Research and Community Involvement for 2020 Public Safety Ballot Measure

Agency: City of Redmond
State: Washington
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541690 - Other Scientific and Technical Consulting Services
  • 541910 - Marketing Research and Public Opinion Polling
  • 541990 - All Other Professional, Scientific, and Technical Services
Posted Date: Apr 3, 2019
Due Date: Apr 15, 2019
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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RFP 10634-19: Research and Community Involvement for 2020 Public Safety Ballot Measure

The City is soliciting proposals from qualified firms to provide research, strategy and outreach services to assist with information gathering and community outreach efforts for a potential 2020 ballot measure to adequately fund the City's public safety system. The selected Consultant will augment and assist City staff with planning, analysis, engagement, education and communication efforts.



RFP 10634-19
Attachment A, Consulting Services Agreement (boilerplate)
Questions and Answers 4-3-19



Contact: Debbie Keranova, Sr. Purchasing Agent
Phone: 425-556-2159
Proposal Due Date: April 15, 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 10634-19
Request for Proposals
Research and Community Involvement for 2020 Public Safety Ballot Measure
The City is soliciting proposals from qualified firms to provide research, strategy and outreach
services to assist with information gathering and community outreach efforts for a potential 2020
ballot measure to adequately fund the City’s public safety system. The selected Consultant will
augment and assist City staff with planning, analysis, engagement, education and communications
efforts.
Posting Date: March 18, 2019
Proposals Due: April 15, 2019 at 2:00PM (PST)
The City of Redmond, WA (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.
Background
In 2007, the City of Redmond voters approved 35 cents per $1,000 of assessed valuation property tax levy lid
lift to support public safety needs. The approved ballot measure included funding for eighteen firefighters to
support an additional aid car and staffing for a new fire station. In addition, seventeen police personnel were
funded through the levy including a regular police presence in the public schools. At the same time voters
approved a property tax levy lid lift to fund additional parks maintenance, teen center operations, after school
programs and improved stewardship of natural areas.
The City is seeking to refresh the public safety portion of the property tax levy lid lift and/or explore
opportunities to fund its public safety system in a different way.
RFP 10634-19 Research and Community Involvement for 2020 Public Safety Ballot Measure
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Scope of Work
The City is seeking proposals from qualified consultants to research and develop strategic recommendations in
advance of a potential ballot initiative to establish funding mechanisms for Redmond’s public safety system.
The successful Consultant will augment and assist City staff with planning, analysis, engagement, education
and communications efforts. The project may require the Consultant to accommodate policy issues in a
sensitive, constructive and transparent manner.
The scope of work includes the following:
Services will include the topics listed below.
Research and environmental scan of similar public safety ballot measures in the Puget Sound region,
documenting positive and negative results and the reasons behind voter attitudes.
Recommend best funding mechanisms for a public safety system (e.g. property tax levy lid lift).
Communication and engagement around the benefits of a well-funded public safety system, including
but not limited to, focus groups, polling, direct mail, web outreach and social media and the legalities
of what a City can communicate.
Creation and management of media efforts, messaging, material development, tools and approaches
for citizen involvement.
Education on public safety services for a diverse and multi-lingual population.
Presentation and facilitation of findings to diverse audiences, such as community groups, City Council,
Mayor, City staff, Chamber of Commerce and employee unions.
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.
Term
The City intends to enter into a two-year agreement, 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 Council. 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 and Short-List Selection
Interviews (optional at City discretion)
Consultant Selected and Contract Developed
City Council Approval (if required)
Contract Award
Date
March 18, 2019
By April 15, 2019 at 2:00PM (PST)
By May 3, 2019
May 2019
May 2019
By June 2019
By July 2019
RFP 10634-19 Research and Community Involvement for 2020 Public Safety Ballot Measure
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Proposal Due Date/Time
2:00PM (local time) on Monday, April 15, 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
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
RFP 10634-19 Research and Community Involvement for 2020 Public Safety Ballot Measure
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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 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 providing the types of services identified in the scope of work. 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).
5) Organizational chart of firm.
6) References – Include a list of references, with contact information, of least three (3) completed or
current, similar projects, within the last three (3) years. Include Lead Consultant’s contact information
for each listing. The City reserves the right to contact references without prior notification.
7) Cost – Provide a price estimate for the items identified in the scope of work. Price estimate may
include number of billable hours, hourly rate of all named team members, associated fees and total
cost. Any expenses that are to be included as part of your proposal must be listed as separate line
items and must include both the total anticipated expenses to be claimed and nature of the expenses
(such as: office supplies, lodging, meals, etc.).
8) Proposed Work Plan – Include a proposed work schedule correlated to the major tasks listed in the
scope of work (to be finalized with the selected Consultant during contract development).
9) Public Involvement – Describe your approach to public involvement and information gathering.
10) Example of Work – Provide a copy of a recently produced product that is relevant to this project. Work
sample can be shared electronically or in hard copy.
Additional response requirements include the following:
11) Copies – The City requires four (4) 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
RFP 10634-19 Research and Community Involvement for 2020 Public Safety Ballot Measure
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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 submittal 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 that will provide the best outcomes for
the City of Redmond.
Qualifications – firm’s background and team members’ experience providing
public affairs support services to public agencies similar in nature to City of
Redmond.
Experience – firm’s experience in leading communications and engagement
efforts including messaging, material development, tools and approaches to
citizen engagement including all media materials, such as direct mail and
web and social media outreach for a diverse population.
Proposed Fees/Cost – firm’s price to engage with the City in research and
community involvement efforts.
TOTAL
Weight
30
30
30
10
100 pts
During evaluation, the City may also consider the following:
Quality of previous performance
Ability to meet contract deadlines
History of errors and omissions via reference checks
Staff availability for the project
RFP 10634-19 Research and Community Involvement for 2020 Public Safety Ballot Measure
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