7-RFP 25-52 Public Health Communications Support and Services Provider.docx

Montgomery County RFP 25-28 Department of Health and Human Services, Office of Public Health Public Health Community Health Worker Services Montgomery County RFP 25-52 Department of Health and Human Services, Office of Public Health Public Health Communications Support and Services Provider Introduction Montgomery County is located approximately twenty miles west of Center City Philadelphia, PA. Governed by a three-member Board of Commissioners, the County government is a large diverse organization whose mission is to provide quality services in an efficient and cost-effective manner.

Montgomery County, with approximately 865,000 residents, is the third most populated county in the Commonwealth of Pennsylvania. Some of the services the county government provides its citizens include health and human services, a highly regarded community college, an outstanding park and historic site system, and a judiciary recognized as one of the Commonwealth’s finest.

The Montgomery County Department of Health and Human Services (HHS) offers a full continuum of services to ensure the health, safety and well-being of county residents. The Department serves children, families, young adults, adults and older adults through its offices which include Children and Youth, Community Connections, Drug and Alcohol, Early Learning Resource Centers, Housing and Community Development, Mental Health/Developmental Disabilities/Early Intervention, Public Health, Senior Services, Managed Care Solutions, and Veterans Services. Strategic Offices for the Department support dissemination of important health information, quality, and compliance. HHS is fully integrated to provide seamless, coordinated care delivery, all focused on enhancing the health and well-being of the residents of Montgomery County.

The Office of Public Health (OPH) is one of nine program offices under the administration of HHS. It is the second largest program office, with seven divisions that provide direct services to address the health and wellness of Montgomery County residents including overdose prevention and improving food systems.

· Clinical Services

· Communicable Disease Control & Prevention

· Environmental Field Services

· Health Equity & Epidemiology

· Health Promotion

· Public Health Preparedness Program

· Water Quality Management

To effectively communicate with residents and other stakeholders about data, public health, and opportunities to live healthy, safe and connected lives, OPH seeks contracted, project-based support to develop and implement public health messaging in multiple formats using language that is:

· Clear

· Culturally and linguistically appropriate, and

· Responsive to the needs of specific audiences (i.e., young adults, schools).

OPH seeks to develop a network of contracted experts in public health communications, particularly those with demonstrated experience translating evidence-based public health information into plain language for various diverse and targeted audiences. OPH works collaboratively with the HHS Office of Communications, employs a Public Health Communications Manager, and leverages additional Communications staff to support OPH internal and public-facing communications.

Scope of Work OPH seeks vendors with expertise in public health communications and platforms. As OPH continues to expand its programs and services, it is imperative to communicate effectively, accurately and consistently within Montgomery County’s diverse population. Contracted vendors should demonstrate expertise in public health communications in various formats, from print and technical reports to digital content. Public health communication materials should be created in plain and inclusive language while aligning with Public Health Accreditation standards and measures. An intentional communications approach helps foster trusting relationships that are essential to bridge gaps between public health and the communities it serves. Selected vendors will engage in communications projects on a flexible, ad-hoc basis, supporting the various teams and initiatives within OPH’s seven divisions.

Public health communication projects could include:

· Technical writing (white papers, issue briefs and grant proposals)

· Crisis & risk communications (talking points, communication tool kits or portfolios that include information, key messaging, message maps/frameworks, infographics, fact sheets, FAQs and other material related to a specific disease or emergent situation, various communication resources related to bioterrorism, chemical/radiologic exposure, mass casualties, natural disasters and other emergent responses)

· General and program-specific infographics (disease-specific fact sheets, flyers, web content and social media posts)

· General public health communications (press releases, frequently asked questions, proactive storytelling, key messaging to internal and external stakeholders)

Requirements Qualified vendors include individuals and organizations that have/can:

· Minimum of three years' experience writing and compiling ideas into cohesive technical reports

· Minimum of three years' experience conducting public health media campaigns addressing communicable disease, public health emergencies, risk communications and related public health matters

