Request for Proposals
Communications Services: Public & Stakeholder Engagement
Through this Request for Proposals (“RFP”), Rhode Island Housing and Mortgage Finance
Corporation (“RIHousing”) seeks to create a list of qualified vendors that can be retained on an as
needed basis to provide the following service: Public and Stakeholder Engagement.
Selected vendors will be placed on a Bidder List for a term of three (3) years, with two (2) one-year
extensions at the sole option of RIHousing. As the projects have not yet been identified, vendors
selected to participate in the Bidder List will enter into an “on-call” style agreement. There is no
guarantee of any level spending activity to a vendor or vendors selected for this Bidder List.
Electronic submissions of the proposal(s) should be submitted to Christine Hunsinger, Assistant
Deputy Director for Policy and Research at firstname.lastname@example.org. Proposals should be
concise and include all attachments and work samples. Note: Please submit only project summaries
and/or tear sheets (one-pagers) or hyperlinks to full reports or projects. Do not attach copies of
entire reports or projects.
Proposals must be received no later than 5:00 p.m. EST on Friday, October 12, 2018.
Respondents are advised that all submissions (including those not selected for engagement) may be
made available to the public upon request after completion of the process and award of a contract(s).
RIHousing is a self-supporting public corporation created in 1973 to address the housing needs of
low- and moderate-income Rhode Islanders. Its statutory purpose is to encourage the investment of
private capital, to stimulate the construction and rehabilitation of housing for low and moderate-
income Rhode Islanders, to provide construction and mortgage loans, and to make provision for the
purchase of mortgage loans and otherwise as is necessary to accomplish its purposes.
SCOPE OF WORK
Please see the Scope of Work provided at Attachment A.
INTELLECTUAL PROPERTY RIGHTS
To the extent permitted by law, all works created by the successful bidder(s) under this RFP shall be
the exclusive property of RIHousing and shall be deemed “work made for hire” under the United
States Copyright Act. The successful bidder agrees to execute any documents reasonably required
by RIHousing to evidence RIHousing’s exclusive ownership of the work products, and all intellectual
property rights therein.
ITEMS TO BE INCLUDED WITH YOUR PROPOSAL
When responding to the Services detailed in the Scope of Work, proposals should demonstrate firm
experience as well as proposed approach and project cost examples. Please note that failure to
provide any information requested in this RFP may cause your submission not to be scored.
A. General Firm Information
1. Provide a brief description of your firm, including but not limited to the following:
a. Name of the principal(s) of the firm.
b. Name, telephone number and email address of a representative of the firm
authorized to discuss your proposal.
c. Address of all offices of the firm.
d. Number of employees of the firm.
B. Experience and Resources
1. Describe your firm and its capabilities. In particular, support your capacity to perform the
Scope of Work.
2. Indicate which principals and associates from your firm would be involved in providing
services to RIHousing. Provide appropriate background information for each such person
and identify his or her responsibilities.
3. Submit relevant work samples.
4. Provide a detailed list of references, including a contact name and telephone number for
organizations or businesses for whom you have performed similar work.
5. Identify any conflict of interest that may arise as a result of business activities or ventures
by your firm and associates of your firm, employees, or subcontractors as a result of any
individual’s status as a member of the board of directors of any organization likely to
interact with RIHousing. If none, please provide a statement to such effect.
6. Identify any material litigation, administrative proceedings or investigations in which your
firm is currently involved. Identify any material litigation, administrative proceedings or
investigations, to which your firm or any of its principals, partners, associates,
subcontractors or support staff was a party, that has been settled within the past two (2)
years. If none, please provide a statement to such effect.
7. Describe how your firm will handle actual and or potential conflicts of interest.
8. Identify individuals in your firm with multi-lingual skills, who are available to assist with
communication in languages other than English. Please identify the language(s).
C. Fee Structure
The cost of services is one of the factors that will be considered in selecting vendors for the
Bidder List. While the specific services required will vary by project and will be paid based on
a scope of work defined by RIHousing and pricing negotiated between the corporation and
the vendor, we are requesting information that will allow RIHousing to evaluate the
reasonableness of your fees.
Please use the corresponding sample project contained in the Scope of Work and provide:
1. Project approach and average project cost examples for:
a. Scheduling, coordinating and conducting three (3) public visioning meetings
to solicit feedback from stakeholders;
b. Conducting approximately ten (10) targeted interviews with key stakeholders;
c. Drafting a report summarizing all meeting minutes, interview notes,
responses, and recommendations. The report should summarize a feasible
plan for action.
2. Provide an itemized breakdown of billing rates and hourly costs, list of key personnel and
their hourly rates, reimbursable expenses, etc. for any services that you feel are relevant
that may be requested in addition to the services previously described.
3. Please provide any other fee information applicable to the engagement that has not been
previously covered that you wish to bring to the attention of RIHousing.
