REQUEST FOR PROPOSALS #03479 Special Events and Branding Media Relations Consultant in support of ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION ( EGPAF ) 1140 Connecticut Avenue, NW, Suite 200 Washington, D.C. 20036 Firm Deadline: April 11, 2014 TIME 5:00 PM Eastern Time The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF), a non-profit organization, is the world leader in the fight to eliminate pediatric AIDS. Our mission is to prevent pediatric HIV infection and to eliminate pediatric AIDS through research, advocacy, and prevention and treatment programs. For more information, please visit http://www.pedaids.org. BACKGROUND The Elizabeth Glaser Pediatric AIDS Foundation will produce 3 signature fundraising events and 2 cultivation events in 2014. We are seeking a Media Relations Consultant to work closely with the Foundation s Media and Editorial Services team from April 18 th October 31 st to support establishment of new media contacts, increased media coverage of the events, and position EGPAF as a global thought leader on pediatric HIV/AIDS, pediatric treatment, technical assistance, and maternal and child health. With the recent news of the second functionally cured baby of HIV, EGPAF is poised to be a spokesperson for the next steps needed to eliminate pediatric AIDS and the special events in 2014 have been designed to complement increasing awareness of EGPAF s mission, history, impact and vision. PURPOSE/SCOPE OF WORK The Media Relations Consultant will work with EGPAF s Media and Editorial Services team to create a media strategy and identify the appropriate media outlets to meet the goals of the organization for pre-event, event, and post-event coverage for: Overview of 2014 Events 1) Policy Roundtable and 25 th Anniversary Celebration Cocktail Reception Tuesday, June 24, 2014 Washington, D.C. EGPAF is hosting a two part D.C.-based event on Tuesday, June 24 that will highlight EGPAF s 25th anniversary, with a high-level policy roundtable luncheon and an evening cocktail reception. The roundtable will focus on next steps towards a cure and on the changing nature of the HIV/AIDS epidemic. Invited Speakers include Dr. Deborah Persaud, who in March, 2013 announced the first functional cure of HIV in an infant the Mississippi Baby. The three-hour evening reception will celebrate EGPAF s 25 years of work on behalf of mothers and children infected and affected by HIV/AIDS. The audience on hand to celebrate at the Newseum will include selections from our Honorary Congressional 1
Committee and four Guests of Honor. We expect between 350-500 attendees. 2) Research Luncheon Date TBD Targeting early June 2014 Los Angeles, CA EGPAF is organizing a lunch event in Los Angeles to highlight progress and identify opportunities toward achieving an AIDS-free generation. This event will bring together current and prospective supporters to hear accounts from youth living with HIV, leading researchers and program directors. Guest speakers will share a range of perspectives, including a personal story of growing up HIV-positive, a programmatic overview of the work being done globally, and examples of scientific research paving the way toward a cure. This one-hour invitation-only lunch event (date TBD pending celebrity co-host availability) will gather community partners, major donors and corporate sponsors and be driven by the participation of a local host committee. We are targeting 100-125 attendees. 3) Kids for Kids New York Saturday, September 27, 2014 New York, NY This year s Kids for Kids (K4K) in NYC will be a revived version of the last event hosted by the Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) in 2011 after a 17- year run. It will be hosted at Chelsea Piers with interactive sports and arts family activities. The overall theme of the event will focus on arts and sports elements. As in past K4K events, this year s celebration will include restaurants, activities and learning elements about EGPAF s work. The event will also incorporate elements of EGPAF s global program work. 4) Kids for Kids Los Angeles Sunday, October 19, 2014 Los Angeles, CA EGPAF is planning a smaller, more intimate major donor pool party at the Annenberg Community Beach House. The venue is located on the beach just north of Santa Monica and offers a wide-range of internal and external space surrounding a large pool. With the Foundation s history of Elizabeth Glaser celebrating accomplishments by jumping into a swimming pool, the pool party theme seems an appropriate way to recognize EGPAF s 25-year history. The three-hour event will still feature sports and games, musical entertainment, arts and crafts, and opportunities for guests to learn how they can help support EGPAF s mission. We are targeting approximately 250 guests in attendance at the event. 5) Cultivation event (possibly fashion-related) Summer or Fall 2014, New York City Date TBD 2
CONSULTANT DELIVERABLES Pre-event The consultant will work with EGPAF s Media and Editorial Services team on a media advisory and press release to pitch the media for pre-event coverage as well as media attendance at the event. The consultant will work with the team on messaging, news hooks and in-depth profile media opportunities. The consultant will work to secure calendar listings leading up to the event. An outreach list of social media, bloggers, TV, radio, print etc. media outlets will be jointly determined with the consultant. The goal is to generate coverage of the event and promote the overall messaging of EGPAF. The consultant will help secure / manage professional photographer(s) and one videographer for the signature fundraising events(these fees will be budgeted separately). Day of Event During the event, the consultant will check-in all media attending the event and coordinate any media interviews. The consultant will also provide support