RFP _ Speech Coaching.pdf

REQUEST FOR PROPOSALS FOR

SPEECH COACHING

The Atlanta Regional Commission (ARC) is seeking proposals from eligible respondents to provide speech coaching and other presentation services. ARC reserves the right to award the contract(s) to one or more contractors to meet the needs of the event. ARC anticipates selecting a contractor(s) in late July 2025. All work must be completed by December 1, 2026. The successful company or team should be prepared to begin work immediately. ARC reserves the right to award all or part of the available funds for this project.

I. CLIENT PROFILE

ARC is a governmental organization which serves as a regional convener, bringing diverse stakeholders to the table to address the most important issues facing metro Atlanta. ARC staff and partners are often called upon to deliver complex information in a clear, concise, engaging manner to members of various publics including presentations at ARC’s State of the Region event (SOR), a live gathering of approximately 1,500 civic, business, elected, and nonprofit leaders across the metropolitan Atlanta region. The event will take place Friday morning, October 24, 2025, at the Georgia World Congress Center in Atlanta, GA.

II. SCOPE OF SERVICES

The Atlanta Regional Commission (ARC) is seeking proposals from eligible respondents to provide speech development and coaching to support 1) the State of the Region address by ARC Executive Director Anna Roach, 2) two “What’s Next ATL” speeches by two metro Atlanta community leaders, and 3) general executive speech communications services for ARC staff.

For details see “Exhibit A.” Compensation for these services is not expected to exceed $16,800.

III. APPLICANT ELIGIBILITY

Individuals and organizations, whether for-profit or not-for-profit, having the appropriate experience and specific expertise necessary to carry out the duties and responsibilities outlined below are eligible. All proposers must have demonstrated similar project experience to be eligible for consideration. The Atlanta Regional Commission reserves the right to check all references furnished and consider the responses received in evaluating the proposals.

We are seeking to collaborate with an organization who has an outstanding track record of reliability and stellar customer service.

At a minimum, but not limited to, the selected firm will be required to adhere to the following:

● Required Certificates of Insurance

● Assurance of Compliance with Title VI of the Civil Rights Act of 1964

● Completion of Debarment and E-Verify forms.

IV. PROPOSAL REQUIREMENTS

Interested firms should submit a proposal that addresses the factors listed below and the Scope of Services, Exhibit A. The Consultant must provide a detailed breakdown of the proposed budget in the format of Exhibit B-1.

Proposals shall not exceed a total of 20 pages (8.5 x 11) inclusive of resumes and firm experience.

Covers, end sheets, budget exhibits, and an introductory letter shall not count against this maximum.

Firms must respond to this RFP with electronic files. Proposal evaluations will focus initially on the written proposals. Should it be determined that further information is required, one or more firms may be asked to demonstrate their product’s ability to meet the specific needs of this event.

ARC reserves the right to award this contract, or contracts based on initial proposals received without interviews.

Proposals must include the following to be considered responsive:

1) Company Information and Staffing including:

• Legal name, mailing address, email address, phone, primary point of contact

• Core technical competences of your company

• Biographies/qualifications of key staff members proposed to work with ARC

2) Previous, Relevant Experiences:

• Descriptions of at least two projects that are relevant to this RFP’s Scope of Services

• At least two references who can attest to the quality of your company’s work

3) Project Approach:

• Description of approach and proposed schedule for this project

4) Cost Proposal:

• Proposals must include a detailed estimated cost (all fees showcased as a line item) for labor and additional costs related to the training and rehearsals.

5) Completed Contract Forms in Exhibit C:

• Contractor/Vendor Information

• E-Verify (Georgia Security and Immigration Compliance Act Affidavit)

• Certification Regarding Debarment

V. SUBMITTING PROPOSALS

Interested proposers should submit an electronic copy of their proposal(s) to nkusnierz@atlantaregional.org no later than 5:00 PM EST on Monday, July 28, 2025. Your subject line should read: Speech Coach Proposal.

mailto:nkusnierz@atlantaregional.org

Clarifying questions should be submitted in writing to nkusnierz@atlantaregional.org no later than 5:00 PM EST. Submit questions by Thursday, July 17. Answers will be posted on ARC’s website as received but no later than Monday, July 21, 2025.

No exceptions will be allowed for late submittals.

Each proposal must state that it will remain valid for a minimum of ninety (90) days after the submittal deadline, to allow time for evaluation, selection, holidays, or unforeseen delays.

