town_of_centreville_pio_services_rfp.pdf

TOWN OF CENTREVILLE

Queen Anne’s County, Maryland Request for Proposals Public Information Officer Services Proposals Due: February 10, 2025 @ 1:00 p.m.

Location: Centreville Town Hall 101 Lawyers Row Centreville, MD 21617

CONTACT:

Carolyn M. Brinkley, Town Manager 410-758-1180 / cbrinkley@townofcentreville.org

REQUEST FOR PROPOSALS

Public Information Officer Services Introduction The Town of Centreville (Town) is requesting proposals to enter a contract for Public Information Officer Services to plan, coordinate, and deliver public information and related services to the media and the public regarding activities, events, major incidents, and breaking news related to the Town of Centreville and Centreville Police Department.

Delivery channels are to include (but not limited to) print, television, radio, and social media outlets. The contract period runs through June 30, 2025 with the option to reevaluate the contract for continuous or as needed services.

Background The Town is a municipality situated as the County Seat in Queen Anne’s County with a population of roughly 5,000 people, several businesses, developable land, and more than 35 municipal employees. The consultant will serve under the direction of the Town Manager in cooperation with the Town Council, Chief of Police, Department Heads, and the Main Street Program.

Mission  Build a sustainable communications organizational framework and develop a communications strategy to handle major incidents/emergencies and routine communications to the public.

 Centralize communications coordination and recommend best practices for disseminating information.

 Expand the Town’s reach to the public and media.

Scope of Work The following is to be used as a general guide, and is not intended to be a complete list of all work necessary to complete any efforts:

 Create and implement a communications strategy to handle major incidents/ emergencies and routine communications to the public.

 Develop proactive methods of communicating. Support and plan for targeted communication projects. Enhance direct communication and partnership with the community and media outlets.

 Create artwork, design, and layout of materials; edit drafts and approve final designs.

 Provide ongoing communications training for Town staff and Council Members.

 Arranges news conferences, media and other public appearances for public officials, prepares or edits the material to be presented.

 Available for response to major incidents ensuring objectives and approach for a unified response.

 Update and maintain project media kit. Prepares or edits printed or electronic communication material for distribution to the public in coordination with the Town Manager, Chief of Police, Town Council, and/or Department Heads.

 Develop a community information program and other townwide educational efforts in conjunction with the Town Manager, Chief of Police, Town Council, and/or Department Heads.

 Provide monthly written summaries of activities to the Town Manager.

Required Respondent Information

1. Letter of interest.

2. Proposed strategies for achieving objectives outlined in scope of work.

3. A summary of the outcome of communication efforts conducted over the last 5

years.

4. A complete list of current clients and a declaration of any potential incompatibility

or conflicts of interest between those clients and the Town.

5. References.

6. The following should be included with the response:

a. The legal name of consultant/firm/individual, address, telephone number, number of years in business, and current number of full time professional and technical personnel with consultant/firm.

b. The names and profiles of individuals who will lead Town communication efforts and serve as primary contact for the Town Manager.

c. Itemized cost of services.

d. Estimate of additional expenses that will be incurred.

Selection Criteria

1. Public information services and communication experience and references.

2. Thoroughness and understanding of work to be completed.

3. Understanding of municipal needs and communication efforts required.

4. Capacity for lead consultants to deliver objectives stated in scope of work.

Proposal Bidding Requirements The Town reserves the right to reject any and all bids, to waive any requirements and to accept all or part of any bid considered to be in the best interest of the Town. Award of the contract is subject to the approval of the Town Manager and the Town Council of Centreville. The Town is an Equal Opportunity Employer. Discrimination based on age, race, sex, handicap, or national origin is expressly prohibited.

Bid Instructions Bids shall be submitted to the Town of Centreville, 101 Lawyers Row, Centreville, Maryland 21617. Bids must be received no later than 1:00 p.m., Monday, February 10, 2025. All proposals must be in a sealed envelope with “PUBLIC INFORMATION OFFICER RFP” written on the envelope, firm or person submitting the proposal, and the words “DO NOT OPEN”. Bids will be opened and read publicly immediately after the deadline for bid

acceptance.

