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HomeMy WebLinkAbout2026 RFP-Communications Audit 1 2026 REQUEST FOR PROPOSALS Proposal Number: RFP-2026IT-29693 Communications Audit Services Issue Date: July 2, 2026 Closing Date and Time: August 12, 2026 @ 2:00:00MST 2 1.0 INTRODUCTION The County of Newell (“County”) is a rural municipality located in southeastern Alberta. The County of Newell (Alberta) is seeking proposals from qualified consulting firms to conduct a comprehensive Communications Audit of the organization’s internal and external communications practices, systems, channels, governance, and capacity. The purpose of this Communications Audit is to: • Assess the effectiveness, clarity, consistency, and alignment of current communications practices • Identify strengths, gaps, risks, and opportunities • Provide actionable, prioritized recommendations to improve communication effectiveness, efficiency, and sustainability • Support long-term organizational objectives, transparency, and public trust The purpose of this Request for Proposals (RFP) is to invite experienced professional agency/organizations with demonstrated expertise in communications audits—particularly in public sector, municipal, or complex organizations—to submit proposals in accordance with the requirements outlined herein. Submitted information will be reviewed by the County and evaluated to select an agency/organization to be awarded the required services. 2.0 INVITATION DETAILS 2.1 Closing Date and Time Proposals will be accepted until 2:00:00 PM (MST) on August 12, 2026. The clock referenced by the County’s email/receiving system will be used as the time of delivery. Any submissions received after the defined closing time will be rejected. 2.2 Response Registration All individuals wishing to respond to this RFP must register with the Director of IT (see contact information below) for their intent to submit a response. This can be done by emailing the Director of IT, Roberta Fernell and supplying your firms name and primary contact details (position, phone, and email). 2.3 Uploading Your Submission Proponents can upload their submission via the URL below. Proponents are encouraged to request confirmation by contacting the Director of Information & Technology Services, Roberta Fernell (see contact information below). All submissions must be in a single PDF file. No other file types will be accepted. Submissions must follow the outline provided, sequentially, with each section segmented appropriately for ease of review. Upload URL https://countyofnewell-my.sharepoint.com/:f:/g/personal/siakalukc_newellmail_ca/IgDAI7RqxM8GRqPGdZaz_8vsAfrhUc1ICh4HK1BrXPjIgfA 2.4 Primary Contact 3 Questions or inquiries related to this RFP via phone or email can be directed to: County of Newell – Contact Details: Name: Roberta Fernell, Director of Information and Technology Services Phone: (403) 794-2302 Email: fernellr@newellmail.ca Proponents shall immediately notify the County of any significant errors, conflicts, discrepancies, or other deficiencies discovered in this RFP. 2.5 RFP Schedule The following outlines the County’s anticipated schedule for this RFP process. The schedule provided is subject to change at the County’s discretion. Event Date Issuance of RFP July 2, 2026 Deadline for Questions and Inquiries July 29, 2026 Response to Questions and Inquiries August 5, 2026 RFP Closing August 12, 2026 Selection of Successful Proponent August 26, 2026 Project Kickoff Target September 8, 2026 Project Close Target End of October (approx.) 3.0 SUBMISSION INFORMATION AND INSTRUCTIONS TO PROPONENTS 3.1 File Format and Upload Location Upload a single PDF document containing the required information for this RFP, this includes any supporting documentation/information. The upload URL is provided under section “2.0 Invitation Details” in subsection “2.3 Uploading your Submission” in this document. 3.2 Submission Requirements The following items are required for the submission of your proposal. Submissions must follow the outline provided, sequentially, with each section segmented appropriately for ease of review. All proposals should be in the sequence described below: 1. Cover 2. Cover Letter 3. Table of Contents 4. Submission Form A: Proposal Form 5. Submission Form B: Proponent Information 6. Submission Form C: Communications Audit and Work Plan 7. Any supporting and applicable materials 8. Profiles and Experience of Key Team Members for the Project 9. Confirmation of WCB Clearance Letter 4 10. Confirmation of Liability insurance 3.3 Conflict of Interest Proponents, in making the submission, shall have no pecuniary interest in the business of any third party that would cause, or seem to cause, a conflict of interest in carrying out any consulting services for the County related to this project. Should such an interest be acquired during the RFP process, the Consultant shall immediately declare it to the County. The County will, immediately upon notification, take action as deemed appropriate. This may include rejection of the submission. 3.4 Addenda Should questions or inquiries lead to the need to modify or clarify any portion of the RFP documents, the modifications or clarifications will be issued in writing to all interested Proponents by addenda. The County, its agents and employees shall not be held responsible for any information given by way of verbal or oral communication. Any addenda issued prior to the closing date and time will form part of the RFP documents. All addenda will be issued and made available via the Alberta Purchasing Connection (APC) website. 