20422 QA's.pdf

(Rev5/8/2023)

Question & Answer #20422 Communications and Marketing Services - 20422

This document is posted to capture the questions received during the question & answer period for 20422 Communications and Marketing Services This document is the official response to all questions received by Wednesday, October 11th, 2023.

Questions or responses included in this document require changes to the solicitation documents. The solicitation has been updated in Exhibit A-2 Bidder’s Profile, Exhibit B-2 Non- Cost Factors Qualifications for all Categories 1-6, Exhibit C-2 Cost Sheet Instructions, Exhibit D Complied Contract on WEBS as listed below, and all changes are detailed below:

Any additional questions regarding this solicitation must be directed to the Procurement Coordinator listed below.

Andrea Goff descontractsstrategy@des.wa.gov mailto:descontractsstrategy@des.wa.gov

Question

Question Response Did this change the solicitation?

1. Are companies from outside the United States able to apply?

(like, from India or Canada)

If the bidder includes all the required bid submittals and the bidder meets the requirements specified in this Competitive Solicitation.

No

2.

Does the awarded bidder need to attend meetings in person? Purchase orders under this contract may require meetings in person to be performed within the United States.

No

3.

Can the awarded bidder perform the tasks outside the USA.?

(like, from India or Canada)

Purchase orders under this contract may require the tasks to be performed within the United States.

No

4.

Can we submit the proposals via email? Yes, all proposals are submitted via email. Solicitation Document Section 4 How to Prepare and Submit a Bid for this Competitive Solicitation. Subsection 4.5 Submitting Bids. “Bidder’s electronic bid must be emailed to descontractsstrategy@des.wa.gov.

No

5.

What time is this due on November 1?

Completive Solicitation subsection 1.1 Deadline for submitting Bids has been updated and revised “November 1, 2023, by 11:59pm pacific standard time. If, bids are received after 12:00am pacific standard time on November 2, 2023, bidders will be deemed non-responsive.”

Yes

6.

Is there any background that can be shared as to why this shared Washington and Oregon procurement is happening?

Enterprise Service running this procurement will ease the process for Washington state agencies, ORCPP Members, and other eligible purchasers to purchase specified communications and marketing services performed by qualified professionals.

No

7.

What types of work will these purchase agreements/task orders before? Are the specific industries or goals?

There was no prior statewide contract that provided these services.

Washington state agencies, ORCPP Members, and other eligible purchasers were required to use direct buy, purchase orders or procurement for these goods/services. The work will be for marketing and communications services, individual requirements and goals will be determined by the agencies.

No

8.

On above mentioned bid, can I please get current contract information? Who the vendors are and at what price?

There was no prior statewide contract that provided these services, it was up to the Washington state agencies, ORCPP Members, and other eligible purchasers to use direct buy, sole source, purchase orders or procurement for these goods/services.

No

9.

Is there an updated to the timeline for this RFP/project Completive Solicitation subsection 1.1 Deadline for submitting Bids has been updated and revised “November 1, 2023, by 11:59pm pacific standard time. If, bids are received after 12:00am pacific standard time on November 2, 2023, bidders will be deemed non-responsive.”

Yes

10.

Exhibit A- 1 Bidder’s Certification, Exhibit A-2 Bidder’s profile, Exhibit B-1 – Performance Requirements, Exhibit C-1 – Bid Price Scenario, Exhibit C-2 Cost Sheet, and Exhibit E- Bidder’s Diverse Business Inclusion Plan – Subcontractors be submitted as a combined single

PDF?

Enterprise Services will allow Exhibit A-1 Bidder’s Certification and Exhibit A-2 Bidder’s Profile to be the only 2 forms allowed to identify multiple categories.

For the remaining exhibits, Enterprise Services requires bidders to submit each exhibit separately for every category, naming them in accordance with the checklist outlined in Section 4.4

11.

Should Exhibit A- 1 Bidder’s Certification, Exhibit A-2 Bidder’s profile, Exhibit B-1 – Performance Requirements, Exhibit C-1 – Bid Price Scenario, Exhibit C-2 Cost Sheet, and Exhibit E- Bidder’s Diverse Business Inclusion Plan – Subcontractors be submitted for each category we are submitting on? Or will one submission of these forms cover all category submissions?

