CONTRACTOR SERVICES FOR PUBLIC RELATIONS, COMMUNICATIONS, AND OUTREACH

LANE ELECTRIC COOPERATIVE CONTRACTOR SERVICES FOR PUBLIC RELATIONS, COMMUNICATIONS, AND OUTREACH Proposals due: October 13, 2021 @ 5:00 pm REQUEST FOR PROPOSALS Lane Electric Cooperative (LANE ELECTRIC) is accepting sealed competitive proposals from qualified contractors to provide Public Relations, Communications, and Outreach services. These services shall be performed in accordance with all applicable local, State, and Federal laws, regulations, executive orders, and requirements of the Federal Emergency Management Agency (FEMA). For information concerning this Request for Proposal (RFP), please contact Debi Wilson, General Manager, debi.wilson@laneelectric.com; (541) 484-1151. LANE ELECTRIC reserves the right to negotiate with any or all Respondents submitting qualifications. Small and minority businesses, women’s business enterprises, and labor surplus area firms are encouraged to submit qualifications, and firms using subcontractors must solicit such firms in the subcontracting process. EQUAL EMPLOYMENT OPPORTUNITY: LANE ELECTRIC and any of its covered subcontractors shall abide by the Equal Employment Opportunity Clause in Section 202 of Executive Order 11246, as amended, and the implementing rules and regulation of the Office of Federal Contract Compliance including the requirements of 41 CFR Sections 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals on the basis of protected veteran status or disability, prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin, and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability. Likewise, when applicable, LANE ELECTRIC and/or its covered subcontractors agree to comply with the provisions of 29 CFR Part 471, Appendix A to Subpart A. 1. INTENT: LANE ELECTRIC is seeking proposals from qualified contractors to assist with conducting a Wildfire Public Education Campaign, assist with facilitation of town hall meetings, and provide on-call communications and outreach services. The objective of the RFP is to secure the services of an experienced contractor who is capable of leading public outreach and education efforts around wildfire safety including the concept of Public Safety Power Shutoff events. The successful proposer must be capable of assembling, directing, and managing a work force that can successfully execute a public outreach and education campaign according to all applicable rules and regulations. Please follow the instructions in the RFP Response Requirements section. The executed contract will meet all rules for Federal grants, as provided for in Title 44 Code of Federal Regulations and 2CFR 200.317 through 200.326 and Appendix II. The successful Respondent will be awarded a contract effective from the date of award or notice to proceed as determined by LANE ELECTRIC. 2. PROJECT SUMMARY: A. Introduction: Lane Electric Cooperative (LANE ELECTRIC) is a member-owned cooperative that provides electric service to patrons in a portion of Lane County Oregon. LANE ELECTRIC has 13,000 account holders including residential, commercial, and government members. A portion of LANE ELECTRIC’s service territory was impacted by Wildfires (DR-4562-OR) beginning on September 7, 2020. The effect of the wildfire was significant, causing widespread damage to homes, businesses, core infrastructure, and other property. To educate members about wildfire safety, prevent and mitigate against future fire events, and assist with response to future events, LANE ELECTRIC requires the work described in this RFP. B. Work under this contract will include the following: Public Education and Communications Plan 1. Develop and execute a comprehensive three-year public outreach and communication plan to educate LANE ELECTRIC’s members about wildfire safety including prevention, mitigation, and Public Safety Power Shutoffs. The plan will include, but is not limited to, the following: a. Community messaging program including regularly scheduled activities and creative ideas for ongoing communication b. Digital and social media campaign and web-based communication c. Traditional media campaign including print ads, radio, and direct mail 2. For each item in the public outreach and communication plan, the Consultant will develop a detailed implementation strategy that will include: a. Responsible parties b. External stakeholders c. Timelines d. Communication techniques e. Estimated budget f. Funding source(s) g. Measurable targets and goals 3. Create Marketing Materials and Graphics a. Program messaging/talking points b. Informational brochures c. Infographics d. Social media posts e. Other materials as recommended (billboards, event materials, etc.) Wildfire Mitigation Plan Outreach 1. Assist in the preparation for and facilitation of four (4) district Town Hall meetings with LANE ELECTRIC members and stakeholders to discuss wildfire mitigation planning efforts. 2. Post draft wildfire mitigation plan to LANE ELECTRIC’S website and assist in the collection of public comments on the plan. *Note: Respondent is not responsible for drafting wildfire mitigation plan. On-Call Communications and Public Relations 1. Develop public service announcements for disaster preparedness, response, and recovery for future incidents and emergencies that impact LANE ELECTRIC’s service territory. 2. Serve as the Public Information Officer for future incidents and emergencies. Coordinate with LANE ELECTRIC staff and external stakeholders. Any subcontracts issued under this contract must comply with the necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible, in accordance with 2 CFR 200.321. Note: The use of any Contractor, or Sub-Contractor, that has been declared debarred by the Office of Federal Contract Compliance Programs (OFCCP) is prohibited. A complete list of federally disbarred contractors can be found at www.sam.gov. It shall be the sole responsibility of the selected Respondent to ensure that any subcontractor(s) or subconsultant(s) are in good standing with the OFCCP and not on the debarment list. 3. RFP RESPONSE REQUIREMENTS: A. Preparation and Format: Proposals should be prepared in a clear and concise manner to meet the requirements of the RFP. Proposals must be signed by an authorized representative or contracting agent of the Respondent. The Respondent shall include a cover letter with the name, address, phone number, and email address of the person or firm submitting the proposal. Provide the name of the project manager/ primary contact person and person authorized to contract for the firm. Qualifications and Experience 1. List in detail previous 10 years’ experience of relevant public relations, communications, and outreach projects completed that are similar to the size and scope of this RFP. 2. List key individual(s) who will be working on this project and a summary of their qualifications and experience. Provide resumes for all key individuals. 