Marketing and Communications Services

REQUEST FOR PROPOSAL
Marketing and Communications Services
Solicitation # 2026-SWB-02
Proposal Due Date: May 18, 2026
Proposal Due Time: 11:00 AM CDT

Sewerage and Water Board of New Orleans
Request for Proposal
Marketing and Communications Services
Solicitation# 2026-SWB-02
The Sewerage and Water Board of New Orleans invites qualified firms or consultants to submit proposals to
provide comprehensive communications and public relations support for both internal and external audience.
The selected firm will assist in advancing the agency's mission, enhancing public trust and effectively
communicating key initiatives in water, sewer and drainage services.
RFP will be available April 20, 2026, for download at the following websites:
SWBNO: https://www2.swbno.org/business_bidspecifications.asp
LAPAC: https://wwwcfprd.doa.louisiana.gov/OSP/LaPAC/dspBid.cfm?search=department&term=181
A mandatory pre-proposal conference for this RFP will be held on April 28, 2026, at 11:00 A.M. (CDT) at
the SWBNO Administration Building, 625 St. Joseph St. - Executive Boardroom, New Orleans, LA 70165 or
if you are unable to attend this in-person meeting, you can also join via teleconference call:
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/264143914249729?p=Ubo09Z5B8mzyrdNBzI
Meeting ID: 264 143 914 249 729
Passcode: Qs28mX6j
Dial in by phone
+1 504-224-8698,,459282004# United States, New Orleans
Phone conference ID: 459 282 004#
At this meeting, staff will discuss the scope of work, proposal requirements and respond to questions from the
attendees. Proposer's failure to attend the mandatory pre-proposal conference will be disqualified from
presenting a bid submission.
Inquiries and/or Requests for Clarification are due to Prentice Mackyeon, on April 30, 2026, no later than
5:00 pm (CDT) via in writing or email to pmackyeon@swbno.org. All responses will be posted on or before
May 5, 2026.
Proposals will be received by the Sewerage and Water Board of New Orleans Procurement Department by May
18, 2026, at 11:00 A.M. (CDT). For submission instructions, see proposal documents.
LATE PROPOSALS WILL NOT BE ACCEPTED.
2

PART I. ADMINISTRATIVE INFORMATION ............................................................................................. 5
Table of Contents
1.1 Request for Proposals .............................................................................................................................. 5
1.2 Proposal Preparation ................................................................................................................................ 5
1.3 Point of Contact/ Inquiries/ Requests for Information: ........................................................................... 5
1.4 Questions and Answers ........................................................................................................................... 5
1.5 Submission of Proposals ......................................................................................................................... 6
1.6 Changes, Addendum, or Withdrawal of Proposals ................................................................................. 6
1.7 Prohibition of Communication ................................................................................................................ 7
1.8 Ownership ............................................................................................................................................... 7
1.9 Effect ....................................................................................................................................................... 7
1.10 Errors or Omissions ................................................................................................................................. 7
1.11 Cost of Preparation .................................................................................................................................. 7
1.12 RFP Schedule Summary .......................................................................................................................... 7
1.13 Bid Protest Procedures ............................................................................................................................ 8
1.14 Public Records Request ........................................................................................................................... 8
PART II. GENERAL INFORMATION ........................................................................................................... 9
2.1 Overview of the SWBNO .......................................................................................................................... 9
2.2 Scope of Work ........................................................................................................................................... 9
2.3 Contract Terms and Compensation ......................................................................................................... 11
2.4 Payment ................................................................................................................................................... 11
2.5 Information .............................................................................................................................................. 11
2.6 Non-Collusion Statement ........................................................................................................................ 11
2.7 Non-Solicitation Statement ..................................................................................................................... 11
2.8 Convicted Felon Statement ..................................................................................................................... 11
2.9 Insurance Requirements .......................................................................................................................... 12
2.10 Right to Audit .......................................................................................................................................... 13
2.11 Confidential Information ......................................................................................................................... 14
2.12 Confidentiality Statement ........................................................................................................................ 14
2.13 Subcontractor ........................................................................................................................................... 14
2.14 Living Wage ............................................................................................................................................ 14
PART III. PROPOSAL EVALUATION AND SELECTION ...................................................................... 16
3.1 Selection Committee ............................................................................................................................... 16
3.2 Technical Evaluation ............................................................................................................................... 16
3.3 Price Evaluation ...................................................................................................................................... 17
3.4 Shortlist ................................................................................................................................................... 17
3

