On-Call Communications and Public Outreach Services

Agency: City of Redmond
State: Washington
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541613 - Marketing Consulting Services
  • 541820 - Public Relations Agencies
Posted Date: Mar 27, 2019
Due Date: Mar 29, 2019
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RFP 10635-19: On-Call Communications and Public Outreach Services

The City is soliciting proposals from qualified firms to provide on-call communications and public outreach services. Consultants will support and augment the City's communication plans and strategies, including print and digital information products, materials for distribution and outreach services.

RFP 10635-19
Attachment A, Cost Proposal Form
Attachment B, Consulting Services Agreement (boilerplate)
Attachment C, Option for Renewal
Questions and Answers
Contact: Debbie Keranova, Sr. Purchasing Agent
Phone: 425-556-2159
Proposal Due Date: March 29, 2019, 2:00 p.m.
Status: Open, accepting proposals

Attachment Preview

City of Redmond, Washington
Purchasing Division, M/S: 3NFN
15670 NE 85th Street
PO Box 97010
Redmond, WA 98073-9710
RFP 10635-19
Request for Proposals
On-Call Communications and Public Outreach Services
The City is soliciting proposals from qualified firms to provide on-call communications and public
outreach services. Consultants will support and augment the City’s communication plans and
strategies, including print and digital information products, materials for distribution and outreach
services.
Posting Date: March 8, 2019
Proposals Due: March 29, 2019 at 2:00PM (PST)
The City of Redmond, Washington (the “City”) requests interested parties to submit proposals for the above
referenced Request for Proposals (RFP).
About Redmond
The City of Redmond, WA is a suburb of Seattle and hub for residential and employment growth due to its
strong technology business sector. The City encompasses an area of over 17 square miles and is located less
than 20 miles east of downtown Seattle. The City has two urban growth centers in Downtown and Overlake
Village, which are expected to grow significantly in the next 20 years. Today, the City has about 61,000
residents and 85,000 jobs and by 2030, it is expected to have 78,000 residents and 119,000 jobs.
Scope of Work
Consultants will augment and support City communications and public outreach services for City
Communication projects, which may include content development and strategies related to public forums,
informational materials for distribution/notification, and presentations in digital or print format.
One or more firms may be selected to enter into a contract with the City, as a result of this RFP process. The
City does not guarantee that Consultant will receive a specific volume of work or total contract amount.
Specific services assigned under this on-call contract will be authorized by a project-specific Task Order. Each
Task Order will provide a specific scope of services, deliverables, schedule, completion date, and budget to
complete the task. The City will furnish the Consultant with copies of any materials/documents needed to
facilitate the assigned Task Order.
RFP 10635-19 On-Call Communications and Public Outreach Services
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The scope of work includes the following:
On-call public outreach support services may include any of the below listed topics. The City or Consultant
may propose additional tasks as deemed necessary. Any additional work shall be compensated as agreed
upon in the Consultant’s contract with the City.
I. General
Attend project meetings with City staff
Develop project-specific public outreach plans, strategies, standards, goals and objectives for
specific projects
Manage and update public outreach plans as project progresses
Collaborate and develop outreach strategies
II. Communications
Develop print and electronic content for project collaterals, including flyers, newsletters, post
cards, door hangers, bulletins, and other print and online/social media
Draft letters and email messages to business owners, property owners, tenants, property
managers and other targeted audiences
Conduct phone conversations, surveys and questionnaires regarding the City’s projects to
gauge levels of interest and guide outreach strategies
Communications may be requested in multiple languages
III. Graphics
Create graphic designs for outreach collateral and support materials that incorporate and
support City graphic standards
Design project signage, flyers, newsletters, post cards, door hangers and other outreach
materials
Design logos and branding within the scope of the City's graphic standards
Create poster boards, PowerPoint and other presentation materials
Take photos and videos to incorporate in outreach communications
IV. Presentations
Coordinate and facilitate meetings and give presentations to educate the public, affected
businesses and residents about projects
Prepare, conduct and summarize briefings on the City’s projects to community organizations
Document public feedback from meetings
V. Printing, Mailing, Distributing Materials
Develop project-specific mailing lists using the City’s GIS software, available on the City of
Redmond website
Printing, labeling and mailing of public outreach materials
Hand-delivering printed materials to businesses and/or residences, or public
Source files for all materials produced shall be provided to the City in both PDF and source
file form
Term
The City intends to enter into an initial two-year agreement, with one (1) optional two-year renewal term, for a
potential maximum total term of four (4) years (see Attachment C, Option for Renewal), provided that 1)
Consultant is in compliance with the terms and conditions of the contract and, 2) that the annual payment is
RFP 10635-19 On-Call Communications and Public Outreach Services
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cost-effective as determined by the City, and 3) that sufficient funds have been appropriated by the City. The
City reserves the right to cancel this contract at any time, upon thirty (30) days written notice to Consultant.
Proposed Timeline
The following table outlines the anticipated schedule for this RFP process. The City reserves the right to
modify or reschedule milestones as necessary.
Item
RFP Announced
Proposals Due
Evaluation of Proposals
Interviews (optional at City discretion)
Consultant(s) Selected and Contract(s) Developed
City Council Approval
Contract Award
Date
March 8, 2019
By March 29, 2019 at 2:00PM (PST)
By April 5, 2019
April 2019
April 2019
May 2019
By June 2019
Proposal Due Date/Time
2:00PM (local time) on Friday, March 29, 2019. The City’s Purchasing & Contracts Division must receive
