RFP Selection Process Public Educational and Government Access

RFP Selection Process: Public, Educational, and Government Access Television Services Contract September 24, 2019 Valerie Scott, CPPB, Procurement Specialist

RFP Process • Used when more than price should be the deciding factor for awarding a contract • Equitable competition – Remove bias and level the playing field – Strict non-disclosure requirements – Selection based on highest number of points • Award the best value proposer

RFP Process Overview RFP Developed, Released Initial Evaluation Committee Meeting Proposals Evaluated Finalist Interviews Award Recommendation

After Award Recommendation • City negotiates contract terms and conditions with highest ranked proposer and the finalized contract is signed • L. M. C. 4. 12. 020(1): agreement with the Longmont Cable Trust or any successor to that entity for providing public, educational, and governmental cable television services to the residents of the City is approved by City Council in an open public meeting.

RFP Development • Scope included items specified by Council and the Community • Evaluation criteria – Approach to Scope of Work – Company and Personnel Qualifications – Price for Services – Innovative Collaborations with Other Community Groups

RFP Released • Published on May 10, 2019 – Pre-proposal conference – Question and answer period • All questions and answers posted publicly • Proposals received June 6, 2019

Proposal Evaluation • Evaluation committee kick-off meeting – Evaluation guidelines – Sign non-conflict of interest/non-disclosure form – Independent scoring • Evaluation meeting – Discuss proposals’ strengths and weaknesses – Select finalists based on rankings/points

Finalist Interviews • Provide questions to finalists in advance – Clarification – Opportunity to showcase why they should be awarded • Clarifications in writing – Purpose: memorialize understanding

Award Recommendation • Highest ranked proposer recommended for award • Longmont Observer scored highest number of points – Provide the most services for funding available – Sustainable funding approach

Award Recommendation • Longmont Observer will provide all services required in RFP scope, plus the following additional services: – Record the 17 advisory boards and commissions – Convert all the government (City Council, Planning and Zoning, School Board, 17 boards and commissions meetings) to searchable text – Create regular audio podcasts of community interest – Create an open to the public podcast studio – Create a live-streaming radio station (internet only)