Roster Solicitation 14-120 – Capital Projects Communications Outreach Support
The City of Seattle, through its Department of Transportation (SDOT), is seeking qualified consultants to conduct Communications Outreach Support for the Capital Projects and Roadway Structures Division, on an as needed basis. Interested consultants shall be selected from the Consultant’s Roster Program categories for related services:
- Public Involvement and Community Outreach.
The selection committee shall review proposals from interested firms that respond and have met the minimum qualifications outlined in this solicitation document.
Overview
SDOT is seeking consultant support for outreach and communications on a variety of capital projects. SDOT intends is to contract with up to three consultant firms to provide staff to work in house for a minimum of 25 hours a week over the term of the agreement. Consultants shall provide key staff members that will work in-house with SDOT provided offices. A successful project management approach will likely include additional staff beyond key staff as a part of the firms proposed team.
The Consultant shall provide communications and public outreach support for SDOT’s Capital Projects and Roadway Structures Division. The Consultant will provide one to three part-time to full-time public involvement leads to be co-located at SDOT offices in the Seattle Municipal Tower. Key tasks could include: preparation of informational materials such as fact sheets, display boards and flyers; development of outreach and event plans; drafting responses for constituent correspondence; designing and facilitating public opinion gathering and education events; staffing and facilitating various outreach meetings and events; identifying public market groups and media to target distributing flyers and/or conducting door-to-door outreach activities. Graphic design support would include preparing maps, labeling images and plans, and creating other miscellaneous graphics to support outreach activities.
Anticipated Schedule and Costs
Schedule:
January 15, 2015Submittals Due
January 22, 2015Selection
January 30, 2015Notice To Proceed
Budget:
It is anticipated that up to 3 contracts will be awarded for up to $280,000 with additional work amended up to $350,000, depending on the quality of work performed.
Selection Process
SDOT may use a two-step process for selecting a consultant.
Step 1 (Mandatory)
Evaluate all consultants submitting their qualifications.
Step 2 (Optional)
Consultant interviews of the most qualified consultants. These interviews may be done by phone.
Minimum Qualifications:
- Key Staff have minimum three years of experience leading and delivering communications on infrastructure projects.
- Key staff proposed have capacity to work 25-40 hours a week for up to three staff and co-locate at SDOT’s offices
- Key staff have demonstrated experience with conducting Inclusive Outreach and Public Engagement.
Selection Criteria and Submittal Description/Limitations:
- Key staff proposed to work with SDOT have demonstrated experience with a variety of forms of public outreach, designing and eliciting public input; as well as, organizing and facilitating different types of public engagement for a variety of local transportation projects. (25 points)
- Key staff proposed to work with SDOT have demonstrated skills in working with a variety of formats and platforms, working within a client’s style requirements including outreach documentation development, graphic design, social media skills and writing/editing. (25 points)
- Proposal demonstrates management approach responsive to SDOT’s resource needs and includes a team of support for key staff co-located at SDOT offices. (25 points)
- Proposal response demonstrates professional work product (15 points)
- Proposed billing rates are competitive for the work outlined and in consideration of location at SDOT Offices for Key Staff (10 points)
To evaluate these criteria and to communicate experience and general project approach, SDOT requests the following:
- One-page cover letter stating how the firm meets the minimum qualifications and identifying project manager, Consultant Contract Contact: Name, Mailing Address, Telephone Number and Email Address.
- A 3 page (single sided) response to above selection criteria that includes:
- Key Staff experience and skills
- Consultant Firm Qualifications
- Management Approach
- A 2 page (single sided) response to above selection criteria that includes:
- Sample Work Products
- Billing Rates for all staff
- Completed Consultant Questionnaire.
Contract Modifications & Negotiations
The SDOT consultant contract is provided:
Consultants submit proposals understanding all Contract terms and conditions are mandatory and no negotiations of those terms will be invited. Submittal of a proposal is agreement to the entire Contract without exception, unless the City brings forward contract modifications for negotiation. The City has the right to negotiate changes to submitted proposals and to change the City's otherwise mandatory Contract form during negotiations. If the Consultant is awarded a contract and refuses to sign the Contract as provided in this solicitation, the City may reject the Consultant from this and future solicitations for the same work. Under no circumstances shall Consultant submit its own boilerplate of terms and conditions.
Consultants should be aware that there are annual category limits for work with SDOT ($520,000) and a contract selected through this process may impact future contracting opportunities.
Please submit the above information to the following email addresses no later than 4:00 p.m. on Thursday Jan 15, 2015.
Seattle Department of Transportation
Brian Sperry, Contract Manager
.
Please ensure a CC to:
Ryan Hawkes, Consultant Contracts Specialist
Consultants will be notified of their selection status by January 22, 2015.
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