Marketing and Communications for the Home Weatherization Assistance Program (HWAP)
PROPOSALS SHOULD BE EMAILED BY
09/13/24
TO:
Keith Queener, Director of Community Engagement and Development
IMPACT Community Action
Email: Kqueener@impactca.org
Subject Line must read: HWAP Communications Proposal
A. Agency Overview
IMPACT Community Action is on the front lines fighting the war on poverty in Columbus and Franklin County. Our mission is to reduce poverty by providing hope-inspiring help and real opportunities for self-sufficiency. The concept of Community Action has been part of the American social fabric for over forty years. The Community Action movement dates back to 1964 when the Economic Opportunity Act was passed indicating the beginning of President Lyndon B. Johnson's War on Poverty.
The United States has 1,100 Community Action Agencies that provide services to 96% of the nation’s counties. Ohio is home to 48 Community Action Agencies that provide services to all 88 counties, including Franklin County. IMPACT is part of a state and national network committed to:
§ Empowering low-income individuals and families in their effort to become self-sufficient.
§ Advocating for a poverty-free community.
§ Stimulating expansion of economic opportunity for low-income people and the community through economic development, programs and services.
IMPACT Community Action is a private non-profit human services agency that has a forty-year history of providing a wide range of diverse and comprehensive services that address the needs of low-income residents. The mission of IMPACT is to reduce poverty by providing hope-inspiring help and real opportunities for self-sufficiency.
B. Program Overview
IMPACT operates the Home Weatherization Assistance Program, a year-round program providing home energy conservation assistance including housing unit inspections; attic, wall and basement insulation; and access to energy-efficient applications to help lower home energy costs and reduce environmental pollutants.
Eligibility: Franklin County homeowners/ renters / mobile home household whose income is at or below 200% of the Federal Poverty Level (FPL) and reside in the following zip codes. Clients must provide ID, Social Security Card and 90 days proof of income. HEAP customers are eligible to apply.
IMPACT's Home Weatherization Assistance Program (HWAP) serves the following zip codes: 43201, 43202, 43203, 43204, 43205, 43210, 43211, 43212, 43214, 43215, 43216 43218, 43219, 43220, 43222, 43224, 43226, 43227, 43228, 43231, 43234, 43235, 43236, 43251, 43260, 43265, 43266, 43268, 43270, 43271, 43272, 43279, 43287, 43291, 43299, 43065
C. Statement of Need (Scope of Services)
IMPACT is seeking proposals from seasoned communications professionals who have a proven track record promoting and marketing programs leading to customer acquisitions. Previous experience marketing the Federally Funded Home Weatherization Assistance Program (HWAP) programs is strongly desired.
IMPACT aims to weatherize 200 homes (both single-family and multifamily) over the next 10 months. This program is free for individuals and families below 200% of the Federal Poverty Level (FPL). However, we are facing challenges in getting customers to complete the application process and allow our staff to weatherize their homes.
To achieve our goal, we need landlords to see the value in this program for their properties. By participating, landlords can help their tenants save an average of 28% on utility bills, which is especially crucial as many families are struggling with rising housing and utility costs. The HWAP program offers a significant opportunity for landlords to enhance the appeal and efficiency of their properties while supporting their tenants’ financial well-being.
Proposals should outline specific marketing, promotions and community outreach strategies that will lead to customer applications and appointments for weatherization. Include estimated costs for promotion mediums such as Print Ads, Bill Boards, Radio, Social Media, etc.
D. Submission Guidelines
All proposals must be submitted by Friday, September 13, 2024 at 5:00 PM.
SUBMIT COMPLETE PROPOSAL, ANY ATTACHMENTS VIA EMAIL ONLY TO:
Keith Queener, Director of Community Outreach and Engagement
IMPACT Community Action
Email: kqueener@impactca.org
Any proposal received after the required time and date specified for receipt shall be considered late and non- responsive. Any late proposals will not be evaluated for award.
Schedule of Events:
RFP Release Date: 08/30/24
RFP Posted: 08/30/24
Information Session: Please direct questions to Keith Queener
Proposal Due Date and Time: 09/13/24
Notification of Decision to Vendors: All Vendors will be notified of their status on Monday 09/16/24
Small, Minority, and Female-Owned Businesses
IMPACT will make an effort to utilize small, minority-owned, and or female-owned businesses. A business qualifies as a small business firm if it meets the definition of "small business" as established by the Small Business Administration (13 CFR 21.201), by having average annual receipts for the last three fiscal years of less than six million dollars.
E. Guidelines for Proposal Preparation and Submission
Successful proposals will demonstrate how the stated problem can be solved and include any forms and documentation completed in their entirety. Each submission must include all requested information
F. Reference and History
Vendor must include three references, from similar projects from current or past clients, including a description of the product and services provided and the timeframe in which the project was completed. Additional materials such as brochures, pamphlets, or other items may be included.