3. Describe the benefits that LANE ELECTRIC will realize in selecting the Respondent for this project. Benefits may include unique or specialized processes or organization, staff qualifications, capabilities, specialized experience, best practices, or other factors that distinguish the Respondent from other potential bidders. 4. Provide at least three (3) references for which the Respondent has performed similar services within the last three (3) years. Approach 1. Provide a detailed description of how the Respondent intends to provide the services requested in this RFP including a draft timeline for plan development and execution. 2. Describe Respondent’s current workload and ability to provide the services requested under this RFP in a timely manner. Cost Respondent shall submit a firm fixed-price cost proposal inclusive of labor, materials, and other direct costs to complete the Public Education and Communications Plan and Wildfire Mitigation Plan Outreach. Respondent shall also submit hourly Labor Rates for on-call communications and public relations services. B. Proposal Delivery: LANE ELECTRIC will receive sealed proposals at the location stated below until 5:00 p.m. on October 13, 2021. Submittals received after this deadline will not be considered. Proposals may be submitted in hardcopy or electronically. For hardcopy submission, two (2) copies of the proposal may be delivered to LANE ELECTRIC in a sealed package, clearly marked on the outside RFP COMMUNICATIONS AND OUTREACH and addressed to: Lane Electric Cooperative Attn: Debi Wilson RFP COMMUNICATIONS AND OUTREACH 787 Bailey Hill Road Eugene, OR 97402 Email submittals should be sent to debi.wilson@laneelectric.com. 4. INSURANCE, BONDING AND FINANCIAL STABILITY: A. If requested by LANE ELECTRIC during a contract negotiation phase, Respondent must be able to provide information substantiating the Respondent’s credit worthiness, assets and exposures, bonding capabilities, and any litigation in the past five years which is related to the services that Respondent provides in the regular course of business. LANE ELECTRIC desires a certain level of confidence that the selected Respondent is operating a highly sustainable business. B. If awarded the contract solicited by this RFP, the selected Respondent will be required to provide LANE ELECTRIC a Certificate of Insurance naming Lane Electric Cooperative as additional insured. LANE ELECTRIC will also require an (actual) Additional Insured Endorsement and Waiver of Subrogation on the General Liability and Auto and a Waiver on the Workmen’s Comp. The Workmen’s Comp should indicate if the state of Oregon is included in its coverage. We will accept a Blanket Additional Insured Endorsement and Waiver of Subrogation. Please make sure to reference the policy number listed on the Certificate of Insurance. LANE ELECTRIC will require all insurance documentation before an issuance of a final purchase order. The certificate should include the following coverage’s and/or requirements: i. Commercial General Liability – The contractor shall provide coverage for all operations including, but not limited to Contractual, Products and Completed Operations, and Personal Injury. The limits shall be not less than $5,000,000.00, per occurrence, Combined Single Limits (CSL) or its equivalent. The General Aggregate limit shall either apply separately to this Contract or shall be at least twice the required occurrence limit. Lane Electric Cooperative should be named as an ADDITIONAL INSURED. Along with an actual additional insured endorsement and waiver of subrogation in favor of LANE ELECTRIC. ii. Automotive Liability including Owned, Non-owned and Hired Vehicles: Minimum Limits-Bodily Injury $5,000,000 each person, $5,000,000 each occurrence, and property damage $5,000,000 each occurrence. Lane Electric Cooperative should be named as ADDITIONAL INSURED on the auto policy. Along with an actual additional insured endorsement and waiver of subrogation in favor of LANE ELECTRIC. iii. Worker’s Compensation Statutory limits for State(s) in which work is to be performed along with Employers’ Liability of $1,000,000 each accident. If work is to be performed on LANE ELECTRIC’s premises, located in Oregon, please provide evidence of workmen’s compensation coverage in the state of Oregon. iv. Said certificate must set forth the name of insurer, policy number, expiration date, limits of liability and at least (10) days written notice to LANE ELECTRIC of cancellation. All policies should be written by responsible insurance companies with an A M Best rating of A-VIII. 5. TERMS AND CONDITIONS: LANE ELECTRIC reserves the right to negotiate and revise stated contract terms and conditions prior to the Respondent and LANE ELECTRIC executing an agreement. LANE ELECTRIC reserves the right to negotiate terms as needed to improve elements of the proposal to best meet the needs of LANE ELECTRIC, including cost. The selected Respondent shall be subject to removal, with or without cause, at any time during the term of the contract. The services provided under this contract should be eligible for reimbursement as a direct administrative cost (reference Disaster Assistance Policy DAP9525.9, Section 324 Management Costs and Direct Administrative Costs and Recovery Policy 9525.14, Grantee Administrative Costs). To maximize LANE ELECTRIC’s ability to recover the cost of services provided under this contract, the Respondent shall track time on a project by project basis. Invoices submitted to LANE ELECTRIC for payment must reflect this project by project breakdown and must provide sufficient backup documentation to ensure reimbursement eligibility. 6. EVALUATION CRITERIA: Firm Qualifications: 20 Experience of Key Personnel: 20 Approach: 30 Availability: 10 Pricing: 20 TOTAL: 100 7. RFP TIMELINE: RFP Release: October 1, 2021 Proposal Submission Deadline: October 13, 2021 Anticipated Contract Award: October 25, 2021 Published October 1, 2021. BT217599

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