Police Podcast Content Development

Department of Police
Public Affairs Unit
602 E. Main Street
Durham, NC 27701
Request for Proposals for
Police Podcast Content Development
March 2, 2026
Title and Purpose of RFP:
Police Podcast Content Development
The City of Durham is seeking proposals from qualified consulting
firms with experience in podcast strategy, development, production,
and launch support.
Candidates Are Not Required to Return This Form.
Lt. Jose Montoya Project Manager Name
Lieutenant Project Manager Title
Police Project Manager Department
Office of the Chief Project Manager Division
919-560-4322 x 29197 Project Manager Telephone Number
jose.montoya@durhamnc.gov Project Manager E-mail
If you have concerns about this RFP that you believe are not being addressed by the Project Manager,
please contact Shiquita Dancy, Public Information/Communications Analyst Sr. at
Shiquita.dancy@durhamnc.gov of 919-560-1185 x29138.

SELECTED CONTENTS
Date of RFP
Project Manager and Contact with City; Questions about this RFP.
DESCRIPTION OF PROJECT AND NATURE OF RFP
Project
Scope of Work
Compensation Amount and Schedule
Definitions in this RFP
Contract
Trade Secrets and Confidentiality
Bonds
Insurance
Discretion of the City
SCHEDULE
Schedule
Keeping Proposals Open
Deadline to Submit Proposals
GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS
Questions
Pre-submittal conferences, meetings, and site visits
Updates and revisions to RFP
EVALUATION CRITERIA
Evaluation Criteria
CONTENTS OF PROPOSAL
Contents of Proposal
Contact information; Legal status; Qualifications; Project Team, Location
of Work, and Subcontracting; Workforce Diversity Questionnaire;
Methods; Compensation; Assumptions; UBE; Small Local Business
Enterprises (SLBEs); Financial Condition, Insurance, and Bonds; Conflict
of Interest; Non-collusion
COVER LETTER WITH PROPOSAL
Cover letter
Addendums
HOW TO SUBMIT A PROPOSAL
How to submit a proposal
Format
Alternative Proposals
Candidate to Bear Expense; No Claims against City
Notice Under the Americans with Disabilities Act (ADA)
Values of City of Durham
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Request for Proposal (RFP) for qualified consulting firms with experience
in podcast strategy, development, production, and launch support.
10. Date of RFP: March 2, 2026
20. Project Manager and Contact with City; Questions about this RFP. Direct
questions and concerns to
Attn: Lt. Jose Montoya
Police Department
602 E. Main St.
Durham, NC 27701
Email: jose.montoya@durhamnc.gov
If you have concerns about this RFP that you believe are not being addressed by the
project manager, please contact
Shiquita Dancy, Sr. Public Information Analyst Police Department
602 E. Main St.
Durham, NC 27701
Email: shiquita.dancy@durhamnc.gov
DESCRIPTION OF PROJECT AND NATURE OF RFP
30. Project The City of Durham through the Durham Police Department was awarded
the 2025 Community Policing Development (CPD) Micro-grant, from the Department
of Justice Office of Community Oriented Policing Services. The funding has been
awarded under focus area "Uplifting the image of the law enforcement profession."
The Police Department strategy under this grant is to establish a podcast team, create
brand identity, develop content calendar, contract content developer, and purchase
equipment. The Durham Police Department's podcast represents an innovative step
toward transforming public perception of law enforcement through modern, authentic
engagement. By leveraging digital storytelling, DPD can humanize officers, build trust,
and create a platform for transparent, ongoing dialogue with the community. The City
of Durham's Police Department will be using funding from the 2025 Community
Policing Development (CPD) Micro-grant for the proposal selected by this RFP.
The City of Durham Police Department is soliciting Proposals from qualified consulting
firms with demonstrated experience in podcast strategy, development, production, and
launch support. The selected Vendor/Contractor shall be approved by the City of
Durham; and as such shall be authorized to Contract with the City of Durham to
conceptualize, develop, and implement a podcast that enhances community
engagement, increases transparency, and highlights the work, people, and initiatives
of the Police Department.
The purpose of the podcast is to provide an informative, accessible platform to share
public safety information, showcase specialized units and programs, and highlight
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community partnerships. The podcast will serve as a proactive communication tool
designed to build trust, strengthen community relationships, and provide insight into
modern policing practices.
The selected consultant will be expected to:
* Conduct a discovery and strategy phase to identify goals, target audiences, key
messaging themes, and branding direction.
* Develop a podcast concept, format, episode structure, and content calendar.
* Provide guidance on naming, branding, and overall creative direction.
* Assist with scripting templates, interview frameworks, and content development
processes.
* Provide technical recommendations regarding equipment, recording setup,
editing workflow, hosting platforms, and distribution channels.
