09-25-23 Work Session Agenda and Materials
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CITY COUNCIL WORK SESSION AGENDA
September 25, 2023, at 7:00 p.m. City Hall Council Chambers, 201 First Avenue East
The public can participate in person in the council chambers or via videoconferencing. Register to join the video conference at: https://us02web.zoom.us/webinar/register/WN_BMvUtwVjRSOAfS9jDQ0R6g Please see the bottom of the agenda for instructions to watch the meeting live.
A. CALL TO ORDER B. DISCUSSION
1. Community Education Component for Potential Safety Levy C. PUBLIC COMMENT Persons wishing to address the council are asked to do so at this time. Public comment can be provided in person, verbally during the online meeting, or via email to
publiccomment@kalispell.com. D. CITY MANAGER, COUNCIL, AND MAYOR REPORTS E. ADJOURNMENT
UPCOMING SCHEDULE / FOR YOUR INFORMATION Next Regular Meeting – October 2, 2023, at 7:00 p.m. – Council Chambers
Next Work Session – October 9, 2023, at 7:00 p.m. – Council Chambers To provide public comment live, remotely, please register for the video conference through zoom and use the raise hand feature to indicate you would like to provide public comment. See
the top of the agenda for the zoom link.
Watch City Council sessions live or later on Charter Cable Channel 190 or online at https://www.kalispell.com/480/Meeting-Videos.
The City does not discriminate on the basis of disability in its programs, services, activities, and
employment practices. Auxiliary aids are available. For questions about disability accommodations please contact the City Clerk at 406-758-7756.
Kalispell City Council Agenda, September 25, 2023
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ADMINISTRATIVE CODE Adopted July 1, 1991 Section 2-20 Manner of Addressing Council a. Each person not a Council member shall address the Council, at the time designated in the agenda or as directed by the Council, by stepping to the podium or microphone,
giving that person's name and address in an audible tone of voice for the record, and unless further time is granted by the Council, shall limit the address to the Council to three minutes. b. All remarks shall be addressed to the Council as a body and not to any member of the Council or Staff.
c. No person, other than the Council and the person having the floor, shall be permitted to enter into any discussion either directly or through a member of the Council, without the permission of the Presiding Officer. d. No question shall be asked of individuals except through the Presiding Officer. PRINCIPLES FOR CIVIL DIALOGUE Adopted by Resolution 5180 on February 5, 2007
We provide a safe environment where individual perspectives are respected, heard, and acknowledged.
We are responsible for respectful and courteous dialogue and participation.
We respect diverse opinions as a means to find solutions based on common ground.
We encourage and value broad community participation.
We encourage creative approaches to engage in public participation.
We value informed decision-making and take personal responsibility to educate and be educated.
We believe that respectful public dialogue fosters healthy community relationships, understanding, and problem solving.
We acknowledge, consider and respect the natural tensions created by collaboration,
change, and transition.
We follow the rules & guidelines established for each meeting.
City of Kalispell
201 1st Ave E. P.O. Box 1997
Kalispell, Montana 59903-1997 (406) 758-7000 Fax (406)7757
REPORT TO: Mayor Johnson and Kalispell City Council FROM: Doug Russell, City Manager SUBJECT: Request for Proposals for Public Education MEETING DATE: September 25, 2023
BACKGROUND: Following presentations from the Center for Public Safety regarding our
emergency responder departments (Law Enforcement and Fire/EMS), discussion was held
regarding submitting a ballot election for a dedicated emergency responder levy that would cover the costs to address the recommendations within the reports. As discussions continue regarding the construction of the levy that would be proposed, and will
likely come before the City Council in the coming weeks, discussions have also been engaged
regarding the nature of community education for this respective issue. Recognizing the importance of this issue for the community and the need to provide enhanced education related to the emergency responder services and impacts on the passage or failure of passage of a respective levy, funding was included in the Fiscal Year 2024 budget to engage in a third-party
effort to assist in the formation and distribution of educational materials to the community
related to the proposed levy. A Request for Proposals has been drafted and attached to this memo for review and discussion at the council work session on September 25.
RECOMMENDATION: It is recommended that the City Council review the Request for Proposals and discuss accordingly. ATTACHMENTS:
Request for Proposals for Public Education
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City of Kalispell
Request for Proposals
Emergency Responder Levy Community Education Program
SECTION 1 – PURPOSE
The City of Kalispell is requesting proposals for the development and implementation of an
educational communication plan and graphic design services related to an emergency
responder levy.
