Public Relations Services RFP

17 November 2022 Public Relations Services RFP This Sourcing Event is for Public Relations Consulting and other related Services. 17 November 2022 Open 11/17/2022 12:00 PM EST Type Request for Proposal Close 12/16/2022 5:00 PM EST Number RFP# UVA-00070-DS112022 Currency US Dollar 17 November 2022 Contacts Devon Stribling dts6c@virginia.edu 17 November 2022 Commodity Codes Commodity Code Description Services services 17 November 202217 November 202217 November 202217 November 202217 November 202217 November 202217 November 2022 mailto:dts6c@virginia.edu The Rector and Visitors of the University of Virginia (the “University”) seeks proposals from qualified Firms to provide Public Relations Services (the “Services”) for the University on an as-need-basis. From FY20 to FY22, The University has spent approximately $3 million on Public Relations Services. Further, from FY20 to

FY22, the Virginia Association of State College & University Purchasing Professionals (VASCUPP) Member Institutions utilizing cooperative contracting for Public Relations Services have spent approximately $16 million. For ease of reference, each Firm or individual receiving this Request for Proposal (“RFP”) is referred to as a “Firm”, and each Firm or individual selected to provide services for the University will be referred to as a “Selected Firm”. This RFP states the instructions for submitting proposals and the procedure and criteria by which a Firm may be selected. The University intends to select multiple Firms for an award and establish those Firms as “Contract Vendors” who are pre-qualified to provide Services to the University on an as-need-basis. Please note that becoming a Selected Firm/Contract Vendor does not guarantee that the University will request any Services during the agreement period. In addition, the Selected Firms may be asked to provide Services to entities outside of the University (other colleges, state agencies, etc.) without going through another RFP process due to cooperative language contained in this RFP (See Agreement Attachment 1, Provision T, ‘Cooperative Procurement / Use of Agreement by Third Parties’). Description Required to View Event Prerequisites Required to Enter Bid 17 November 2022 1. University Background Information 2. Communications with the University 3. Virginia Freedom of Information Act (FOIA) 4. eVA Registration 5. Cooperative Purchasing 6. Basis of Selection 7. Contents of the Proposal 17 November 202217 November 202217 November 202217 November 202217 November 2022 Buyer Attachments 1. Public Relations Services (RFP # UVA-00070-DS112022).pdf 2. TEMPLATE Firm Name - Award Agreement.docx 3. TEMPLATE Firm Name - Contractual Provisions Addendum.docx 4. TEMPLATE Firm Name - Data Protection Addendum.docx 17 November 202217 November 202217 November 202217 November 2022 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTAyNDYxLTEzNDMzMjAxMDlQdWJsaWMgUmVsYXRpb25zIFNlcnZpY2VzIChSRlAgIyBVVkEtMDAwNzAtRFMxMTIwMjIpLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTAyNDYxLTEzNDMzMTk4MjdURU1QTEFURSBGaXJtIE5hbWUgLSBBd2FyZCBBZ3JlZW1lbnQuZG9jeA%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTAyNDYxLTEzNDMzMjA0MDJURU1QTEFURSBGaXJtIE5hbWUgLSBDb250cmFjdHVhbCBQcm92aXNpb25zIEFkZGVuZHVtLmRvY3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTAyNDYxLTEzNDMzMjAyNTRURU1QTEFURSBGaXJtIE5hbWUgLSBEYXRhIFByb3RlY3Rpb24gQWRkZW5kdW0uZG9jeA%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1: Firm Information Instructions: 1.1 Note the Firm’s legal name and address. 1.2 Give a brief history of the Firm, including the number of years it has been in business. 1.3 Provide the name, phone number, and email address of the Firm’s primary point of contact during the RFP process. Group 2: References / Experience Instructions: 2.1 Describe the approach and specific capabilities that uniquely qualify the Firm for the Services requested. Provide samples and/or references in which similar Services have been provided, including, where possible, for higher education and/or non-profit clients. Include the name of the Firm, the year the project was implemented, the complete mailing address, and the name, telephone number, and email address of the contact person. 2.2 Provide the names and brief résumés of the service team who would be assigned to work on the University account (including senior leadership, account managers, and any others who would actively work on the account). When providing this information, please also identify the individual(s) within the Firm who will have overall responsibility for the University account, the office in which each account team member is located, and how they fit into the organization of the Firm as a whole. 