REQUEST FOR PROPOSALS PUBLIC RELATIONS/COMMUNICATIONS SERVICES MAY 2018 FACILITIES BOND

Transcription

1 REQUEST FOR PROPOSALS PUBLIC RELATIONS/COMMUNICATIONS SERVICES MAY 2018 FACILITIES BOND Submission Deadline: November 29, :00 p.m., PST Proposals must be received in the District Office by 2:00 p.m., PST on Wednesday, November 29, 2017 for consideration. Three (3) hard copies and one (1) electronic copy of the proposal are required. In addition, selected applicants must be available to make a presentation on their proposal the week of December 4-8, Please direct proposals to: Jennifer Schroeder Assistant to the Director of Finance and Operations Corvallis School District 1555 SW 35 th Street Corvallis, OR jennifer.schroeder@corvallis.k12.or.us Corvallis School District 1555 SW 35th Street PO Box 3509J Corvallis, Oregon

2 INTRODUCTION The Corvallis School District (the District ) is interested in improving the District s communication systems and outreach to the community, parents and families, staff and other key stakeholders about the District s long range facility master plan and upcoming facilities bond measure. The District is seeking qualified individuals or firms to submit a proposal to assist the district with public relations and communications activities related to the upcoming facilities bond measure for the District. BACKGROUND The Corvallis School District serves the city and surrounding area of Corvallis, Oregon. The district provides a full range of educational services to more than 6,800 students in grades kindergarten through twelve. District facilities include seven elementary schools, two middle schools, two high schools, one kindergarten through eighth grade school, an alternative education center, plus administrative and support services buildings. After a multi-year facilities study, the District s superintendent is expected to present a long range facilities master plan to the District s board of directors for a first reading in December Final adoption is scheduled for January 2018 in conjunction with a resolution calling for a measure election for the purpose of submitting to the voters of the District the question of issuing general obligation bonds to finance capital improvement projects identified in the plan. SCOPE OF WORK Proposers must be qualified and prepared to provide services to the District in the following areas (all of which constitute the Project ): Development and Implementation of a Bond Engagement and Outreach Plan Work with district employees to develop a five-month bond engagement and outreach plan including a comprehensive budget for collateral and outreach activities. Demographic Profile of Corvallis School District Voters for May 2018 election Provide the District with a demographic profile of expected voters in the District for a May 2018 election. Communications and Messaging Consultancy Work with the District to develop and implement branding and messaging that will be used throughout the public education effort. This will include messaging and talking points documents. Corvallis School District RFP for Public Relations/Communication Services Page 2 of 9

3 Communications and Collateral Development with District Staff Serve as a consultant to District staff in the development and dissemination plan for all bond related materials created and distributed by the district. Collateral to be created may include: o Bond branding including logo, tagline, fonts and colors o General Informational Flyers o School Specific Informational Pieces o Digital Media Products (videos, static ads, etc.) o Outdoor Advertising General Public Affairs Strategic Advice in regards to bond outreach, messaging and final recommendation to voters Be available for general consultation in regards to all bond related plans and outreach. Alignment with Community Efforts Serve as a liaison between the district and any community led efforts that may occur in support of the bond measure. MINIMUM REQUIREMENTS Proposers who respond to this Request for Proposal ("RFP") must meet the following minimum requirements: Credentials should include communications, journalism, public relations or equivalent such as significant experience working in public relations, marketing and/or communications. No substantive conflict of interest in representing the District. Available for evening events and some weekends. Technical expertise, which might include familiarity with communications software, applications, and design; web site design and social media integration; digital photography; Adobe Creative or the equivalent. SCHEDULE OF EVENTS Issue RFP October 31, 2017 Questions and RFP Protests Due November 16, 2017 / 5:00 p.m. Last Addenda Issued (if any) November 22, 2017 / 5:00 p.m. Proposals Due November 29, 2017 / 2:00 p.m. Interviews with Selection Committee (if necessary) December 4-8, 2017 Notice of Intent to Award December 14, 2017 Commencement of Services on or after January 11, 2018 Corvallis School District RFP for Public Relations/Communication Services Page 3 of 9

