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The Following Information Incorporates Notes from the 4.10.18 Pre-Proposal Conference and Questions from Potential Offerors, and Shall Be Incorporated Into the RFP

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The Following Information Incorporates Notes from the 4.10.18 Pre-Proposal Conference and Questions from Potential Offerors, and Shall Be Incorporated Into the RFP DATE: April 13, 2018 RFP Addendum No. 1 TO ALL OFFERORS (15 Pages) From: Erma A. Baker Reference: RFP WM18-1686 Marketing and Multimedia Rights The following information incorporates notes from the 4.10.18 pre-proposal conference and questions from potential Offerors, and shall be incorporated into the RFP: Proposals are due April 23, 2017 at 2:00 PM at the Procurement Office (see address below). Late proposals will not be accepted. College of William and Mary (Use this address for US Mail delivery only. Allow for a 2 day internal delivery delay) Office of Procurement P. O. Box 8795 Williamsburg, Virginia 23187-8795 College of William and Mary (Use this address for hand delivery or Express Services only) Office of Procurement Facilities Management Building, Lower Level, Rear Entrance 115 Grigsby Drive Williamsburg, Virginia 23185 The following links are provided for informational purposes: W&M Campus expanding Arts District https://www.wm.edu/news/stories/2017/exterior-designs-approved-for-wm-arts- buildings.php 2015 Campus Masterplan https://media.wm.edu/content/wm/financeadministration/2015_campus_master_plan.pdf Williamsburg Virginia projects that may impact W&M http://www.vagazette.com/news/va-vg-broad-street-1014-story.html Revision in original RFP Section XI. (page 12) Special Terms and Conditions cited as mandatory is corrected as follows: Please check each box below confirming the offeror’s agreement with the following preferred conditions of award. 1 | RFP WM18-1686 Marketing and Multimedia Rights Addendum 1 The Following question & answers reflect those submitted by potential Offerors prior to the pre-proposal conference and questions poised during the conference: No. Question Answer 1 Attachment J, Page 39 and Page 5 III. Bank of America: This is an affinity contract (Riverside Heath Services, Ferguson with the Alumni Association | Nationwide: Enterprises, Colonial Williamsburg, Bank of affinity contract with the Alumni Association | America and Nationwide: Please provide Colonial Williamsburg: $50K annual the terms of all current sponsorship commitment with additional incentives agreements (2017-18) including contract associated with the current MOU | Ferguson length, expiration date, cash investment Enterprises: Speaking opportunities, GIK, data level, trade/barter investment level, and metrics towards the Business Analytics expectation of renewal and other Program with the Raymond A Mason School of information you deem important as well Business, Career Networking with the Alumni as copies of all agreements. Association and Cohen Career Center | Riverside: $20K with Athletics, GIK for the Christopher Wren Association, program and speaking engagements with the Raymond A Mason Schoo l of Business 2 Attachment J, Page 39: What is the total See attached Sponsor Revenue Excel cash revenue resulting from each Spreadsheet sponsorship contract (excluding trade)? The RFP only states that typically over 75% of the $870,000 in revenue is trade. Can you be more exact? Please provide the break out for the campus wide sponsorships listed above in #1 as well. 3 Attachment J, Page 39: What is the total See attached Sponsor Revenue Excel trade revenue resulting from sponsorship Spreadsheet contracts? Please provide for the campus wise sponsorships listed above in #1 above as well. 4 What are the terms of all sponsorship All contracts with athletics are year to year agreements for the previous 2 years (2015- except for the following: 1st Advantage spring 16 and 2016-17) including contract length, 2020, All State spring 2020, Bayport Credit cash investment level, trade/barter Union spring 2019, Diamond Springs spring investment level, reason if did not renew 2022, Lumber Liquidators spring 2019, 2 | RFP WM18-1686 Marketing and Multimedia Rights Addendum 1 No. Question Answer and other information you deem University Sports Publications Fall 2019, Phillip important? Please provide for both the Richardson Spring 2021) Athletics sponsorships as well as the University Wide Sponsorships. 5 2017-18 forecast of all additional related See attached Sponsor Revenue Excel revenue (gross and net) that would be Spreadsheet included in a sponsorship and multi-media rights partnership as well as the terms and detail on all for the previous 2 years (2015- 16 and 2016-17). Typical revenue lines include: 6 a. Game Program Sales W&M does not sell game programs. b. Official Athletic Website Revenues None currently (those that will be included in partnership – i.e., subscriptions, auctions, etc.) c. Rights Fees (radio affiliates, None currently television, mobile audio/video content) d. Post-Season radio revenue billed to Currently no post season radio revenue. sponsors e. Other 7 Are there any other third parties that have Prime Consulting Services has authority to sell the opportunity to sell advertisements in the Alumni Magazine. advertising/sponsorship inventory? 