Project Information

Bid Title

Request for Qualifications - On-Call Crisis Communications Consultant Services

Issuing Agency

City of Brentwood

Location

Missouri

Published Date

Dec 1, 2025

Closing Date

Jan 15, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Request for Qualifications - On-Call Crisis Communications Consultant Services
Category:	Services
Status:	Open

Publication Date/Time: 12/1/2025 12:00 AM Closing Date/Time: 1/15/2026 12:00 AM Related Documents: Request for Qualifications - On-Call Crisis Communications Consultant Services Brentwood, MO

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2348 S. Brentwood Blvd.

Brentwood, MO 63144

City of Brentwood, Missouri

Request for Qualifications (RFQ) for

On- Call Crisis Communications

Consultant Services

Submission Deadline:

Delivery by January 15, 2026, 12:00 PM CST

Brentwood City Hall

ATTN: Octavia Pittman, City Clerk

2348 S. Brentwood Blvd.

Brentwood, MO 63144

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City of Brentwood, Missouri

Request for Qualifications (RFQ) for On – Call Crisis Communications Consultant

1. INTRODUCTION

a. The City of Brentwood (herein noted as "the City") proposes to retain

qualified on-call crisis communications consultant services (herein

noted as "Consultant") on an as-needed basis to assist the City in

preparing for, managing, and responding to crises that may impact

public trust, community relations, and City operations.

b. The City has established specific qualifications to ensure completion

and quality of the service provided. The Consultant shall possess skill

and experience to perform quality work as solely determined by the

City, which qualifies it to provide crisis communications services.

c. Interested parties are invited to submit their qualifications for

consideration. Submit proposal both electronically to Octavia Pittman,

City Clerk at opittman@brentwoodmo.org or flash drive, and four (4)

hard copies by December 1, 2025 at 12:00 PM CST (2348 S Brentwood

Blvd., Brentwood, MO 63144). Qualifications received after the

appointed time will be determined non-responsive and will not be

considered. The subject should be marked “On- Call Crisis

Communications Consultant Services.”

d. The qualifications should be delivered no later than December 1, 2025,

by 12:00 PM Central Standard Time (CST). Any submittals received

after the qualification deadline shall not be considered. The date of

receipt of the qualifications as noted by the City of Brentwood will be

conclusive for all purposes.

e. The City of Brentwood reserves the right to reject any or all

qualifications submitted. No qualification may be withdrawn for a period

of three (3) months following the date specified for the receipt of

proposals.

f. A team of City officials will evaluate the qualifications. If deemed

necessary, a short list of consultants will be notified for follow-up

interviews. The evaluation team will summarize its findings and submit

their recommendation to the Communications Committee. If deemed

necessary to help establish a fair and responsible cost for services in

negotiation with selected respondents, the City may request copies,

(from the "selected" firm), of the past five (5) contracts providing Crisis

Communications Consultant Services. Any objections to this must be

clarified in your response to this RFQ.

g. Any inquiries concerning the proposal should be directed to Michelle

Boyer, Communications Manager at mboyer@brentwoodmo.org.

h. Contact with other City officials or members of the Board of Aldermen

is prohibited.

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i. The City will not be liable for any cost which may be incurred in

connection with the preparation or presentation of any submittal or

demonstrations.

2. SCOPE OF SERVICES

The selected consultant will provide services that may include, but are not limited to:

A. Crisis Planning and Preparedness

a. Develop and /or refine a crisis communications plan.

b. Provide media training for City leadership and staff.

c. Establish communication protocols for various crisis scenarios.

B. Crisis Response Support

a. Serve as an on-call advisor for urgent communications needs.

b. Draft press releases, media statements, FAQs, and talking points.

c. Advise on messaging for social media, website, and other digital

platforms.

d. Provide guidance on media relations and press inquiries.

C. Reputation Management and Recovery

a. Recommend long-term strategies following crisis events.

b. Assist in monitoring public sentiment and media coverage.

3. STATEMENT OF QUALIFICATIONS

Responses to this RFQ should be specific and precise with adequate detail

to accurately define Consultant's qualifications for performing the services

required* Limit your responses to the information requested in each section.

Any additional information that you wish to submit should be included in a

separate section marked "Supplemental Information."

A. General Qualifications

a) State what work your company can self-perform.

b) State the location of the company’s headquarters and location, if

different also the location from which this project will be managed.

c) Provide information regarding the firm's ownership and organizational

structure including a company organizational chart.

d) Provide references for the firm's Banks, Surety and Bonding Agent.

e) List any judgments, claims, arbitration or suits against your

organization or its officers which are pending, or which have been

resolved in the last five years.

B. Related Project Experience

1. List of relevant or similar project experience completed in the last five

years.

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Project Name:

___________________________________________________________

Location:

___________________________________________________________

Brief Description:

___________________________________________________________

___________________________________________________________

Year Completed:

___________________________________________________________

Project Cost:

_______________________________________________________

2. Provide specific documentation regarding your firm's proximity,

experience, familiarity and commitment to the Brentwood area and

community.

C. Proposed Team

a) Provide an organizational chart showing your team's proposed

project.

b) Identify the commitment level of each key person to be assigned to

the project if selected. The use of alternative personnel, other than

those listed, will be considered a breach of contract unless the

change is due to the employee's resignation/illness/termination or if it

is agreed upon and approved in writing by the City of Brentwood.

D. Rates

a) Provide a schedule of hourly rates for your labor categories.

b) Provide a schedule of equipment rates.

c) Provide your bond and insurance rates.

d) Provide a description of your overhead and profit fees.

e) Provide any other pertinent information the firm wishes to present.

4. SELECTION PROCESS

The City of Brentwood intends to award an On-Call Crisis Communications

Consultant to a firm who best demonstrates the following criteria:

a) Specialized experience and technical competence,

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b) Capacity and capability to perform the work in question, including

specialized services, within the time limits fixed for the completion of the

project.

c) Experience and expertise of team members identified to perform the work.

d) Past record of performance with respect to such factors as control of costs,

quality of work, and ability to meet schedules.

e) Firm's proximity to and familiarity with the area in which the project is

located.

f) Quality of work previously performed for the City.

g) Experience on municipal projects of similar size and complexity.

h) Competitive rates.

If necessary, a short list of firms or teams may be selected for follow-up

interviews.

Each proposal will be scored on a scale of 1 to 100 points. If the City hosts oral

presentations, submissions will be re-scored at the conclusion of the

presentations. Each section of the proposal will receive the following points:

a) General Company Qualifications – 30 points

b) Related Project Experience - 25 points

c) Proposed Team - 15 points

d) Rates – 30 points

5. MISCELLANEOUS

1. Submit proposal both electronically to Octavia Pittman, City Clerk at

opittman@brentwoodmo.org or flash drive, and four (4) hard copies by

December 1, 2025 at 12:00 PM CST (2348 S Brentwood Blvd., Brentwood, MO

63144). Qualifications received after the appointed time will be determined non-

responsive and will not be considered. The subject should be marked “On- Call

Crisis Communications Consultant Services.”

2. An addendum of this RFQ will be issued, if necessary, to all known interested

parties and posted on the City’s website.

3. Consultants may withdraw their proposal any time prior to the scheduled

closing time of the receipt of the proposal.

4. All materials submitted regarding this RFQ become the property of the City.

5. This request does not commit the City to select a consultant. The City shall not

be obligated or liable for any costs incurred by the consultant submitting the

qualification prior to the issuance of the contract. The submitting organization

shall bear all costs to prepare and submit a response to this solicitation.

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services

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