25109 FLC Strategic Communications and Marketing and Communications Organizational ReviewPlanning Support.pdf

REQUEST FOR PROPOSAL

FLC RFP 25109

Fort Lewis College Strategic Communications & Marketing and

Communications Organizational Review/Planning Support

Due Date:

2:00pm June 17, 2025 Mountain Standard Time

Contents

I. PURPOSE OF THE REQUEST FOR PROPOSAL

A. Statement of Need

B. Institutional Background

II. FLC CONTACT INFORMATION

III. PROPOSAL SUBMISSION

A. Due Date

B. Schedule

C. Proposal Submission

1. Executive Summary

2. Company Overview

3. Project Team Staffing

4. Scope, Approach, and Methodology

5. Pricing

6. Acceptance Period

7. Fort Lewis College Contract and Special Provisions

8. References

I. PURPOSE OF THE REQUEST FOR PROPOSAL

A. Statement of Need

Fort Lewis College (FLC) is seeking proposals that directly address two key priorities. First, a comprehensive organizational assessment of our marketing and communications team to better understand what’s working and potential opportunities for continued improvement. And second, strategic communications support, including thought leadership and media engagement for FLC’s incoming President. Additional information is outlined in the scope of work section of this document.

B. Institutional Background

Fort Lewis College (FLC) is a public liberal arts institution known for its commitment to inclusive excellence, sustainability, and community engagement. Nestled in Durango, Colorado – where the desert meets the Rocky Mountains – FLC offers students immersive, hands-on learning across 60 majors. With approximately 3,400 students, with about 150 in graduate programs, FLC offers rigorous academic programs combined with unparalleled access to outdoor recreation and hands-on learning opportunities. The student body represents 113 Native American Tribes and Alaskan villages, 49 states, and 12 countries, with almost half from Colorado. In addition, 36% are Pell Grant Eligible, 44% are first-generation students, 39% are Native American, and

15% are Hispanic/Latinx. As a Native American-Serving Non-Tribal Institution (NASNTI) and an emerging Hispanics serving institution, the college is deeply committed to fostering an inclusive and supportive environment where students from all backgrounds can thrive.

The college is welcoming Dr. Heather Shotton, as our next president July 1, 2025, bringing over two decades of teaching, scholarship, and leadership experience, Shotton will be the first Indigenous person to lead the institution. We also recently adopted a bold Strategic Plan 2025–

30, developed with input from more than 1,000 community members, intertwining five transformative directions—Reconciliation, Academics, Student-Ready, Basic Needs, and

Community Connections—into a resilient framework for growth. Philanthropy has already been a key driver for these directions and fundraising is called out specifically by the implementation planning committee as a critical need and part of the plan's accountability measures.

FLC has developed a strong connection to the local community, which has historically provided significant philanthropic support and is critical to foster going forward We also have the opportunity to position Fort Lewis College on a national stage with Dr. Shotton’s leadership. As the college looks to expand its community advocates and donor base and build a culture of philanthropy among a growing alumni network, friends, and corporate and foundations partners, strategic communications, branding and storytelling will be key.

C. Goals / Scope of Work

Fort Lewis College is seeking a qualified marketing and strategic communications firm to provide the following:

• Comprehensive Marketing & Communications Department Review

The selected partner will conduct a thorough, holistic assessment of the Marketing and Communications department to identify opportunities for strategic growth, improved alignment with institutional goals, and enhanced operational efficiency. This review will leverage structural analysis, qualitative insights, and resource evaluation to inform actionable recommendations that support long-term success. The scope of work will include:

o Organizational Structure & Staffing Review: Evaluating team composition, roles, and reporting lines to ensure optimal structure and capacity.

o Materials Review: Assessing the quality, consistency, and effectiveness of current marketing and communications materials.

o Budget Review: Reviewing vendor and partner agreements for value, performance, and strategic fit.

o Qualitative interviews & Potential Survey: Gathering insights from key internal and external stakeholders to inform findings.

o Final Report & Recommendations: Delivering a compressive report with clear, actionable recommendations for improvement.

o Optional Roll-Out & Activation Support: Providing implementation support to help the Marketing & Communcations team operationalize recommendations.

• Strategic Communications and Thought Leadership Support

The selected partner will collaborate closely with the Communications team and President Shotton to develop and implement a comprehensive thought leadership strategy aimed at maximizing engagement and elevating the President’s voice. This strategy will be designed to enhance the organization’s visibility, influence, and overall impact. The scope of work will include:

o Priority Setting: Identifying key themes, audiences, and opportunities for thought leadership.

o Messaging Strategy: Crafting compelling, consistent messaging aligned with organizational goals.

o Media Coaching: Providing general media training and preparation for public appearances and interviews.

o Executive Communications: Drafting speeches, op-eds, and other high-impact communications for President Shotton.

o Thought Leadership Development: Positioning President Shotton as a leading voice in relevant sectors through strategic content and engagements.

o Issues Management & Crisis Counsel: Offering guidance and support during high-stakes or sensitive situations.

