Request For Proposals Are Invited For Media Relations Consultant The Elizabeth Glaser Pediatric Aids Foundation Egpaf A Non Profit Organization Is The World Leader In The Fight To Eliminate Pediatric Aids Our Mission Is To Prevent Pediatric Hiv Infection And To Eliminate Pediatric Aids Through Research Advocacy And Prevention And Treatment Programs For More Information Please Visit Http Www Pedaids Org BackgroundA Time For Heroes Los Angeles Sunday October 27 2019 At Smashbox Studios Culver City Ca For 30 Years Egpaf Has Held Its Signature Family Festival And Fundraising Event A Time For Heroes In Los Angeles Ca This Event Brings Together Children And Families To Celebrate And Support Egpafs Mission To End Aids In Children Worldwide This Exclusive Family Fundraiser Will Feature A Variety Of Sports And Games Arts And Crafts Food And Drink And Musical Entertainment Combined With Opportunities For Guests To Learn About Egpafs Work Purpose Scope Of Work Egpaf Is Seeking A Media Relations Consultant To Work Closely With Its External Affairs Team To Support The Establishment Of New Media Contacts Secure Event Media Coverage And Position Egpaf As A Global Leader In The Effort To End Aids In Children The Media Relations Consultant Hereinafter Consultant Will Work With EgpafS External Affairs Team To Create A Media Strategy And Identify Appropriate Media Outlets To Meet The Goals Of The Organization For Pre Event Event And Post Event Coverage For A Time For Heroes 2019 This Will Include Pre Event Media Outreach And Calendar Listings Day Of Media Coverage And Press Line Management And Post Event Coverage Consultant DeliverablesPre EventThe Consultant Will Work With EgpafS External Affairs Team To Develop And Distribute Media Advisories Place Calendar Listings And Conduct Proactive Media Outreach To Secure Pre Event Coverage As Well As Media Attendance At The Event The Consultant Will Work With EgpafS External Affairs Team On Messaging News Hooks And In Depth Profile Media Opportunities An Outreach List Of Social Media Bloggers Tv Radio Print Etc Media Outlets Will Be Jointly Determined By The Egpaf Team And The Consultant The Goal Is To Generate Coverage Of The Event And Promote The Overall Messaging Of Egpaf Day Of Event During The Event The Consultant Will Check In All Media Attending The Event And Coordinate Any Media Interviews The Consultant Will Also Provide Support For Vip Step And Repeat And Assist EgpafS Communications Staff On Site The Consultant Will Direct And Manage Key Day Of Social Media Activities Including Facebook Live And Instagram Live As Appropriate And Coordinate With The Celebrity Relations Consultant To Encourage Celebrity Participation And Engagement On Their Own Platforms Post Event The Consultant Will Distribute An Event Press Release And Follow Up With Any Media Who Were Not Able To Attend And Field Any Additional Event Related Media Requests Post Event The Consultant Will Also Provide A Full Report Within 2 Weeks Of The Event That Includes All Media Hits Listings Articles Expressions Of Interest And Journalist Contact Information Minimum Requirements The Consultant Or Manager Of Consultant Team Must Have 10 Years Of Experience With Media Relations In The Los Angeles Area And Be Able To Show A Successful Track Record Of Media Placements For Not For Profits And Events Foundation Responsibilities Egpaf Will Work With The Consultant And Be Responsible For Overall Strategy Behind Media Involved In The Event For Photographs Stories Interviews Etc The Senior Manager Media Relations And External Engagement Will Serve As The Main Contact For The Consultant As Well As Other Key Staff Egpaf Will Host Regular Meetings With The Consultant During The Contract Period Egpaf Will Provide Final Approval On All Asks And Outreach Before Media Outreach Begins Additionally The External Affairs Team Should Be Involved In Post Event Outreach To Media Contacts Logistics A Consultant Based In The Los Angeles Area Is Preferred The Consultant Will Work Closely With Both The Dc And La Offices Of The Foundation The Foundation Also Has An Open Rfp 0259A Available For A Celebrity Relations Consultant Applicants With Experience Managing Celebrity Relations Outreach And Strategy May Respond To Both Rfps Egpaf Is Also Open To Considering A Combined Budget That Aligns With The Budgets Outlined For Both Rfps However Bidders Must Respond To Each Rfp Separately See Specific Budget Details Below Key Contract Terms The Anticipated Contract Type Is Firm Fixed Price Unless Stated Otherwise In The Statement Of Work The Consultant Is Responsible For Providing Equipment And Or Supplies Required To Perform The Services The Total Available Budget Is Up To 15 000 The Consultant Must Propose Their Best Offer On A Fixed Daily Rate The Consultant