Bidder’s Profile to be the only 2 forms allowed to identify multiple categories.

For the remaining exhibits, Enterprise Services requires bidders to submit each exhibit separately for every category, naming them in accordance with the checklist outlined in Section 4.4

No

12.

Proposal – when sending in a proposal for a single category, do you want all the exhibits together in a single document, or should we keep each of those separate and name them in a way that’s easy to understand?

Bidder’s Profile to be the only 2 forms allowed to identify multiple categories.

For the remaining exhibits, Enterprise Services requires bidders to submit each exhibit separately for every category, naming them in accordance with the checklist outlined in Section 4.4

No

13.

we don’t currently accept credit cards. Is this something that vendors will need to accept? Would be good to understand!

Credit cards are not required to be accepted as part of this Contract. In Exhibit A-2 Bidder’s Profile the bidder has the option to identify whether credit cards could be used as payment and which cards would be accepted. If Contractors accept credit cards they bear, in full, any processing or surcharge fees associated with the use of credit cards or electronic payment.

No

14.

Bidders Profile it asks bidders to indicate what “purchase cards” are accepted (e.g., VISA, Master Card, etc.). Can you explain this requirement further? We typically submit monthly invoices to all clients who then send us payment electronically or by a physical check.

Credit cards are not required to be accepted as part of this Contract. In Exhibit A-2 Bidder’s Profile the bidder has the option to identify whether credit cards could be used as payment and which cards would be accepted.

15.

When you refer to the three years, is it three years from November, so work completed in November 2020 and after?

The requirement of 3 years has been expanded to 5 years for all sample examples for all categories in Exhibit B-2 Non-Cost Factors & Qualifications.

Enterprise Services are requiring the dates from October 2018 -October 2023.

Yes

16.

For the written responses to each Requirement ID, can you confirm that bidders should create their own template to do this that has clear section headers noting the Requirement ID and samples?

Yes, Enterprise Services requires bidders to create their own template, to respond to the written request required portions of Exhibit B-2 Non-Cost Factors & Qualifications.

All submissions need to have clear section headers noting the Requirement ID and samples for ease of evaluation.

Enterprise Services may ask bidders to make clarifications to the submission if there are questions during bid evaluation.

No

17.

Is there a font size requirement?

Enterprise Service would prefer the font size requirement for bidders to use standard font size (10-14) with commonly accepted fonts and page margins (0.5” or 1”). We want to ensure fairness that all bidders have the same content. If there are inconsistencies in formatting of the submissions, Enterprise Services may have the bidder’s clarify their submission before it is evaluated for fairness of all bidders.

No

18.

Can we include a cover page if we can submit a combined PDF?

Yes, if a bidder would like to include a cover page for clarity and organization, but it is not required.

For the remaining exhibits, Enterprise Services requires bidders to submit each exhibit separately for every category, naming them in accordance with the checklist outlined in Section 4.4

19.

Can we include a Table of Contents if we can submit a combined

PDF?

Yes, if a bidder wants to include a table of contents for clarity and organization, but it is not required.

Enterprise Services will allow Exhibit A-1 Bidder’s Certification and Exhibit A-2 Bidder’s Profile to be the only 2 forms allowed to identify multiple categories.

For the remaining exhibits, Enterprise Services requires bidders to submit each exhibit separately for every category, naming them in accordance with the checklist outlined in Section 4.4

No

20.

We are unable to add our MWBE certification number to the response field. Not sure if this is a protected field. How do you suggest we add this information in?

Exhibit A-2 Bidder’s Profile form has been updated with a fill-in form for the MWBE Certification Number.

Yes

21.

For the required portfolio links, can we link to a PDF instead of a webpage?

No, a PDF instead of a WEB portfolio link will not be accepted.

Exhibit B-2 Non-Cost Factors & Qualifications, samples need to be to a portfolio link due to size limits in emails.

Solicitation Document Section 4 How to Prepare and Submit a Bid for this Competitive Solicitation Subsection 4.5 Submitting Bids -

No

22.

For attachments, can they be in PDF form, or do they have to be in Word?

All attachments must be prepared in MS Word, MS Excel, Adobe PDF, unless otherwise specified in writing. Solicitation Document Section 4 How to Prepare and Submit a Bid Subsection 4.5 Bid Format.

