Request For Proposals - Property Rental Marketing Services
Request For Proposals - Property Rental Marketing Services
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Job Description
PROPERTY PRICING MARKETING AND MANAGEMENT SERVICES
Girl Scouts of Western New York
PROPOSALS DUE BY: June:59 pm
PROJECT MANAGER/CONTACT:Ashley Farnham Outdoor Program Associate
ADDRESS: 4433 Genesee Street Suite 101 Cheektowaga NY 14225
EMAIL:
PHONE:
Company Overview
Since 1912 Girl Scouts has empowered young people to develop their skills and voice to become successful adults. The mission of Girl Scouts USA is that Girl Scouting builds girls of courage confidence and character who make the world a betterplace. Girl Scouts of Western New York (GSWNY) lives this national mission and abides by the Girl Scout Promise and Law1 serving over 11000 girls across the nine-county Western New York region.
GSWNY is a chartered council of Girl Scouts USA. GSWNY relies on the tremendous support of its Board of Directors youth families volunteers donors and many others to bring programming to young people across the GSWNY service region. The GSWNY Board of Directors retains four focus areas for this year: mission-centered and sustainable revenue; adult volunteers; girl member recruitment and retention; and diversity equity inclusion racial justice and belonging. GSWNY is in the process of convening a Girl Advisory Board which will be an important partner in the development of the future of GSWNY.
Project Overview
GSWNY seeks one or more qualified contractors to assist the organization with pricing marketing and managing property rentals for nonprofit organizations youth-serving organizations and the general public when not in use for Girl Scouts of Western New York events.
GSWNY is seeking qualified contractors to assist with one or more of the following tasks:
Task #1 Benchmarking and pricing
Contractor should review rental costs for similar event spaces and accommodations and advise on the most cost-effective pricing for revenue growth at Camp Seven Hills Camp Timbercrest Camp Piperwood and Camp Windy Meadows/Lockport Service Center. Pricing must include options for single buildings up to and inclusive of entire camps.
Task #2 Property rental marketing
Support the development of professional marketing materials including print and electronic materials and a marketing and communications plan to improve reach to individuals interested in event and accommodations rentals. Contractor shall also include pricing for placing paid advertisement and/or costs for mutual partnerships with other area businesses. Professional photography. Aerial photography/360 degree photographs and videos. Identifying events locations areas opportunities for getting word out.
Task #3 Rental property management:
Propose market rates andcost/fee analysis for listing and managing accommodation and event rentals on behalf of the Girl Scouts of Western New York. Please note that Girl Scouts of Western New York has property staff at each site and the services needed are for the management of non-Girl Scout property rentals (listing communication with customers check in/check out cleaning etc.). Offer support and analysis of various property rental platforms and software options that could best meet needs of GSWNY and current initiatives.
*Note that contractors may propose for any one or more of the three tasks above.
Project Goals
GSWNYs goals are as follows:
- Ensure that GSWNY property rentals for non-Girl Scout users are competitive for the local market.
- Support council with initiatives to promote properties so that nonprofit organizations youth-serving organizations and the general public are aware of Girl Scout property rentals and select Girl Scout properties for camps retreats meetings and special events when not in use for Girl Scout events.
- Ensure that GSWNY customers have an excellent experience and return again for future experiences.
To reach these goals GSWNY is now accepting bids in response to this Request for Proposals.
Scope of Work
Contractors must conduct the following based on the tasks the Contractor proposes to complete:
Task #1:
Work with Outdoor Program Associate and GSWNY Property & Outdoor teams to conduct thorough market research and develop recommendations for external customer pricing for accommodations and event rentals for each building and camp identified by GSWNY.
Task #2:
Develop a marketing plan and marketing materials for each property and rental location identified by GSWNY. Marketing materials must include updated photographs as well as print and electronic versions of materials that must be able to be used on GSWNYs website.
Task #3:
Provide end-to-end property rental management services including listings booking and interface with GSWNYs existing property rental systems communications with clients check in/check out features security deposits and cleaning services.
Target Deliverable Schedule
Due Date/Timeline:
Task:
Description:
September 30 2025(Task #1)
Property rental pricing research conducted with recommended external client pricing.
GSWNY is presented with a thorough recommendation of external rental pricing for each camp and building as described by GSWNY.
October 31 2025 (Task #2)
Marketing plan for GSWNY properties submitted to GSWNY.
A strategic plan for marketing GSWNY properties for external use is submitted to GSWNY and includes strategies and key partnerships to cultivate (examples include event planners etc.).
October 31 2025 (Task #2)
Print and electronic property rental marketing materials submitted to GSWNY.
Marketing materials for each GSWNY property and building available with pricing in both print and electronic versions.
November 30 2025 (Task #3)
Review GSWNY properties for recommendations of additional enhancements for external rental.
Tour each property and building and provide recommendations to GSWNY for any required enhancements to make the property of greatest interest to customers.
January 15 2026 (Task #3)
Complete listing of GSWNY properties on external sites and begin accepting bookings as prescribed by GSWNY.
Provide ongoing property management services for buildings and camps as described by GSWNY.
Final Project Due: September 30 2025 (Task #1) October 31 2025 (Task #2) ongoing through September 30 2026 with option to renew contract for another 12-month period (Task #3)
Budget & Constraints
PROJECT BUDGET:Proposers shall provide total costs for Task # 1 and Task #2. For Task #3 Proposers shall provide their rate for a percent return off each property rental.
Evaluation Metrics & Criteria
GSWNY will evaluate proposals based on the following criteria:
- Demonstrated experience with services outlined in this Request for Proposals.
- Demonstrated expertise of key individuals who will be responsible for completing the work outlined in this Request for Proposals.
- Demonstrated success with revenue generation from property rental.
- Demonstrated understanding of corporate and special event markets and trends in Western New York.
- Projected costs.
- Responsiveness to proposal submission requirements as listed in the next section.
Submission Requirements
Proposers must submit the following documents to be considered:
- Part 1: Description of the Proposers business and which tasks the Proposer has included in the Proposal not to exceed one page.
- Part 2: Narrative detailing the Proposers background and qualifications not to exceed three pages per task (no more than nine pages if proposing for all three tasks) including:
- A description of the Proposers experience and qualifications.
- A description of the Proposers previous client types and outcomes of funded work.
- The proposed staffing plan to complete the Scope of Work stated in this Request for Proposals.
- Part 3: Line-item proposed budget for completion of the Scope of Work as stated in this Request for Proposals including: personnel travel only within the GSWNY service region supplies.
- Part 4: Proposer shall include up to three examples of prior work in the response to this Request for Proposals.
GSWNY may request that Proposers participate in an interview process prior to final selection.
Proposals be submitted by June 30 2025 at 11:59 a.m. to .
Response to Proposer Questions
GSWNY asks Proposers to submit questions about this Request for Proposals no later than June 16 2025. Questions received will be answered in writing and all questions and answers will be posted to the GSWNY website for interested Proposers to review no later than June 20 2025.
GSWNY Partner Profile
At Girl Scouts of Western New York our mission inspires all that we do as an organization. It is important that corporate partners and vendors represent similar values as well as a shared commitment to diversity equity and inclusion community engagement and citizenship. Our council as a 501(c)(3) is is also happy to partner with other not-for-profit organizations wherever possible as well as those who provide non-profit pricing options.
Contact Information
For questions or concerns connected to this RFP please contact the Project Manager at:
ASHLEY FARNHAM
Outdoor Program Associate
Employment Type
Full Time
Key Skills
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