Communications and Outreach Services RFP

Agency: State Government of Louisiana
State: Louisiana
Type of Government: State & Local
Category:
  • D - Automatic Data Processing and Telecommunication Services
  • R - Professional, Administrative and Management Support Services
Posted: Oct 14, 2020
Due: Dec 16, 2020
Solicitation No: 107140-061
Publication URL: To access bid details, please log in.
bid number description date issued bid open date/time help
107140-061 Communications and Outreach Services RFP
Original: 107140-061
10/14/2020 12/16/2020
3:00:00 PM CT
107140

Attachment Preview

REQUEST FOR PROPOSALS
FOR
COMMUNICATIONS AND OUTREACH SERVICES
RFP NO. 107140-061
DATE ISSUED:
OCTOBER 14, 2020
Proposal Due Date/Time: 3:00 PM CST, December 16, 2020
State of Louisiana
Division of Administration
Office of Community Development
Page 1 of 68
Table of Contents
PART 1: ADMINISTRATIVE AND GENERAL INFORMATION ...............4
Purpose ........................................................................................................................... 4
Background ..................................................................................................................... 4
Goals and Objectives ...................................................................................................... 5
Terms and Contract ........................................................................................................ 5
Definitions....................................................................................................................... 5
Schedule of Events .......................................................................................................... 6
Proposal Submittal.......................................................................................................... 6
Qualification for Proposer.............................................................................................. 7
Mandatory Requirements................................................................................................. 7
Desirable Qualifications................................................................................................... 7
Proposal Response Format............................................................................................. 9
Cover Letter ..................................................................................................................... 9
Table of Contents ........................................................................................................... 10
Executive Summary ....................................................................................................... 10
Corporate Background/Financial Condition/Experience ............................................... 10
Approach and Methodology .......................................................................................... 11
Creativity and Effectiveness .......................................................................................... 11
Proposed Project Staff and Production Resources ......................................................... 12
Cost Proposal ................................................................................................................. 12
Certification Statement .................................................................................................. 14
Outsourcing of Key Internal Controls............................................................................ 14
Number of Copies of Proposal...................................................................................... 14
Technical and Cost Proposals ...................................................................................... 14
Legibility/Clarity........................................................................................................... 15
Confidential Information, Trade Secrets and Proprietary Information ....................... 15
Proposal Clarifications Prior to Submittal................................................................... 17
Pre-proposal Conference................................................................................................ 17
Proposer Inquiries .......................................................................................................... 17
Blackout Period.............................................................................................................. 17
Error and Omissions in Proposal ................................................................................. 18
Changes, Addenda, Withdrawals .................................................................................. 18
Withdrawal of Proposal ................................................................................................ 18
Waiver of Administrative Informalities......................................................................... 19
Proposal Rejection/RFP Cancellation.......................................................................... 19
Ownership of Proposal ................................................................................................. 19
Cost of Proposal Preparation ....................................................................................... 19
Taxes ............................................................................................................................. 19
Determination of Responsibility ................................................................................... 19
Prohibition of Joint Ventures/Subcontracting Information .......................................... 20
Written or Oral Discussion/Presentations.................................................................... 20
Acceptance of Proposal Content................................................................................... 20
Evaluation and Selection .............................................................................................. 21
Contract Award and Execution..................................................................................... 21
Notice of Intent to Award .............................................................................................. 21
Right to Prohibit Award................................................................................................ 22
Insurance Requirements for Contractors...................................................................... 22
Page 2 of 68
Contractor’s Insurance ................................................................................................... 22
Minimum Scope and Limits of Insurance...................................................................... 22
Deductibles and Self-Insured Retentions....................................................................... 23
Other Insurance Provisions ............................................................................................ 23
Acceptability of Insurers................................................................................................ 24
Verification of Coverage................................................................................................ 24
Subcontractors................................................................................................................ 25
Workers Compensation Indemnity ................................................................................ 25
Indemnification and Limitation of Liability .................................................................. 25
Billing and Payment...................................................................................................... 26
Payment for Services Provided on an Hourly Fee Basis ............................................... 27
Termination................................................................................................................... 28
Termination of the Contract for Cause .......................................................................... 28
Termination of the Contract for Convenience ............................................................... 28
Termination for Non-Appropriation of Funds ............................................................... 28
Assignment .................................................................................................................... 29
Right to Audit ................................................................................................................ 29
Civil Rights Compliance ............................................................................................... 29
Ownership of Documents .............................................................................................. 30
