Project Information

Bid Title

Professional Services for Development of a Crisis Communication Plan

Issuing Agency

Warrensburg city

Location

Missouri

Published Date

Feb 25, 2026

Closing Date

Mar 25, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Professional Services for Development of a Crisis Communication Plan
Category:	City of Warrensburg
Status:	Open

Description: The City of Warrensburg, Missouri, Office of Emergency Management (OEM) is soliciting proposals from qualified professional firms to provide consulting services for the development and implementation of a comprehensive, multi-phase Crisis Communication Plan. This plan will strengthen the City’s capacity to communicate effectively during both routine operations and emergency incidents. This solicitation and resulting contract shall be governed by the City of Warrensburg Finance Procedure Manual §22.9.4 governing professional services. See attached RFP packet for full details and instructions. Publication Date/Time: 2/25/2026 2:00 PM Closing Date/Time: 3/25/2026 3:00 PM Submittal Information: Submittal instructions are provided within the attached RFP packet. Contact Person: Fire Chief Kenneth Jennings Related Documents: RFP Crisis Communication Plan-City of Warrensburg, MO

Attachment Preview

City of Warrensburg Office of Emergency Management

Request for Proposals (RFP)

Professional Services for Development of a Crisis Communication Plan

REQUEST FOR PROPOSALS

CITY OF WARRENSBURG

102 SOUTH HOLDEN STREET

WARRENSBURG, MISSOURI 64093

DATE OF POSTING: February 25, 2026

PROPOSAL CLOSING: March 25, 2026

CONTACT PERSON: Ken Jennings

PHONE NUMBER: 1(660)262-4651

PROPOSAL TITLE:

PROFESSIONAL SERVICES FOR DEVELOPMENT OF A CRISIS

COMMUNICATION PLAN

Table of Contents

1. Introduction and Purpose

2. Background

3. Project Overview and Scope of Work

4. Submission Instructions and Proposal Requirements

5. Evaluation Criteria

6. Schedule

7. City Rights and Legal Conditions

Appendix A – Sample Evaluation Score Sheet

Appendix B – Proposal Submission Checklist

I. Introduction and Purpose

The City of Warrensburg, Missouri, Office of Emergency Management (OEM) is

soliciting proposals from qualified professional firms to provide consulting services for

the development and implementation of a comprehensive, multi-phase Crisis

Communication Plan. This plan will strengthen the City’s capacity to communicate

effectively during both routine operations and emergency incidents. This solicitation and

resulting contract shall be governed by the City of Warrensburg Finance Procedure

Manual §22.9.4 governing professional services.

II. Background

Communication responsibilities within the City, particularly during a time sensitive

situation or other emergency, are shared by multiple departments. These include:

Warrensburg Fire Department/Emergency Management, Warrensburg Police

Department, and the Administrative Services Communications and Strategy Division.

The City of Warrensburg recognizes the need for consistent, reliable, effective, and

transparent communication strategies to support emergency management, mitigation &

preparedness, city operations, and community engagement. This RFP seeks to identify a

professional consultant to develop and implement a phased communication program

aligning internal and external communication systems, culminating in a fully integrated

crisis communication framework.

III. Project Overview and Scope of Work

The selected consultant will develop a multi-phase Crisis Communication Plan to be

completed over a proposed three-year period, as described below:

Year 1 – Internal Communication Plan

Focus on evaluating and enhancing internal communication systems, policies, and

protocols. Deliverables include at minimum, city wide and individual department

(Administrative, Community Development, Fire, Police, Public Works) internal

communication audit, internal communication flow mapping, communication platforms,

staff messaging templates, policy review, department specific notification flow charts,

meeting type definition, and training modules for key city personnel.

Year 2 – External Communication Plan

Develop a structured approach for public information, media relations, social media

strategy, and coordinated external messaging. Deliverables include at minimum an audit

of current practices, audience identification, purpose and goal definition, communication

platform guide, role identification and responsibilities, media engagement framework,

public information guide, communication systems guide, communication escalation

matrix, messaging calendar, PIO policy, city wide external playbook, website audit,

listening strategy, trusted messenger roadmap, social media policy, and standardized

external message templates.

Year 3 – Comprehensive Crisis Communication Plan

Integrate internal and external plans into a cohesive crisis communication system. Include

activation protocols, communication chains of command, testing and exercises, and plan

evaluation methods.

Quarterly progress reports shall be provided to the City of Warrensburg OEM throughout

all project years. Additional recommendations, considerations, or needs for plan

development that are not identified in this RFP, but have value in plan development,

should be included in the presented proposal. Additional service recommendations should

be outlined and priced separate from the proposal containing the requested information.

IV. Instructions and Requirements

1. Proposals will be accepted by the City Clerk until 3:00PM CST. Sealed proposals may

be mailed or delivered in person to City Clerk, City Hall, 102 South Holden Street,

Warrensburg, Missouri 64093, and must be marked CRISIS COMMUNICATION

PLAN — DO NOT OPEN. Emailed RFPs will be accepted in pdf format at

cityclerk@warrensburg-mo.com

2. Firms shall read thoroughly and understand the requirements of the Request for

Proposals.

3. Failure to comply with any of the instructions may disqualify the consulting firm at the

discretion of the City. No late or incomplete proposals shall be accepted.

4. All Requests for Information and/or Interpretation (RFIs) related to this Request for

Proposals must be received no later than 10 days prior to the RFP closing. Such RFIs

shall be sent to cityclerk@warrensburg-mo.com. Any additional information will be

published and provided to any interested firms participating in the RFP.

5. Attached is the City’s contract agreement for services. Submittal of the proposal

constitutes agreement to the City’s contract form.

6. Firms shall submit the following with their qualification packets:

Interested firms are requested to submit a Proposal that includes the following

information at a minimum:

• Detailed project approach and methodology.

• Proposed project team and qualifications of key personnel.

• Experience with similar municipal communication planning projects.

• Project timeline and estimated schedule.

• Cost estimate or fee structure (hourly, lump sum, or not-to-exceed).

• Proof of required licenses and insurance coverage (see placeholder in Section 7).

• References for at least two (2) comparable projects.

• Confirmation that the firm owes no outstanding taxes or fees to the City, State, or

Federal Government.

• Acknowledgment of business license requirements prior to commencing work.

• One (1) printed copy and/or one (1) electronic submission are required.

V. Evaluation Criteria

Proposals will be evaluated based on the following weighted criteria

Evaluation Factor

Points

Experience of firm with similar projects

25

Education and experience of assigned staff

20

Experience working with other government entities

15

Expected ability to meet proposed schedule

15

Defined method of communication throughout project

5

Overall proposal clarity and completeness

20

Total Possible Points: 100

A selection committee will review the Proposals and then select a consultant to develop a

final scope of services and negotiate a fee. If an agreeable fee is not reached with the first

consultant, the City may then repeat the process with the second rated consultant until an

agreement is reached.

VI. Schedule

The following schedule is anticipated. All dates are placeholders and will be finalized

prior to advertisement:

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 611430Professional and Management Development Training

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