0013-N.docx

STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION & INFORMATION

GENERAL SERVICES DIVISION, PROCUREMENT SECTION

2323 CAREY AVENUE

CHEYENNE, WY 82002

REQUEST FOR PROPOSAL NUMBER 0013-N

WYOMING DEPARTMENT OF WORKFORCE SERVICES

WY QUALITY COUNTS (WQC) PROGRAM

WY QUALITY COUNTS PUBLIC AWARENESS AND OUTREACH SERVICES

PROPOSAL DUE DATE AND TIME

AUGUST 19, 2026 – 2:00:00 P.M. MOUNTAIN TIME

AGENCY REPRESENTATIVE(S):

ASHLEY MOORE AND ALEXUS FASHAW

PROCUREMENT REPRESENTATIVE:

DEBI WALKER

debi.walker@wyo.gov 307-777-6707

Table of Contents

PRICING SCHEDULE 1………………………………………………………………………………….26

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SECTION 1: REQUEST FOR PROPOSAL

1. SUBMISSION OF PROPOSALS:

The A&I Procurement Office will receive proposals for providing public awareness, strategic communications, and digital outreach services to promote and expand engagement with the WY Quality Counts Program statewide for the State of Wyoming, Department of Workforce Services (Agency) through the Public Purchase online bidding system. Proposals are due no later than 2:00:00 P.M. (Mountain Time) on AUGUST 19, 2026.

The technical proposal and cost proposal should be uploaded as separate documents and identified as such.

1.1. Proposals should be accompanied by the attached Proposal Price Sheet and signed by the proper official of the firm. All proposals should be uploaded on the Public Purchase online bidding system. Proposals sent by facsimile, email or paper copy may be rejected.

1.2. Proposals should be submitted through the Public Purchase online bidding system on or before the date and time specified. Proposals received after the date and time specified may be rejected.

1.3. The State of Wyoming reserves the right to withdraw this Request for Proposal, without cause, at any time before a contract has been fully signed and submitted to the A&I Procurement Office.

2. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS:

2.1. A proposal may be altered through the Public Purchase online bidding system before the proposal due date and time contained in this document.

2.2. The proposer may withdraw its proposal through the Public Purchase online bidding system up to the proposal due date and time contained in this document. If a proposal is accepted and the proposer fails to furnish the service agreed upon in the proposal, that proposer may be eliminated from future consideration.

3. PREPARATION OF PROPOSALS:

3.1. A proposal may be rejected if it modifies any of the provisions, specifications or minimum requirements of the Request for Proposal.

3.2. In case of error in the extension of prices in the proposal, unit prices will govern.

4. AWARD AND CONTRACT INFORMATION:

4.1. The State of Wyoming will ensure that minority business enterprises will be afforded full opportunity to submit proposals. The State of Wyoming will not discriminate on the grounds of age, race, color, sex, creed, national origin, or disability status.

4.2. The proposer also, agrees that should their firm be awarded a contract, it will not discriminate against any person who performs work there under because of age, race, color, sex, creed, national origin or disability. In addition, the successful proposer shall comply with the Americans with Disability Act and the Wyoming Fair Employment Practices Act.

4.3. The proposer expressly warrants to the State that it has the ability and expertise to perform the contract if awarded. In doing so, it shall use the highest standards of professional workmanship.

4.4. The State of Wyoming reserves the right to reject any or all proposals, to waive any informality or technical defect in the proposals, or to award the contract in whole or in part, if deemed to be in the best interest of the State to do so. The A&I Procurement Office will award the contract to the firm, determined to have the most responsive and responsible proposal by the Wyoming Department of Workforce Services.

4.5. The successful proposer will be required to agree to and execute a formal contract with the State containing terms required by the Attorney General with reasonable adjustments acceptable to the State.

4.6. If applicable, the State will negotiate payment terms based upon a schedule to be determined by the proposer and the State. Paying invoices will be based upon the proposer successfully completing the deliverables within the stated deadlines, and upon the Agency’s written acceptance of the deliverables or services.

DATED: JULY 16, 2026

State of Wyoming Procurement Section Buyer: Debi Walker

SECTION 2: GENERAL PROVISIONS

1. INSURANCE:

1.1. The contract between the successful proposer and the State shall require the successful proposer to carry certain insurance policies. All such insurance policies, except workers’ compensation and unemployment compensation policies, shall contain a waiver of subrogation against the Agency and the State, its agents and employees.

2. LAWS TO BE OBSERVED:

2.1. The proposer shall keep fully informed of, and comply with, all applicable federal and state laws or rules, all local bylaws, regulations and all orders and decrees of bodies or tribunals having any jurisdiction or authority. The proposer shall protect and indemnify the State and its representatives against any claim or liability arising from or based on the violation of any law, bylaw, ordinance, regulation, order or decree whether by himself or its employees.

