9-PR and Outreach Svcs - Bidders Conference Presentation.pdf

www.alamedahsg.org

Public Relations and Outreach Services

Bidder’s Conference

September 16, 2026

Agenda

• Agency Overview

• AHA Representatives

• Scope of Services

• Minimum Qualifications

• AHA Standards and Requirements for all Counsel

• Key Components of RFP

• Proposal Submission

• Evaluation Requirements

• Tentative Process Timeline

• Questions and Answers

Agency Overview

• Originally established in 1940 to meet the need for housing produced by the Naval Air Station’s implementation during World War II.

• Today, AHA also provides up to 1,900 Housing Choice Vouchers to low-income families

• AHA’s programs include Housing Choice Vouchers, Project-Based Vouchers, specialized housing assistance, Family Self-Sufficiency, affordable real estate development, resident services, and management of AHA-owned properties.

AHA Representatives

• Sylvia Martinez, Director of Housing Development

• Joshua Altieri, Community Programs and

Communication Manager, Ombudsman

• Bethany Garbee-Coles, Management Fellow

• Haley Feng, Project Manager

AHA Media & Outreach

• Average of 8,000 monthly unique visitors to AHA site.

• 2,300+ LinkedIn followers

• 1,700+ Facebook followers

• 50,000+ email database

• Direct mailing lists

• Media library of 8 agency videos

• Established logo and branding guidelines

• Established relationship w/ local pub (Alameda Post)

Scope of Services

• Strategic and Day to Day Management

• Press/Media Communications

• Digital Communications & Social Media

• Collateral Materials

• Stakeholder Engagement & Meeting Support

Minimum Qualifications

• Various media formats and channels (news media, Internet and social media).

• Multi-phased strategies.

• Communicating with diverse audiences/communities (including local and neighborhood groups).

• Graphic design, website design and communications.

• Facilitating and gaining consensus amongst multiple stakeholders.

• Administrative coordination and implementation of communication strategies.

• Expertise with government and/or housing agencies in the Bay Area/California is strongly preferred.

AHA Standards and Requirements

• Insurance

• Staff meetings/reports

• Subcontractors

• Assignments of work

• Billing

• Conflict of interest

• Fair Housing

• ADA

Key Components of RFP

SUBMITTAL ITEMS

Part 1 Proposal Submittal Checklist (Attachment A)

Part 2 Form of Proposal (Attachment B)

Part 3 Profile of Proposer Form (Attachment C)

Part 4 Cover Letter

Part 5 Qualifications and Experience

Part 6 Proposed Approach

Part 7 Customer Service

Part 8 Cost Analysis and Budget for Primary Services

Part 9 References

Part 10 Other Company Information (Optional)

Part 11 Confirmation of submission Conflict of Interest Form (Attachment I)

Proposal Submission Name Type # Files Requirement Instructions

Conflict of Interest File Type: PDF (.pdf) Multiple Required Please provide a copy or proof of submission of Conflict of Interest Certificate.

Proposal Submittal Checklist (Q-48HX)

Questionnaire: Excel (.xlsx) 1 Required

Please fill out the provided Response Template for this Questionnaire. The Response Template can be downloaded from the project listing on the Bonfire portal.

Pricing Items File Type: Excel (.xls, .xlsx) Multiple Required Please download and update the fees.

Proposal File Type: PDF (.pdf) Multiple Required Please review section 4.0 of the

RFP and submit all requested documents.

Attachment B- Form of Proposal

File Type: PDF (.pdf) Multiple Required

Please download and check off on the Legal Services your firm provides.

Evaluation Requirements Criteria Maximum Points Description

Qualifications and Experience 30

Proposer’s qualifications and prior experience, including capability and experience of its key personnel, including their resumes and history of successfully performing similar services for public or private agencies.

Proposed Approach 20

Proposer’s proposed approach to conducting the Scope of Work as noted in Attachment D, including clarity of understanding of the scope of services to be provided and appropriateness of the proposed solution/services, as well as the ability to meet any required timelines or other requirements.

Customer Service 10 Proposer’s approach to customer service and coordination with the AHA.

Cost Analysis and Budget for Primary Services 10

Proposer’s itemized budget and a detailed explanation for all costs associated with providing the requested services and an itemized proposal of costs. Please refer to document “Pricing Items” and Attachment B- Form of Proposal.

References 10

Comprehensive list of the Proposer’s references for other public and private entities that it has provided these same or similar services, and that AHA may contact, the result of which will be verified and scored accordingly by the AHA.

Lowest Overall Price 20

The Proposer with the lowest overall cost for the primary services described by this RFP will receive the maximum amount of points and the next highest Proposers will each receive a percentage thereafter.

Tentative Process Timeline

Virtual Bidder's Conference

Sept 16, 2026

@11:AM PST

Questions Due Date

Sept 25, 2026

@4:00PM PST

Responses Due Date

Sept 29 2026

@4:00PM PST

Submission Deadline

October 5,2026

@4:00PM PST

Selection of Finalists

October 8, 2026

Interviews with top bidders.

Questions will be sent in advance

Oct 12-16, 2026

Contract Award (s)

November 3, BOC approval Not required

Questions and Answers