AG + Open Space, Creative Services RFP

Ag + Open Space is soliciting proposals from agencies to provide “as-needed” Creative Services for work related to community relations and online/offline communications. Consultants may elect to respond to all requested skill sets described below or select one or more combinations of services they are interested in providing. These skill sets may include:

• Website development and design
• Online/offline graphic design
• Photography, photo cataloging and organization, and related services
• Videography, film editing, and related services
• Key message development and other copywriting services
• Exhibit and event materials design and development
• Marketing collateral design and development
• Email marketing design and related services
• Social media marketing services
• Online advertising services
• Multi-lingual/multi-cultural outreach and engagement services
• Communications and outreach campaign strategy development
• Training and support

All work under the as-needed agreement(s) will be initiated by an Ag + Open Space staff member with specific work assignment details determined upon project initiation, including the specific project scope of work, completion schedule and cost estimate including staff hourly rates other expenditures. Ag + Open Space staff will prepare a Task Order (see Attachment 3, Exhibit B) to summarize the specific project, signed by Ag + Open Space Staff and the Consultant, prior to the commencement of work.

Ag + Open Space reserves the right to award as-needed service agreements to multiple Consultants for similar tasks or select one Consultant for a variety of tasks. The overall budget for this project will be distributed among all tasks across multiple Ag + Open Space projects. Ag + Open Space will not guarantee any minimum or maximum amount of work to be completed under any as-needed agreement. In addition, there is no expressed or implied obligation for Ag+ Open Space to reimburse responding firms for any expenses incurred in preparing proposals in response to this request.

Ag + Open Space intends to select several consultants for a cumulative amount not to exceed $300,000 over a three-year term, plus an optional two-year extension. Ag + Open Space will consider CPI increases for optional years. Individual contracts are expected to range from $15,000 to $150,000. The contracts will be for professional services ONLY and will not include costs related to printing, media buys, etc

Background

In 1990, the voters of Sonoma County created Ag + Open Space to protect the greenbelts, scenic views, farms and ranches and natural areas of Sonoma County. Ag + Open Space uses and leverages funds generated from a voter-approved, quarter-cent sales tax to protect open space, including lands that provide for productive agriculture, healthy natural resources, scenic vistas, greenbelts, recreational opportunities and open space in and near communities and cities. To date, Ag + Open Space has protected over 117,000 acres by working with willing landowners to acquire conservation easements and by purchasing land outright.

The Ag + Open Space community relations program supports three major program areas – Conservation Planning, Acquisition, and Stewardship – by providing an array of communications and outreach services ranging from online promotion (website, e-newsletter, social media) to offline promotion (brochures, marketing collateral, advertisements) to community engagement (public meetings, events, conferences).

Scope of Work

Task 1: Website development and design – Ag + Open Space are in need of web development and design services to update our existing web infrastructure and design to match newly updated branding. There is also a need for interactive web mapping or the ability to work with consultants who have this skill.

Task 2: Online/offline graphic design – Develop graphic elements on an as-needed basis for print and web materials. Graphic elements include but are not limited to infographics, advertisements, iconography, marketing materials, web page design, email marketing templates, etc.

Task 3: Photography, photo cataloguing and organization, and related services – Ag + Open Space have a need for high-resolution photos that capture the beauty, function and multi-benefit nature of our properties and conservation work. This body of work should include on-the-ground photography as well as aerial photography. In addition, we have a need for cataloguing and organizing our existing photo library for easy access by staff.

Task 4: Videography, film editing, and related services – Ag +Open Space seeks professional videography services to create interesting and engaging videos that offer a more interactive way of learning about and experiencing our work.

Task 5: Key message development and other copywriting services – Work with Ag + Open Space staff to create key messages that explain the mission, work, and achievements of Ag + Open Space. This work could include organization-wide priority messages, as well as messages and copywriting specifically to individual programs or projects.

Task 6: Exhibit and event materials design and development – Develop a visually-pleasing, compelling, and interactive tabling or booth set-up that Ag + Open Space can use when participating in community events. These materials may include but are not limited to large-scale displays, posters, banners, signage, table linens, pop-up tents, interactive games/materials,  merchandise, swag, etc.

Task 7: Marketing collateral design and development – Develop simplified, aesthetically pleasing marketing materials for a diverse set of audiences. These materials may include but are not limited to brochures, case statements, one-page handouts, maps and guides, newsletters, etc.

Task 8: Email marketing design and related services – Work with Ag + Open Space staff to develop and update email marketing templates and email marketing plan, and provide training to relevant staff

Task 9: Social media marketing services – Help Ag + Open Space develop a social media marketing strategy to grow its online community and create more engagement channels by enhancing presence on relevant social media sites.

Task 10: Online advertising services – Develop aesthetically pleasing and engaging online advertisements and strategies to help Ag + Open Space expand our connections with a diverse audience.

Task 11: Multi-lingual/multi-cultural outreach and engagement services – Help Ag + Open Space expand our engagement strategies to include multi-lingual/multi-cultural outreach.

Task 12: Communications and outreach campaign strategy development – Work with Ag + Open Space staff to develop a communications and outreach campaign strategy to increase the visibility of the organization locally and amongst a diverse segment of the population.

Task 13: Training and support – Provide key Ag + Open Space staff with training on public speaking or other important skills for use in presentations, conferences, media interviews, etc

Due Date

January 2, 2019

Contact

Amy Ricard, Community Relations Specialist

Sonoma County Ag + Open Space

747 Mendocino Avenue, Suite 100

Santa Rosa, CA 95401

Agencies worth considering for this assignment include MWWPR and Hunter PR.