1 – Introduction  

The National Institute for Industry and Career Advancement (NIICA) is seeking to contract with a vendor for the development and execution of communications strategies, as well as event, media, and public relations support, as outlined in the specifications for this Request for Proposal (RFP).    

 

2 - Organizational Background  

NIICA is a 501(c)(3) nonprofit organization focused on removing barriers to innovation in sectors critical to U.S. national security and global competitiveness, with a main focus on developing the related talent pipeline. As the U.S. Department of Labor's national Intermediary for Registered Apprenticeships (RAs) in the semiconductor, nanotechnology, and advanced manufacturing industries, NIICA is committed to building a robust talent pipeline to support these industries' growth.  

 

NIICA's talent pipeline development strategy includes the expansion of Registered Apprenticeships and skill-based learning opportunities across the nation. Through strategic partnerships with employers, educational institutions, and workforce organizations, NIICA is deploying a nationally integrated strategy to attract, train, and retain talent for high-demand, high-tech careers. This approach includes aligning K-12, postsecondary, and adult education systems with industry needs, as well as offering wraparound support services to make these opportunities more accessible to underrepresented populations.  

 

NIICA's National Talent Hub and Growing Apprenticeships in Nanotechnology and Semiconductors (GAINS) program play key roles in this effort, providing the infrastructure needed to scale Registered Apprenticeships and skill-based learning and hiring in advanced manufacturing. With federal support, NIICA ensures that communities across the U.S. are equipped to meet the growing demand for skilled workers in strategically important sectors.    

 

3 - Project Description  

NIICA is seeking a vendor with demonstrated experience in the semiconductor and advanced manufacturing sectors, as well as with nonprofit organizations or comparable entities. The vendor will assist NIICA in developing and executing comprehensive communications strategies to enhance brand visibility, public relations, and media outreach efforts. This includes support for crafting messaging aligned with organizational objectives and identifying opportunities for NIICA leadership to engage in speaking engagements and thought leadership initiatives.  

 

Additionally, the vendor will be responsible for organizing six “accelerator” events annually designed to inform and jump start regional activities—five virtual and one in-person—including full event production, AV setup, and stage design. Pre-event marketing deliverables, such as graphics and webpages (via Wix), will also fall under their scope, along with providing experienced moderators for the events. The vendor will support themed weeks such as National Apprenticeship Week and National Youth Apprenticeship Week by assisting in the creation of deliverables, including fact sheets, social media content, and videos. Intermittent support for video production, crisis communications, and technical services will be required throughout the year.  

 

The selected vendor will collaborate closely with NIICA’s internal communications team, meeting on a bi-weekly or monthly basis to align on key initiatives, ensure seamless execution of media strategies, and provide crisis communications support as needed. The vendor will also assist in building out PR strategies and supporting media campaigns and events.    

 

4 - Bid Timeline  

Thursday, December 19, 2024 – RFP announcement date  

Monday, January 6, 2025 – Question submission deadline  

Monday, January 13, 2025 – Question responses published  

Monday, January 20, 2025 at 5 p.m. EST – RFP submission deadline    

 

5 - Submission Requirements  

Bidders must adhere to the following guidelines to be considered:  

• Only bidders who meet all metrics in the evaluation section should submit a proposal.  

• Bid proposals must be received by 5:00 p.m. EST, January 20, 2025  

• Interested bidders must submit the Bid Proposal via email in PDF format and address it to Nikki Zaahir, nzaahir@niica.org by no later than 5:00 p.m. EST, January 20, 2025  

  • Contact Information:   Nikki Zaahir  443-858-2208  nzaahir@niica.org  

• Samples and references should be included along with the proposal (these are not included in the maximum page count)

• Proposal Format  

  • PDF format  

  • Single-spaced, Times New Roman 12pt font  

  • Total 15-page count max  

  • Cover Letter referencing the RFP (not included in page count)  o

  • Table of Contents (1-page max)  

  • Mandatory Requirements-Section 8a (1-page max) (Supporting documents not included in page count)  

  • Response to Section 8b-Vendor Experience (5-page max) (Supporting documents not included in page count)  

  • Project Cost Section 9-Detailed Project Cost (1-page max)  

  • Response to Section 10 (a,b,c)-Project Objectives, Details & Design Requirements (7-page max)

• Proposal must contain the signature of a duly authorized officer or agent of the company submitting proposal.  

• Proposal must contain a signed Attestation (page 8) that participant certifies, by submission of the certification, that neither it nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.  

• Failure to comply with these requirements may result in an automatic rejection.  • Partial or incomplete proposals may be rejected.  

• A proposed schedule must be included and clearly expressed.    

 

​6 - NIICA’s Right to No Award  

NIICA reserves the right to reject all proposals, reject portions of any proposal, or accept the proposal deemed most advantageous to NIICA.    

