REQUEST FOR PROPOSAL

Issued by

HEART OF TEXAS WORKFORCE DEVELOPMENT BOARD, INC.

For

MARKETING/PUBLIC RELATIONS/WEB SERVICES

RFP #13120601

Bids to be Submitted to the:

Heart of Texas Workforce Development Board, Inc.

ATTN: Melissa Briske, External Relations Coordinator/PIO

801 Washington Avenue, Suite 700

Waco, TX 76701

Issue Date: August 22, 2012

Bidder’s Conference: August 29, 2012 at 1:00pm

Bid Due Date and Time: September 10, 2012 (Monday) by 12:00 Noon

Award Date: September 24, 2012

The Heart of Texas Workforce Development Board, Inc. is an equal opportunity employer/programs and auxiliary aids and services are available upon request to include individuals with disabilities.

TTY/TDD via RELAY Texas service at 711 or (TDD) 1-800-735-2989/ 1-800-735-2988 (voice).

TABLE OF CONTENTS / PAGE
PURPOSE AND BACKGROUND INFORMATION / 2 - 3
EVALUATION CRITERIA / 3
GENERAL REQUIREMENTS / 3
METHOD OF BID EVALUATION / 6
INSTRUCTIONS FOR SUBMITTING PROPOSALS / 6 - 7
PRE-PROPOSAL CONFERENCE / 7
DEADLINE FOR PROPOSAL SUBMISSION / 8
WITHDRAWAL OF PROPOSALS / 8
GENERAL CONDITIONS / 8 - 11
PROPOSAL COVER SHEET / 12
ATTACHMENT A: CERTIFICATION OF PROPOSER / 13
ATTACHMENT B: CERTIFICATIONSREGARDINGLOBBYING,DEBARMENT,SUSPENSIONANDOTHERRESPONSIBILITYMATTERS,ANDDRUG-FREEWORKPLACEREQUIREMENTS / 14 - 15
ATTACHMENT C:CERTIFICATIONREGARDINGTEXASCORPORATEFRANCHISE TAX / 16
ATTACHMENT D: STATE ASSESSMENT CERTIFICATION / 17
ATTACHMENT E: CERTIFICATION REGARDING CONFLICT OF INTEREST / 18

1

PURPOSE AND BACKGROUND INFORMATION

Purpose

The Heart of Texas Workforce Development Board, Inc., (the Board) is soliciting a qualified, full-service agency to provide marketing, public relations, and web services for the Board and its affiliate, Workforce Solutions for the Heart of Texas.

The Board is particularly interested in the development and implementation of marketing, public relations, and web strategies that will communicate information to its constituency – employers and jobseekers in the Heart of Texas region and beyond – about the Board and the programs and services that are available through Workforce Solutions for the Heart of Texas. Such strategies should assist the Board in acquainting the community with the Board’s mission and activities while at the same time supporting internal communication within our system.

The Board will enter into a one-year, cost-reimbursement contract with the option to renew for an additional four (4) annual contracts, depending upon an annual review of contract performance and the continued availability of funding. The initial contract will begin on or around October 1, 2012.

This Request for Proposal is being done in compliance with the Texas Workforce Commission’s Financial Manual for Grants and Contracts (FMGC), which compiles federal, state and agency requirements that apply to recipients of TWC funds. The method of procurement is the Competitive Proposal Method (see TWC FMGC, Chapter 14, Section 14.12). Proposals will be rated utilizing the criteria found later in this document and selection determination will be made based on the criteria. Ratings will be totaled and a rank will be determined, negotiations will begin with the top ranked bidder. A bidder may submit separate bids on different locations.Each bid must conform and be responsive to the specifications that follow. The contract executed as a result of this RFP will be a fixed priced contract.

The Heart of Texas Workforce Development Board, Inc. (the Board) reserves the right to reject any and all bids or to waive any irregularities in any bids or in the bidding, and to be the sole judge of the merit and qualifications of products and services offered, and may accept whatever bid is deemed to be in the best interest of the Board.

Background

Heart of Texas Workforce Development Board, Inc. (the Board) serves as the administrative entity for federal and state workforce programs and funds allocated to the six-county Heart of Texas workforce development area. The Board is organized as a non-profit corporation in the State of Texas and maintains a 501(c)(3) tax-exempt status from the IRS. The Board’s primary responsibility is to provide policy and program guidance and to exercise independent oversight, and evaluation of workforce development programs and services that affect area employers, residents and job seekers. An essential goal of the Board is the development and implementation of coordinated activities among local workforce system programs.

