Communications_Consultant_for_Urban_and_Community_Forestry_Master_Plan_(Addendum_#2_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newhavenct

City of New Haven, CT

REQUEST FOR PROPOSAL

2024-RFP-095

COMMUNICATIONS CONSULTANT FOR URBAN AND

COMMUNITY FORESTRY MASTER PLAN

RELEASE DATE: September 15, 2024

RESPONSE DEADLINE: October 15, 2024, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2024-RFP-095

Title: Communications Consultant for Urban and Community Forestry Master Plan

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inquiries for Clarification

2.4. Addendum to Bid Documents

2.5. Contract Term

2.6. Insurance Requirements

2.7. Certification and Licenses

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

2.9. Local Preference Ordinance

2.10. Equal Employment Opportunity

2.11. Construction Related Permits

2.12. Alternate Responses

2.13. Pricing Sheet

2.14. Solicitation Process and Submission

2.15. Solicitation Protest

2.16. Award of Contract

2.17. Execution of Contract

2.18. Notice to Proceed

2.19. No Purchase Order – No Payment Policy

2.20. Electronic Invoice Policy

2.21. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criterias

3.3. Response Submittals

3.4. Attachments

Attachments:

A - 9a-Exhibit _RFP Standard Form of Agreement - City of New Haven

B - 9b Exhibit_ _RFP Standard Terms Part II - City of New Haven

1. Project Summary

1.1. Summary

Contract Name: Communications Consultant for Urban and Community Forestry Master Plan

Solicitation #: 2024-RFP-095

Department: Parks

Through funding provided from the USFS Inflation Reduction Act Urban and Community Forestry program, the City of New Haven will be contracting a communications consultant to assist in public engagement, outreach through social media, graphic design, event support, website development and management, videos, and printed media in the development of an Urban and Community Forest Master Plan (UCFMP). Funding from this grant will also be used to hire a separate consultant to create the Urban and Community Forest Master

Plan. The communications consultant will work closely with City staff and UCFMP consultant.

1.2. Timeline

Solicitation/Advertise Date: September 15, 2024

Solicitation Due Date: October 15, 2024, 11:00am

1.3. Procurement Contact

Shawn Garris

Deputy Purchasing Agent

200 Orange Street

New Haven, CT 06510

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inquiries for Clarification

A. The City will not respond to a Respondent's request(s) for oral interpretation and/or clarification of the

Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the

Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the

Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal's

Question & Answer feature.

https://procurement.opengov.com/portal/newhavenct/projects/101782 https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/101782

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question &

Answer to the Solicitation Documents.

2.4. Addendum to Bid Documents

A. All Addenda to the Solicitation Documents shall become part of the Solicitation. Respondents are required to check the Website for Addendum. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

B. Questions are submitted through your account and the selected solicitation Web Address:

https://procurement.opengov.com/portal/newhavenct/projects/101782, through the “Question &

Answer” section to submit your question(s).

C. We will endeavor to post Addendums regarding Inquires for Clarification, not less than five (5) calendar days prior to the Bid Closing Date and Time.

D. Addendums regarding extension of time will be posted on the City website, any time prior to the

Solicitation Closing Date and Time.

2.5. Contract Term

The term of the contract is one (1) year with 2 - one (1) year renewal option(s). All renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

2.6. Insurance Requirements

The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier.

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven

(Owner) and all other Indemnities named in the contract.

Certificates of Insurance

The successful bidder shall provide certificates of insurance showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State. The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

A. The City of New Haven shall be named as an additional insured with subrogation.

B. Endorsement shall include the work description, Contract/Project name and location.

C. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Contractor shall submit an insurance certificate in addition to a copy of each policy. The Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work. All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to your project contact.

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation. (1). Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s rating of “A-“VIII.

2.6.1. General Liability

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y mailto:NHpurchasingCOI@newhavenct.gov

2.6.2. Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Workers'

Compensation

Statutory Limits

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

2.6.3. Auto Liability (includes all owned, hired & non-owned autos)

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Combined Single

Limit Each accident including endorsements

$1,000,000 Y Y

2.6.4. Excess/Umbrella Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence --$1,000,000 Y Y

Combined Aggregate --$1,000,000 Y Y

2.6.5. Professional Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

--$1,000,000 -- --

2.6.6. Additional Information

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

2.6.7. Notes

• Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.

• If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be included.