2.3 Note any known or perceived actual or potential conflicts of interest with the University, its board of directors, officers, employees, or contracted vendors of other services, as well as the University’s subsidiaries, programs, or affiliates. Group 3: Contractual Instructions: 3.1 Complete the document contained in RFP Attachment A, Award Agreement, by filling in the signature block area, signing it, and returning the entire attachment as a separate document (name the document “Firm Name – Award Agreement”). If a Firm is selected for an award as a result of this RFP, this document will be countersigned by the University and returned to the Selected Firm. The fully executed agreement will include Contractual Provisions, Sample Statement of Work (SOW), and Services and Fee Structure / Pricing Methodology as Agreement Attachments. Please note, that signing and returning the document does not guarantee a Firm will be selected for an award. 3.2 This solicitation and any subsequent award are subject to the University’s Contractual Provisions contained within Agreement Attachment 1. If a Firm has any modifications to any of the Contractual Provisions, it must submit a separate document with its proposal titled “Firm Name - Contractual Provisions Addendum” with the proposed modifications listed/numbered to correspond with how they are listed in this RFP. This document must be a Word document. The University reserves the right to accept, reject, or edit the proposed modifications. Please be advised that any requested modification to the Contractual Provisions could delay and/or impact an award to a Firm. If the Firm does not submit a separate addendum, then the proposal from the Firm will automatically be deemed to include/accept the University’s Contractual Provisions. 3.3 State the Firm’s agreement to register as a vendor and receive payments via PaymentWorks, the University of Virginia’s current supplier registration system. 3.4 Complete the document contained in Agreement Attachment 2, Data Protection Addendum, by filling in the signature block area, signing it, and returning the entire attachment as a separate document (name the document “Firm Name – Data Protection Addendum”). 3.5 State the Firm’s agreement to comply with the University’s Information Compliance andSecurity Team and complete a Vendor Risk Assessment as needed. Group 4: Goods and/or Services Instructions: 4.1 Provide a statement that the Firm (a) agrees to use the Sample Statement of Work (SOW) template shown in Agreement Attachment 3 or something very similar when services are requested by the University, and (b) agrees that a signature will not be required by the University on the SOW. The purpose of this is to preclude having new terms and conditions introduced in a SOW that go against the terms and conditions contained in a Selected Firm’s Award Agreement. Return a proposed template that will be used on all orders as a separate document (name the document “Firm Name – Sample Statement of Work”). 17 November 202217 November 202217 November 2022 4.2 Provide the total amount of annual sales, if any, the Firm has with each VASCUPP Member Institution. A list of Member Institutions can be found on the VASCUPP site (https://vascupp.org/members). Group 5: Fees / Pricing Instructions: 5.1 Using Agreement Attachment 4, Services and Fee Structure / Pricing Methodology, provide the Firm’s proposed fees/rates for requested Services. The rates provided will be the maximum rates that a Selected Firm will be able to charge during the first two years of any resulting Agreement. Thereafter, a Selected Firm will be able to alter its Service fees/rates, only by signing an official amendment to the Award Agreement into full effect with the University. The fee structure should include all aspects of the Firm’s operation including labor, overhead, travel expense reimbursements, and other expenses. Please detail if invoicing will be on a per-project basis, if it will be calculated at an hourly rate, or if both methods may be utilized depending on the scope of the project. Return as a separate document (name the document “Firm Name – Pricing”). Group 6: Small, Women-owned, Minority-owned and Disabled Veteran-owned (SWaM) Business Instructions: 6.1 Specify whether the Firm is a SWaM. Firms can only be considered Small, Women-owned or Minority-owned Business Enterprises if certified by SBSD. No SWaM Firm is required to certify under this program and no SWaM Firm will be excluded from doing business with the Commonwealth because of its failure to certify as a SWaM Firm. 6.2 Are you certified in the Commonwealth of Virginia as a SWaM firm through the Virginia Department of Small Business & Supplier Diversity (SBSD)? 6.3 What SWaM category? 6.4 What is your SWaM certification number? 6.5 If your firm is not a certified SWaM firm, describe the firm’s partnering relationships with SWaM firms and how it plans to support the University’s goal to increase SWaM business Group 7: Contract Comments Instructions: 7.1 Specify any assumptions the Firm is making in this proposal and provide any other information which the University should consider in evaluating the Firm's proposal. 17 November 202217 November 202217 November 2022