RFP for Emerg. Responder Levy Education Program1
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, November 9, 2023.
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 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
communication 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 regularly 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 and
press 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.
9. 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.
10. 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 ASSISTANCE
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.
• Coordination of a Work Session with the Kalispell City Council to provide review of
proposed education materials, messaging, and responsibilities under state law.
• 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.
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• Assistance with coordinating photo or video asset development.
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 five (5) 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 has been produced for other agencies that demonstrate the 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
Advertise RFP October 14, 2023, and October 29, 2023, with RFP’s Due November 9, 2023, at
5:00 PM local time.
Contract Award anticipated during the November 20, 2023, Council Meeting.
Special Election- Anticipated in the Spring of 2024
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. 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.
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.
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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 14, 2023, and October 29, 2023