Loading...
HomeMy WebLinkAbout07-17-2018 Item 9 RFP for Community Outreach and Communications Support Meeting Date: 7/17/2018 FROM: Greg Hermann, Interim Deputy City Manager Prepared By: Ryan Betz, Interim Assistant to the City Manager SUBJECT: REQUEST FOR PROPOSALS FOR COMMUNITY OUTREACH AND COMMUNICATIONS SUPPORT SERVICES, SPECIFICATION NO. 91677 RECOMMENDATION 1. Authorize the issuance of a Request for Proposals (RFP) for contract services for community outreach and communications support services; and 2. Authorize the City Manager to award the contract if proposals are within the project budget of $120,000. DISCUSSION Background In an effort to enhance the City’s communications provided to the public, the City Council approved the use of contract services for community outreach and communications support services in 2016. The goal of the City’s communications is to ensure mutually beneficial, two- way communication with external audiences (such as residents and property owners, non-profit service providers, business owners and operators, business community representatives, and other governmental agencies) and internal audiences about City issues and services. Since the beginning of the contract, the City has increased pro-active communication, enhanced transparency and provided important information to the community about key projects and initiatives for the City. Specifically, the contract has resulted in: 1. Over 130 press releases sent to the media 2. Over 300 media stories resulting from information provided by the City 3. Development of over 75 communications products including communications plans, infographics, videos, etc. 4. Support of over 200 communication projects for City departments 5. A 300% increase in public participation in the biennial budget planning process 6. A 196% increase in Facebook followers 7. 14,400 video views across social media channels 8. Creation of an annual City-wide communication training program On average, the City provided one or more weekly communications to residents and local media outlets. The services provided to the City through the contract are available to all departments and t he selected consultant will continue to work through a single point of contact in the City Administration Department. That individual will manage timelines and deliverables for individual tasks. PACKET PAGE 267 9 Scope of Work The expected scope of work is provided in the RFP (Attachment A) and outlined below, although the final scope of work may be “fine-tuned” with the selected consultant as a part of the contract negotiations. 1. Planning: a. Prepare a 12-month work plan describing implementation, deliverables and timing. For the purpose of budgeting, consultants can assume City staff have gained consensus on an overall goal for the communication program. Review and propose needed modifications to existing policies, procedures and guidelines (such as the 2003 Press Policy & Public Information Manual and the 2015 Public Engagement and Noticing Manual). 2. Content Creation and Community/Media Outreach: a. Create content for public information as needed for City issues, events, projects and services including writing press releases, articles, website content, fact sheets and other informational materials. b. Create content for and manage the City’s main social media channels. c. Assist with scheduling of, and participation in, community and media outreach. d. Identify and develop various outreach methods to enhance community engagement and education of external and internal audiences. 3. Communication and Media Outreach Training: a. Provide training for City employees on communication and media outreach skills including: i. Effective message delivery (how to avoid jargon, using simple messages, etc.) ii. Spokesperson training (on camera practice of message delivery for at least eight employees) iii. Writing effective public information (focus on clear, concise, active writing style) iv. Provide training for City employees on effective community outreach and engagement including workshop design, facilitation skills and other best practices. 4. Strategic Counsel: a. Provide ongoing strategic counsel to city staff, as needed, on issues, programs and plan implementation. 5. Emergency Communications: a. As needed, assist with emergency communication services, including serving as support in the City’s Emergency Operations Center during an emergency incident. PACKET PAGE 268 9 6. Other Services a. Other services may include professional photography, videography and graphic design ENVIRONMENTAL REVIEW There is no environmental review required for this action as it is not a project as defined under the California Environmental Quality Act (CEQA). FISCAL IMPACT A budget of $120,000 has been approved for communication support services as part of the 2017-19 Financial Plan and 2018-19 Budget Supplement. The City has set aside staff hours within the City Administration Department, led by the Assistant to the City Manager, to oversee this RFP and manage the selected consultant. ALTERNATIVES The City Council may: 1. Modify the request to issue an RFP for community outreach and communications support services. Specific modifications should be identified. 