HomeMy WebLinkAbout2016-09-30 Communications Strategies RFP 16-04CITY OF Port Townsend
Request for Proposals
RFP#16-04
COMMUNICATIONS STRATEGIES
The City of Port Townsend, Washington is seeking a qualified consultant to advise the
City on public communications strategies with emphasis on the use of social media
platforms.
Background
The City of Port Townsend currently serves a population of approximately 9,500 and a
service area of approximately 20 square miles. Currently, the City has no dedicated
communications staff. Communications are generally decentralized but primary support
for public, staff and council communications is provided through the City Manager’s
office (Executive Assistant and City Clerk). The City has two experienced Information
Technology staff members who maintain and update the website with content guidance
by the City Clerk and information provided by the City Manager’s office and key
department heads.
Citywide communication tools currently include:
Utility Newsletter – Monthly newsletter with message from the Mayor and
updates from City departments – mailed in utility bills and available on line and
City Websites – Includes Official City Website “CityofPT.us,” City Library website
“PTPublicLibrary.org.”
City website calendar of City meetings
Tourism sites (maintained by contracted marketing and promotions staff) -
“EnjoyPT.com,” and “Enjoy PT Facebook page,” and Port Townsend Main Street
Program newsletters
Public Access Television Station – PTTV
KPTZ – local community radio station (for news & emergency communication)
Press Releases and media advertisements – display ads. (PT Leader, Peninsula
Daily News, KPTZ)
Specialized print collateral such as brochures, maps
Town meetings including both city-wide education and special neighborhood
meetings for Capital Projects
Wordpress– for Capital Projects and Public Works Projects; also captured on the
City website
Live streamed and archived City Council and Planning Commission posted
meetings and agenda materials(Granicus)
Posted agendas for City Advisory Boards (Granicus)
Speak Up PT – Civic Engagement site for Surveys, Forums, Citizen Ideas,
Discussions and eComment on meetings (Granicus)
Citizen Concern Portal
The City Council is interested in improving the City’s visibility to and communication with
the community through an enhanced communications strategy. The City is evaluating
whether website improvements, social media platforms, improvements to current
communication tools or other communication methods are viable options for improving
visibility and transparency with its citizens.
Deliverables
The Consultant’s work will include the following:
1. Evaluation of existing communications practices, current use of traditional
methods of communication including comparisons with other local jurisdictions’
practices.
2. Assessment of online tools and social media platforms that should be considered
by the City.
3. An assessment of the City’s current ability to comply with the Public Records Act
(PRSA), Washington State Records Retention requirements, and the Open Public
Meetings Act (OPMA) as well the Americans with Disabilities Act (ADA). If new
technology strategies are recommended, an analysis of how those would comply
with these laws.
4. Assessment of organizational capacity and coordination for maintaining and
enhancing communications efforts.
5. Development of a written report including observations and recommendations
regarding changes in current practices, organizational structure, media currently
in use and new media to enhance overall communications efforts with
consideration for achieving or maintaining compliance with the PRA and the
OPMA and identification of related costs.
Proposal Submission and Contractor Selection
Submission Instructions:
Proposals must be received by no later than 3:00 pm PDT on November 1, 2016. Proposals may be submitted as paper documents or as email attachments. Proposers are advised to contact the City with their intent to submit a proposal or verify with the City that there were no RFP amendments or delays before submitting a proposal. Proposals may be sent as an email attachment in PDF or MS Word format to: jsanders@cityofpt.us Sealed proposal documents can be mailed or delivered to:
City of Port Townsend Attn: City Clerk Communications Strategy RFP 16-04 250 Madison St. Suite 2 Port Townsend, WA 98368 It is the responsibility of the supplier to be sure the proposals are sent sufficiently ahead of time to be received no later than 3:00 pm on the due date. It is the responsibility of the proposer to verify with the City either by email or telephone that the proposal has been received. The City is not responsible for proposals that are delayed in the mail, or not received via email. Proposals received after the deadline will be deemed nonresponsive and will not be considered for contract award.
Submission Requirements
1. A summary of the firm’s qualifications as they relate to the scope of work.
2. A description of similar projects performed with similar agencies.
3. A description of the firm’s proposed approach to this project.
4. A list of personnel who would be assigned to this project and resumes and
references for each especially related to the scope of work.