3. ASSIGNMENT:

3.1. The proposal shall not be assigned by the proposer. Third party participation is authorized only as a joint venture that shall be clearly stated in detail in the original proposal and signed by all parties participating.

3.2. The proposer shall not enter into any subcontracts for any of the work contemplated under this Request for Proposal without the State’s prior written authorization.

4. EXTENSION AND AMENDMENT:

4.1. The proposer and the State covenant and agree that this proposal or subsequent contract may, with the mutual approval of the proposer and the State, be extended one year at a time, for a total contract period not to exceed three (3) years.

5. AUDIT AND ACCESS TO RECORDS:

5.1. The State or any of its duly authorized representatives shall have access to the proposer’s books, documents, papers, electronic data and records that are directly pertinent to this Request for Proposal.

6. CONFLICT OF INTEREST:

6.1. The proposer warrants that no kickbacks, gratuities, or contingency fees have been paid in connection with this Request for Proposal and none have been promised. The proposer warrants that no one being paid pursuant to the proposal is engaged in any activity that would constitute a conflict of interest with respect to the purchases of the proposal.

7. NO FINDER’S FEE:

7.1. The proposer warrants that no finder’s fee, employment agency fee, or any such fee related to the proposal shall be paid.

8. SOVEREIGN IMMUNITY:

8.1. Pursuant to Wyoming Statute § 1-39-104(a), the State of Wyoming and the Agency expressly reserve sovereign immunity and specifically retain all immunities and defenses available to them as sovereigns. The proposer acknowledges that the State of Wyoming has sovereign immunity and only the Wyoming Legislature has the power to waive sovereign immunity. Designation of venue, choice of law, enforcement actions, and similar provisions shall not be construed as a waiver of sovereign immunity. The parties agree that any ambiguity in this Request for Proposal shall not be strictly construed, either against or for either party, except that any ambiguity as to sovereign immunity shall be construed in favor of sovereign immunity.

9. INDEMNIFICATION:

9.1. The proposer shall release, indemnify, and hold harmless the State, the Agency and its officers, agents, and employees from any and all claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of the proposer’s failure to perform any of the proposer’s duties and obligations hereunder or in connection with the negligent performance of proposer’s duties and obligations, including, but not limited to, any claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of proposer’s negligence or other tortious conduct.

10. APPLICABLE LAW/VENUE:

10.1. The construction, interpretation, and enforcement of this Request for Proposal shall be governed by the laws of the State of Wyoming, without regard to conflicts of law principles. The terms “hereof,” “hereunder,” “herein,” and words of similar import, are intended to refer to this Request for Proposal as a whole and not to any particular provision or part.

11. RIGHT OF OWNERSHIP AND MARKETING OF INTELLECTUAL PROPERTY AND INTELLECTUAL ASSETS SUBMITTED FOR THE RFP (IF APPLICABLE):

11.1. It is acknowledged and agreed that the only party with a right to market, trademark, patent, copyright, or any like right to any intellectual property or intellectual assets submitted in relation to the Request for Proposal shall be and is solely vested in the State. This includes all intellectual property and intellectual assets related to both the written proposal and the oral presentation and any and all documents, pitches, products, media pitches, web screens, layouts, etc. produced for the written proposal and the oral presentation, and any updates, changes, alterations, or modifications to or derivative works.

SECTION 3: SPECIAL PROVISIONS INFORMATION

PROPOSALS SHOULD BE SUBMITTED THROUGH THE PUBLIC PURCHASE ONLINE BIDDING SYSTEM BY 2:00 P.M. MOUNTAIN TIME ON AUGUST 19, 2026. PROPOSALS RECEIVED AFTER THE DATE AND TIME SPECIFIED MAY BE REJECTED.

It is the responsibility of the proposer to clearly identify all information that is considered confidential in accordance with the Wyoming Public Records Act, Wyoming Statute §16-4-201 through §16-4-205. Please identify each confidential page with the word “CONFIDENTIAL” in capital, bold letters centered at the bottom of each page. Information not clearly marked may be considered public. If the proposer submits information that it believes is confidential, it should include a statement justifying its basis for that belief.

1. STATE PARTIES:

1.1. This Request for Proposal is issued by the Wyoming Department of Administration and Information, General Services Division, Procurement Section (Procurement) on behalf of the Agency.

1.2. Throughout this document and others in connection with this project, various references are made, or will be made to the “State.” Generally, whenever this reference appears, the term “State” incorporates all state agencies working on this project.

1.3. It should be understood that the Director of the Agency is empowered to be the signatory on all contracts, agreements, or modifications pertaining to this project. Any contracts, agreements, or modifications not bearing this signature or that of a designee are invalid.