3.5 Discretion, Rejection, and Cancellation The selection of a Proponent for this project will be at the sole discretion of the County as appropriate. The County shall not be obligated to accept submissions that are unsigned, incomplete, conditional, illegal, or that contain irregularities of any kind, or if the Proponent fails to meet all submission requirements as stated in this RFP. The County reserves the right to deny selection to any Proponent whose credentials or performance has been deemed unsatisfactory to them in the past. Selection can be withdrawn at any time due to changes in personnel of the proposed Proponent’s team without prior agreement with the County. The County reserves the right to cancel this RFP process at any time, or waive any irregularities, if it chooses not to proceed any further with this project for whatever reason. 3.6 Submission Costs All costs and expenses incurred by the Proponent in the preparation and submission of their response to this RFP are the responsibility of the Proponent. The County is not responsible for these costs, or any liability incurred by the Proponent in responding to this RFP. 3.7 Confidentiality All documents submitted to the County will be subject to the protection and disclosure provisions of the Access to Information Act (ATIA) (for access to records) and the Protection of Privacy Act (POPA) (for privacy rights) of Alberta. 3.8 Amendment or Withdrawal of Proposals The proponent may amend or withdraw their proposal prior to the closing date and time by submitting a clear and detailed written notice to the primary contact. All proposals become irrevocable after the closing date and time. 3.9 Negotiations Proponents are advised that the County may negotiate terms, conditions, or alterations to the services specified directly with the successful firm. 3.10 Acceptance of Proposal 5 Upon acceptance, the proponent agrees to the supply of services as specified in this RFP immediately upon Notice of Award to the successful proponent, or as agreed between the County and proponent. 3.11 Binding Agreement All proposals shall be final and binding on the proponent for a period of sixty (60) days from the closing date and time and may not be altered by any subsequent offerings, discussions, or commitments unless the proponent is requested to do so by the County. Termination of services may be initiated by the County or the proponent for just cause at any time. A written notification of sixty (60) days is required for termination of services. 4.0 EVALUATION 4.1 Mandatory Requirements All submissions shall be checked against the “3.2 Submission Requirements”. All submissions shall meet 100% of the mandatory requirements to ensure further evaluation and advancement in the RFP process. Those submissions that do not meet all the “Submission Requirements” will be disqualified. It will be at the County’s sole discretion to determine if a submission shall be disqualified due to insufficient or incomplete information. 4.2 Evaluation Criteria Submissions meeting the “3.2 Submission Requirements” will be evaluated using a weighted evaluation scoring method as outlined below: Category Weight Description Proposed Audit Methodology & Understanding 30 Depth of understanding, clarity of approach, relevance to organizational context Project Management & Work 20 Feasibility, timeline, stakeholder engagement Project Team Expertise & Experience 20 Relevant experience, public-sector or municipal audits Project Cost 30 The total cost of the project and/or its ability to keep within current budget 4.3 Interview The County may elect to interview a short list of Proponents to address any questions or clarifications that are required. Proponents shall be responsible for all costs and expenses related to preparing for, and attending, the interview should one be required. The County is not responsible for these costs, or any liability incurred by the Proponents in responding to the RFP. 6 5.0 SCOPE OF WORK Proponents should propose a methodology that may include, but is not limited to, the following components: 5.1 Internal Communications Review • Communication flows between departments, leadership, and staff • Internal tools, processes, and documentation • Role clarity and decision-making structures • Information sharing, timing, and consistency 5.2 External Communications Review • Public facing channels (website, social media, print, digital, media relations, newsletters, etc.) • Tone, accessibility, clarity, and consistency of messaging • Brand alignment and visual identity usage • Responsiveness to public inquiries and issues 5.3 Audience & Stakeholder Analysis • Identification of key audiences and stakeholders • Assessment of how well communications meet audience needs • Evaluation of engagement, reach, and trust 5.4 Governance, Policy & Risk • Review of communications related policies, procedures, and approvals • Crisis and issues communications readiness • Legislative or regulatory considerations (where applicable) 5.5 Benchmarking & Best Practices • Comparison to similar organizations or recognized best practices • Identification of emerging trends relevant to the organization 5.6 Key Deliverables The Consultant shall: • Work with County staff to ensure readiness prior to the commencement of the project • Provide a written Communications Audit Report outlining findings and analysis • Advise on a clear set of prioritized, actionable recommendations (short, medium, and long- term) • Advise on an implementation