• City of New Haven is the Certificate holder and the additional insured.

City of New Haven 200 Orange Street Rm 301 New Haven, CT 06510

2.7. Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory

Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

2.9. Local Preference Ordinance

A. For this section, "City Based Business" shall mean a business with a principal place of business located within the City of New Haven. A "City Based Business” shall maintain such status throughout the term of any Contract with the City. Failure to maintain such status shall be grounds for the City to terminate said Contract.

B. To be considered a City Based Business you must submit satisfactory proof to the Purchasing Agent of your current City of New Haven address. Some examples of proof include are, but not limited to:

1. Proof of payment of City of New Haven Real Estate tax bill(s)

2. A current, long term lease in the City of New Haven

3. Proof of payment of City of New Haven personal Property tax bill(s)

C. The Local Preference ordinance can be found in Section 2-483 of the City of New Haven’s Code. Please review for further details.

2.10. Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor's Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation

Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment

Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its

Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New

Haven’s Code. Please review for further details

2.11. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.12. Alternate Responses

No alternate responses will be considered unless alternate responses are specifically requested by the City.

2.13. Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.14. Solicitation Process and Submission

2.14.1. Solicitation Process

A. Early Submittal of Digital Responses - Responses received prior to the advertised hour of closing are kept sealed on the City's e-Procurement Portal.

B. Solicitation Closing - At the time fixed for the submission deadline of responses, the City will open the

Digital Response received by the submission deadline utilizing the City's e-Procurement Portal. Pricing information will be available publicly and can be accessed at:

https://procurement.opengov.com/portal/newhavenct/projects/101782 in the "Results" tab. Respondents and other interested parties can visit the City's e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on "Follow" on the Public Solicitation Portal.

C. Late Submittals – with the advent of complete digital bidding, no submission will be accepted after the closing date and time.

D. Withdrawal of Responses - Responses may be withdrawn by you prior to the submission deadline of responses by you retracting your digital response submission.

E. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent's own forces.

F. Solicitation Rejection Notification - Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent's Submission will be returned.

2.14.2. Solicitation Submission

A. Electronic/digital Submissions - Follow instruction on the portal for bid submission – all required forms are indicated as such.

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

D. The City may consider any Submission not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.15. Solicitation Protest

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the

Solicitation results with the City's Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the

Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.16. Award of Contract

A. The City will endeavor to award a contract for this Solicitation within one hundred and twenty (120) days after the date of the Solicitation opening. All Respondents acknowledge their Response submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

mailto:purchasing@newhavenct.gov

B. The City reserves the right to separately Solicitation or secure pricing from additional contractors that may relate to the goods and/or services in the instant Solicitation, whether or not such goods and/or services are additional to the quantities stated in the instant Solicitation.

C. The City of New Haven reserves the right to award one or more contracts as a result of this solicitation.

D. The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

E. The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

F. Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

G. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified

Respondent based on the lowest Base Bid.

H. Availability of funds – The awarding of all contracts is contingent upon the availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the Solicitation.

I. All Bid Bonds will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

J. Certificate of Insurance must be email to project manager (see award notice) and to

NHpurchasingCOI@newhavenct.gov

2.17. Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract

Documents, in such number of copies as the City shall require.

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds - (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of mailto:NHpurchasingCOI@newhavenct.gov the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.18. Notice to Proceed

Once a contract is executed the City department responsible for requesting the work will issue a Notice to

Proceed.

2.19. No Purchase Order – No Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

A. All spend shall be supported by an authorized PO prior to requesting the provision of goods/services.

B. Efficient processes are implemented so that goods are delivered when required.

C. The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed

(i.e. not upon receipt of the invoice);

D. Cost control is effective and therefore:

E. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

F. minimizing transactional costs associated with payment for goods and services.

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

2.20. Electronic Invoice Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

2.21. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

3. Project Details

3.1. Proposal Specifications

3.1.1. Background

The core mission of the City of New Haven Tree Division is to ensure fair access by all current and future residents of the Elm City to the many benefits that trees provide, while also balancing the risks that hazard trees pose; providing timely, safe and efficient emergency services; combating climate change; and promoting policies that sustain a healthy and diverse urban forest.

