Request for Proposals: Contract for Media Outreach and Communications Support for the Northeast Regional Office

OVERVIEW

The National Fish and Wildlife Foundation (NFWF) seeks a qualified Contractor to assist in the development and/or implementation of media relations and communications support for the Northeast Regional Office and the programs within this region.

BACKGROUND

NFWF administers competitive grant programs to support on-the-ground conservation projects that are implemented by local and regional nonprofits, local governments, state governments, academic institutions and others. The winning Contractor(s) will implement effective media outreach strategies for grant programs within the Northeast Regional Office, which may include any or all of the following existing programs, and may be expanded to include additional programs during the course of the contract term:

NFWF intends the services provided to increase the reach of Northeast Regional Office communications, announce important program and project milestones, share important local successes and showcase innovative projects.

SCOPE OF WORK

The selected Contractor(s) will perform the following activities for programs under NFWF's Northeastern Regional Office, and in close coordination with NFWF Regional staff as well as NFWF's Communications Department.

• Support press conferences/media events to announce grants, project groundbreakings, ribbon cuttings and other grant-related project milestones. (Events may be virtual.)
  • Draft and post media advisories
  • Draft press releases, including securing quotes and coordinating approvals from multiple partners
  • Assist with securing participation of speakers
  • Conduct media outreach aimed at securing earned media from events, including digital, television, radio and print media
  • Coordinate on-site logistics working with event host
  • Coordinate day of flow of show
  • Manage media the day of event
  • Conduct media follow-up

Deliverables: final media advisories, press releases, media participant list, press events, compilation of media coverage

• Develop print-ready stories about grant-funded projects for placement with media outlets.
  • Coordinate story selection with NFWF staff
  • Interview grantees and grantee partners
  • Secure images from grantees or through site visits
  • Draft stories and coordinate review by grantees, NFWF Regional staff and Communications staff
  • Conduct media outreach to place stories with local media outlets

Deliverables: final story, digital image files, compilation of media coverage

• Create compendia of success stories for use in program annual/anniversary reports.
  • Coordinate selection of 5-10 stories with NFWF staff; stories may include multiple grant-funded projects that address the same issue or are in the same geography
  • Review past media coverage and "print-ready stories" developed for projects
  • Interview grantees and grantee partners
  • Secure images from grantees
  • Draft stories and coordinate review by grantees, NFWF Regional staff and Communications staff
  • Coordinate with NFWF Communications Department on layout needs (e.g., word limits, image requirements) who will lead and/or manage graphic design and publication. (Note: graphic design and publication is not part of this scope of work.)

Deliverables: final stories, digital image files

NFWF anticipates the following deliverables in the coming year:

This list above outlines the general scope of work to be addressed under this RFP; however, it is subject to change in response to additional similar task orders as needed. The period of performance will be one year from the date of the award to the selected Contractor with an option to extend for an additional year up to four years, to be exercised at NFWF's discretion.

REQUIRED EXPERTISE AND PROPOSED STAFF

To assist the Northeast Regional Office in delivering effective media outreach strategies, as well as using media relations to support NFWF in fulfilling its mission, this RFP is seeking a team of communication professionals with the following qualifications:

• Experience with a wide array of media outreach from micro-targeting local media outlets to working with national placements
• Proven record of writing in different styles for specific audiences AND experience in writing about nature or science-based subjects (examples beneficial)
• Flexibility and enthusiasm while dealing with feedback, edits, and potential re-working of media content and partnership management
• Variety in staffing levels within the Contractor team and competitive/cost-effective budgeting
• Have staff located within the NFWF Northeastern region and/or able/willing to travel for communication events

CRITERIA FOR COMPETITIVE APPLICATIONS

Proposals will be evaluated and scored on the following criteria. Offerors should organize their Proposal Narrative based on these sections:

1. Understanding of the Scope of Work. The Scope of Work must demonstrate an understanding of the goals of the activities involved. This section should include a description of how you will communicate with NFWF and program stakeholders and report on progress, results, and deliverables. Weight: 10%
2. Technical Approach. The proposed technical approach for conducting the tasks should clearly describe the proposed methods necessary to conduct the project. The section must demonstrate that those methods are robust and appropriate for conducting the project and address any areas of complexity or uncertainty associated with conducting the project. Weight: 20%
3. Qualifications of Proposed Personnel. This section should clearly describe which tasks each member of the team will conduct and how their training and experience provide the requisite experience to do so successfully. Weight: 20%
4. Contractor's Past Performance. The proposal should include information on the primary investigator(s)'s past performance experience in communications and media outreach. List recent (last 2-5 years) accomplishments and previous services related to the technical expertise offered. If subcontractors are to be used, information should be provided that demonstrates their past performance as well. Describe how that past performance is applicable to this evaluation. Weight: 20%
5. Budget. The proposed budget should itemize work in sufficient detail to enable reviewers to evaluate the appropriateness of the entire funding request. You must use attached Contractor Budget Template. You may add columns to the template for additional tasks if needed, but should not make any other changes. If applicable, please include the proposed budget for equipment purchase in the proposal separate from the Contractor Budget Template. Weight: 30%

ELIGIBLE OFFERORS & CONFLICT OF INTEREST STATEMENT

Eligible applicants include institutions of higher education, other nonprofits, commercial organizations, international organizations, and local, state and Indian tribal governments.

