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HomeMy WebLinkAbout2026 RFP for Ballot Education - LGSCPage 1 of 11 REQUEST FOR PROPOSALS (RFP) BOZEMAN CITY STUDY COMMISSION RECOMMENDATIONS BALLOT EDUCATION CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 March 2026 INSTRUCTIONS NOTICE IS HEREBY given that the City of Bozeman Study Commission (BSC) is seeking proposals from firms to engage in a Ballot Education campaign. The BSC will propose an Amended City Charter for approval by the voters in the November 3, 2026, election. The Amended Charter will be on the ballot to be Approved or Disapproved. In addition, there may be some (no more than three) Sub-Options for voters’ approval or not. A significant educational process is needed, because the November 3 ballot will have federal and statewide issues and because the Charter Amendment with sub-options is inevitably confusing. Copies of the Request for Proposals are available on the City’s website. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the City email address below. All proposals must comply with level A and AA Success Criteria and Conformance Requirements as defined by current Web Content Accessibility Guidelines (WCAG). Respondents are advised that City’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to the City Clerks’ Office upon special arrangement with the City Clerk. It is the Respondent’s sole responsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline. Deliver RFPs via email to the City Clerk by Friday, April 3, 2026, at 3:00 p.m. MT. It is the sole responsibility of the Respondent to ensure that proposals are received prior to the closing time as late submittals will not be considered. The email address for submission is: procurement@bozemanmt.gov Any administrative questions regarding proposal procedures or relating to the RFP should be directed to: Mike Maas, City Clerk 406.582.2321, procurement@bozemanmt.gov. Respondents will be required to agree to the City’s non-discrimination and equal pay affirmation, attached as Appendix A. DATED at Bozeman, Montana, this March 12, 2026. Mike Maas City Clerk City of Bozeman For publication on: Saturday, March 14, 2026 Saturday, March 28, 2026 I. INTRODUCTION The City of Bozeman Study Commission (BSC), is seeking proposals from firms to undertake a ballot education campaign for proposed City Charter Changes on the November 3, 2026, election. The BSC intends to enter into a contract with the selected firm that will include the development of a public engagement and education program for the proposed Amended Charter and Sub-Options. This RFP shall not commit the City to enter into an agreement, to pay any expenses incurred in preparation of any response to this request, or to procure or contract for any supplies, goods, or services. The City reserves the right to accept or reject all responses received as a result of this RFP if it is in the City’s best interest to do so. II. PROJECT BACKGROUND AND DESCRIPTION The City of Bozeman Study Commission will propose an Amended City Charter for approval by the voters in the November 3, 2026, election. The Amended Charter will be on the ballot to be Approved or Disapproved. In addition, there may be some (no more than three) Sub-Options for voters’ approval or not. A significant educational process is needed, because the November 3 ballot will have federal and statewide issues and because the Charter Amendment with sub- options is inevitably confusing. III. SCOPE OF SERVICES The City of Bozeman is requesting proposals from qualified firms or individuals for the development of a public engagement and education program for the proposed Amended Charter and Sub-Options. The City is prohibited by state law from using public resources to advocate for or against ballot issues or voted tax increases. However, the City does have a responsibility to educate the public on the needs of the community and provide solutions for their consideration. The City’s educational efforts will include facts about the proposed Amendments to the City Charter and facts and procedures related to approval of the Sub-Options on the ballot. It should be understood that the successful proposer will need to have a full and complete understanding of the “bright line” that exists in the law between advocating and educating. This understanding can and will be highlighted throughout the work done with city staff. The City seeks proposals that prove capabilities for the project areas below; describing strategies to be used and quality controls. Sufficient detail must be given and should include examples of past projects, ability to meet deadlines, and managerial experience. The proposer should demonstrate knowledge and understanding of the complexities of educating on ballot issues in the Bozeman community. These services include but are not necessarily limited to developing and implementing strategy, messaging, and education regarding the proposed Amendment. 1. Strategic Communications Plan: Provide us with a general overview of how you would create a strategic communications plan for the City. What will be key events throughout the timeline? How would you suggest the flow of information be distributed to educate as efficiently and thoroughly as possible? Which staff members would you utilize in the education effort and how much City staff time will be needed? 