2. CONTENT AND PROCUREMENT POINTS OF CONTACT:

2.1. Procurement is the primary point of contact from the date of release of the Request for Proposal until a proposer is selected and the selection is announced.

2.2. Written questions about the procurement should be submitted through the Public Purchase online bidding system until 2:00:00 P.M. Mountain Time on AUGUST 5, 2026. Any questions received after that deadline may not be accepted or considered. Each question should be submitted individually. It is the proposer’s responsibility to check the Public Purchase online bidding system for answers to questions, addenda, or bid tabulations. Telephone calls, emails or faxes may not be accepted.

2.3. Written responses will be available through the Public Purchase online bidding system. Responses will not identify the firm that submitted the question. Only the written answers issued by the Agency are the official position on an issue, and these answers shall become part of the Request for Proposal.

3. RESTRICTIONS ON COMMUNICATIONS WITH AGENCY STAFF:

3.1. Until a proposer is selected and the selection is announced, proposers shall not communicate with Agency staff except via written questions through the Public Purchase online bidding system.

3.2. If a proposer violates this restriction, the State reserves the right to reject the proposal.

4. EFFECTIVE DATES OF PROPOSAL:

4.1. All terms, conditions and costs quoted in the proposer’s response will be binding on the proposer for one-hundred eighty (180) days from the effective date of the proposal.

5. ADVERTISING AWARD CONDITIONS:

5.1. A fully executed contract should be completed with the State before the successful proposer may advertise the award of the contract or the services being performed. The proposer should agree not to refer to awards in commercial advertising in such a manner that states or implies that the firm or its services are endorsed or preferred by the State of Wyoming.

6. CONTRACT NEGOTIATIONS:

6.1. The State will notify the most qualified/successful proposer and negotiate a contract in accordance with the Wyoming Attorney General’s contract guidelines. The successful proposer will be required to enter into and sign a formal contract with the Agency.

6.2. In the event the Agency determines contract negotiations are making no forward progress, negotiations will be terminated, and at the State’s sole discretion, negotiations may be initiated with the next most qualified/successful proposer, or the RFP may be withdrawn or reissued. This process will be followed until an agreement is reached, or until the State determines that the RFP will be withdrawn or reissued. The State assumes no obligation to a selected proposer until an agreement is reached and a contract is fully executed. The State will not negotiate concurrently with more than one proposer for the same award.

7. BEGINNING WORK:

7.1. The successful proposer may not perform any work that could be billed until a contract has been executed. The State will not pay for any work by the proposer before a contract is executed.

8. COPYRIGHT INFRINGEMENT:

8.1. The proposer warrants that no materials, products, and services proposed will infringe upon or violate any patent, copyright, trade secret, or other proprietary right of any third party. In the event of a claim by any third party against the State, the State shall promptly notify the proposer, and the proposer shall defend the claim. The defense will be at the proposer’s expense.

9. COST OF PREPARING PROPOSALS:

9.1. All costs incurred for preparing the proposal and for other procurement related activities are solely the proposer’s responsibility. The State of Wyoming will not provide reimbursement of these costs.

10. RISKS AND LIABILITIES:

10.1. By submitting a proposal, a proposer assumes any and all risks and liability associated with information in the proposal and its release.

11. AMENDMENTS:

11.1. The State reserves the right to amend this Request for Proposal before the proposal submission date. Amendments shall be uploaded to the Public Purchase online bidding system. It is the proposer’s responsibility to check the Public Purchase online bidding system for amendments.

12. PROPERTY DAMAGE AND LIABILITY INSURANCE:

12.1. The proposer may be required to furnish proof of property damage liability insurance in the amount deemed necessary by the Agency for this project, if applicable.

12.2. Questions regarding required insurance coverage and limits for this project should be submitted in writing, in accordance with instructions outlined in the special provisions.

13. MISREPRESENTATION OF INFORMATION:

13.1. Misrepresentation of a proposer’s status, experience, or capability in the proposal may result in disqualification of that proposer from the selection process. Discovery of litigation or investigations in a similar area of endeavor may, at the discretion of the Agency and after consultation with Procurement, preclude the proposer from the selection process.

14. DISPOSITION OF PROPOSALS:

14.1. All material submitted becomes property of the State of Wyoming, which is under no obligation to return any of the material submitted.

