REQUEST FOR PROPOSAL PROFESSIONAL SERVICES CONTRACTS TO BE AWARDED BY ESTABLISHED QUALIFICATION CRITERIA FOR SPECIAL CONSULTANT – COMMUNICATIONS AND PUBLIC RELATIONS (POOL OF ONE OR MORE CONSULTANTS
Notice is hereby given that sealed proposals addressed to Patti Chacker, Township Clerk, will be
received up to 11:30 A.M. prevailing time on August 15, 2024 at which time they will be
opened and read by the Purchasing Agent of the Township of Cherry Hill, at the Municipal
Building, 820 Mercer Street, Room 102, Cherry Hill, New Jersey.
Proposal Forms, Instructions to Bidders, Specifications and other Bidding documents may be
reviewed and obtained by downloading from the Cherry Hill Township Bid Posting website
http://www.chnj.gov/bids.aspx . Click on desired professional service for specifications and
details. All vendors who have downloaded specifications will register with the site and will
receive any/all addenda issued. When downloading specifications, please be accurate in
completed.
Township Representative for this Solicitation
Please direct all questions in writing to:
Alvina Plodizyn, Purchasing Agent (QPA)
Township of Cherry Hill
820 Mercer Street, Room 102
Cherry Hill, New Jersey 08002
Voice: 856 488-7848
Email: aplodizyn@chnj.gov
1. INTRODUCTION
The Township of Cherry Hill (hereinafter the “Township”) is soliciting proposals from qualified consultants interested in performing the duties and functions for the enclosed Special Consultant Communications and Public Relations services and intends to award one or more contracts for the defined scope of work in accordance with N.J.S.A. 19:44A-20.5, et seq. (Fair and Open process).
The Township seeks one or more professional consultants for communications services focused on
supporting the Township’s existing in-house services provided. The services performed by the Special Consultant – Communications and Public Relations will include, but not be limited to, supporting existing efforts related to public relations, community outreach, event promotion, and constituent communication on a variety of potential matters or initiatives.
Clear communication and community outreach to a diverse constituency, reaching them where they live, work, learn, shop, play and worship, on multiple platforms including traditional print, digital and in-person, is essential.
One (1) or more consultants may be awarded for a pool of communication consultants.
Consultant(s) services will be required on an as needed basis only, and utilized to complement existing Township in-house services and staff.
Appointments shall be for a one (1) year period, price and other factors considered.
As used herein, the term Township shall include all Cherry Hill Township Departments and affiliated agencies.
SCOPE OF WORK
Services provided by the Special Consultant – Communications and Public Relations will be performed at the direction of Township representatives whose names will be provided upon final execution of the contract. Any services performed will be on an as needed basis only.
In general, qualified consultants will be utilized on an as needed bases, to provide and produce content for multiple platforms including traditional print, digital, social media, newsletter or similar written communication, constituent and stakeholder engagement, and in-person engagement, as well as have the ability to perform media relations services.
Qualified consultant(s) for the Special Consultant – Communications and Public Relations services requires the ability to provide professional services as outlined in this scope of services:
1.0 PUBLIC RELATIONS
• Consultants must be able to prepare and issue press releases or media advisors, or assist with content on such items, with approvals by Township representatives prior to issuance of such to the media.
• Consultant must be able to advise Township on statements to media organizations in a timely fashion, and must be approved by Township representatives prior to issuance.
• Support the development of content and materials for media and or public relations purposes.
• Support and/or develop targeted pitch list for press releases and media advisories.
• Support and/or pitch press releases and media advisories.
• Provide support, materials, background materials or similar written deliverable materials for in-person events or media news events. This may include, but is not limited to, talking points, briefings, or other related services. It is anticipated that the Township would provide adequate lead time for planning to prepare as public relations events may require multiple deliverables.
• Provide talking points, scripts or similar materials for media interviews, video or podcast productions, or other similar needs.
2.0 EVENT PROMOTION
Support Township planning and implementation of special events, as needed. Consultant(s) will be provided advanced notice for necessary promotion services to provide for effective planning and preparation. Services may include, but are not limited to:
• Preparation of written materials and collateral materials supporting the promotion of township events and activities.
• Development of strategy for outreach and promotion, whether through print, email, social media or other medium.
3.0 SOCIAL MEDIA, MY CHERRY HILL APP, AND WEBSITE CONTENT
Services may include, but are not limited to:
A. Facebook, X (formerly Twitter), Instagram, My Cherry Hill App, Potentially Other Platforms
• Review and make recommendations on Township social media pages to advance community awareness, increase engagement and communicate essential information for residents, business community, and stakeholder groups.
• Support the development of content for social media posts as well as the My Cherry Hill App
– this is for content only, not to make posts.
• Support development of social media strategy and planning.
B. Website
• Review and make recommendations to Township on website site content.
• Develop and provide content for revisions and updates to Township website text.
• Consultant would not be required to make actual revisions or updates to the website, just support the development of written text.
4.0 Newsletter, Community Magazine and Other
Support Township planning and development content for additional communications to include, but not be limited to, Township weekly newsletter, Township Community Magazine, articles for other publications, community engagement letters or communications, or other written materials distributed in print, digital, web based, or social media platforms. This could also include video or similar medium content preparation.
Services may include, but are not limited to:
• Researching information to develop content and prepare text for review.
• Review, proofing, or editing existing written materials.
• Provide strategy, schedule or other planning efforts focused on preparing and finalizing approved written materials.
• Preparation of content, materials or scripts for video or similar recording needs.
5.0 Community Engagement and Outreach
The Township performs a variety of community engagement and outreach. The qualified consultants could be asked to support Township planning and implementation efforts community outreach and engagement events. Consultants will be provided advanced notice of necessary services to provide for effective planning and preparation.
Services may include, but are not limited to:
• Preparation of written materials and collateral materials supporting the community engagement events or meetings.
• Development of strategy for outreach, whether through print, email, social media or other medium.