for VIP step and repeat and assist EGPAF s communications staff on-site. Post-Event The consultant will follow-up with any media who were not able to attend and field any additional event-related media requests post event. Consultant will also provide a full report within 2 weeks of the event that includes all media hits/ listings, articles, expressions of interest, and journalist contact information. CONSULTANT QUALIFICATIONS: The consultant must have 10+ years of experience with national media relations with significant experience in the Washington, D.C. New York City and Los Angeles markets. Consultant must be able to show a successful track record of media placements for not-for-profits and events. FOUNDATION RESPONSIBILITIES: The Foundation will manage consultant and be responsible for overall strategy behind media involved in event for photographs, stories, interviews, and media sponsorships. The Media and Editorial Services Team will appoint a main contact for consultant and will host regular meetings with consultant during contract period. The Foundation will provide final approval on all asks and outreach before media outreach begins. Additionally, the Media Relations and Editorial Services team should be involved in postevent outreach to media contacts. LOGISTICS: The consultant will work closely with the Washington, D.C. office of EGPAF, Los Angeles office of EGPAF and the special event Project Leads all under the supervision and coordination of Associate Director of Media Communications and Editorial Services. 3
KEY CONTRACT TERMS: All deliverables provided to EGPAF must be furnished for the use of the Foundation without royalty or any additional fees. All materials will be owned exclusively by EGPAF. Consultant will not use or allow the use of the materials for any purpose other than consultant s performance of the Contract without the prior written consent of EGPAF. EVALUATION CRITERIA AND SUBMISSION REQUIREMENTS: All proposals will be evaluated against the following Evaluation Criteria. Each proposal must contain the items listed in the Submission Requirements column in the following chart. Evaluation Criteria Submission Requirements Weight 1. Past performance with national media relations and special event coverage 2. Consultant s proposed process and approach to meet our needs efficiently 3.) Past experience with HIV/AIDS or global health issue coverage 1. Three professional references from similar past projects with phone and email contact information and one or more examples of prior similar work 2. A maximum 5-page written proposal explaining the process and timeline for implementation 3.) Examples of HIV/AIDS or global health media coverage secured by consultant 4. Total fixed price 4. Total fixed price for all activities including a fixed price per each of the 3 deliverables 25% 25% 20% 15% 5. Qualifications of proposed individuals 5. CV/Resume of proposed individuals to work on this project and 2 references per individual 15% Total 100% PROPOSED TIMELINE: 3/28/14 Release of RFP 4/4/14 Submission of written contractual inquiries directed to: Cathy Colbert, ccolbert@pedaids.org Submission of written technical inquiries directed to: Racine Tucker-Hamilton, rtuckerhamilton@pedaids.org No phone calls please. 4
4/7/14 Question & Answer Document posted on EGPAF website at http://www.pedaids.org 4/11/14 - Completed proposals must be delivered electronically by this deadline to: Cathy Colbert, ccolbert@pedaids.org with a cc to Racine Tucker-Hamilton at rtuckerhamilton@pedaids.org 4/15/14 Final decision announced and Offerors notified 4/18/14 Contract executed and Services begin. Please note it is our best intent to comply with the above timeline but unavoidable delays may occur. ADDITIONAL INFORMATION All proposals and communications must be identified by the unique RFP# reflected on the first page of this document. Failure to comply with this requirement may result in nonconsideration of your proposal. Any proposal not addressing each of the foregoing items could be considered non-responsive. Late proposals will be rejected without being considered. This RFP is not an offer to enter into agreement with any party, but rather a request to receive proposals from persons interested in providing the services outlined below. Such proposals shall be considered and treated by EGPAF as offers to enter into an agreement. EGPAF reserves the right to reject all proposals, in whole or in part, and/or enter into negotiations with any party. EGPAF shall not be obligated for the payment of any sums whatsoever to any recipient of this RFP until and unless a written contract between the parties is executed. Equal Opportunity Notice: Equal Opportunity Notice. The Elizabeth Glaser Pediatric AIDS Foundation is an Equal Employment Opportunity employer and represents that all qualified bidders will receive consideration without regard to race, color, religion, sex, or national origin. ETHICAL BEHAVIOR: As a core value to help achieve our mission, EGPAF embraces a culture of honesty, integrity, and ethical business practices and expects its business partners to do the same. Specifically, our procurement processes are fair and open and allow all vendors/consultants equal opportunity to win our business. We will not tolerate fraud or corruption, including kickbacks, bribes, undisclosed familial or close personal relationships between vendors and EGPAF employees, or other unethical practices. If you experience of suspect unethical behavior by an EGPAF employee, please contact Doug Horner, Vice President, Awards, Compliance & International Operations, at dhorner@pedaids.org or EGPAF s Ethics Hotline at www.reportlineweb.com/pedaids/ Any vendor/consultant who attempts to engage, or engages, in corrupt practices with EGPAF will have their proposal disqualified and will not be solicited for future work. 5