Bid Openings All bids will be opened and publicly read by the Town or its designee at 101 Lawyers Row, Centreville, Maryland 21617.

Bid Procedure The Town reserves the right to reject any or all bids, including without limitation, nonconforming, nonresponsive, unbalanced, or conditional bids. The Town further reserves the right to reject the bid of any bidder whom it finds, after reasonable inquiry and evaluation, to not be responsible. The Town may also reject the bid of any bidder if the Town believes that it would not be in the best interest of the project to make an award to

that bidder. The Town also reserves the right to waive all informalities not involving price, time, or changes in the work and to negotiate contract terms with the successful bidder.

More than one bid for the same work from an individual or entity under the same or different names will not be considered. Reasonable grounds for believing that any bidder has an interest in more than one bid for the work may be cause for disqualification of that bidder and the rejection of all bids in which that bidder has an interest.

If the Contract is to be awarded, the Town will award the contract to the bidder whose bid is in the best interests of the Town and the project.

Insurance Certificate The Contractor must obtain its own cost and expense and keep in force and effect during the term of the contract including all extensions, the following insurance with an insurance company/companies licensed to do business in the State of Maryland evidenced by a certificate of insurance and/or copies of the insurance policies. Within five (5) days after contract award, the Contractor shall submit to the Town of Centreville, ATTN: Town

Manager, 101 Lawyers Row, Centreville, MD 21617 a certificate of insurance with all endorsements.

In no event may the insurance coverage be less than shown below. Unless otherwise described in this contract, the successful contractor shall be required to maintain for the life of the contract and to furnish the Town evidence of insurance as follows:

Type of Insurance Amounts of Insurance Endorsements and Provisions

1. Workers’ Bodily Injury by Waiver of Subrogation:

Compensation Accident: $100,000 WC 00 03 13 Waiver of Our Rights to

2. Employers’ each accident Recover From Others Endorsement

Liability signed and dated.

Bodily Injury by Disease: $500,000 policy limits Bodily Injury by Disease: $100,000 each employee

3. Commercial General Liability Each Occurrence: Town shall be listed as additional insured

and $1,000,000 provided 30-day notice of cancellation a. Bodily Injury or material changes in coverage.

b. Property Damage CG 20 37 07 04 and CG 20 10 07 04 forms c. Contractual Liability t o be signed and dated.

d. Premise/Operations e. Independent Contractors f. Products/Complete g. Operations h. Personal Injury

4. Automobile Liability Combined Single Limit for Bodily Town shall be listed as additional insured

a. All Owned Autos Injury and Property Damage - and provided 30-day notice of cancellation b. Hired Autos (each accident): $1,000,000 or material change in coverage.

c. Non-Owned Autos Form CA20 48 02 99 form to be signed and dated.

5. Excess/Umbrella Liability Each Occurrence / Aggregate: Town shall be listed as additional insured

$1,000,000 and provided 30-day notice of cancellation or material change in coverage.

6. Professional Liability Each Occurrence / Aggregate:

$1,000,000 Contract Award It is the intent of the Town of Centreville to award a contract using the criteria provided herein within 30 calendar days following the bid opening. Acceptance of a bid proposal and award of the contract is subject to the approval of the Town Council of Centreville and the Town Manager. The Town Council of Centreville reserves the right to reject any and/or all bids.

Tax Exemption The Town of Centreville is exempt from paying all Federal, State, and Local tax.

Payment Terms Payment will be made for properly approved invoices for work performed in accordance with the specifications.

Modification or Withdrawal of Bids

1. Pre-Opening Modification or Withdrawal of Bids

a. Procedure: Bids may be modified or withdrawn by written notice received by the Town Manager before the time and date set for bid opening.

b. Disposition of Bid Bond: If a bid is withdrawn in accordance with this regulation, the Bid Bond, if any, shall be returned to the bidder. [Not required for this project].

2. Late Bids, Late Withdrawals, and Late Modifications

a. Policy: Any bid, request for withdrawal, or request for modification received at the place designated in the invitation for bids after the time and date set for receipt and opening of bid is late.

b. Treatment: A late bid may not be considered under any circumstances and will be mailed to the bidder’s last known address unopened. Late modifications and late withdrawals may be considered by the Town Council and allowed if in the best interest of the Town.