* Provide launch strategy support, including marketing and promotional
recommendations.
* Provide a sustainability plan to ensure long-term success and scalability of the
podcast.
40. Scope of Work The Durham Police Department (DPD) seeks a qualified
consulting firm to provide comprehensive podcast development services from concept
through launch readiness. The selected firm will work collaboratively with the Durham
Police Department's designated project team to develop a strategic, sustainable, and
professional podcast platform aligned with the Department's communication
objectives.
The Scope of Work shall include, but is not limited to, the following components:
1. Discovery and Strategic Planning
* Conduct stakeholder interviews and planning sessions with DPD leadership
and communications staff.
* Identify podcast goals, target audiences, key messaging priorities, and
success metrics.
* Assess existing communication channels to ensure alignment and
integration.
* Deliver a written Podcast Strategy Plan outlining vision, objectives,
audience profile, tone, format, and measurable outcomes.
2. Creative Development and Branding
* Develop podcast name concepts, tagline options, and thematic direction.
* Provide branding recommendations, including visual identity guidance
aligned with DPD standards.
* Establish show format, episode structure, segment flow, and recommended
episode length.
* Develop a content framework and 6-12 month editorial calendar outline.
3. Content Development Framework
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* Create scripting templates, episode outlines, and interview question
frameworks.
* Develop internal content submission and approval workflows.
* Provide sample pilot episode script(s) or detailed show run-down(s).
4. Technical Consultation and Production Guidance
* Provide recommendations for recording equipment, studio setup, and
soundproofing considerations.
* Recommend editing software, file management systems, and hosting
platforms.
* Provide distribution strategy recommendations (e.g., Apple Podcasts,
Spotify, YouTube, website integration).
* Develop a production workflow guide including recording, editing,
publishing, and archiving procedures.
5. Training and Capacity Building
* Provide hands-on or virtual training for designated DPD staff on:
1. Podcast hosting and interviewing techniques
2. Audio recording best practices
3. Basic audio editing
4. Content planning and scheduling
* Provide written training materials and reference guides.
* Ensure DPD personnel are equipped to independently sustain podcast
operations.
6. Marketing and Launch Strategy
* Develop a podcast launch plan including timeline and promotional strategy.
* Provide recommendations for cross-promotion through social media,
website, email newsletters, and community partnerships.
* Develop performance tracking recommendations and key performance
indicators (KPIs).
* Provide sample promotional messaging and rollout templates.
50. Compensation Amount and Schedule. Reserved
60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should.
Unless the context indicates otherwise - (a) The expressions "RFP," "this RFP," and
"the RFP" refer to this document as it may be amended or updated. (b) "City" and "city"
mean the City of Durham. (c) The "proposal" or "Bid" is the response of a person, firm,
or corporation proposing to provide the services sought by this RFP. (d) The word
"Candidate" or "candidate" is the person, firm, or corporation that submits a proposal or
that is considering submitting a proposal. (e) The word "Contractor" or "contractor" is the
person, page 4 12/1/23 Human Resources Services RFP firm, or corporation with which
the City enters into a contract to provide the services sought by this RFP. That is,
"contractor" generally refers to a successful candidate that has obtained a fully executed
contract with the City, while "candidate" is generally reserved to the stage before a
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contract has been signed. (f) The word "should" is used to tell candidates what the City
thinks it wants and/or what the project manager thinks is best. Candidates that want to
increase the likelihood of being selected will, in general, do what the RFP says
candidates "should" do, but failure to comply with all "shoulds" will not necessarily and
automatically result in rejection.
70. Contract. The City anticipates that the conclusion of the RFP process will be a
contract between the City and the successful candidate under which the successful
candidate will provide the goods and services generally described in this RFP. It is the
City's intention to use the contract that is attached in Exhibit A, modified and filled in to
reflect the RFP and the proposal. If a candidate objects to any of the contract, it should
state the objections in its proposal.
71. Contract Approval. This RFP does not, by itself, obligate the City. The City's
obligation will commence when the Durham City Council approves the contract. Upon
written notice to the contractor, the City may set a different starting date for the contract.
The City will not be responsible for any work done by the contractor, even work done in
good faith, if it occurs before the contract start date set by the City.
72. Proposal as a Part of the Contract. All or part of this RFP and the successful
proposal may be incorporated into the contract.
73. Additional Terms and Conditions. Federal funds are used in support of this RFP
and all candidates are required to be familiar with federal assistance clauses in Exhibit
C. This will be included as part of the contract.
The City reserves the right to add terms and conditions during contract negotiations.
These terms and conditions will be within the scope of the RFP and will not affect the
proposal evaluations.
