2. Would awarding a contract for the BRA rebranding to a Canadian agency be seen favourably for the administration?

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1 Addendum we note in the RFP details that as part of the submission we are to provide for information on whether we are licensed or authorized to do business in the Commonwealth of Massachusetts. Could you please confirm if there is a weight on this factor and if this would impact the final scoring of our proposal? The selected consultant will be required to be licensed or authorized to do business in the Commonwealth of Massachusetts prior to the award of the contract by the BRA/EDIC Board. Proposals are not scored; they are evaluated in accordance with the Comparative Evaluation Criteria section of the the RFP. 2. Would awarding a contract for the BRA rebranding to a Canadian agency be seen favourably for the administration? The BRA and the City encourage all interested parties that meet the minimum threshold requirements, as outlined in the RFP, to respond. The contract will be awarded to the most favorable proposal based on the selection criteria outlined in the RFP. 3. For the key personnel are you looking for full resumes for each individual or are you looking for a specific brief on each individual that would be relevant to the RFP? Please submit any and all information that best describes the individual team member/s qualifications and experience. 4. As we are not registered in the Commonwealth of Massachusetts but do have an EIN and are registered with the IRS as a corporate entity, would knowing the Minority and Female Participation have an impact on our proposal? The BRA and the City are interested in understanding the number and percentages of minorities and women, by professional level, in the respondent s workforce. However, meeting specific percentage thresholds is not a requirement. 5. Could you please confirm that it is required that we complete the entirety of the scope of services 14 weeks from signing the contract? If BRA makes a decision by the 12th of May, could you please verify by when a contract could be signed to better judge the timing of the variety of services for our proposal? As outlined in Section II of the RFP, the duration of the Scope of Services shall not exceed fourteen (14) weeks. A contract will be executed when the BRA and the selected consultant finalize the terms of the contract, which shall occur after BRA board authorization. Also pursuant to Section II, respondents are invited to amend the Scope of Services or to develop an approach within the framework that most efficiently accomplishes the goals of this RFP. 1

2 6. What specifics would you like for the firm s financial status? Would a report from D&B suffice? Would a letter from our current bank indicating the length of our operations with them as well as being in good order suffice? Per Section VII, Exhibit B, please submit the following data concerning your firm's financial status: (a) Statement of Financial Condition, (b) Date of Statement, (c) Firm that prepared the Statement. 7. As we have a sustainability mandate within our agency, are you comfortable receiving a digital version of our proposal instead of the 15 copies? We are happy to send this across in two separate s in two separate files over e mail. Should you prefer a USB, we could send across two separate files in a USB or two USB s depending on your preference. Per Section IV, each respondent must submit one original sealed proposal, fifteen (15) hard copies of the proposal, and one electronic copy no later than 12:00 noon on Friday, April 29, Curious if you have any ranges on spending or agency fee, or even a past benchmark to reference? Per Section II of the RFP, respondents are invited to amend the Scope of Services or to develop an approach within the framework that most efficiently accomplishes the goals of this RFP. All respondents should submit an itemized budget that proposes an a la carte menu, including 9. How will you structure yourself for decision making once you engage an agency? Who will be involved in feedback and approvals? A team comprised of BRA staff and representatives from Mayor Walsh s administration will be involved in all aspects of this process. 10. Can you outline the decision makers who will ultimately provide an agency recommendation to the BRA/ EDIC board? A selection committee comprised of BRA staff and representatives from Mayor Walsh s administration will review all proposals in accordance with the criteria, procedures, submission requirements, and other information outlines in this RFP and will look for a consultant or consultant team that has experience successfully working with organizations, products, or initiatives to deliver the Scope of 2

3 11. Can you provide the rationale behind the 14 week timeline? Would you be open to a recommended abbreviated or elongated timeline based upon our work plan? Per Section II of the RFP, the duration of this Scope of Services shall not exceed fourteen (14) weeks. Also pursuant to Section II, respondents are invited to amend the Scope of Services or to develop an approach within the framework that most efficiently accomplishes the goals of this RFP. 12. The RFP references the importance of both transparency and stakeholder engagement. Who are the stakeholders you wish to engage? Are there any transparency measures that will affect the 14 week timeline such as community forums? The BRA and the City will work with the selected consultant team to develop a comprehensive list of stakeholders, which will include, but not be limited to, current staff, outside entities, and all other interested parties. Stakeholder engagement is an important part of this process. 13. What type and volume of feedback are you seeking from the public for the purposes of this project? How will this feedback be communicated (i.e. public forums, surveys, etc.)? It is the responsibility of the consultant team to provide a proposal that includes engagement and communication strategies. 14. Which of the KPMG and McKinsey & Company recommendations have you implemented, have plans to implement, and which will not be implemented, and why? Some of the steps that the BRA has taken in response to the KPMG recommendations are outlined in the report Building a New BRA 38fb 435d b863 48f291fa ce65. A full report and a summary of the McKinsey & Company findings, along with the BRA s action plan, are available at calendar/news updates/2015/07/16/bra rele ases findings of independent operational r Some of the recommendations have been implemented, while others are in progress. 15. Can you share current or past examples of marketing materials you ve used to attract development/companies to Boston? What materials are you proud of and why? What didn t work and why? Please see Addendum 2 for some examples of marketing materials. 3

