On-Call Communications and Community Outreach Services
| Agency: | City of Redmond |
|---|---|
| State: | Washington |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD13733947591760441 |
| Posted Date: | Apr 12, 2024 |
| Due Date: | Apr 30, 2024 |
| Solicitation No: | RFP 10813-24 |
| Source: | Members Only |
| Bid Number: |
RFP 10813-24
|
| Bid Title: |
On-Call Communications and Community Outreach Services
|
| Category: | Bidding & Contracting Opportunities |
| Status: | Open |
|
|||||||||||||
Attachment Preview
City of Redmond, Washington
Purchasing Division, M/S: 3NFN
15670 NE 85th Street
PO Box 97010
Redmond, WA 98073-9710
RFP 10813-24
Request for Proposals
On-Call Communications and Community Outreach Services
The City is soliciting proposals from qualified firms to provide on-call communications and
community 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: April 12, 2024
Proposals Due: Tuesday, April 30, 2024 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).
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 and community 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 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
RFP 10813-24 – On-Call Communications and Community Outreach Services
Page 1 of 10
facilitate the assigned Task Order.
The scope of work includes the following:
On-call community 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 Community Outreach plans, strategies, standards, goals and
objectives for specific projects
• Manage and update Community 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 Community 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
RFP 10813-24 – On-Call Communications and Community Outreach Services
Page 2 of 10
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 12, 2024
April 30, 2024 at 2:00 PM (PST)
May 07, 2024
May 2024
May 2024
May 2024
June 2024
June 1, 2024 – May 1, 2026
Proposal Due Date/Time
2:00PM (PST) on Tuesday, April 30, 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
RFP 10813-24 – On-Call Communications and Community Outreach Services
Page 3 of 10
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/community 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)
RFP 10813-24 – On-Call Communications and Community Outreach Services
Page 4 of 10
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.
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). If the selection
committee so chooses, respondents may be invited for an interview to supplement their submission.
RFP 10813-24 – On-Call Communications and Community Outreach Services
Page 5 of 10
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation.
For more information, please visit the Publication URL Web page.
TRY FOR FREE
Not a USAOPPS Member Yet?
Get unlimited access to thousands of active local, state and federal government bids and awards in All 50 States.