The Heart of Texas Workforce Development Board, Inc. is charged with the development of a workforce system that will provide expanded and improved employment related services to the region. Key elements of the success of the system are the Board’s outreach strategies, campaigns to promote awareness of services and events, and our web and social media presence.

EVALUATION CRITERIA

Proposals will be evaluated according to the following criteria and possible points:

  1. Development and Implementation Strategy – 35 Points
  2. Demonstrated Experience – 30 Points
  3. Reasonableness of Cost – 25 Points
  4. Other – Value Added – 10 Points
  5. HUB – Points – 5 (a copy of HUB Certification is required)

A minimum aggregate average score of 75 points is required to be considered for selection.

GENERAL REQUIREMENTS

Goals and Objectives

This section will list the Board’s goals and objects in relation to marketing, public relations, and web services. Proposers should describe,in narrative form, how they will develop and implement strategies that will meet the following goals and objectives:

  • Position Workforce Solutions for the Heart of Texas as the premiere resource for employer and job seeker services.
  • Create a media schedule to advertise Workforce Solutions for the Heart of Texas and its events to potential customers, including those in rural communities.
  • Design a strategy that will aid in outreach and recruitment of business and job-seeking customers.
  • Increase the recognition of services provided through the Workforce Solutions Centers and the Board’s websites.
  • Work with Workforce Solutions for the Heart of Texas to increase customer count.
  • Expanding and enriching Workforce Solutions for the Heart of Texas’ online presence.
  • Consistently enhance the Board’s websites ( and intranet site(s).
  • Enhance the Board’s social media presence.
  • Enhance on-going special projects and initiatives.
  • Plan and coordinate special projects and events that serve as a means to promote services and activities.
  • Develop and produce useful, informative and attractive collateral.
  • Design, produce, and ensure that forms, brochures, and other collateral inform the public of the services, activities, and initiatives of Workforce Solutions for the Heart of Texas.
  • Work within the Board’s marketing budget to maximize exposure at a reasonable cost.

Demonstrated Experience

Proposers will demonstrate experience and effectiveness in the following:

  • Developing successful public information plans for new products and/or complex organizations.
  • Developing and executing successful plans in the six-county Heart of Texas region.
  • Coordinating and promoting events such as job fairs, banquets, awards ceremonies, etc.
  • Coordinating and managing such public information and media activities as press briefings, presentations to community groups and business associations, inaugural ceremonies, facility tours, etc. This mean working with newspapers, media, associations, and community groups throughout the six-county Heart of Texas region.
  • Designing, producing, and placing broadcast media spots (and PSAs), material for print media such as newspapers and magazines, online advertising, and other possible forms of advertising.
  • Developing and producing materials such as videos, press packets, as well as collateral pieces for use as marketing tools.
  • Providing translations/adaptations of all material, as appropriate, for Spanish-language and Asian-language (Vietnamese) employers and jobseekers.

Proposers should also:

  • Describe your organization’s location in relation to the Heart of Texas region. If not local, describe your strategy for communicating and working with clients outside of your local area.
  • List the key people that would be assigned to the Board’s account and describe members’ responsibilities to the client, their qualifications, and their recent experience.
  • Describe your creative department. How would you characterize its strengths? To what extent and under what circumstances are representatives of this department in direct contact with your clients?
  • Send to the Board examples of one of your best websites, one of your best radio spots, one of your best print ads, and one of your best collateral pieces. Please indicate who presently at your organization is responsible for creating the aforementioned pieces.
  • Describe how your organization approaches a marketing, communications and/or public relations challenge. Present a case history, giving an overview of the challenge that was presented, describing the process use to meet the challenge, and evaluating the tangible results. Of special interest is the means by which your organization assessed the results/impact of your efforts.
  • Describe your organization’s experience marketing to diverse cultures and ethnic groups.
  • Describe what new business your organization has gained in the last two years. What accounts has the organization lost in the last two years? Why?
  • Give names, titles, and phone numbers of three client references. Describe what services you provide and how long you have worked with each client listed as a reference.

Budget

  • Explain how much it will cost you to execute your marketing/public relations/web service strategies, including personnel hours, production costs, media placement, travel, applicable fees, and any other costs. Be sure to explain your costs in detail.
  • Describe how your agency handles billing procedures for a typical client.

Value-Added

  • List any additional and/or in-kind services provided by your organization that would be of benefit to Workforce Solutions for the Heart of Texas.
  • List any additional details that qualify you to work with the Heart of Texas Workforce Development Board, Inc. What makes your organization uniquely suited for this job?

METHOD OF BID EVALUATION

The activities requested in this RFP will be procured competitively based on responsiveness to the RFP and reasonableness of costs. This will include review and evaluation of proposals by a designated review team.