74. Proposed Payment Procedures. The City will make payments based on a
negotiated payment schedule. Each billing must consist of an invoice and progress
report. No payment will be made until the project manager has approved the progress
report and invoice. No payment will be made for "no shows" or other cases where no
services have been provided.
75. Contract Payment. No payment will be made until the contract is approved by the
Durham City Council and has been fully executed by all parties. Under no conditions
will the City be liable for the payment of any interest charges associated with the cost of
the contract.
76. Informal Debriefing. When the contract is completed, an informal debriefing may
be performed at the discretion of the project manager. If performed, the scope of the
debriefing will be limited to the work performed by the contractor.
77. Termination for Default. If the Project Manager determines that the contractor has
refused to perform the work or has failed to perform the work with such diligence as to
ensure its timely and accurate completion, the City may, by providing written notice to
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the contractor, terminate the contractor's right to proceed with part or all of the
remaining work.
78. Contract Changes and Unanticipated Amendments. During the course of this
contract, the contractor may be required to perform additional work. That work will be
within the general scope of the initial contract. When additional work is required, the
Project Manager will provide the contractor a written description of the additional work
and request the contractor to submit a firm time schedule for accomplishing the
additional work and a firm price for the additional work. Cost and pricing data must be
provided to justify the cost of such amendments.
The contractor will not commence additional work until the Project Manager has
secured any required City approvals necessary for the amendment and issued a written
contract amendment.
79. Contract Invalidation. If any provision of this contract is found to be invalid, such
invalidation will not be construed to invalidate the entire contract.
80. Trade Secrets and Confidentiality. As a general rule, all submissions to the City
are available to any member of the public. However, if materials qualify as provided in
this section, the City will take reasonable steps to keep trade secrets confidential.
Definitions.
In this section (Trade Secrets and Confidentiality) -
The term "candidate" includes the candidate as contractor (that is, after it is a
party to a contract with the City).
The term "trade secret" means business or technical information, including but
not limited to a formula, pattern, program, device, compilation of information,
method, technique, or process that:
a. Derives independent actual or potential commercial value from not
being generally known or readily ascertainable through independent
development or reverse engineering by persons who can obtain economic
value from its disclosure or use; and
b. Is the subject of efforts that are reasonable under the circumstances to
maintain its secrecy. The existence of a trade secret shall not be negated
merely because the information comprising the trade secret has also been
developed, used, or owned independently by more than one person, or
licensed to other persons.
The term "record" means all documents, papers, letters, maps, books,
photographs, films, sound recordings, magnetic or other tapes, electronic data-
processing records, artifacts, or other documentary material, regardless of
physical form or characteristics, received by the City of Durham in connection
with the candidate's proposal.
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(a) Designation of Confidential Records. To the extent that the
candidate wishes to maintain the confidentiality of trade secrets contained
in materials provided to the City, the candidate shall prominently designate
the material with the words "trade secrets" at the time of its initial
disclosure to the City. The candidate shall not designate any material
provided to the City as trade secrets unless the candidate has a
reasonable and good-faith belief that the material contains a trade secret.
When requested by the City, the candidate shall promptly disclose to the
City the candidate's reasoning for designating material as trade secrets;
the candidate may need to label parts of that reasoning as trade secrets.
In providing materials to the City, the candidate shall make reasonable
efforts to separate those designated as trade secrets from those not so
designated, both to facilitate the City's use of the materials and to
minimize the opportunity for accidental disclosure. For instance, if only a
sentence or paragraph on a page is a trade secret, the page must be
marked clearly to communicate that distinction. To avoid mistake or
confusion, it is generally best to have only trade secret information on a
page and nothing else on that page.
To the extent authorized by applicable state and federal law, the City shall
maintain the confidentiality of records designated "trade secrets" in
accordance with this section. Whenever the candidate ceases to have a
good-faith belief that a particular record contains a trade secret, it shall
promptly notify the City.
(b) Request by Public for Access to Record. When any person
requests the City to provide access to a record designated as a trade
secret in accordance with subsection (a) above, the City may
(1) decline the request for access,
(2) notify the candidate of the request and that the City has
provided, or intends to provide, the person access to the record
because applicable law requires that the access be granted, or
(3) notify the candidate of the request and that the City intends to
decline the request.
Before declining the request, the City may require the candidate to give
further assurances so that the City can be certain that the candidate will
comply with subsection (c) below.
(c) Defense of City. If the City declines the request for access to a record
designated as trade secrets in accordance with subsection (a), then, in
consideration of the promises in (b) above and for considering the
candidate's proposal, the candidate agrees that it shall defend, indemnify,
and save harmless Indemnitees from and against all Charges that arise in
any manner from, in connection with, or out of the City's non-disclosure of
the records. In providing that defense, the candidate shall at its sole
expense defend Indemnitees with legal counsel. The legal counsel shall
be limited to attorneys reasonably acceptable to the City Attorney.