proposals no later than said date and time. Proposals received after such time will be returned unopened. By
submitting a proposal, respondents acknowledge their satisfaction as to the size, scope and location of the
work to be performed. Submissions may be hand-delivered or mailed:
Hand-Delivery or FedEx/UPS:
Redmond City Hall
Purchasing Division, MS: 3NFN
15670 NE 85th Street
Redmond, WA 98052
(For hand-delivery, drop off on 1st floor at the Customer Service Desk)
Or
U.S. Mail:
City of Redmond
Purchasing Division, MS: 3NFN
PO Box 97010
Redmond, WA 98073-9710
No emailed or faxed responses will be accepted. It is the respondent’s responsibility to ensure that any
mailed responses are received by Purchasing on time. Please place solicitation/RFP number on delivery
envelope.
Response Requirements & Format
All costs for developing a response to this RFP are the obligation of the respondent and are not chargeable
to the City. The respondent must bear all costs associated with the preparation of the submittal and of any
oral presentation requested by the City. All responses and accompanying documentation will become
RFP 10635-19 On-Call Communications and Public Outreach Services
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property of the City and will not be returned. Proposals may be withdrawn at any time prior to the published
close date, provided notification is received in writing to the below listed City agent(s). Proposals cannot be
withdrawn after the published close date.
Proposals must include all information requested and meet all specifications and requirements outlined in
this RFP. The following submittals must be part of your proposal; if any are not included, your proposal may
be judged as non-responsive. A committee will evaluate the submitted proposals. During the evaluation
process, the City reserves the right to request additional information or clarification from firms responding to
this RFP.
A complete response will include:
1) Cover letter stating:
a. Brief overview of firm
b. Reason for interest
c. List of services offered by firm, in accordance with the scope of work
d. Firm’s point-of-contact name, position and contact information
2) Project Understanding Explain your understanding of the project, components and challenges.
3) Project Approach Based on your understanding of the project, explain how your team will develop a
project-specific approach for on-call Task Orders, that will provide the best outcomes for the City, its
residents, businesses and visitors.
4) Qualifications and Experience – Summarize your firm’s qualifications, experience and industry
expertise in public involvement/public outreach. Highlight any experience with public agencies, Public
Works and construction projects.
5) Project Team Identify the individual you propose to assign as Lead Consultant and members of the
project team. Include resumes of key personnel with their respective qualifications and relevant
experiences (limit to no more than one page per person).
6) Organizational chart of firm.
7) References Include a list of references, with contact information, of least three (3) completed or
current, similar projects, within the last three (3) years. Municipal references are preferred. Include
Lead Consultant’s contact information for each listing. The City reserves the right to contact references
without prior notification.
8) Cost Proposal Provide a fee sheet (see Attachment A, Cost Proposal Form)
9) Public Involvement Describe your approach to public involvement/notification.
10) Examples of Work Please provide three (3) examples of printed outreach materials and three (3)
examples of electronic outreach materials, for a total of six (6) work samples. Work samples can be
shared electronically or in hard copy and do not count against page limit.
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Additional response requirements include the following:
11) Copies The City requires three (3) printed response copies. Printed response copies should be
submitted on unbound, double-sided pages, consisting of no more than ten (10) total pages, which is
equivalent to twenty (20) total pages of content, as one page is equivalent to one side of an 8.5” x 11”
(letter-size) sheet of paper. In keeping with the City’s environmental sustainability efforts, no bindings,
cover page or table of contents are required. Use of recycled content paper is preferred.
12) Business Name Proposals must be made in the official name of the firm or individual under which
business is conducted (showing official business address) and must be signed by a person duly
authorized to legally bind the person, partnership, company or corporation submitting the proposal. A
corporation must indicate place and date of incorporation.
13) Business License Provide a statement to the effect that you understand and agree to obtain a City of
Redmond business license as a requirement for performing these services. If your place of business is
not located within the City limits, but you or your agents will be physically coming into the City to
conduct business, call on clients, or provide services, you will need a Redmond business license. A
City business license application can be found at: http://www.redmond.gov/BusinessLicense.
14) Valid Time Period Provide a statement indicating the number of calendar days the proposal shall be
valid (the City’s minimum number of days is 60).
Selection and Award
All interested parties are requested to provide a response containing all required elements herein to the City by
the deadline given. A selection committee will review and evaluate all proposals, with the intention of selecting
a Consultant who provides a proposal that, in the opinion of the City, provides the best value (receives the
highest score, as determined by the evaluation criteria listed below). One or more firms may be selected to
enter into a contract with the City, as a result of this RFP process. If the selection committee so chooses,
respondents may be invited for an interview to supplement their submission.
Evaluation Criteria
Project Understanding and Approach – firm’s overall understanding of the project and
comprehensive approach to on-call Task Orders that will provide the best outcomes
for the City of Redmond.
Experience – firm’s experience with on-call contracts, public involvement/public
outreach, public meeting facilitation and content-driven presentations particularly for
municipalities, Public Works and construction projects.
Qualifications – firm’s background and team members’ qualifications working on
complex projects and providing public affairs support services to public agencies
similar in nature to City of Redmond.
Weight
20
20
20
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