2. Deny the request to issue an RFP for community outreach and communications support services and provide alternative direction to staff on how to accomplish the objective of the contract services. Attachments: a - RFP for Communications Consultant PACKET PAGE 269 9 Page 1 Notice Requesting Proposals for COMMUNITY OUTREACH AND COMMUNICATIONS SUPPORT SERVICES SPECIFICATION NO. 91677 The City of San Luis Obispo is requesting proposals from qualified vendors to furnish Community Outreach and Communications Support Services pursuant to Specification No. 91677. All proposers must register with BidSync at www.BidSync.com, where proposers can obtain RFP packages and submit questions regarding the RFP. All firms interested in receiving further correspondence regarding this Request for Proposals (RFP) will be required to complete a free registration using BidSync ( https://www.bidsync.com/bidsync-appweb/vendor/register/Login.xhtml). All proposals must be on BidSync at or before 3:00 PM on August 1, 2018 when they will be opened publicly at in the City Hall Council Hearing Room, 990 Palm Street, San Luis Obispo, CA 93401. Specification packages and additional information may be obtained at the City’s BidSync website at www.BidSync.com. Please contact Lorraine Colleran at lcolleran@slocity.org with any questions. Any questions regarding the requirements within the RFP, please contact Ryan Betz, Interim Assistant to the City Manager at (805) 781-7589 or rbetz@slocity.org . PACKET PAGE 270 9 Page 2 Specification No. 91677 TABLE OF CONTENTS A. Description of Work 1 B. General Terms and Conditions 12 Proposal Requirements Contract Award and Execution Contract Performance C. Special Terms and Conditions Contract Term Estimated Quantities Proposal Content Proposal Evaluation and Selection Proposal Review and Award Schedule Unrestrictive Brand Names Start and Completion of Work Accuracy of Specifications D. Agreement E. Insurance Requirements 19 F. Proposal Submittal Forms 21 PACKET PAGE 271 9 Page 3 Section A DESCRIPTION OF WORK The City of San Luis Obispo (“City”) seeks proposals for contract services for community outreach and communications support services to enhance community outreach and engagement through more robust and coordinated communication functions within the City. I. GENERAL The goal of City communication function is to ensure mutually beneficial, two -way communication with external (such as residents, non-profit service providers, business owners and operators, business community representatives, other governmental agencies among others) and internal audiences about City issues and services, leading to a more responsive government and a high level of public confidence. It is anticipated that the outcome from this effort will be increased community satisfaction with City communication. Currently, the use of contract services helps to streamline communication processes to get important information to community members more quickly and, internally, to ensure effective and efficient exchange of information between City departments and employees. The focus of the consultant work will continue to be on communication planning, content creation, community and media outreach training, strategic communications counsel and support on emergent communications issues as needed. The consultant will work through a single point of contact in the City’s Administration Department who will manage timelines and deliverables for individual tasks. A sample scope of work is provided, however, the final scope of work will be determined with the selected consultant as a part of the contract during negotiations. The services provided will be assessed and modified based on periodic review of services provided. Interested consultants will provide a maximum 10-page proposal, that outlines their approach for communications support services. This page limit for proposal content is exclusive of a cover sheet, required City forms and appendices. The City expects to expend no greater than $120,000 for all services included in the contract. The City desires to formalize a monthly retainer fee, of $12,000 per month for all expenses generated to provide communication support services. II. SAMPLE SCOPE OF WORK 1. Planning a. Prepare a 12-month communication plan (including measurable objectives, overarching messages/themes, audiences, strategies and tactics). Prepare a 12-month work plan describing implementation deliverables and timing. For the purpose of budgeting, consultants can assume city staff have gained consensus on an overall goal for the communication program. Review and propose needed modifications to existing policies, procedures and guidelines such as the 2003 Press Policy & Public Information Manual and the 2015 Public Engagement and Noticing Manual). 2. Content Creation and Community/Media Outreach a. Create public information as needed for city issues, events, projects and services including writing news releases, articles, website content, fact sheets and other informational materials. PACKET PAGE 272 9 Page 4 b. Create content for and manage the City’s main social media channels. c. Assist with scheduling of, and participation in, community and media outreach. d. Identify and develop various outreach methods to enhance community engagement and education of external and internal audiences. 3. Communication and Media Outreach Training a. Provide training for City employees on communications and media outreach skills. For budgeting purposes, please provide a cost for: i. Developing and delivering three, two-hour trainings (for 15 city employees each) on: 1. Effective message delivery (how to avoid jargon, using simple messages, etc.) twice a year. 2. Spokesperson training (on camera practice of message delivery for at least eight employees) once a year 3. Writing effective public information (focus on clear, concise, active writing style) twice a year. 4. Strategic Counsel a. Provide ongoing strategic counsel to city staff, as needed, on issues, programs and plan implementation. 