3.5 Best and Final Offer (BAFO) .................................................................................................................. 18
3.6 Notification .............................................................................................................................................. 18
PART IV. PROPOSAL SUBMISSION REQUIREMENTS ........................................................................ 19
4.1 TITLE PAGE .......................................................................................................................................... 19
4.2 TABLE OF CONTENTS ........................................................................................................................ 19
4.3 INTRODUCTION ................................................................................................................................... 19
4.4 PROPOSER METHODOLOGY AND APPROACH ............................................................................. 19
4.5 PROPOSER EXPERIENCE ................................................................................................................... 19
4.6 PROPOSER STAFFING AND QUALIFICATIONS ............................................................................. 20
4.7 PROPOSER REFERENCES ................................................................................................................... 20
4.8 PROPOSER DBE PARTICIPATION ..................................................................................................... 20
4.9 PROPOSER COST PROPOSAL ............................................................................................................ 21
RFP Technical and Cost Proposal Submittal Checklist ............................................................................ 22
ATTACHMENT ................................................................................................................................................ 23
COVER SHEET ................................................................................................................................................ 23
4

PART I. ADMINISTRATIVE INFORMATION
1.1 Request for Proposals
Sewerage and Water board of New Orleans (SWBNO) is responsible for providing safe drinking water, reliable
wastewater collection and treatment and stormwater management to residents, businesses and visitors of the city
of New Orleans. As the agency continues to modernize infrastructure, improve customer service and strengthen
community engagement, there is a growing need for strategic communications that foster transparency, builds
stakeholder confidence and strengthens utility trust among the residents and visitors we serve.
SWBNO invites qualified firms or consultants to submit proposals to provide comprehensive communications
and public relations support for both internal and external audience. The selected firm will assist in advancing the
agency's mission, enhancing public trust and effectively communicating key initiatives in water, sewer and
drainage services.
1.2 Proposal Preparation
Proposals submitted for consideration should follow the format and order of presentation provided in Part IV -
Proposal Submission Requirements.
1.3 Point of Contact/ Inquiries/ Requests for Information:
All correspondence and other communications regarding this RFP shall be directed to Prentice Mackyeon,
Purchasing Agent, Sewerage and Water Board of New Orleans, 625 St. Joseph Street, Room 133, New Orleans,
Louisiana 70165, 504-585-2368, pmackyeon@swbno.org.
Inquiries and/or Requests for Information are due to the Board's Procurement Department via email to
mturner1@swbno.org no later than timeline stated in the Anticipated Proposal Timetable. Any request
received after that time may not be reviewed for inclusion in this RFP. The request shall contain the requester's
name, address, and telephone number.
The Procurement Department will issue a response to any inquiry if it deems it necessary, by written addendum
to the RFP, posted on Board's website, and issued prior to the RFP's Delivery Deadline. The Respondents shall
not rely on any representation, statement or explanation other than those made in this RFP or in any addenda
issued. Where there appears to be a conflict between this RFP and any addendum issued, the last addendum issued
will prevail.
1.4 Questions and Answers
Inquiries and/or Requests for Clarification are due to Prentice Mackyeon, on April 30, 2026, no later than
5:00 pm (CDT) via in writing or email to pmackyeon@swbno.org. All responses will be posted on or before
May 5, 2026. Do not contact other SWBNO program personnel with questions regarding this RFP.
The Procurement Department will issue a response to any inquiry if it deems it necessary, by written addendum
to the RFP, posted on SWBNO's website, and issued prior to the RFP's Delivery Deadline. The Proposers shall
not rely on any representation, statement, or explanation other than those made in this RFP or in any addenda
issued. Where there appears to be a conflict between this RFP and any addendum issued, the last addendum issued
will prevail.
5

