RFP- Marketing and Social Media Management for the Rochester Public Market

Agency: City of Rochester
State: New York
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541613 - Marketing Consulting Services
Posted Date: Feb 20, 2024
Due Date: Mar 14, 2024
Bid Source: Please Login to View Page
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RFP- Marketing and Social Media Management for the Rochester Public Market

The City of Rochester is seeking proposals from consultants to provide assistance with creating and managing marketing and social media content for programs and events at the Rochester Public Market.
The Rochester Public Market, located at 280 North Union Street, is open Tuesday, Thursday, and Saturday year-round as well as up to 60 additional dates annually for Market related events. Over 3,000,000 customers and guests visit the Market each year. The Market has an extensive web presence as well as Facebook, Instagram and Twitter accounts. The market also issues numerous press releases and media advisories. The person (or persons) selected will be responsible for creating and managing the marketing and social media content for the Public Market with assistance from the City’s Graphic Design and Communications staff and Market personnel. The time commitment for these duties is varied dependent on the season and activities at the facility with an estimate of 5 – 10 hours per week.

Click here to view the RFP >>

Communications

All communications by parties who have indicated an intent to submit or have submitted a RFP in response to this RFP, including any questions or requests for clarifications, submission of the RFP, requests for status updates about the RFP selection process and any other inquiries whatsoever concerning this RFP shall be sent via email to the following City staff person:

James Farr, Director of Markets
City of Rochester Department of Recreation and Youth Services
James.Farr@CityofRochester.gov

No contact is permitted with any other City staff member with regard to this RFP during the RFP process unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.
To ensure that all Respondents have a clear understanding of the scope and requirements of this RFP, the city will respond to all timely questions submitted via e-mail to the City Contact by the question deadline stated above. Questions and the responding answers will be sent via e-mail to all Respondents who have provided an e-mail address to the City Contact and will be posted on the City’s web page for this RFP. The City’s failure to timely respond or provide responses to any questions shall not delay or invalidate the City’s right to make a decision to award an agreement pursuant to this RFP.
The city will make every reasonable effort to keep Respondents informed about the RFP process. Notifications about timeline date changes, amendments to the RFP and other information about the RFP will be sent by e-mail to Respondents who have provided an e-mail address to the City Contact and will be posted on the City’s website for this RFP. The City’s failure to provide such information shall not delay or invalidate the City’s right to make a decision to award an agreement pursuant to this RFP.

Timeline

Activity Time Date
RFP Release 9:00 AM February 20, 2024
Deadline for questions 12:00 PM February 26, 2024
Response for questions submitted. 5:00 PM March 4, 2024
Proposals due 12:00 PM March 14, 2024
Consultant Selection Notification 9:00 AM March 20, 2024
Agreement Start Date 9:00 AM April 2024, anticipated


The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon written notification as set forth herein.