By submitting a proposal in response to this solicitation, the offeror warrants and represents that it does not currently have any apparent or actual conflict of interest, as described herein. In the event an offeror currently has, will have during the life of the contemplated contract, or becomes aware of an apparent or actual conflict of interest, in the event an award is made, the offeror must notify NFWF in writing in the proposal, or in subsequent correspondence (if the issue becomes known after the submission of the proposal) of such apparent or actual conflicts of interest, including organizational conflicts of interest. Conflicts of interest include any relationship or matter which might place the contractor, the contractor's employees, or the contractor's subcontractors in a position of conflict, real or apparent, between their responsibilities under the award and any other outside interests, or otherwise. Conflicts of interest may also include, but are not limited to, direct or indirect financial interests, close personal relationships, positions of trust in outside organizations, consideration of future employment arrangements with a different organization, or decision-making affecting the award that would cause a reasonable person with knowledge of the relevant facts to question the impartiality of the offeror, the offeror's employees, or the offeror's future subcontractors in the matter. Upon receipt of such a notice, the NFWF Contracting Officer will determine if a conflict of interest exists and, if so, if there are any possible actions to be taken by the offeror to reduce or resolve the conflict. Failure to resolve conflicts of interest in a manner that satisfies NFWF may result in the proposal not being selected for award.

By submitting a proposal in response to this solicitation, the Offeror warrants and represents that it is eligible for award of a Contract resulting from this solicitation and that it is not subject to any of the below circumstances:

Has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an Contract with the authority responsible for collecting the tax liability, where the awarding agency is aware of the unpaid tax liability, unless the agency has considered suspension or debarment of the corporation and made a determination that this further action is not necessary to protect the interests of the Government; or

Was convicted (or had an officer or agent of such corporation acting on behalf of the corporation convicted) of a felony criminal violation under any Federal or State law within the preceding 24 months, where the awarding agency is aware of the conviction, unless the agency has considered suspension or debarment of the corporation and made a determination that this further action is not necessary to protect the interests of the Government; or

Is listed on the General Services Administration's, government-wide System for Award Management Exclusions (SAM Exclusions), in accordance with the OMB guidelines at 2 C.F.R Part 180 that implement E.O.s 12549 (3 C.F.R., 1986 Comp., p. 189) and 12689 (3 C.F.R., 1989 Comp., p. 235), "Debarment and Suspension, " or intends to enter into any subaward, contract or other Contract using funds provided by NFWF with any party listed on the SAM Exclusions in accordance with Executive Orders 12549 and 12689. The SAM Exclusions instructions can be found here: https://www.sam.gov/SAM/

SUBMISSION REQUIREMENTS

Proposals must be submitted under the same cover at the same time, in three distinctly labeled and separate documents: 1) Technical Proposal, 2) Budget, and 3) Evidence of Financial Stability. Interested parties should submit proposals electronically to NFWF (Carrie Clingan) using the requirements below:

1. Technical Proposal
   • Format: Proposals must be provided in Word format or searchable PDF with a font size no smaller than 11 pt.
   • Contact information: Primary contact person, company name, address, phone, email, website, DUNS number, and
   • EIN/Taxpayer ID#.
   • Narrative: Concise (10-page limit) description of the work plan and a summary of the applicant's expertise and experience, organized by the Criteria for Competitive Applications.
   • Biographies: Resumes and/or Vitae of key staff and their role in the proposed work area.
   • References: List two clients who have received services from the applicant that is similar in nature to the proposed work; include names, phone numbers, and email address.
2. Budget: The budget proposal must be submitted using the following NFWF budget template.
3. Evidence of Financial Stability: The applicant shall provide proof of financial stability in the form of financial statements, credit ratings, a line of credit, or other financial arrangements sufficient to demonstrate the applicant's capability to meet the requirements of this solicitation.

SELECTION PROCEDURE

A panel of NFWF staff will review the proposals. The panel will assess each proposal according to the project description and evaluation criteria provided in this RFP. Offerors may be asked to modify objectives, work plans, or budgets prior to final approval of the award. Only one award will be made for this project. Specific funding amounts will be negotiated with the Foundation and additional funding will be considered annually based upon the expressed needs of the programs. If multiple institutions are involved, they should be handled through subcontracts.

COMPLIANCE WITH APPLICABLE LAWS

NFWF is committed to operating in full compliance with all applicable laws, regulations, and Executive Orders. We continuously monitor legal and regulatory developments to ensure our policies, procedures, and operations align with current federal directives. We encourage all applicants to do the same.

The ability and extent to which NFWF is able to make awards is contingent upon receipt of funds from federal agencies and/or other funding partners. Final funding decisions will be made based on the applications received and the level and timing of funding received by NFWF.

Compliance with American Security Drones Act (ASDA)

Pursuant to the American Security Drone Act (ASDA), effective December 22, 2025, applicants proposing activities funded in whole or in part with federal funds may not use, operate, or purchase any drone or uncrewed aerial systems (UAS) included on the Covered Foreign Entities (CFE) List. This prohibition applies to both new purchases and continued use of existing UAS, including certain widely used commercial platforms, such as DJI and Autel. Applicants are responsible for ensuring that all proposed and existing UAS used in connection with federally funded activities comply with applicable federal law and are not included on the CFE List. Noncompliance may affect eligibility for funding.

SUBMISSION DEADLINES