15. LEGAL CONSIDERATIONS:

15.1. This Request for Proposal is issued under Wyoming Statute §9-2-3204.

16. PROPOSER RELATIONS WITH STATE:

16.1. The proposer and its staff will have an ongoing relationship with the State that is based on trust, confidentiality, objectivity and integrity. The proposer will operate at all times in the State’s best interests and in a straightforward, trustworthy and professional manner. The proposer shall:

16.1.1. Work cooperatively with the State’s staff and business partners whenever required.

16.1.2. Work cooperatively with the staff of other proposers whenever required.

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SECTION 4: KEY DATES

SECTION 5: ADMINISTRATIVE BACKGROUND

1. INTRODUCTION AND BACKGROUND:

1.1. The intent of this Request for Proposal (RFP) is to establish a contract between the Department of Workforce Services and a Contractor for public awareness, strategic communications, and digital outreach services to promote and expand engagement with the WY Quality Counts Program statewide. The WY Quality Counts program has established a robust digital presence and a unique brand centered around the “Domains of Development” (e.g. Curious Minds, Strong & Healthy Bodies). The successful proposer will be expected to maintain brand continuity while expanding the program’s reach through innovative digital strategies.

The WY Quality Counts Program currently maintains established Facebook, Instagram, and Pinterest social media accounts. The successful Contractor will be expected to manage these existing channels while maintaining brand continuity and audience engagement. Access to these accounts, along with associated administrative permissions necessary to perform the services described in this RFP, will be provided upon contract award.

To assist proposers in developing realistic work plans and pricing assumptions, the Agency will provide available baseline performance metrics upon contract award. Such information may include: Current social media follower counts by platform, current newsletter subscriber counts, available website traffic and engagement data, and historical content performance information, as available. These metrics will be provided for informational purposes only and shall not establish minimum performance expectations under the resulting contract.

1.1.1. The Contractor shall work with the Department of Workforce Services to develop and implement digital public awareness assets, including the creation and execution of a comprehensive digital strategy. These digital assets will align with the existing look and feel of the existing WY Quality Counts materials and digital assets, while also incorporating any brand updates to support the program in promoting quality child care in Wyoming. While the primary focus of this contract is digital outreach and content development, the Agency may periodically request the development of print-ready outreach materials that support approved campaign objectives. Such materials may include brochures, flyers, posters, rack cards, event materials, or other professionally printable collateral. The Contractor shall be capable of developing and delivering print-ready files that align with WY Quality Counts branding and messaging standards.

The Contractor will align marketing and outreach strategy with the Quality Child Care statute to:

1.1.1.1. Promote an understanding of the benefits that accrue to children, families and communities from quality child care programs, as based upon the latest findings in research reports and studies;

1.1.1.2. Promote the advantages of parents personally providing care for their own children whenever possible;

1.1.1.3. Promote parent involvement in their child's development and provide information and activities to parents or caretakers to promote early childhood learning and development at home;

1.1.1.4. Emphasize the importance of parental responsibility and the involvement of the family in quality early childhood development; and

1.1.1.5. Inform parents about choices available in childcare programs and how to choose an appropriate child caring facility.

1.1.2. The Contractor shall provide a detailed plan and budget for the execution of this project. The Contractor shall provide transportation and a general office or business location for the delivery of services. The budget may include administrative costs, non-administrative costs, related salaries and benefits, cost allocation (if other funds are being used), and specific reimbursement requests.

The anticipated budget for this project is up to $100,000 annually. This is an all-inclusive budget and shall include all contractor costs, including all labor, project management, content development, creative production, reporting, outreach activities, social media management, newsletter development, paid media management, and all other costs necessary to perform the services described in this RFP. Proposers shall clearly identify any amount allocated toward paid advertising expenditures within their proposed budget. No additional funds will be provided by the Agency for advertising purchases unless otherwise approved through a separate written amendment. Proposers shall submit a detailed budget demonstrating how all required deliverables will be completed within the available funding.

The detailed budget shall separately identify labor costs, project management, content development, reporting, social media management, newsletter development, paid media management costs, and any proposed advertising expenditures.

The Agency does not guarantee that paid advertising activities will occur during the contract period.

The total annual contract budget of up to $100,000 is intended primarily to support content development, creative production, publishing, reporting, and ongoing account management services.

It is anticipated that the majority of contract resources will be allocated toward content creation and dissemination activities, including digital assets, written materials, social media content, newsletters, and related outreach materials.

Use of paid media or advertising expenditures shall be considered supplemental and discretionary. Paid media activities may be implemented using remaining available funds following fulfillment of core content and reporting deliverables.

1.1.3. The Contractor will track and report all consultative activities to the Department of Workforce Services on a semi-annual basis every June and December.

1.1.4. All services shall be delivered in the State of Wyoming.

1.1.5. Business Assumptions:

1.1.5.1. The Contractor shall provide monthly digital performance reports in addition to semi-annual summaries. These reports must detail social media engagement rates and email newsletter performance. Reports should include “insights to action” and recommendations for optimization in the following reporting period based on prior analytics. In addition, the Contractor shall track and report the following to the Agency: overall public awareness impact, geographic areas reached throughout Wyoming, and the number of individuals engaged. All required reporting deliverables shall be considered separate components for pricing purposes.