SECTION 2 – GENERAL INFORMATION
Pursuant to the authority granted to it under MCA 7-5-4301(2)(a)., the City of Kalispell seeks to
procure proposals from qualified firms to enter into a professional services agreement that may
include but is not limited to creation of a comprehensive educational communication plan
including marketing collateral, messaging, and coordination.
The RFP’s must be received by the City Clerk at 201 First Avenue East, PO Box 1997, Kalispell,
Montana, 59903 by 5:00 p.m. local time, (to be determined).
Questions pertaining to the selection process should be directed to Aimee Brunckhorst, at 406-
758-7756, or cityclerk@kalispell.com. If applicable, answers to questions will be posted on the
Kalispell website under the proposal request.
The City of Kalispell reserves the right to reject any or all proposals, to waive any informality or
irregularity in any proposal received, and to be the sole judge of the merits of the respective
proposals received.
The City shall not be responsible for proposal preparation costs, or for costs including attorney
fees associated with any (administrative, judicial, or otherwise) challenge to the determination
of prequalification. By submitting a proposal, each Firm agrees to be bound in this respect and
waives all claims to such costs and fees.
All materials submitted in response to this RFP become the property of the City of Kalispell and
public records, and, as such, may be subject to public review.
SECTION 3 - PROJECT BACKGROUND AND DESCRIPTION
Operational and data analysis on City of Kalispell emergency responder departments was
conducted to identify recommendations in operations, staffing, facilities, etc., in accordance
with industry best practices. During the July 10, 2023, work session meeting, City Council
received a report from the Center for Public Safety Management (CPSM) related to law
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enforcement. During the August 28, 2023, work session meeting City Council received a report
from CPSM related to fire and emergency medical services (EMS). These reports provide a
broad list of recommendations throughout the respective departments, some of which require
new revenue sources to implement.
After reviewing the emergency responder CPSM reports and recommendations, The Kalispell
City Council recognizes the need for new funding sources to ensure an adequate level of law
enforcement and emergency services within the City of Kalispell. Therefore, Council is
considering requesting additional financial support for Police and Fire Emergency Services from
taxpayers in the form of an emergency responder levy in the spring or summer of 2024.
The City is prohibited by state law from using public resources to advocate for or against ballot
issues or voted tax increases. However, the City does have a responsibility to educate the public
on the needs of the community and provide solutions for their consideration. Voter education
is key in encouraging turnout during local elections. Without an educated public, voters may
decide on issues without a full understanding of the impacts. The city aims to use
communications experts to educate on the proposed levy, costs to the public, and the impact of
passage or failure on service levels for law enforcement and emergency fire and medical
services. This plan and all education related, must conform to Montana Code Annotated 2-2-
121 which states that a public officer or public employee may not use or permit the use of
public time, facilities, equipment, supplies, personnel, or funds to solicit support for or
opposition to any political committee, the nomination or election of any person to public office,
or the passage of a ballot issue. Office of Political Practices.
SECTION 4 - SCOPE OF SERVICES
1. Educational Communication Plan
Development of a strategic educational communication plan to reach City of Kalispell residents,
and stakeholders with information on the proposed levy, costs to the public, and the impact of
passage or failure on service levels for law enforcement and emergency fire and medical
services. The plan should include how research will be conducted, and list objectives, and
measurable strategies and tactics. The plan should include a timeline for deliverables and
messaging, and details on how the flow of information will be distributed.
2. Branding
Creation of a brand identity for the education effort that captures attention and drives people
to learn more about the levy request. Branding should be carried through all aspects of the
strategic communications plan.
3. Messaging
Creation of messaging that is unified across all platforms and venues and that can be utilized by
elected officials, staff, and relevant stakeholders in a consistent manner. The selected firm will
work with city staff to develop key messaging and answers to frequently asked questions and
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then work with selected staff and stakeholders to help relay messaging.
4. Materials/Production
Production of effective graphic, written and video materials throughout the timeline. This may
include development of a mailer, presentations, website copy, graphics for social media and
educational video(s).
5. Social Media Utilization and Assets
Production of tailored social media assets that can be used on the City of Kalispell social media
platforms. Production of assets and creative ways to reach the audience via stakeholder or
press social media outlets.
6. Media Planning & Buying
Planning and implementation of any media purchasing such as paid advertisements or other
paid media, social media boosting, or similar elements.
