Proposals submittal deadline is 5:00 pm CST on April 19, 2024
The original RFP Document remains in full force and effect, except as modified by this Addendum, which is hereby made part of the RFP. Potential vendors shall take this Addendum into consideration when preparing and submitting its Proposal.
Purpose
The purpose of this Request for Proposal (RFP) is to identify the vendor or vendors to support HACIA’s strategic communications, public relations, website redesign, membership marketing campaign, and priorities. Founded in 1979, the Hispanic American Construction Industry Association (HACIA) is a construction trade organization, and our mission is to advocate for its members, build member capacity, and facilitate access to a broad network of diverse professionals and industry leaders. HACIA has a proven track record of catering to the needs of minority, women and veteran-owned businesses in construction and related professional services through three focus areas: advocacy, programming, and membership. Our desired partner or partners will have the experience and the capacity to provide strategic communication guidance and direction, position HACIA and its’s leadership as thought leaders, and lead the re-design of HACIA’s website to meet the needs of the industry today.
The selected vendor or vendors will lead HACIA’s public relations efforts and communication efforts to maximize the impact and influence HACIA can make based on its areas of expertise. The selected vendor or vendors must be skilled in providing public relations insight and message development, lead in campaign vision, strategy, execution, marketing, as well as identifying opportunities for HACIA to partake and lead conversations.
Lastly, the agency selected will lead HACIA’s website redesign. HACIA’s current website, hosted in WordPress. The outcome of the redesign should facilitate content delivery, to include facilitating views on mobile devices, and will support HACIA’s communications strategy. The goal is to increase HACIA’s visibility and messaging and create a user-friendly and pleasant experience for our stakeholders including members, program participants, current and potential funders, and the other visitors to the site.
Objective
Responsibilities will include the below objectives:
Communications Strategy
Build engagement, trust, and advocacy through strategic communications.
Communicate HACIA’s advocacy efforts to elected officials and the masses.
Identify industry trends to help shape our messaging.
Develop communications strategies to support HACIA’s workforce and business capacity programs and initiatives and promote the ways in which HACIA is changing the future of construction.
Strong experience with communications strategy, positioning people and organizations as industry experts and thought leaders.
Agency must be able to react quickly to tight turnarounds.
Public Relations
Tell the story of HACIA’s advocacy, programs, membership, successes and opportunities to various media platforms locally, statewide, and nationally.
Ensure awareness, understanding, and support of HACIA’s work to change the future of construction.
Elevate HACIA’s leadership as thought leaders in construction-related matters that impact minorities.
Enhance the credibility of the organization in its effectiveness to lead advocacy and programmatic efforts in diversity and inclusion and to collaborate with diverse groups.
Strengthen local and state-wide public relations efforts to assist in attracting additional partners.
Increase HACIA’s visibility nationally.
Position HACIA as an ambassador for inclusivity and increased participation of minorities, women and veterans in the construction ecosystem.
Strong experience with communications strategy, positioning people and organizations as industry experts and thought leaders.
Agency must be able to react quickly to tight turnarounds.
Website Redesign
Recommendation for a new host platform, if necessary (currently in WordPress).
New website layout to be visually pleasing and easy to navigate, to include persons with disabilities.
Follow HACIA’s branding guidelines.
Integrate with HACIA’s other technologies (HACIA SEF website, YM Membership platform, program enrollment, etc.).
Experience with website design, and visual layout that matches the organization’s branding guidelines and tone.
Membership Marketing Campaign
Launch a Membership Marketing Campaign in efforts to inform, recruit, enhance engagement and boost our reputation.
Follow HACIA’s branding guidelines.
Share the same look, feel and tone HACIA utilizes in its Communications Strategy, Public Relations and Website Redesign.
Brand management: Ability to drive brand consistency with appropriate localized nuances across markets.
Agency must be able to react quickly to tight turnarounds.
Proven construction industry, or related field, experience.
Budget
Applicant must submit an appropriate and realistic budget, outlining each of the duties.
Scope of Work
Communications & Public Relations Services
The selected vendor will execute the following in a phased approach in accordance with HACIA’s desired timelines and milestones:
Create and implement a comprehensive communications strategy & public relations plan that meets HACIA’s previously stated objectives. Additional deliverables include but are not limited to:
Identifying executive speaking opportunities and thought leadership positioning.
Relationship building and meetings (virtual, in-person) as needed.
Develop and maintain a media list for press releases and other media distribution.
Proactively identify opportunities to share HACIA’s work.
Collectively work with HACIA’s leadership team, marketing and other consultants on any issues surrounding advocacy, public policy. etc.
Develop and implement a crisis communication plan to support HACIA as part of HACIA’s communications strategy.
Develop a media kit for HACIA’s advocacy, membership and programming, as needed.
Draft press releases, messaging documents, talking points, FAQs, etc.
Monitor news coverage or mentions of HACIA and escalate issues that may cause a negative light to HACIA.
Provide guidance on PR and media response.
Provide Media training for senior staff, as needed. Training for Spanish-speaking opportunities is a plus.
Web Re-design
The selected vendor will execute the following, in addition to the objectives stated above and in accordance with HACIA’s desired timelines and milestones:
Create and implement a comprehensive communications strategy & public relations plan that meets HACIA’s previously stated objectives.
Additional deliverables include but are not limited to:
Recommendation of a host platform outside of WordPress, in case a transition is necessary.
Redesign the website with a new and consistent look and feel, following HACIA branding guidelines, color schemes and graphic elements that unify the website based on collaboration with staff.
Redesign must keep an optimal viewing experience in mind and should work with mobile and tablet browsers. This should be easy to read and navigate and minimize resizing and panning by the end user.