The Agency will provide available brand guidelines, program materials, and related digital resources to support contract performance.

1.1.5.2 The WY Quality Counts public awareness initiative is primarily a content-driven, informational outreach program. The intent of this contract is to ensure the consistent development and dissemination of high-quality, family-focused educational content that increases awareness of early childhood development resources and childcare information in Wyoming.

The primary emphasis is content creation, messaging consistency, and public information dissemination, rather than performance-based marketing growth.

The Agency does not require or expect significant increases in social media followers, engagement rates, or email subscribers as a condition of successful performance. Performance evaluation will focus on the timely delivery of content, quality of materials produced, and completeness of reporting deliverables, as well as adherence to accessibility and branding standards.

Contractor reporting shall emphasize trend observation, content performance monitoring, and actionable insights for informational improvement rather than targets tied to audience growth or conversion metrics.

2. PURPOSE AND INTENT:

2.1. The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from proposers who can offer public awareness, strategic communication, and digital outreach services to promote the WY Quality Counts Program statewide to meet the Agency’s needs and expectations, as described within this RFP.

The WY Quality Counts public awareness initiative is primarily a content-driven, informational outreach program. The intent of this RFP is to ensure the consistent development and dissemination of high-quality, family-focused educational content that increases awareness of early childhood development resources and childcare information in Wyoming.

The primary emphasis of this RFP is content creation, messaging consistency, and public information dissemination, rather than performance-based marketing growth.

The Agency does not require or expect significant increases in social media followers, engagement rates, or email subscriber growth as a condition of successful performance. Performance evaluation will focus on the timely delivery or required content, quality of materials produced, and completeness of reporting deliverables, as well as adherence to accessibility and branding standards.

3. STAKEHOLDERS:

3.1. The primary stakeholders for this project include early childhood care providers, parents and caregivers of young children, community-based organizations, and the general public. These stakeholders will benefit from increased awareness of the research-based benefits of quality early childhood care programs for children, families, and communities; improved access to resources that support child development and early learning at home; and enhanced understanding of available childcare options within Wyoming and how to select an appropriate child care facility. Parents and caregivers will also receive information that promotes parental involvement and responsibility in a child’s early development, including the benefits of parents personally providing care for their own children whenever possible. Childcare providers will benefit from increased visibility and engagement, while communities benefit from stronger family participation and informed parental choice.

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SECTION 6: REQUIREMENTS/SPECIFICATIONS

1. SCOPE OF PROJECT:

The scope of this project includes the development, implementation, and ongoing management of a comprehensive statewide public information and engagement effort to promote the WY Quality Counts program and increase public understanding of the importance of quality early childhood care and development for children, families, and communities. The project will include strategic planning, content creation, digital marketing, paid media management, analytics reporting, and continuous optimization efforts designed to promote parental involvement in early childhood learning, support informed childcare decision-making, and provide families with accessible developmental resources.

Deliverable Requirements

The Contractor shall provide a comprehensive Digital Outreach Strategy that includes:

· Multi-Platform Management: Execution of a monthly content calendar for Facebook, Instagram, and Pinterest, including the creation of ‘Reels’ and short-form video content focused on early childhood development, parental engagement, family participation, and quality childcare awareness.

The Contractor shall produce and publish the deliverables identified in the Deliverables Matrix above. Content formats may include static graphs, infographics, articles, newsletters, short-form video, educational resources, and other digital content formats appropriate for the target audience and communication objectives. The Agency may also request the development of limited print-ready materials, including brochures, flyers, posters, handouts, rack cards, or similar outreach collateral intended for professional printing. Any such materials shall be designed in accordance with Agency branding requirements and delivered in industry-standard, print-ready formats.

Content may support common monthly or seasonal campaign themes; however, all articles, activities, newsletters, and social media content shall be newly developed for the WY Quality Counts Program and shall not consist primarily of recycled or previously published content without prior Agency approval.

· Resource Promotion: Strategic distribution of WYQC infographics and resources to drive consistent traffic to the WYQC website and social channels while promoting research-based information on child development, early learning at home, and available childcare options within Wyoming.

· Paid Media Management: Paid media activities are optional and shall only be performed upon Agency direction and approval. Proposers shall clearly identify any amount allocated toward advertising expenditures within their proposed budget. The Agency does not guarantee that paid media activities will occur during the contract period and reserves the right to approve, modify, or decline any paid media recommendations. Paid media efforts shall focus on promoting approved WY Quality Counts content, increasing informational reach, and supporting seasonal or targeted awareness campaigns. All paid media strategy, targeting, creative, and deployment shall be subject to Agency review and approval prior to execution.

