Launch Event Planning and Management Healthy Schools Healthy Communities

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1 Launch Event Planning and Management Healthy Schools Healthy Communities The purpose of this Request for Proposals (RFP) is to solicit proposals for public relations and event planning and execution for launch events of the Missouri Foundation for Health s Healthy Schools Healthy Communities initiative. MFH has contracted with a communications firm to brand its Healthy Schools Healthy Communities initiative and develop overarching messaging that can elevate local activities and connect the work of grantees across the state. The selected event organizer will work closely with the communications firm to plan launch events for the Initiative in 12 target communities, to be carried out between October, 2014 and November The goals of the launch events are to: 1. Launch the new brand and messaging for Healthy Schools Healthy Communities; 2. Raise awareness of local efforts underway to achieve policy and environmental changes that will help prevent childhood obesity; 3. Demonstrate how schools and communities are working together to achieve change; and; 4. Build support and engagement among community members and stakeholders who are instrumental in the Initiative s success. Services required include the following: 1. Develop concepts for the twelve different launch events. In conjunction with MFH Technical Assistance providers, the selected contractor will work closely with each local HSHC School Wellness Coordinator and Community Wellness Coordinator, to identify the best launch event for each community to elevate local efforts. We anticipate that events will look different from community to community. MFH is interested in energetic, positive, active events, with a look and feel appealing to children and adults and attractive to the media. 2. Coordinate event planning, logistics, and execution. The event organizer will be required to plan 12 events, in each of the 12 counties where participating school districts and community organizations are located, in collaboration with the Foundation and HSHC grantees as follows: a. Create a list of invitees for each event. b. Determine dates. c. Find and confirm locations.

2 d. Send invitations and confirm attendance and logistics. e. Prepare a list of desired images and sound from the event (for day-of media and future use). f. Arrange for events to be photographed and filmed to ensure quality images and b-roll footage for future use g. Arrange event activities and participants (e.g. cooking, physical activities for kids and adults). h. Arrange program, including speakers and order. i. Arrange all day-of-event logistics per the above event format. j. Support grantees in pitching the media and ensuring press coverage of the events in local media outlets. k. Attend all events to ensure the successful execution of all roles and responsibilities for all involved parties. 3. Develop talking points for all speakers. The communications firm will provide overall messages that can be incorporated in talking points. 4. Develop FAQs for those who may be interviewed by the media. 5. Provide assistance to grantees in tailoring media templates (press release, op-eds, etc.) provided by the communications firm. The communications firm will supply limited signage (banner or podium sign) and a limited run of collateral materials. MFH will not reimburse a respondent for the cost of developing or presenting a proposal in response to this RFP. A respondent s submission of a proposal in no way guarantees procurement by MFH. Allowable Budget A total of $50,000 is available for the Launch Event Planning and Management. Budget should include event logistics such as locations, speakers, audiovisual, photography, refreshments, and other equipment necessary to successfully execute the events. The contract will be 10 weeks in duration with a start date of September 1, Eligibility Requirements The applicant should demonstrate the ability to successfully execute on-the ground events through relevant experience, staff capacity and knowledge, and the ability to make appropriate connections. The Foundation is committed to assuring that equal opportunity is provided to minority and woman-owned enterprises, and that its contractors have active programs for assuring diversity in their workforce and sensitivity to the issues of race and gender. No person shall be denied or subjected to discrimination on account of any services, or activities made possible by or 2

3 resulting from an agreement resulting from this RFP on the grounds of sex, sexual orientation, race, color, creed, national origin, age (except minimum age and retirement provision), marital or veteran status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this procurement and shall be grounds for cancellation, termination or suspension in whole or in part of any related agreement by the Foundation. The respondents shall at all times in the proposal and contract process comply with all applicable state and federal anti-discrimination laws, rules, regulations and requirements thereof. Proposal Format and Content Please include each of the documents below in the submission . Application Cover Sheet. Submit the one page cover sheet included in the application packet. Make sure to include an original signature of the CEO. Qualifications and Approach to Services Desired. Following the outline below, submit a narrative up to 6 double-spaced pages with 11-point Ariel font and one-inch margins. 1. Your organization, including principals, history, and successes. 2. Previous experience with similar communications, public relations and event planning and execution, including examples of previous work and clients. 3. Previous experience with event-coordination, public information/public service messaging and communications, building community support, including active champions for similar projects, and with multi-constituent projects and events. 4. Your organization s capacity to successfully carry out the launch events and achieve all objectives listed under #2 in the Services Required section. 5. Roles, responsibilities, and biographies of staff who will work on the project. 6. Approach to accomplishing the project, including a detailed work plan and schedule. Proposed Project Schedule and Timeline Bios of Key Personnel Assigned to Project Budget. Submit the one-page budget proposal spreadsheet included in the application packet. Detailed Cost Proposal. Provide details about each line item included in the budget proposal, including staff hours by person and rate per hour, direct event-related out of pocket costs, and other out of pocket costs. Cost information provided in the proposal will be held confidential. Additional information is requested dependent on the applicant type. Not-for-profit organizations must submit the following: Annual audit report. Provide the most recent audit report prepared by a CPA and 3