Through funding provided from the USFS Inflation Reduction Act Urban and Community Forestry program, the City of New Haven will be contracting a communications consultant to assist in public engagement, outreach through social media, graphic design, event support, website development and management, videos, and printed media in the development of an Urban and Community Forest Master Plan (UCFMP). Funding from this grant will also be used to hire a separate consultant to create the Urban and Community Forest Master

Plan. The communications consultant will work closely with City staff and UCFMP consultant.

The Tree System Coordinator will oversee the direction and quality of work of this consultant.

3.1.2. Scope of Work and Specifications

Scope of Work

The City of New Haven, CT is seeking a qualified and experienced Communications Consultant to assist in the development of an Urban and Community Forestry Master Plan. The objective of this project is to create a comprehensive and sustainable plan to guide policy and management decisions with the final goal of equitable, sustainable, and climate resilient care, management, and growth of our urban forest. The Communications

Consultant will play a crucial role in developing and implementing effective communication strategies to engage stakeholders, raise awareness, and ensure the successful implementation of the master plan and will have direct and recent experience utilizing equity-based, culturally competent means for obtaining community input in furtherance of a plan or community-wide visioning process

Specifications

1. Communication Strategy Development

A. Work closely with the project team to understand the goals, objectives, and target audience of the Urban and Community Forestry Master Plan.

B. Conduct a comprehensive assessment of existing communication channels and strategies related to urban and community forestry initiatives in New Haven.

C. Develop a detailed communication strategy that outlines the key messages, target audiences, communication channels, and desired outcomes.

2. Stakeholder Engagement

A. Identify and engage with key stakeholders, including community members, nonprofit organizations, government agencies, and other relevant entities.

B. Collaborate with UCFMP Consultant to facilitate stakeholder meetings and workshops to gather input, share information, and foster collaboration. The UCFMP consultant will hold a minimum of four meetings in-person over the course of the plan development.

C. Create and distribute surveys and other tools to collect feedback and assess the level of engagement and satisfaction among stakeholders.

D. Develop a stakeholder engagement plan that includes strategies for maintaining ongoing communication and involvement throughout the implementation of the master plan.

3. Public Outreach and Education

A. Develop and implement a comprehensive public outreach and education campaign to raise awareness about the Urban and Community Forestry Master Plan.

B. Create engaging and informative materials, including brochures, fact sheets, videos, and social media content.

C. Facilitate public meetings and workshops (in collaboration with UCFMP Consultant) to educate and engage the community on the importance of urban and community forestry and the benefits it brings in terms of environmental and social justice.

D. Collaborate with local media outlets to promote the master plan and related events through press releases, media pitches, and interviews.

4. Media and Communication Materials Production

A. Design and produce visually appealing and professional communication materials, such as infographics, posters, presentations, and reports.

B. Create and maintain a media library with high-quality photographs, videos, and other visual assets to support communication efforts.

C. Ensure that all communication materials adhere to the City of New Haven's branding guidelines and reflect the goals and values of the Urban and Community Forestry Master Plan.

5. Performance Monitoring and Reporting

A. Establish key performance indicators (KPIs) to measure the effectiveness of communication strategies and activities.

B. Regularly monitor and evaluate the performance of communication efforts, making adjustments as necessary to optimize results.

C. Prepare periodic progress reports detailing the achievements, challenges, and recommendations for improving the communication aspects of the master plan.

Service Requirements

The Communications Consultant is expected to fulfill the following service requirements:

A. Attend regular meetings with the project team to discuss progress, challenges, and updates.

B. Collaborate closely with the project team to ensure alignment between the communication strategy and the overall goals of the Urban and Community Forestry Master Plan.

C. Respond promptly to communication requests and inquiries from stakeholders, project team members, and the general public.

D. Provide timely deliverables, including communication plans, reports, visual materials, and other requested documents.

E. Participate in community events, workshops, and meetings as needed.

Delivery Requirements

The following deliverables are expected from the Communications Consultant:

A. A comprehensive communication strategy for the Urban and Community Forestry Master Plan, including key messages, target audiences, communication channels, and desired outcomes.

B. Stakeholder engagement plan, including a detailed list of engaged stakeholders and strategies for ongoing communication and involvement.

C. Develop and maintain a website dedicated to the Urban and Community Forest Master Plan

D. A public outreach and education campaign, including materials such as logos, brochures, fact sheets, videos, and social media content.

E. Professional communication materials, such as infographics, posters, presentations, and reports, that align with the City of New Haven's branding guidelines.

F. Periodic progress reports detailing the achievements, challenges, and recommendations for improving the communication aspects of the master plan.

