Request For Proposals

RELEASE DATE: May 29, 2015

CLOSING DATE: June 5, 2015
PROJECT TITLE: One Less Spark, One Less Wildfire Media Campaign

CONTACT PERSON:
Ivy Dickinson
Executive Director
Idaho Firewise
(208) 596-0340
ivy@idahofirewise.org

INTRODUCTION
Idaho Firewise will be partnering with the Bureau of Land Management (BLM) in developing a series of Public Service Announcements (PSAs) and disseminating them throughout Idaho and other areas of the Northwest. The PSAs will feature messages designed to build the “One Less Spark, One Less Wildfire” fire education campaign. This RFP is to solicit proposals for the development of a series of new PSAs as well as distribution of them via television, radio, and the internet from mid-June to through the end of October.

PROJECT AREA
Once PSAs have been developed, they will be disseminated as follows: approximately $68,000 will be used for the distribution of the PSAs throughout the State of Idaho on a variety of TV channels, Radio Stations, and also web banners. In addition, $100,000 will be allocated for regional distribution throughout portions of other Western States (OR, WA, ID, NV, UT, and CA – see attached map for regional distribution areas) on a variety of TV channels and radio stations.

SCOPE OF WORK
Idaho Firewise would like to develop a series of radio and television PSAs featuring “One Less Spark, One Less Wildfire” messages that are customized to address some of the primary fire cause concerns in the states of Idaho and Nevada. We are also looking to develop several PSAs that are more general in scope, so that they might have Regional application. Representative from Idaho Firewise and the BLM will work closely with the contractor selected to identify the fire issues that will be the focus of these PSAs.

The production of PSAs will include helping with script development, voice recording, videography, developing animation spots, site specific filming, editing, and other tasks necessary to produce professional-level complete video and radio PSAs. The use of props and other materials for the making of the PSAs may be contracted out or supplied by the production company. We have $27,500 each available for the development of PSAs for the states of Idaho and Nevada, and $45,000 for the Regional PSAs, for a total of $100,000.

The objectives of the “One Less Spark, One Less Wildfire” Campaign are three fold: (1) To bring attention to the threat of wildfire in Idaho, Nevada, and the Western Region (2) To inform residents of the targeted areas on ways to prevent and prepare for wildfire and (3) To direct people to the Idaho Firewise and Idaho Fire Info websites for more information (websites will be different for Nevada PSAs).

PSAs should target adults aged 18-54, and should be completed by July 15, 2015 to allow for dissemination in 2015. We are looking for professional recommendations regarding the percentage of funds to be allocated to each of the media outlets (television, radio, internet)

EVALUATION
Members of the Idaho Firewise Marketing Committee will evaluate the proposals. Evaluation and selection will be based on experience in doing this type of work, cost, and quality of proposal.

AVAILABLE FUNDS
The maximum amount of funds available for this project is $268,000. The selected vendor must acknowledge and affirmatively indicate that the tasks outlined in the Scope of Work will be performed within this amount. A vendor can choose to submit a proposal for the entire amount, or can submit a smaller proposal for PSA development in the amount of $100,000 or PSA distribution in the amount of $168,000.

PROPOSAL FORMAT
A qualifying proposal must address all of the following items:
1.Letter of Interest, including a statement that the proposal will perform outlined services.
2.Cover Sheet with the following information:
a.Title of Proposal
b.Name and Address of Company
c.Contact person, Telephone Number, and E-mail
3.Understanding of the Project: The vendor shall provide a brief response that demonstrates an understanding of the “One Less Spark, One Less Wildfire” campaign objectives and that clearly describes a competency to complete the project.
4.Approach: The vendor shall briefly outline how they will be responsive to the Scope of Work. The vendor shall also provide a detailed list of proposed media outlets that will be used to deliver the campaign.
5.Qualifications of Key Personnel: The vendor shall provide the names of the key people who will be working on this project, their role in the project, and a synopsis of their experience relevant to these roles.
6.Cost Estimate(s): The vendor shall provide a total project estimate.

PROJECT MILESTONES
Milestone Timeline
Release request for proposal May 29, 2015
Proposals Due June 5, 2015
Selection of Vendor June 8, 2015
Contract Issued June 10, 2015
Project Completion October 31, 2015

PROPOSAL SUBMISSION
Proposals must be submitted electronically to the Contact Person. Submissions must be time-stamped no later than 5:00 PM PDT June 5, 2015. Receipt of the proposal will be acknowledged via email. No proposals will be accepted after this deadline.

PAYMENT
IDFW shall make payment of the vendor’s invoice within 30 days of receipt of the invoice. Up to one-half of the total project cost may be invoiced on or after June 15, 2015. The remaining portion may be invoiced upon final completion of the project. In order to receive reimbursement for the project, the vendor shall provide an invoice detailing services performed by task and actual costs. The vendor shall not be reimbursed for any additional expenses incurred beyond the maximum amount (described below).

1.Maximum Amount. The maximum payments for this project shall not exceed the amount agreed to in the contract for marketing and media services, provided, however, that such amounts shall not be construed as guaranteed sums, and compensation shall be based upon services actually rendered and expenses actually incurred.
2.Budget Contingency Clause. If funding is reduced or deleted by IDFW for purposes of this project, IDFW shall have the option to either cancel the project contract with no liability occurring to IDFW, or offer a contract amendment to vendor that reflects the reduced amount. If the project contract is cancelled or amended, all services completed prior to the cancelation or amendment will be reimbursed.

NONDISCRIMINATION
The activities associated with this project will be in compliance with the nondiscrimination provisions contained in Titles VI and VII of the Civil Rights Act of 1964, as amended; the Civil Rights Restoration Act of 1987 (Public Law 100-259); and other nondiscrimination statutes: namely, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and the American’s with Disabilities Act of 1990. No person shall on the grounds of race, color, national origin, gender, religion, marital or family status, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination.

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