4 PROPOSAL FORM AND CONTENT Each proposer s submission in response to this RFP must include the following information: The proposer s complete name, mailing address, physical address, address, and telephone number. A detailed statement of understanding of the services to be provided. The names, titles, and qualifications of the specific individuals (key persons) proposer intends to assign to the work, together with the roles each will play and their qualifications to do the work. A description of the proposer s demonstrated experience and expertise of the proposed team with public relations/communication services. Five references whom the District can contact to discuss the proposer s qualifications. Total estimated cost to perform all project work for the District in accordance with the requirements as specified in this RFP. Proposers may add content in areas where the proposer feels it can offer value to the District in an area that is not specifically requested. Each proposal must be signed by the proposer (if the proposer is an individual), by an authorized representative of the proposer (if the proposer is a business entity), or by a representative of each partner or joint venture member, if the proposer is a partnership or joint venture, and must include a copy of a signed original of Attachment A, in which the proposer certifies that it meets all minimum requirements of this RFP, that the proposer has not colluded with any other proposer in the preparation of its proposal, and that the proposer agrees to be bound by the terms and pricing of its proposal, including all attachments. PROPOSAL SUBMISSION Submit one original (marked as such), three copies, and one PDF copy on a USB flash drive by the proposal due date and time listed in this document to: Jennifer Schroeder Assistant to the Director of Finance and Operations Corvallis School District 1555 SW 35 th Street PO Box 3509J Corvallis, OR Corvallis, OR (in person) (by mail) Corvallis School District RFP for Public Relations/Communication Services Page 4 of 9

5 Proposals must include a completed and executed Proposal Certifications (Attachment A of this RFP) as the first page of the original submission and each copy. Proposals must be submitted in a sealed envelope that is plainly marked RFP for Public Relations/Communication Services Corvallis School District and bears the proposer s name, address, telephone number, and address. The District may reject any submittal not in compliance with all prescribed public bidding procedures and requirements, and may cancel this solicitation or reject for good cause, all responses upon finding by the District that it is in the public interest to do so. Responses received after the closing date and time will not be considered. SELECTION PROCESS This RFP and the selection process will be conducted pursuant to the terms of this RFP and the Oregon Attorney General's Model Rules for Consultant Selection, Division 48 of OAR Chapter 137. EVALUATION OF PROPOSALS A selection committee will evaluate each proposal to determine the one that is most advantageous to the District based on the evaluation criteria outlined in this RFP. Proposals submitted that do not meet minimum requirements will not be rated. Proposers may be invited to an interview with the District s selection committee. All proposals from qualified individuals or agencies that provide the minimum required qualifications will be evaluated on the following criteria: Criteria Points Approach and understanding of the Project 15 Experience and expertise of key personnel, quality of service and performance record 25 Compensation (fees charged and cost effectives of the services) 20 Interview and presentation (if necessary) 20 References 20 Total 100 The selection committee will add together the points that each committee member assigns and divide the total points by the total number of selection committee members to compute average score for the evaluation questions. The award of this solicitation will be made by the District based on the proposal which, in the selection committee s sole and absolute judgment, will best serve the interests and needs of the District. The selection committee may request additional clarification from a proposer on any portion of a proposal. Proposer may not submit new information or documentation, however, and a proposer may not use a clarification to rehabilitate a non-responsive Corvallis School District RFP for Public Relations/Communication Services Page 5 of 9

6 proposal. A proposer s failure to provide clarification may result in a lower score for the proposal. RESPONSIBILITY EVALUATION The District will investigate a proposer s responsibility and will consider information obtained from any source as part of its evaluation, at any time prior to execution of the contract. Submission of a signed proposal constitutes the proposer s approval for the District to obtain any information the District deems necessary to conduct the evaluation including, but not limited to, information discovered during reference checks. The District may postpone the award or execution of the contract after the announcement of the Apparent Successful Proposer in order to complete the District investigation. TERMS AND CONDITIONS The District expects to enter into a contract with the Apparent Successful Proposer for public relations/communication services; however, the District does not guarantee that it will award any contract pursuant to this RFP. The expected contract term is January May This RFP provides instructions for the preparation of a proposal that will address all RFP requirements. This RFP is not an offer to contract. Only the execution of a written contract will obligate the District, in accordance with the terms contained in the contract. QUESTIONS All questions and contacts with the District regarding any information in this RFP must be addressed in written form via to Jennifer Schroeder, Assistant to the Director of Finance and Operations, at jennifer.schroeder@corvallis.k12.or.us. SOLICITATION PROTESTS Respondents may submit a written request for clarification or change or protest of particular solicitation provisions and specifications and contract terms and conditions (including comments on any specifications that a firm believes limits competition). Such requests or protests must state the reasons for the request or protest and any proposed changes to the solicitation provisions and specifications and contract terms and conditions., and must be received by the date and time indicated in the schedule of events. CHANGES OR MODIFICATIONS The District reserves the right to amend this RFP in any manner prior to award of a contract. Any change or modification to the specifications or the procurement process will be in the form of an addendum to the RFP and will be made available to all firms via . No information received in any manner different than as described herein will serve to change the RFP in any way, regardless of the source of the information. Any request for clarification or change or protest of anything contained in an addendum must be received by the date and time stated in the addendum, or they will not be considered. Corvallis School District RFP for Public Relations/Communication Services Page 6 of 9