VI. TERMS AND CONDITIONS:

a) ARC reserves the right to select for a contract or for negotiations a proposal other than that with the lowest cost, reject any and all proposals or to make no award, and to waive minor irregularities in any proposal. ARC reserves the right to request clarification of information submitted and to request additional information from any proposer, and to negotiate any aspect of the proposal with any proposer and negotiate with more than one proposer at the same time.

b) ARC reserves the right to award any contract to the next most qualified contractor if the successful contractor does not execute a contract within thirty (30) days after the award of the proposal. The contract resulting from acceptance of a proposal by ARC shall be in a form supplied or approved by ARC and shall reflect the specifications in this RFP.

c) ARC reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP, and which is not approved by the client’s legal counsel.

d) ARC will reserve the right to terminate the event upon the occurrence of any circumstance beyond the control of either party, such as acts of God, war, acts of terrorism, government regulations, disaster, strikes, work stoppages, accidents, mandatory quarantines, pandemics, curfews, or other restrictions of movements, or civil disorder, to the extent that such circumstances make it illegal or impossible to continue the event.

e) ARC shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFP.

f) ARC reserves the right to amend and extend the contract up to two additional times if funding is available.

VII. CONFLICT OF INTEREST AND CONFIDENTIALITY

ARC is subject to the Georgia Open Records law. All proposals submitted will become public records to be provided upon request. Any information containing trade secrets or proprietary https://atlantaregional.org/procurement/ information, as defined by state law, must be marked as confidential to prevent disclosure.

Confidential markings must be limited to the protected information. Entire proposals marked confidential will not be honored. Additionally, conflicts of interest are governed by the ARC Standards of Ethical Conduct. Respondents must disclose any potential conflicts of interest that may arise from the provision of services described herein. Such disclosure should include the name of the individual(s) with whom there is a conflict, any relevant facts to the potential conflict, and a description of the internal controls proposed to mitigate any such conflict. ARC’s Staff Legal Counsel will determine whether such disclosure presents a potential organizational conflict of interest that should preclude award to the respondent.

VIII. SELECTION CRITERIA AND PROCESS:

An ARC team will review and evaluate all properly submitted proposals that are received on or before the deadline. Proposals will be evaluated based on the following factors:

a) Provider capabilities to satisfy the requirements of the request, demonstrated related experience (50%)

b) Technical approach including proven ability to meet deadlines (20%)

c) Cost Proposal (20%)

d) References of the firm or project team including the customer service experience (10%)

EXHIBIT A

SCOPE OF SERVICES

General: The work to be accomplished by the Consultant is in support of the following ARC Cost Center:

Cost Center No. Cost Center Title 523AC State of the Region

501AS Research & Analytics

1. PURPOSE

The Atlanta Regional Commission (ARC) is seeking proposals from eligible respondents to provide speech development and coaching to support:

1) The State of the Region address by ARC Executive Director Anna Roach. The address will be delivered at a live gathering of approximately 1,500 civic, business, elected, and nonprofit leaders across the metropolitan Atlanta region. The event will take place Friday morning, October 24, 2025, at the Georgia World Congress Center in Atlanta, GA. A rehearsal will take place at a time to be determined by ARC staff on Thursday, October 23. The provider should be prepared to work with ARC Communications staff to help craft clear and engaging messaging. The address is a key element of the State of the Region program and is designed to amplify agency messaging and event themes and highlight key initiatives and successes of the past year. The address is typically 12-20 minutes in length and is augmented by visual images.

2) Two “What’s Next ATL” speeches delivered by two metro Atlanta community leaders that will be conducted in a “TedTalk” style, designed to have a sharp and compelling point of view, and run between 5-7 minutes in length, and

3) General executive speech communications services for ARC staff.

Compensation for these services is not expected to exceed $16,800.

II. STUDY AREA

The consultant will be expected to work with the staff and partners, all of whom are located in within the 11-county metro area. While some of the initial prep work can take place virtually, later work and rehearsals should take place in person either at ARC offices or a mutually agreed upon location. State of the Region will take place in Building C, Level 3 at Georgia World Congress Center, Atlanta, GA

III. WORK SERVICES

• State of the Region Address - Content Development chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.gwcca.org/docs/GWCCA-Floorplans.pdf o Work with ARC communications staff to frame the speech in a way that amplifies agency messaging and event themes and highlight key initiatives and successes of the past year. The initial draft will be prepared by ARC staff in consultation with the selected vendor.

o Refine the speech, including reviewing and editing content and coordinating visual elements to be included in the speech.