5. Emergency Communications a. As needed, assist with emergency communication services, including serving as support in the city’s Emergency Operations Center during an emergency incident (could involve work outside normal business hours). As a part of the proposal, please provide the hourly rate associated with this task, if different from standard rates. 6. Other Services a. Professional photography to assist in communicating about city issues, programs and services. b. Graphic design services to produce print materials such as fact sheets, infographics and informational brochures. c. Professional videography to assist in communicating about city issues, programs and services. III. QUALIFICATIONS The consultant is required to state what work of a similar character has been successfully performed to that included in the sample scope of work and to give references, with telephone numbers and addresses, which will enable the City to judge the vendor’ s responsibility, experience and skill, and business standing. The consultant is required to provide a minimum of three (3) references where work was performed within the past five (5) years of a similar nature to this contract. V. ADDITIONAL SERVICES If there are related services not otherwise identified in the City’s RFP, the proposer may offer those to the City. Proposals are not required to address any additional services in order to be considered an acceptable proposal. However, final selection of the successful proposer may be based on the desirability of the additional services offered. PACKET PAGE 273 9 Page 5 VI. REFERENCE MATERIALS The City has already developed several guidelines and templates related to communications. The following should be carefully considered and integrated into the proposal: 1. Branding and Style Guide 2. Public Engagement and Noticing Manual 3. Press Policy and Public Information Manual VII. ADDITIONAL CONSIDERATIONS AND ASSUMPTIONS 1. All works submitted to and accepted by the City must be an original piece created by the contractor. 2. All works submitted by the Contractor must be in standard U.S. English and adhere to the Branding and Style Guide. 3. All works must be submitted in Microsoft Word format and include a headline pertaining to the work in bold. The work should appear in a non-bolded Calibri, 12-point font. 4. The City reserves the right to use all submitted works in current and/or future forms of current media and/or media to be developed. PACKET PAGE 274 9 Page 6 Section B GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (proposer) shall meet all of the terms, and conditions of this Request for Proposals (RFP) specifications package. By virtue of its proposal submittal, the proposer acknowledges agreement w ith and acceptance of all provisions of the RFP specifications. 2. Proposal Submittal. Each proposal must be submitted using the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be submitted on BidSync. If proposers have any trouble submitting a bid, they should contact BidSync Support at support@BidSync.com or via phone at (800) 990-9339. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the proposer’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Section E. 4. Proposal Withdrawal and Opening. A proposer may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a new proposal on BidSync prior to the closing time. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. All proposals will be opened and declared publicly. Proposers or their representatives are invited to be present at the opening of the proposals. 5. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a proposer submitting a proposal, or who has quoted prices on materials to such proposer, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other proposers submitting proposals. 6. Communications. All questions related to the solicitation must be submitted on BidSync on or before DATE, 2018. Other requests for information must be submitted to the Accounting Assistant indicated as a contact on the solicitation. CONTRACT AWARD AND EXECUTION 7. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” in Section C of these specifications for proposal evaluation and contract award criteria. PACKET PAGE 275 9 Page 7 8. Competency and Responsibility of Proposer. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of proposers. Proposers will provide, in a timely manner, all information that the City deems necessary to make such a decision. 9. Contract Requirement. The proposer to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in these specifications. 10. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages and amounts specified in Section E of these specifications within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. 11. Business License & Tax. The Contractor must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134. CONTRACT PERFORMANCE 12. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances, and regulations. 13. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. 14. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. 15. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. 16. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 17. Public and Employee Safety. Whenever the Contractor’s operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 18. Preservation of City Property. The Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from the Contractor’s operations, it shall be replaced or restored at the Contractor’s expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 19. