New Mexico

2008/2009 (FY09) Coop Marketing Grant Program

A list of the entities awarded grant funds for the 2008/2009 cycle is now available; please click on the link below to access the file:
Please save the document to your computer before attempting to open. Thank you.

• FY09 Awarded Entities (PDF)

The FY09 Grant Program application deadline has passed:

• Request for Proposals (RFP) (ms word)
• Proposal Application Form (ms word)
• DFA Substitute W9 (pdf)
• Total Marketing Budget Worksheet  - Required for all applications (ms word)
• Advertising Partnership Program details (ms excel)
• FY 09 Tracking and Impact Report – Required for current grant holders (ms excel)
• FY 09 Request for Payment (ms excel)
• FY 09 Proof of Commitment (ms doc)

Due on or before May 20, 2008

Workshops Only one workshop remaining May 5th 2008

The Department highly encourages attendance at a minimum of one of the workshops listed below. Assistance related to this request for proposal is offered at each of these workshops.  Five (5) points are awarded for workshop attendance, per proposal submitted.  Attendance is not mandatory.  One attendee may represent multiple organizations.  Attendee must sign in for each organization on the sign in sheet for the 5 points to be properly assessed; no exceptions.

Please RSVP to Audrey Herrera at 505.827.7325 or via e-mail to audrey@newmexico.org to identify the workshop you plan on attending. Workshops will be held as follows:

• April 11, 2008 – 10:00am – Farmington

• Farmington Civic Center, 200 W. Arrington, 505-599-1145

• April 15, 2008 – 1:30pm – Alcalde

• Onate Monument and Visitor Center, State Road 68 (Taos Highway), 505-852-4639

• April 18, 2008 – 1:30am – Roswell

• This workshop is being held at the end of the NM Governor’s Conference on Tourism, workshop is open to the public. For information about the conference please visit www.tanm.org.
• Roswell Convention and Visitors Center, 912 N. Main St., 505-624-6860

• April 22, 2008 – 1:30pm – Santa Rosa

• Santa Rosa City Hall, 240 4th Street, 505-472-3763

• April 25, 2008 – 1:30pm – Bernalillo
• Notice Application contained a misprint,
  the Bernalillo workshop is scheduled for Friday, April 25 NOT Tuesday, April 29

• El Zocalo Building, 282 South Camino del Pueblo, 505-867-8687

• May 5, 2008 – 1:30pm – Truth or Consequences

• Truth or Consequences Civic Center, 400 West 4th Avenue, 505-740-3902

Submittal Information:

• Package must be Clearly Marked “COOPERATIVE MARKETING GRANT PROPOSAL”

• Mailed Applications must be postmarked by May 20, 2008 or earlier
• Hand Delivered Applications must be received at the Department Reception Area on or before 5:00pm on May 20, 2008
• Submittal Address:

• New Mexico Tourism Department
• 491 Old Santa Fe Trail - Lamy Building
• Santa Fe, NM  87501
• Attention: Audrey Herrera
• 505-827-7325

Valid Application packets must include the following:

• 3 Original sets of a completed Proposal-Application Form - Signed
• 1 Set of mock-ups or samples
• 1 copy of the IRS letter designating non-profit status (not required for local or tribal governments)
• 1 Completed Total Marketing Budget Worksheet *REQUIRED*
• 1 Completed DFA Substitute W9
• 1 Current Tracking and Impact Report (Current – FY08 Grant holders Only)

 

Timeline for 2008/2009 (FY09) Grant Cycle

• April 1, 2008 - Request for Proposals issued
• April 11 thru May 5 – Workshops at 6 different locations, see above for details
• May 20, 2008 - Proposals due, see above for specifications
• June 2008, Proposals will be evaluated and awards made
• July 1, 2008 – contracts in effect
• October 15, 2008 – 1st Quarter Reimbursements Due, see below for details
• January 1, 2009 – Proof of Commitment Due, see below for details
• January 15, 2009 – 2nd Quarter Reimbursement Due
• April 15, 2009 – 3rd Quarter Reimbursements Due
• July 10, 2009 – 4th Quarter/Final Reimbursements Due

• Final requests may be submitted prior to July 10, 2009, is grant funds are fully expended.
• Tracking and Impact Report must be submitted with the final request for payment

2007/2008 (FY08) Coop Marketing Grant Program

Agreements due October 15th or sooner

• Two signed agreements
• Failure to meet this deadline will result in forfeiture of the awarded funds

Request for Payments

• October 15th – 1st Quarter Request for Payments are due
• 1st Quarter (July 1, 2007 – September 30, 2007)
• Expense which have cleared your financial institution within this timeframe must be submitted for reimbursement
• Utilize the current two page FY08 Request for Payment form
• Provide required supporting documentation, as detailed on the request for payment form
• Penalty – 1st quarter requests postmarked after October 15th will be subject to a 10% penalty
• Final request – if all grant funds have been expended a final request for payment may be submitted prior to the 4th quarter.  Include a completed Tracking and Impact Report with the final request.
• Quarter Schedule:

1st Qtr: July – September                       due: October 15, 2007
2nd Qtr: October – December                 due: January 15, 2008
3rd Qtr: January – March                        due: April 15, 2008
4th Qtr: April – June                               due: July 10, 2008

Tracking and Impact Report (formerly Promotion Evaluation Form)

• Due with the Final request for payment
• Please report only on the awarded grant funds, not the match or supplemental efforts
• This form is new, please call if you have need for clarification

Proof of Commitment Statement due January 1, 2008 or sooner

• A statement confirming the awarded grant funds will be fully expended on or before June 30, 2008 OR
• A statement informing the Department the awarded grant funds will not be fully expended on or before June 30, 2008.  Any awarded entity that returns funds in this manner will NOT be penalized in future applications.  Notification at this date may allow the funds to be reallocated and utilized. 
• If a statement is NOT received by the deadline January 1, 2008, remaining funds will be assumed by the Department, contract will be terminated and no longer available to the awarded entity.
• Submit statements via fax or e-mail.  Fax: 505-827-6373 E-mail: audrey@newmexico.org