Evaluation of Proposals – The evaluation process will include the following steps:

  • Step 1 –Determination of responsiveness of each proposal received in terms of the requirements and specifications contained in this RFP will be initially done. Proposals deemed as non-responsive will not be considered for review/selection/award.
  • Step 2 – Responsive proposals will be evaluated and scored by using a standardized instrument listing the criteria contained in this RFP.
  • Step 3 – Scores will be totaled and a rank of proposals will be determined. Proposals not meeting the aggregate minimum of 75 available points are deemed outside the competitive range and not considered for award.
  • Step 4 – Board staff will notify all proposers of their selection or non-selection through a formal award letter. Negotiations will begin with the top ranked proposal.

INSTRUCTIONS FOR SUBMITTING PROPOSALS

Proposers may deliver, mail, or email their responses.

For printed proposals: (1) Format using a 12-point font and 1.5 line spacing, (2) staple or bind hard copies in the upper left hand corner, and (3) provide one original and three copies of your response. Please mark the outside of the envelope with “RFP#13120601 – Marketing/Public Relations/Web Services”.

For proposals on computer disc: (1) Use a standard CD-RW disc, (2) provide your proposal in Microsoft Word or Adobe PDF format (do not password protect files), and (3) include one set of signed original proposal submission documents (proposal cover page and all declarations, assurances, and certifications pages with original signatures). Please mark the outside of the envelope with “RFP#13120601 – Marketing/Public Relations/Web Services”. The Board is not responsible for unreadable computer discs.

Mail or deliver the above submissions to:

Heart of Texas Workforce Development Board, Inc.

ATTN: Melissa Briske, External Relations Coordinator/PIO

801 Washington Avenue, Suite 700

Waco, TX 76701

For electronically submitted proposals: (1) Make sure you include the proposal cover sheet as the first page of text, (2) provide your proposal in Microsoft Word or Adobe PDF format (do not password protect files), (3) Do not send materials in zip files, and (4) provide scanned images of signed declarations, assurances, and certifications. The original signed documents must be delivered or mailed to the Board’s address; however, those documents may be received after the proposal submittal deadline.

Email submissions to with “RFP#13120601 – Marketing/Public Relations/Web Services” in the Subject line.

The attached materials are provided to describe detailed activities, which need to be completed for submission of a proposal. Please submit bid proposal in the following order, bids must include the Attachments to be considered responsive.

PROPOSAL COVER SHEET
PROPOSAL NARRATIVE
ATTACHMENT A / CERTIFICATION OF PROPOSER
ATTACHMENT B / CERTIFICATION REGARDING DEBARMENT, DRUG-FREE WORKPLACE, AND LOBBYING
ATTACHMENT C / TEXAS CORPORATE FRANCHISE TAX CERTIFICATION
ATTACHMENT D / STATE ASSESSMENT CERTIFICATION
ATTACHMENT E / CERTIFICATION REGARDING CONFLICT OF INTEREST

The forms may be recreated for ease of word-processing, but failure to follow these instructions can result in disqualification of the proposal if the omission or mistake is material to determining the responsiveness of the proposal. Bidder may request the forms via e-mail or supply diskette for copy. The Request for Proposal will also be posted on the Board’s website:

PRE-PROPOSAL CONFERENCE

A Pre-proposal Conference will be held on August 29, 2012. This meeting will begin at 1:00 PMand will be held at the McLennan County Workforce Solutions Center, 1416 S. New Road, Waco, TX 76711. Bidders unable to attend the conference may submit questions in advance. Questions may be submitted prior to the bidders’ conference by email to , by mail at the address listed below, or by fax at (254) 753-3173. Only written questions will be accepted.

Heart of Texas Workforce Development Board, Inc.

ATTN: Melissa Briske, External Relations Coordinator/PIO

801 Washington Avenue, Suite 700

Waco, TX 76701

The question and answer document will be prepared and provided to all RFP requestors within five (5) working days after the conference. The Q/A document will also be available on the Board’s website. Board staff may not provide individual assistance in writing proposals; only technical questions will be answered. This conference offers potential bidders the only opportunity to obtain guidance on the scope and nature of the RFP or to ask other technical questions concerning this solicitation. Questions regarding this solicitation will not be responded to after the bidders’ conference.

DEADLINE FOR PROPOSAL SUBMISSION

The deadline for submission in response to this Request for Proposal (RFP) is September 10, 2012 by 12 noon. All responses must be received by that date, regardless of date of postmark in order to be considered on time. Bids received after the indicated date and time will not be accepted or considered for award. Timely delivery of bids to Board is the sole responsibility of the proposer. Absolutely no exceptions will be made.

