2022-18 Clarifying Questions 2 Final.pdf

PH: 503-742-5400 WWW.CLACKAMAS.US

REQUEST FOR QUOTES #2022-18

Consultants for the “Reducing Driving Under the Influence of Marijuana Campaign (DUIC)”

RESPONSE TO CLARIFYING QUESTIONS #2

March 23, 2022

Note that these are questions submitted by interested firms to the above referenced solicitation. The below answers are for clarification purposes only and in no way alter or amend the RFQ as published.

1. Under Scope, Background, Campaign Development (Page 3, second paragraph) which community partners will be involved and in what roles?

Answer: Community partners will be determined after campaign plan is outlined and based on targeted demographics. The County will assist in identifying and prioritizing partners if needed.

2. What will Montana State University’s Center for Health and Safety role be?

Answer: They will assist, where relevant, in aligning campaign messaging with the Positive Culture

Framework. If your firm is not familiar with this framework, please consider watching the Center’s video at https://chsculture.org/positive-culture-framework/ to determine if you want to proceed with an application.

3. In the Scope, Background, Implementation section, (Page 3, third paragraph) Does “video production” mean long form videos to be used in other settings?

Answer: Video production may or not be called on as part of the project. We will rely on the consultant’s recommendation on meeting our target audience. Our most recent video can be seen at www.drivetozero.org.

However, we do not foresee a long form video.

4. In Scope of Work (Page 3, first paragraph) Is there a brand guideline for the County’s work that we should follow?

Answer: Yes. We will provide all style guides and brand guidelines upon selection.

5. In Scope of Work (Page 3, third paragraph) will the “mini-grants” come out of the overall budget or be separate?

Answer: Microgrants are a way for us to reach communities of concern. This is negotiable based on the campaign and priority audiences. However, it would be required as part of the $68,000.

6. Please confirm “underserved communities” means lower income, Black & African American and Latino?

Will American Indian or Asian be part of the underserved community?

https://chsculture.org/positive-culture-framework/ http://www.drivetozero.org/

Answer: The County wishes to apply an Equity, Diversity and Inclusion lens to its marketing and communications work. We want to ensure that this campaign reaches a variety of target audiences and is intentional about reaching people who have typically been underserved by large scale marketing in the past.

This lens for other campaigns, for example, has led us to focus on rural communities, communities of color, and immigrant communities. Each community may have its own needs, culture and language needs to address. We hope that the selected consultant has competencies in reaching different communities and suggest you outline these competencies in your application and where appropriate provide examples of your work.

Underserved communities may include a variety of target demographics, including, but not limited to lower income, seniors, persons of color, immigrants, people with disabilities, and rural communities.

7. In Scope of Work, Campaign Goals (Page 3) can you provide benchmark click through rates, website hits now or will they be available later?

Answer: This really depends on the campaign. This is open for discussion as part of the campaign plan. If you have examples from your prior work that helps tell your story of the success of campaigns, please provide as part of application.

8. Please clarify what you mean by “open rates”? Are you referring to email open rates?

Answer: Yes, if an email campaign is included in the strategy. Otherwise we would look at website hits, click through rates, etc.

9. In Scope of Work, Current Marketing and digital Ecosystem, Shared Beliefs (Page 3), can you clarify what you mean by “integrate shared safety beliefs and values as it relates to health safety related to Covid- 19 into overall safety messages that will work for both traffic safety behaviors and public health behaviors as a whole?” Do you mean that practices such as social distancing, masks, etc. are shown in any relevant photos or videos or does this simply refer to integrating Safety Culture?

Answer: We want to ensure that our traffic safety messages learn from our experiences and are consistent with our messaging around vaccinations and COVID 19. There may be specific ideas developed that reinforce our messages around practicing safety behaviors during a time when people are dealing with additional mental health stresses, for example. Our messaging around marijuana use needs to be consistent with this traffic campaign. You may see some of this by looking at the county’s website, https://www.clackamas.us/ and https://www.clackamas.us/behavioralhealth/alcohol.html. Our public health and behavioral health teams are part of the design team for the County.

10. In Scope of Work, Current Marketing and digital Ecosystem, Marketing challenges (Page 4), you mention

“Some county residents may feel less confident in county services and be reluctant to engage in our marketing efforts”. Should we design specific messaging for them or simply understand they are less likely to change?

https://www.clackamas.us/ https://www.clackamas.us/behavioralhealth/alcohol.html

Answer: We do not imply any design considerations with this, but just want potential consultants to have a good understanding of our ecosystem.

11. In Budget section (Page 5, first sentence), please clarify what you are asking for when you say “firms shall provide competitive hourly rates with an estimated not-to-exceed total”. Are you asking that firms should also include how many hours would be allocated to each area of the project and the corresponding hourly rate to come up with a total project cost?

Answer: These can be estimates. We want to see your hourly rates and if you have past experience that will give you a sense of how many hours a project might take, please provide that. We are looking to select a firm that provides a good value for the contract but also understands the overall scope. We will have time to refine a project budget after selection based on the campaign plan.

12. Please clarify if the $68,000 includes all media costs (ad purchases/ad buy) to run the campaign messages.

Answer: Yes. We may have future funds made available by our funding sources, if future grants are awarded, to continue to build on the campaign but this is the amount we have on hand today.

13. In Sample Contract (page 5) Article II, Paragraph 32 – Federal Contracting Requirements item was checked, however in the contract document it states that this requirement is “OPTIONAL”. Please clarify if this is required or optional?

Answer: There are Federal Contracting Requirements, so the optional part of the Sample Contract becomes obsolete.

14. In Quote section (page 5), you state that “quotes should be short and concise”. To meet your expectations, is there a page limit you had in mind and would prefer?

Answer: Do your best to tell your story in a way that shows us you understand that sometimes more is not better. We do not want to dictate the length of your proposal.

15. What date will Quoters be notified of the selected Quoter?

Answer: We anticipate contacting references the week of April 11th and depending on time of response notifying Quoters shortly afterward by April 22nd.

16. What is the output of the “implementation plan” the County is developing (milestone of 6/3) and would the contractor be involved during this process?

Answer: We will collaborate with the consultant on an implementation plan. We are very responsive to consultant’s needs and see this as something we will work on together.

17. Will the development of the new campaign be informed throughout the creation of the implementation plan?

Answer: Yes.

End of Clarifying Questions #2