City of Henderson PO Box 716 Henderson, Kentucky REQUEST FOR PROPOSALS # 14-25

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1 City of Henderson PO Box 716 Henderson, Kentucky September 14, 2014 REQUEST FOR PROPOSALS # Social Media Services for the City of Henderson s Community Visionary Plan and Comprehensive Plan Update Prepared by: City of Henderson / PO Box 716 Henderson, KY Phone bnewman@cityofhendersonky.org 1

2 Request for Proposals RFP# REQUEST FOR PROPOSALS SOCIAL MEDIA SERVICES for the City of Henderson s Community Visionary Plan and Comprehensive Plan Update Sealed proposals will be received in the Finance Department at the City of Henderson Municipal Center, 222 First Street, Henderson, KY until Monday, September 22, 2014, at 4:00 p.m. (prevailing local time) for social media services. The City of Henderson desires to contract for social media services for its Community Visionary Plan and Comprehensive Plan update. The service is anticipated to extend for a period of approximately eight (8) months in duration. All proposals must be received in a sealed envelope clearly marked: PROPOSAL BID# SOCIAL MEDIA CONSULTING SERVICES, prior to the deadline listed above. The envelope should bear on the outside the name and address of the offer. If forwarded by carrier, the sealed envelope containing the proposal must be enclosed in another envelope addressed to: City of Henderson Municipal Center ATTN: Paul Titzer, Assistant Finance Director 222 First Street Henderson KY NO FAXED OR PROPOSALS WILL BE ACCEPTED or EVALUATED Any proposal received at the designated location after the required time and date specified for receipt shall be considered late and non-responsive and will not be evaluated for award. Only proposals that meet the experience and requirements set by the City in the RFP will be considered. The City of Henderson reserves the right to reject any and all proposals and to waive irregularities in said proposals. All proposals shall be evaluated on the following criteria: education; experience; community involvement; and cost proposal. 2

3 SCOPE OF WORK The service requirements shall include, but not be limited to, the following Scope of Work: Compose news releases and coordinate news conference and public meetings; Provide and update content for the visionary website; Act as liaison with the visionary plan consultant and the visionary committee and steering committee; Coordinate with consultant and third parties, meeting times, locations and public notification of meetings; Coordinate with steering committee members, meeting dates for meeting in a box ; Distribute electronic media as well as hard copy deliverables; Attend the following meetings: o Three (3) visionary committee meetings approximately 1 hour each o Four (4) steering committee meetings approximately 1 ½ hours each o Three (3) public meetings approximately 2 hours each o Ten (10) meetings in a box approximately 1 ½ hours each o Three (3) visioning charrette meetings approximately 2 hours each o Four (4) key person interviews approximately 1 hour each o Two (2) City-County Planning Commission meetings approximately 1 ½ hours each The successful candidate must: REQUIRED MINIMUM QUALIFICATIONS Possess a degree in journalism, broadcasting, public relations or communications; Have a minimum of five (5) years of experience in either public relations or public communications administration; 3

4 Possess community involvement experience; Be able to work flexible hours within the tentative schedule provided in the scope of work set out above; Obtain an occupational license from the City of Henderson to conduct business in the City of Henderson. Each proposal must include the following: A resume outlining the required education and experience as well as a list of community involvement activities. A cost proposal per the scope of work as a lump sum price. INSURANCE Prior to entering into a contract with the City of Henderson the successful firm must provide a Certificate of Insurance showing proof of insurance, which meets or exceeds requirements set forth in Standard Hold Harmless & Indemnification Clause and Insurance Requirements - Professional Consultant included in this bid offering. EVALUATION PROCESS Only proposals that meet the experience and requirements set by the City in the RFP will be considered. The City of Henderson reserves the right to reject any and all proposals and to waive irregularities in said proposals. All proposals shall be evaluated on the following criteria: education; experience; community involvement; and cost. 4