2. Logo and Branding: The City of Bozeman believes that it is crucial for Bozeman voters to recognize and understand what they are voting on when they go to the polls. How will you create a brand identity for the education effort? How will this identity be carried through all aspects of the strategic communications plan? 3. Messaging: Due to the complexity of the ballot measure, there is potential for misinformation to spread around the topic. It is critical that the City’s education effort be unified across all platforms and venues on which it informs the public about the proposed Amendments and Sub-Option choices. How will you work with city staff to develop key messages, answers to FAQs, etc.? 4. Materials/Production/Creative: Describe how graphic materials are created. Do you have staff available to do graphic design, write copy, and produce video? Provide examples of items that you have produced for other agencies that demonstrate your ability to provide easy to understand information on complicated issues. 5. Social Media: Demonstrate how you would integrate social media as a part of an education effort. The City of Bozeman manages all social media channels internally but is interested in utilizing innovations within platforms to engage with users in a productive way. What is your experience with creating shareable content that educates about complex subject matter? 6. Media Planning & Buying: Provide us with your process in deciding where, when, and how to purchase media. What tools or analytics do you use? What are the determining elements that make your purchasing decisions? Optimization strategy? Please include reference to social media advertising in your proposal. 7. Community Partnerships: How do partnerships with local Bozeman organizations fit into the overall education effort? How have you used partnerships to extend an agency’s ability to communicate beyond their existing channels? How has that helped to extend budget and staff time? 8. Budget: Provide a proposed budget for the completion of scope generally described within this RFP. Include estimated budgets for media buys and printing costs as well. 9. Items that may be requested of the firm could include: a. Logo and brand development b. Messaging, talking points, FAQ c. Materials: development of a mailer/rack card, PowerPoint presentation, website content d. Social Media: developing social media appropriate graphics and video, guidance on effecting messaging through the City’s social media channels for education The final scope of work will be negotiated with the successful proposer. IV. PROPOSAL REQUIREMENTS Firms interested in providing the services described above are requested to submit the following information. Responses to each item should appear in the same order as in this RFP and should identify the item to which the responses applies. Respondent must disclose whether Respondent intends to use Generative AI in the fulfillment of the services if awarded a contract. • Executive Summary • Firm/Individual Profile • Scope of Project • Related Experience with Projects Similar to the Scope of Services • Proposed Schedule • Present and Projected Workloads • Recent and Current Work for the City of Bozeman • Price Proposal a) Executive Summary Provide a general statement of your approach and perspective of this project that introduces the following requirements. b) Firm/Individual Profile Who will be assigned to the project, their experience on similar projects, and resumes c) Scope of Project Please describe your work plan. It is assumed that members of the Study Commission will give educational presentations to various groups and organizations within the City of Bozeman. Describe the mediums through which you would propose for education communication. Describe type of education you would produce. In each medium what products can you produce for potential presenters from the Sturdy Commission d) Related Experience with Projects Similar to the Scope of Services Describe two similar projects that you have completed and identify a person from the client who could comment on the quality of your work e) Proposed Schedule Propose a timetable for your work, from date of contract to election. Be aware that ballots are mailed approximately one month before the election day. f) Present and Projected Workloads Indicate that this project can be integrated into your firm’s work for the next six months. Will there be any challenges to perform this project along with other work? g) Recent and/or Current Work for the City of Bozeman Please provide information about your work with the City of Bozeman, provide the project and contact persons in the City h) Price Proposal Please connect the price proposal for the work, understanding that the breadth of the work will be negotiated as part of the final contract i) Affirmation of Nondiscrimination and Equal Pay (see Appendix A) Non-completion of the Affirmation of Nondiscrimination and Equal Pay is cause for disqualification of firms. V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS EVENT DATE/TIME Publication dates of RFP Saturday, March 14, 2026 Saturday, March 28, 2026 Deadline for receipt of proposals 3 p.m., Friday, April 3, 2026 Deadline for questions on the RFP 8 a.m., Monday, March 30, 2026 Evaluation of proposals TBD Interviews (if necessary) and Selection of consultants TBD With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. Deliver RFPs via email to the City Clerk (procurement@bozeman.net) by Friday, April 3, 2026, at 3:00 p.m. MT. It is the sole responsibility of the Respondent to ensure that proposals are received prior to the closing time as late submittals will not be considered. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP City email address procurement@bozemanmt.gov. Respondents are advised that City’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to the City Clerks’ Office upon special arrangement with the City Clerk. It is the Respondent’s sole responsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline. VI. AMENDMENTS TO SOLICITATION Any interpretation or correction of this RFP will be published on the City’s webpage. The deadline for questions related to this document is [insert time] MT on [insert date]. VII. CONTACT INFORMATION Any administrative questions regarding this RFP or the relating to scope of services should be directed to: Mike Maas, City Clerk, 406.582.2321, procurement@bozemanmt.gov VIII. SELECTION PROCEDURE A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and may arrange interviews with the finalist(s) prior to selection. Selection may be made directly based on the written RFP submission. If interviews occur, the selection of finalists to be interviewed will be made by a selection committee representing the City. The selection of interview candidates will be based on an evaluation of the written responses to the RFPs. All submitted proposals must be complete and contain the information required as stated in the "Request for Proposals.” IX. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • [5 points] Executive Summary • [50 points] Qualifications of the Firm for Scope of Services; Cost • [30 points] Related Experience with Similar Projects • [10 points] Present and Projected Workloads • [5 points] Recent and current work for the City of Bozeman X. FORM OF AGREEMENT The selected Respondent will be required to enter into a contract with the City in substantially the same form as the agreement attached as Appendix B. Selected Respondent acknowledges that City may make changes to the agreement as required by the nature of the scope of services. XI. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER All proposals submitted in response to this RFP become the property of the City and public records and, as such, are subject to public disclosure. A submission in response to this RFP confers no rights upon any respondents and shall not obligate the City in any manner whatsoever. The City reserves the right to not make an award or to solicit additional proposals at a later date. A. This RFP may be canceled, or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFP, all Respondents who submitted will be notified. B. The City reserves the right to accept or reject any and all proposals; to add or delete items and/or quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the RFP; to extend the deadline for submitting proposals; to postpone award; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards or phases are determined by the City to be in the public interest. C. The City reserves the right to consider in its evaluation of the proposal if any Respondent has; previously failed to perform properly to the satisfaction of the City, failed to complete on time agreements of similar nature, or who is not in a position to perform such an agreement satisfactorily as determined by the City. D. The City reserves the right to determine the best qualified Respondent and negotiate a final scope of service and cost, negotiate a contract with another Respondent if an agreement cannot be reached with the first selected Respondent, or reject all proposals. E. The professional services contract between the City and the successful Respondent will incorporate the Respondent’s scope of service and work schedule as part of the agreement (see Appendix B for form of agreement. The agreement presented to the Respondent may differ from this form as appropriate for the scope of services). F. This RFP does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by firms in responding to this request for proposals or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Respondent, by submitting a response to this RFP, waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. G. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises this RFP, all Respondents who submitted proposals will be notified. H. Projects under any contract are subject to the availability of funds. XII. NONDISCRIMINATION AND EQUAL PAY POLICY The City requires each entity submitting under this notice shall affirm, on a separate form provided, that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive. The City also requires each entity submitting under this notice shall affirm it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). XIII. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this RFP. Oral communications or any written/email communication between any person and City officer, employee or agent shall not be considered binding. B. No Partnership/Business Organization. Nothing in this RFP or in any subsequent agreement, or any other contract entered into as a result of this RFP, shall constitute, create, give rise to, or otherwise be recognized as a partnership or formal business organization of any kind between or among the Respondent and the City. C. Employment Restriction and Indemnity. No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a Respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each Respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each Respondent’s officers, employees, contractors, and consultants. D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator at 406-582-3232. E. Procurement. When discrepancies occur between words and figures in this RFP, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an RFP not properly addressed and identified in accordance with these documents. F. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, and venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFP, all Submitters agree to be bound by the laws of the State of Montana and of the City, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. XIV. ATTACHMENTS The following exhibits are incorporated in this RFP: Appendix A: Non-Discrimination Affirmation Appendix B: Agreement END OF RFP Appendix A NONDISCRIMINATION AND EQUAL PAY AFFIRMATION ____________________________________(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. ____________________________________(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). ______________________________________ [Name and title of person authorized to sign on behalf of Respondent]