4 16. Can you share any photos and/or floor plans of the current office space configuration? Do you have an internal architect, or would you look to partner with an outside firm to implement the capital improvements to your office space? Photos and floor plans will be provided to the selected consultant. The selected consultant will work with an internal team, including staff from BRA s Urban Design and Finance Departments, regarding office space configuration. 17. Do you have existing brand guidelines you can share with us? Any existing materials the BRA has will be shared with the selected consultant. 18. Can you confirm you would like brand guidelines to include digital guidelines as well? Yes, the brand guidelines should include digital guidelines as well. 19. Do you admire any similar urban planning and economic development agencies in other cities, and why? As outlined in Section II(3) of the RFP, respondents are expected to explore what the Agency can learn from peer cities that can serve as a model or provide insight as to best practices for this initiative. 20. Would you like us to include the cost of copy creation, photography and/or video in our fee proposal? Per Section II of the RFP, respondents are invited to amend the Scope of Services or to develop an approach within the framework that most efficiently accomplishes the goals of this RFP. All respondents should submit an itemized budget that proposes an a la carte menu, including 21. Are biographies sufficient for key personnel or do you require resumes? Please submit any and all information that best describes key personnel qualifications and experience. 22. Will enhancement of the agency s website only include design? Would you also like us to include fees for site architecture and new/updated content or copy? All respondents should submit an itemized budget that proposes an a la carte menu, including The selected consultant will be expected to work with the BRA s in house information 4

5 technology team and content management system (Kentico) in order to implement new branding elements and design features. 23. Can you share your current website reporting/analytics? We would like to understand where the website traffic originates and the most visited pages/sections. Data on website reporting/analytics will be provided to the selected consultant. 24. You reference the creation of a toolkit of branded collateral (letterhead, business cards, door signs, PowerPoint templates, meeting sign in sheets, etc.). Would you like us to scope the cost of these items as part of our fee proposal? Would you also like us to outline and price other potential items we would recommend for the toolkit? All respondents should submit an itemized budget that proposes an a la carte menu, including 25. Do you require the contract to be established with a US incorporated company? There is no requirement that the contract be with a US incorporated company. However, the selected consultant must be licensed or authorized to do business in the Commonwealth of Massachusetts prior to the award of the contract by the BRA/EDIC Board. Further, any foreign corporation must be able to demonstrate, if so required, compliance with all applicable laws for entities transacting business in the Commonwealth and organized under laws of a different state or country. 26. Are there any specific requirements for the delivery of the RFP? Format, nº of pages, etc. Each respondent must submit one original sealed proposal, fifteen (15) hard copies of the proposal, and one electronic copy no later than 12:00 noon on Friday, April 29, 2016, at which time all proposals will be opened. Proposals should be submitted to: Teresa Polhemus, Executive Director/Secretary Boston Redevelopment Authority One City Hall Square, Room 910 Boston, MA Could you please provide us with a complete list of your component parts (i.e. EDIC, Office of Financial Empowerement, etc.) Please see: us/departments 28. Could you please give us an indication on the amount of teams and partners you'd like us to consider for input gathering? 5

6 The BRA and the City will work with the selected consultant team to develop a comprehensive list of stakeholders, which will include, but not be limited to, current staff, outside entities, and all other interested parties. Stakeholder engagement is an important part of this process. 29. Do you have any market research of your brand/companies perception? Please see: df5 a5bc ca022f4 438a9 30. Could we recommend to eliminate or create any sub brands of the BRA? The BRA is requesting proposals from a strategic advisor(s) that have expertise and experience in several areas, including creative thinking to deliver fresh ideas and insights. 31. What is the number of the marketing/communications team members in BRA? There are two (2) staff members in the BRA Communications Department: Director of Communications and Digital Media Specialist. 32. You talk about the visual link to the City of Boston new color scheme. What about the other brands link to the city of Boston like the Visit Boston brand? Respondents are expected to assist the BRA in exploring options for an updated logo and color palette and how these would/could complement the City of Boston s new color scheme (see ) while still conveying a unique identity. 33. Could you please confirm the depth expected for this plan? Are you expecting a year plan? Should we consider all audiences and media that are relevant for BRA? (events, advertising, sponsoring, social media...) Do you have any budget limitations to consider beforehand? Any considerations to have in mind? Per Section II of the RFP, respondents are invited to amend the Scope of Services or to develop an approach within the framework that most efficiently accomplishes the goals of this RFP. All respondents should submit an itemized budget that proposes an a la carte menu, including 34. Reading the brief we're assuming you will update the look and feel of your current web but not its back end or programming. This implies our involvement will focus on making recommendations on updating whatever is possible in terms of information architecture and graphics. Is this correct? Otherwise please clarify. 6