G. Provide Graphic Design and layout services for brochures, handouts, and website items as needed, including the design of infographics and targeted visuals to create a nexus between content and imagery.

H. Arrange for videography as needed.

I. Develop social media posts and other outreach material as requested.

J. Advertise and present public workshops and community meetings.

K. Photography and/or Video shooting and editing services for events and other promotional/educational purposes.

L. Newsletters or other written documentation to be released to the public. Will assist in gathering and writing content, format & layout of the document.

M. Press & Media release support when required.

N. Other services as needed and to be determined.

Note: The City will have final ownership and rights to all data, documents, websites, copy and images generated by this scope of work for unrestricted use by the City.

3.1.3. Project Approach

In your Proposal, the following items are suggestions your team may wish to expand upon. This list is not meant to be conclusive, and you may add items you want the selection team to consider:

• Your approach to engaging with key stakeholders and the public at large.

• Your perspectives on New Haven’s strengths, vulnerabilities, and opportunities.

3.1.4. Timeline

Provide an example of anticipated timeline to complete the scope of work and specifications. The Urban and

Community Forest Master Plan development is estimated to be a one-year process.

3.1.5. Responses

All responses to this RFP shall include the following:

• Letter of introduction

• Key personnel resumes, including description of responsibilities on similar projects

• Summary of similar projects completed prior, including project references

• Statement of scheduling availability

• Timeline

• Community Engagement Plan

• Project Approach

• Final deliverable example

3.1.6. Budget

A maximum budget of $100,250.00 has been dedicated to this project through a grant provided by USDA Forest Service Urban and Community Forestry Inflation Reduction Act Grant Program.

3.1.7. Overall Evaluation

• Each criterion contributes equally (25%) to the overall evaluation.

• Points awarded for each criterion are summed up to determine the total score.

• The bidder with the highest total score is typically recommended for selection, assuming other factors like legal compliance and references are satisfactory.

• This structured approach ensures a comprehensive evaluation process, balancing financial considerations with technical competence and project management capabilities.

3.2. Evaluation Criterias

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost Proposal

• Scoring Criteria: The cost proposal will be evaluated based on how well it aligns with the budget constraints and offers value for money.

• Points Allocation: Points could be assigned based on specific thresholds or ranges within the proposal. For example:

• 0-5 points: Exceeds budget significantly.

• 6-10 points: Slightly above budget but justified.

• 11-15 points: On budget with good value.

• 16-20 points: Below budget with significant savings.

• 21-25 points: Well below budget with exceptional value.

Points Based 25 (25% of Total)

2. Qualifications/Previous Project Examples

• Scoring Criteria: Evaluates the bidder’s qualifications, relevant experience, and the quality of their previous projects.

• Points Allocation: Points could be awarded based on:

• Qualifications: Education, certifications, expertise.

• Experience: Years in the field, similar projects completed.

• Project Examples: Relevance, success, complexity, client satisfaction.

• Detailed documentation and references may be reviewed to validate claims.

Points Based 25 (25% of Total)

3. Proposed Timeline

• Scoring Criteria: Assesses the feasibility and efficiency of the proposed project timeline.

• Points Allocation: Points might be allocated as follows:

• 0-5 points: Timeline is overly ambitious and likely unrealistic.

• 6-10 points: Timeline is challenging but achievable with some risk.

• 11-15 points: Realistic timeline with moderate risk.

• 16-20 points: Realistic and well-structured timeline.

• 21-25 points: Aggressive yet achievable timeline with minimal risk.

4. Proposed Design Approach

• Scoring Criteria: Evaluates the proposed design approach for its innovation, appropriateness to the project, and feasibility.

• Points Allocation: Points could be awarded based on:

• Innovation: Creative solutions, new technologies.

• Appropriateness: Alignment with project requirements and goals.

• Feasibility: Practicality of implementation, potential challenges addressed.

• Detailed design proposals, mock-ups, or prototypes may be reviewed for clarity and feasibility.