23.

May we include our responses and samples to questions under the header “Non-Cost Requirements- Project Samples” at the Web portfolio link provided, or do these need to be document attachments to the Exhibit and provided in PDF or Word? If it’s the latter (document attachment), is there a file size requirement outside of “page count” where noted?

The Web portfolio link is for the project samples only.

Enterprise Services requires bidders to create their own template, to respond to the written request required portions of Exhibit B-2 Non-Cost Factors & Qualifications.

All submissions need to have clear section headers noting the Requirement ID and samples for ease of evaluation.

Enterprise Services may ask bidders to make clarifications to the submission if there are questions during bid evaluation.

Enterprise Services’ email only can accept emails (including attachments) that total less than 30MB in size.

Bidders are cautioned to keep email sizes to less than 25MB to ease delivery.

Zipped files cannot be accepted.

Yes

24.

For written responses in Exhibit B-2 Non-Cost Factors and Qualifications, should these be written in the form or are we to submit a separate word document for each required written response?

Enterprise Services would require that that bidders create their own template, to respond to the written request required portions of Exhibit B-2 Non-Cost Factors & Qualifications.

All submissions need to have clear section headers noting the Requirement ID and samples for ease of evaluation.

Enterprise Services may ask bidders to make clarifications to the submission if there are questions during bid evaluation.

25.

Exhibit B-2 staffing key personnel sections, do you want any description on the type of experience (e.g., a short bio) for each staff member or just the number of years of experience that they’ve worked on similar work?

B-2 Non-Cost Factors & Qualifications, Enterprise Service is requesting bidder’s key personnel to list experience for all key personnel, who will be performing the services, with a brief description of experience and number of years, name, and job title.

Yes

26.

Exhibit B-2 staffing key personnel roles, it says that bidders should list key personnel within the fillable format and repeat as needed.

However, we are unable to copy and paste to include more personnel than the four included and the final fillable section has a character limit that prohibits us from adding more. With these limitations in mind, how should we include more key personnel?

Exhibit B-2 Non-Cost Factors & Qualifications if the fillable form, doesn’t not adequality provide enough space, Bidder can attach an additional document to respond if it clearly identifies the Requirement ID # to the question.

Yes

27.

Exhibit B-2 This solicitation requires bidders to submit advertising/marketing campaigns, branding, graphic design and print media samples from the past 3 years. This timeframe seems restrictive considering limited opportunities to produce work during the pandemic. Would DES consider accepting samples from the past 3 to 5 years?

The requirement of 3 years has been expanded to 5 years for all sample examples for all categories in Exhibit B-2 Non-Cost Factors & Qualifications.

Yes

28.

Exhibit B-2 staffing key personnel roles, are you looking for each individual’s title at our agency (e.g., Partner, Vice President, etc.) or do you want us to list their potential role on the work (e.g., Account Oversight, Project Supervisor, Administrative Support, etc.)?

Depending on the type of purchaser and the issue, we would likely have different people support each project based on the purchaser’s needs, issue area expertise, etc.

B-2 Non-Cost Factors & Qualifications, Enterprise Service is requesting bidder’s key personnel to list experience for all key personnel, who will be performing the services, with a brief description of experience and number of years, name, and job title.

Yes

29.

Category Advertising Section 4.5 Writing, can you confirm that you want a description of the strategy and technique we used and two writing examples for all three client samples we feature that should combined fit within the max two pages per client (total max six pages)? Or do you just want bidders to include two examples each for all three client samples with no background strategy description?

Category 1 In Exhibit B-2 Non-Cost Factors & Qualifications – Category 1 Advertising Section 4.5 Writing, Enterprise Services is seeking 2 writing samples for each project sample.

As stated in requirement id 4.5.

Bidder submits two (2) examples of deliverables for each project sample.

Demonstrate an understanding of plain talk/plain language writing, script, interviews and/or copy writing that was used to create/support campaign goals.

(2-page limit for the description of the strategy and technique for each project.

Total maximum is 6 pages).

No

30.

Category Advertising Section 4.6 Quality, can you confirm that bidders should submit a two-page write-up and provide three example media assets (video, radio, social, or print) for each of our three client samples?