Attachment Preview

CITY OF ROCHESTER
Request for Proposals
Marketing and Social Media
Management for the Rochester Public Market
Issued February 15, 2024
By:
City of Rochester
Department of Recreation and Human Services
Public Market Operations
57 St. Paul St.
Rochester, NY 14604
Submission Due Date:
No submissions will be accepted after March 14,
2024, 12:00 p.m. (noon), No exceptions.
Submissions: Email (preferred): farrj@cityofrochester.gov
Mail:
Attention Jim Farr
Department of Recreation and Human Services,
City of Rochester
57 St. Paul St., Rochester, NY, 14604
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REQUEST FOR PROPSALS
The City of Rochester is seeking proposals from Consultants to provide assistance with creating and managing
marketing and social media content for programs and events at the Rochester Public Market.
The Rochester Public Market, located at 280 North Union Street, is open Tuesday, Thursday, and Saturday year-
round as well as up to 60 additional dates annually for Market related events. Over 3,000,000 customers and
guests visit the Market each year.
The Market has an extensive web presence as well as Facebook, Instagram and Twitter accounts. The market
also issues numerous press releases and media advisories. The person (or persons) selected will be responsible
for creating and managing the marketing and social media content for the Public Market with assistance from
the City’s Graphic Design and Communications staff and Market personnel. The time commitment for these
duties is varied dependent on the season and activities at the facility with an estimate of 5 – 10 hours per week.
Activity
RFP Release
Deadline for questions
Response for questions submitted
Proposals due
Consultant Selection Notification
Agreement Start Date
TIMELINE
Time
Date
February 15, 2024
12:00 PM
February 26, 2024
5:00 PM
March 4, 2024
12:00 PM
March 14, 2024
9:00 AM
March 20, 2024
April 2024, anticipated
The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon written
notification as set forth herein.
COMMUNICATIONS
All communications by parties who have indicated an intent to submit or have submitted a RFP in response to
this RFP (“Respondents”), including any questions or requests for clarifications, submission of the RFP, requests
for status updates about the RFP selection process and any other inquiries whatsoever concerning this RFP
shall be sent via email to the following City staff person (“City Contact”):
James Farr, Director of Markets
City of Rochester Department of Recreation and Youth Services
James.Farr@CityofRochester.gov
No contact is permitted with any other City staff member with regard to this RFP during the RFP process unless
specifically authorized in writing. Prohibited contact may be grounds for disqualification.
To ensure that all Respondents have a clear understanding of the scope and requirements of this RFP, the City
will respond to all timely questions submitted via e-mail to the City Contact by the question deadline stated above.
Questions and the responding answers will be sent via e-mail to all Respondents who have provided an e-mail
address to the City Contact and will be posted on the City’s web page for this RFP. The City’s failure to timely
respond or provide responses to any questions shall not delay or invalidate the City’s right to make a decision to
award an agreement pursuant to this RFP.
The City will make every reasonable effort to keep Respondents informed about the RFP process. Notifications
about timeline date changes, amendments to the RFP and other information about the RFP will be sent by e-
mail to Respondents who have provided an e-mail address to the City Contact and will be posted on the City’s
website for this RFP. The City’s failure to provide such information shall not delay or invalidate the City’s right
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to make a decision to award an agreement pursuant to this RFP.
SCOPE OF SERVICES
The City is seeking the services of a Consultant to perform the following services to implement the Project.
Respondent’s response shall address each of the following services.
The Responders (s) will be responsible for creating and managing marketing and social media content
with assistance from the City’s Graphic Design and Communications staff and Market personnel for the
Rochester Public Market.
:
A. In order to be qualified Respondent (s) must;
1. Demonstrate prior experience and qualifications within the category, specifically showing
experience in creating and managing marketing and social media for a large organization with a
diverse audience and varied programs.
2. Submit references who can address the Proposer(s) work for previous clients receiving similar
services
RESPONSE PREPARATION AND SUBMISSION PROCESS
Responses are due to the City no later than March 14, 2024 at 12:00 p.m. and must be submitted digitally to:
James Farr, Director of Markets
City of Rochester Department of Recreation and Youth Services
James.Farr@CityofRochester.gov
Each RESPONSE shall be signed by an individual authorized to enter into and execute contracts on the
Respondent’s behalf. Unless otherwise specified in its RESPONSE, Respondent represents that it is capable
of meeting or exceeding all requirements specified in this RFP.
Submission of a RESPONSE shall be deemed authorization for the City to contact Respondent’s references.
Evaluation of RESPONSEs will be conducted by the City based on information provided in the Respondent’s
proposal and on such other available information that the City determines to be relevant. The evaluation of
RESPONSEs may include an on-site assessment, meetings with authorized personnel, and may involve the use
of a third-party consultant.