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of this work that only persons authorized to work in the United State PACKET PAGE 276 9 Page 8 pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 20. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 21. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or due to unforeseen circumstances, then the time of completion may, at the City’s sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the even t that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. 22. Payment Terms. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City's sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work waive liquidated damages that may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. 23. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 24. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 25. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 26. Hold Harmless and Indemnification. Contractor agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to Contractor's employees, agents or officers which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of Contractor, and its agents, officers or PACKET PAGE 277 9 Page 9 employees, in the performance of all obligations under this Agreement, and all expenses of investigating and defending against same; provided, however, that Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees. 27. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 28. Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor’s surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the terminations thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City’s assessment of the value of the work-in-progress in completing the overall work scope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal. In the event that the Contractor represents a client or a position which the City reasonably determines represents a conflict of interest, the City may terminate this Agreement upon ten (10) calendars days prior written notice. The City further reserves the right to terminate this Agreement for convenience and without cause upon sixty (60) days prior written notice. PACKET PAGE 278 9 Page 10 Section C SPECIAL TERMS AND CONDITIONS 1. Contract Award. Subject to the reservations set forth in Paragraph 9 of Section B (General Terms and Conditions) of these specifications, the contract will be awarded to the lowest responsible, responsive proposer. 2. Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the lowest responsible, responsive proposer. 3. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or subcontractors are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the lowest responsible, responsive proposer and to accept the next acceptable low proposal from a proposer that is not experiencing a labor action, and to declare it to be the lowest responsible, responsive proposer. 4. Failure to Accept Contract. The following will occur if the proposer to whom the award is made (Contractor) fails to enter into the contract: the award will be annulled; any bid security will be forfeited in accordance with the special terms and conditions if a proposer's bond or security is required; and an award may be made to the next lowest responsible, responsive proposer who shall fulfill every stipulation as if it were the party to whom the first award was made. 5. Contract Term. The supplies or services identified in this specification will be used by the City for up to one year. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6. Contract Extension. The term of the contract may be extended by mutual consent for an additional one-year, and annually thereafter, for a total of four years. 7. Supplemental Purchases Supplemental Purchases. Supplemental purchases may be made from the successful proposer during the contract term. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. 8. Contractor Invoices. The Contractor may deliver either a monthly invoice to the City with attached copies of detail invoices as supporting detail, or in one lump-sum upon completion. 9. Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. PACKET PAGE 279 9 Page 11 10. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitabilit y of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. 11. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFP package shall include delivery charges, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City. 12. Start and Completion of Work. Work on this project shall begin immediately after contract execution and shall be completed within 90 calendar days thereafter, unless otherwise negotiated with City by mutual agreement. 14. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFP package. 15. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFP package. 