Public Relations Services

The Vendor is required to provide on-call public relations services, specifically focused on developing and executing media tours, managing media relations, and proactive story pitching.
- Public relations services to elevate its national and global profile and reinforce its reputation as an industry leader in the maritime sector.
- Consultant(s) will collaborate with Port staff to execute targeted strategies for media relations, social media, story pitching, and media tours; all designed to elevate the Port’s visibility and communication impact.
- Media Tour Development and Execution:
•    Plan and execute media tours, including pitching, scheduling interviews and strategic site visits.
•    Provide logistical support, such as printing of documents and occasional transportation needs during remote visits; as well as coordination with media outlets, venue arrangements, and technical setup for virtual tours.
•    Develop a detailed roadmap outlining messaging, target audiences, media outlets, timeline, and outreach strategies specific to media tour objectives.
•    Create digital marketing strategies to engage target audiences via social media and other digital campaigns.
•    Produce press kits, media advisories, backgrounders, talking points, fact sheets, executive biographies, and other collateral needed to support media tours.
•    Develop and deliver detailed media profiles, including biography and background information on reporters, outlets, and platforms invited or targeted; and demographic research on audience alignment with the port’s strategic audience goals.
•    Attend media events to ensure smooth operations and manage logistics, run-of show, and press coordination.
•    Deliver post-event wrap-up reports summarizing media attendance, coverage, reach, and engagement metrics, as well as key insights and recommendations for future communication.
- Media Relations and Story Pitching: 
•    Develop and execute a proactive media relations strategy to secure earned media coverage, high-level interviews and media placements with top-tier outlets and target publications.
•    Create and implement proactive media pitching campaigns around port initiatives and key themes, as specified by port staff.
•    Craft and distribute engaging media advisories, press releases, media alerts, pitches, and backgrounders.
•    Proactively engage with journalists, producers, influencers, podcasters, and media outlets at the local, regional, and international levels to generate interest and secure participation. 
•    This includes pitching story ideas, follow-ups, coordinating interviews, and providing day-of media support.
•    Prepare port executives and key staff for interviews by providing media training, language coaching (e.g., Spanish), and rehearsal sessions to ensure consistent, confident, and on-message media appearances. 
•    Develop key messaging and Q&A documents to support interview preparation.
•    Generate earned, widespread media coverage for port events.
•    Position key port executives as thought leaders in the maritime industry through expert commentary and media coverage.
- Marketing and Public Relations Research and Analysis:
•    Conduct public relations research, surveys, audits, and data-driven analytics to measure the impact of communications activities.
•    Consult on social and digital media strategies to expand the port’s global reach.
•    Build and maintain databases of both national and international reporters covering port operations and industry issues; and generate data to support media relations functions.
•    Evaluate and vet news agencies for credibility and relevance by assessing their journalistic integrity, reputation, audience reach, and track record for accuracy, ensuring alignment with the project’s communications objectives and target audiences.
•    Provide multi-language marketing and communications support as needed.
•    Provide general public relations counsel and assist with return-on-investment (ROI) tracking, media exposure, and identifying new opportunities for engagement.
- Budget: $475,000.

- Contract Period/Term: 3 years
- Optional Pre-Proposal Meeting Date: August 26, 2025
- Questions/Inquires Deadline: September 05, 2025