Specifications include, but are not limited to: a. Have a sufficient number of adequately trained personnel to manage Swap Meet operations from January 1, 2024 or at a later date as specified by the State, and at such dates and times as required by the State (e.g. every Wednesday, Saturday and Sunday). By mutual agreement, the current number of Swap Meet events may be increased from three (3) days per week to include additional days on a regular basis. b. Promotional Plan: Provide an aggressive Promotional Plan with a timetable that includes a schedule for marketing and advertising the Swap Meet. Note: Proposed Promotional Plan is one of the evaluation criteria in Section Five (5), page 20. 1. Propose a Promotional Plan that includes marketing, advertising, and timetable for the Swap Meet. 2. Proposed Promotional Plan shall be creative and capitalize on options for additional shopping opportunities during the holiday season. 3. The cost to prepare the Proposed Promotional Plan shall be borne by the Contractor. 4. The monthly budget and total expenditures of the Promotional Plan shall be a minimum of $12,500.00. 5. Contractor shall submit the annual Promotional Plan and Advertising Budget in the bid package. Additionally, Contractor shall submit the annual Promotional Plan for each subsequent contract year by January 1 and obtain prior written approval from the Manager before implementing the Promotional Plan. 6. On a monthly basis, Contractor shall meet with the Stadium Marketing Specialist and review the marketing plan, confirming compliance with the Promotional Plan. Any proposed changes to the Promotional Plan will require pre-approval by the Manager. 7. Should the contract term be extended beyond the first year, Contractor shall contract with a licensed research firm to conduct a comprehensive marketing survey (CMS) of swap meet buyers, sellers, and competition. This shall be completed within the first six (6) months from the start of the extension date. The CMS shall be paid for by the Contractor. The Contractor shall review the results and propose necessary adjustments to the Promotional Plan. 8. The Contractor shall obtain written approval from the Manager prior to implementation of each subsequent Promotional Plan. c. Invoice, collect and deposit all vendor rents and fees. Vendor rents and fees shall be deposited in the Contractor's account. 1. An official receipt containing the amount paid and period covered shall be issued to every vendor. The Contractor as part of its accounting records shall retain a copy of the receipt. 2. Swap meet receipts collected by the Contractor shall be paid to the Authority in accordance with Section 6.24 of the Special Provisions of this RFP. d. Be responsible for establishing and maintaining strict internal accounting controls, policies, procedures, and maintaining true, accurate and complete books and records to support and verify all sales and gross receipts of the swap meet operations. The State may contract and pay for an independent Certified Public Accountant (CPA) to perform a complete audit of sales and gross receipts in accordance with generally accepted accounting practices. The Contractor shall assist the CPA by preparing detailed reports and schedules, providing supporting documentation and answering inquiries related to the audit. The contract may be terminated if the audit discloses that revenue payments to the Authority have been underpaid. e. Observe, perform and comply or require compliance with all laws, ordinances, rules and regulations of the United States, the State of Hawaii, the City and County of Honolulu, or any governmental department or agency, as amended, which in any manner affect the Swap Meet operations, all in accordance with Section 35 of the GC. Any reference to such laws, ordinances, rules and regulations shall include any amendments thereto.
