The City of Conroe seeks to establish a contract with one or more qualified consulting firms to provide professional communications, marketing, and Public Information Officer (PIO) services on an as-needed basis. The selected firm shall provide strategic communications support to enhance public awareness, transparency, and engagement regarding City programs, initiatives, infrastructure projects, emergency communications, and community events.
The consultant shall provide experienced personnel capable of serving as an extension of City staff, including an experienced Public Information Officer with demonstrated municipal or governmental communications experience.
Project Details
- Reference ID: 0724-2026
- Department: Adminstration
- Department Head: Open (City Administrator)
Important Dates
- Questions Due: 2026-08-10T18:00:00.000Z
Addenda
Evaluation Criteria
- Firm's Experience and Qualifications (25 pts) —
Evaluate:
- Experience serving municipalities or governmental agencies.
- Years providing communications and public relations services.
- Similar-size city experience.
- Experience with crisis communications, public outreach, branding, and media relations.
- Portfolio of successful communication campaigns.
- Key Personnel Qualifications (20 pts) —
Evaluate:
- Experience of proposed PIO(s).
- APR accreditation or other communications certifications.
- Experience as a municipal PIO.
- Graphic designers, videographers, web specialists, photographers, and social media staff assigned.
- Availability of senior personnel.
- Capacity, Availability & Project Management (20 pts) —
Evaluate:
- Ability to respond quickly.
- Backup staffing.
- Workload.
- Response times.
- Meeting attendance.
- Availability during emergencies.
- References & Past Performance (20 pts) —
Evaluate:
- Quality of references.
- Previous municipal clients.
- Ability to meet schedules.
- Communication skills.
- Overall satisfaction.
- Creative & Technical Capabilities (15 pts) —
Evaluate:
- Website management (Drupal, CivicPlus, etc.)
- Social media management
- Graphic design
- Photography
- Video production
- Drone capability (if applicable)
- Branding
- Digital advertising
- Analytics reporting
Submission Requirements
- Response Format (without Cost) (required) —
1. Cover Letter
Provide a cover letter signed by an individual authorized to bind the firm contractually. Include:
- Firm name and address
- Primary contact person
- Telephone number
- Email address
- Brief description of the firm's qualifications
- Commitment to provide the requested services
- A statement that the proposal is valid for 180 days
2. Firm Profile
Provide the following information:
- Legal name of firm
- Headquarters location
- Local office location (if applicable)
- Year established
- Type of business organization
- Number of employees
- Number of employees assigned to governmental communications
- Description of services offered
- Areas of specialization
3. Understanding of the City's Needs
Provide a narrative describing:
- Understanding of the City's communications objectives
- Approach to providing professional communications and PIO services
- Ability to serve as an extension of City staff
- Methods for maintaining consistent messaging across multiple departments
- Approach to emergency and crisis communications
4. Firm Experience
Describe the firm's experience providing similar services.
Include:
- Municipal clients
- County or governmental clients
- Public infrastructure communications
- Public engagement campaigns
- Website management
- Social media management
- Audio/visual production
- Public Information Officer services
- Emergency communications
- Capital improvement project communications
Include at least five (5) representative projects completed within the past five years.
For each project provide:
- Client name
- Project description
- Services performed
- Contract amount (if permitted)
- Completion date
- Client contact information
5. Project Team
Identify the personnel proposed for this contract.
Include:
- Organizational chart
- Project Manager
- Public Information Officer(s)
- Website specialists
- Social media specialists
- Graphic designers
- Videographers/photographers
- Public engagement specialists
- Other key personnel
Provide resumes for key personnel including:
- Education
- Professional certifications
- Years of experience
- Relevant project experience
- Office location
- Proposed role
6. Public Information Officer Qualifications
Provide specific qualifications of the proposed PIO(s), including:
- Government communications experience
- Crisis communication experience
- Media relations experience
- Public meeting facilitation
- Emergency response communications
- FEMA/NIMS training or certifications (if applicable)
- Professional memberships and certifications
7. Technical Capabilities
Describe the firm's capabilities related to:
- Website development and maintenance
- Content management systems
- ADA website compliance
- Social media management
- Graphic design
- Photography
- Videography
- Drone services (if applicable)
- Live-streaming
- Media monitoring
- Analytics and reporting
- Translation services
- Public engagement tools
8. Capacity and Availability
Describe:
- Current workload
- Ability to respond to assignments
- Typical response times
- Availability for emergency communications
- Ability to meet City schedules and deadlines
9. Quality Assurance
Describe the firm's quality control procedures, including:
- Internal review process
- Editing procedures
- Approval workflow
- Brand consistency
- Accuracy verification
- ADA compliance review
10. References
Provide a minimum of five (5) governmental references for similar work performed within the past five years.
Include:
- Agency name
- Contact person
- Title
- Telephone number
- Email address
- Services provided
Maximum Page Limit
The Statement of Qualifications should not exceed 25 pages
(Do not upload cost information in here)
- Certificate of Insurance (required) —
Upload a copy of your COI here.
- W-9 Form (required) —
Upload a recent copy of your W-9.
- Form 1295 (required)
- SAM.gov Status? (required)
- Conflict of Interest Questionnaire (required) —
Please click the link and complete the form.
Form CIQ (Conflict of Interest Questionnaire)
- Acknowledgement of Terms & Conditions (required) —
Please download the below document, complete, and upload.
- I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. (required)
- Evaluation Committee? (required) —
Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?
- Procurement and/or Project Contact —
Select the information you would like display.
Questions & Answers
Q (Submission/Response Requirements): What are vendors "submitting?" There are no guidance or RFP documents outlining proposal response format.
A: Please see Addendum No. 1 for response format.