20075_Creative Services RFP_Q&Clarification Response_final~2.pdf

RFP [20075] – [Creative Services RFP]

CREATIVE SERVICES RFP # 20075

Questions / Requests for Clarification – Response

12/21/23

Question / Request for Clarification:

Response:

1 “Would your team be willing to consider a non-Oregon-based business?”

Only Oregon-based or southwestern Washington-based businesses will be considered.

Reference: RFP Section 4.5.1.1, Oregon-Based Business.

2 What happens if Closing occurs while proposer is in the process of submitting its proposal onto OregonBuys?

All proposals must be fully submitted prior to Closing.

If a Proposer is in the process of submitting its proposal through OregonBuys when Closing occurs, the Proposer will not be able to complete the proposal submission.

3 “2.3.4 - Reference: "6-8 campaigns/year"

1. Please confirm that this is a total estimated number of campaigns, regardless of 'Focus Categories' as outlined in section 2.3.3. In other words, we would not triple that estimate to cover all three categories, correct?

2. Also, is there a projected 'Media Map' that dictates likely channels (e.g. Radio, TV, digital, etc.) by category or campaign?”

1. 6-8 campaigns per year is the total approximate number of campaigns Lottery anticipates per year.

Do not triple this estimated number.

2. Lottery does not have a full media map in its planning. Nearly every campaign has a foundation in digital channels, but only 3-4 of the 6-8 yearly campaigns call for TV/Radio. Additionally, Lottery produces 3-5 longform, documentary-style videos per year (each approximately 4 minutes in duration) to spotlight Lottery’s featured funded programs.

Reference RFP Addendum Two.

4 “3.1.1.2 - About the required recommendations "to Lottery on how to communicate to diverse audiences effectively and responsibility, with the inclusion of messages that are culturally competent and contextually relevant to both broad and targeted groups through the state of Oregon”.

Is there any additional insight you can provide on the format in which you would like this included in the RFP? For example, are you looking for a VO or copy tone/approach, a brand voice policing strategy, inclusion of diverse talent within production efforts, a demographic research strategy, etc?”

RFP Section 3.1.1.2 and the questions in Attachment RT2, Section 2.5 are open-ended to gauge Proposer’s experience, approach, and knowledge of multicultural advertising as well as Proposer’s understanding of the Oregon audience/market.

Some of the tactics listed in this question would be what Lottery may expect to learn from Proposer’s Proposal and would assume the approach or experience may vary by Proposer.

5 “3.1.4.1 - Production Fees.

Are we to include print production fees in our estimate or only the management of print production? If the former, can you provide print volume estimates?”

Lottery manages and prints all media via existing vendor agreements outside of a Master Agreement resulting from this RFP.

For purposes of this RFP, services required under a Work Order Contract may require contractor to provide print production and design estimates that do not include management of the print production. Estimates will be based on information provided by Lottery, including print volume estimates, as part of a Lottery-provided creative brief.

6 “3.1.9.1 - Meeting attendance.

Can you provide an estimated cadence of expected weekly & monthly meetings as well as how often you'll request an in-person presence in Salem?”

Lottery anticipates a weekly check in or standup meeting and additional campaign focused meetings to present concepts or kickoff work efforts.

Lottery anticipates approximately one to two (1-2) in-person meetings per year with advance notice and times and days that are mutually agreed to.

7 “4.5.1.1 - As for this requirement: "Proposer shall be headquartered and staffed within the state of Oregon or Southwestern Washington."

Our agency footprint is firmly in the State of OR…. That said, since the pandemic, we are now slightly more fragmented across the West Coast with two remote FT employees in the Seattle area and one in Phoenix. Shall we assume that these employees do not count towards our evaluation of how concentrated we are in Oregon? Or will our (Oregon-located) HQ clearly satisfy this requirement?”

Reference Section 4.5.1.2.1:

Employees performing work outside of Oregon or southwestern Washington will not be included as part of the required minimum of five (5) full-time, non-contract, non-freelance staff performing Oregon focused services within the state of Oregon or southwestern Washington.

