Request for Proposal # SIM LPHA Stigma Reduction Messaging For Tri-County Health Department

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1 Request for Proposal # SIM LPHA Stigma Reduction Messaging For Tri-County Health Department Physical Address (mailing address): Tri-County Health Department 6162 South Willow Drive, Suite 100 Greenwood Village, Colorado Purchasing Agent: Greg Chavez Telephone Number: (720) FAX Number: (720) SEALED BIDS MUST BE RECEIVED BY: Monday, February 1, 2016 at 2:00 PM To the located above. SCHEDULE OF ACTIVITIES: TIMELINE Mountain Standard Time RFP Published Friday, January 08, 2016, 5:00 PM Deadline for Questions Wednesday, January 20, 2016, 3:00 PM Answers published on Friday, January 22, 2016, 5:00 PM Proposal Submission Deadline Monday, February 01, 2016, 2:00 PM Monday Wednesday February 8-10, 2016, to be OFFEROR Presentation scheduled, if needed Final Decision Friday, February 12, 2016, 1:00 PM Tri-County Health Department (TCHD) invites written proposals from media/communication agencies for our SIM LPHA Grant for the purpose of assisting TCHD with strategically planning, designing, and RFP # Page 1 of 8

2 implementing sustainable common messaging to reduce the stigma surrounding behavioral health. This is not a mass media campaign. TCHD will make its selection of a media/communications consultant based on the firm s or consultant s qualifications, experience, and references. TCHD is the District Public Health Agency for the Counties of Adams, Arapahoe, and Douglas, Colorado, which serves approximately 1,290,000 residents. TCHD is governed by a nine-member Board of Health, and is administrated by an Executive Director who oversees seven functional divisions: (1) Administration and Finance, (2) Emergency Preparedness and Response, (3) Environmental Health, (4) Human Resources, (5) Nursing, (6) Nutrition, and (7) Epidemiology, Planning and Communication. The TCHD Annual Report provides a background of TCHD s services and is available at: TCHD provides all administrative and accounting systems with no outside services provided by its member county governments. TCHD is a governmental agency, but is exempt from the TABOR Amendment. TCHD has approximately 395 employees who work in 11 separate locations. TCHD is a member of the Colorado Public Employees Retirement Association, Municipal Division. Contract Period: Any contract resulting from this proposal shall be effective beginning March 1, TCHD will require completion by January 31, Respondent Qualifications: TCHD requires respondents to the RFP to have experience in working with diverse partners and perspectives, message development and testing, knowledge of collateral mix for target audience, engaging target audiences, and familiar with the Denver Metro region. SECTION I SECTION II STATEMENT OF WORK- SEE APPENDIX A ADMINISTRATIVE INFORMATION/ ADDENDA A) Response to Inquiries: TCHD will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the due date. Submitting firms should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail. B) Modification or Withdrawal of Proposals: Proposals may be modified or withdrawn by the Offeror prior to the established due date and time. C) Rejection of Proposals: TCHD may reject any and all Proposals and reserves the right to waive any irregularities or informalities in any proposal or in the submittal procedure. Submittals received after said time or at any place other than the time and place as stated in the notice will not be considered. D) Minimum RFP Acceptance Period: RFP # Page 2 of 8

3 Proposals shall be valid and may not be withdrawn for a period of 60 days from the date specified for receipt of proposals. E) Minor Informalities: Minor informalities are matters of form rather than substance evident from the response or insignificant mistakes that can be waived or corrected without prejudice to other vendors; that is, the effect on price, quantity, quality, delivery, or contractual conditions is negligible. The Purchasing Agent may waive such informalities or allow the vendor to correct them depending on which is in the best interest of TCHD. F) Responsibility Determination: The TCHD Procurement Rules state a Purchasing Agent shall make purchases from, and award Contracts to, Responsible vendors only. G) Confidential/Proprietary Information: TCHD neither requests nor encourages the submission of confidential/proprietary information in response to this Request for Proposal. Information submitted will be open for public inspection pursuant to the provisions of the Colorado Open Records Act, C.R.S et. seq. ( CORA ). Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary. Questions regarding the application of this procedure must be directed to the Purchasing Agent listed in this RFP. H) RFP Response/Material Ownership: All material submitted regarding this RFP becomes the property of TCHD, unless otherwise noted in the RFP. I) Incurring Costs: TCHD is not liable for any cost incurred prior to issuance of a legally executed contract and/or a purchase order in a form acceptable to TCHD. No property interest, of any nature shall occur until a contract is awarded and signed by all concerned parties. J) Non-Discrimination: The Offeror shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age, or sex. K) News Releases: Neither TCHD, nor the Offeror, shall make news releases pertaining to this RFP prior to execution of a legally binding contract without prior written approval of both parties. L) Taxes: TCHD, is exempt from all federal excise taxes under 26 USC 4221(a) (4) of the Internal Revenue Code and from all Colorado State and local government sales and use taxes (see C.R.S ). M) Assignment and Delegation: RFP # Page 3 of 8

