REQUEST FOR ANNUAL STATEMENT OF QUALIFICATIONS ASQ PUBLIC RELATIONS, MARKETING, AND ADVERTISING PROFESSIONAL SERVICES 2019

Transcription

1 Public Relations, Marketing, & Advertising Professional Services Central Arkansas Water ASQ PERSONS RECEIVING THIS REQUEST FOR ANNUAL STATEMENT OF QUALIFICATIONS (ASQ) FROM THE INTERNET OR BY FAX MUST CALL (501) AND REGISTER AS POTENTIAL RESPONDERS. FAILURE TO REGISTER MAY RESULT IN YOUR MISSING RFQ AMENDMENT(S). MISSING AN AMENDMENT MAY RESULT IN YOUR OFFER BEING FOUND NON-RESPONSIVE. REQUEST FOR ANNUAL STATEMENT OF QUALIFICATIONS ASQ PUBLIC RELATIONS, MARKETING, AND ADVERTISING PROFESSIONAL SERVICES 2019 Mailing Date December 13, 2018 Submittal Due Date 3:00 P.M. CT Thursday, December 27, 2018 TO Elizabeth Tuck-Rowan, CPPO, CPPB, C.P.M., A.P.P., CPSD Purchasing Manager Purchasing Office Central Arkansas Water 221 East Capitol Avenue, Third Floor Little Rock, AR (501)

2 CENTRAL ARKANSAS WATER REQUEST FOR ANNUAL STATEMENT OF QUALIFICATIONS ASQ PUBLIC RELATIONS, MARKETING, AND ADVERTISING PROFESSIONAL SERVICES 2019 TABLE OF CONTENTS Description... Page 3 Background.... Page 3 Program Objectives. Page 4 Program Elements.. Page 4 Annual Statement of Qualification Submission Instructions.. Page 5 Review Process... Page 6 Notes... Page 7 Timeline.... Page 8 Public Relations, Marketing, and Advertising Professional Services 2 P a g e

3 CENTRAL ARKANSAS WATER REQUEST FOR ANNUAL STATEMENT OF QUALIFICATIONS ASQ PUBLIC RELATIONS, MARKETING, AND ADVERTISING PROFESSIONAL SERVICES 2019 DESCRIPTION Central Arkansas Water ( CAW ) is planning to engage in several marketing, public relations and public-policy initiatives and strategies in the near term and it is seeking Annual Statements of Qualifications (ASQ) from qualified firms interested in assisting CAW with professional public relations, marketing, advertising, videography, photography, event planning, social media planning and management, or public-policy services. CAW intends to contract with more than one firm to provide the different service requirements covered by this request for ASQs. The closing date for submission of an Annual Statement of Qualifications pursuant to this ASQ is 3 p.m. CT Thursday, December 27, BACKGROUND CAW serves a retail and wholesale consumer population of approximately 450,000 in 17 cities and communities in the Little Rock-North Little Rock metropolitan area. As such, the utility has an essential role in quality of life, public health, and economic development for 1 in every 7 Arkansans. The utility has a national reputation for quality service at an affordable price and is an industry leader in water quality, source-water protection, regulatory compliance, financial management, planning and system integrity, automation, and customer service. As the largest water utility in the state of Arkansas, CAW has approximately 184,000 residential, commercial, industrial, and master-metered customers and approximately 306 employees. Arkansas Code Annotated to 807 establishes that contracts for certain professional services with the State of Arkansas and political subdivisions be negotiated on the basis of demonstrated competence and qualifications at a fair and reasonable price. The Code and CAW Resolution allow Central Arkansas Water (CAW) to receive Annual Statements of Qualifications for particular professional services on a periodic basis. At such time thereafter that a specific project may arise requiring the professional services, CAW shall evaluate the Annual Statements of Qualifications on file and select a firm to complete the project. The purpose of this request is to receive Annual Statements of Qualifications with comprehensive and/or specialized expertise in public relations, marketing, advertising, and public-policy initiatives, including videography, photography, event planning, and social media management. CAW intends to contract with more than one marketing firm to provide the different service requirements covered by this request. CAW is interested in receiving Annual Statements of Qualifications from professional firms who can demonstrate through past projects their ability to complete projects that may develop through the year. Public Relations, Marketing, and Advertising Professional Services 3 P a g e

