Request for Proposals (RFP) Communications Services RFP #CS-PY 15-I September 17, 2015

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1 Request for Proposals (RFP) Communications Services September 17, 2015 PURPOSE Opportunity Inc. of Hampton Roads (OppInc.) seeks a communications consultant (the Consultant) to provide Communications Services for several specific projects and additional ongoing services. These are further detailed in the Scope of Services section of this RFP. BACKGROUND Who We Are OppInc. is the local government authority chartered by the Cities of Chesapeake, Franklin, Norfolk, Portsmouth, Suffolk and Virginia Beach and the Counties of Isle of Wight and Southampton to lead the Region s Workforce Development effort. It is governed by the Hampton Roads Workforce Development Board (HRWDB), which is appointed by the Chief Local Elected Officials of the jurisdictions listed above. OppInc. provides staff support to the HRWDB and is charged with coordinating local workforce development activities and initiatives. We work closely with the local business community, government, public school systems, community colleges, four year institutions, community based organizations and others in supplying the workforce development components of the collective promotion of the region s economic competitiveness. Additional information about OppInc. is available at: Mission OppInc. serves as the regional leader of workforce development, ensuring the strategic alignment of efforts that facilitate meaningful employment and economic growth in Hampton Roads, while excelling at the delivery of business, workforce and youth funded services. Strategic Goals In OppInc. s recently adopted Strategic Plan, these goals were established: Lead stakeholders in the creation and implementation of a common regional workforce development strategy that has tangible employment and economic growth results; Be recognized as the regional workforce development knowledge leader and provide valuable labor market information, models and best practices to job seekers, employers and stakeholders; Deliver effective workforce development services through funded programs with excellence and ensure their alignment with the common regional workforce development strategy; and Ensure strong organizational health including a high performing staff and robust funding.

2 Communications Goals The goals for OppInc. s recently developed Communications Plan include: Increase awareness of OppInc. and its programs and successes; Encourage employers and prospective employees to utilize OppInc. as a resource and a gateway to opportunity; Engender additional support for the continued mission of OppInc. within the community, particularly among targeted industry-specific employers, elected officials, military, secondary and higher educational institutions and peer organizations; and Become an example for other locales with similar programs and create consulting or collaboration opportunities. Target Audiences Depending on the particular communication vehicle and program, the following audiences may be targeted: Clients including employers, adults and youth career explorers; Workforce Board Members including non-board members of OppInc. s standing committees; Service Partners including secondary and post-secondary education; business and industry organizations; social services departments; and other state and community organizations; and Policy Makers including local, state and national officials. SCOPE OF SERVICES/DELIVERABLES/ASSIGNMENT OF WORK Scope of Services The selected Consultant will provide Communications Services to OppInc. in order to support its strategic plan, programs and initiatives. Scope of services includes but is not limited to: 1. Ongoing projects to be incorporated into the Plan, for which a monthly fee and estimated number of hours, will be provided, include: o Social media, website, community and outreach o Printed collateral material o Public and Media relation services, such as writing, distribution, media interviews, etc.; o Design and layout print and electronic publications, including annual reports, newsletters, brochures, trade show displays, advertisements and flyers; o Design marketing products; o Draft stories for earned media placement; and 2