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Definitions. As used in this subsection (c), "Charges" means claims,
judgments, costs, damages, losses, demands, liabilities, fines, penalties,
settlements, expenses, attorneys' fees, and interest. Indemnitees" means
the City, and officers, officials, independent contractors, agents, and
employees, of the City. "Indemnitees" does not include the candidate. The
City may require the candidate to provide proof of the candidate's ability to
pay the amounts that may reasonably be expected to become monetary
obligations of the candidate pursuant to this section. If the candidate fails
to provide that proof in a timely manner, the City shall not be required to
keep confidential the records whose non-disclosure gives rise to the
potential monetary obligation. Nothing in this agreement shall require the
City to require any person (including the City itself) to be placed in
substantial risk of imprisonment, of being found by a court to be in
contempt, or of being in violation of a court order. This subsection (c) is
separate from and is to be construed separately from any other
indemnification and warranty provisions in the contract between the City
and the candidate.
(d) Copyright. Products and deliverables developed with award funds and
published as a U.S. Department of Justice resource will contain the
following copyright notice:
"This resource was developed under a federal award and may be subject
to copyright. The U.S. Department of Justice reserves a royalty-free,
nonexclusive, and irrevocable license to reproduce, publish, or otherwise
use the work for Federal Government purposes and to authorize others to
do so. This resource may be freely distributed and used for
noncommercial and educational purposes only."
85. Reserved.
90. Bonds. No performance bond or payment bond is required for this contract.
91. Bid Deposit and Surety Deposit. A Bid Deposit will not be required. A Surety
Deposit will not be required.
100. Insurance. The Contractor agrees to maintain on a primary basis, at its sole
expense, and at all times during the life of this contract the following applicable
coverages and limits. The requirements contained herein, as well as the City's review
or acceptance of insurance maintained by the Contractor, is not intended to, and shall
not in any manner, limit or qualify the liabilities or obligations assumed by the Contractor
under this contract.
Commercial General Liability - Combined single limit of no less than $1,000,000 each
occurrence and $2,000,000 aggregate. Coverage shall not contain any endorsement
excluding or limiting Product/Completed Operations, Contractual Liability, Cross
Liability, or Personal and Advertising Injury Liability.
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Automobile Liability - Limits of no less than $1,000,000 Combined Single Limit.
Coverage shall include liability for Owned, Non-Owned, and Hired automobiles. In the
event the Contractor does not own automobiles, the Contractor agrees to maintain
coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of
endorsement to the Commercial General Liability policy or by separate Auto Liability
policy. Automobile coverage is necessary only if vehicles are used in the provision of
services under this contract or are brought on a City site.
Umbrella or Excess Liability - The Contractor may satisfy the minimum liability limits
required above under an Umbrella or Excess Liability policy. There is no minimum Per
Occurrence limit of liability under the Umbrella or Excess Liability. However, the Annual
Aggregate limits shall not be less than the highest "Each Occurrence" limit for required
policies. The Contractor agrees to endorse the City as an "Additional Insured" on the
Umbrella or Excess Liability unless the certificate of insurance states the Umbrella or
Excess Liability provides coverage on a "Follow-Form" basis.
Workers' Compensation & Employers Liability - The Contractor agrees to maintain
Worker's Compensation Insurance in accordance with Chapter 97 of the North Carolina
General Statutes and with Employer Liability limits of no less than $1,000,000 for each
accident, each employee, and policy limit. This policy must include a waiver of
subrogation.
Additional Insured - The Contractor agrees to endorse the City as an Additional
Insured on the Commercial General Liability. The Additional Insured shall read "City of
Durham as its interest may appear".
Certificate of Insurance - The Contractor agrees to provide the City a certificate of
insurance evidencing that all coverage, limits, and endorsements required herein are
maintained and in full force and effect, and certificates of insurance shall provide a
minimum thirty (30) day endeavor to notify, when available, by the Contractor's insurer.
If the Contractor receives a non-renewal or cancellation notice from an insurance carrier
affording coverage required herein or receives notice that coverage no longer complies
with the insurance requirements herein, the Contractor agrees to notify the City within
five (5) Business Days with a copy of the non-renewal or the cancellation notice or with
written specifics as to which coverage is no longer in compliance. The Certificate Holder
address should appear as follows:
City of Durham
Attn: Durham Police Department
101 City Hall Plaza
Durham, NC 27701
All primary insurance carriers must be authorized to do business in North Carolina. As
used in this contract, "Business Day" is defined as any day other than Saturdays,
Sundays, and any legal holiday recognized by the City pursuant to City Code Section
42-16, as amended.
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