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Request for Qualifications:
General PR/Communication Services

INTRODUCTION

 

The Whitefish Fire Service Area, WFSA, is a local government entity established to provide fire protection for an unincorporated area outside of the City of Whitefish as set by the Flathead County Commissioners’ Resolution No. 745A and authorized by Montana State Law Title 7, Chapter 33, Part 24 - Fire Service Areas.  Currently, the WFSA contracts with the City of Whitefish for fire protection.  The Whitefish Fire Department operates out of Station 21 located within the City of Whitefish at 275 Flathead Avenue and Station 22 located in the WFSA at 1345 Hodgson Road.

 

The WFSA is soliciting proposals for general PR and Communication services to distribute and inform the members of the WFSA about policy changes, areas for public input, financial changes, and long-term plans. The WFSA Board of Trustees envisions this including public meetings, press releases, written content, digital communication, print communication, and more.

 

The services provided by PR/Communication professionals are considered professional services and the selection of a PR/Communication firm for professional services is made at the discretion of the WFSA Board of Trustees. The WFSA Board of Trustees reserves the right to refuse and reject any or all qualifications and to waive any and all formalities or technicalities, or to accept the firm who WFSA Board of Trustees, in their sole discretion, determine to be the best qualified to provide the services at a reasonable and acceptable expense. The WFSA Board of Trustees may determine to take no action and reserves the right to do so.  Qualifications submitted after the deadline date and time will not be accepted.

 

This RFQ is not a contract or a commitment of any kind. If this RFQ results in a contract offer by the WFSA Board of Trustees, the specific scope of work, associated fees, and other contractual matters will be determined during contract negotiations.

 

The WFSA Board of Trustees will not be responsible for the costs incurred by anyone in the submission to this RFQ.

SUBMISSION TIME AND DATE

Responses to this RFQ may be submitted via regular mail or email.

 

If responding by regular mail, please place the words General Communication Services in the lower left corner of the envelope and address it to:

                     Whitefish Fire Service Area Board of Trustees

                     PO Box 1311

                     Whitefish, Montana 59937

 

If responding by email, please place the words General Communication Services in the subject line and send to:

                    communicationRFQ@whitefishfireservicearea.com

 

These RFQ responses will be opened during the regular monthly meetings of the WFSA Board of Trustees, which occur at 6:00pm on the third Tuesday of every month.

 

Deadline for submission is May 15, 2023.

SUBMISSION REQUIREMENTS

 

When responding to this RFQ please include the information below and any supporting documents necessary for a complete response.

Firm’s Information

  • Firm name, address, phone number

  • Primary contact’s name and email address

  • Years firm has been in business

  • Description of the firm’s philosophy

  • Firm’s focus and services routinely provided

Firm’s Capacity

  • Resumes of staff to be assigned to the project

  • List of any subcontractors, if any, to be used

Firm’s Experience

  • Examples of successfully completed projects by the firm

  • Three (3) references from past clients

Firm’s Fee Schedule

  • An hourly fee schedule

  • Anticipated permit fees and expenses

GUIDELINES FOR EVALUATING THE RFQ (PER MCA § 18-8-204)

 

The WFSA will select finalists considered most qualified to proceed with the proposed project using the following criteria and weighted scoring:

Related experience on recent, similar projects (provide contact info for 3):
30%
The qualifications of professional personnel to be assigned to the project:
25%
Demonstrated capability to meet time and project budget requirements on previous projects:
25%
Present and projected workloads:
10%
Location:
10%
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