RFP Issued For Communications/Marketing/Media Relations Firm

2022-06-09 by EPR Staff

Closing Date and Time: Thursday, July 7, 2022 @ 2:00 PM EST

All Inquiries For Information Should Be Directed To:

LaQuavial Pace, Procurement Manager

3432 W. 45th Street

West Palm Beach, Florida 33407

(561) 684-2160 x 107 (voice mail)

Email: lpace@pbchafl.org

I. PURPOSE

The Palm Beach County Housing Authority (PBCHA) acting for itself, instrumentalities

and/or affiliates is soliciting proposals from qualified, licensed, and insured entities for an

indefinite delivery, indefinite quantity (“IDIQ”) to provide

Communications/Marketing/Media Relations to the PBCHA. Proposals from

respondents may contemplate providing these services to PBCHA as individuals, firms,

or teams. The awarded continuing contracts will be for a base period of two (2) years with

an option to extend at the sole discretion of PBCHA. The services will be contracted as

individual task orders issued against the main contract and will include specific scopes of

work. Individual task orders must be awarded within the IDIQ contract term. If the duration

of a task order extends beyond the term of the IDIQ contract, the terms, and conditions

of the IDIQ contract will continue in effect through completion of the task order.

All Proposals submitted in response to this solicitation must conform to all the

requirements and specifications outlined within this document and any designated

attachments in its entirety.

Minority Business Enterprises, Woman Business Enterprises, Small Disadvantaged

Business Enterprises, and Section 3 business concerns are encouraged to respond to

this RFP.

II. BACKGROUND

The Palm Beach County Housing Authority (PBCHA) was created under Chapter 421 of

the Florida Statute, and first opened its doors on June 10th, 1969, to provide affordable

housing stock to low-income families through rental assistance programs: Housing

Choice Voucher and Public Housing. The Agency was formed as a Special District of the

State of Florida and plays an integral role in affordable supportive housing initiatives

countywide. The PBCHA asset portfolio consists of 428 public housing units, 148 nonsubsidized

units, and voucher programs which includes over 3,254 Housing Choice

Vouchers- inclusive of 419 Project Based Vouchers (PBV), 265 Mainstream Vouchers,

20 Foster Youth to Independence (FYI) Vouchers, and 15 Veterans Affairs Supportive

Housing (VASH) Vouchers and 85 Emergency Housing Vouchers. The PBCHA also

administers 250 Housing Opportunities for Persons with Aids (HOPWA) Vouchers.

PBCHA is led by a five –member Board of Commissioners and employs a staff of almost

50 people who are committed to bettering the lives of others.

III. STATEMENT OF NEEDS:

The Contractor(s) shall furnish all labor, supervision, equipment, tools, materials, and

incidentals necessary to provide Communications/Marketing/Media Relations and

Public Relations professional services for Palm Beach County Housing Authority

(PBCHA) and affiliated companies. Under the direction of the Chief Executive Officer,

the contractor(s) shall be expected to develop and implement communications and public

relations strategies that increase the public’s awareness of its activities and initiatives;

enhance its image among key stakeholders; and maximize media opportunities in local,

state, and national media markets.

Activities to include:

1. Developing an internal and external communications and messaging campaign

plan.

2. Preparing presentation materials to stakeholders.

3. Developing new Logo and branding items.

4. Prepare communications for pending relocation of main Office, including Open

House event.

5. Assign a liaison and central point of contact for client engagement.

6. On a as needed basis provide strategies and processes for crisis communications.

7. Draft press releases.

8. On a as needed basis provide draft CEO speeches for special events.

9. Increase name recognition, create a buzz, and position brands and individuals as

leaders by garnering press coverage online and in print, on radio and television,

and in interactive social media.

10. Strategic brand development for various departments and PBCHA non-profit

affiliates, with positioning statements, key messages, and taglines, and usage in

overall campaign for consistent messaging.

11. Strategize social media content mission based on PBCHA goals and objectives,

design a content marketing plan, and optimize performance and provide regulation

reporting analytics.

12. Develop key collateral materials that include annual reports, agency folders, lapel

pins, Letterhead, Envelopes, Business Cards, etc. Lead PBCHA in communicating

new office address by creating mailing notices, flyers, etc. to residents, vendors,

city, county, and state elected officials, business trade organizations such as

Chambers of Commerce, Business Development Boards, etc. and other

community stakeholders

13. Assist in the development of strategic marketing materials, pictures, and press

clippings to be displayed in office environment.

14. Promote public awareness of PBCHA’s new office move and open house event,

housing programs and resident services programs.

15. Communication and education of residents and employees.

16. Provide monthly status report to PBCHA.

17. Coordinate with website contractor to update website with consistent and accurate

agency information to achieve exposure and track analytics.

18. Other marketing and communication services as required by PBCHA.

19. Please note that this listing is not exhaustive and any services that the respondent

may offer should be listed in your response so that PBCHA may consider during

evaluation and scoring.

RFP RESPONSE

1. In order to be considered for selection, offerors must submit a complete response

to this RFP. One (1) original and (5) copies of each proposal must be submitted to

PBCHA on or before closing date. Offerors must also include one digital copy on

flash drive or CD.

2. Proposals shall be received by 2:00 p.m. (EST) on Thursday, July 7, 2022, at

3432 W 45th Street, West Palm Beach, Fl 33407.

Proposals received after this date and time will be rejected. Copies of this Request

for Proposal are available electronically by visiting PBCHA’s website www.pbchafl.org under doing business with Palm Beach County Housing Authority or by contacting the

Contracting Office at 561-684-2160, ext. 107.

Respondents are required to submit One (1) original and five (5) copies of their

proposal submitted in accordance with this RFP to the address listed below:

Palm Beach County Housing Authority

ATTN.: LaQuavial Pace, Procurement Manager

West Palm Beach, FL 33407

All proposals shall contain the following identification clearly marked on the outside of

the sealed envelope:

Request for Proposal

FOR

Communications/Marketing/Media Relations Firm

Solicitation No. PBCHA-RFP-2022-15