7 Yes 35. Can you give us a technical description of the spaces that we will have to work on? Photos and floor plans will be provided to the selected consultant. The selected consultant will work with an internal team, including staff from BRA s Urban Design and Finance Departments, regarding office space configuration. 36. Is there a reason behind the established timing, such as an internal event or deadline that can't be surpassed? Per Section II of the RFP, the duration of this Scope of Services shall not exceed fourteen (14) weeks. Also pursuant to Section II, respondents are invited to amend the Scope of Services or to develop an approach within the framework that most efficiently accomplishes the goals of this RFP. 37. Are you able to share some of the efforts underway to support a reformed organizational culture? Some of the steps that the BRA has taken to support a reformed organizational culture are outlined in the report Building a New BRA 38fb 435d b863 48f291fa ce65. Other efforts underway are outlined in the Action Plan here: calendar/news updates/2015/07/16/bra rele ases findings of independent operational r 38. What is the make up of the organization s current communications department? Is there a media relations team in place to support? The BRA has a media relations team. There are two (2) staff members in the BRA Communications Department: Director of Communications and Digital Media Specialist. 39. Have budget parameters been set for this engagement/project? All respondents should submit an itemized budget that proposes an a la carte menu, including 40. On page 5, you mention a new BRA Brand Guide would this be something the selected consultant would develop as part of this RFP? 7

8 The selected consultant will be expected to work with BRA and City staff to develop an updated brand guide. 41. When you say helping staff identifying a toolkit, by identifying do you mean just provide consulting and ideas of what this toolkit should be, or are you looking for a proposal to also design and develop the items within the toolkit? The selected consultant is expected to work with the BRA s Communications Department to advise on social media strategies and identify a toolkit of branded collateral and materials (e.g. letterhead, business cards, door signs, PowerPoint templates, meeting sign in sheets, etc.); the selected consultant will also be expected to consult with the BRA graphics department on design and implementation. 42. When you say rethink how office space is configured etc, are you expecting a budget for the consultation and idea creation, or also for implementation/production? The selected consultant will work with an internal team, including staff from BRA s Urban Design and Finance Departments, regarding office space configuration. This process will focus primarily on consultation and idea creation. 43. Based on your creative Rights clause on page 9, are you expecting creative concepts to be developed as part of this RFP, prior to the discovery/due diligence phase? Respondents will retain the right to their original strategic ideas and creative concepts throughout the RFP process. Once a consultant or consultant team is selected, the ideas and that the consultant or consultant team has proposed become the property of the BRA. 44. Would it be possible for you to provide an expected budget range? All respondents should submit an itemized budget that proposes an a la carte menu, including 45. Are you able to provide a budget range for the scope outlined? All respondents should submit an itemized budget that proposes an a la carte menu, including 46. The RFP states the project length is 14 weeks, is there flexibility with extending this timeframe? Per Section II of the RFP, the duration of this Scope of Services shall not exceed fourteen (14) weeks. Also pursuant to Section II, respondents are invited to amend the Scope of Services or 8

9 to develop an approach within the framework that most efficiently accomplishes the goals of this RFP. 47. Do you have any research and/or internal employee survey data that could be helpful for this project? Internal employee survey data will be shared with the selected consultant. 48. What specifically does success look like for the new BRA in the future, and how will you measure it? This process should result in a clear and compelling organizational identity, mission, and set of values that communicates the agency s commitment to sound urban planning and economic development strategies and that inspires greater trust and confidence, as well as a comprehensive, proactive, and integrated communications plan that ensures enduring alignment around the updated organizational identity. 49. Who will play the role of project manager, or primary point of contact with the selected vendor on this project? The primary point of contact will be identified upon selection of a consultant team/s. 50. Will there be a master list of RFP questions and answers published to all participants? Yes. This addendum includes a complete list of all RFP questions and answers which is being shared with all planholders and can be viewed on the BRA website: with the bra/rfps rfqs bids/rfp listing page?id = Consultant Services: This exercise should be facilitative in nature What exactly do you mean by facilitative in this context? Facilitative in this context refers to ongoing communication with and feedback from current staff, outside entities and all interested stakeholders. 52. Is there a centralized and public summary of findings from the 275 community meetings and public events held in 2015? The BRA website has an events calendar that contains detailed information regarding all BRA sponsored events and meetings. 9