4 PROGRAM OBJECTIVES The Public Affairs and Communications Department within CAW envisions a future when its key constituents view Central Arkansas Water as consistently redefining how utilities effectively engage and communicate with their customers. The mission of the Department is to clearly, consistently communicate the essential and exceptional attributes of Central Arkansas Water to our customers, the general public and internal audiences. The vision and mission of the Department will be achieved through the following objectives: 1. Ensuring consistent management and application of the Central Arkansas Water brand standards. 2. Executing an ongoing communications campaign that leverages media and public relations initiatives to speak to the needs of the target audiences. 3. Consistently and cohesively working with internal Utility constituents to manage internal communication processes and outcomes 4. Accelerating Central Arkansas Water s utilization of new technology to affirm its commitment to reaching customers through their preferred communications medium 5. Meeting and exceeding deadlines on time and within budget to result in a wellorganized, proactive and efficient department that reflects the utility s commitment to stellar customer service. PROGRAM ELEMENTS The basic elements of the Public Affairs and Communications Department are: 1. Public relations continual development and implementation of comprehensive communications programming that uses traditional and nontraditional media to reach customers, the general public, and other target audiences. 2. Education and special events planning and implementation of water education programming through public and private schools, colleges, universities, community groups, consumers, the media, and other channels; and planning and staging special events and participating in existing community events. 3. Public policy analysis and development analyzing, developing, and advocating for the adoption of public policy that furthers the goals and mission of Central Arkansas Water. 4. Consumer and marketing research Completing on-going research to monitor consumer opinions about the utility and specific programming and messaging. 5. Customer service providing world-class service to our customers through adoption of innovative customer service engagement portals and opportunities; and continual implementation of creative incentive programs for employees to encourage world-class service. Public Relations, Marketing, and Advertising Professional Services 4 P a g e

5 ANNUAL STATEMENT OF QUALIFICATIONS SUBMISSION INSTRUCTIONS The Annual Statement of Qualifications process is intended to offer interested firms the opportunity to demonstrate their ability to perform the required services. The utility does not intend for the response to the Request for Annual Statement of Qualifications to be expensive or extravagant; however, the response should be well-considered for simplicity and ease of understanding. The Annual Statement of Qualifications should include: 1. Firm s Background a) name, address, and telephone number b) year of establishment and years in business c) list of local offices available to support the CAW program d) departmental resources to perform the work required by CAW 2. Description of Firm s Services and Capabilities. This may include all or a portion of the requested services of public relations, marketing, advertising, videography, photography, event planning, social media management, and public-policy assistance. Respondents should clearly indicate any and all areas of particular expertise or specialization in their response. 3. Proposed Project Team and Qualifications a) name, title, and experience of account executive to service CAW s account b) roster of staff to be assigned to CAW s account, with résumés included for all team members and indication of area of expertise and indication of full time or part time status c) portfolio of representative materials for creative staff d) list of current clients e) client reference list with contact names and telephone numbers 4. Examples of Relevant Creative Work 5. Role and Experience in Public, Governmental, Consumer, and Utility Relations, with an emphasis on programming in Arkansas (Please, indicate by type, such as governmental entities, public utilities, and agencies that serve diverse social and economic groups, and describe programs and results.) 6. One-page Explanation of Why CAW Should Select the Firm 7. Disclosure of all relevant material facts regarding significant financial or influential interest with CAW employees and Commissioners and all contracts and/or transactions that might reasonably be construed to be adverse to CAW's interests. 8. Other supporting materials that will aid in demonstrating the firm s qualifications and expertise to work on activities with CAW. This section should be limited to no more than 5 pages. Public Relations, Marketing, and Advertising Professional Services 5 P a g e

6 9. Restriction of Boycott of Israel Certification form (see notes section) Statements should be received at the Purchasing Manager s office, Central Arkansas Water, 221 East Capitol Avenue, Little Rock, Arkansas, 72202, not later than 3 p.m. CT Thursday, December 27, 2018, regardless of delivery method. Three (3) hard-copy sets and one electronic copy of the Statement of Qualifications must be submitted. Electronic copy may be provided by USB, CD, or or electronic file transfer service to liz.tuckrowan@carkw.com. If the firm submitted an Annual Statement of Qualifications within the previous two (2) years and the information remains current, the agency may elect to respond via agency letterhead to consider the most recent submission and/or consider the most recent submission along with a list of new qualifications to consider. Confirmation of receipt will be provided as soon as possible; however, it is the responsibility of the submitting firm to ensure receipt by the submission deadline. Restriction of Boycott of Israel Certification must also be updated and included with submittal. Statements must be signed by a corporate officer authorized to commit the submitting firm and shall remain in full force and effect for the period of January 1, 2019 through December 31, Respondents should be available for oral presentations if such presentations are deemed necessary to determine the most qualified firm for a specific project. Any such oral presentations will be scheduled at a mutually convenient time. Any questions concerning proposal results should be directed to Doug Shackelford, Director of Public Affairs and Communications, Central Arkansas Water, 221 East Capitol Avenue, Little Rock, Arkansas, 72202, REVIEW PROCESS As projects arise, a Review Committee will consider the Annual Statements of Qualifications that meet the enumerated requirements and that are received by the designated closing time and date of 3 p.m. CT Thursday, December 27, CAW will maintain the Annual Statement of Qualifications on-file throughout the term of the ASQ and shall review and select the most qualified firm whenever a specific project requiring services arises. In evaluating the qualifications of each firm for specific projects, CAW shall consider: a. General & professional reputation b. Professional capability c. Experience and performance on similar projects (submit list) d. Experience and performance on previous CAW projects (prior work with CAW is not required, but will be considered as part of the evaluation of qualifications). e. Personnel assigned to work with CAW and Staff capability/workload, including creative portfolio submission f. Firm s proximity to and familiarity with the area in which the project is located Public Relations, Marketing, and Advertising Professional Services 6 P a g e

