RFP/RFQ Opportunities

Does the $20,000 project budget include consultant fees, paid media, production, printing, travel, and other campaign expenses?

Yes. The $20,000 project budget is all-inclusive and should include all services and expenses necessary to complete the project, including consultant fees, strategy, creative development, implementation, paid media, production, printing, travel (if applicable), and any other direct project costs. Proposers should recommend how the available budget is allocated to best achieve the program objectives.

What implementation activities are expected in the base proposal?

The base proposal should include all services necessary to develop, launch, and implement the program within the available budget. Optional services or additional phases may be identified separately.

What is the anticipated project timeline?

The City anticipates executing a contract in mid-September 2026. Proposers should recommend a project schedule that includes strategy development, creative production, campaign launch, and implementation.

How many City staff and stakeholders should be anticipated during review and approvals?

The City anticipates designating a primary project contact to coordinate communication, consolidate feedback, and facilitate review and approvals. Additional City staff and community partners may participate as needed.

What existing marketing assets will be available?

The City will provide relevant existing marketing materials, photography, branding resources, demographic information, and other available assets. Proposers should assume additional creative development may be necessary.

Does the City have expected quantities or formats for creative deliverables?

No. The City has intentionally not prescribed specific quantities or formats. Proposers are encouraged to recommend the creative assets they believe will most effectively achieve the program objectives within the available budget.

Who is responsible for the landing page and application process?

The selected consultant will be responsible for designing, developing, and implementing the program landing page and application process. All associated costs should be included within the $20,000 project budget.

What WEDC reporting measures will the consultant be expected to support?

The selected consultant should develop a performance measurement approach that aligns with the program objectives and WEDC grant requirements. Final reporting expectations will be coordinated following contract award.

May fixed-fee firms provide estimated hours without hourly billing rates?

Yes. Estimated hours by task may be provided for planning purposes. Hourly billing rates are not required for fixed-fee proposals.

Are the evaluation criteria weighted?

No. The evaluation criteria are not individually weighted. Proposals will be evaluated holistically by the selection committee.

How will responses to questions be distributed?

This addendum will be distributed to all firms that have requested or received the RFP and will be posted on the City's OpenGov procurement portal and the City's website.

Is there a page limit for proposals?

No. The City has not established a page limit. Proposers are encouraged to submit concise, well-organized proposals.

May an independent contractor or freelance professional submit a proposal?

Yes. Qualified independent contractors are welcome to submit a proposal, provided they can demonstrate the experience, qualifications, and capacity to perform the scope of services described in the RFP. Proposers are responsible for ensuring their proposal addresses all required project elements. If subcontractors or partners will be used, those relationships should be identified in the proposal.

What WEDC program requirements and performance measures apply to this project?

The Onboard to Oshkosh program is funded through a Wisconsin Economic Development Corporation (WEDC) Talent Recruitment Grant. The City is responsible for compliance with the grant agreement and WEDC reporting requirements.

The grant establishes a goal of 15 eligible households and requires the City to track information including household applications received, approved eligible households, assistance provided, household income and occupation, pre- and post-relocation ZIP codes, relocation dates, program expenditures, and progress toward the household goal.

The selected consultant will be expected to assist the City with establishing appropriate campaign performance measures and provide information related to marketing activities and performance as needed to support City reporting.

How will existing City marketing or graphic design resources affect the requested scope?

The City may utilize existing staff, partners, or contracted resources as appropriate. Proposers should develop their proposals based on the full scope of services identified in the RFP and should not assume that outside resources will be available to complete required deliverables. Relevant existing materials and resources will be made available to the selected consultant as appropriate.

Will local presence, familiarity with Oshkosh, Wisconsin-based or small-business status, or the ability to collaborate in person receive preference during evaluation?

No separate preference or scoring category has been established based on a proposer's location or business size. Proposals will be evaluated according to the criteria identified in the RFP. Proposers should demonstrate their ability to understand the community, collaborate effectively with the City and its partners, and successfully complete the scope of services.

What relocation incentives will be offered through the program?

The WEDC grant provides funding for relocation incentives for eligible households. The program may also include community-based incentives supported by local partners, including gift cards, YMCA discounts, and community tours. Final incentive offerings will be coordinated by the City and participating partners and provided to the selected consultant for incorporation into program marketing.

What application, qualification, and approval process will prospective participants follow?

Eligible households must reside outside Wisconsin at the time of application, have an individual household income of at least $55,000, and submit an application for program incentives.

The selected consultant will be responsible for developing the landing page and application process in coordination with the City. The City will be responsible for determining applicant eligibility and approving participants.

Will the City provide an existing website, form, hosting, or applicant-management platform for the landing page and application process, or should proposers recommend a solution?

Proposers should recommend an appropriate approach for the landing page and application process as part of their proposal. The City has not established a required hosting, form, or applicant-management platform.

Any landing page developed for the program must be ADA compliant. The application process must also provide appropriate safeguards for sensitive or confidential information and allow the City to collect and maintain the documentation necessary to determine participant eligibility.

Is the selected consultant expected to actively implement and manage the campaign, including media placement and optimization, or primarily provide strategy and creative recommendations?

The City is seeking a turnkey approach. The selected consultant should provide the services necessary to develop, launch, and implement the campaign within the available $20,000 project budget. This may include campaign strategy, creative development, campaign setup, media placement, implementation, optimization, and performance reporting, as appropriate.

Proposers should recommend the specific mix of activities and allocation of the available budget that they believe will most effectively achieve the program objectives.

What is the anticipated campaign launch date and duration, and what grant deadlines apply to the project?

The City anticipates executing a consultant contract in mid-September 2026. Proposers should recommend an appropriate campaign development and launch schedule as part of their proposal.

The WEDC grant project period runs through December 31, 2028. The City is required to request all WEDC grant funds no later than February 28, 2029. The consultant's proposed schedule should support the City's ability to implement the program and achieve its recruitment goals within the grant period.

Is the 15-household figure a maximum, and how will program success be measured?

The 15-household figure is the City's WEDC-established Household Goal and is not a maximum on campaign reach, inquiries, or applications.

In addition to progress toward the Household Goal, the City expects the selected consultant to recommend appropriate marketing performance measures, which may include campaign reach and engagement, inquiries, applications, qualified leads, conversion measures, media performance, and other measures appropriate to the recommended strategy.

Who will be responsible for reviewing and approving creative, messaging, media expenditures, and other campaign materials following contract award? Will WEDC be part of the approval process?

The City will designate a primary project contact to coordinate communication, feedback, and approvals. Additional City staff and community partners may participate as appropriate.

The City's grant agreement does not establish WEDC as part of the City's day-to-day creative or campaign approval process. The program and use of grant funds must remain consistent with the WEDC grant agreement and applicable requirements, including acknowledgment of WEDC's participation in the project.