3 o Provide any other communications-related services recommended in the Plan (as approved by OppInc.) or specifically requested by OppInc. on an as needed basis over the life of a contract awarded under this RFP. o Review OppInc. s existing outreach materials, make recommendations for eliminating or replacing items, add new items and provide a timeline for completion. A monthly work plan shall be required for any work performed under a contract resulting from this RFP. The work plan for the above items will be developed and approved in consultation with OppInc. staff on a monthly basis. Each monthly work plan will list the deliverables to be provided for that time period. Each plan will be developed no later than 5-days prior to the beginning of each month. 2. Specific strategic items to be incorporated in the Plan, and for which firm, fixed price estimates should be included are: o Annual Report 16 page (including cover), 4 color glossy report. Some copy will be provided. Requested services include graphic design, copywriting, copy editing and preparation for print and electronic publication; o newsletter template Develop newsletter template for electronic publication and distribution; o Newsletter Production 4 (quarterly) newsletters averaging 4-5 articles of words each. Requested services include graphic design, copywriting, copy editing and preparation for electronic publication and distribution; o Labor Market Information Bulletin 4 (quarterly) bulletins averaging 3-4 articles of words each plus charts, tables, info graphics and other design elements. Copy will be provided. Requested services include graphic design, copy editing and preparation for electronic publication and distribution; o Standard OppInc. Presentation Template Develop a title page and three interior page templates for use in OppInc. presentations; and o Strategic Plan Booklet 8 page (including cover), 4 color glossy overview of OppInc. s Strategic Plan. Copy will be provided. Requested services include graphic design, copy editing and preparation for print and electronic publication. A monthly work plan shall be required for any work performed under a contract resulting from this RFP. The work plan for the above items will be developed and approved in consultation with OppInc. staff on a monthly basis. Each monthly work plan will list the deliverables to be provided for that time period. Each plan will be developed no later than 5-days prior to the beginning of each month. 3

4 Budget Up to $80,000, in total, is anticipated to be available for an initial contract(s) that may be awarded under this RFP. Additional annual funding amounts for contract renewals will be determined by OppInc. Initial Contract Period and Renewals A contract(s) awarded under this RFP will be for the initial period of November 1, 2015 to June 30, Thereafter, up to five (5) twelve (12) month contract renewals may be authorized at the discretion of OppInc. 4

5 PROPOSAL BID Ongoing Projects Monthly Rate (including estimated number of hours per month) Fixed Cost Projects Annual Report Item Detailed Cost newsletter template newsletter Labor Market Information bulletin Standard OppInc. presentation template Strategic plan booklet 5

6 Proposals, inclusive of a fully completed and signed Proposal Submission Statement with point of contact, must be received by by 4:00 p.m. on October 6, 2015 for consideration. No hard copies of the proposal are requested. In addition, selected respondents must be available to make a presentation on their proposal during the week of October 12, Please direct questions and proposals to: Mr. Clif Duncan Vice President of Finance and Administration 500 E. Plume Street, Suite 700 Norfolk, VA Attachments: 1. Proposal Submission Statement 2. General Terms and Conditions 6

7 PROPOSAL SUBMISSION STATEMENT* Attachment 1 I AGREE TO ABIDE BY THE GENERALTERMS AND CONDITIONS OF RFP # CS- PY 15-I AND CERTIFY THAT ALL INFORMATION PROVIDED IN THE RELATED PROPOSAL IS CURRENT, ACCURATE AND VERIFIABLE, AND THAT I AM AUTHORIZED TO SUBMIT THIS PROPOSAL ON BEHALF OF THE APPLICANT ORGANIZATION. Signature: Name and Title: Applicant Organization: Mailing Address: Telephone Number: Address: Website: Date of Submission: * A fully completed and signed Proposal Submission Statement is to be submitted with the Applicant Organization s Proposal under the above identified OppInc RFP. 7