1.5 Submission of Proposals
Proposers who are interested in providing services requested under this RFP can submit a proposal via email.
Submitting a response:
Electronic Submission:
(1) Digitally signed technical proposal and (1) digitally signed cost proposal in searchable PDF format
to bids@swbno.org
Subject Line: 2026-SWB-02 - Marketing and Communications Services
- [Proposer Name]". If the file size of the email submission exceeds server requirements, the email submission
may be broken into smaller emails with "Part 1 of #" included at the end of each original Subject Line (e.g.
RFP# marked "2026-SWB-02 - Marketing and Communications Services - [Proposer Name] - Part 1 of 3)".
Email: If the Proposer intends to submit the response by email, the date and time of the email received by the
Procurement Department constitutes the time stamp of receipt. The date and time of the email sent by Vendor
does NOT constitute proof of receipt. The Procurement Department encourages Vendors to confirm that the
response was received timely.
Board assumes no liability for assuring accurate/complete e-mail transmission and receipt. The responsibility
solely lies with each Proposer to ensure their proposal is received at the specified email address prior to the
deadline for submission. Proposals received after the deadline, corrupted files, and incomplete submissions
(e.g., Part 1 and Part 2 of 3 are received, but Part 3 is not) may not be considered.
Fax submission will not be acceptable. Proposers e-mailing their proposals should allow sufficient time to
ensure receipt of their proposal by the time specified.
Proposers must complete all required attachments and submit along with proposal submission. Failure to
complete and submit the required documents and attachments may result in your proposal being deemed non-
responsive.
Proposals should clearly demonstrate the Proposer's qualifications to perform the needed services and attend all
factors applicable in a professional relationship.
All proposals must be received by Board on or before the Delivery Deadline. Proposals delivered after the said
deadline will not be accepted.
1.6 Changes, Addendum, or Withdrawal of Proposals
Any changes or addenda to a proposal must be submitted in writing, signed by an authorized representative of
the proposer, cross-referenced clearly to the relevant proposal section, and received by SWBNO prior to the
proposal due date and time. All changes and addenda must meet all requirements for the proposal. Any proposer
choosing to withdraw its proposal must submit a written withdrawal request to SWBNO prior to the proposal due
date and time.
The Board reserves the right to reject any and all responses to the RFP (with reasonable explanation) and/or to
6

waive any informality in evaluating the RFP responses if it deems this to be in the best interest of the Board, its
customers, and the general public. The Board reserves the right to qualify Proposers as it deems in its best interest.
1.7 Prohibition of Communication
From the time of advertising, and until the final award, there is a prohibition on communication by Respondents
(or anyone on their behalf) with Board's staff, Selection Committee members and elected officials. This does not
apply to oral presentations before selection committees, contract negotiations, or communications at any time
with any Board employee or elected official regarding matters not concerning this RFP. Breaking the established
prohibition on communication may result in a disqualification of the proposal.
1.8 Ownership
All Responses, including any submitted documents, to this RFP or any resulting solicitation are the property of
the Board for all purposes. Respondents must clearly mark individual documents or information that the applicant
claims are exempt from public record disclosure and specifically justify the exemption. The Board does not
guarantee the confidentiality of submissions.
1.9 Effect
This RFP and any related discussions, evaluations, qualifications, or resulting solicitations by the Board or any
person on its behalf create no rights or obligations whatsoever except as provided in this RFP. The Board may
cancel or modify this RFP or any resulting solicitation at any time at will, with or without notice. Anything to
the contrary notwithstanding, any professional services agreement executed by the Board will be issued with the
exclusive statement of rights and obligations extending from this solicitation.
1.10 Errors or Omissions
The Board will not be liable for any error in any proposal. Respondents will not be allowed to alter proposal
documents after the deadline for proposal submission, except under the following conditions: The Board reserves
the right to make corrections or clarifications due to patent errors identified in proposals by the Board or the
Respondent. The Board, at its option, has the right to request clarification or additional information from the
Respondent.
1.11 Cost of Preparation
The Board is not liable for any costs incurred by prospective Respondents or Contractors prior to issuance of or
entering into a Contract. Costs associated with developing the proposal, preparing for oral presentations, and any
other expenses incurred by the Respondent in responding to the RFP are entirely the responsibility of the
Respondent, and shall not be reimbursed in any manner by the Board.
1.12 RFP Schedule Summary
The events and dates summarized in Table 1 represent milestones in SWBNO's RFP process; however,
SWBNO reserves the right to deviate from this schedule.
7

Table 1. Anticipated RFP Schedule Summary
Event Date Local Time
RFP Release April 20, 2026
Mandatory Pre-Proposal Meeting April 28, 2026 11:00 A.M.
Deadline Written Questions April 30, 2026 5:00 P.M.
Responses to Questions/Clarification May 5, 2026
Proposal Due Date and Time 11:00am
May 18, 2026
1.13 Bid Protest Procedures
Any formal protest against the recommendation of award which is to be made by an aggrieved Proposer must be
submitted in writing to the Procurement Director, Cashanna K Moses at cmoses@swbno.org according to
Sewerage and Water Board of New Orleans Policy 83(R): Procedural Rules for Bid Appeals.
1.14 Public Records Request
To request a public record for the proposal documents, please submit to the following website:
https://swbno.nextrequest.com/
8