Unless requested by the Board, no additional information will be accepted from a bidder after the deadline for submission of proposals. (Note: All proposals will become the property of the Board).

WITHDRAWAL OF PROPOSALS

The applicant or his/her authorized representative identified in Attachment A and the Cover Sheet may withdraw proposals prior to scheduled closing time of receipt of bids.

GENERAL CONDITIONS

  1. The only purpose of this Request for Proposal (RFP) is to ensure uniform information in the solicitation of proposals and procurement of services. This RFP is not to be constructed as a purchase agreement or contract or as a commitment of any kind; nor does it commit the Board to pay for costs incurred prior to the execution of a formal contract unless such costs are specifically authorized in writing by the Board.
  2. The Board reserves the right to accept or reject any or all proposals received, to cancel or reissue this RFP in part or in its entirety.
  3. The Board reserves the right to negotiate the final terms of any and all contracts or agreements with bidders selected.
  4. Misrepresentation of the proposer’s ability to perform as stated in the proposal may result in cancellation of any contract or agreement awarded.
  5. Proposer shall not, under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to any officer, member, employee, or agent of the Heart of Texas Workforce Development Board, Inc. for the purpose of having an influencing effect toward their own proposal or any other proposal submitted hereunder.
  6. No employee, officer, member or agent of the Heart of Texas Workforce Development Board, Inc. shall participate in the selection, award or administration of a contract if a conflict of interest, or potential conflict, would be involved.
  7. Proposer shall not engage in any activity that restricts or eliminates competition. Violation of this provision may cause a proposer’s bid to be rejected. This does not preclude joint ventures or subcontracts.
  8. Any bidder may withdraw his/her bid either in person or by written request by a duly authorized representative at any time prior to the scheduled closing time for receipt of bids.
  9. All contracts are contingent upon availability of funds from the U.S. Department of Labor and/or Texas Workforce Commission.
  10. No contract may be awarded until bidder has complied with Executive Order 1254929CRF, Part 98 by submitting to the Board a signed Certification of Debarment, which states that neither the bidders, nor any of its principals, are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in a procurement by any Federal department or agency. (See Attachment B).
  11. Proposal must be manually signed by a person having the authority to bind the organization in a contract. (See Attachment A).
  12. Any material that is to be considered as confidential in nature must be clearly marked as such and will be treated as confidential by the Board to the extent allowable in the Public Information Act.
  13. The Board is willing to enter into a one-year, cost-reimbursement contract with the option to renew for an additional four (4) annual contracts, depending upon an annual review of contract performance and the continued availability of funding.
  14. Funding for goods or services requested in this RFP is contingent upon the Board’s actual receipt and availability of funds from the Texas Workforce Commission.
  15. The Heart of Texas Workforce Development Board, Inc. is an equal opportunity employer and complies fully with the nondiscrimination and equal opportunity provisions of the following laws: Section 188 of the Workforce Investment Act (WIA), which prohibits discrimination against all individuals in the United States on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief, and against beneficiaries on the basis of either citizenship status as a lawfully admitted immigrant authorized to work in the United States or participation in any WIA Title I- financially assisted program or activity; Title VI of the Civil Rights Act of 1964, as amended, which prohibits discrimination on the basis of race, color and national origin; Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits discrimination against qualified individuals with disabilities; the Age Discrimination Act of 1975, as amended, which prohibits discrimination on the basis of age; and Title IX of the Education Amendments of 1972, as amended, which prohibits discrimination on the basis of sex in educational programs.
  16. The Board is the responsible authority for handling complaints or protests regarding the procurement and proposal selection process. No protest shall be accepted by the grantor (State) until all administrative remedies at the grantee level have been exhausted. This includes, but is not limited to, disputes, claims, protests of selection or non-selection for award, or other matters of a contractual or procurement nature. Matters concerning violation of laws shall be referred to such authority, as may have proper jurisdiction.
  17. All proposers will be notified in writing of the final results of the procurement process within ten (10) working days of the decision of the Board. Proposers not selected by this procurement process may appeal the decision by submitting a written Notice of Appeal to the Board within ten (10) working days following the receipt of Board notification of the procurement decision. This written notice must clearly state that it is an appeal and identify (1) the funding decision being appealed; (2) the name, address, phone and fax number (if available) of the appealing party(ies); and (3) the specific grounds of the appeal. The Notice of Appeal must be sent by registered mail or hand delivered (a receipt will be issued) and addressed to:

Aquanetta Brobston