Title
Public Information Officer (PIO) Support Services - RFP #26-052
History
In June, the Village issued RFP #26-052 to request proposals from qualified firms to support the operation of the newly created Public Information Officer (PIO) role within the Police Department and Emergency Management Agency. Specifically, professional assistance is sought to:
1) Develop a comprehensive PIO Manual;
2) Provide initial PIO training to designated staff; and
3) Deliver ongoing, on-demand PIO consulting services as needed.
Five proposals were submitted and the RFP Compliance Summary is attached. Following a review of the proposals, two firms, Julie Parker Communications, LLC and Strategia Consulting, LLC, were selected for interviews. A multi-disciplinary team representing the Village Manager’s Office, Communications & Marketing, and the Police Department interviewed both firms.
Both firms offer significant experience in PIO Consulting and crisis communications. Staff recommends the selection of Julie Parker Communications for the proposed scope of work. Staff also recommend engaging Strategia Consulting for as-needed PIO consulting services.
Financial Impact
Julie Parker Communications proposed a one-year fixed fee of $49,050. The services and costs are broken down as follows: Comprehensive PIO Manual $17,200; Initial Training over three days for command staff and communicators $19,900; and a PIO Ridealong and two separate field-coaching days $11,950. Year one with the option to renew for three (3), 1-year terms at the Village’s discretion, have an On-Demand PIO Consulting services at a not-to-exceed per hour rates of $250 - $350, regular Communications services per hour rate of $250.00 and Crisis Communications Services rate of $385.
Strategia Consulting will provide as-needed PIO consulting services for a not-to-exceed hourly rate of $310 for year one with the option to renew for three (3) 1-year terms at the Village’s discretion, at the same rate.
Recommended Action/Motion
I move to approve and authorize the execution of a contract with Julie Parker Communications for Public Information Officer (PIO) Support Services at a cost not to exceed $49,050.00 and hourly rate of $250 - $385, and as fully presented;
AND
I move to approve and authorize the execution of a contract with Strategia Consulting for “as-needed” PIO consulting services at a not-to-exceed hourly rate of $310.00, and as fully presented.
(Full motion - not necessary to be read)
I move to approve the execution of a Professional Services Agreement between the Village of Orland Park and Julie Parker Communications for RFP #26-052 - Public Information Officer (PIO) Support Services at a cost not to exceed $49,050 for year one and a not-to-exceed hourly rate of $250 - $385 for year 1, with the option to renew for three (3) 1-year terms at the Village’s discretion, at the same rate;
AND
I move to approve the authorization and execution of a Professional Services Agreement between the Village of Orland Park and with Strategia Consulting for RFP #26-052 - Public Information Officer (PIO) Support Services on an “as-needed” basis at a not-to-exceed hourly rate of $310 for year 1, with the option to renew for three (3) 1-year terms at the Village’s discretion, at the same rate;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review;
AND
Allow the Village Manager to approve change orders related to the contract within the authorized amount.