8 “4.5.1.2.2 - The same question as above applies to the minimum yearly gross revenue of $1MM for 'Oregon-focused services performed' within the state of OR or Southwest Washington.

We are a $2.7MM Gross Revenue company which is 100% tied to our Oregon-based office. But not all of that is tied to Oregon clients or work produced by employees seated in Oregon. I just want to confirm that we're understanding this correctly and that this does not disqualify (us) from competition.”

The $1MM is a minimum requirement. Proposers may expand or best convey what percentage of their gross revenue was for Oregon-focused services performed within the state of Oregon or southwestern Washington. The intent of this requirement is to ensure that Proposer demonstrates adequate proof of connection and deep understanding with the state of Oregon and citizenry served by the Oregon Lottery.

9 “4.6 / Attachment F2 - "The Successful Proposer must detail how its firm engages in outreach to COBID-qualified firms"

Please confirm that you're looking for a general perspective on our current vendor RFP process and how we include exposure and evaluation of COBID-qualified firms, as opposed to a historical review of work to COBID-qualified firms.”

Proposer must complete and submit Attachment F2 as part of its Proposal.

The questions in Attachment F2 vary and ask for historical and current information, including Proposer’s current Certified Firms Business Outreach process, if applicable.

10 “Are we able to send additional questions to the SPC after today’s deadline?”

Questions received by the SPC after the Questions/Requests for Clarification deadline are not allowed.

Reference RFP Section 5.3

11 “Given the initial timeline shift of the pre-proposal conference and the upcoming holidays, do you foresee a shift in the final RFP due date to reflect those delays?”

Lottery does not anticipate a change to the RFP Closing date and time.

If the Closing date and time changes, it will be via an Addendum that will be posted on OregonBuys.

12 “If questions are asked by other proposers that are relevant to all, will the answers be shared with everyone or just the proposer who asked the question?”

All questions submitted in writing and received by the SPC by the Questions/Requests for Clarification deadline are included in this response document and will be posted on OregonBuys. Once posted on OregonBuys, the document will be available to view by all interested parties.

13 “[Attachment RT2 - Proposer Information and References - Section 2.0 Proposer Corporate Background Experience - pages 5-8] Are we allowed to include visual examples within the defined page limits of each sub-section?”

Yes

14 “[Attachment RT3 - Proposer Organizing and Staffing - Section

3.0 Resumes - page 5] Should resumes be comprehensive, including work outside of our current positions, or should they only reflect work done at (proposer’s business name)?”

Resumes should reflect any information the Proposer feels would solidify or enhance its Proposal.

15 “[RFP Document - 4.6.3 Proposal Format and Quantity - page 18]

1. Are we to use the attached templates exactly as formatted and just add our responses into the sections as noted with page limits? Do we need to delete out the instructional sections and just include our responses in the final document, or do we leave all the original info/content in the doc(s)?

2. How should the final deliverable files be named? Do we need to include the RFP number, (proposer’s business) name, etc?”

Proposer should leave all original information/content in the provided Attachments and use the Attachments as fillable forms; following the format and providing its responses into the spaces provided and within the allocated page limits.

There is no required format for naming the proposal files.

Lottery recommends the following:

1. “Proposer Business Name”_RFP 20075_Proposal

2. “Proposer Business Name”_RFP 20075_Cost Proposal

16 “Attachment RT2, Section 2.9

1. Is an “Illustrated Case Study” a formatting option within the required (3) single sided pages, or is it separate/in addition to the (3) single sided pages?

2. For Illustrated Case Study Samples, are there any formatting requirements or restrictions outside of those listed? E.g., can those be full-color pages?

3. For Illustrated Case Study Samples, do we need to restate the prompt within the page?”

Illustrative Case Study Samples will be counted as part of the three (3) single sided 8.5” x 11” page limit for Attachment RT2, Section 2.9. Note: Proposer shall ensure its Proposal file does not exceed the file size limit of 500 MB described in RFP Section 5.4. Illustrative Case Study Samples may include full-color pages so long as the Proposal file does not exceed the file size limit of 500 MB.

It is not required to restate a prompt within the page for Illustrative Case Study Samples.

Reference RFP Addendum Two.