Marketing and Communications Services

The Vendor is required to provide marketing and communications services for include:
- Effective project management (estimated completion date: August-September 2026)
• Kick-off meeting and regular cadence of team meetings between the marketing and communications consultant and office of sustainability staff.
• Agenda and meeting flow to be co-created with office of sustainability staff.
• Meeting minutes: detailed minutes of the kick-off meeting including key points, action items, and any questions or concerns raised during the meeting.
• List of existing documents to review: the office of sustainability will provide a list of relevant documents, reports, and materials related to the comprehensive climate action plan (CCAP) that the consultant will need to review in order to design marketing and communication materials.
• This will include, but it is not limited to, all documents, reports, infographics, and other materials developed in cooperation with the CCAP design consultant.
• Brand guidelines and templates.
• The office of sustainability will provide current brand guidelines, along with design elements from the CCAP as a reference and to ensure alignment of materials being designed.
• Project timeline and responsibilities: finalization of the project timeline, including the tasks assignments and the division of labor, project management tracking methodology to be used.
- Visual concept development and communication “sprints” (estimated completion date: September 2026)
• Initial visual concepts: develop visual concepts including infographics and graphic designs, initial marketing collateral, and social media content that adhere to all relevant branding and style guidelines.
• Presentations of draft concepts to the office of sustainability: presentations allow for feedback from office of sustainability staff key stakeholders and on the visual design direction and ensures alignment with project goals and serve as opportunities to gather input and refine the concepts based on feedback.
• Communication “sprints”: exhibit ability to “hit the ground running”
o Development of social media posts and content calendar
o Final proofs: materials should have final approval before moving to printing or publication (including digital) stage.
o Publication: submission of publication ready materials on proposed project timeline.
• Marketing campaign proposal: present a written outline of the CCAP marketing campaign, including sources and timing for all paid ads and sponsored content, development of draft press release(s) and outreach materials for earned media, drafts of newsletter and email blast content, and other relevant campaign elements.
- Accessibility and equity considerations (estimated completion date: September 2026)
• Accessible design elements and visuals: ensure that all design materials and documents utilize visual elements to make technical content more understandable, particularly to those with limited literacy skills or language barriers.
• All materials should conform to web content accessibility guidelines (WCAG) version 2.1, level AA (or most current applicable guidelines) to ensure compliance with section 508 of the rehabilitation act.
• Simplified language: develop documents and materials using clear, simple language that ensures all written materials are understood clearly by individuals with varying literacy levels, enhancing overall accessibility.
• Translated materials: provide Spanish translations of marketing collateral and ad content (including social media).
- Final publications of marketing collateral and launch of CCAP marketing campaign (estimated completion date: October 2026)
• Digital formats of all materials: provide digitalized formats of all materials including plans, flyers, social media content, presentations, and other communication materials.
• Consultant will also provide editable source files, including those used for infographics and illustrations, in order to ensure these materials remain dynamic for on-going community education and engagement on implementation of the CCAP.
• Community engagement toolkit: assembly of materials into a toolkit that will be distributed to stakeholders and community organizations that should include the finalized plans, flyers, social media content, e-blast templates, facilitation guide, presentations, and all other created materials.