 

7 - Evaluation Metrics

Weighted Criteria (scored):  

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NIICA evaluates bidders and proposals based on the following criteria:  

• Cost (40 points max) in Section 9a - Detailed Project Budget – Low cost earns full points, points allocated proportionately (inverse) to cost.  

• Responsiveness and answers (15 Point max) in Section 10 a,b,c - Project Objectives, Details, and Design Requirements.  

• Team Experience (15 Point max) in Section 8b-Vendor Experience – Desired minimum experience of 3 years applicable experience for each team member. Please provide proposed team and resume for each.  

• Previous Related Experience (10 Points) in Section 8b-Vendor Experience – Desired experience working with nonprofits in the semiconductor, workforce development, and/or advanced manufacturing industries, developing and executing on communications and media and PR strategies. Provide details of projects and references.  

• Project Manager (10 Points) in Section 8b-Vendor Experience – Desired leadership in Project Manager role of (1) current (within past year) project of related to communications, media, and PR services for a nonprofit. Provide resume and specific details of project.  

• Previous Experience working with NIICA (10 Points) in Section 8b-Vendor Experience – Desired understanding of NIICA organization through previous communications and media support. Provide details of projects and references.    

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Vendor and Experience and Requirements  

8a - Mandatory Requirements (1pg max):  

Explain how your organization meets these mandatory requirements.  

 

Not meeting these qualifications disqualify bidders from consideration:  

• Proven successful experience working with nonprofits in the semiconductor, workforce development, and/or advanced manufacturing industries, developing and executing on communications and media and PR strategies.  

  • Provide project information and reference contacts to support the above.  

• Proven experience in working on corporate-level live events, including production and planning.

  • ​Provide project information and reference contacts to support the above.  

• Current relationships with members of trade media, industry leaders, and industry analysts.  

  • Provide list of outlets and/or individuals to support the above.  

• Understanding of project scope and commitment to complete a communications and media outreach strategy as well as at least one case study over the course of the contract period.  a.

  • Provide a summary of requirements, your staffing plans & strategies that reflect ability to complete these tasks. Provide key milestones with timing at which partial payments would be tied.    

 

​8b – Vendor Experience  

Explain how your organization demonstrates these experience requirements.  

• Team Experience (1pg max): Desired minimum experience of 3 years applicable experience for each team member. Please provide proposed team and resume for each (resumes not included in page count).  

• Previous Related Experience (2pg max): Desired experience working with nonprofits in the semiconductor, workforce development, and/or advanced manufacturing industries, developing and executing on communications and media and PR strategies. Provide details of projects and references.  

• Project Manager (1pg max): Desired leadership in Project Manager role of (1) current (within past year) project of related to communications, media, and PR services for a nonprofit. Provide resume and specific details of project (resume not included in page count).  

• Previous Experience Working with NIICA (1pg max): Desired understanding of NIICA organization through previous communications and media support. Provide details of projects and references.    

 

9 – Project Cost:

Detailed Project Cost (1pg max):  

Provide a detailed budget, including all associated costs not limited to developing, executing on, and sharing strategic communications and media materials via communications channels (e.g. news wire services).    

 

Target budget: The contract will guarantee a baseline of $145,000 annually, with the option to extend for additional work or projects as necessary. The total annual budget ceiling for the contract is capped at $200,000.    

 

All expenditures under this contract will require pre-approval. The contract will operate under an open Purchase Order (PO) system, ensuring all expenses are appropriately allocated within the approved budget.    

 

10 - Project Objectives, Details, and Design Requirements  

10a - Project Objectives:  

Explain how your organization will align with and achieve these project objectives.  

 

Media Outreach & Strategy  

• Collaborate with NIICA’s internal team to:  

  • Conduct thorough reporter research.  

  • Curate press lists tailored to targeted media outreach.  

  • Ensure that media efforts are strategically aligned with NIICA initiatives and events.  •

• Provide expert guidance on media outreach to increase visibility for NIICA’s national initiatives.

 

Earned Media & PR Support  

• Secure at least three earned media stories over the course of the contract by:  

  • Strategically targeting media outlets.  

  • Proactively managing inbound media inquiries.  

  • Offering consistent PR support to ensure NIICA’s thought leadership is reflected in high-impact stories.  

 

Collateral Development & Review  

• Review and provide feedback on all communications collateral, including:  

  • Press releases.  

  • Media outreach materials.  

  • Other public-facing content to ensure they align with NIICA’s larger communication strategy.

 

Speaking Engagements  

• Identify at least one speaking opportunity per quarter for NIICA leadership, ensuring participation in relevant industry events.  