G. Criteria Factors for Award
Any award to be made according to this RFP will be based upon the RFP response, with appropriate consideration given to operational, technical cost, and management requirements. Evaluation of Proposals will be based upon Vendor’s responsiveness to the RFP, ability of the Vendor to meet the needs of IMPACT Community Action and the total price.
The following elements are the primary considerations in evaluating all submitted proposals and in the selection of a Vendor:
1. Completion of all required responses.
2. The extent to which Vendor’s proposed solution fulfills IMPACT Community Action’s stated needs as set out in this RFP.
3. An assessment of the Vendor’s ability to deliver the services in accordance with the specifications set out in this RFP.
4. The Vendor’s record of past performance in delivering such services.
5. Availability of sufficient high-quality Vendor personnel with the required skills and experience.
6. The overall cost of the Vendor's proposal.
IMPACT Community Action reserves the right to:
1. Reject any or all offers and discontinue this RFP process without obligation or liability to any potential Vendor.
2. Accept other than the lowest priced offer.
3. Award a contract on the basis of initial offers received, without discussions or requests for best and final offers.
4. Award more than one contract.
5. Cancel initial term of the contract if the Vendor does not meet the requirements and expectations or deliver quality and timely services satisfactorily.
IMPACT Community Action may, at our discretion and without explanation to the prospective Vendors, at any time choose to discontinue this RFP without obligation to such potential Vendors.
H. Vendor Requirements
The selected Vendor must hold a license in good standing to do business in the State of Ohio, must honor IMPACT Community Action’s tax-exempt status, must not be listed on a debarment list in any state, and be an equal opportunity employer.
I. Terms and Conditions
Available funding streams will determine funding for agreed upon contract. If the contract funding is no longer available, then the contract will be considered null and void as of the date funds are no longer available. By reference, the RFP and awarded Vendor Proposal will be made an integral part of the final contractual agreement.
J. Financial Considerations and Pricing
Vendor understands that all billing to IMPACT will be based on a tax-exempt status. IMPACT will provide tax exempt forms. The final agreed upon pricing will include all cost outlined necessary to meet project goals. It is the Vendor’s responsibility to identify and include a description and cost of any critical elements absent from this RFP that would be required to complete the project and meet IMPACT's needs successfully. We understand that this type of project may have unforeseen costs. We encourage each Vendor to either attend the scheduled Information Session or request additional information for a more accurate Proposal.
K. Contract Extensions
IMPACT reserves the right to extend the life of contract terms. Formal contract extension terms shall be discussed once the contract has been awarded and if the contract shows an extension need. IMPACT also reserves the right to add services to the Statement of Need as it deems necessary.
IMPACT DISCLAIMERS AND GENERAL PROVISIONS
Formal notification to award a contract and the actual execution of a contract are subject to the following: receipt of funds granted under the Funder’s plan; results of negotiations between selected Vendor and IMPACT staff; and continued availability of grant funds.
Vendor selected for funding must also ensure compliance with the following, as applicable:
IMPACT may require selected Vendor to attend oral interviews, participate in Negotiations and rewrite their statements of work as agreed upon during negotiations.
Additional funds received by IMPACT might be contracted by expanding existing programs or by consideration of proposals not initially funded under this RFP if such proposals were rated in the competitive range. These decisions shall be at the discretion of IMPACT.
IMPACT may decide not to fund part or all of a Proposal even though it is found to be in the competitive range if, in the opinion of IMPACT, the services are not needed, or the cost is higher than IMPACT finds reasonable in relation to the overall funds available.
IMPACT may choose not to award a contract to the Vendor with the lowest cost when considering other factors in balancing services to customers.
IMPACT is required to abide by all applicable legislation and regulations. Therefore, IMPACT reserves the right to modify or alter the requirements and standards set forth in this RFP based on program requirements mandated by state and federal agencies.
The vendor will be expected to adhere to IMPACT procedures to verify data and submit invoices to IMPACT.
Reductions in the funding level of any contract resulting from this solicitation process may be considered during the contract period when a Vendor fails to meet the conditions of service specified in the contract or when funding from federal or state governments is reduced.
The contract award will not be final until IMPACT, and the Vendor have executed a mutually-satisfactory contractual agreement. IMPACT reserves the right to make an award without further discussion of the proposal submitted. No services may be delivered prior to the final IMPACT Executive Committee approval of the award and execution of the contractual agreement between the successful Vendor and IMPACT.
IMPACT reserves the right to cancel an award immediately if new state or federal regulations or policy makes it necessary to change the contract purpose or content substantially, or to prohibit such services governed by this RFP and resultant contract.
IMPACT reserves the right to determine both the number and the funding levels of contracts finally awarded. Such determinations will depend upon overall funds and availability and other factors arising during the proposal review process.
The Proposals warrant that the cost proposed for services in response to the RFP is not more than those that would be charged to any other entity for the same service performed by the Vendor.
IMPACT reserves the right to reject any or all proposals received and to negotiate with all Vendor on modifications to proposals.