16. Proposal Content. Your proposal must include the following information: Submittal Forms a. Proposal submittal summary. b. Certificate of insurance. c. References from at least three organizations for whom you have provided similar services. d. Professional work product samples. Qualifications a. Experience of your firm in performing similar services. Provide a minimum of three case studies/examples including the project goal, strategies and tactics, budget and results. Include the names and roles of any staff who worked on those projects and would also for on this contract. b. Resumes of the individuals who would be assigned to this project, including any subconsultants. For each staff member, indicate the role on this project, the location of the office where the person is based and the percentage of time that would be allocated to this contract. Provide two references for each staff person (if different from references provided as part of the firm’s experience). c. Hourly billing rates for the assigned staff, including any sub -consultants. Rates must reflect the City’s commitment to the responsible use of taxpayer money. d. Statement and explanation of any instances where your firm has been removed from a project or disqualified from proposing on a project. PACKET PAGE 280 9 Page 12 e. Description of your approach to completing each task in the scope of work. f. Sample budget for the following tasks, based on the direction provided in the scope of work. The purpose of this budget is to enable the City to compare costs of defined tasks among firms responding to this RFP. It is anticipated that other tasks will be added to the scope of work based on the communication plan that is developed. The total cost of the contract will be $120,000, and the City desires to derive maximum value for this budget. The City desires to formalize a monthly retainer agreement with the selected consultant. The City requires the bid to include a unit prices for the following: 1) Prepare a 12-month work plan describing implementation deliverables and timing. For the purpose of budgeting, consultants can assume city staff have gained consensus on an overall goal for the communication program. 2) 1 news release describing action taken on a complex policy issue, including research and quotes from city staff, council members and/or community members as appropriate. 3) 1 news release promoting city events, public meetings, services and other day to day public information topics. These releases will become templates that can be used annually or as needed. 4) 1, 2-page fact sheets on city issues (does not include graphic design) 5) 1 PowerPoint presentation on city issues and/or services. For budgeting, assume presentations are 20 minutes. City will provide PowerPoint template and images, as needed. 6) 1 Effective message delivery training (how to avoid jargon, using simple messages, etc.). 7) 1 Spokesperson training (on camera practice of message delivery for up to eight employees) 8) 1 Writing for public information training (focus on clear, concise, active writing style). 9) Graphic design for one two-page fact sheet. 10) Photography for one two-hour city event (approximately 50 high quality images produced) g. All other anticipated costs (travel time/expenses, if applicable, photocopying, telephone charges, etc.). Assume city will cover printing and distribution of materials. Note any agency mark up on expenses. i. Any other information that would assist us in making this contract award decision. Proposal Length and Copies j. Proposals should include numbered pages, including identification of attachments and supplemental materials. 17. Proposal Evaluation and Consultant Selection. Proposals will be evaluated by a review committee using a two-phase selection and contract award process as follows: Phase 1 – Written Proposal Review/Finalist Candidate Selection A group of finalist candidates will be selected for follow -up interviews and presentations based on the following criteria as evidenced in their written proposals: PACKET PAGE 281 9 Page 13 a. Understanding of the work required by the City. b. Quality, clarity and responsiveness of the proposal. c. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City. d. Recent experience in successfully performing similar services. e. Proposed approach in completing the work. f. References. Background and experience of the specific individuals to be assigned to this project. g. Cost Phase 2 – Presentations/Interviews and Consultant Selection The purpose of this second phase is two-fold: to clarify and resolve any outstanding questions or issues about the proposal; and to evaluate the proposer’s ability to clearly and concisely present information. Finalists candidates will make a presentation to the review committee and answer questions about their proposal. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor, selected finalists will be required to complete a specific assignment that demonstrates their quality of work and attention to detail. That assignment will be reviewed and evaluated by the Administration Department. The City reserves the right to further negotiate the proposed work scope and/or method and amount of compensation. Contract award will be based on a combination of factors that represent the best overall value for completing the work scope as determined by the City, including: the written proposal criteria described above; results of background and reference checks; results from the interviews and presentations phase; and proposed compensation. 18. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for proposal review and contract award: a. Issue RFP 7/18/18 b. Receive proposals 8/1/18, 3:00 PM d. Complete proposal evaluation 8/8/18 (estimate only) e. Conduct interviews 8/13/18 (estimate only) f. Conduct finalist interviews & specific assignment 8/16/18 (estimate only) g. Finalize staff recommendation 8/20/18 (estimate only) h. Award contract 8/27/18 (estimate only) i. Execute contract 9/15/18 (estimate only) j. Start work 9/19/18 (estimate only) 19. Ownership of Materials. Al original drawings, plan documents and other materials prepared by or in possession of the Contractor as part of the work or services under these specifications shall become the permanent property of the City and shall be delivered to the City upon demand. 20. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by the Contractor as part of the work or services under these specifications shall be the property of City and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City. PACKET PAGE 282 9 Page 14 Section D FORM OF AGREEMENT AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this _____________day of ____________________________________, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and [CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as Contractor. W I T N E S S E T H: WHEREAS, on [date], City requested proposals for Consultant Services for citywide communications support services per Specification No. 91667. WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said services. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until acceptance or completion of said services. 2. INCORPORATION BY REFERENCE. City Specification No. 91667 and Contractor’s proposal dated [date], are hereby incorporated in and made a part of this Agreement. 3. CITY’S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Contractor shall receive therefor compensation in a total sum not to exceed [$ .00 ]. 4. CONTRACTOR’S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and the said specification incorporated into this Agreement. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Manager or duly authorized agent of the City. PACKET PAGE 283 9 Page 15 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and sp ecifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor [ ] [ ] [ ] [ ] 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a p erson duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO, A Municipal Corporation ATTEST: CITY OF SAN LUIS OBISPO _____________________________________ City Clerk By:____________________________________ City Manager APPROVED AS TO FORM: CONTRACTOR ____________________________________ By:____________________________________ City Attorney PACKET PAGE 284 9 Page 16 Section E INSURANCE REQUIREMENTS: Consultant Services The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees, or subcontractors. Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto). 3. Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance. 4. Errors and Omissions Liability insurance as appropriate to the consultant’s profession. Minimum Limits of Insurance. Contractor shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Employer’s Liability: $1,000,000 per accident for bodily injury or disease. 4. Errors and Omissions Liability: $1,000,000 per occurrence. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees, agents or volunteers. 2. For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the contractor’s insurance and shall not contribute with it. 3. The Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability. PACKET PAGE 285 9 Page 17 4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII. Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. PACKET PAGE 286 9 Page 18 PROPOSAL SUBMITTAL FORM The undersigned declares that she or he has carefully examined Specification No. 91 677, which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full: BID ITEM: Community Outreach and Communications Support Services UNIT PRICE 1) Prepare a 12-month work plan describing implementation deliverables and timing. 2) 1 news release describing action taken on a complex policy issue, including research and quotes from city staff, council members and/or community members as appropriate. 3) 1 news release promoting city events, public meetings, services and other day to day public information topics. These releases will become templates that can be used annually or as needed. 4) 1, 2-page fact sheets on city issues (does not include graphic design) 5) 1 PowerPoint presentation on city issues and/or services. For budgeting, assume presentations are 20 minutes. 6) 1 Effective message delivery training (how to avoid jargon, using simple messages, etc.) 7) 1 Spokesperson training (on camera practice of message delivery for up to eight employees) 8) 1 Writing for public information training (focus on clear, concise, active writing style) 9) Graphic design for one two-page fact sheet. 10) Photography for one two-hour city event (approximately 50 high quality images produced) Total Unit Price Other (provide detail below) TOTAL ❑ Certificate of insurance attached; insurance company’s A.M. Best rating:___________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date PACKET PAGE 287 9 Page 19 REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: ___________________. Describe fully three contracts performed by your firm within the last five years that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm’s qualifications. Reference No. 1 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and link to final report Reference No. 2 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and link to final report Reference No. 3 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and link to final report PACKET PAGE 288 9 Page 20 STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The bidder shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances. ◼ Do you have any disqualification as described in the above paragraph to declare? Yes ❑ No ❑ ◼ If yes, explain the circumstances. Executed on ______________________________ at ______________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Bidder Representative PACKET PAGE 289 9 Page intentionally left blank. PACKET PAGE 290 9