• State of the Region Address - Speech coaching and delivery o Up to three sessions with the Executive Director & CEO in the month prior to the event to refine content and delivery. Each session will be about 60-90 minutes in length and may be a combination of virtual and in-person.

o On-site rehearsal and coaching on Thursday, Oct. 23, 2025.

• ‘What’s Next ATL’ Speeches o Work with Chief External Affairs Officer to develop a timeline for initial and ongoing engagement with speakers o Provide 4-6 coaching sessions with each of the two ‘What’s Next ATL’ speakers to help prepare content and practice delivery. Each session will be about an hour in length and may be a combination of virtual and in-person.

o On-site rehearsal and coaching on Thursday, Oct. 23, 2025.

• Coaching for ARC executives o Work with the newest member of the ARC leadership team to become comfortable with delivering ARC content in an engaging manner and consistent with ARC brand.

IV. DELIVERABLES

1. A compelling State of the Region address script, working in collaboration with ARC staff.

2. Fully prepare the ARC Executive Director & CEO to deliver the State of the Region address.

3. Compelling What’s Next ATL scripts, working in collaboration with the two What’s Next

ATL speakers.

4. Fully prepare What’s Next ATL speakers to deliver their speeches.

5. Bring the newest ARC Chief to a relative level of comfort delivering ARC content before a variety of audiences.

EXHIBIT B

COMPENSATION

I. Compensation: In no event will the total compensation and reimbursement, if any, to be paid to the Consultant under this contract exceed the sum of $16,800.

II. Method of Payment: The following method of payment will be used for this project:

A. Progress Payments: The Consultant shall be entitled to receive progress payments on the following basis. On a monthly basis during the existence of this contract, the Consultant shall submit to ARC an invoice for payment documenting work performed during the invoice period. Any work for which payment is requested may be disallowed at ARC’s reasonable discretion if not properly documented in the required monthly progress report. Invoices properly submitted shall be paid or rejected within 45 days of receipt by ARC.

Invoices shall be submitted to:

Nicole Kusnierz Marketing & Communications Analyst Office of External Affairs Atlanta Regional Commission nkusnierz@atlantaregional.org

B. Final Payment: Final payment shall only be made upon determination by ARC that all requirements hereunder have been completed. Upon such determination and upon submittal of a final invoice, ARC shall pay all compensation due to the Consultant minus the total of any previous progress payments made.

The consultant’s final invoice and final narrative progress report must be received by ARC no later than fifteen days after the project completion date specified in the contract. ARC may, at its discretion, disallow all or part of a final invoice received after this deadline.

III. Invoices: ARC shall make payments to the Consultant as the work progresses but not more often than once a month. Invoices shall be submitted to ARC by the fifth day of each month to the above listed contact. Invoices shall include a description of work completed, and percentage of work completed, amount previously billed, a unique invoice number, the period of performance in which the work completed took place, and a valid payment address. ARC may, at its discretion, disallow all or part of the payment of an invoice received after this deadline or determined to be incomplete.

EXHIBIT B-1

PROPOSED PROJECT BUDGET

1. Direct Labor

Estimated Hours Rate/Hour Total Est. Cost

List by position all professional personnel participating in project

Total Direct Labor $__________

2. Direct Costs or Services

List other items and basis for computing cost for each. Examples include computer services, equipment, etc.

Total Other Direct Costs $__________

3. Subcontracts (if.applicable)

For each, list identity, purpose and rate

Total Subcontracts $__________

EXHIBIT C

CONTRACT FORMS

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned person or entity verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the individual, firm or entity which is engaged in the physical performance of services under a contract with the Atlanta Regional Commission has registered with and is participating in a federal work authorization program, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned person or entity further agrees that it will continue to use the federal work authorization program throughout the contract period, and it will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the undersigned with the information required by O.C.G.A. 13-10-91(b).

The undersigned person or entity further agrees to maintain records of such compliance and provide a copy of each such verification to the Atlanta Regional Commission within five (5) business days after any subcontractor is retained to perform such service.

EEV / E-Verify TM Company Identification Number Date of Authorization Company Name Signature of Authorized Officer or Agent Title of Authorized Officer or Agent Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_____ DAY OF ______________________, 20__

________________________________________ [NOTARY SEAL]

Notary Public My Commission Expires:

Abbrevaited Request for Proposal Speech Coaching_Exhibit B-1.pdf