4 Neither party to any resulting contract may assign or delegate any portion of the agreement without the prior written consent of the other party. N) Standard of Conduct: The successful firm shall be responsible for maintaining satisfactory standards of employees' competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary. TCHD may request the successful firm to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons: 1) Neglect of duty. 2) Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting. 3) Theft, vandalism, immoral conduct or any other criminal action. 4) Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment for TCHD. O) Other Statutes: The signatory hereto avers that he/she is familiar with Colorado Revised Statutes, , et seq. (Bribery and Corrupt Influence) and , et seq. (Abuse of Public Office) as amended, and that no violation of such provisions is present. The signatory hereto avers that to his/her knowledge, no TCHD employee has any personal or beneficial interest whatsoever in the service or property described herein. See C.R.S and C.R.S SECTION III GENERAL PROCUREMENT INSTRUCTIONS Proposal: A) Submittals bearing the title RFP # SIM LPHA Stigma Reduction Messaging will be received no later than 2:00 p.m. mountain standard time, on Monday, February 1, 2016 via to B) Time is of the essence and any bid or addenda pertaining thereto received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. All proposals and/or any addenda pertaining thereto that are received after the closing date will not be reviewed. No exceptions will be allowed. However, nothing in this RFP precludes TCHD from requesting additional information at any time during the procurement process. C) Bids will be accepted only via transmission. D) Proposals will be evaluated according to completeness, content, experience with similar projects, accessibility and ability of the broker staff. The award of a contract to one broker does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed to provide the best value to TCHD. RFP # Page 4 of 8

5 E) Offerors are cautioned that this is a request for offers, not a request to contract and TCHD reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of TCHD. F) Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are not desired. Submission Format: G) Cover Letter. Include a cover letter with a summary of the firm's experience and capability in the area of providing consulting services relative to the statement of work in this RFP. Include the founding data of your organization, parent/subsidiary/affiliation relationship with other firms, types of services provided and the number of years your firm has been in business. Detail any exceptions to this RFP (please note that significant exceptions may make your proposal nonresponsive). H) Offeror's Experience and Qualifications 1) General Offeror Information: Provide principal contact information for this RFP, including address, telephone number, fax number, , and website, (if applicable). Provide a thorough biography on the Principal Account Representative, as well as all back-up consultants and other personnel responsible for and assigned the responsibility of providing services to this account. 2) Special Expertise: What is the principal consultant s experience with public health campaigns, message development and testing and working with diverse perspectives? 3) References: Please provide information from at least three (3) similar customers as TCHD. Include, at a minimum, the following information: a. company name, b. contact name, c. phone number, d. fax number, and e. address References may be contacted at any time during this RFP process to determine an Offeror s ability to perform the consultant duties. I) Mandatory Requirements: 1) Substantial experience in message development, testing and production. 2) Substantial experience in working with diverse perspectives. 3) Substantial experience in public health promotion messaging. RFP # Page 5 of 8

