Comprehensive Communication Support Services

Spotsylvania County Public Schools is requesting quotes for comprehensive communication support services from a qualified K-12 communications firm, with quotes due September 4, 2026 at 10:00 a.m. EST. The award will be made to a single firm based on lowest price and best value.

The scope covers communication planning, content creation, graphic design, digital video production, surveys and focus groups, website services (up to 5 hours per week), 24/7/365 crisis communication support, branding and logo development, administrator coaching, translation services (up to 5,000 words per month), and budget planning campaign execution. The initial engagement will focus on a communications audit and planning process. Respondents must demonstrate relevant K-12 communications experience, submit qualifications and project examples, identify proposed personnel with resumes, and provide at least three references.

The contract term is one year from award, with SCPS reserving the right to renew for successive terms or until total contract spend reaches $199,999.99, whichever occurs sooner. Price increases for renewals are limited to the percentage increase in CPI-U for the previous period. Spotsylvania County Public Schools serves approximately 24,000 students across multiple facilities between Richmond and Washington, D.C.

Pricing must include all labor, overhead, administrative costs, travel, materials, and other necessary expenses. Respondents must provide detailed pricing for each service area and propose all-inclusive or not-to-exceed amounts and hourly rates for additional services. The contractor must carry Workers' Compensation at Virginia statutory limits, Commercial General Liability of $1,000,000 per occurrence with $2,000,000 general aggregate, and Commercial Excess/Umbrella Liability of $5,000,000 per occurrence, with SCPS named as additional insured. The contractor must provide a Certificate of Compliance Involving Crimes Against Children, maintain an active Virginia State Corporation Commission number, and comply with student data privacy and digital accessibility requirements under the Virginia Information Technology Access Act. Quotes must be submitted electronically to Purchase Officer Dawn Heflin at dheflin@spotsylvania.k12.va.us, and respondents must acknowledge receipt and acceptance of Addendum #1.