Factors & Qualifications – Category 1 Advertising Section 4.6 Quality, Enterprise Services is seeking 3 examples for each project sample.

As stated in requirement id 4.6 Bidder submits three (3) examples of deliverables that use as many diverse media formats as possible.– video, radio, print and social for each project sample. High-quality production of campaigns and materials (2-page limit for the description of the strategy and technique for each project. Total maximum is 9 pages).

31.

Category Advertising Section 4.7 Media Planning, can you confirm that you want either 1) a final media plan for all three client samples or 2) a final media plan, description explaining the buy, and a final recap report from the buy demonstrating performance metrics?

Factors Qualifications – Category 1 Advertising Section 4.7 Media Planning, Enterprise Services is seeking a final media plan for each project sample.

As stated in requirement id 4.7 Bidder submits a final media plan or metrics and targets for each project sample. Show how they were used to support campaign goals and maximize performance. (No page limit for the sample final media plan).

No

32.

Category 1 Advertising says that bidders should link to an electronic portfolio highlighting three samples. Would you like our full response to all of Requirement ID 4 (e.g., 4, 4.1-4.11) to be shared on the portfolio link or as attachments to our email we submit?

If it is on the portfolio page, do you want bidders to put the response copy to each Requirement ID directly on the portfolio page itself with headers or should we upload individual documents for each Requirement ID that are labeled for you to download and print? We would appreciate any clarity that you can provide on the format that you want to receive the submissions.

Enterprise Services is requiring that that bidders create their own template, to respond to the written request required portions of Exhibit B-2 Non-Cost Factors & Qualifications.

All submissions need to have clear section headers noting the Requirement ID and samples for ease of evaluation.

Enterprise Services may ask bidders to make clarifications to the submission if there are questions during bid evaluation.

No

33.

Exhibit B-2 - Is there any font, font size or spacing requirements that we need to adhere to beyond the 8.5x11 page limits that you provide for each Requirement ID 4.1 – 4.11?

Enterprise Service would prefer the font size requirement for bidders to use standard font size (10-14) with commonly accepted fonts and page margins (0.5” or 1”). We want to ensure fairness that all bidders have the same content. If there are inconsistencies in formatting of the submissions, Enterprise Services may have the bidder’s clarify their submission before it is evaluated for fairness of all bidders.

34.

Exhibit B-2 - May we submit the attachments for 4.1-4.11 in the link for the portfolio instead of an attachment to the email?

Enterprise Services would require that that bidders create their own template, to respond to the written request required portions of Exhibit B-2 Non-Cost Factors & Qualifications.

All submissions need to have clear section headers noting the Requirement ID and samples for ease of evaluation.

Enterprise Services may ask bidders to make clarifications to the submission if there are questions during bid evaluation.

No

35.

Exhibit B-2 - If we feel a section needs to be added in any of the Exhibit B-2 Non-Cost Factors & Qualifications, may we add those to our proposals? For example, in Exhibit B-2, Cat 1 Advertising & Marketing Campaign, if we feel there is a campaign missing between

4.1 through 4.11, may we add and explain a section?

If the bidder submits additional information that is not identified or asked of the bidder, it will not be scored and/or evaluated.

No

36.

Exhibit B-2 - Clarification – is it up to our best judgement to what we want to present as a campaign since that is not defined?

Category 1 Advertising and Marketing Campaigning and Category 4 Social Marketing Campaigning have been defined within the Solicitation document .

No

37.

It looks like the same questions and categories are requested for Exhibit B-2 Category 1 (Advertising & Marketing) and Category 4 (Social Marketing). The only difference we noticed is that the Category 4 “Requirement ID 4.4 Idea and Brand Development” asks bidders to “Provide two (2) examples of concepts developed for each project sample, inclusive of strategy, visual design, and copywriting.”

Are you only looking for this for the Category 4 Social Marketing Campaigns response?

Yes, only for Category 4 in Requirement ID 4.4 Idea and Brand Development criteria.

38.

Can you confirm that a bidder can submit the same proposal for both Category 1 and Category 4 assuming the samples provided both contain advertising and marketing and are social marketing campaigns?

Bidder’s Profile to be the only 2 forms allowed to identify multiple categories.

For the remaining exhibits, Enterprise Services requires bidders to submit each exhibit separately for every category, naming them in accordance with the checklist outlined in Section 4.4

No

39.