6 SECTION IV EVALUATION & AWARD A) BID OPENING: On Monday, February 1, 2016 in the Arapahoe Conference Room of TCHD located at 6162 S. Willow Drive, Suite 100, Greenwood Village, Colorado at 2:30 PM, the selection committee will open and record the bid amounts. B) PRESENTATIONS: Only OFFERORs selected may be required to make in-person presentations to TCHD s selection committee at a pre-scheduled time sometime from Monday, February 8 to Wednesday, February 10, Selected Offerors will be notified Thursday, February 4, 2016, of their presentation time. C) SELECTION PROCEDURE: Selection may be made of one or more OFFERORs deemed to be fully qualified and best suited among those submitting bids, on the basis of the factors involved in the RFP. Negotiations may then be conducted with the OFFERORs so selected. After negotiations have been conducted with the OFFERORs so selected, TCHD shall select and award a contract to the OFFEROR which, in its opinion, has made the best bid most advantageous to TCHD. D) BASIS FOR AWARD: Information and/or factors gathered during interviews, negotiations and any reference checks, in addition to the evaluation criteria stated in the RFP, if any, and any other information or factors deemed relevant by TCHD, shall be utilized in the final award, including but not limited to, the following: 1) Your firm s indicated ability to provide a level of services sufficient to meet TCHD s needs, as stated in your response. 2) Extent and success of previous work your firm has provided to organizations similar in nature and size to TCHD, as determined by TCHD s contact with listed references. 3) The proposal itself as an example of your firm s work product. 4) Qualifications/experience of key personnel to be assigned to the project. 5) Adherence to RFP requirements, including: completion of all required forms; provision of all requested information; adequacy of responses, and return of the RFP by the stated deadline. E) AWARD OF BID: By Friday, February 12, 2016, at 1:00 PM, if not sooner, TCHD will award the bid. F) NOTICE OF AWARD: OFFERORs will be notified via phone and also be notified by . G) CONTRACT APPROVAL: TCHD must approve the contract resulting from this solicitation. This process typically takes two (2) weeks from the date the successful Contractor is identified. TCHD will prepare a formal contract specific to this solicitation for execution by the successful Contractor. The award of this bid is contingent upon TCHD and the OFFEROR entering into a mutually agreeable contract. RFP # Page 6 of 8

7 H) PROPOSAL EVALUATION: TCHD is not required to select the lowest price offer, but may look at all factors concerning an offer, including, but not limited to, whether or not an Offeror has: 1) available the appropriate financial, material, equipment, facility, and personnel resources and expertise, or the ability to obtain these as necessary to indicate the capability to meet all contractual requirements; 2) a satisfactory record of performance; 3) a satisfactory record of integrity; 4) the legal authority to contract with TCHD; and 5) supply all necessary information in connection with the inquiry concerning responsibility. I) NON-BINDING: This Request for Proposal shall not be binding on TCHD until such time as a formal written contract and related documents, have been approved by TCHD and fully executed by the parties. TCHD shall have no obligation with respect to any proposal contained herein, or otherwise, including any duty to negotiate to reach an agreement. J) GOVERNED BY: This Request for Proposal, and any resulting contract, shall be governed by the laws of the State of Colorado. RFP # Page 7 of 8

8 APPENDIX A: STATEMENT OF WORK Overview: The Metro Public Health Behavioral Health Collaboration is a partnership of five Local Public Health Agencies (LPHA) serving the seven-county Denver Metro region: Tri-County Health Department, Broomfield City/County Department of Health and Human Services, Boulder Public Health, Jefferson County Public Health and Denver Public Health. This partnership was awarded State Innovation Model (SIM) funding earmarked for LPHA s from Colorado Public Department of Health and Environment (CDPHE). One component of the grant is reducing the stigma of behavioral health issues and increasing openness to behavioral health care help-seeking attitudes and behaviors in low-income populations in the seven-county Denver Metro region. Statement of Work: The goal of this project is to create a common message that can be used by a variety of behavioral health stakeholders, partners, and clients in targeted areas. A successful Offeror will provide skills and expertise in message development, utilization of existing campaigns, vetting and testing of messages, development of a shared regional message, targeted placement of collateral materials and engagement target audiences. Additionally, strong facilitation skills and experience working with diverse networks and perspectives is needed. The Offeror will work closely with the grant Message Action Team who represents the key partners of this project. This is not a mass media campaign. Applicants must be willing to work with a national consultant. A) Facilitation and coordination of a Message Action Team to: a. Manage the project; b. Determine target audience pilot; c. Evaluate existing campaigns and select one d. Adapt message - development of core message and phrases for identified audiences; e. Pilot test/vetting core messages with target audience; and f. Revise core message as needed based on input from the pilot and finalize. B) Translate messaging into cultural competent Spanish and other languages as needed. C) Develop talking points and elevator speech for stakeholders. D) Develop collateral materials to support partners. E) Develop an implementation plan for message dissemination. F) Develop and execute a media evaluation plan. RFP # Page 8 of 8

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