Houston Housing Authority REQUEST FOR PROPOSAL (RFP) RFP 24-31
The Houston Housing Authority (“HHA”), has issued this solicitation with the intent to establish a fixed price contract with an qualified firm or independent contractor to provide HHA with agency wide public relations services, in accordance with the requirements specified herein.
Interested parties who wish to respond to this solicitation must submit the required documents to the below individual by 2:00 P.M. Central Daylight Time (CDT) August 6, 2024 to:
Houston Housing Authority (HHA)
Attn: Austin Ng
Re: RFP 24-31 Agency Wide Public Relations Services
2640 Fountain View Drive, Houston, Texas 77057
o Purchasing@housingforhouston.com
Scope of Work (SOW)
The Successful Proposer(s) shall be required to provide all the necessary personnel, supervision,
equipment, tools, supplies, materials, transportation, and any other item(s), resource(s), or
service(s), needed to perform the following tasks, which includes, but is not limited to:
1. Working in partnership with the in-house staff to develop and execute a strategic
communications plan to reach targeted audiences;
2. Assisting in the creation of marketing/branding materials, fact sheets, phone scripts, annual
reports and other communications materials;
3. Addressing (proactively and effectively), anticipated or unforeseen complex or controversial
communication issues;
4. Producing proposed statements and news story ideas, suggest responses to media inquiries and
recommend media interviews and other communications opportunities;
5. Drafting proposed media talking points and coach designated spokesperson(s) in preparation
for media interviews;
6. Writing and getting newsletters produced;
7. Providing strategic communications counsel, including consulting on critical or unforeseen
complex issues that could arise and recommendations to address them;
8. Engaging community organizations to support HHA’s efforts;
9. Consulting with HHA’s officials to further identify issues, messages, and all other items
associated with the recommended public relations strategies; and,
10. Utilizing:
10.1 Social media to generate positive publicity and grow the housing authority’s over social
media presence; and,
10.2 Tools, and technology (including digital media and blogging), to support day to day
marketing efforts.
7/31
Virginia Department of State Police
Request for Proposals
RFP#: 156-25-001
Title: Agency Advertising Services
Title: Agency Advertising Services
NIGP Commodity Codes: 91501 – Advertising Agency Services
Issuing and Using Agency: Commonwealth of Virginia
Virginia Department of State Police
Attn: Tammy Boyer
7700 Midlothian Turnpike
North Chesterfield, Virginia 23235
Location Where Work Will Be Performed: Statewide
Period of Contract: From Date of Award through One (1) year with four (4) optional successive one-year renewals
Sealed Proposals For Furnishing The Services Described Herein Will Be Received: Until 10:00 AM (EST) local time on Thursday, August 8, 2024.
All Inquiries for Information Should Be Directed to: VSP Procurement Office, ATTN: Tammy Boyer at the email address:
BACKGROUND
A. HEAT: The HEAT Program was established March 1, 1992, pursuant to Virginia Code § 38.2-414,
as a statewide program to receive information leading to the arrest of persons who commit motor
vehicle theft-related crimes in Virginia. The Program operates under the administrative supervision
of the Superintendent of the VSP. The HEAT Program offers rewards up to $25,000 for vehicle
theft-related information leading to arrests. Tips can be submitted online at www.
HEATreward.com or by calling the toll-free hotline (1-800-947-HEAT). In return, citizens with
valuable information are eligible for a reward up to $25,000 if their information leads to the arrest
of individual(s). In addition, the Program maintains YouTube, Facebook, and Twitter social
networking sites. HEAT provides Virginia with a comprehensive approach to reduce the financial
losses caused by vehicle theft-related crimes and increased vehicle insurance premiums. The
Program’s initiative is to enhance enforcement, recoveries, prevention and knowledge. Public
awareness of Virginia’s vehicle theft problem, prevention strategies and devices, and the HEAT
Hotline and Rewards is essential to Virginia’s success in reducing vehicle theft crimes and in
controlling the costs of vehicle insurance premiums.