As part of our campaign project samples, we are wanting to submit videos. Can we embed the URL for the videos in the portfolio link or do you need an actual video file?

Enterprise Services will allow a URL within the web portfolio link.

Yes

40.

How would you define a rebrand vs. a brand refresh? Would like to understand so we pick the right samples.

For Category 2 Exhibit B-2

Rebranding package – is an analysis if the brand needs a partial or total rebranding.

Brand Refresh – is minor detail changes of an original brand to modernize individual aspects with brief narrative about refresh.

No

41.

In working on Exhibit B-2: Non-Cost for Brand Development (snips below for easy reference). It sounds like you want 4 Total Project Samples, one per question in 3.1-3.4. Not 4 samples per question, since each of these is unique and would differ slightly. So write ups should be 2-pages for questions 3.1 & 3.2 and 1-page for questions

3.3 & 3.4 vs. * and 4 respectively. Will you please confirm?

Category 2 Brand Development Exhibit B-2. Requirement ID 3 requires only 4 branding project samples. Enterprise Services is requesting a project sample of each Requirement ID’s 3.1-3.4.

The page requirements for Requirement ID’s 3.1-3.4 have been modified and amended for clarity.

42.

For written responses in Exhibit B-2 Non-Cost Factors and Qualifications, for the questions where it does not say “written response required”, do we not need to provide a written response?

For example, for question 4.5 in Category 4, it does not say written response required, but the question asks us to have a 2-page limit for the description of the strategy and technique for each project. Would we respond to that with a written response?

Category 4 Social Marketing Campaigns, in Exhibit B-2 Non-Cost Factors Qualifications.

Requirement ID 4.1, 4.3, 4.5, 4.6, 4.7, 4.8, 4.9, 4.10, 4.11 the term Written Response Required was added above each requirement.

Yes

43.

We to submit samples as part of question 4.9 and 4.10? Or are these just a one-page narrative for each sample description?

Category 4 Social Marketing Campaigns, in Exhibit B-2 Non-Cost Factors Qualifications Category 4 Social Marketing Campaigns. Requirement ID

4.9 is requesting bidders to submit a written response in 1 page about each project sample how you have developed and used networks and partnerships, with a total of 3 maximum pages.

Requirement ID 4.10 is requesting bidders to submit a written response in 1 page about each project sample to describe the activities, events, strategies and press release with a total of 3 maximum pages.

No

44.

I’m wondering if there can be some leniency in the age of the video samples, particularly as it pertains to events. Most of the events we have supported over the last 3 years have been virtual due to COVID restrictions. If you’re looking for live event support examples, the majority of that would be pre-COVID. It would be great if we could go back further than 2020 to provide some examples.

The requirement of 3 years has been expanded to 5 years for all sample examples for all categories in Exhibit B-2 Non-Cost Factors & Qualifications.

Enterprise Services requires that the dates from October 2018 -October 2023.

Yes

45.

Are respondents required to respond to all subcategories for each category? For Category 6: Video Production & Editing, will we be penalized if we do not respond to all 3 subcategories, even if we have a very strong response for 2 subcategories?

Category 6 Video Production and Editing can be awarded for individual subcategories (Subcategory A – Events, Subcategory B -Documentary and Subcategory C -Scripted

46.

Can DES please elaborate on the process for scoring each category and how the points are allocated across subcategories? For example, Category 6: Video Production & Editing, how are the 750 points being calculated? Is this 750 per subcategory, or for all subcategories? And how are the 750 points being broken up per subcategory?

Category 6 Video Production and Editing, in Exhibit B-2 Non-Cost Factors Qualifications for each subcategory will be scored individually for quality of productions 100 points available, strength of storytelling 25 points available , description of process 75 points available, with a value of 200 points per sample. Questions 1 & 2 are worth 150 total points. 150 total points + 600 total points = 750 possible points.

No

47.

In each category's Exhibit B-2 form, the first question (1) asks for the number of projects completed at budget and under budget. Are you merely looking for a number of projects here, or are you seeking context around each project with narrative description of how we came in on or under budget? If you're looking for any level of detail here for scorers to judge with, please let us know.

Yes, Enterprise Services is asking for a number of projects within the last 3-years that were completed on time to meet the customer deadline at/or under budget.