5. Proposed not-to-exceed fee and any related costs over and above the contract
fee.
6. A list of references knowledgeable of your firm’s work on similar projects. Please
include telephone numbers and addresses.
All proposal submissions must be prepared in accordance with the requirements set
forth in this RFP. The Submittal shall not exceed ten (10) pages (5 double-sided sheets
of paper). The front cover, the back cover, and a maximum two-page cover letter, may
be in addition to the ten (10)-page limit.
Evaluation Criteria
Proposals will be evaluated according to the following criteria, listed in order of
importance:
1. Specialized experience and technical competence of the firm and its personnel
considering the scope of work.
2. Recent experience and expertise with similar projects.
3. Proposed approach to accomplish the work required.
4. Proposed cost to perform the work.
5. Capacity to perform the work (including any specialized services) within the time
limitations, considering the firm’s current and planned workload.
6. Past record of performance on contracts with Port Townsend, other
governmental agencies or public bodies, and with private industry, including such
factors as control of costs, quality of work, ability to adhere to schedules,
cooperation, responsiveness and ability to communicate with a range of
participants including elected officials, staff, members of the public and
bargaining unit representatives.
7. Familiarity with types of problems applicable to the project.
Selection Process
An evaluation team shall review the proposals, discuss, assess and rank the proposals
according to the evaluation criteria. These rankings will be used to determine which
firms should be contacted for interview by the team. While cost is a consideration, the
City is not required to award a contract to the lowest cost proposer.
Selected firms may be invited for an interview with the evaluation team to discuss the
proposal and to answer specific questions. The purpose of the interviews will be to
evaluate the experience and fit of the firms and to clarify and assure understanding of
the requirements of the contract.
Following interviews, references will be checked on one or more finalist firm.
The City of Port Townsend reserves the right to accept or reject proposals submitted
and to waive informational and minor irregularities and to request additional information
required to fully evaluate a proposal.
Proposals will not be publicly opened and, to the extent permitted by state law, will be
kept strictly confidential during this process.
Confidentiality of proposals is considered by Port Townsend as an essential element of
maintaining fairness during the evaluation process. However, confidentiality cannot be
guaranteed under the State Public Disclosure Act, Chapter 42.17 RCW.
If a member of the public demands in writing to review portions of proposals which have
been marked or identified as confidential, proprietary or business secrets, Port Townsend
will notify the affected proposer prior to releasing such portions. The proposer shall take
such legal actions as it deems necessary to protect its interests. If the proposer has not
obtained an order prohibiting disclosure against the City and the requestor within five (5)
calendar days after receipt of the notice from Port Townsend of a demand to review such
portions of its proposal, the City may make such portions available for review and copying
by the public as it deems necessary to comply with state law.
The proposer asserting that portions of its proposal are legally protectable shall bear all
costs of defending such assertion, including indemnifying and reimbursing the City for its
administrative, expert and legal costs and judgments involved in defending itself in actions
arising from such assertions by the proposer including (without limitation) any assessments
under Chapter 42.56 RCW. By submitting a proposal with portions marked confidential,
proprietary, business secrets or the like, the proposer has thereby agreed to the provisions
of this section, including the defense and reimbursement obligations.
The top ranked firm will be notified in writing and will be asked to meet and submit their
prospective scope of services and refine their fee (to be broken down by phases).
If, after negotiation and consideration, the City is unable to reach an acceptable
agreement with the top-ranked firm, they will terminate negotiations with the top
ranked firm and, at their sole discretion, may: enter into negotiations with the second
ranked firm; withhold the award for any reason; elect not to proceed with any of the
proponents; or re-solicit new Proposals.
Questions
Questions regarding the RFP process, the scope of work, timeframe, or deliverables
should be addressed to Catherine McNabb, Procurement Coordinator, by email to
cmcnabb@cityofpt.us.
All questions must be submitted before noon on October 25, 2016.
Estimated Timeline
Task Date
RFP issued 9/30/16
Deadline for Questions by noon 10/25/16
Proposals due by 3:00 pm 11/01/16
Interviews Week of 11/14/16
Consultant Selection Completed 11/28/16
Contract Execution 12/07/16
Draft Report 12/26/16
Final Report 01/06/16