Additionally, the Contractor shall provide the Agency with all native source files (e.g. layered Photoshop/Illustrator files, Canva templates, and raw video footage) for all creative assets produced. Furthermore, the Contractor must ensure the Agency maintains “Super Admin” access to all WY Quality Counts social media platforms, ad accounts, and email marketing software.

2. GENERAL REQUIREMENTS:

The Contractor shall deliver all services and associated deliverables in accordance with the requirements of this RFP in a timely, professional, and consistent manner. Deliverables shall include digital content assets, outreach and educational strategies, performance reports, and creatives. All work shall align with established WY Quality Counts branding, messaging, and program goals. The Contractor shall adhere to agreed-upon timelines, provide regular status updates, and ensure all deliverables meet Agency quality expectations.

2.1. Scope of Activity – Contractor - The Contractor shall be responsible for the development and execution of the digital outreach strategy; creation and publication of content across designated platforms; active management of social media engagement, including responding to comments, messages, and public inquiries in a timely and professional manner, management of paid media campaigns; implementation of search engine optimization strategies; monitoring and analysis of campaign performance; preparation and submission of required reports; and coordination with Agency staff for review, feedback, and approval of deliverables.

· The Contractor shall produce all deliverables identified in the Deliverables Matrix and in accordance with the publication frequencies established therein.

The content may be developed around common monthly or seasonal themes; however, deliverables shall be newly created for the WY Quality Counts Program and shall not consist primarily of recycled or previously published content without prior approval from the Agency.

The Contractor shall submit all content for the Agency to review and approve prior to publication and shall incorporate Agency feedback within mutually agreed-upon timelines.

Contractor performance shall be evaluated based on:

· Timely completion of required deliverables,

· Quality and professionalism of content produced,

· Compliance with accessibility requirements,

· Consistency of content publication schedules,

· Responsiveness to Agency requests and revisions,

· Completeness and usefulness of required reporting, and

· Compliance with Agency branding and messaging standards.

The Agency does not establish a minimum follower growth, engagement rate, click-through rate, subscriber growth, or conversion targets. Analytics shall be used primarily to inform content improvement and strategic recommendations.

Performance reporting shall focus on monitoring engagement trends, content reach, and informational effectiveness over time, rather than benchmarking against growth targets. The Agency acknowledges that as a public-sector informational program, engagement and audience growth may remain stable and are not the primary indicators of success.

Digital Accessibility Requirements The Contractor shall also ensure that all digital content and deliverables produced under this Contract are accessible to individuals with disabilities and compliant with applicable accessibility standards, including Web Content Accessibility Guidelines (WCAG) 2.1 Level AA and Section 508 of the Rehabilitation Act.

This requirement applies to all deliverables, including but not limited to social media content, digital advertisements, website content, email communications, graphics, and video or audio materials.

At a minimum, the Contractor shall:

· Provide descriptive alternative text for all images and graphics;

· Ensure captions and/or transcripts are included for all video and audio content;

· Use accessible color contrast and typography;

· Avoid reliance on color alone to convey meaning;

· Ensure content is compatible with assistive technologies such as screen readers.

Social Media Management and Moderation Compliance The Contractor shall manage all social media accounts in a manner consistent with the legal obligations of a public entity.

The Contractor shall monitor social media accounts during normal business hours, Monday through Friday, excluding State holidays.

Routine inquiries shall receive a response or escalation recommendation within two (2) business days.

Questions involving legal matters, public records requests, media inquiries, policy interpretation, or other sensitive issues shall be referred to the Agency for direction prior to response whenever practicable.

The Contractor shall:

· Administer social media platforms in compliance with First Amendment requirements applicable to public forums;

· Ensure that any moderation of user-generated content is viewpoint-neutral and applied consistently;

· Refrain from deleting comments or blocking users except in accordance with a clearly defined and Agency-approved moderation policy;

· Develop and submit a Social Media Moderation Policy for Agency approval that defines permissible and impermissible content; and

· Escalate questionable or sensitive moderation decisions to the Agency prior to taking action, when feasible.

2.2. Scope of Activity – Agency - The Agency shall provide programmatic direction, branding guidelines, and access to existing materials and platforms necessary for project execution. The Agency shall review and approve deliverables within a reasonable timeframe and provide timely feedback. The Agency shall also support coordination efforts by sharing relevant data, stakeholder insights, and program priorities.

2.3. Communication requirements - The Contractor shall maintain consistent communication with the Agency, including status meetings, as needed. The Contractor shall respond to Agency communications within two (2) business days. All major deliverables, campaign strategies, and reports shall be submitted to the Agency for review and approval prior to publication or distribution. Communication methods may involve virtual meetings, email, or other mutually agreed-upon formats.