Is Also Responsible For Outlining Costs Related To Travel EgpafWill Separately Reimburse The Consultant For The Cost Of Air Or Ground Travel Lodging And Per DiemFor Travel Outside The Assigned City Offerors Providing A Fee Lower Than The Budget For QualityServices Will Receive Special Consideration All Deliverables Provided To Egpaf Must Be Furnished For Its Use Without Royalty Or AnyAdditional Fees All Materials Will Be Owned Exclusively By Egpaf Consultant Will Not Use Or Allow The Use OfThe Materials For Any Purpose Other Than ConsultantS Performance Of The Contract Without ThePrior Written Consent Of Egpaf Should The Agreed Delivery Or Completion Dates Not Be Met In The Case Of Fault Of The Consultant Egpaf Shall Be Entitled To Demand Payment Of Late Delivery Penalties Amounting To 0 1 Of TheValue Of The Late Deliverables Services Per Started Week Of Delay Up To A Maximum Amount Of 5 Of The Entire Value Of The Contract Evaluation Criteria And Submission Requirements Egpaf Will Accept The Proposal That Presents The Best Value All Proposals Will Be EvaluatedAgainst The Following Evaluation Criteria Each Proposal Must Contain The Items Listed In TheSubmission Requirements Column In The Following Chart Please Submit Your SubmissionRequirements In The Order That They Appear Below Evaluation Criteria Submission Requirements Weight1 Past Performance WithNational Media Relations AndSpecial Event Coverage Including Working With GlobalHealth Or Hiv AidsOrganizations 1 3 Professional References From Similar Past Projects WithPhone And Email Contract Information And One Or MoreExamples Of Prior Similar Work 20 2 ConsultantS ProposedProcess And Approach To MeetOur Needs Efficiently 2 A Maximum 5 Page Written Proposal Outlining A ProposedApproach Creative Ideas And Timeline For Implementation 25 3 Timeframe OfImplementation 3 Estimated Hours Timeframe With Deliverables FinalDelivery Date Include Any Dates That You Would Not BeAvailable To Work On This Assignment Availability To AttendThe Event On Oct 27 Is Required 20 4 Total Fixed Price 4 Total Fixed Price For All Activities 15 5 Qualifications Of ProposedIndividuals 5 Cvs Resumes Of Proposed Individuals To Work On ThisProject 20 Total 100 Proposed Timeline Monday June 10 2019 Release Of RfpFriday June 21 2019 Submission Of Contractual And Technical Inquiries Cathy Colbert Senior Awards And Compliance Officer Ccolbert Pedaids OrgNo Phone Calls Please Wednesday June 28 2019 Question And Answer Response Document Posted On EgpafWebsite At Http Www Pedaids Org Pages Contracting Opportunities Friday July 5 2019 Completed Proposals Must Be Delivered Electronically By The DeadlineMentioned On Page One To Cathy Colbert Senior Awards And Compliance Officer Ccolbert Pedaids Org With A Cc To Clare Dougherty Vice President External Affairs AtCdougherty Prediads Org And Meghan Quinn Senior Manager Media Relations And ExternalEngagement Mquinn Pedaids OrgFriday July 19 2019 Final Decision Announced And Offerors NotifiedFriday July 26 2019 Contract Executed And Services Begin Please Note It Is Our Best Intent To Comply With The Above Timeline But Unavoidable DelaysMay Occur Additional InformationAll Proposals And Communications Must Be Identified By The Unique Rfp Reflected On TheFirst Page Of This Document Failure To Comply With This Requirement May Result In Nonconsideration Of Your Proposal Any Proposal Not Addressing Each Of The Foregoing Items Could Be Considered Non Responsive Any Exceptions To The Requirements Or Terms Of The Rfp Must Be Noted In The Proposal EgpafReserves The Right To Consider Any Exceptions To The Rfp To Be Non Responsive Late Proposals Will Be Rejected Without Being Considered This Rfp Is Not An Offer To Enter Into Agreement With Any Party But Rather A Request To ReceiveProposals From Persons Interested In Providing The Services Outlined Below Such Proposals ShallBe Considered And Treated By Egpaf As Offers To Enter Into An Agreement Egpaf Reserves TheRight To Reject All Proposals In Whole Or In Part Enter Into Negotiations With Any Party And OrAward Multiple Contracts Egpaf Shall Not Be Obligated For The Payment Of Any Sums Whatsoever To Any Recipient Of ThisRfp Until And Unless A Written Contract Between The Parties Is Executed Equal Opportunity Notice The Elizabeth Glaser Pediatric Aids Foundation Is An EqualEmployment Opportunity Employer And Represents That All Qualified Bidders Will ReceiveConsideration Without Regard To Race Color Religion Sex Or National Origin Ethical Behavior As A Core Value To Help Achieve Our Mission Egpaf Embraces A Culture Of Honesty Integrity And Ethical Business Practices And Expects Its Business Partners To Do The Same Specifically Our Procurement Processes Are Fair
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