RFP PUBLIC OUTREACH SERVICES FOR WATER CONSERVATION

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1 The following Responses to Questions are being made available as follows. QUESTIONS AND ANSWERS 1. Will questions be answered after the question period closes, or before? Answer: Staff will try to answer questions as they are received. Answers to Questions will be posted on the City s website by July 2, Does the city foresee using its own printers to save on costs, or should we include in our budgets that cost? Answer: Provide an estimate for the printing. We understand that this budget may be difficult to pin down since the quantity is still unknown. Proposer may want to identify outreach items not included in the not-to-exceed cost. The City may decide to use local vendors for various type of work such as printing. 3. In the RFP, it states that the criteria for evaluation will be based on strategies to meet public outreach services, is the City looking for teams to present multiple strategies for the City to pick from, or one strategy for the City to modify? Answer: The City is looking at working with one firm to provide outreach services. The Proposer may subcontract certain strategies as part of their team. Part of the evaluation is to evaluate the Proposer s approach to the project and types of proven effective outreach strategies that the Proposer brings to the table. The City anticipates working with the selected firm to prepare a final work program to implement. 4. How does the City plan to use its outreach team when it comes to enforcement of water conservation requirements? Answer: The City anticipates working with the selected firm to prepare a final work program to implement. The City is looking into hiring enforcement officers to issue notices of violations to residents and business for failing to comply with water conservation requirements. The outreach plan will need to support and complement enforcement efforts to achieve the water conservation reduction objective of 16% reduction in potable water used.

2 5. The costs on billboard ad space and other advertising, were those costs going to be for ad space or just design work? Different kinds of advertising is listed in both the costs and the not to exceed costs. Answer: Include in your not-to-exceed cost the cost items you can include. If there are items that are being proposed for implementation but not included in the not-to-exceed cost, state those costs. 6. Does the city have access for free ad space in newspapers/billboards? Answer: The City may have limited access to a free ad space for a billboard. If billboard advertising is a recommended strategy and a cost can be identified, include that cost in your proposal. The City does not have access for free ad space in the newspaper. 7. Is there a specified budget for this contract or not to exceed amount? Answer: No set budget has been established. Staff has requested $300,000 for water conservation efforts. The cost includes the hiring of 2 conservation officers. We may be looking at $100,000 to $150,000 for the community outreach. The final budget will depend on the proposals received and strategies finally selected. 8. What was the City s response to past water shortages? What past programs were implemented to encourage conservation behavior adherence? What were the successful outcomes? Answer: The City included articles in the City s monthly newsletter Lynwood n Perspective. The City did see a decline in water consumption use for the month of May. However, it is not clear whether the articles in the City newsletter modified behavior. 9. In addition to the 05/19/15 Water Conservation Compliance posting on the City of Lynwood website, what type of marketing, education and outreach has already been performed to announce and encourage compliance with Resolution Level 2 Water Supply Shortage? Answer: The City released articles in the City newsletter, Lynwood n Perspective, on the requirements for water conservation.

3 10. Is there a theme or slogan already established by the City or a partnering organization that the community has embraced regarding these conservation efforts? If so, will we have access to incorporate these into the final program? Answer: No theme or slogan established. We look to the selected firm to determine if we should embrace existing water conservation programs offered by Central Basin Water District; Water Replenishment District or State Department of Water Resources, We look to the selected firm to reach out to these agencies if the recommendation from the selected firm is to utilize another agency s slogan or campaign. 11. Is the City seeking land use controls and regulatory changes above Title 24? Answer: The City s immediate concern is to enforce conservation measures included in the City s Level 2 Water Supply Shortage Declaration and included in the State Water Resources Control Board s Emergency Regulation. The City at a later time may seek land use controls and regulatory changes above Title Is the City seeking a target land use (residential, commercial, industrial, etc.) as a trial conservation pilot? Or does the City desire to incorporate all land uses into the conservation program? Answer: The City is seeking to target all land uses. The selected firm will need to address all water customers in all categories (ie. commercial, residential, institution, schools, industrial, etc) 13. Is the City seeking to implement municipal (City owned facilities parks, landscape medians, for example) uses and facilities into the conservation program(s)? Answer: Yes, the City intends to impose water conservation measures on existing municipal facilities. 14. Does the City envision leveraging funds from other energy alliances, utilities, or water agencies to promote the program? Answer: To minimize expenditures, the City will be interested in using other developed outreach programs offered by the State, and other agencies. We look