8 Attachment J, Pages 39-14: The RFP states There are marketing benefits that W&M must that the Bank of America, Nike, Under provide as part of the contract. Other than Armour and Pepsi agreements are apparel expectations for the coaching staff and excluded categories. Are there any athletic the team, there is no commitment to provide marketing assets included in these Nike with any sponsorship materials. W&M agreements? If so, please provide a copy of does provide comp tickets to the vendor, but the agreement or at least the marketing that has been as a courtesy. assets. a. Will the Offeror be expected Yes, in conjunction with our Marketing team to fulfill and manage the athletics marketing inventory? 3 | RFP WM18-1686 Marketing and Multimedia Rights Addendum 1 No. Question Answer b. Is any revenue allocated to If it is athletics inventory, it is likely that the Athletic Department? If so, revenue would be allocated to the Athletic what is the breakdown per Department. sponsor? c. Will this revenue be included Yes it should be included. in the partnership revenue? d. Please provide the contract Currently we have a water exclusion, however, language for each excluded that is up for negotiation. category that defines such category. For example does the Pepsi contract exclude, water, or coffee etc. 9 Please provide detail on all expenses directly tied to the sponsorship and multi- media area. Please provide all contracts/vendor agreements (radio, television, internet, etc.) where applicable. Please forward both 2016-17 actuals and 2017-18 forecasted expenses for all areas identified. Operational Expenses: 10 1. Signage Production (design, 5000 printing, installation) 2. Promotional Merchandise 23500 3. Official Game Day Program 36450 (print & design) 4. Print (schedule 17400 cards/posters, flip cards, calendars, etc) 5. Equipment Rental (signage 0 units, radio broadcast units) 6. All Other Expenses 34000 Media Expenses: 11 Radio Market Clearance (per each 25000 sport and coaches show). Please provide a copy (copies) of radio affiliate contracts related to game day and coaches show broadcasts 2. Line Transmission 4500 3. Engineering 2200 4. Digital/Internet/Streaming 105000 4 | RFP WM18-1686 Marketing and Multimedia Rights Addendum 1 No. Question Answer 5. Television Production - (sporting events and coaches shows) 6. Broadcast Talent/Crew 27000 7. Talent Travel (all air, hotel, 4000 meals, car rental, cabs, etc.) 8. Other 0 Coaches Fees/Endorsements: 12 1. Identify any Coaches Fees Currently no coaches fees are charged to the that are related to and charged to sponsorships. the current sponsorship and multi- media rights program. 13 2. Please identify all The only agreements we have are with Nike endorsement agreements that and UA for our coaching staff. Money provided current Head Coaches have under is only promotional dollars. contract with outside businesses. Please include the expiration date of these agreements and the fee paid to the respective coach by each entity. Ticket/Suites: 14 Detail all expenses directly tied to See attached Sponsor Revenue Excel corporate sponsorship agreements that Spreadsheet are NOT included in the identified gross corporate sponsorship revenues. (i.e., if the value of the tickets included in an agreement is not deducted from the gross revenues, this number should be $0). 1. Tickets 15000 2. Suites - 3. Premium Parking - 4. Donations/Memberships 120 5. Other Tickets (i.e., - Conference Tournaments) 6. Other - Travel and Entertainment: 1. Airlines/Train - 2. Car Rental - 5 | RFP WM18-1686 Marketing and Multimedia Rights Addendum 1 No. Question Answer 3. Hotel - 4. Entertainment/Sponsor 2000 Hospitality 5 Meals 150 6. Parking, Tolls, Mileage, Gas 3000 7. Cabs, Local Fares - Administrative: 15 Please identify all expenses or information We had a full time position managing tied to the personnel currently assigned to Corporate Sponsorships. When that person the corporate sponsorship and multi-media retired, we did not rehire due to the pending rights program including any University RFP. We gave the responsibilities to Nate personnel expectations. Engelhardt - Athletics Business Manager to manage until the new partner was in place. 1. Personnel (including 1 - Nate Engelhardt: Athletics Business benefits): Please identify the Manager number of people assigned to the project as well as the titles and any compensation information if available. 2. Office Expenses - 3. Telephone 500 4. Computer 2000 5. Postage & Delivery 500 6. Office Supplies 100 OPERATIONAL: Inventory: 16 Are any third party companies allowed to No sell signage on behalf of the University?
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