Summary of Specifications:
CITY OF COHOES AND THE CITY OF WATERVLIET FEASIBILITY OF CONSOLIDATING FIRE DEPARTMENTS REQUEST FOR PROPOSALS FOR PUBLIC RELATIONS CONSULTING SERVICES 1. The City of Cohoes and the City of Watervliet are seeking to retain the services of a public relations firm to provide external communications, public affairs and community/stakeholder relations around the evaluation of the feasibility of consolidating or integrating the services of the Cohoes Fire Department and the Watervliet Fire Department. 2. The cities reserve the right to modify or cancel the Request for Proposal (RFP) and/or the project; to reject any and all proposals and to waive any or all irregularities. This RFP does not obligate the cities to award a contract for this project or to reimburse any costs associated with preparation of any proposal. 3. Project Description: The City of Cohoes (lead applicant) and the City of Watervliet (co-applicant) request proposals from qualified public relations/public affairs consultants to provide the following communications tasks related to the evaluation of consolidating or integrating the services of the Cohoes Fire Department and the Watervliet Fire Department. • Develop a written communications strategy and tactical plan to guide the public information and stakeholder relations efforts. • Identify and communicate to the key impacted audiences: residents, local and state government leaders, community and business leaders, unions, public safety officials, and other stakeholders. • Conduct a Focus Group to explore qualitative issues. Develop, distribute and compile a community survey, either via mail, e-mail or by phone depending on exact qualitative needs. • Schedule and manage public information sessions in Watervliet and in Cohoes. • Direct media relations and community outreach including: event notifications, media advisories, editorial board meetings and communications with local reporters. • Assist with development and production of any written reports; work with Mayors and/or Councils or any appointed Commission Members to develop communications materials related to the planning and potential implementation of a consolidation plan. • Develop readily available FAQ sheet – print and web; and other print materials as needed for distribution. 4. General Requirements: Proposals are to be concise, specific, and straightforward. All pertinent information is to be included in the proposal. The proposal should contain a brief description of the proposing company, a summary of individual consultant qualifications, a summary of previous local government and community relations related assignments, and the project approach to be followed. A preference will be made for local firms with municipal government and community outreach experience. The proposal should also propose a fixed fee for services to be provided which includes all professional fees and expenses. 5. Fire Department Descriptions: The fire department of the cities of Cohoes and Watervliet are paid/career departments. The City of Cohoes protects a population of 15,521 covering an urban area of approximately 4.2 square miles and the City of Watervliet protects a population of 10,207 covering an urban area of approximately 1.3 square miles. The following describes the staffing within each department. City of Cohoes City of Watervliet Fire Chief 1 1 Battalion Chiefs 0 1 Captain 4 5 Fire Lieutenant 4 2 Firefighters 27 17 Total 36 26 The Cohoes Fire Department operates with three fire stations and responded to 3,249 calls in 2008. The Watervliet Fire Department operates from one fire station and responded to 1,855 calls in 2008. The services provided by the Cohoes Fire Department include fire suppression, a hazardous materials response team (technician level), a confined-space and high-angle rescue team, a BLS-first response, and Fire Code Enforcement and Administration program. The Department utilizes two engines and one truck front-line apparatus. The services provided by the Watervliet Fire Department include fire suppression, a hazardous materials response team (technician level), fire prevention, an ALS-Paramedic emergency medical transport service, and Fire Code Enforcement and Administration program. The Department utilizes one engine and one truck front-line apparatus, and one ambulance. The total fire budget for fiscal year 2009 for the Cohoes Fire Department is 2,716,824 million, 95% of which is for personnel. The total fire budget for fiscal year 2009 for the Watervliet Fire Department is 1,778,373 million, 90% of which is for personnel. 6. Submission Time. Proposals are to remain valid for a minimum of 30 days. 7. Submission Requirements. 8. Submit proposals no later than 5:00 p.m. on August 13, 2009. To: Office of the Mayor City of Cohoes 97 Mohawk Street Cohoes, New York Questions may be directed to: Chief Joseph M. Fahd (518) 237-1241 Email: jfahd@ci.cohoes.ny.us