No

48.

Similarly, in each category's Exhibit B-2 form, the second question (2) asks for number of advertising projects we've completed in total in the last 3 years. Are you merely looking for a number of projects here, or are you seeking context around each project with narrative description of those projects in summary? If you're looking for any level of detail here for scorers to judge with, please let us know.

Yes, Enterprise Services is asking for a number of projects within the last 3-years that involve transcreation, translation, development of multi-language campaigns and used culture-centered approaches and messaging.

No

49.

For the portfolio link requested in the B-2 Exhibits in question 4, we plan on submitting a single URL per category that houses all requested creative and campaign assets for all case studies which reviewers can score.

Confirming that you would like an online landing page to house requested creative assets for each campaign example, but you would like Word doc or PDF attachments to review our narrative answers to questions where "Written Response Required" is posted. (For example, in Category 1, our understanding is you'd like Word or PDF attachments with our narrative for questions 4.2, 4.4, 4.5, 4.6, and

4.10 as separate documents for each question. Is this correct?)

Enterprise Services will allow a URL within the web portfolio link per category for project samples only.

For the remaining exhibits, Enterprise Services requires bidders to submit each exhibit separately for every category, naming them in accordance with the checklist outlined in Section 4.4

All attachments must be prepared in MS Word, MS Excel, Adobe PDF, unless otherwise specified in writing. Solicitation Document Section 4 How to Prepare and Submit a Bit Subsection 4.5 Bid Format.

50.

In Exhibit B2 – Non-cost factors and qualifications – Category 4 Social Marketing Campaigns, could you please provide clarification for sections 4.3, 4.4, 4.7, 4.8, 4.9, and 4.10 where it mentions that Enterprise Services may reduce the size of the deliverable for evaluation?

The following language was removed from all categories for exhibit B-2 “Enterprise Services may reduce the size of the deliverable for evaluation?”

Yes

51.

We see that you request job titles, hourly rates, and total hours by employee or sub-contractor. Do you want us to also provide the estimated totals for each employee (e.g., rate X total hours) and a summary for each task?

Exhibit C-1 Bid Pricing Scenario, estimated totals for each employee and a summary of tasks would be accepted in addition to the job titles, hourly rates, and total hours.

Optional per Exhibit C-2 Cost Sheet Enterprise Services expected the job titles, hourly rates, and summary of tasks.

No

52.

We see that you request a project timeline. Is it acceptable to provide a high-level timeline broken down by months for when we anticipate each task might occur? Or do you have any additional direction on the timeline requirements that you would like us to provide?

Exhibit C-2 Cost Sheet clearly identify which quote/timeline ties to what Category and applicable subcategory. A high-level timeline description would be accepted if it provides clarity for when each task(s).

Yes

53.

Could you provide the insurance requirements for this solicitation? I couldn’t find Exhibit C Insurance Requirements in the attachments.

Exhibit D Compiled Contract, the insurance requirements are in Exhibit C Insurance Requirements. Exhibit C Insurance Requirements is not a separate document.

No

54.

What is the required sum for Commercial Umbrella Liability Insurance? There is no amount.

Exhibit D Compiled Contract, the insurance requirements, there is no requirement to use the Commercial umbrella liability insurance. However, Commercial Umbrella Liability Insurance can be included to cover the gab of coverage from the other insurance requirements. Enterprise Service require contractors to meet the standard insurance requirements as stated in the Exhibit D Complied Contract.

55.

Can you provide the requirements for the Umbrella Policy. It appears within Exhibit D Compiled Contract Has it highlighted only.

Exhibit D Compiled Contract, the insurance requirements, there is no requirement to use the Commercial umbrella liability insurance. However, Commercial Umbrella Liability Insurance can be included to cover the gab of coverage from the other insurance requirements. Enterprise Service require contractors to meet the standard insurance requirements as stated in the Exhibit D Complied Contract.

No

56.