PART II. GENERAL INFORMATION
Sewerage and Water Board of New Orleans
Request for Proposals
Communications and Marketing Services
# 2026-SWB-02
2.1 Overview of the SWBNO
The SWBNO operates and maintains infrastructure through Orleans Parish to provide safe drinking water
to support fire protection and the public health of all residents, improve sewerage collection services to
support public safety and sanitation, and more effectively collect and convey stormwater out of the City of
New Orleans to reduce the risk from flood events. The SWBNO remains diligent in improving public safety
for the citizens of New Orleans continuously at a reasonable cost to the community.
2.2 Scope of Work
SWBNO invites qualified firms or consultants to submit proposals to provide comprehensive
communications and public relations support for both internal and external audience. The selected firm will
assist in advancing the agency's mission, enhancing public trust and effectively communicating key
initiatives in water, sewer and drainage services.
The Contractor shall provide strategic planning, execution, and advisory services across internal
communications, external communications, media relations, and public engagement. Services shall include,
but are not limited to, the following:
2.2.1 Internal Communications
* Development of internal communications strategies and messaging frameworks
* Creation of employee communications, including intranet content, email updates, newsletters,
brochures, signage, and initiative branding
* Support for interdepartmental communications related to policies, initiatives, and operational
updates
2.2.2 External Communications and Public Information
* Development and execution of external communications strategies
* Creation of customer-facing materials such as newsletters, bill inserts, website content, mailers,
flyers, brochures, and public notices
* Preparation of materials to communicate project updates, service impacts, and agency initiatives
2.2.3 Media Relations
* Drafting and distribution of press releases, media advisories, talking points, FAQs, and opinion
pieces
* Media monitoring and issue identification
* Coordination and support for press conferences, editorial board meetings, interviews, and desk-
side briefings
2.2.4 Crisis Communications
* Development and maintenance of a Crisis Communications Plan and protocols
* On-call communications support during declared emergencies or critical incidents
9

* Rapid development of holding statements, key messages, and media responses
* Post-incident communications assessment and reporting
2.2.5 Social Media
* Development of social media content aligned with agency priorities
* Preparation of copy and creative assets for SWBNO-managed social media channels
* Support for audience engagement and issue response
2.2.6 Content Creation, Design, and Multimedia
* Copy writing and editorial services
* Graphic design and branding support
* Video concept development and scriptwriting
2.2.7 Event Coordination
* Planning and on-site coordination for events including press conferences, community meetings,
ribbon-cutting ceremonies, and public briefings, and focus groups
2.2.8 Brand Strategy and Discovery
* Comprehensive brand audit and assessment
* Stakeholder research through interviews, focus groups, and surveys
* Strategic recommendations regarding brand alignment, evolution, or potential name change
2.2.9 Translation Services
* Certified written translation services for Spanish, Vietnamese, and other languages as requested
* Translation of customer-facing and public information materials
2.2.10 Additional Services
* Additional communications services may be requested with written authorization from SWBNO
and shall be negotiated separately
2.2.11 Milestones
* Phase 1: Onboarding and Discovery (0-60 Days)
Stakeholder interviews and communications audit
o
Baseline metrics development
o
Draft Communications Strategy and Work Plan
o
Milestone: Approval of Communications Strategy and Work Plan
* Phase 2: Ongoing Execution and Reporting
Implementation of communications activities
o
Media relations and public engagement support
o
Monthly reporting and optimization
o
Milestones: Monthly Performance Reports; Quarterly Strategy Reviews
* Phase 3: Brand Strategy Decision Gate (If Applicable)
Presentation of brand audit findings
o
SWBNO decision on brand evolution or implementation
o
2.2.12 Governance and Approval
* SWBNO will designate a primary point of contact (POC). All deliverables shall be subject to
review and approval by SWBNO. Standard review timelines and escalation protocols shall be
established during onboarding.
2.2.13 Term and Performance Standards
* The Proposer shall perform all services in a professional and timely manner consistent with best
practices for public-sector communications. Service-level expectations, including response
times during emergencies, shall be agreed upon at contract initiation.
10