Request for Proposals for HATC 50th Anniversary Celebration

‍Solicitation No. HATC-2024-06

Issuance Date: October 8, 2024

Submission Deadline: November 12, 2024, at 5:00 p.m. Central Standard Time (CST)

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The Housing Authority of Travis County (HATC), is seeking proposals from qualified event planning companies to help us celebrate our 50th anniversary. This event marks a significant milestone, and we seek a partner to create a memorable and impactful celebration. Details about our organization, required services, and other pertinent information follow.

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Background | The Housing Authority of Travis County

Created in 1975 by resolution of the Travis County Commissioner’s Court and governed under Chapter 392 of the Texas Local Government Code, HATC provides safe, decent, and sanitary housing for low-income families. We administer various programs and services supporting families in their pursuit of stable housing and self-sufficiency.

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Our Plan | Celebrating 50 Years

Celebrating 50 years is a significant milestone. As we approach this occasion, we aim to plan a memorable celebration honoring our past, recognizing our staff and residents, and setting the stage for future success.  This one-year plan will reflect our commitment to providing safe, affordable housing in Travis County. The celebration will encompass events, activities, and initiatives showcasing our history, highlighting accomplishments, and engaging our community.  Our mission is to provide safe, affordable housing for all Travis County residents and create a more inclusive and equitable community. We have identified key events, but the chosen respondent should provide additional recommendations:

• 50th Anniversary Formal Gala
• HATC Family Fun Day
• “HATC Day” Proclamation
• Celebrate National Affordable Housing Month in May

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Scope of Work

Required:

1. Strategic communications: Tactical guidance on planning and executing the anniversary campaign, ensuring effective audience engagement and goal accomplishment.
2. Branding: Develop visual treatment for print, digital, and multimedia collateral, including a 50th-anniversary version of the Foundation logo.
3. Marketing - Collateral development: Create printed and digital collateral (brochures, sponsorship packages, invitations, flyers, banners, signage).
4. Video production: Develop short and mid-length videos (1-2 minutes) including testimonials, interviews, and features on Foundation history and work.
5. Media relations: Establish relationships with local and regional media outlets to generate coverage and secure partnerships.
6. Media buying: Develop and execute advertising plans for print and radio, targeting key demographics.
7. Project management: Develop a project timeline and provide regular progress updates.

Preferred:

1. Social media: Assist with social media content strategy and engagement.
2. Event Support: Assist in planning and executing anniversary events (receptions, dinners, forums).
3. Website Development: Develop visuals for the anniversary microsite (infographics, banners) and collaborate with a web developer to ensure consistent branding.
4. Content Development: Develop content strategy (narratives, blog features, website copy, media stories, collateral copy).

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Key Personnel

Michela Walker

(253) 431-8277

‍[email protected]

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Requirements for Proposal Acceptance

The firm must be capable of handling branding, media relations, content development, graphic design, event support, video production, and project management, potentially partnering with 1-2 subcontractors (identified by the respondent or HATC).

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Proposal Content

Responses should be organized as follows:

1. Executive Summary: Describe your understanding of the work and your agency’s capabilities. (1 page maximum)
2. Professional Experience: Differentiate your agency, explaining its philosophy, size, structure, and qualifications.  Highlight experience with nonprofits, persuasive campaigns (fundraising, donor communications), and provide examples of creative work. (1 page maximum)
3. Team Qualifications: Identify assigned partners, managers, and staff, providing bios with relevant experience. (1 page maximum)
4. Campaign Approach: Describe your approach to the services, including preliminary creative concepts and your philosophy. Discuss communication results measurement and reporting. (1 page maximum)
5. Fees: Provide a fee estimate inclusive of all costs. (1 page maximum)

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Timeline

• RFP Issued: October 8, 2024
• Proposal Deadline: November 12, 2024
• Vendor Selection: November 2024
• Event Date: Starting January 2025

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Submission Instructions

Submit proposals electronically to [email protected] by the deadline.

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Contact Information

Contact Michela Walker for questions.

We look forward to receiving your proposals and collaborating on a successful 50th-anniversary celebration. Thank you for your interest.

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