Entire Agreement/Order of Precedence........................................................................ 30
Contract Modifications ................................................................................................. 30
Substitution of Personnel .............................................................................................. 30
Governing Law.............................................................................................................. 31
Claims or Controversies ............................................................................................... 31
Code of Ethics, Conflicts and Other Procurement Limitations .................................... 31
Corporation Requirements............................................................................................ 31
Prohibitions of Discriminatory Boycotts of Israel........................................................ 32
Public Communications ................................................................................................ 32
PART 2: SCOPE OF WORK/SERVICES .......................................................33
Scope of Services........................................................................................................... 33
Scope of Work ............................................................................................................... 34
Tasks and Services ........................................................................................................ 34
Deliverables .................................................................................................................. 37
Functional Requirements .............................................................................................. 37
2.5 Project Requirements.................................................................................................... 37
PART 3: EVALUATION....................................................................................38
Technical Evaluation (75 Points) ................................................................................. 38
Cost Evaluation (25 Points).......................................................................................... 39
PART 4: PERFORMANCE STANDARDS......................................................40
Performance Requirements........................................................................................... 40
Performance Measurement/Evaluation/Monitoring Plan ............................................ 40
Performance Measures/Evaluation: ............................................................................... 40
Monitoring Plan ............................................................................................................. 40
ATTACHMENT I: Certification Statement .............................……………………………….41
ATTACHMENT II: Sample Contract………………………...………………………………..43
ATTACHMENT III: Cost Proposal Template…… ...............………………………………….68
Page 3 of 68
REQUEST FOR PROPOSALS
FOR
COMMUNICATIONS AND OUTREACH SERVICES
PART 1: ADMINISTRATIVE AND GENERAL INFORMATION
Purpose
OCD is issuing this Request for Proposals (RFP) to solicit competitive Proposals from interested
entities that wish to provide communications and outreach services needed by the Office of
Community Development, (herein referred to as the OCD) to support a communications and
outreach plan for the OCD to reach flood victims, key stakeholders, media, and the general public
and to provide those services to other similar programs, including other federally or state funded
(in whole or in part) disaster recovery or resilience/mitigation programs occurring as a result of past
or future disasters or other initiatives, currently existing or yet to be defined, which OCD
administers or has a stakeholder interest. The OCD is seeking proposals from firms for work in the
various Disaster Recovery and Mitigation Programs and CDBG funded coronavirus response and
recovery activities (“the Programs”) described in Action Plans and their amendments which were
or will be submitted to the U.S. Department of Housing and Urban Development (HUD) and which
may be viewed online, http://www.doa.la.gov/Pages/ocd-dru/Action_Plans.aspx, and in
Louisiana’s consolidated plan, to be amended for coronavirus activities, as well as possibly
expanding the services to other similar disaster recovery or mitigation programs on an as needed/as
assigned basis.
Upon request by OCD, the selected Contractor(s) must work with the OCD, relevant agencies, key
stakeholders and/or employees from the Division of Administration to facilitate the delivery of the
services described herein. The general information contained in this RFP is complete and accurate
to the best knowledge of OCD and based upon circumstances existing at the time the RFP was
prepared.
The Proposer(s) awarded the Contract(s) resulting from this RFP will be paid the actual billable
rates proposed or lower negotiated rates for all programs served.
Please note that a joint venture shall not be eligible to be a prime contractor.
Background
The State of Louisiana, through the OCD, is receiving funds through the Community Development
Block Grant (CDBG) Program for disaster recovery necessary and mitigation due to various events
affecting Louisiana, including, but not limited to, the Severe Storms and Flooding (2016), the
National Disaster Recovery Competition (2016) as well as HUD CDBG mitigation funding (2019).
CDBG funds for disaster recovery and mitigation are overseen and managed by the OCD.
The use of the CDBG disaster recovery and mitigation funds is detailed in Action Plans that are
submitted to HUD and subject to acceptance by HUD. In order for the OCD to implement the
programs associated with the Action Plans, the OCD will require the assistance of a firm (or firms)
to provide communications and outreach services over a wide variety of means, including print,
web-based and social media outlets, as well as in person activities.
Page 4 of 68
The work to be performed is subject to the requirements of Section 3 of the Housing and Urban
Development Act of 1968, as amended, 12 U.S.C. 1701u (Section 3). The purpose of Section 3 is
to ensure that employment and other economic opportunities generated by HUD assistance or HUD-
assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low- and
very low-income persons, particularly persons who are recipients of HUD assistance for housing.
Goals and Objectives
The goals and objectives under the Contract(s) include the following:
To provide communications and outreach services associated with the Programs including
but not limited to print, web-based, and social media outlets as well as in person activities.
Terms and Contract
The term of any contract resulting from this RFP shall begin on or about May 15, 2021 and is
anticipated to end on May 14, 2024. OCD may exercise an option to extend for up to twenty-four
(24) additional months at the same rates, terms and conditions of the initial contract term. Prior to
the extension of the contract beyond the initial thirty-six (36) month term, prior approval by the
Joint Legislative Committee on the Budget (JLCB) or other approval authorized by law shall be
obtained. Such written evidence of JLCB approval shall be submitted, along with the contract
amendment to the Office of State Procurement (OSP) to extend contract terms beyond the initial 3-
year term. The total contract term, with extensions, shall not exceed five (5) years. The continuation
of the Contract is contingent upon the appropriation of funds by the legislature to fulfill the
requirements of the contract.
Definitions
CDBG (Community Development Block Grant) - A federal program that provides communities
with resources to address a wide range of unique community development needs.
Contractor - Any person having a contract with a governmental body; the selected proposer.
Discussions - For the purposes of this RFP, a formal, structured means of conducting written or
oral communications/presentations with responsible Proposers who submit proposals in response
to this RFP.
E.O. - Executive Order
HUD - U.S. Department of Housing and Urban Development
LAC - Louisiana Administrative Code
OCD - The State of Louisiana’s Office of Community Development established within the Division
of Administration and charged with administering expenditures for disaster recovery and
monitoring federal disaster funds spent by the State.
Proposer - A firm or individual who responds to this RFP.
Page 5 of 68
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.
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