10 53. Stakeholder Engagement: What can the Agency learn from peer cities that can serve as a model or provide insight as to the best practices for this initiative? Do you have specific cities in mind that you would consider peers? As outlined in Section II(3) of the RFP, respondents are expected to explore what the Agency can learn from peer cities that can serve as a model or provide insight as to best practices for this initiative. 54. Are there existing vendors or partner organizations that the hired consultant would be expected to collaborate with after the awarding of the project? No. 55. Are there mandates that must be taken into consideration during the creative development process for the updated logo and color palette? Respondents should consider the following with respect to logo and color palette: o o o The BRA s logo has been the same since the Agency originated. What are the essential elements of a new logo, and what should that symbol convey? How can the BRA s color palette complement the City of Boston s new color scheme (see ) while still conveying a unique identity? Help the BRA implement updated design standards and collateral across the organization. What can be used and built upon from the new BRA Brand Guide? 56. Would the hired consultant be expected to implement BRA s website enhancements and digital media presence, or simply provide assets to be executed by BRA s in house team? The selected consultant is expected to work with the BRA s Communications Department to advise on social media strategies and identify a toolkit of branded collateral and materials (e.g. letterhead, business cards, door signs, PowerPoint templates, meeting sign in sheets, etc.); the selected consultant will also be expected to consult with the BRA graphics department on design and implementation. The selected consultant will be expected to work with the BRA s in house information technology team and content management system (Kentico) in order to implement new branding elements and design features. 57. Does the BRA have any other owned social media channels besides Twitter? No 58. Who is currently handling the Marketing and PR for the BRA? Is it all done in house? 10

11 The BRA Graphics and Communications Departments are responsible for overseeing all marketing and public relations for the agency. 59. Page 3 of the RFP mentions "two independent operational reviews" of the BRA. Are there reports or summaries of the findings of those reviews available to us? Yes, the full reports are available on the BRA website. 38fb 435d b863 48f291fa ce65. calendar/news updates/2015/07/16/bra rele ases findings of independent operational r 60. Page 5 of the RFP mentions the "new BRA Brand Guide." Is this something that was recently created, or is this an anticipated deliverable of this proposal? If the former, is it possible to get a copy? Any existing materials the BRA has will be shared with the selected consultant. 61. Page 5 of the RFP discusses developing a plan for "capital improvements to BRA s office space." This could range from a list of recommendations to actual floor plans. What do you envision as the submittal for this scope of work? The selected consultant will work with an internal team, including staff from BRA s Urban Design and Finance Departments, regarding office space configuration. 62. What will the review process look like from the BRA's side? How many BRA staff do you envision being actively engaged in this collaborative process, and how many working days should we plan for review of submittals (e.g., one week, two weeks)? The duration of the Scope of Services included in the RFP shall not exceed fourteen weeks, and BRA /City staff will work closely with the selected consultant during this time. The BRA will seek the greatest value and efficiency of study within this established timeline and will be looking for a strategic, efficient and streamlined approach from a team of senior, experienced consultants. 63. The engagement is referred to as facilitative in nature. Do you imagine a series of visioning workshops as a primary deliverable? Facilitative in the context of this RFP refers to ongoing communication with and feedback from current staff, outside entities and all interested stakeholders. The BRA is requesting proposals from a strategic advisor(s) that have expertise and experience in several areas, including creative thinking to deliver fresh ideas and insights, this includes creative thinking and ideas regarding engagement with current staff, outside entities and all interested stakeholders. 11

12 64. The RFP states that the scope of services should be completed in less than 14 weeks. Is there a particular event or milestone that is driving the timeline? Per Section II of the RFP, the duration of this Scope of Services shall not exceed fourteen (14) weeks. Also pursuant to Section II, respondents are invited to amend the Scope of Services or to develop an approach within the framework that most efficiently accomplishes the goals of this RFP. 65. Bullet #4 on the scope of services includes helping staff identify a toolkit of branded collateral and materials Should the scope include the design and/or production of those materials? The selected consultant is expected to work with the BRA s Communications Department to advise on social media strategies and identify a toolkit of branded collateral and materials (e.g. letterhead, business cards, door signs, PowerPoint templates, meeting sign in sheets, etc.); the selected consultant will also be expected to consult with the BRA graphics department on design and implementation. 66. Bullet #5 on the scope of services includes the implementation of the new brand into the existing BRA website. Should the proposal include back end development, or will the in house IT/Content teams handle that? The selected consultant will be expected to work with the BRA s in house information technology team and content management system (Kentico) in order to implement new branding elements and design features. 12

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