II. FLC CONTACT INFORMATION

Question deadline is June 6, 2025 at 12:00pm. Any questions regarding the RFP should be submitted via bidnetdirect.com/Colorado.

All questions and answers become public information and will be posted on bidnetdirect.com/Colorado for all vendor access.

III. PROPOSAL SUBMISSION

A. Due Date

All material must be electronically submitted via bidnetdirect.com/colorado no later than Due Date:

2:00pm (MDT) June 17, 2025

B. Schedule

The following is an estimate of the project timeline:

June 2, 2025 RFP Available to Vendors

June 6, 2025 Question Period Closes 12:00 PM (MDT)

June 10, 2025 Final Addenda Issued

June 17, 2025 Due Date for Proposals 2:00 PM (MDT)

June 17 – 20 Evaluation Period

June 23 – 27 Virtual Interviews/Presentations (if required)

June 30, 2025 Anticipated Notification of Intent to Award

C. Proposal Submission

All Proposals must be submitted in electronic format.

Award of the contract resulting from this RFP will be based upon the responsive vendor whose offer will be the most advantageous to Fort Lewis College in terms of:

• Conformance to RFP format and process

• Demonstrated experience with strategic communications and marketing review and strategy support

• Experience supporting first-time presidents and institutions in leadership transition

• Proposed approach, methodology, and timeline

• Qualifications of assigned team members.

• Cost and overall value

• Client references and reputation

Fort Lewis College reserves the right to:

• Reject any or all offers and discontinue the RFP process without obligation or liability to any potential vendor

• Accept other than the lowest priced offer

• Award a contract on the basis of initial offers received, without discussions or requests for best and final offers

• Negotiate a best and final offer after the award

• Award more than one contract or vendor

Vendor’s proposals shall be submitted in several parts as set forth below. The Vendor will confine its submission to those matters sufficient to define its proposal and to provide an adequate basis for Fort

Lewis College’s evaluation of the Vendor’s proposal.

Vendor’s proposals in response to this RFP may be incorporated into the final agreement between Fort

Lewis College and the selected Vendor(s). The submitted proposals are suggested to include each of the following sections:

1. Executive Summary

2. Company Background

3. Scope, Approach, and Methodology

4. Proposed Schedule

5. Pricing

6. Acceptance of Fort Lewis College’s contract and special provisions

7. References

The detailed requirements for each of the above-mentioned sections are outlined below.

1. Executive Summary

This section will present a high-level synopsis of the Vendor’s responses to the RFP. The Executive

Summary should be a brief overview of the engagement and should identify the main features and benefits of the proposed products and services.

2. Company Overview

Provide the following for your company:

• Official registered name (Corporate, D.B.A., Partnership, etc.), Dun & Bradstreet Number, Primary and Secondary SIC numbers

• Address

• Main telephone number

• Website URLs

• Key contact name, title, address (if different from above address), direct telephone

• Person authorized to contractually bind the organization for any proposal against this RFP

• Brief history, including year established and number of years your company has been offering services

Scope, Approach, and Methodology

This section should include:

• Description of proposed scope of work

• Proposed methodology including a methodology for assisting the Board of Trustees in the evaluation process.

• Identify any particular strategies you would recommend to ensure an appropriate and diverse pool of candidates, including advertising strategies, additional recruitment efforts, etc.

Proposed Schedule

In this section provide the schedule for the various parts of the engagement. Including an explanation of what happens if the selection is unsuccessful.

Pricing

In this section provide pricing structure including annual costs and one time implementation costs.

Fort Lewis College Contract and Special Provisions

A Fort Lewis College Contract, meeting the requirements of the Colorado Office of the State Controller policies and laws of Colorado, will be required. The contract must be reviewed and signed by the

Colorado Attorney General and Representatives of Fort Lewis College. A model contract can be viewed at:

http://www.fortlewis.edu/SampleFLCContract http://www.colorado.gov/dpa/dfp/sco/contracts.htm

In this section, specifically acknowledge the use of a Fort Lewis College Contract and Special Provisions as first in the order of contract precedence. Provide any additional contract language, addendums, or agreements you would require. The Fort Lewis College Contract and Special Provisions document are non-negotiable. Please note: Fort Lewis College fiscal rules prohibit Fort Lewis College from indemnifying any company, and all contracts must use Colorado as the choice of law.

Any RFP responses which do not comply with this section will be rejected.

References

Provide a minimum of three (3) Higher Education references. Identify the reference institution, contact, and applicable product(s) and services utilized by the institution.

http://www.fortlewis.edu/SampleFLCContract http://www.colorado.gov/dpa/dfp/sco/contracts.htm