7 During reviews for specific projects, the committee will select three (3) finalists and may require in-person presentations by the finalist agencies. After the completion of the review process, the committee will notify the selected marketing firm(s) and begin contract negotiations. Communications with CAW during the Statement of Qualification review process and any project-specific review process must be coordinated through the office of the Purchasing Manager. CAW reserves the right to award a contract for public relations, marketing, advertising, videography, photography, event planning, social media management, or public-policy initiatives for any particular project with or without further discussion on the Annual Statements of Qualifications submitted. CAW also reserves the right to reject and/or accept any and all Annual Statements of Qualifications received or parts thereof. CAW retains the right to waive any minor irregularities in any Annual Statement of Qualifications submitted. Solicitation of this Request for Annual Statement of Qualifications does not bind CAW to award any contract to any professional marketing firm(s). NOTES The professional firms selected through the Request for Annual Statement of Qualifications process will work with the Director of Public Affairs and Communications or other designated individual at CAW. The terms of each project-specific contract will be negotiated between CAW and the selected professional firm. For the basis of negotiations, CAW and the highest rated firm shall jointly prepare a detailed, written description of the scope of the proposed services. If CAW is unable to negotiate a satisfactory contract with the firm, negotiations with that firm shall be terminated. CAW shall then undertake negotiations with the next highest rated firm. If there is a failing of accord with the second firm, negotiations with such firm shall be terminated. The process may continue until a satisfactory contract can be negotiated with a qualified firm. To be eligible for this contract, CAW requires that firms submitting proposals be independent and free of conflict of interest in working for the utility. Each firm that submits an Annual Statement of Qualifications should disclose all relevant material facts regarding significant financial or influential interest with CAW employees and Commissioners and all contracts and/or transactions that might reasonably be construed to be adverse to CAW's interests. Acceptance by the successful proposer of a contract award from this request indicates that the successful candidate is in no way currently indebted to CAW. Indebtedness to any of the above shall be basis for non-award and/or cancellation of any award. All Annual Statements of Qualifications will become public information, subject to disclosure under the Arkansas Freedom of Information Act, and part of the official files of CAW. This solicitation does not commit CAW to pay any costs incurred in preparing and submitting Annual Statements of Qualifications or to contract for the services specified. As part of the public negotiation process leading to the selection of a public relations, marketing, advertising, videography, photography, event planning, social media management, or publicpolicy initiatives firm for a particular project, CAW may request additions or modifications to any Annual Statement of Qualifications and may request references regarding prior work of a similar Public Relations, Marketing, and Advertising Professional Services 7 P a g e

8 nature. However, it is the present intent of CAW to rely on the information submitted in Annual Statements of Qualifications submitted in evaluating qualifications. Each firm that submits a Statement of Qualifications should disclose all relevant material facts regarding significant financial or influential interest with CAW employees and Commissioners and all contracts and/or transactions that might reasonably be construed to be adverse to CAW's interests. It is CAW's policy to encourage the involvement of Disadvantaged Business Enterprises (minority-owned and women-owned businesses) in contract awarded. DBE's are particularly invited to submit Annual Statements of Qualifications, either as a prime contractor, subcontractor or as a part of a joint venture. Non-DBE firms are encouraged to arrange subcontracts or joint ventures with DBE's prior to submission of their Annual Statements of Qualifications. CAW has a policy of non-discrimination and abides by all laws, rules, and executive orders governing equal employment opportunity. As employers, CAW contractors and service providers may not discriminate on the basis of age, sex, race, religion, color, national origin, handicap, or veteran status. CAW encourages its contractors and service providers to accept the goal of having a workforce that generally reflects the demographic composition of the community in which the contractors and service providers are located. Israel Boycott Notice - Company represents that it does not currently engage in refusals to deal, termination of business activities, or other actions that are intended to limit commercial relations with Israel or persons or entities doing business in Israel or in Israeli-controlled territories in a discriminatory manner other than boycotts to which 50 U.S.C. 4607(c) applies, and Company agrees that it will not, during the term of Agreement, engage in such refusals, termination, or other actions. (Appendices 1) TIMELINE Deadline for RFQ Responses: 3 p.m. CT Thursday, December 27, 2018 Contract Negotiation: As needed during term of Annual Statements of Qualifications (January 2019 December 2019) Public Relations, Marketing, and Advertising Professional Services 8 P a g e

9 Appendices 1 RESTRICTION OF BOYCOTT OF ISRAEL CERTIFICATION Pursuant to Arkansas Code Annotated , a public entity shall not enter into a contract valued at $1,000 or greater with a company unless the contract includes a written certification that the person or company is not currently engaged in, and agrees for the duration of the contract not to engage in, a boycott of Israel. By signing below, the Contractor agrees and certifies that they do not boycott Israel and will not boycott Israel during the remaining aggregate term of the contract. If a company does boycott Israel, see Arkansas Code Annotated Bid Number/Contract Number Description of product or service Contractor name Contractor Signature: Signature must be hand written, in ink Date: Public Relations, Marketing, and Advertising Professional Services 9 P a g e