1. RIHousing encourages the participation of persons of color, women, persons with
disabilities and members of other federally and State-protected classes. Describe your
firm’s affirmative action program and activities. Include the number and percentage of
members of federally and State-protected classes who are either principals or senior
managers in your firm, the number and percentage of members of federally and State-
protected classes in your firm who will work on RIHousing’s engagement and, if
applicable, a copy of your Minority- or Women-Owned Business Enterprise state
2. Discuss any topics not covered in this Request for Proposals that you would like to bring
to RIHousing’s attention.
1. RIHousing insists upon full compliance with Chapter 27 of Title 17 of the Rhode Island
General Laws, Reporting of Political Contributions by State Vendors. This law requires
State Vendors entering into contracts to provide services to an agency such as RIHousing,
for the aggregate sum of $5,000 or more, to file an affidavit with the State Board of
Elections concerning reportable political contributions. The affidavit must state whether
the State Vendor (and any related parties as defined in the law) has, within 24 months
preceding the date of the contract, contributed an aggregate amount in excess of $250
within a calendar year to any general officer, any candidate for general office, or any
political party. Please acknowledge your understanding of this in your RFP response.
2. Does any Rhode Island “Major State Decision-maker,” as defined below, or the spouse
or dependent child of such person, hold (i) a ten percent or greater equity interest, or (ii)
a Five Thousand Dollar or greater cash interest in this business?
For purposes of this question, “Major State Decision-maker” means:
(i) All general officers; and all executive or administrative head or heads of any state
executive agency enumerated in § 42-6-1 as well as the executive or administrative
head or heads of state quasi-public corporations, whether appointed or serving as an
employee. The phrase “executive or administrative head or heads” shall include
anyone serving in the positions of director, executive director, deputy director,
assistant director, executive counsel or chief of staff;
(ii) All members of the general assembly and the executive or administrative head or
heads of a state legislative agency, whether appointed or serving as an employee. The
phrase “executive or administrative head or heads” shall include anyone serving in the
positions of director, executive director, deputy director, assistant director, executive
counsel or chief of staff;
(ii) All members of the state judiciary and all state magistrates and the executive or
administrative head or heads of a state judicial agency, whether appointed or serving
as an employee. The phrase “executive or administrative head or heads” shall include
anyone serving in the positions of director, executive director, deputy director,
assistant director, executive counsel, chief of staff or state court administrator.
If your answer is “Yes,” please identify the Major State Decision-maker, specify the nature
of their ownership interest, and provide a copy of the annual financial disclosure required
to be filed with the Rhode Island Ethics Commission pursuant to R.I.G.L. §§36-14-16,
17 and 18. If your answer is “No,” please provide a statement to such effect.
3. In the course of providing goods or services to RIHousing, the selected respondent may
receive certain personal information specific to RIHousing customer(s) including, without
limitation, customer names and addresses, telephone numbers, email addresses, dates of
birth, loan numbers, account numbers, social security numbers, driver’s license or
identification card numbers, employment and income information, photographic
likenesses, tax returns, or other personal or financial information (hereinafter collectively
referred to as the “Personal Information”). The maintenance of the Personal Information
in strict confidence and the confinement of its use to RIHousing are of vital importance
to RIHousing. Please include a letter from your president, chairman or CEO
certifying that, in the event your firm is selected:
(i) any Personal Information disclosed to your firm by RIHousing or which your firm
acquires as a result of it services hereunder will be regarded by your firm as
confidential, and shall not be copied or disclosed to any third party, unless RIHousing
has given its prior written consent thereto; and
(ii) your firm agrees to take all reasonable measures to (a) ensure the security and
confidentiality of the Personal Information, (b) protect against any anticipated threats
or hazards to the security or integrity of the Personal Information, and (c) maintain
reasonable security procedures and practices appropriate to your firm’s size, the nature
of the Personal Information, and the purpose for which the Personal Information was
collected in order to protect the Personal Information from unauthorized access, use,
modification, destruction or disclosure; and
(iii) when discarding the Personal Information, destroying it in a commercially reasonable
manner such that no third party can view or recreate the information, electronically
These provisions, which implement the requirements of the Rhode Island Identity Theft
Protection Act, R.I.G.L. § 11-49.2 et seq., will also be incorporated into the final contract
with the selected respondent(s).
4. Please include a letter from your president, chairman or CEO certifying that (i) no
member of your firm has made inquiries or contacts with respect to this Request for
Proposals other than in an email or written communication to Christine Hunsinger,
email@example.com seeking clarification on the Scope of Work set forth in this
proposal, from the date of this RFP through the date of your proposal, (ii) no member of
your firm will make any such inquiry or contact until after October 12, 2018, (iii) all
information in your proposal is true and correct to the best of her/his knowledge, (iv) no
member of your firm gave anything of monetary value or promise of future employment
to a RIHousing employee or Commissioner, or a relative of the same, based on any
understanding that such person’s action or judgment will be influenced and (v) your firm
is in full compliance with Chapter 27 of Title 17 of the Rhode Island General Laws,
Reporting of Political Contributions by State Vendors.
EVALUATION AND SELECTION
A selection committee consisting of RIHousing employees (the “Committee”) will review all
proposals and make a determination based on the following factors:
• Company Background, Profile and Operations
o Company history, profile
o Services provided, track record of success