B. IFP: The Insurance Fraud Program (IFP) of VSP was established January 1, 1999, through
legislation approved by the General Assembly (Virginia Code Section 52-37). The IFP’s mission is
to address the growing crime in Virginia through reports of alleged insurance fraud. This program
helps by providing training opportunities for insurance fraud special agents, local law enforcement,
the insurance industry and local citizens and by raising awareness about the impact the crime of
insurance fraud has on the Commonwealth. To accomplish this, the IFP operates a toll–free hotline,
1-877-62FRAUD; a website, www. StampOutFraud.com, which was established in 2003, along
with YouTube, Facebook, and Twitter social networking sites. In addition, the IFP offers a reward
up to $25,000 for information leading to the conviction of individual(s) who commit insurance
fraud.
C. COMBINED: Advertising and public relations promotions for the HEAT and Insurance Fraud
Program including the HEAT hotline, Stamp Out Fraud hotline, and a website and reward program
are essential for their continued success. Therefore, Advertising Agency Services have been in place
since the inception of the two programs. The HEAT and IFP personnel attend public events
throughout the Commonwealth distributing learning material such as brochures and other pamphlet
information about the programs along with promotional gifts. This visibility ensures the continued
success of each program.
STATEMENT OF NEEDS
The Contractor shall meet the following requirements and provide services as listed in the Sections
below.
A. CONTRACTOR REQUIREMENTS:
The Contractor Shall:
1. Provide expertise to create, produce, and market the HEAT and IFP Programs throughout the
Commonwealth of Virginia through advertising, special events and promotional means.
2. Propose marketing strategies.
3. Produce high quality advertising materials designed to meet specific agreed upon objectives and
provide the marketing research to support the contractor’s recommended strategies.
4. Propose advertising plans and schedules for newspapers, magazines, television, radio, social media and any other media platforms deemed appropriate.
5. Employ qualified staff and subcontractors only with special emphasis on the use of Micro, Small,
Women and Minority (SWaM) owned business suppliers.
6. Develop an approach to position both the HEAT and IFP’s promotions and advertising as unique,
different and eye catching for the public. All promotional items (such as pens, cups, key chains,
etc.) shall be provided at actual cost with no mark up.
7. Propose marketing and media strategy to expand promotional efforts over the entire state.
8. Provide all the benefits and services of a full-service advertising agency.
9. It is preferred that the Contractor be within a 2 Hour driving time or 120 mile radius of VSP’s
location at 7700 Midlothian Turnpike, North Chesterfield, VA 23235. The selected Offeror is
encouraged to establish an office within Virginia if not already located within the state to reduce
the expenses associated with traveling to and from the VSP headquarters to attend meetings and
other contract related functions. The Contractor shall not bill VSP for hourly rates, travel times or
expenses incurred for these meetings. The Contractor shall bear all costs for their attendance at
these meetings.
10. Assign account management personnel to routinely work with HEAT and IFP personnel assigned
to manage this contract. Meetings between the Contractor and Program Personnel shall take place
no less than once monthly, with a majority of meetings being required weekly. Meetings shall take
place at Virginia State Police administrative offices in Chesterfield County or at a location
convenient and acceptable to both the HEAT and IFP personnel.
11. Provide continued advertising updates on VSP’s Social Media Sites and Websites exclusively for
HEAT and IFP Programs.
12. Work cohesively with select organizations such as the Virginia Association of Chiefs of Police &
Foundation, the Virginia Sheriff’s Association and other organizations to organize promotional and
awards events.
B. AUTHORIZATION FOR THE PLACEMENT OF ADVERTISING:
The contractor shall not distribute HEAT or IFP advertising without the prior written approval of the
VSP. The contractor will be held solely liable for payment to the advertising medium for any
unauthorized advertising time and space which the contractor sells for HEAT or IFP and places with advertising media such as television, newspapers, and magazines.
The Contractor shall bill VSP the actual costs of authorized media, advertising, and promotional materials. VSP will not pay any media markup, unnecessary charges, no interest and no penalty for late payments by the contractor. After the advertising has run, the contractor shall promptly provide the VSP with the advertising medium’s affidavit showing that the advertisements were actually run and the dates, along with other supporting documentation such as invoices, receipts, and the like.
