Homelessness Strategy Marketing and Communications

An Equal Opportunity Employer Request for Proposals Marketing and Communications The City of Fort Wayne’s Office of Housing & Neighborhood Services (OHNS) is launching a comprehensive plan and strategy to address homelessness in the community. The successful release and implementation of the community’s plan to prevent and end homelessness will require a robust marketing and communications strategy. The strategy was developed in partnership with the nationally renowned consulting team Homebase. The detailed plan has four overarching goals including 1) increasing safe & affordable housing units 2) expanding access to homeless emergency response services 3) partnering to build collective solutions and 4) preventing homelessness before it begins. OHNS is working with United Way of Allen County (UWAC) to launch the plan and begin implementation. The plan belongs to the community and the plan’s success depends on the community’s embrace of the communitywide initiatives. OHNS seeks

professional marketing services to assist with a successful launch and implementation. Because the first public event will take place on February 22, proposals for services are requested are due on 2/1/2023. Work will begin immediately with the first list of deliverables needed by February 22. The additional list of deliverables will be due after February 22. To: Professional Marketing Firms From: City of Fort Wayne, Office of Housing & Neighborhood Services Project: Homelessness Strategy Marketing and Communications Due: February 1, 2023 at 5:00 PM EST Contact: James Atz, Community Development Administrator Phone: 260-427-6997 | james.atz@cityoffortwayne.org mailto:james.atz@cityoffortwayne.org \\ An Equal Opportunity Employer Your firm is invited to submit your Proposal to become eligible for a possible interview for professional services related to the City of Fort Wayne’s Office of Housing & Neighborhood Services (OHNS). Attached to this memo is a document containing the following: 1. Proposal Requirements 2. Schedule of Activities 3. Scope of Work 4. Evaluation Criteria Proposals are due no later than 5:00 pm on February 1, 2023. Proposals should be mailed, emailed or hand-delivered as follows: City of Fort Wayne - Office of Housing & Neighborhood Services C/O James Atz 200 East Berry Street, Suite 320 Fort Wayne IN 46802 james.atz@cityoffortwayne.org Proposal Requirements Proposal Content The proposal should include the following: 1. Provide a description of the Consultant’s background, qualifications and experience, and the background and qualification of the staff to be assigned to the project; 2. Provide at least three (3) references within the last two years of past clients with similar Scope of Services conducted; 3. Provide the timing and schedule of work to be performed, with a completion date for this project; and 4. Provide a detailed fee schedule to complete the scope of work, as described within this RFP and the hourly rates of the people that will work on the project. 5. The proposal shall also provide the following information: name, title, address and telephone number of individuals with authority to negotiate and bind the proposer contractually, and who may be contacted during the period of proposal evaluation. mailto:james.atz@cityoffortwayne.org \\ An Equal Opportunity Employer Schedule of Activities Anticipated Schedule of Events Activity Date Proposals Due February 1, 2023 Review and Evaluation of Proposals February 2, 2023 Issue Notice of Award/Sign Contracts February 3, 2023 Select Firm February 3, 2023 Public Release of Plan February 22, 2023 Scope of Work Please provide quotes for the following deliverables due prior to the February 22nd Plan Release 1) An Everyone Home logo and color palette. This logo will not need extensive research or focus groups. The marketing team would only need to hold one meeting with OHNS and UWAC staff to determine logo needs; a final logo would need to be approved only by the director of OHNS. The color palette can be simple but should be complementary to the City of Fort Wayne’s and United Way’s colors. 2) Everyone Home PowerPoint Slide. Utilizing developed logo and color palette, the marketing firm shall develop PowerPoint templates. 3) A simple website. A domain (perhaps EveryoneHomeFW.org) needs to be purchased and a homepage built prior to February 22. The homepage should have the pdf of the plan available for downloading and a place for individuals to sign up to receive updates on implementation of the plan. Staff should have access to the website for editing of content. Additional website requirements listed in deliverables due after February 22nd. A list of websites that have provided guidance and inspiration of this project are provided below. 4) A professionally designed executive summary. This would be a 3-4 page summary of the Everyone Home plan with information about existing conditions and services, as well as, information about the strategies to help alleviate and prevent homelessness. OHNS and United Way staff will identify which key data points should be illustrated and what strategies should be highlighted. Additional executive summary documents listed in deliverables due after February 22nd. Please provide quotes for the following deliverables due after the February 22nd Plan Release 1) Website Expansion. Following the February 22nd public plan release, the website will need to be expanded to include pages such as about us, a dashboard to measure progress, a list of resources for individuals facing homelessness and more. It is anticipated that the site will consist of not more than 25 pages. \\ An Equal Opportunity Employer 2) Website Maintenance. Proposal will provide a pay scale for ongoing website maintenance and support after the launch of the website. Maintenance and support to include updating content, website security, and adding new enhancements or features to the website outside of the general editing of content access made available for local staff. 3) Additional Executive Summaries. Additional elements of the community’s plan will require the development of summary materials that can be easily understood for a variety of audiences, such as developers, landlords, non-profits and more. 4) Design and Fabrication of Banners. Stage materials/props to draw attention during public events and community event booths. 5) Business Cards. Design and printing of business cards that can easily be distributed to members of the community. 6) Testimonial Videos. Community members with lived experience are a vital resource to the success of the community’s plan. The scripting, recording, and editing of testimonial videos for no more than six (6) videos are includes in this proposal. An effective video length to be determined by the selected marketing firm. OHNS and UWAC will be responsible for identifying and coordinating the participation of citizens with lived experience. 7) Social Media Sample Posts. Graphic design and content production of materials for social media that increase public awareness of the issue of homelessness in Fort Wayne and actions being taken to reduce and/or prevent homelessness. Request for Proposals – Evaluation Criteria Evaluation Criteria Applications will be evaluated based on the following evaluation factors: Evaluation Criteria Maximum Points Relevant professional experience working with: • non-profits • branding of newly created initiatives • transforming data intensive content into consumable content for a general audience Evidence of applicant’s ability to perform work includes: • key staff resumes • access to firm’s portfolio 50 Points \\ An Equal Opportunity Employer Project Schedule – capability and capacity to provide service in a timely manner Provide a detailed proposed project schedule. 30 Points Cost of Service – applicant shall include all labor, administrative expenses, travel expenses, billing schedule, equipment, materials and overhead necessary to perform work under the terms and conditions of this RFP. For deliverables that are more accurately quotes as a cost per hour, include an estimated number of hours for completion 20 Points Total Points 100 Points Websites of Other Homelessness Strategic Community-Wide Initiatives The websites listed below have provided inspiration throughout the City’s planning process and homelessness strategy marketing and communications proposal process. Everyonehome.org https://everyonehomedc.org/ https://aceh.org/anchored-home/ https://homeless.lacounty.gov/ http://www.thehomelessplan.org/ https://www.imperialvalleycontinuumofcare.org/ https://everyonehome.org/ https://everyonehomedc.org/ https://aceh.org/anchored-home/ https://homeless.lacounty.gov/ http://www.thehomelessplan.org/ https://www.imperialvalleycontinuumofcare.org/