S-24800-00000791 Branding and Graphics RFP.doc

OREGON MILITARY DEPARTMENT

JOINT FORCE HEADQUARTERS, OREGON NATIONAL GUARD

FINANCIAL ADMINISTRATION DIVISION

1776 MILITIA WAY

P.O. BOX 14350

SALEM, OREGON 97309-5047

September 16, 2021

REQUEST FOR PROPOSAL

S-24800-00000791 NEHRP Branding and Final Materials for “Be 2 Weeks Ready” CLOSING: PROPOSALS ARE DUE NO LATER THAN 1:00 PM PST ON October 5, 2021.

Authorized Purchaser for the State of Oregon (“State”) acting by and through its Oregon Military Department, Office of Emergency Management (“Agency”) is issuing this Request for Proposal (“RFP”) seeking a contractor/company with the ability to develop a brand style guide, print ready publications and social media graphics for outreach campaigns leading to public release in 2022 for the “Be 2 Weeks Ready” program which has been developed by OEM. The criteria and deliverables needed for this proposal can be found in the attached Statement of Work (SOW) (Attachment B). OEM is located at 3225 State St Ste 115, Salem, OR 97301. Project MUST be completed no later than June 30, 2022.

State and Agency shall issue a single Purchase Order with a maximum, not-to-exceed compensation payable to the Successful Proposer of $16,700.

BACKGROUND INFORMATION

A recommendation in the Oregon Governor’s Resiliency 2025 report suggests that the Office of Emergency Management work with local governments, community groups, and the American Red Cross to ensure that 250,000 homes have 2-week ready supplies in the next three years. This may seem to be a daunting task, but progress can be made if there is a coordinated effort.

The "Be 2 Weeks Ready" outreach project will be one of the tools used to help Oregonians become more resilient to all disasters and emergencies. The target completion date is fall of 2022 with a train-the-trainer sessions and a robust public outreach campaign.

"Be 2 Week Ready" is a self-directed activity-based public education program designed to create a population more prepared and resilient to natural and man-made disasters.

PROPOSAL SUBMISSION

If you are interested in providing a Proposal, please complete Attachment A, Proposer Information and Certification Sheet and return by E-mail to nathan.brumfield@state.or.us. The RFP number should be in the subject line (S-24800-00000791) to ensure correct handling. The size limit for any single email is 20MB. Proposer s may submit a Proposal in one or more parts to ensure proper delivery.

In addition to Attachment A, Proposer is to submit a full proposal addressing the requirements listed in the Proposal Submittal Requirements section below.

PROPOSAL SUBMITTAL REQUIREMENTS

1. Technical Proposal

· A Title Page with name of the organization, contact person’s name and title, full address including telephone, website, and email; (1 pts)

2. A narrative section which includes

· Understanding of the scope of work; clarity in describing the process for developing the modules and activities; (6 pts)

i. Did they show understanding of the scope of work; (6 pts)

ii. Did they acknowledge the timeline; (6 pts)

iii. Did they talk about when deliverables are due; (6 pts)

iv. Were other timelines issues addressed; (6 pts)

· Statement of organizational capacity and experience with similar projects;

i. Have they worked in Pacific Northwest (PNW) before; (6 pts)

ii. Have they developed projects with D/I lens; (6 pts)

iii. Have they created outreach training programs aimed at the general public; (6 pts)

iv. Do they have emergency management program development experience; (6 pts)

v. Do they demonstrate the ability to translate into Spanish, Russian, Traditional Chinese and Vietnamese; (6 pts)

· A detailed plan and schedule to show understanding of the project;

i. Project understanding; (6 pts)

ii. Project management; (6 pts)

iii. Material Development; (6 pts)

iv. Graphics; (6 pts)

v. Translation; (6 pts)

3. Organizational

· List of different types of public education and outreach programs that your organization has developed in the past three years, including cost; (4 pts)

· Provide a list of your organization’s top 3 (three) current clients with contact information including name, address, email and phone number; (4 pts)

· Certification that the organization is a legally registered business entity in Oregon. (1 pts)

EVALUATION AND AWARD

1. Agency anticipates awarding a contract from this RFP by issuing a Purchase Order to the Responsible Successful Proposer. The sample Contract for Services is included as Attachment C.

2. Proposal submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated by an evaluation team assembled by OEM, which may include representative from agencies or entities, to determine the Proposer(s) that best meet the requirements set forth in Proposal Submittal Requirements section above determine the “Best Value” for the State. “Best Value” is based solely on the evaluator’s determination of what best meets the needs of Authorized Purchaser taking into account the criteria set forth in the following chart:

Scoring Criteria (BVA) and Weights

3. The Proposer with the highest total point will be awarded a Purchase Order attached as Attachment C. OEM and OMD may negotiate contract terms and conditions with the successful Proposer.

4. OEM and OMD’s determination is final.

5. Responsible Proposer is defined in ORS 279B.110.

VOLUNTARY PRE-PROPOSAL CONFERENCE/REQUEST FOR INFORMATION (RFI)

1. To give all potential proposers an opportunity to seek clarification and ask questions, OEM and OMD will hold a Pre-Proposal Conference for this RFP.

· Date: September 28th, 2021

· Time: 11:00 AM PST

· Conference Line: +1 (786) 535-3211

Code: 425-044-981

2. Point of Contact for the Pre-Proposal conference will be Althea Rizzo, Phone: (503) 37-3936.

3. Proposers are not required to call in for this voluntary pre-proposal conference.

4. Any statements made at this conference will not change the Plans, Specifications, Statement of Work (SOW) or other Purchase Order Documents unless an Addendum has been issued from OMD and advertised on the ORPIN system.

ADDITIONAL INFORMATION

1. This RFP is pursuant to ORS 279B.070 and OAR 125-247-0270.

2. Agency reserves the right to:

· Reject any and all Proposals if it is in the Agency’s best interest to do so;

· Amend the RFP solicitation;

· Conduct separate solicitations or award Purchase Orders for goods similar to what is described within this RFP using any method allowed by law;

· Not award for the requested products; and

· Extend the deadline for submission of Proposals

3. All questions shall be submitted in writing via e-mail to nathan.brumfield@state.or.us.

4. Prior to award, the Successful Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon. Failure of Proposer to be in compliance with this request may cause the Proposer to be deemed non-Responsible.

Information about these requirements may be found at:

· http://sos.oregon.gov/business/pages/register.aspx, and

· http://sos.oregon.gov/business/Pages/doing-business-means.aspx.