Redesign should include a Giving Page to showcase reasons to donate to HACIA and a page dedicated to HACIA’s Advocacy efforts.
HACIA to own copyrights on all aspects of the site.
Ownership of host account to be made to HACIA contact.
Website should display correctly in all major browsers (Google Chrome, Firefox, Bing, etc.)
Improve the information architecture that supports easy navigation of the site, with the goal of encouraging visitors to return.
Analyze and recommend improvements on how pages, documents and image libraries will be organized, updated and maintained to handle future growth, including new content and/or additional sub-sites.
Search Engine Optimization (SEO). Optimize search function for each page.
Update and implement website technology management policy and best practices that maximize utility of web metrics.
Identify and formalize use of web social networking tools.
Identify and formalize acceptable website content and links to outside resource.
Membership Marketing Campaign
The selected vendor will execute the following:
Design and create HACIA’s membership collateral that meets HACIA’s previously stated objectives, in addition to the following:
Design and create: HACIA membership folder and folder inserts.
Welcome Letter
HACIA History & Mission/Vision
Membership Benefits
Membership Levels
Membership Committees
Advocacy
Signature Capacity & Workforce Programs
Board of Directors
Staff
Foundation (501c3) Info
Design and Create various template
Eblast Templates to recruit new members
Monthly New Member Welcome post/graphic on eblast and social media
Project Highlight Graphic (Members only)
Member Spotlights or success stories
Membership Certificate – required on Word Format
Powerpoint presentation template following HACIA’s branding guidelines
Other Design collateral as needed that follows HACIA’s guidelines
Account Administration & Overhead
When applicable, the following administrative requirements will apply.
Provide written weekly, monthly, quarterly, annual and campaign-specific reports to show status and/or results as compared to goals.
Develop a strength, weaknesses, opportunities & threats (SWOT) analysis for key initiatives and campaigns.
Provide detailed and appropriate receipts for all expenses related to billable services and out-of-pocket purchases. This documentation shall be submitted monthly along with monthly invoice and report and will be subject to audit.
Store and maintain an adequate inventory of HACIA collateral and promotional items, the selection of which meet all requirements as established by HACIA.
Delivery
Timeline
RFP Issued: 3/26/2024
Questions due by: 4/1/2024 by 5:00 PM CST
Proposals due: 4/19/2024 by 5:00 PM CST
Marketing Campaign and Website Redesign Projected Completed: 6/28/2024
Communications and Public Relations Phase 1 Completion: 6/28/2024
*Selected vendor and HACIA will agree on what services can be delivered by 6/28/2024 with an option to renew for the following fiscal year.
Evaluation and Selection
Evaluation Process
HACIA will establish a committee to evaluate and rate all proposals based on the criteria prescribed in Attachment 1.
All proposers seeking clarification of this RFP must submit questions in writing to HACIA, no later than March 29, 2024 (due by 5:00 PM, CST), and sent by email to HACIA_RFP@haciaworks.org
Conflict of Interest
Vendor must disclose and provide details of any actual, potential or perceived conflict(s) of interest. Failure to properly and timely disclose any such conflict of interest shall result in immediate termination of the vendor and the selection of a substitute vendor.
Personnel/Management
For all individuals assigned to this account, please provide an organizational chart of proposed staffing and information on each team member that includes:
Overall experience
Current resumes/biographies demonstrating qualifications related to this RFP
Length of time with agency
Subcontractors
Organizations applying to this must identify all proposed subcontractors for work, document the portions of service that will be performed by subcontractors and their ability to perform the work.
Basis for Contract Award
A contract will be awarded to the organization/organizations whose proposal is determined to be the most beneficial to HACIA, considering the criteria in this RFP and timeframe to deliver scope of work.
Post Selection
Upon completing the selection process under this RFP, HACIA will notify the winning candidate and all other candidates who were not selected. HACIA’s evaluations of proposals are confidential, so HACIA cannot respond to any questions and/or requests for information as to why a company was not selected.
Application Deliverables
Please submit your responses in electronic format. All proposals should include a clear, concise narrative. Proposal format is open to presentation style, but must include the following information:
Executive Summary
Information demonstrating the vendor’s organizational capability to successfully perform the scope of work
Two to three examples of previous work that aligns with the objectives and deliverables of this RFP
A current list of clients
2-3 references to include projects completed for each reference
A timeline for the marketing campaign and website redesign
A budget
For Communications and Public Relations: Please provide a one-year budget based on scope of work deliverables and the firm’s ability to deliver based on April 2024-April 2025 timeframe. Please note: budget should reflect what the firm is able to accomplish April –June 28, 2024 (phase 1).
Proposal Evaluation Criteria
The evaluation committee will judge each written proposal based on the following criteria:
CRITERIA
MAX POINTS
TOTAL
1. Overall Experience of the Vendor: Evaluation will include an assessment of such items as history of vendor or professional experience, as it relates to the requirements within this RFP.
15
2 Scope of Work: An assessment of the quality of proposed strategies, creativity, detail of plan, and related items.
20
3. Familiarity with HACIA: An assessment of the vendor’s understanding of HACIA and how it incorporated this knowledge into the proposal, and related items.
10
4. Qualifications of Personnel: An assessment of the qualifications and experience of managerial team, staff, and subcontractors and related personnel.
10
5. Capabilities: Evaluation will include an assessment of past performance related to developing effective strategic counsel, communications plans, messaging, graphics and/or web design etc.
15
6. Cost Effectiveness: An assessment of whether the proposed budget is reasonable and appropriate and if the proposed services are cost effective in relation to the fees charged and value of overall project.
15
7.Diverse Business Utilization: An evaluation of whether the vendor is certified as minority, women, veteran, or disadvantaged business enterprise or its plan to utilize diverse businesses.
