City of Central Falls. Request for Proposals : Emergency Vs Nonemergency Medical Care Media Campaign

Transcription

1 City of Central Falls Request for Proposals : Emergency Vs Nonemergency Medical Care Media Campaign Posted: August 30, 2018 Due Date: September 21, 2018

2 City of Central Falls Request for Proposals Emergency Vs Nonemergency Medical Care Media Campaign The City of Central Falls and the Office on Health invite interested parties to submit proposals to provide the services of Emergency Vs Nonemergency Medical Care Media Campaign. 1. Receipt and Opening of Proposals Proposals will be accepted in the office of the Purchasing Agent, City Hall, Central Falls, Rhode Island, until the time below, for the commodities, equipment or services listed in the specifications, and will be then publicly opened and read at the prescribed time in the City Hall Council Chambers. Bid must be submitted in a sealed envelope and addressed to: City of Central Falls Purchasing Department 580 Broad St. Central Falls, RI Lower left corner of envelope must contain the following identification: RPF Emergency Vs Nonemergency Medical Care Media Campaign. All bids must be received by 12:00 p.m. in the Office of the Purchasing Agent on September 21, NO BIDS WILL BE ACCEPTED AFTER 12:00 p.m. 2. Form of Bid Responses shall be submitted with one Original and four (4) hard copies and a digital copy on a compact disc (CD) or universal serial bus (USB) drive, indicating the proposer s name and proposal title: RFP Emergency Vs Nonemergency Medical Care Media Campaign, with supplemental information, drawings, warranties and other required documentation, literature and material to be provided, with the response. 3. Submission of Bids Envelopes containing bids must be sealed and addressed to the Purchasing Agent, City Hall, 580 Broad Street, Central Falls, RI and must be marked with the name and address of the bidder, date and hour of opening, and name of bid item. Any bidder may withdraw his or her bid by written request at any time prior to the advertised time for opening. Telephone bids, amendments, or withdrawals will not be accepted. Unless otherwise specified, no bid may be withdrawn for a period of thirty (30) days from time of bid opening. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after it has been opened. Proposals received prior to the time opening will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a proposal not properly addressed and identified. 2

3 Any deviation from the specifications must be noted in writing and attached as a part of the bid proposal. The bidder shall indicate the item or part with the deviation and indicate how the bid will deviate from specifications. Specifications shall be made a part of any contract by and between the City of Central Falls and the bidder. 4. Qualifications of Bidders The City may make such investigations as it deems necessary to determine the ability of the bidder to perform the work. The bidder shall furnish the City with all such information and date for the purpose as may be requested. 5. Addenda and Interpretations No interpretation on the meaning of the plans, specifications or other contract document will be made to any bidder orally. Every request for such interpretations should be in writing addressed to the City of Central Falls, Office of the Purchasing Agent, 580 Broad Street, Central Falls, RI and to be given consideration must be received at least seven (7) days prior to the date fixed for the opening of the bids. 6. Delivery All bids are to be FOB various locations within the City of Central Falls, delivery to be supplied with the Purchase Order. No extra charges for delivery, handling or other services will be honored. Only inside delivery and set-up, where required, will be accepted. TAILGATE DELIVERIES WILL BE REFUSED. The vendor must notify the City of Central Falls 24 hours prior to delivery. All claims for damage in transit shall be the responsibility of the successful bidder. The City will not make payment on damaged goods, they must be replaced or adjustments made at the option of the city. The City of Central Falls is only represented by the Purchasing Agent in these matters and that division, or its appointed representative or agent, shall be the only entity to negotiate any settlements. Deliveries must be made during normal working hours. Bid price, where applicable, is to include the cost of uncrating and setting in place. bid price, where applicable, is to include installation. 7. Indemnification and Hold Harmless The bidder shall protect defend and indemnify the City of Central Falls, including its officers, agents and employees, and hold them free and harmless from all liability, penalties, costs, losses, damages, expenses, causes of action, claims or judgments, including attorney's fees, resulting from injury to, or death of, any person or damage to property of any kind, which injury, death or damage arises out of, or is in any way connected with, the performance of the work under any contract made as part of this award. It shall apply to any acts or omissions of bidder's agents, employees, subcontractors or suppliers. The bidder also shall hold the City of Central Falls harmless from any and all claims or liens for labor, services, or materials furnished to the bidder in connection with the performance of the bidder's obligation under any contract between the bidder and City. This section shall not be applicable to injury, death or damage to property arising from the sole negligence or sole willful misconduct of the City of Central Falls, its officers, agents or employees. 8. Property lost, damaged or destroyed. Any property or work to be provided by bidder will remain at the bidder's risk until written acceptance by the City of Central Falls and the bidder will replace, at bidder's expense, all property or work lost, damaged or destroyed by any cause whatsoever. 3