7 SELECTION PROTESTS Any respondent to this RFP who claims to have been adversely affected or aggrieved by the selection of a competing respondent may submit a written protest of the selection within seven days after notification of that selection to: Olivia Meyers Buch Director of Finance and Operations Corvallis School District 1555 SW 35 th Street PO Box 3509J Corvallis, OR Corvallis, OR (in person) (by mail) olivia.meyersbuch@corvallis.k12.or.us Any such protests must be received no later than seven days after the notification of selection has been made in order to be considered. The selection decision notification will be made via . PROPRIETARY INFORMATION The District will retain this RFP and one copy of each original response received, together with copies of all documents pertaining to the award of a contract. These documents will be made part of a file or record, which will be open to public inspection after responder selection and award is announced. If a response contains any information that is considered a trade secret under ORS (2), mark each sheet with the following legend: This data constitutes a trade secret under ORS (2), and must not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192. The Oregon Public Records Law exempts from disclosure only bone fide trade secrets, and the exception from disclosure applies only unless the public interest requires disclosure in the particular instance. Therefore, non-disclosure of documents or any portion of a document submitted as part of a response may depend upon official or judicial determination made pursuant to the Public Records Law. In order to facilitate public inspection of the non-confidential portion of the response, material designated as confidential must accompany the response, but must be readily separable from it. Prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment will be publicly available regardless of any designation to the contrary. Any response marked as a trade secret in its entirety will be considered non-responsive and will be rejected. CERTIFICATION OF COMPLIANCE OF WITH TAX LAWS By submission of your proposal, the signatory (a duly authorized representative of the submitting firm) must certify that the firm is not, to the best of their knowledge, in violation of any Oregon tax law. For purpose of this certification, Oregon Tax Laws means Corvallis School District RFP for Public Relations/Communication Services Page 7 of 9

8 a state tax imposed by ORS to and to , ORS Chapters 118, 314, 316, 317, 318, 321 and 323; the elderly rental assistance program under ORS to ; and local taxes administered by the Oregon Department of Revenue under ORS INSURANCE PROVISIONS During the term of the resulting contract, the successful proposer will be required to maintain in full force, at its own expense, from insurance companies authorized to transact business of insurance in the state of Oregon, each insurance coverage/policy as set forth in public relations/communication services agreement. ESB/MBE/WBE The District is committed to increasing opportunities for Emerging Small Businesses and Minority and Women Owned Businesses, and the District strongly encourages its consultants to utilize these businesses in providing services and materials for the District contracts and projects. ADDITIONAL REQUIREMENTS Pursuant to OAR , by submitting a proposal, the proposer certifies that the proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining any required subcontracts. Pursuant to OAR , proposers are hereby notified that policies applicable to consultants and contractors have been adopted that prohibit sexual harassment and that proposers and their employees are required to adhere to the District s policy prohibiting sexual harassment in their interactions. ATTACHMENTS Attachment A Proposer Certifications (REQUIRED) END OF RFP Corvallis School District RFP for Public Relations/Communication Services Page 8 of 9

9 ATTACHMENT A PROPOSER CERTIFICATIONS Each proposal must include a copy of a signed original of this attachment that has been signed by an authorized representative of proposer. Proposals that do not include a scanned signed copy of this attachment will be rejected as nonresponsive. Proposer represents that each of the following statements is accurate at the time the proposer submits its proposal. Proposer warrants that each of the following statements will remain accurate for a period of 120 days following submission of proposer s proposal and, if proposer s proposal is accepted, each statement will remain accurate throughout the term of any contract between proposer and the District for real estate services. The key persons named in proposer s proposal are qualified to perform the work described in this RFP and in the proposal, and proposer will assign these key persons to perform the work if the District awards a contract to proposer for these services. Proposer has not colluded or consulted with any other proposer or potential proposer in the preparation and submission of this proposal. Proposer agrees to be bound by the terms and pricing of its proposal, including all attachments to it. The person signing this certification is authorized by proposer to act on behalf of and to make the representations in this certification on behalf of the proposer. Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation or national origin, nor has proposer or will proposer discriminate against a subcontractor in awarding a subcontract because the subcontractor is a minority, women or emerging small business enterprise certified under ORS Proposer has read and understands all instructions, specifications, and terms and conditions contained in the RFP and any addenda to it, and the District is not liable for any claims or subject to any defenses asserted by proposer based upon, resulting from, or related to, proposer's failure to comprehend all requirements of the RFP. If the District awards a contract to proposer for public relations/communication services, proposer will diligently perform the contract according to its terms. Each of the foregoing representations is accurate and is incorporated into any contract between the District and the proposer for the delivery of the real estate services. Proposer Name: By: Title: Date: Corvallis School District RFP for Public Relations/Communication Services Page 9 of 9