County Veterans Service Commision issues RFP

Steve’s breakdown: This is a small $75,000 review for a good cause. I’ve cut and pasted the entire RFP below for your review.

DAYTON, OH: Request for Proposals
Montgomery County, OH Veterans Service Commission Marketing/Media Campaign

I. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit offers from marketing firms for a comprehensive and creative, media and public relation plan to promote the importance of Montgomery County’s Veterans Service Commission Programs.

This plan is slated to begin in the fourth quarter of 2011. Montgomery County reserves the right to select multiple firms for various parts of the plan based on review of proposals. The selected firm will be guided by high quality research and will work with a dedicated team of professionals. The selected firm must exhibit passion for military veterans, their spouses, and dependents.

The Veterans Service Commission has approved expenditures in an amount up to $75,000 for the marketing campaign through 12/31/12.

II. PROPOSAL SUBMISSION

Proposals must be received by 5:00 p.m. on Friday, July 15, 2011. Any proposal received after
this date and time will not be considered. The address for the submission of proposals is:

Cathy Petersen
Communications Director – Montgomery County
County Administration Building
451 West Third Street
Dayton, OH 45422
937-224-3831
petersenc@mcohio.org

Please send ten (10) copies of the response to the Request for Proposal. The proposal may be
mailed, delivered in person or e-mailed during normal business hours, which are 8:00 a.m. to
5:00 p.m. Monday through Friday. All proposals must be signed and will become property
of the County.

Proposers with any questions regarding the RFP should contact Cathy Petersen at the number
above or at petersenc@mcohio.org. Answers to questions will be shared with all Proposers.

III.GENERAL BACKGROUND

Montgomery County Veterans Service Commission offers two distinct services to residents
of the county. The first service is assistance in filing of Veterans Administration (VA)
claims, pension, benefits and information programs. The second service is an emergency
financial assistance program provided to qualifying veterans and their families of the county.

IV. SCOPE OF THE SERVICES

A. GENERAL
The Montgomery County Veterans Service Commission is seeking comprehensive and creative advertising/ marketing services to promote Veterans Services.

• The proposal must include a creative, detailed marketing/media strategy for promoting Veterans Services Programs.

It is anticipated that materials from the media program and/or video may be used in future years. Therefore, the products should be appropriate for use now and in the future.

V. SPECIAL CONSIDERATIONS

• Montgomery County will retain all rights to created artwork, photographs, video, words, advertisements, etc. Releases will be obtained and delivered to Montgomery County for all persons on video or photographed.

• The proposal should explain how the campaign will address the programs provided through Veterans Services, but still maintain an overall theme.

VI. QUALIFICATION, RELATED EXPERIENCE AND REFERENCES

A. This section should establish the ability of the Proposer to satisfactorily perform the
required work by reasons of demonstrated competence in the services to be provided; the nature and relevance of similar work currently being performed or recently completed; competitive advantages over other firms in the same industry; strength and stability as a business concern; and supportive client references.

B. Furnish background information about your firm, including date of founding, legal form (corporation, partnership, etc.) number and location of offices; principal line of business, number of employees, and any other pertinent information.

C. Describe the firm’s most noteworthy qualifications for providing the required services to the County. Also include the types of services offered, the firm’s in-house capabilities and those services typically subcontracted to other outside consultants, professionals or firms. Specifically highlight those qualifications that distinguish your firm from your competitors.

D. List in the proposal examples of similar projects the firm has produced.

E. Describe any litigation pending against the firm.

VII. WORK PLAN AND APPROACH

A. This section should establish the Proposer’s understanding of the County’s objectives and requirements, demonstrate the Proposer’s ability to meet those requirements, clearly and concisely outline the plan for accomplishing the specified work and include any significant value-added services.

VIII. SERVICES FEES

A. Please outline the firm’s not-to-exceed costs for the Scope of Work as detailed in the RFP. The cost for Optional Services should be listed separately. No hourly billing will be accepted.

IX. PROPOSAL EVALUATION

A. If during the evaluation process, the County is unable to determine a Proposer’s ability to perform under the contract; the County has the option of requesting from the Proposer any additional information that is deemed necessary to determine the Proposer’s ability. If such information is requested, the Proposer will be notified and will be permitted five (5) business days to submit the information.

B. A committee will review, analyze and evaluate all proposals. A decision will be made to conduct interviews with a few selected firms.

C. Evaluation criteria will include:
1. A comprehensive plan outline, including the proposed uses of different media and the best ways to deliver the message.
2. A proposed budget
3. Ability to carry out the Scope of Work.
4. Qualifications, experience and references of the Proposer;

X. CLIENT REFERENCE LIST

A. Please provide at least three (3) clients for whom you have provided similar services:
1. Name of client
2. Contact person and phone number
3. Size of the Organization
4. Number of years with the client
5. Scope of services

XI. SELECTION PROCESS

A. An evaluation committee will make a recommendation on awarding the contract. The
RFP does not commit Montgomery County to award a contract. Montgomery County reserves the right to waive information and irregularities in the proposals received and accept or reject any or all proposals or cancel the RFP in part or in its entirety.

B. The top two proposal firms will be asked to prepare a general presentation on their proposal, including the key staff persons who could be involved in the campaign. Each presentation should last no more than one hour and will be reviewed by the selection committee. The presentation firms will be invited to present on Wednesday August 10, 2011 at the Veterans Service Commission Offices. A decision will be made by September 14, 2011.

XII. TIMELINE

A. RFP’s mailed June 1, 2011.
B. Proposals received by July 15, 2011.
C. Proposals evaluated by July 27, 2011.
D. Finalist presentations week of August 10, 2011.
E. Selection of Marketing Firm by September 14, 2011.

XIII. ADDITIONAL INFORMATION

A. STANDARD TERMS & CONDITIONS
The Proposer selected for the contract award through this RFP shall be required to enter into a written agreement with the County. The content of this RFP may be incorporated into the final contract. Any information submitted is open to public information requests.

B. AMENDMENTS TO RFP
If it is necessary to make material changes to the RFP, the County will mail written RFP addenda to all recipients of record of the original RFP.

C. PROPOSER’S COST
The cost of developing a proposal is the Proposer’s responsibility and is not chargeable to the County. The County further reserves the right to reject any and all proposals and the Proposer acknowledges the County’s right to reject any and all proposals.

D. SUBCONTRACTORS
If a subcontractor will be used by the Proposer to comply with any requirements outlined in the RFP, that fact must be stated in the proposal. The names of the subcontractors and their duties shall be specified in the proposal.

E. WITHDRAWAL
The Proposer may withdraw a proposal at any time prior to selection by the County by submitting a request in writing.

A proposal is an irrevocable offer valid at the date scheduled for the proposal opening and for 90 days thereafter. The Proposer is responsible for the accuracy of the proposal submitted and no allowance will be made for errors or price increases that the Proposer later alleges are retroactively applicable.

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