• Identify analysts and related contacts that NIICA leadership can network with, parlay into speaking engagements and thought leadership opportunities.  

 

Event Production  

• Produce six accelerator events annually:  

  • Five virtual events hosted on Teams or a similar platform.  

  • One in-person event with full live streaming and on-site production.  

  • Handle all event logistics, including AV setup, stage design, decorations, panel/roundtable organization, and script support.  

  • Provide experienced moderator for both virtual and in-person sessions.  

 

Themed Weeks Support  

• Provide comprehensive support for two key themed weeks each year:  

  • National Apprenticeship Week (NAW).  

  • National Youth Apprenticeship Week.  

• Create and manage event marketing deliverables such as:  

  • Graphics and promotional content.  

  • Fact sheets and informational materials.  

  • Produced videos for digital campaigns.  

  • Social media graphics and captions to drive engagement.  

 

Case Studies & Editorial Strategy  

• Develop a minimum of one case study annually to showcase NIICA’s program impact and key initiatives.  

• Create two story arc documents per quarter, highlighting strategic progress and storytelling opportunities.  

• Collaborate with NIICA leadership to develop a “CEO Series” editorial calendar, helping to amplify thought leadership.  

 

Crisis Communications Support  

• Offer intermittent crisis communications support to:  

  • Ensure swift, strategic responses to critical issues.  

  • Protect NIICA’s brand reputation during challenging situations.  

 

Video Production & Technical Support  

• Provide video production services, including filming and post-production on an hourly or per-project basis.  

• Offer technical support for multimedia initiatives, ensuring high-quality video content creation and delivery.    

 

10b – Project Details:  

Explain how your organization will align to and achieve these details, milestones, and deadlines.  

 

Project Milestones and Deadlines:  

February 2025  

• Begin brainstorming case studies and media tactics.  

• Review all existing NIICA collateral.  

• Conduct initial reporter research and curate press lists for targeted media outreach.  

• Develop a comprehensive communications and media outreach strategy.  

• Set tentative themes and dates for six accelerators (five virtual and one in-person event) for the 2025 calendar year.  

• Plan out National Apprenticeship Week (NAW) and National Youth Apprenticeship Week deliverables (fact sheets, videos, social media content, etc.).  

• Compile a comprehensive list of 2025 speaking opportunities for NIICA leadership and finalize the CEO Series editorial calendar.  

• Finalize event logistics for the virtual and in-person accelerators, including moderator selection, panel discussions, and other key details.

 

March 2025  

• Finalize and release the first featured case study and two story-arc documents.  

• Begin marketing deliverable creation for planned events, including event graphics and webpages.

 

Ongoing  

• Continuously identify media opportunities, respond to inbound inquiries, and coordinate communication pieces for campaigns and events.  

• Support National Apprenticeship Week, National Youth Apprenticeship Week, and Women in Manufacturing events, providing PR and marketing support.  

 

November 2025  

• Conduct a final debriefing. Review all case studies, event outcomes, media traction, and overall communications results for 2025.  

• Plan adjustments and improvements for the 2026 calendar year.  

 

10c - Design Requirements:  

Explain how your organization with achieve these design requirements.    

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Consistency with NIICA Brand and Messaging:  

• All communications materials must adhere to the established NIICA brand guidelines, including tone, visual identity, logo usage, and messaging alignment.  

• Ensure consistency in voice and branding across all communications, collateral, and events.  Digital and Print Deliverables:  

• All graphics and design deliverables should be high resolution, suitable for both print and digital platforms (e.g., social media, website, email newsletters, brochures).  

• Webpages created via Wix must be user-friendly, mobile-responsive, and aligned with SEO best practices.  

• Produced videos should include subtitles and be formatted for various platforms (social media, web, event presentations).  

 

Accessibility and Compliance:  

• All digital deliverables must meet ADA (Americans with Disabilities Act) compliance standards, ensuring that they are accessible to individuals with disabilities.  

• Videos must include captions and transcripts for accessibility.  

 

Event Production Standards:  

• Ensure high-quality AV setup for virtual and in-person events, including sound, lighting, and streaming services, meeting industry-standard benchmarks.  

• For live events, the room setup, AV, and decorations should meet professional standards and support the themes of NIICA’s goals.  

• Virtual events should be hosted on a reliable platform (Microsoft Teams) with seamless execution.

 

Reporting and Data Tracking:  

• Develop metrics for tracking the success of media outreach, event engagement, and press coverage.

• Include detailed reporting after each event or campaign on media reach, audience engagement, and attendance data.  

 

Timeline Adherence:  

• All deliverables should meet the agreed-upon deadlines, with timely communication if there are potential delays or adjustments needed.  

• Ensure flexibility to adjust the calendar based on emerging opportunities or shifting priorities.  

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