4 9. Evidence of Insurance The selected Proposer must, in the performance of work and services, agree to comply with all federal, state and local laws and regulations currently in effect or hereinafter enacted during the term of this agreement that are applicable to the Proposer, its employees, agents, or subcontractors, if any, with respect to the work and services described herein. 10. General Information Bid Proposal The City of Central Falls invites interested parties to submit proposals to design and implement the City s Emergency Vs Nonemergency Medical Care Media Campaign. The Central Falls Office on Health is seeking creative expertise to develop a media campaign that will educate city residents about the difference between emergency and nonemergency medical conditions. Successful respondents will create a campaign that is both culturally and linguistically appropriate for the residents of the City of Central Falls. The campaign should be primarily in Spanish, Portuguese and Cape Verdean Creole with some messaging in English. The respondent must have culturally adept, bilingual capability. Provide any available evidence or plans of prior message development, preferably in a public health and health service utilization environment. Through the measurement of all Emergency Medical Service (EMS) runs, the City of Central Falls has concluded that approximately seventy-five percent of all emergency runs are considered unnecessary. The effectiveness of the campaign will be judged based on the documented decrease in the number of MES runs to local emergency rooms. Pre-Bid Meeting Interested parties are invited to attend a pre-bid meeting on Wednesday, September 5, 2018 at 2:00pm, where staff of Office on Health will answer questions and provide an overview of the City s goals and objectives. To attend, please Sonia Grace, Purchasing Agent at sgrace@centralfallri.us. Questions Questions must be submitted to Sonia Grace, Purchasing Agent at sgrace@centralfallri.us no later than Wednesday, September 12, Answers will be posted on the City s website at Scope of Work The scope of work for this proposal includes: 1) Create a media campaign, and paid advertising plan that includes the successful respondent s fee, creative development, creative production, media buys, media commission and any other costs not previously mentioned. Proposals should clearly state how much of the budget will be spent on campaign and creative development and how much will be spent on actual media buys. a) Objectives i) Explain the intended uses of an emergency room for life threatening reasons. 4

5 ii) Reduce unnecessary EMS transportation and Emergency Department use by Central Falls residents (1) Explain what hospitals, emergency rooms, and family doctors do and how they work (2) Explain what health conditions Central Falls residents should use the emergency room and EMS for (3) Explain what health conditions Central Falls residents should use family doctors for b) Proposal should include a plan to develop, create and design an ad campaign for the proposed forms of paid advertising. 2) Paid advertising plan should include traditional and online media. This should include, but is not limited to: events, radio, billboards, local online advertising, and social media advertising. 3) Paid advertising should span a time period of October/November 2018 through February/March ) Execute the purchase of traditional and online advertising on behalf of Central Falls 5) include the following information in the proposal a) Media Mix: Based on the target markets and segments (below), include mix of media channels. Provide reasoning for mix and provide an estimated timeline of media mix b) Compensation: Outline your proposed agency commission rate on media placement and production. Also include the hourly rate for each member of the team who would be assigned to this project. c) Planning process: The process you use to gather input from your clients. d) Results measurement: How you envision tracking results for this project. e) Experience with related issues: Outline any experience the proposed project team has had with issues related to commuting, transit, transportation and/or changing behaviors. f) Time frame: The proposed schedule for your team s execution of the strategy within the time period stated above Commencement of Work Upon execution and delivery of the contract and delivery of the required Certificates of Insurance and the approval thereof by the City of Central Falls, the successful Proposer will be notified to proceed with the work of the contract. Such notification will be in the form of a letter to proceed from the City s Purchasing Office. Addenda Should a Proposer find a discrepancy in, or omissions from the specifications, requirements for contract, or RFP form, or be in doubt as to their meaning, the Proposer shall at once notify in writing the City s Purchasing Director. All such addenda shall become a part of the contract and all Proposers shall be bound by such addenda, whether or not received by the Proposers. Award Through this RFP process, the City is seeking to award one contract. Award, as determined by the City, will be made to the responsible Proposer whose proposal the City determines is most advantageous to its needs based on the evaluation process and evaluation factors described in this RFP. The Proposer must provide unquestionable evidence of sustained capability of providing the services requested; such as can be demonstrated in existing or previous operations. Each proposal should be submitted in the most favorable terms the Proposer can make to the City. 5

6 The City of Central Falls does, however, reserve the right to request additional data or an oral presentation in support of the written proposal. Submission of a proposal does not automatically qualify a Proposer for a presentation. The City reserves the right to negotiate with all qualified Proposers. Proposal Submission The following are the elements that should be included in responses to the solicitation. Provide responses in the order presented in this section. a) Cover Letter/Statement of Qualifications. The cover letter should introduce the Proposer and address their interest for the position. The cover letter should include a narrative describing the Proposer: the qualifications of the Proposer, description of philosophy/vision for this position, description of organizational structure and collaboration methods. Attach a copy of CV and any relevant references b) Campaign development: describe process used for development of messages. Sample messages used in other campaigns and/or suggested for this project are optional but highly encouraged. c) Response Form. The response form must be included, filled out completely, and signed by the Proposer. d) Fee Structure. The Proposer shall include, in separate sealed envelope, a detailed description of the Proposer s fee structure, including hourly rate and the number of hours proposed to successfully provides the services. e) MBE/WBE Participation. The Proposer shall include, in separate sealed envelope, a plan for meeting the City s requirement that a minimum of 25% of the value of the response will be completed by State-of-Rhode-Island-certified Minority Business Enterprises (MBE) and/or Women Business Enterprises (WBE). Additionally, preference shall be given to Central Falls based sub-contractors and the hiring of employees who reside in the city of Central Falls. Evaluation/Selection Criteria Criteria Maximum Possible Points Technical Review A. Articulated interest in the work 10 B. Experience and qualifications 30 C. Approach to scope of work, time commitment 30 Cost Review D. Fee Structure 30 E. MBE/WBE Participation 6 bonus points 6

7 Request for Proposals - Nonemergency Vs Emergency Media Campaign Response Form To: The City of Central Falls From: References Reference #1 Business Name Contact Name Address City, State & Zip Phone Reference #2 Business Name Contact Name Address City, State & Zip Phone Reference #3 Business Name Contact Name Address City, State & Zip Phone 7

8 Response Form, page 2 The undersigned agrees that: The undersigned has not entered into any collusion with any person in respect to this proposal or any other proposal or the submitting of a response to this bid. The undersigned has had no judgements against it in the past two (2) years. If the undersigned has judgements, Elaborate here: This proposal includes Addendum(s) Provide additional information about your proposal as an attachment. Signature Date Name Phone Number 8