3.3. Response Submittals

1. Technical Proposal (without cost)* *Response required

2. Cost Proposal* *Response required

3. City Forms Signature Sheet* You are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

4. DISCLOSURE & CERTIFICATION AFFIDAVIT*

You are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

5. Current Workforce Certificate* Please download the below documents, complete, and upload.

• Current_Workforce_Certifica...

https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=f5c2312b-a468-49f8-8e4b-21b845ae0a04&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=fc2842d4-2626-4a80-865b-41e2d926ce22&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://government-project.s3.us-west-2.amazonaws.com/84780/54909ddb-005f-4f67-84aa-87b301443feb_Current_Workforce_Certificate.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JN4BIV46%2F20240925%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240925T213005Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjELz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQCifqtu30s2PuX5byKyubA4AtcP7D1rOhKRgAjXFbYYDgIgfLq%2BG%2BEzyfOUrlU6typZGW0Rw4E71yPE3suYiIrGdRAqjAUI9f%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDG24y2aX1Ucmf9aJhSrgBMON3I4R%2B38ZsJHdEEx5DM5aUeSpU8LuOIGxXXBnnr5opc1O%2F2OMfyNy7t4oQgjf17nA6F05ICewICmAOEoJBUi4UM%2BTqyankSuuDYCFnn94Aucq4b7l2Z4zuC7a0L9vZgKD14Ip13Xz17JFQ%2BLqiPBlSAfD2BFfBvATw%2B%2Fgh2ibcZkdmnO6%2FIUq9oxHkyXUZd45IEYLwfjXyYeeg6722p1f1uMq61eNtXLbgDO4JihV1FSw6IPSCSdShX4OcCUAYXLgROA86pSkEFPLdFWzZoF%2BDsD%2By16rWpqtmpGLeE14sCoZNOEZakyYx8P3Kepq%2Fj6YgHABXg7aAeETw4HnL18JNuOwkY%2FPoIwWgV51I03h%2BBE7GFbjWiCrv7u7V9lsEqpRbEI0yedMB9mDHAl7Oy8HC309EpOwLN8BvdAZLkJz9bL%2BhPLheIsPMAcS80CgLBP%2BV4kiLKuJiDz6lsthxijYorkRMWH7KEHwBqLC%2BXuR97wfQ0Q6d3DYzwZ%2BVrkH622m%2FvSh1iUr7EpodmzSvOAY4yu4yIJ1gju3JA5ID8kdPUoTK0YmXXiLX5lvEVRA6UV0GUbCeL1DMUOXGGLKsqSeb2tJi5YmbchiF7e7xh8TgCg5Q%2BX63hJ2HMF0edvYVKdbmWRq7u2nK4u1JAQdJa6ZhYYtpRizXWpmnDh9OOa%2FaA%2BH4BEv1KdzSSxHI8TWMkyPNw%2Fa4VhiEzenObjkwg44kQdAM%2BbTQ2wvX%2BQ5U5FjFefA7bglp%2F0%2BnINtWHjPWHJmPpdEwOixtKubNlVL25cQBCOrln9Jj1KgUj%2F34d0%2FMOPL0bcGOpsB0zcDWoShACcHKoKApT4%2BYmfv614LBIR1zZBO8%2BiEZV%2BeNc4DNv%2BDH2Uz8X4Llqjx8kN3MuBARWh%2FnvS8zhTtEFVbKu5DBnV%2BT6iwzevr6C%2B%2FzXhaihvC3feIYR6JHbD1kCFQJIXcX0OJ2KTchYllUjHZ%2FLlwjOgTu8sFsjB%2BWc3nKjJjsFegX1oXmM9qWAeGCzvMZHdXeRuLehg%3D&X-Amz-Signature=e5ac1b54ebc13a53672e91187b81bf27a0ce86eedc190888599fc232cd70580e&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Current_Workforce_Certificate.xlsx%22&x-id=GetObject

*Response required

6. PPP - Priority Payment Program Application* Please download the below documents, complete, and upload.

• Priority_Payment_Program.pdf

*Response required

7. Statement of Qualifications for City Statement of Qualifications:

Each solicitation response shall include a Statement of Qualifications in the format provided in this

Solicitation upon stationary of the responding entity.

All questions must be answered, and the data given must be clear and comprehensive.The respondent may submit any additional information he/she desires.

