Specifications include, but are not limited to: The goal of this project is to contract with a vendor that can provide advertising, public relations andgraphic design services to the SWMCB to increase the reach and effectiveness of its public educationcampaign. This includes an increase in traffic to RethinkRecycling.com, as well as an increase in totalconsumer impressions received from public relations and advertising efforts.It is expected that the selected contractor will have:-Experience working with government or small non-profit clients and an understanding ofrelated issues.-Established contacts with Twin Cities news media and advertising outlets.-Experience targeting a diverse range of audience groups, including multi-cultural and multi-generational groups.-Experience with and understanding of web-based campaigns.B.Specific Project TasksThe selected contractor will perform the following tasks for this project:-Implement the Rethink Recycling strategic marketing plan.-Provide overall communications strategy advice and identify opportunities for expanding thereach of the Rethink Recycling campaign as requested.-Provide guidance and strategy recommendations on reaching different audience groups asrequested (e.g. millenials, multicultural groups).-Develop and manage public relations efforts to communicate the SWMCB's environmentalmessages and the availability of RethinkRecycling.com.-Develop and manage advertising efforts to communicate the SWMCB's environmentalmessages and the availability of RethinkRecycling.com. Tasks may include, but are not limitedto:o Art directiono Copy writingo Productiono Media buyingo General project management-Provide recommendations on enhancing SWMCB social media efforts as requested.-Provide graphic design and production services to support the Rethink Recycling campaign,including toolkit updates and development of promotional materials. This may include, but isnot limited to:o Production of original photos for toolkits and advertising efforts.o Development of videos for educational and/or promotional purposes.o Development of advertisement and collateral templates for customization by regionalsolid waste partners. -Participate in monthly communications team meetings, staff planning meetings andpresentations to Board as requested.-Participate in communications training events for SWMCB staff and regional solid wastepartners as requested.-Provide data on campaign activities that allows SWMCB to assess the campaign outcomes andreach.6IV.TIMELINE AND BUDGETA.Project TimelineThe SWMCB requires that work on the requested services in this agreement not before January 1,2013. The contract will end on December 31, 2013, with a SWMCB option to extend the agreement inone-year increments for up to an additional four years.This RFQ will be conducted according to the following schedule. Please note that the schedule may bealtered at any time at the discretion of the SWMCB.1) August 6, 2012Release RFP2) August 24, 2012 at 5:00 p.m. CSTDue date for questions to be submitted3) September 7, 2012 at 5:00 p.m. CSTCompleted submissions due4) Week of September 16, 2012Interviews conducted (as needed)5) October 24, 2012Official selection of firm6) November 28, 2012Final SWMCB authorization of contract7) January 1, 2013Contract term begins8) December 31, 2013Contract term endsB.BudgetThe total 2013 contract amount for this RFQ will be approved by the Solid Waste ManagementCoordinating Board at the November 28, 2012, Board meeting. The contract amount for Advertising,Public Relations & Graphic Design Services has ranged from $70,000 to $130,000 in the past five years.V.INSTRUCTIONS TO PROPOSERSA.General Information1.Submittal of QualificationsSubmit all responses to the SWMCB, Attention: Samantha Werre, Richardson, Richter &Associates, Inc., 477 Selby Avenue, St. Paul, MN, 55102. All submittals should contain one (1)unbound original and a Microsoft Windows compatible electronic version on CD or USB driveand must be received no later than 5:00 p.m. CST on Friday, September 7, 2012. Submittalsreceived after this time may be rejected. The SWMCB, in its sole discretion, reserves the rightto accept or reject any or all submittals. Proposers shall submit its response in a sealed packageaddressed as noted above, bearing Proposer's name, address and clearly marked as follows:SWMCB Request for Qualifications: Advertising, Public Relations & Graphic Design Services.72.Proposal FormatProposals shall be prepared two-sided on 8-1/2" x 11" recycled paper and should not exceed amaximum of 20 pages total (10 pages of two-sided printing). Proposers should sequentiallynumber all pages throughout or by section. The proposal should be clear and understandablewhen reproduced in black and white. Examples of the Contractors' work products need notconform to the 8-1/2" x 11" paper requirement and will not count against the 20 pagesubmission limit. All text and exhibits should be succinct and relevant to the RFQ requirements.3.Project FundingThe requested Contractor services will be funded through SWMCB funds.4.Examination of Proposal DocumentsBy submitting a proposal, the Contractor represents that it has thoroughly examined andbecome familiar with the work required under this RFQ and that he or she is capable ofperforming quality work to achieve the objectives of the SWMCB.5.Addenda/ClarificationsNo oral modification will be made this RFQ. Any changes made by SWMCB to this RFQ can befound at www.swmcb.org/rfps. It is the responsibility of the proposer to check the web siteregularly for any SWMCB changes to this RFQ.6.Pre-Contractual ExpensesPre-contractual expenses are defined as expenses incurred by the Contractor in: 1) preparing itsproposal in response to this RFQ 2) submitting that proposal to the SWMCB 3) negotiatingwith the SWMCB any matter related to this proposal or 4) any other expenses incurred by theContractor prior to the date of execution of the proposed agreement.The SWMCB shall not, in any event, be liable for any pre-contractual expenses incurred by theContractors in the preparation of their proposals. Contractors shall not include any suchexpenses as part of their proposals.7.Contract AwardIssuance of this RFQ and receipt of submittals does not commit the SWMCB to award acontract. The SWMCB, in its sole discretion, may exercise any of the rights included in SectionV-A-10, below.8.Joint OffersWhere two or more persons or entities desire to submit a single proposal in response to thisRFQ, they should do so on a prime-subcontractor basis rather than as a joint venture. TheSWMCB intends to contract with a single entity and not with multiple entities acting as a jointventure.9.Contact PersonThe Contractor's sole point of contact for this proposal is Samantha Werre, Richardson, Richter& Associates, Inc. Ms. Werre may only be contacted as set forth in Section I-B, above.810.SWMCB RightsIn its sole discretion, the SWMCB may investigate the qualifications of any Contractor underconsideration, require confirmation of information furnished by Contractor, or requireadditional evidence of qualifications to perform the work described in this RFQ. The SWMCBreserves the right to:a.Postpone opening proposalsb.Accept or reject any or all proposals received in response to this RFQc.Amend or withdraw this RFQ at any timed.Issue a subsequent RFQe.Request any additional information it deems appropriate at any timef.Remedy technical errors in the RFQ processg.Appoint
