Media Buying Services for Storm Water Services

Charlotte-Mecklenburg Storm Water Services (CMSWS), a division of the City of Charlotte in Mecklenburg County, North Carolina, is issuing RFP #FY27-RFP-01 to procure comprehensive Media Buying Services to support education and outreach campaigns. The services sought encompass audience identification, media strategy and planning, negotiations with media outlets, ad placement, make-good verification, and post-buy analysis across traditional media channels (television, print, radio, and out-of-home advertising) and digital media platforms (social media advertising, search/pay-per-click marketing, search engine optimization, and display advertising). Qualified vendors must demonstrate expertise in administrative services, creative strategy and planning, media measurement services, and return on investment analysis, with proposals evaluated based on three primary criteria: qualifications and experience in performing similar services, cost effectiveness and value, and acceptance of contract terms and conditions. The RFP requires submission of a cover letter, proposed solution, pricing worksheet, references (three client references preferred from organizations of similar size), Key Personnel and Other Resources Form identifying project managers and key staff with relevant certifications and experience, Contractor Safety Assessment Form, MWSBE Utilization Form, and any exceptions with redlined contract language through the Bonfire Procurement Portal at https://charlottenc.bonfirehub.com/opportunities. Critical deadlines include: intent to bid due February 2, 2026; non-mandatory pre-proposal conference on February 6, 2026, at 3:30 p.m. via Microsoft Teams; vendor questions due February 12, 2026; and final proposals due February 23, 2026, at 2:00 p.m., with contract award anticipated in April 2026 and services commencing July 1, 2026. The initial contract term is three years from the effective date, with City options to renew for two additional one-year terms.

The Charlotte Business INClusion (CBI) Policy applies to this procurement, strongly encouraging the participation of Minority-owned, Woman-owned, and Small Business Enterprises (MWSBEs) with significant business presence in the Charlotte Combined Statistical Area, and all bidders must complete the MWSBE Utilization Form documenting outreach efforts and identifying certified subcontractors. The City does not restrict responses to any particular business size or designation; however, vendors must complete vendor registration with the City of Charlotte to execute contracts and receive payment, and all proposals must certify compliance with non-discrimination requirements and the City's Conflict of Interest Policy. No incumbent vendors or existing contractors are identified in the solicitation documents. The anticipated combined budget for creative services is approximately $230,000 for a 12-month project timeframe, with potential for approximately $1,150,000 over a five-year contract term (initial three years plus two optional one-year renewals). All pricing must be all-inclusive in United States dollars, with price increases prohibited during the initial three-year term; vendors may request justifiable price adjustments with 60 days' notice for renewal periods, subject to City approval and limited to documented, legitimate cost increases. Vendor inquiries and pricing-related questions should be directed to Wendy Raiford, Charlotte Water Acquisition and Compliance, at wendy.raiford@charlottenc.gov.