7. Community Partnerships
Creative Strategic planning and implementation to utilize community partnerships and
stakeholders to enhance the communication effort.
8. Budget
The proposed budget for this project is $100,000, which includes the scope proposed, the firms
time and materials, all external costs such as paid media, social media boosting, publications,
and video production if applicable, etc. Provide a proposed budget for the completion of scope
generally described within this RFP. Include estimated budgets for media buys and printing
costs as would be necessary within the proposed strategic communications plan.
9. Understanding and Compliance with State Law
The selected firm shall ensure full understanding and compliance with state law including but
not limited to Montana Code Annotated 2-2-121 and guidelines from the Office of Political
Practices. Final approval of messaging shall be at the discretion of the City Manager.
SECTION 5 - CITY OF KALISPELL DELIVERABLES
The City of Kalispell City Clerk and Communications Manager will assist with the following as
needed and based on availability:
• Producing existing city documents or resources related to research.
• Message dissemination through the City’s current messaging channels.
• Assistance with coordinating any relevant interviews or presentations with or to city
staff or elected officials.
• Assistance with coordinating photo or video asset development.
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The City currently uses a variety of traditional, social media, and in-person means to
disseminate public information including:
• City 190 – Local Public Access Cable Channel
• Facebook
• Instagram
• Twitter
• LinkedIn
• YouTube
• City website
• Website Email Subscriptions to City News and Press Releases
• In-Person public meetings
• Component Units (Tourism Business Improvement District, Business Improvement
District)
• Stakeholder Organizations – Chamber of Commerce, Rotary, etc.
• Press
SECTION 6 - PROPOSAL REQUIREMENTS
Firms interested in providing the services described above are requested to submit the following
information. Responses to each item should appear in the same order as in this RFP.
The firm shall submit one (1) original and four (4) copies of their proposal along with one (1)
electronic copy.
Respondents are required to submit the following items for a complete proposal:
1. A description of the firm’s capabilities and experience conducting and implementing similar
plans. Include a description of the firm, its organizational structure, location of the principal
office and the location of the office that would manage this project.
2. A summary of professional qualifications and experience of the individuals the firm would
assign to the project and their individual project responsibilities, and availability.
3. Specific plans or methodology to be used to perform the scope of services with a proposed
timeline. Include a description of possible community engagement efforts included and
deliverables proposed.
4. Detail experience with local government entities for which the firm has performed similar
services. Describe projects and outcomes.
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5. A work sample of a completed project(s) that is representative of the work proposed for the
City that you have produced for other agencies that demonstrate your ability to provide easy to
understand information on complicated issues.
6. Knowledge of the city of Kalispell and its local government.
7. Community Education Plan outline including:
• Specific process to be utilized to gather data, information, and background on the
proposed levy from two departments and city administration.
• The process that will be used to create central messaging for elected officials, staff, and
stakeholders.
• The process the firm will use to determine messaging related to the proposed levy, and
prior experience utilizing media outreach, events, speaking engagements, social media,
and other means.
• Any unique strategies and tactics that may be employed to help educate the taxpayer
within the constraints of Montana Code.
• Anticipated barriers to successful messaging and strategies to overcome them.
SECTION 7 - TIMELINE
September 25, 2023 – Council work session to discuss educational component of a potential
Public Safety Levy.
Dates to be determined –
XXXX – Council meeting vote regarding whether to ask the County Election Department to hold
a special election in spring of 2024 for a Public Safety Levy.
IF Council Vote passes –
Advertise RFP XXXX, and XXXX , with RFP’s Due XXXX.
Contract Award during the XXXX, Council Meeting.
Special Election XXXX
The City reserves the right to modify the above timeline.
SECTION 8 – FORM OF AGREEMENT
If selected, the firm will be required to enter into a professional services agreement in
substantially the same form as the agreement provided as Attachment A. The Scope of Services
listed in Section 4 of this RFP will be included in the agreement. The City reserves the right to
reject any and all proposals. The City reserves the right to amend the timeline as necessary.
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SECTION 9 - EVALUATION CRITERIA
Proposals will be evaluated by the City using the following criteria:
1. Qualifications and experience of the firm and individuals to be assigned to this project in
providing requested services including availability to perform scope of services.
2. Specific plans or methodology to be used to perform the services.
3. Experience with local government entities for similar services.
4. Quality of illustrative examples.
5. Proposed Schedule
PUBLICATION DATES
October XX, and XX, 2023