PURCHASING DEPARTMENT The bid listed below has had addenda issued. Documents are available over the Internet at http://www.norwalkct.org Adobe Acrobat reader is required to view this document. If you do not have this software you may down load it for free from Adobe. The document number to request will be the same as the project number indicated below Project # Addendum # # of pages Original Issue Date 3520 2 3 April 8, 2015 Date April 29, 2015 Project Number 3520. Addenda Number 2 Deadline 2:00 PM May 6, 2015 Project Title Development of a Marketing, Branding and Communication Strategy for the City of Norwalk This Addendum is a contract document modifying previously issued documents, which remain in full force except as specifically modified below. Quotations appearing on the Proposal are to reflect the provisions of this Addendum. Failure to acknowledge receipt of this Addendum in the space provided on the response sheet may subject candidate to disqualification. Responses to Questions 1. Question: Could you please provide me the scale to which the proposal will be evaluated on? Response: Refer to Section 1.5 Qualifications page 6; Section 1.7 Criteria for Evaluating proposal submissions on page 8. 2. Question: Do you operate with a silence period after proposals are submitted? If so, when does that time frame end? Response: The anticipated schedule is outlined on page 3 of the RFP. 3. Question: When do you plan on making your final decision? Response: The anticipated schedule is outlined on page 3 of the RFP.
4. Question: What key factors are important to you that may or may not be clearly outlined in your proposal? Response: Refer to Section 1.5 Qualifications page 6 of the RFP. 5. Question: What are your overall goals with this website project? Response: User friendly, City information, brand recognition, improve the user s experience. 6. Question: Are you open to receiving additional information within the proposal that may be outside your current scope outlined in the RFP? Response: Yes, That is fine but we suggest that the focus of your submission is in inline with the City s RFP requirements. 7. Question: Are you anticipating that respondents will need to visit Norwalk to either present their proposal or if successful to complete the project? Response: If a consulting team is selected for an interview, such interview is usually conducted in person at Norwalk, CT. 8. Question: Under 1.5 Qualifications it is noted that the successful firm must be authorized to conduct business in the State of Connecticut. As we are out of State can this be addressed after receiving notification of being awarded the project and if yes can you advise what that entails and cost? Response: Yes. Information about the authorization process (and cost) is available on the Connecticut Secretary of State s website: http://www.ct.gov/sots/site/default.asp On the home page, refer to the tab labeled Business Services. 9. Question: I note that the amount for the project is not to exceed $20,000, please clarify the following: A. to cover all points under 1.2 Scope of Work sections A to G Response: The $20,000 budget is expected to fund items A-C: the brand development, brand strategy and style guide 10. Question: under scope of services and pricing, unit cost for each service for each phase is requested however, would it be possible to move that money from phase to phase if necessary, noting not to exceed the $20k? Response: Proposers should make the best attempt at a true cost for services and it would be expected to perform within the budget and scope of services proposed.
11. Question: C. noting the number of projects required, will the City of Norwalk be taking over some of the marketing once branding accomplished. For example once delivery of logo and graphic standards manual will aspects on the list be completed in-house i.e. Business cards, letterhead, mailing labels Response: Yes, this is the purpose of the request. However, the City does not have inany in-house commercial printing capabilities. 12. Question: Please advise the main driver of this RFP? Response: Please review Sections 1.1 Purpose and 1.2, Scope of Work. The City of Norwalk is seeking marketing and communications support services. 13. Question: Can you give more information on the type of media training that might be requested? Response: If a new computer program is proposed to be introduced or if a new media is introduced, the City staff will need training on how to use it. End of Addendum #2
PURCHASING DEPARTMENT The bid listed below has had addenda issued. Documents are available over the Internet at http://www.norwalkct.org Adobe Acrobat reader is required to view this document. If you do not have this software you may down load it for free from Adobe. The document number to request will be the same as the project number indicated below Project # Addendum # # of pages Original Issue Date 3520 1 3 April 8, 2015 Date April 22, 2015 Project Number 3520. Addenda Number 1 Deadline 2:00 PM May 6, 2015 Project Title Development of a Marketing, Branding and Communication Strategy for the City of Norwalk This Addendum is a contract document modifying previously issued documents, which remain in full force except as specifically modified below. Quotations appearing on the Proposal are to reflect the provisions of this Addendum. Failure to acknowledge receipt of this Addendum in the space provided on the response sheet may subject candidate to disqualification. Responses to Questions 1. Question: We are wondering if the $20,000 budget is supposed to cover all the below activities listed in the RFP strategy and style guide. 2. Question: It is mentioned that Assist City agencies and departments as assigned to provide approved marketing services. Please explain the scope of services. Response: Marketing for economic development and special events are undertaken by various departments. Example services: marketing advice, preparation of creative collateral, brochures, special event posters, social media. 3. Question: Is there an incumbent agency? If so which agency is it? Response: No.