5 STANDARD HOLD HARMLESS & INDEMNIFICATION CLAUSE, AND INSURANCE REQUIREMENTS FORM v.5 - PROFESSIONAL CONSULTANT - I. PROFESSIONAL HOLD HARMLESS AND INDEMNIFICATION CLAUSE Service Provider agrees to indemnify and hold harmless the City of Henderson, its elected and appointed officials, officers, employees, agents and successors in interest from all claims, damages, losses and expenses including court costs, attorneys' fees, to the extent arising out of or resulting, directly or indirectly, from the Service Provider s (or Service Provider s subcontractor s) performance or breach of the contract, including claims resulting from negligent acts, errors or omissions. This Hold Harmless and Indemnification Clause shall in no way be limited by any financial responsibility or insurance requirements and shall survive the termination of this Contract. II. INSURANCE The Service Provider shall not commence work under this Contract until all insurance required under the Contract Document has been obtained and copies of policies or certificates thereof are submitted to and approved by the City of Henderson s Finance Department. The Service Provider shall not allow any subcontractor to commence work until the insurance required of such subcontractor has been obtained and copies of Certificates of Insurance retained by Service Provider evidencing proof of coverage. Prior to commencing work, the Service Provider shall maintain continuous liability coverage written on an occurrence basis or, if a claims made basis, with an extended coverage provision (ERP) option of not less than three years. Coverage will be provided through insurance companies licensed to do business in the State of Kentucky with a Best Rating of A- or better. Without limiting Service Provider s indemnification requirements, it is agreed that Service Provider shall maintain in force at all times during the performance of this agreement the following policy or policies of insurance covering its operations, and require subcontractor, if subcontracting is authorized, to procure and maintain these same policies until final acceptance of the work by the City of Henderson. The City of Henderson may require Service Provider to supply proof of subcontractor s insurance via Certificate of Insurance, or at City of Henderson s option, actual copies of policies. The insurance to be procured and maintained and the minimum Limits of Liability shall be as follows, unless different Limits are specified by addendum to the Contract: 1. COMMERCIAL GENERAL LIABILITY, via the Occurrence Form, with a $1,000,000 Combined Single Limit for any one occurrence for Bodily Injury, Personal Injury and Property Damage. The insurance certificate shall show coverage limits for the following: a. General Aggregate b. Products/Completed Operations c. Personal & Advertising Injury d. Each Occurrence e. Medical Expenses (Any one person) f. Damage to Rented Premises (Each Occurrence) 2. WORKERS' COMPENSATION insuring the employers' obligations under Kentucky Revised Statutes Chapter 342 at Statutory Limits. 3. PROFESSIONAL LIABILITY INSURANCE (Either A or B below) with a $1,000,000 Limit of Liability per occurrence and a minimum $2,000,000 per annual aggregate. 5

6 A) A Liability policy covering your firm's general practice (a Practice policy). OR B) Separate Project Errors and Omissions Insurance specifically insuring each Project The following policies are to contain or be endorsed to contain the following provisions: Commercial General Liability Coverage a) The City of Henderson, its elected and appointed officials, employees, and volunteers are added as an Additional Insured as respects liability arising out of activities performed by or on behalf of the Service Provider entering into this contract for service including the insured s general supervision of the premises owned, occupied or used by the Service Provider entering into this contract. b) The insurance coverage for the Service Provider entering into a contract shall be primary insurance as respects liability arising out of activities performed by or on behalf of the Service Provider entering into this contract for service including the insured s general supervision of the premises owned, occupied or used by the Service Provider entering into this contract. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, agents and successors and volunteers shall be excess of the Service Provider s insurance coverage and shall not contribute to it. c) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected and appointed officials, employees, agents and successors and volunteers. All Coverage a) Each insurance policy required shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days prior written notice has been given to the City. b) Any deductibles or self-insured retentions must be declared to and approved by the City. c) Certificates of Insurance as required above shall be furnished to: CITY OF HENDERSON Finance Department 222 First Street Henderson, Kentucky FAX: (270) Miscellaneous Approval of the insurance by the City of Henderson shall not in any way relieve or decrease the liability of the Service Provider hereunder. It is expressly understood that the City of Henderson does not in any way represent that the specified Limits of Liability or coverage or policy forms are sufficient or adequate to protect the interest or liabilities of the Service Provider. The City shall not be obligated to review such insurance certificates, policies and endorsements, or to advise Service Provider of any deficiencies in such documents, and such receipt shall not relieve the Service Provider from or be deemed a waiver of the City s right to insist on strict fulfillment of Service Provider s obligations herein. 6

7 OSHA Compliance The Service Provider entering into a contract agrees to comply with all appropriate federal and state OSHA laws, rules and regulations. The Service Provider entering into the contract shall have a safety policy based upon the applicable regulatory standards. Company Name or Name of Service Provider: Authorized Service Provider Signature: Date: It is expressly understood that no employer/employee relationship is created by this agreement nor does it cause Service Provider to be an officer or official of the City of Henderson. By executing this agreement, the parties hereto certify that its performance will not constitute or establish a violation of any statutory or common law principle pertaining to conflict of interest, nor will it cause unlawful benefit or gain to be derived by either party. 7