2.4. Staffing/Qualifications requirements - The Contractor shall assign qualified personnel with demonstrated experience in digital marketing, content development, social media management, and data analytics. Key personnel shall have experience managing multi-platform campaigns and developing content that translates complex subject matter into accessible, public-facing messaging. The Agency reserves the right to review and approve all key personnel assigned to the project.

2.5. Equipment needs - The Contractor shall provide all equipment, software, tools, and resources necessary to perform the services in this RFP, including but not limited to design software, analytic tools, content scheduling platforms, and communications systems

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS

1. PRE-PROPOSAL CONFERENCE:

1.1. A pre-proposal conference will not be held in connection with this RFP.

2. TECHNICAL PROPOSAL, FORMAT AND CONTENTS:

2.1. Proposals should be submitted in two major sections: the Technical Proposal and the Cost Proposal. Omission of this section or any item within this section may result in the proposal being eliminated. The proposer should, at a minimum, address the following points:

2.1.1. Table of Contents: The table of contents should include all items listed in this section.

2.1.2. Executive Summary: The executive summary will condense and highlight the contents of the technical proposal in such a way as to provide the State with a broad understanding of the proposer’s qualifications and approach to meeting the requirements of the RFP.

2.1.3. Proposer’s Background and Experience: The proposer should include a company summary including the company history, location, office location(s), company size, financial statements (if applicable), and the statement of technical areas of expertise. The proposer should be able to substantiate to the satisfaction of the Agency that the proposer has sufficient resources to complete the project successfully within the time requirements. Additionally, the proposer shall also demonstrate experience working with early childhood, family-focused, public health, or education-related programs, including the ability to translate research-based information into accessible, culturally appropriate, and family-friendly messaging for diverse audiences. Experience working with statewide or rural populations is preferred.

2.1.4. Resumes: The proposer should include brief resumes for personnel that will be working on the project, if awarded the contract. The resumes should clearly identify expertise in the functional areas listed in Section 6. Specialized training courses will not be acceptable for demonstration of expertise in the required areas. Proven work experience combined with related education will be the means of substantiating expertise. Resumes should also highlight relevant experience in early childhood education, child development, family engagement, public awareness campaigns, or similar human services programs.

2.1.4.1. Resume Format: Each project reference in a resume should include both the customer's name and the time period the person worked on the project, as well as a brief description of the scope of work for that project. In addition, resumes should explain the role and responsibility of each person participating in the project. The State expects that personnel associated with these resumes will be the personnel working on the project, should the proposer be awarded the contract.

2.1.5. References: The proposer shall provide three (3) corporate references for projects similar in size and scope. References for key personnel are encouraged but not required. The Agency reserves the right to contact additional references not identified in the proposal. Whenever possible, an alternative point of contact for each reference should be listed with a phone number and email address. Each reference should depict relevant experience that can be brought to bear during the term of this RFP, with preference given to projects involving early childhood, education, health, or public sector outreach initiatives. In order to ensure current expertise, all work for client references provided should have been completed no more than three years prior to the release date of this RFP.

2.1.5.1. References may be verified during the proposal evaluation by telephone calls made by members of the Evaluation Committee or through e-mail or the United States Postal Service.

2.1.5.2. If contact with the referenced contact person or an alternative that has knowledge of the proposer is not made after reasonable attempts during the designated evaluation period, the reference will be classified as unsatisfactory. All attempts to contact a referenced client will be documented, including the date and time of the attempt.

2.1.5.3. The Agency reserves the right to contact other State of Wyoming agencies regarding engagements they may have had with the proposer’s company in the past, in addition to the references provided in the proposal.

2.1.6. Single Point of Contact: The proposer should identify a single point of contact for all contract management activities. The proposer’s Project Manager’s name and resume should be submitted with the proposal. The successful proposer should not change the Project Manager without written Agency approval.

2.1.7. Proposer’s Project Work Plan: The proposer should submit a work plan that meets the needs of the RFP and indicates a thorough understanding of the scope of work as outlined in Section 6. Proposers should not structure their work plans around aggressive audience growth strategies; instead, emphasis should be placed on content development, capacity, accessibility compliance, and efficient delivery of required deliverables. The work plan shall specifically address how the proposer will develop and manage the required monthly and quarterly content deliverables, including original articles, family activities, Pinterest content, Facebook and Instagram posts, and quarterly email newsletters. Proposers shall describe their process for content planning, quality control, and Agency review. The proposer should identify realistic person-hours of effort and responsibilities for the deliverables and each work activity. This shall also include a sample 90-day digital campaign plan that illustrates how the proposer would handle seasonal transitions (e.g. Kindergarten Readiness). This sample must demonstrate the proposer’s ability to coordinate social media posts, email marketing, and paid advertising into a cohesive message.

