Request for Proposal for General Communications Services

[INSERT COMPANY LOGO OR NAME HERE]

REQUEST FOR PROPOSAL FOR GENERAL COMMUNICATIONS SERVICES

INQUIRIES AND PROPOSALS SHOULD BE DIRECTED TO:

[INSERT CONTACT NAME]

[INSERT TITLE]

[INSERT MAILING ADDRESS]

[INSERT CITY, STATE & ZIP CODE]

[INSERT CONTACT PHONE NUMBER]

I.GENERAL INFORMATION.

1. Purpose. This is a request for proposals (RFP) to [INSERT COMPANY NAME] with a wide range of public relations, communications, and marketing services.

1. Instructions on Proposal Submission.

1. Inquiries. Inquiries concerning this RFP should be mailed to:

[INSERT CONTACT NAME]

[INSERT TITLE]

[INSERT MAILING ADDRESS]

[INSERT CITY, STATE & ZIP CODE]

[INSERT CONTACT PHONE NUMBER]

Or e-mailed to: [INSERT CONTACT EMAIL]

1. SubmissionofProposals. All proposals shall be submitted by electronic mail in PDF format to the e-mail address above. If desired, firms may submit examples of past work by delivering such work to [INSERT COMPANY NAME] at the address listed above by the closing submission date. [INSERT COMPANY NAME] will return unsuccessful submissions to the Offeror if requested.

1. ConflictsofInterest. Offerors are expected to self-identify any real or perceived conflict of interest that may exist if the firm is selected. [INSERT COMPANY NAME] requests that the firm clearly identify the conflict and propose a mitigation strategy as part of the proposal response.

1. ConditionsofProposal. All costs incurred in the preparation of a proposal in response to this RFP will be the responsibility of the Offeror and will not be reimbursed by [INSERT COMPANY NAME]. In order to better facilitate open and full discussions, [INSERT COMPANY NAME] is prepared to enter into a non-disclosure agreement with any firm who shall make such a request.

1. Right to Reject. [INSERT COMPANY NAME] reserves the right to reject any or all proposals received in response to this RFP, to engage in additional discussions with one or more Offerors, and to issue amendments to the RFP based on initial submissions.

1. Notification of Award. It is expected that a final decision and selection will be made within two (2) weeks of the closing date for the receipt of proposals. Upon conclusion of final negotiations with the successful agency, all Offerors submitting proposals in response to this RFP will be informed, in writing, of the name of the successful agency.

1. Contract for Services. It is [INSERT COMPANY NAME]’s intent to enter into a written agreement with the successful Offeror. The terms and conditions of such an agreement are subject to negotiation. Responses should be submitted based on the assumption of a one-year term with multiple option years.

1. Availability. Work is expected to begin immediately after negotiations are completed with the successful Offeror. Offerors are encouraged to confirm immediate availability with existing resources in their proposal.

1. Description of Entity:

[INSERT DESCRIPTION OF BUSINESS]

II.SCOPE OF BASIC SERVICES. [INSERT COMPANY NAME] seeks acommunications agency able to provide between 10 and 60 labor hours of professional services per month in addition to printing, supplies, and any other non-laborservices. Services to [INSERT COMPANY NAME] shall include those customarily performed by ageneral communication agency to a business in the same or similar industry, including, but not limited to, the following:

1. Planning, drafting, preparing and distributing [INSERT COMPANY NAME]shareholder communications (i.e. Newsletters, Proxies, and Annual Reports) in accordance with [INSERT COMPANY NAME]’s core values, and state and federal law requirements. Some of these publications are submitted or made available electronically.

1. Strategy and execution related to various communications campaigns. When requested, make recommendationsregarding additional advertising, public relations, shareholder relations, or any other form of corporate communication which may add value to [INSERT COMPANY NAME]’s work and mission.

1. Developing and maintaining corporate and subsidiary websites and associated online efforts such as Search Engine Optimization (SEO) and Search Engine Marketing (SEM). The level of web development service will vary across the [INSERT COMPANY NAME] family of companies.

1. Preparing trade print, broadcast, and other media consistent with [INSERT COMPANY NAME]’s core values (If applicable – INSERT WEBLINK TO COMPANY VALUES PAGE) and business activities. This may include rebranding campaigns and public relations communications as requested by [INSERT COMPANY NAME].

1. Purchasing all materials and services necessary for the production of finished communications, unless otherwise supplied by [INSERT COMPANY NAME].

1. Technical writing.

1. Executing all communications in finished form.

1. Responsibility for thorough quality control and quality assurance ofcommunications for appearance, consistency with previously approved content, date and position, size, and mechanical reproduction.

[INSERT COMPANY NAME] will look favorably upon proposals by firms addressing all of the above areas. We encourage firms to provide additional information about other services which may be offered or provided based on any particular area of expertise. The successful Offeror will be expected to prepare detailed billing statements for all services billed utilizing time increments no greater than by the quarter hour.

III.PROPOSAL CONTENTS.

1. Experience and Qualifications. The Offeror should describe its experience and qualifications including:

1. History of organization including length of time in business, key personnel, key projects or campaigns, awards and industry recognition.

1. Detailed description of experience providing the services outlined in Section II of this RFP.

1. A copy of a proposed master services contract, if any.

1. Client reference information for at least three clients, preferably from clients that are comparable in size and complexity to [INSERT COMPANY NAME], who are available to discuss the firm’s work and approach with [INSERT COMPANY NAME] personnel.

1. Unique differentiators, strengths, approach to client services, or other special characteristics of the firm.

1. A description of the expected software packages used by the firm.

1. Organization, Size, Structure, and Areas of Expertise. The Offeror should describe its organization, size, structure, areas of expertise, standard operating procedures, and office location(s) which should include the following:

1. An overview of the demographics of the firm including an organization chart, identification of the total number of employees by location and function, diversity statistics including, employee tenure, and employee turnover rate (by department and for the firm as a whole) for the previous 24 month period. Please also clearly distinguish and identify personnel or services which are provided by subcontractors, vendors or consultants.

1. Description of the proposed team that will be assigned to the [INSERT COMPANY NAME] account, including the team’s leadership, qualifications and experience.

1. A work flow demonstrating the quality control and quality assurance process that is utilized by the firm to ensure the highest levels of product quality and accuracy of firm invoices. Please also include proposed project reporting methods and metrics utilized to ensure timely client review, client engagement and satisfaction.

1. Price/Fee Structure. [INSERT COMPANY NAME] seeks to enter one-year contract, which may be extended indefinitely by consent of the participating companies, for communications services outlined in the scope of work for an estimated 10 to 60 hours of varying service per month in addition to costs such as supplies, postage, printing, and any other non-labor cost. The Offeror should include the hourly billing rates of each staff member who is reasonably expected to provide services to the [INSERT COMPANY NAME] account, and clearly identify any discounts offered from the firm’s standard rates.

Firms are encouraged to suggest alternative fee structures or work structures that may offer better value, predictability, and/or project communication. In addition, the Offeror should include other applicable billable fees and any standard overhead rates that will be applied to third party services. [INSERT COMPANY NAME] may negotiate with the Offeror on the structure of compensation.

IV.PROPOSAL EVALUATION

1. Evaluation Procedure and Criteria. The [INSERT COMPANY NAME] Executive Team and [INSERT COMPANY NAME] staff will review all proposals. [INSERT COMPANY NAME] may request a meeting with qualified Offerors prior to final selection, but at this time we are not requesting oral presentations.