8 Attachment 2 OPPORTUNITY INC OF HAMPTON ROADS REQUEST FOR PROPOSALS (RFP) GENERAL TERMS AND CONDITIONS These General Terms and Conditions are applicable to all official Requests for Proposals (RFPs) issued by Opportunity Inc of Hampton Roads (OppInc) for the procurement of professional services, non-professional services and programmatic services. Any of these terms and conditions may become part of contracts resulting from RFPs and are not binding on proposing organizations unless included in executed contracts. Additional requirements or certifications not found in these General Terms and Conditions may be included in contracts to be negotiated and executed, in addition to, a discreet scope of work and related specific requirements. Unless otherwise specified in the official notice for each RFP, the competitive negotiation method will be used for procurements applicable to these General Terms and Conditions. All official public notices of OppInc RFPs will include its Internet website address stating where these General Terms and Conditions are currently available for access. Proposing organizations are advised that these General Terms and Conditions are subject to additions, deletions, amendments or revisions by OppInc at any time due to revisions in applicable Federal, State and/ or Local Laws, Rules or Regulations. I. BACKGROUND Opportunity Inc. of Hampton Roads (OppInc) is the local government authority chartered by the Cities of Chesapeake, Franklin, Norfolk, Portsmouth, Suffolk and Virginia Beach and the Counties of Isle of Wight and Southampton to lead the Region s Workforce Development Initiative. It is governed by the Hampton Roads Workforce Development Board (HRWDB) appointed by the Chief Local Elected Officials of the jurisdictions listed above. OppInc s primary responsibilities are implementing, facilitating and managing Federal Workforce Development Program Funds, and partnering with other entities, both public and private, to develop and/or improve the Region s workforce. II. GENERAL TERMS AND CONDITIONS A. VIRGINIA PUBLIC PROCUREMENT ACT: All RFPs are subject to the provisions of the Commonwealth of Virginia Public Procurement Act (VPPA) and any revisions thereto, which are hereby incorporated into this document. B. APPLICABLE LAWS AND COURTS: All RFPs and resulting contracts shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth and must be in compliance with all applicable federal, State and local laws, rules and regulations, inclusive of, but not limited to, the 8

9 Workforce Innovation and Opportunity Act of 2014, as amended, or any other Federal, State, or Local funding source identified in specific RFPs. C. ETHICS IN PUBLIC CONTRACTING: Proposing organizations certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. D. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Proposing organizations certify that they do not and will not employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986 in the performance of any contract resulting from any RFP. E. ANTITRUST: By entering into a contract which may result from this RFP, the contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the services purchased or acquired by OppInc under the contract. F. PAYMENTS: Terms for payments under contracts will be part of the competitive negotiations process for any RFP. G. QUALIFICATIONS OF PROPOSING ORGANIZATION: Proposing organizations agree to allow OppInc to inspect their physical facilities and to provide OppInc with any other requested information at any time to determine their ability to perform the services proposed. OppInc may, at its sole discretion, cease negotiations with proposing organizations if information provided or other evidence fails to meet the requirements of any RFP. H. ASSIGNMENT OF CONTRACT: A contract which may result from RFPs shall not be assignable by the contractor, in whole or in part, without the prior written consent of OppInc. I. CHANGES TO THE CONTRACT: Either party to a contract may request, in writing, changes to the contract. Changes are not binding until both parties have signed an official contract modification document. An increase or decrease in the price of the contract resulting from any modification is subject to applicable provisions of the Virginia Public Procurement Act. J. DEFAULT: In case of failure to deliver services in accordance with the contract terms and conditions. OppInc may declare the contractor in default and will immediately notify the contractor in writing. As a result, OppInc may procure the same services from other sources and reserves the right to seek compensation from the contractor for any and all additional expenditures as a result of the default K. INSURANCE: By signing and submitting a proposal in response to an RFP proposing organizations certify that they shall maintain and provide documentation, if requested, of all applicable and/or required insurance coverage(s). Insurance requirements for contracts with Federal, State or Local Governments or their agencies may vary from contracts with private 9

