Past Record of Performance : Indicate methods of control of costs , quality of work , and ability to meet schedules and deadlines . Previous evaluations shall be considered a significant • factor . If previous evaluations with this Commission or the City are not available , the firm ' s past record with others shall be used , including quality of work , timely performance , diligence , ability to meet past budgets and other pertinent information . 1 . 2 . 4 Familiarity with Area . Indicate firm ' s proximity to Fayetteville and familiarity with area . 1 . 3 PROPOSAL EVALUATION 1 . 3 . 1 In evaluating the qualifications of each firm , the . review committee shall consider the following 1 . 3 . 1 . 1 Qualifications in relation to specific project to be performed - 30 points ; 1 . 3 . 1 . 2 Experience , competence , ` and capacity of performance - 25 points ; 1 . 3 . 1 . 3 Past record of performance - 25 points ; and 1 . 3 . 1 . 4 Familiarity with area - -20 points • 1 . 3 . 2 The selection committee shall evaluate all submittals and may conduct interviews with each firm submitting a proposal . The method of selection shall be for each committeemember to rate the firms based on the points established in the RFQ so that each member selects three ( 3 ) firms , rated 1 , 2 , 3 . The firm with the highest number of first place votes shall be selected ( if a tie occurs , the firm receiving the highest number of first and second place votes shall be selected . If a tie still exists , the committee shall hold further discussions and a re -vote shall occur . ) 1 . 3 . 3 The selection committee or its designee shall then negotiate a contract for the services to be rendered , at compensation which the review committee , or its designee , determines to be fair and reasonable to the City , subject to the approval of the Advertising and Promotion Commission . 1 . 3 . 4 Should the selection committee , or its designee , be unable to negotiate a satisfactory contract with the firm considered to be most qualified , at a price determined to be fair and reasonable to the Commission , negotiations with that firm shall • be formally terminated . The selection committee , or its designee , shall then undertake negotiations with the second most qualified firm . 1 . 3 . 5 After negotiations , the contract will be reviewed by the City Attorney , Internal Auditor , Accounting Manager , and Purchasing Manager for compliance with City policies and state statutes . The Advertising and Promotion Commission will then award the contact to the selected firm . 1 . 4 SCOPE OF WORK The selected firm will be expected to perform the following services : 1 . 4 . 1 Preliminary design of a town center/ exhibit hall including applicable parking facilities . This will involve presenting concept designs to the Advertising and Promotion Commission for their approval . It may also include architectural and engineering designs . 1 . 4 . 2 Hard construction cost estimates including building cost and F . F . & E . ( furniture , • fixturesy and equipment ) . 1 . 4 . 3 Soft cost estimates of operations including management options , promotion of facility , cash flow and market analysis . 1 . 4 . 4 Financial feasibility including analysis of funding available to cover construction costs and cash flow for management . costs , maintenance and operation . 1 . 4 . 5 Schematic design and verification of costs . 1 . 5 ADDITIONAL INFORMATION FOR PROPOSERS 1 . 5 . 1 Vendors must submit ten ( 10 ) copies of the complete proposal . Any descriptive literature or other materials submitted with the proposal response must be included with all copies . 1 . 5 . 2 The proposal and all copies must be signed by ' an official authorized to bind the vendor to a resultant contract . 1 . 5 . 3 The vendor ' s response to this proposal will become a part of any resulting contract . • 1 . 5 . 4 The Advertising and Promotion Commission reserves the right to award a contract or reject a proposal for any or all line items of a proposal received as a result of this Request for Qualifications . Proposals may be rejected for one or more reasons including but not limited to the following : 1 . 5 . 4 . 1 Failure of the vendor to submit his proposal on or before the deadline date and time . 1 . 5 . 4 . 2 Failure of the vendor to respond to a requirement for oral or written clarification . 1 . 5 . 4 . 3 Failure to supply vendor references . 1 . 5 . 4 . 4 Failure to sign an official proposal document . 1 . 6 PROPOSAL FORMAT 1 . 6 . 1 Any statement in this document which contains the • words "must " or " shall " means that compliance with the intent of the statement is mandatory , and failure by the proposer to satisfy that intent will cause the proposal to be rejected . 1 . 6 . 2 The proposer must respond to each item in Section 1 . 2 ( Selection Process ) and acknowledge the ability and willingness to do items listed in Section 1 . 4 . 1 . 6 . 3 If the proposing firm is unable to complete all requested services , any firm which is listed as a co-proposer must also provide all relevant information referred to in Sections 1 . 2 and 1 . 4 1 . 6 . 4 The Statement of Qualifications should be limited to 25 pages with an appendix that lists examples of similar work . 1 . 7 PROPRIETARY INFORMATION 1 . 7 . 1 Proprietary information submitted with this proposal will be processed in accordance with applicable City of Fayetteville , Arkansas procurement procedures . 1 . 7 . 2 Proposals and documents pertaining to this proposal become the property of the City and • shall be open to public inspection subsequent to opening . 1 . 8 RESERVATIONS 1 . 8 . 1 This proposal does not commit the Advertising and Promotion Committee and / or City to award a contract , to pay the cost incurred in the preparation of a response to this Request for Qualifications , or to procure or contract for services or supplies . 1 . 9 PROPOSAL OPENING DATE AND LOCATION 1 . 9 . 1 To be considered , proposals must be received prior to the time and date specified below at the following address : TIME : 10 : 00 a . m . DATE : September 1995 Location : Fayetteville Advertising and Promotion Commission c / o Marilyn Johnson Chamber of Commerce P . O . Box 4216 123 W . Mountain Fayetteville , Arkansas 72702 - 4216