· Minimum of three years' experience utilizing social media platforms to story tell and engage with target audiences, developing infographics, informational toolkits, video-based informational campaigns

· Minimum of three years' experience developing message maps, key talking points and other informational materials to guide communications and organizational spokespeople during public health emergencies

· Minimum of three years' experience developing proposals for federal and state funding, including writing and editing content, assembling key proposal components and managing project timelines

· Minimum of three years' experience in graphic design, video production and editing and developing short, video-based informational campaigns

· Clear understanding of public health issues and the relationship to social determinants of health

· Access to subject matter experts in public health topics (communicable disease, chronic disease, environmental health emergency response, community health, water quality, health equity and epidemiology) for development and review of communications materials either through employment or contractual relationship for projects on an ad hoc basis

· Developed research-based communications messages about public health topics with evaluation data to show effectiveness

· Review and edit, as needed, public health content drafted by OPH staff or others to ensure a unified voice or standard. Understand and adhere to HHS branding guidelines

· Adhere to at least two rounds of revisions/edits based on OPH staff feedback

· Identify point of contact for project communications and management such as the coordination of monthly virtual meetings with OPH staff to review and discuss communication product deliverables

· Manage sensitive information with discretion

Metrics and/or Outcomes Expected work products will be identified as needed, outlined with specific goals and expectations, provided with a timeline for completion, and evaluated by the OPH Communications Team. Project teams will include, but not be limited to, the Deputy Administrator, Operations & Culture, the Public Health Communications Manager and division director or designated supervisor. OPH will assign a primary point of contact for each project to provide project management for OPH contributors, streamline communications, and troubleshoot any issues. The communications teams will review all work products for completeness, alignment with project objectives and HHS branding guidelines, and the OPH project manager will follow up for any clarifications needed. Factors considered in the evaluation include quality of the written or designed material, the project’s alignment with the organization’s voice, collaboration and communication skills during the process. Once the evaluation is complete, the work product goes to the Health Administrator for final approval.

Information Technology Vendor(s) will demonstrate the ability to comply with Information Technology policies, requirements and software/hardware capabilities set by Montgomery County. Contractors should also detail how information will be shared with OPH throughout the term of the project. Montgomery County primarily uses the Microsoft Suite of products and is therefore the preferred information sharing platform for this project.

Cost Proposal Vendors are required to submit a rate sheet for all services they can provide. The specific tasks and frequency of assignments vary depending on the needs of OPH. The estimated cost will vary based on the project. The specific number of projects and budget allocation for each will be defined annually. This RFP aims to secure vendor(s) for future efforts in communications support and services. A rate sheet for services is required. See Attachment A. The potential for renewal options is subject to mutually agreed-upon terms and conditions, as well as the availability of future projects and funding.

Value Added Consideration

· Vendors with previous experience with Montgomery County Office of Public Health or county health departments with similar sized districts.

· Vendors who share a commitment to advancing health equity and justice, eliminating health inequities and promoting public health and community well-being are preferred.

Contract Period with Option to Extend The term of this agreement shall be three (3) years, commencing on the date of the agreement's execution. The agreement may, by mutual written assent of the parties, be extended for two (2) additional one (1) year periods, or portion thereof, up to a cumulative total of five (5) years based on availability of funding. The selection of a vendor does not guarantee the assignment of a project.

Proposal Submittal Submissions are made electronically through the Bonfire Portal.

Offeror must submit both a “Technical Proposal” (NO PRICING) and a “Cost Proposal” as separate documents as part of its proposal package. In addition, a current W9 and completed Appendix “A” document must be uploaded.

Questions All questions regarding the project must be submitted through the Montgomery County Bonfire portal. All clarifications and answers provided via the portal are binding to the subsequent awardee regardless of the source of the question. Verbal responses that might be obtained while visiting the site will not be binding.

RFP Response Narrative Format Template

Introduction The Montgomery County Department of Health and Human Services (HHS) Office of Public Health (OPH) requests proposals from qualified firms or individuals with demonstrated experience and expertise in providing communications and public relations services as specified in the Request for Proposal (RFP). Respondents should demonstrate their competency in the areas listed below.

