On-Call Crisis Communication
| Agency: | City of Redmond |
|---|---|
| State: | Washington |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Apr 18, 2024 |
| Due Date: | May 10, 2024 |
| Solicitation No: | RFP 10816-24 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
RFP 10816-24
|
| Bid Title: |
On-Call Crisis Communication
|
| Category: | Bidding & Contracting Opportunities |
| Status: | Open |
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Attachment Preview
City of Redmond, Washington
Purchasing Division, M/S: 3NFN
15670 NE 85th Street
PO Box 97010
Redmond, WA 98073-9710
RFP 10816-24
Request for Proposals
On-Call Crisis Communications
The City is soliciting proposals from qualified agencies to develop a crisis communication plan
and provide on-call crisis communications services.
Posting Date: April 18, 2024
Proposals Due: May 10, 2024 at 10:00 AM (PST)
The City of Redmond, Washington (the “City”) requests interested parties to submit proposals for the above
referenced Request for Proposals (RFP).
Background
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 three urban growth centers in Downtown,
Overlake, and Marymoor, which are expected to grow significantly in the next 20 years. Today, the City has
about 77,000 residents and 99,000 jobs and by 2050, it is expected to have 152,000 residents and 131,000
jobs.
Scope of Work
Consultants will augment and support City communications in developing a crisis communication plan that
includes guidance on managing negative media, search engine optimization, and policies and procedures
during emergency events.
One or more firms may be selected to enter 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.
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The scope of work includes the following:
On-call Crisis Communications 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.
Crisis Management
• Attend in-person or online meetings with City staff
• Develop crisis communication plans, public outreach plans, strategies, standards, goals and
objectives for responding to crisis events.
• Develop plan to help the City prepare for a wide range of potential crises including extreme
weather, crime, cyber-attacks, malfeasance, reputation crises, and public relations incidents.
• Provide reporting on vulnerabilities assessment, crisis response, impact assessments, and
communications support.
• Manage and update public outreach plans as crisis event progresses.
• Collaborate and develop outreach strategies
II. Communications
• Develop print and electronic content for project collaterals, including flyers, newsletters, post
cards, door hangers, Enewsletters, emails, bulletins, and other print and online/social media
• Draft letters, media statements, press releases, and email messages to community members,
organizations, business owners, property owners, tenants, property managers and other
targeted audiences
• Draft talking points, speeches, and social media messaging for electeds, City leadership, and
city staff
• Conduct phone conversations, polls and questionnaires regarding the City’s projects to
gauge levels of interest and guide outreach strategies
• Communications may be requested in multiple languages
• Take photos and videos to incorporate in outreach crisis communications
III. Media Monitoring
• Monitor online and social media messaging for emerging issues and provide an overview of
community and stakeholder sentiment
• Augment City online and social media messaging to mitigate escalation
• Containment and improvement of online reputation
• Graphic designs for outreach collateral and support materials that incorporate and support
City graphic standards
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
RFP 10816-24 – On-Call Crisis Communications
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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
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 Selected
Contract Negotiation
City Council Approval (if required)
Main Task Order Timeframe
Date
April 18, 2024
May 10, 2024 at 10:00 AM (PST)
May 2024
May 2024
Late May 2024
May/June 2024
June 2024
July 1, 2024 – June 30, 2026
Proposal Due Date/Time
10:00AM (PST) on Friday, May 10, 2024. The City must receive proposals no later than said date and
time.
Proposal Submittal Procedures
City of Redmond now utilizes Docusign for the electronic submittal of bids and proposals. This service is
free of charge for bidders and does not require that a bidder have a DocuSign account to complete the
signature process. Please refer to the instructions shared in the online posting for this RFP on
www.redmond.gov/bids for step-by-step instructions for submitting a proposal.
The City of Redmond must receive electronically submitted proposals no later than said date and time.
Responses 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.
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 property of the City and will not be returned. Proposals may be withdrawn at
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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 crisis recovery 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 and crisis communication. 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)
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examples of electronic outreach materials, for a total of six (6) work samples. Work samples should
be shared electronically.
11) 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.
12) 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.
13) 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). 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 crisis communication 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
in response to crisis events
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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