7.1. Permanent Main Office Address*

*Response required

7.2. When Organized*

*Response required

7.3. Legal form of ownership. If a corporation, where incorporated.*

*Response required

7.4. How many years have you been engaged in services, under your present name?*

*Response required

7.5. Have you ever failed to complete any work awarded to you? If so, where and why?*

*Response required

7.6. Have you ever defaulted on a contract? If so, where, and why?*

*Response required

7.7. Describe any pending litigation or other factors, which could affect your organization's ability to perform this agreement.*

*Response required

7.8. Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven.*

*Response required

7.9. Name, title, address, and telephone number of the individual to whom all inquiries about this

Proposal should be addressed.* https://government-project.s3.us-west-2.amazonaws.com/84780/9ae17ae0-47ba-465b-aceb-3c8235db81c6_Priority_Payment_Program.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JN4BIV46%2F20240925%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240925T213005Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjELz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQCifqtu30s2PuX5byKyubA4AtcP7D1rOhKRgAjXFbYYDgIgfLq%2BG%2BEzyfOUrlU6typZGW0Rw4E71yPE3suYiIrGdRAqjAUI9f%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDG24y2aX1Ucmf9aJhSrgBMON3I4R%2B38ZsJHdEEx5DM5aUeSpU8LuOIGxXXBnnr5opc1O%2F2OMfyNy7t4oQgjf17nA6F05ICewICmAOEoJBUi4UM%2BTqyankSuuDYCFnn94Aucq4b7l2Z4zuC7a0L9vZgKD14Ip13Xz17JFQ%2BLqiPBlSAfD2BFfBvATw%2B%2Fgh2ibcZkdmnO6%2FIUq9oxHkyXUZd45IEYLwfjXyYeeg6722p1f1uMq61eNtXLbgDO4JihV1FSw6IPSCSdShX4OcCUAYXLgROA86pSkEFPLdFWzZoF%2BDsD%2By16rWpqtmpGLeE14sCoZNOEZakyYx8P3Kepq%2Fj6YgHABXg7aAeETw4HnL18JNuOwkY%2FPoIwWgV51I03h%2BBE7GFbjWiCrv7u7V9lsEqpRbEI0yedMB9mDHAl7Oy8HC309EpOwLN8BvdAZLkJz9bL%2BhPLheIsPMAcS80CgLBP%2BV4kiLKuJiDz6lsthxijYorkRMWH7KEHwBqLC%2BXuR97wfQ0Q6d3DYzwZ%2BVrkH622m%2FvSh1iUr7EpodmzSvOAY4yu4yIJ1gju3JA5ID8kdPUoTK0YmXXiLX5lvEVRA6UV0GUbCeL1DMUOXGGLKsqSeb2tJi5YmbchiF7e7xh8TgCg5Q%2BX63hJ2HMF0edvYVKdbmWRq7u2nK4u1JAQdJa6ZhYYtpRizXWpmnDh9OOa%2FaA%2BH4BEv1KdzSSxHI8TWMkyPNw%2Fa4VhiEzenObjkwg44kQdAM%2BbTQ2wvX%2BQ5U5FjFefA7bglp%2F0%2BnINtWHjPWHJmPpdEwOixtKubNlVL25cQBCOrln9Jj1KgUj%2F34d0%2FMOPL0bcGOpsB0zcDWoShACcHKoKApT4%2BYmfv614LBIR1zZBO8%2BiEZV%2BeNc4DNv%2BDH2Uz8X4Llqjx8kN3MuBARWh%2FnvS8zhTtEFVbKu5DBnV%2BT6iwzevr6C%2B%2FzXhaihvC3feIYR6JHbD1kCFQJIXcX0OJ2KTchYllUjHZ%2FLlwjOgTu8sFsjB%2BWc3nKjJjsFegX1oXmM9qWAeGCzvMZHdXeRuLehg%3D&X-Amz-Signature=1cad8d5df0b71aa3f0b56dd7e3016da78727b9f0ea4b6669e25b6fce36571ccf&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Priority_Payment_Program.pdf%22&x-id=GetObject

7.10. Will you, upon request, fill out a detailed financial statement and furnish any other information or sign a release that may be required by the City of New Haven?*

☐ Yes

☐ No

*Response required

7.11. Tax Identification number(s)*

*Response required

7.12. UEI Identification Number *

*Response required

7.13. Are you able to receive Credit Card Payments for your services rendered?*

☐ Yes

☐ No

*Response required

7.14. Attached to this solicitation are contract exhibits for your review. Please be advised that the City of

New Haven maintains a standardized set of contractual terms and conditions that are not subject to negotiation. If your proposal is selected for award, you will be required to adhere strictly to the terms and conditions outlined in this document.*

By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award.

☐ Please confirm