Montgomery County is the third largest county in Pennsylvania. It is culturally, racially, and linguistically diverse with a wide range of income levels and built environments. The County is comprised of more than 3,000 employees, including 588 employees working in Health and Human Services.

Our goal is to position OPH as a trusted messenger and partner in addressing community health issues and create materials that effectively inform the diverse audiences that we seek to engage and serve.

PROPOSAL RESPONSE REQUIREMENTS

Please use the requirements listed below when responding. Proposals will be reviewed and scored with a primary focus on a firm’s/individual’s operations, plans, capabilities, and prior experience. The completed proposal must follow the format shown and may not exceed 10 pages, exclude the title page and requested attachments. Responses should be submitted electronically, single-spaced, using Calibri 12-point font.

Title Page: showing RFP number, due date and time, proposer name, address, telephone number, contact person, email address, and EIN number.

Background Statement and Prior Experience Introduction – one page, introducing the applicant/bidder including organization’s vision statement, mission statement and core values

Organization Profile – This part of the response should be no more than three pages and should include information about your business/organization; its history, organizational structure (can be provided as an attachment), and major areas of work. Clearly indicate lines of authority among project roles.

· Include a staff overview (may be provided as an attachment) and related public health and public health communications experience

· Provide brief bios (may be provided as an attachment) of those who will support the work described in your proposal. Bios should include the number of years in public health and/or public health communications, areas of expertise, number of years with organization, and what role each staff person will play. Include any project leads and project manager(s) for backup support.

· Describe familiarity and experience with public health accreditation standards as it relates to communications

References -- List at least three organizations (government agencies preferred) with whom you have developed communications or other written materials. Include a summary of each contract, including work product(s), any measurable outcomes, and points of contact. These individuals may be contacted for references.

Service Description

· Describe and provide examples that demonstrate expertise in public health communications. Please provide 3 samples of each type of product or support that you reference (i.e., technical reports, public health emergency response communications, stakeholder communications toolkits, infographics, social media campaigns). Links to digital content are preferred. Excerpts of no more than 10 pages from longer products (i.e., technical reports and funding proposals) are acceptable.

· What innovative and creative tools have you used to reach new and diverse audiences? How did you measure outcomes?

· Describe your experience in developing culturally and linguistically appropriate communication materials. What is your process in developing these materials to reach a diverse population? (For example, review team composition.)

· What tools does your organization use to ensure readability and accessibility of public health communications?

· Outline the contingency plans used to complete deliverables related to public health projects in this RFP. How do you identify project teams and what project management tools do you use to make sure deliverables and deadlines are met?

· Outline expectations of OPH team members include meeting attendance, participation in collaboration and engagement of projects/assignments with your team and process for edits and feedback loop.

Agency Organization

· Montgomery County has transitioned to electronic contracting by using DocuSign. Please designate the two authorized signers by name, title, and email address. The first name will act as the primary signatory, and the second name will function as the witness.

Communication, Fiscal, Cost Proposal/Budget, Invoicing, and Data Reporting

· Describe your approach to ensuring adequate resources to achieve project deliverables and timelines in case of staff vacancies or other potential delays.

· Outline the process and timeline for collecting, tracking, and resolving feedback and edits on draft material and developing final communication materials.

· The project team expects the selected contractor to produce an initial draft of all work products with adequate time for two rounds of revisions based on feedback.

· Describe your organization’s preferred information sharing platform and how you use it to interact with the project team.

· Complete rate sheet (Attachment A). An estimated value for service will vary based on the project. The specific number of projects and budget allocations for each are currently undefined.

List of Attachments to be Submitted

· Organizational chart

· Staff bios/job descriptions pertinent to contract

· Budget or cost proposal/rate sheet.

· Certificate of Insurance (if awarded contract a COI will need to be issued listing the specific office as a holder)

· License(s), certification(s) (if applicable)

· Any other attachments requested within the scope or response narrative (communication examples, reference list

· Most recent audit report if applicable image1.png