2.1.8. Project Management Plan: The proposal should contain a comprehensive and practical description of the proposer’s plans for project management and control, including staff organization structure, progress reporting, major decision making, sign-off procedures and internal control procedures. The proposer should also indicate flexibility in meeting changes in program requirements and coping with problems. Additionally, it should describe the proposer's approach to partner collaboration, specifically how they will identify, vet, and integrate content from national (e.g. USDA, Sesame Workshop) and local Wyoming organizations into the WYQC digital marketing strategy, while ensuring all external content aligns with evidence-based early childhood practices and program messaging standards.

2.1.9. Project Delays: Proposer should also describe how project delays will be addressed should they occur. This should include assurances that sufficient resources and knowledgeable, experienced staff are available to meet any project schedule. The proposer shall also describe contingency plans to ensure continuity of time-sensitive public awareness messaging and campaigns, particularly those aligned with seasonal or developmental milestones (e.g. kindergarten readiness)

2.1.10. Contract Exceptions: Proposers should state agreement with all General Provisions and should furnish any exceptions to these provisions.

2.1.11. Staffing and Project Organization: An organization chart should be included with all proposed personnel, including the supervisor level, functional responsibilities, key personnel, and other staff members who will be involved in the project. The proposer shall clearly identify any subject matter experts, consultants, or advisors with expertise in early childhood development, communications, or family engagement who will support the project.

2.1.12. Proposer Checklist: The proposer should submit a checklist in which the proposer should evaluate their existing offering compared with the RFP mandatory/optional requirements. The checklist shall also include confirmation of the proposer’s ability to meet requirements related to accessibility, cultural responsiveness, and developmentally appropriate messaging for families with young children.

3. COST PROPOSAL FORMAT AND CONTENT:

3.1. Cost Proposal Price Sheets: Each applicable proposer should upload the Technical Proposal and the Cost Proposal Sheets as separate documents, and identify them as such, using the Public Purchase online bidding system. The price to be entered on this page is the total fixed price. In case of error in the extension of prices in the proposal, unit prices will govern. Cost breakdowns are not included on this page. The proposer should ensure all signatures and identifying numbers are properly affixed to this page in order for the Cost Proposal to be accepted.

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SECTION 8: EVALUATION METHODOLOGY

1. OVERVIEW:

1.1. The Agency will conduct a comprehensive, fair, objective and impartial evaluation of proposals received in response to this Request for Proposal. Proposals will be evaluated independently by the evaluation committee members. The evaluation committee shall be made up of members representing the project subject expertise. The evaluation committee will review and score all proposals independently and consolidate the scores in order to determine the award.

2. COMPLIANCE WITH MANDATORY REQUIREMENTS:

2.1. To be considered responsive, a submitted proposal should meet the minimum requirements defined in this RFP. The minimum requirements are intended to ensure that evaluation of the Technical Proposal can proceed and that the Contractor agrees to perform all responsibilities within the RFP.

3. TECHNICAL SCORING AND RANKING:

3.1. PROPOSER BACKGROUND AND EXPERIENCE: 100 Points. Proposer should present materials describing its organization's capability to successfully perform the responsibilities of this contract. Emphasis should also be placed on demonstrated experience with early childhood, education, public health, or family-focused outreach programs, including the ability to translate research-based information into accessible, culturally appropriate messaging for parents and caregivers of young children. Evaluation will include consideration of the proposer’s relevant marketing and communications experience, public sector experience, experience supporting early childhood and family-focused initiatives, and demonstrated success serving rural, statewide, or geographically dispersed audiences.

3.1.1. Details of previous contractual experience should include the length of time covered by the contract, the types of tasks performed and the results thereof, and a reference that includes a name, current title and telephone number. Emphasis should be placed on experience implementing projects similar to the scope of work described in this RFP, with additional consideration given to projects involving early childhood development, childcare systems, or statewide public awareness campaigns targeting families with young children.

3.1.2. Provide three (3) project references for current or recently completed (within the last three (3) years) contracts similar in nature to the services required by the Agency for this contract will be included in this section. Contract references should include the name, position, title, and current phone number of the client.

3.1.3. This section will also address overall organizational size, computer resources, financial stability and current contractual obligations. The proposer should include a current financial statement and proof of federal or professional certifications or other credentials.

3.2. STAFFING AND PROJECT ORGANIZATION: 100 Points. The proposer should provide an organizational chart with all proposed personnel, including the supervisor level, functional responsibilities, key personnel, and other staff members who will be involved in this project. Preference may be given to teams that include personnel with subject matter expertise in early childhood development, family engagement, or related fields. Evaluation will include the qualifications and experience of the proposed Project Manager, content development personnel, digital marketing and social media specialists, and the overall capacity and organizational structure of the proposed team to successfully perform the work.

3.2.1. The…