10 entities. L. AVAILABILITY OF FUNDS: In the event Federal, State or Local funds that are the resources for contracts are discontinued, curtailed or otherwise no longer available; contracts awarded as a result of any RFP may be cancelled or reduced at any time. OppInc will notify contractors in writing as soon as possible after receiving any such notice. M. PROPOSAL ACCEPTANCE PERIOD: Proposals shall be binding upon proposing organizations for one hundred twenty (120) calendar days following submission deadlines. Any proposal that requests a shorter acceptance period may be rejected at the sole discretion of OppInc. It should be understood that OppInc. is not obligated to fund any proposals submitted under an RFP, at its sole discretion. N. SUBCONTRACTS: In the event contractors desire to subcontract for services to be provided, contractors shall furnish to OppInc the names, qualifications and experience of their proposed subcontractors. Contractors shall remain fully liable and responsible for the work to be done by subcontractors and shall ensure compliance with all requirements of contracts. All subcontracts must be approved in writing by OppInc prior to execution of the subcontracts. O. RECORDS RETENTION: Contractors agree to retain all books, records, and other documents relative to contracts for four (4) years following the expiration of the contract or until audited, whichever is greater. However, if any audit claim, litigation, negotiation or other action involving the records has been started as a result of the audit or before the expiration of the four (4) year period, the records shall be retained until completion of the action and resolution of all issues which may arise. OppInc, its authorized representatives, and/or State and Federal auditors shall have full access to and the right to examine any of said materials during said period. Contractors are responsible for all costs associated with the retention of the books, records and other documents. P. CLARIFICATION OF TERMS OR QUESTIONS: Clarifications to RFPs and answers to questions not contained in RFPs, as applicable and appropriate, will be posted on the OppInc. Website without further notice. Q. HOLD HARMLESS: Contractors agree to indemnify, defend and hold harmless OppInc, the HRWDB, the Chief Local Elected Officials of the Hampton Roads Region, the Commonwealth of Virginia, and their officers, agents and employees from any claims, damages, and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of materials, goods, or equipment of any kind or nature furnished by the contractor, or arising from, or caused by any services of any kind or nature provided by the contractor, provided that such liability is not attributable to the sole gross negligence on the part of OppInc or to the failure of OppInc to use the materials, goods, or equipment in the manner outlined by Contractors and descriptive literature of specifications submitted with contractors proposals. This section does not apply to contracts with Federal, State or Local Governments or their agencies. R. CONTRACTUAL DISPUTES: In accordance with Section of the Code of Virginia, claims arising out of a contract issued as a result of any RFP, whether for money or other form of compensation, shall be submitted by the contractor, in writing, with all necessary data and information attached to the claim. This submission must be received by OppInc no later than sixty (60) calendar days after final payment is provided under any contract. OppInc will respond in 10

11 writing within ninety (90) calendar days of receipt of the claim, unless both parties agree to a longer response period. In the event OppInc does not respond within this time period, the contractor may institute legal action pursuant to Section of the Code of Virginia. Pending claims shall not delay payment of amount agreed to in the final payment. Otherwise, the contractor shall proceed diligently with its performance of the contract, and its failure to do so may result in default of the contract. S. EXTENSION OF CONTRACT: All RFPs will include statements specifying if contracts will be able to be extended past their original term. T. HUMAN TRAFFICKING: Executive Order 1333 requires the termination without penalty of any contract, if the contractor engages in human trafficking. U. CONTRACT AWARD NOTIFICATION AND RECONSIDERATION: OppInc. will notify all organizations that submit proposals under an RFP of the results of the proposal selection process, in writing. Proposers that are not selected may request reconsideration of their proposal by submitting a letter of request to OppInc., stating the reason(s) for such, within five (5) days of the receipt of their notification letter from OppInc. V. CERTIFICATIONS AND ASSURANCES: The following Certifications and Assurances are incorporated by reference and will be made part of any contract(s) entered into by OppInc as a result of all RFPs: 1. Certification Regarding Lobbying (29 CFR Part 93). 2. Certification Regarding Debarment, Suspension and Other Responsibility Matters (29 CFR Part 98). 3. Nondiscrimination and Equal Opportunity Assurance (29 CFR Part 37). 4. Drug-Free Workplace Requirements Certification (29 CFR Part 98). 5. Standard Form 424b Standard Assurances (Non-Construction Programs). 11

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