4 to the selected firm to determine if this is feasible and to reach out to these agencies. 15. Is there an envisioned timeframe to execute the project? Answer: We need to roll out the outreach as soon as the selected firm is obtained since the mandatory conservation target is already enforced. We are envisioning a 1 year time frame for the contract implementation. 16. Is any of this project funded via grant funds, and if so what grant program? Answer: The project is not funded by grant funds. 17. The following questions are necessary to determine how turn-key the City desires the program: What support and services will be available for implementation of the proposed outreach project? Which departments, key staff, and partnerships will be made available for implementation? Answer: The selected firm will work with the City Manager s Office, Public Works Department, and MIS and Media Services Department. The City produces a monthly newsletter that can be utilized. The City has a website, facebook page and a twitter account. The City also mails out water bills to water customers. Fliers can be inserted in the waterbills. The City has various facilities that can be used for the community meetings. 18. Will resources such as support services provided through the City s website, forums, list serve and social media networks be available? Answer: The selected firm may utilize the City s website, facebook and twitter account. The City does not have a well established list. 19. Who manages the web support services and social media platforms and what will their availability be for this project? Is the selected consultant expected to provide technical web expertise? Answer: The City s MIS Division manages the support services and social media platforms. The MIS Division will be able to assist the selected firm on the implementation. The MIS Division maintains the City s website and can provide assistance to the selected firm.

5 20. Will we have access to any existing marketing resources (local TV spots, radio or print ads), who manages this and what will their availability be for this project? Answer: The City has not done local TV spots, radio and print ads relating to water conservation. 21. Does the City desire Spanish translation materials and data sources? Answer: The City will require Spanish translation of materials and data sources. 22. Does the City have a specific budget number identified for this effort? Answer: Answer: No set budget has been established. Staff has requested $300,000 for water conservation efforts. The cost includes the hiring of 2 conservation officers. We may be looking at $100,000 to $150,000 for the community outreach. The final budget will depend on the proposals received and strategies finally selected. 23. Do actual hard copies of sample outreach materials need to be included in the proposal or can scanned copies be used? Answer: Scan copies can be attached. 24. Are there any budget parameters set for this program? Answer: No set budget has been established. Staff has requested $300,000 for water conservation efforts. The cost includes the hiring of 2 conservation officers. We may be looking at $100,000 to $150,000 for the community outreach. The final budget will depend on the proposals received and strategies finally selected. 25. Can you please explain exactly what is meant in the Schedule section when you say A shorter timeline is preferred. Do you mean get out to the market quickly - or style of timeline provided? Answer: We need to roll out the outreach as soon as the selected firm is obtained since the mandatory conservation target is already enforced. We are envisioning a 1 year time frame for the contract implementation.

6 26. Are you looking for a full year of outreach activities and messaging tactics? Answer: We are looking for a full year contract with the selected firm unless extended by the City Council or the City Manager. Time is of the essence in rolling out the public outreach activities, since the City is currently under a 16% mandated reduction in potable water consumption. It is not to the City s interest to delay the outreach. 27. Are you looking to do completely separate messaging from that of Central Basin Municipal Water District? Answer: We look to the selected firm to determine if we should embrace existing water conservation programs offered by Central Basin Water District; Water Replenishment District or State Department of Water Resources, We look to the selected firm to reach out to these agencies if the recommendation from the selected firm is to utilize another agency s slogan or campaign. 28. Scope of Work: What is the scope of work for the selected agency? Answer: The scope of work is the Nature of Services listed under page 2 of the RFP. 29. Term of Agreement: What is the term for the scope of work? Answer: We are looking for a full year contract with the selected firm unless extended by the City Council or the City Manager. Time is of the essence in rolling out the public outreach activities, since the City is currently under a 16% mandated reduction in potable water consumption. It is not to the City s interest to delay the outreach. 30. Budget for the Outreach: What is the City s allocated budget for the public outreach services? Answer: No set budget has been established. Staff has requested $300,000 for water conservation efforts. The cost includes the hiring of 2 conservation officers. We may be looking at $100,000 to $150,000 for the community outreach. The final budget will depend on the proposals received and strategies finally selected.

7 31. What outreach duties does the City staff typically handle internally for City services? In this relationship, does the City envision internal staff handling some activities for the program? If so, please identify. Answer: The City look to the selected firm to spearhead the outreach program with support from City staff. The City looks to the selected firm to develop the communication materials and outreach materials. The City s MIS Division manages the support services and social media platforms. The MIS Division will be able to assist the selected firm on the implementation as it pertains to posting information on social media. The MIS Division maintains the City s website and can provide assistance to the selected firm on posting on the City s website. The selected firm will work with the City Manager s Office, Public Works Department, and MIS and Media Services Department. The City produces a monthly newsletter that can be utilized. The City has a website, facebook page and a twitter account. The City also mails out water bills to water customers. Fliers can be inserted in the waterbills. The City has various facilities that can be used for the community meetings.