4. Question: Will it just be advice or will art work and branding also be required? Response: Yes advice and artwork are required. An example of the creative that might be requested could be posters, advertisements, social media templates and other collateral for economic development purposes. Yes, art work and development of a brand, a brand strategy and style guide are requested. 5. Question: As to the City s website, will it be enhancements or a complete re-do of the site? Response: The content is there. We need to re-skin the web site so that it is consistent with the new brand. Suggestions from our consultants on the look and feel are expected. 6. Question: Funding expires on June 30, 2015 but should we assume that work can continue beyond that date until all work is completed? Response: No, we do not expect the work to be completed. We ask that you set forth a schedule of activities along with dates in your proposal. 7. Question: I wanted to inquire if you would consider a proposal from a Toronto-based company. Are there any restrictions in that regard? Response: No. However, any out-of-state corporation, if selected, would need to have a valid license to do business in the State of Connecticut. And submit evidence to the City in the form of a Certificate of Authority from the Connecticut Secretary of State within 30 days of any such award. 8. Question: On page 2, section 1.0 advises the City of Norwalk is seeking a brand strategy and that "additional creative services as outlined in the scope of services may be funded in subsequent and multiple phases subject to available, appropriated funds." On page 4, section 1.2-C references the development of creative collateral for City officials. Is this work subject to the additional funding referenced in section 1.0 or is execution of collateral materials part of the $20k budget allocated? strategy and style guide. Any additional tasks beyond the $20,000.00 would be subject to additional funding. 9. Question: Is the City's current website built in a content management system (CMS)? If so, please advise which platform (Drupal, Wordpress, Concrete 5, Sitefinity, etc.) is built upon Response: Yes. The CMS is a proprietary platform by CivicPlus. 10. Question: Will your responses to all questions submitted by other agencies be made public? Response: Yes. The City publishes all project relevant questions that I received as well as the City s response to those project relevant questions.
11. Question: Also, I wanted to confirm my understanding of the budget that you have outlined. You indicate that there is $20,000 approved for the delivery of what is described in paragraph A of 1.2 Scope of Work on Page 4 of the RFP. And, that the additional Scope of Work described in paragraphs B through G would be considered as subsequent work contingent upon the approval of additional funding? strategy and style guide. Any additional tasks beyond the $20,000.00 budget would be subject to additional funding. 12. Question: Section 1.3 further references "design/develop [recommended] marketing, branding, communication materials." Does the creation of these materials fall within the $20k budget allocated or are their additional funds available for this work? strategy and style guide. Any additional tasks beyond the $20,000.00 budget would be subject to additional funding. 13. Question: F references "provide uninterrupted service for one year." Is $20k the budget allocated for all marketing work to be performed during that 12-month term? strategy and style guide. Any additional tasks beyond the $20,000.00 budget would be subject to additional funding. 14. Question: You mention that a budget of $20,000 is for the first phase. How long is Phase one? Response: The $20,000 (phase one) budget is expected to fund the brand development, brand strategy and style guide. Any additional tasks beyond the $20,000.00 budget would be subject to additional funding. 15. Question: Is $20,000 the total budget or are agencies to also submit any additional costs that may be incurred for creation of ad material, media buys etc? Response: The $20,000 (phase one) budget is expected to fund the brand development, brand strategy and style guide. Any additional tasks beyond the $20,000.00 budget would be subject to additional funding. Agencies should therefore include within their proposal submission an itemized fee structure for all of their proposed services. 15. Question: How many other agencies are submitting questions/proposals? Response: The City has received questions from a few companies. Once the deadline has past, the City shall publish a list of all companies that submitted a proposal submission on its website. End of Addendum #1