The Respondent selected by the City will be required to enter into a Professional Services Agreement (PSA)
with the City (see Attachment A, the City’s standard PSA form).
Respondents shall provide sufficient information in their written RESPONSEs to enable the City review team to
make a recommendation to the Mayor. The City reserves the right to invite any or all Respondents to an interview
to discuss their RESPONE. Any expenses resulting from such an interview will be the sole responsibility of
the Respondent. The City is under no obligation to select any of the responding Respondents or to conduct the
Project described herein. The City may amend or withdraw the RFP at any time, within its sole discretion. The
City shall have no liability for any costs incurred in preparing a RESPONSE or responding to the City’s requests
with respect to the RFP.
CONTENT
The RESPONSE should include the following information in the order specified:
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A. Respondent’s Qualifications: Information about the Respondent and its qualifications for this Project.
Include information about prior engagements similar to that being solicited herein by the City.
Documented evidence of the Respondent’s capacity to perform the work, including references, contact
names, and phone numbers.
B. Project personnel: The name and resume of the Respondent’s lead person for the Project. Names,
resumes, and roles of all staff who will be involved in the Project and hourly reimbursement rates
proposed.
C. Rochester presence: Information about Respondent’s presence in the City of Rochester.
D. MWBE: Statement as to whether or not the Respondent is a bona fide MWBE firm, will use bona fide
MWBE subcontractors and the percentage of the workforce utilized to perform the work of this contract
who will be either Minority (M) or Women (W), including both the Consultant’s workforce and that of any
subcontractors who will be utilized.
EVALUATION CRITERIA
The following is a summary of the RESPONSE evaluation criteria. It is within the City’s sole discretion to
determine the value assigned to each of these criteria.
Experience: The Respondent’s relevant experience, which demonstrates ability to provide the services.
Include any additional information or documentation showing experience in managing and operating a
large volume of transactions at ATM terminals.
Reimbursement Rate: Hourly rate for services.
References: Evaluation of the Respondent’s work for previous clients receiving similar services to those
proposed in this RFP.
Commitment of key principals to the Project: Demonstration of availability of senior-level staff or
associates to be assigned to this Project to ensure depth, accountability, and diversity of perspective.
MWBE and Workforce Goals: The City of Rochester desires to encourage minority and women owned
(MWBE) businesses to participate in opportunities to enter into PSAs with the City and to encourage
minorities and women in the workforce. Pursuant to Ordinance No. 2018-54, the City has a goal that 30%
of the aggregate annual contract awards for professional service contracts over $10,000 be awarded to
minorities (M) (15%) and women (W) (15%). The City has also established minority workforce goals of
20% M and 6.9% W for professional services consulting contracts. For more information, please see
http://www.cityofrochester.gov/mwbe.
Respondents shall be awarded MWBE bonus weighting as follows:
1. The City will give preference to Consultants who are New York State certified MWBEs.
Consultants who meet this requirement shall receive an additional weighting of 10%.
2. City of Rochester location preference: The City favors contracting with firms located in the City
of Rochester and a preference will be given to Consultants located in the City, through an
additional weighting of 10%. Non-local firms may wish to consider partnerships or other
collaborative arrangements with local firms as a strategy to address this criterion.
Other Criteria: Other criteria may be considered and evaluated by the City if it is determined to be in the best
interest of the City and the success of the Project to do so.
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The selection of a Consultant is within the City’s sole discretion and no reasons for rejection or acceptance of a
RESPONSE are required to be given. Although costs are an important consideration, the decision will be based
on proposals and compliance with the requirements of this RFP and not solely on cost. The City reserves the
right to reject any or all RESPONSEs or to accept a RESPONSE that does not conform to the terms set forth
herein. The City further reserves the right to waive or modify minor irregularities in the RFPs and negotiate with
Consultants to serve the City’s best interest.
MISCELLANEOUS
The City reserves the right to amend or withdraw this RFP in the City’s sole discretion, including any timeframes
herein, upon notification of all Respondents as set forth above, and in such case, the City shall have no liability
for any costs incurred by any Respondent.
The City may request additional information from any Respondent to assist the City in making its evaluation.
The RFP and all materials submitted with the RESPONSE shall become property of the City and will be subject
to NYS Freedom of Information Law. If any proprietary information is submitted with the RFP, it must be clearly
identified and a request to keep such information confidential must be submitted.
Submission of a RESPONSE shall constitute a binding offer by Respondent to provide the services at the prices
described therein until such time as the parties enter into a PSA.
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