4 issued less than 15 months prior to date of application submission. Send the complete report including audit letter, financial statements, and notes to the financial statements. If a recent audit report is unavailable, provide the most recent IRS Form 990 tax return (without supporting schedules except schedule O). Annual budget. Provide the current fiscal year s approved expense budget. The budget must show detailed annual expense by type of expense. Current income statement, unaudited. The income statement must have been issued fewer than 75 days prior to the date application is submitted. Current balance sheet, unaudited. The balance sheet must have been issued fewer than 75 days prior to the date application is submitted. For-profit organizations must submit the following: Annual Report, Annual Audit Report or Tax Return. Provide a copy of one of these three documents issued less than 15 months prior to the date of application submission. 2 3 professional references. Submit the names and contact information of 2 3 individuals or organizations that the Foundation can contact to verify past work. Completed W9 Form Independent Contractors must submit the following: 2 3 professional references. Submit the names and contact information of 2 3 individuals or organizations that the Foundation can contact to verify past work. Completed W9 Form Note: Payment for services rendered will be made on an invoice basis. Proposal Review and Evaluation Proposals will be reviewed in accordance with the requirements of this RFP. Only those proposals that meet all the mandatory criteria in the RFP will be given consideration. MFH will not reimburse a respondent for the cost of developing or presenting a proposal in response to this RFP. Proposals will be evaluated based upon: 1. Demonstrated capacity and experience to accomplish the project requirements. 2. Level and experience of specific staff who will work on the project. 4

5 Right to Reject MFH reserves the right to: Reject any or all proposals submitted. Request additional information from any or all respondents. Conduct discussions with respondents to ensure full understanding of and responsiveness to, the solicitation requirements. Negotiate modifications to a respondent s proposal prior to final award for the purpose of obtaining best and final offers. Approve subcontractors proposed or used in carrying out the work. Inquiries If you have questions about the goals or content of this RFP please contact Deidre Griffith, Program Officer, at [email protected] or If you have questions about the financial documents, please contact Deena Lauver-Scotti, Grants Manager, at [email protected] or Proposal Delivery Requirements The proposal and appropriate attachments must be delivered electronically via to Deidre Griffith, Program Officer, at [email protected]. Proposals will be accepted beginning Wednesday July 30, 2014 and must be received by Wednesday, August 20, 2014 by 5pm CT. About Healthy Schools Healthy Communities In 2013, the Foundation developed Healthy Schools Healthy Communities (HSHC), a five- year effort to reduce childhood obesity through prevention efforts in selected communities in the MFH region. The primary target population is children in grades K-8 in school districts with free and reduced lunch rates of 60% or higher and childhood obesity rates above the state s midpoint. School districts serve as the central hub for interventions. In addition, the project works with families, community organizations, and policymakers to influence government, school and organizational policies and regulations. Over the past year, the MFH HSHC Initiative team has established relationships with 13 school districts in 11 counties who have taken a lead role in the initiative in their schools and communities. In July, 2014, the HSHC initiative was expanded to 12 additional school districts in the same or neighboring counties. Over the past year MFH has solidified the commitments of the school districts as well as community organizations in each district. Together, school and community wellness coordinators are working to build community, organization and individual support, involvement, and action. Over five years, the HSHC team anticipates working with 30 school districts and their surrounding communities. To reduce childhood obesity, the initiative will: 5

6 1. Increase healthy eating. 2. Increase physical activity. 3. Implement policy and environmental changes to support healthy eating and physical activity. 4. Engage parents and other stakeholders to promote health and wellness in schools, families, and communities. The initiative launched in September 2013 with 11 kick-off events across the targeted communities. These events served to raise and build local support for and excitement around the initiative and encourage community engagement. A year into the initiative, schools have developed action plans for how they plan to increase access to healthy food and physical activity and some have started implementing activities to achieve these goals. In addition, MFH has brought on community grantees who are also developing action plans for achieving the same goals throughout the community and in conjunction with schools. The purpose of this initiative is to engage community members and schools in preventing childhood obesity knowing that engagement is needed from both sides and change will not happen without it. About the Missouri Foundation for Health The Missouri Foundation for Health (MFH) is an independent philanthropic foundation dedicated to improving the health of people in our region. MFH works as a changemaker, educator, and partner to promote community health and increase access to care for the uninsured and underserved. 6