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Question
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The Selection Criteria item 4. notes tht the price proposal needs to include the cost per month for residential pickup. Is the marketing consultant responsible for coordinating with Key City Compost to provide this cost in the price proposal portion of our responses to this RFP?
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Answer
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This is an error and was meant to be a price proposal for the entire project, broken into the components stated on page 16.
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Submitted
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12/12/2023 10:55:19 AM (ET)
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Question
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Can you please provide clarification on the role(s) the marketing consultant will play in planning, promoting, tracking signups, executing, managing finances and reporting for the events as well as what is what of these responsibilities needs to be in the pricing proposal?
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Answer
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The marketing team will provide materials that the City will be able to use to continue project promotion after the period of performance. We will also need strategies to plan events of varying sizes, promote those events, and track signups for each event, per USDA requirements. The marketing team will work with the City's team to determine the best tracking methods that will enable us to show growth and to establish what areas of the City we might need to provide additional support and promotion. Executing and managing finances for the marketing team will include a detailed invoice that the City can provide to the USDA for reimbursement. The invoice must be itemized. The City team will handle all grant management and any payments to partners and contractors not included in the marketing team proposal. The City will handle catering costs, venue rentals if needed, payments to Centro Hispano de Frederick, Asian American Center of Frederick, Key City Compost, and other partners and contractors not on the marketing team.
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Submitted
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12/12/2023 10:31:34 AM (ET)
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Question
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The RFP states that the Price Proposal needs to include both printing and food costs? However it also states that the event planning will be executed by the partner organizations and not the Consultant. Food seems outside of the scope of marketing. Is food pricing actually to be provided by the Plan Holders responding to this RFP?
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Answer
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Number 8 in the Reporting Requirements section is called out because the USDA requires these items to be separated. Should the marketing firm choose to provide pricing options for food, please provide them in a separate line item. We will be working with partners that will have local caterer/food service contacts so it's likely not necessary from the marketing firm. Food will be an integral part of any event because the program is about food waste.
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Submitted
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12/12/2023 10:25:01 AM (ET)
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Question
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Is the City currently tracking food waste tonnage per year in the NACs?
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Answer
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Yes, we report on approximately a semi-annual basis. Per household average is about 12 pounds. We have not calculated the semi-annual for CY23 because the program just expanded to include all NACs in August.
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Submitted
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11/30/2023 11:50:22 AM (ET)
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Question
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As part of the RFP in the statement of work and schedule, should we include information on the waste pick up at no cost? Or should the statement of work be exclusive to marketing, outreach, education and events only?
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Answer
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This project only includes the marketing/outreach component of the project. The City already has a contractor for the compost pickup.
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Submitted
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11/30/2023 11:50:13 AM (ET)
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Question
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Will out of market firms be considered?
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Answer
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Any business is eligible to submit a proposal to this RFP.
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Submitted
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11/30/2023 11:50:00 AM (ET)
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Question
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There is reference to preference given to a minority or local partner, is a minority or small business status required to be awarded the RFP? Or are there any minority or small business partner expectations, as a percentage of services as an example, that are required?
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Answer
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As per section 1.13 Small Business Reserve Program in the RFP 24-J Marketing and Outreach for City Residential Compost Pilot solicitation document, this RFP is included in the City of Frederick's Small Business Reserve Program. The Manager of Equity and Inclusion or the Purchasing Manager, in consultation with the Director of Budget and Purchasing, may designate additional procurement contracts otherwise reserved for SBEs to be exempt from this program if no adequate SBEs submit proposals.
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Submitted
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11/30/2023 11:49:51 AM (ET)
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Question
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What was the budget for this program in 2023 and 2022?
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Answer
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This program is funded through operations budget funds in the amount of $100,000 per year, plus a USDA grant that will provide $112,000 for FY24/25.
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Submitted
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11/30/2023 11:49:30 AM (ET)
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Question
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Is there a budget for this scope of work specific to firm services, marketing, events and community education?
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Answer
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The budget for this project is partially covered by a USDA grant, of which $64,000 is designated for this project.
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Submitted
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11/30/2023 11:49:18 AM (ET)
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Question
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Clarification of point on page 18 on Selection Criteria – “provide cost per month for providing of waste pick-up at no cost.”
Is the marketing partner responsible for sourcing the compost pick up solution? Are we expected to secure a partner to perform these tasks in this RFP response? Or will the marketing partner work with a City selected vendor on only the promotion and public education of the free waste pick up?
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Answer
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This is an error and was meant to be a price proposal for the entire project, broken into the components stated on page 16.
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Submitted
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11/30/2023 11:49:03 AM (ET)
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