roadmap or framework • Optional: presentation of findings to leadership, council, or board • Recommend any other deliverables that would best serve the County objectives 7 6. SUBMISSION FORM: PROPOSAL RFP Number: RFP-2026IT-29693 RFP Title: Communications Audit – County of Newell We, _____________________________________________________________________________________ (Company) of _____________________________________________________________________________________ (Business Address) having examined the RFP Documents as issued by the County of Newell (the “COUNTY”); hereby offer to enter into a Contract to perform the Work required by the RFP Documents for the following pricing: 6.1 Proposed Solution Cost Complete the “Price Offered” column in the table below in regard to your proposed solution. Table A1 – Proposed Solution Cost Item # Description 1 Internal Communications Review $ 2 External Communications Review $ 3 Audience & Stakeholder Analysis $ 4 Governance, Policy & Risk $ 5 Benchmarking & Best Practices $ Disbursement Fees, Project Management Fees (Any other hidden fees) $ Sub Total $ GST $ TOTAL LUMP SUM CONTRACT PRICE $ 8 6.2 Proposed Solution Cost – Break Down Provide a detailed line item break down of the components of your proposed solution. Table A2 – Proposed Solution Detailed Cost Quantity Item $ $ $ $ $ $ $ $ Note: Please add any addition rows you may require. 6.3 Optional Equipment/Services In the table provided below, Proponents are requested to include any optional pricing for equipment or services not listed in the requirements that may be of value to the County. Optional equipment should be clearly labelled “OPTIONAL” in the proposal. The County reserves the right of including or excluding the scope of work as described and detailed below in any resulting contract. The County reserves the right to award in whole, in part, or not any of the following scope listed below. All Unit pricing to include freight and delivery. Table A3 – Optional Pricing Item # Description/Specifications Unit Price (CDN) 1 $ 2 $ 3 $ 4 $ 5 $ Note: Please add any addition rows you may require. 9 6.4 Proposed Schedule of Work Provide your proposed start and completion dates for this project. Table A5 – Proposed Schedule of Work Item Description/Phase Start Date 1 2 3 4 5 10 7.0 SUBMISSION FORM B: PROPONENT INFORMATION 7.1 Organizational Structure/Background Provide the required information below regarding your organization: Table B1 – Organizational Structure/Background Item Response Number of years your firm has been operating: Number of employees: Office Location (Address) Main Contact for this proposal (Name, Position, Phone, Email): 7.2 Organizational Health and Safety Practices Provide an outline of the safety policies, practices, and procedures that your firm has in place relevant to the scope of work. 11 7.3 Minimum Insurance Requirements The County requires all contractors to hold the following insurance requirements, please indicate in the table below where your firm stands with these requirements: Table B2 – WCB/Insurance Requirements Item Yes No Does your firm hold a valid WCB clearance letter and is currently in good standing with WCB? Does your firm have a minimum of $2,000,000.00 liability insurance? Note: Proof of these requirements will need to be provided prior to project commencement from the successful proponent. 7.4 Project Team Provide a list of project team members being proposed for this project. Table B3 – Project Team Team Member Name Role Description Note: Please add any addition rows you may require. 7.5 Previous Relevant Experience Provide examples of previous work similar in nature. Refer to specific projects, timelines and budgets. Table B4 – Previous Relevant Experience Project Description Note: Please add any addition rows you may require. 12 7.6 Customer References Provide contact details for a minimum of three (3) previous Customers, for whom similar services have been provided within the last five (5) years. Additional references up to a maximum of five (5) can be provided at the discretion of the Proponent. Table B5 - Customer References # Customer Company Contact Name Contact Position Phone Number Project/Work 1 2 3 4 5 At the discretion of the County, the Customer references may be contacted to enquire about past performance with regard to project management, responsiveness, quality of deliverables. 13 8.0 SUBMISSION FORM C: PROJECT PLAN AND ADDITIONAL INFORMATION 8.1 Detailed Project Plan and Implementation Process Proponents shall provide detailed plans for implementation and execution of the proposed project. Timelines, deliverables, philosophies, internal and external engagement, testing scenarios, fall back plans, and any other pertinent information shall be provided in the space below or attached if clearly marked as 8.0 Submission Form C: Project Plan and Additional Information and noting that it has been attached in the box below. 8.2 Training and Documentation Provide a summary of the training plan for County staff for the systems implemented by your firm. 14 8.3 Efficiency and Innovation Provide examples of recommendations for making County operations more efficient and streamlined in relation to this project. This section could focus on any number of scenarios from recommended software implementation to processes and procedures for carrying out daily business. The County is very technologically driven, and it is a belief that where electronic systems can perform tasks, they should. Previous experience and success stories are welcome inclusions.