This question is regarding sections 3.3-3.5 Economic Adjustment in “20422 Exhibit D Compiled Contract”:

It does not seem equitable or appropriate to ask a contractor to only escalate rates at 1.2%–3% (depending on the category of work). CPI for the Western Region of the U.S. over the past five years has been:

2022 - 8.81%; 2021 - 4.75%; 2020 - 1.9%; 2019 - 2.14%; 2018 - 3.36%*. Contractor staff and benefit costs will escalate in line with the CPI. Would you consider tiering annual increases to the CPI (as many local WA jurisdictions do) rather than one set low escalation that begins in year 3. Another option would be to set an annual escalation of something like 3-4% to reflect an average of CPI increases. Either of these options would help allow contractors to fairly compensate their staff over the duration of the contact.

* source:

https://leg.wa.gov/osa/supportinformation/Pages/InflationData.aspx

Furthermore, we would request that the escalation rate be the same for all categories of work. The CPI impacts all contractors the same regardless of the category of work, so it does not seem equitable to set different escalation rates for different categories.

The research done by Enterprise Services regarding escalation rates per category is based on annual forecasting increases unique to each category and will as be outlined in Exhibit D Compiled Contract.

Exhibit D Compiled Contract a modification has been made for Category 4.

Subsection 3.4 and 3.5 will be combined:

3.4 ECONOMIC ADJUSTMENT. (For

Category 1, Category 2, Category 3, and Category 4) Beginning twenty-four (24) months after the effective date of this Contract and for every annual anniversary thereafter, the prices set forth in Exhibit B – Prices shall be adjusted, annually, to increase by 2%.

Prices shall be adjusted on TBD of each year. The economic adjustment shall be calculated as follows: New Price = (Old Price x 2.0)

Yes

57.

Exhibit E - Can you confirm that we do not need to submit Exhibit E- Diverse Business Inclusion Plan if we do not plan to use subcontractors?

If the Bidder does not utilize subcontractors, then the Bidder is not required to submit Exhibit E Bidders Diverse Business Inclusion Plan.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fleg.wa.gov%2Fosa%2Fsupportinformation%2FPages%2FInflationData.aspx&data=05%7C01%7Cdescontractsstrategy%40des.wa.gov%7Cc22f2b8e90c24972ad7708dbb95a7fdd%7C11d0e217264e400a8ba057dcc127d72d%7C0%7C0%7C638307570578665430%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=aW5991k%2BXJmVNOV9hxeB%2FC7FPj7xtBh2wh5jSq1dbhU%3D&reserved=0

58.

Can you please share information about the scoring team for each category? What is their relevant expertise? What are their titles?

Enterprise Services has put together an evaluation team made up of subject matter experts from different agencies, for each category. The evaluation teams names will not be provided but may be requested after the announcement of apparent successful bidder by public records request.

This document is posted to capture the questions received during the question & answer period for 20422 Communications and Marketing Services This document is the official response to all questions received by Tuesday, October 24th, 2023.

Questions or responses included in this document require changes to the solicitation documents. The solicitation has been updated in the Competitive Solicitation, Exhibit B-1 Performance Requirements for all categories 1-6, Exhibit B-2 Non- Cost Factors Qualifications all categories, Exhibit C-1 Bid Pricing Scenarios for categories 1,4, & 6; Exhibit C-2 Cost Sheet Template all categories, Exhibit D Complied Contract on WEBS. All changes are specified within Solicitation Amendment 3.

Any additional questions regarding this solicitation must be directed to the Procurement Coordinator listed below.

Andrea Goff

Question

Question Response Did this change the solicitation?

1.

Regarding documents 20422 Exhibit B-2 Non-Cost Cat 1 & 20422 Exhibit B-2 Non-Cost Cat 4:

In the Q&A you have added “Written Response Required” to all of the requirements that didn’t previously have them. Not all of these requirements include direction as to what you want to see in the written response, as do the sections that originally included that language. Can you clarify what you want to see in the written response for items 4.1, 4.3, 4.7, 4.8, and 4.11, or if the samples themselves are all that is required?

The only change was the term “Written Response” was added for clarity above each Requirement ID.

Requirement ID 4.1 requests for results of a report for each project sample which is a total of 3 reports.

Requirement ID 4.3 requests for a final communications plan for each project sample which is a total of 3 plans.

Requirement ID 4.7 requests for a final media plan or metrics and targets for each project sample which is a total of 3 plans.

Requirement ID 4.8 requests for 3 examples social media platforms for each project sample.

Requirement ID 4.11 requests for a final report for each project sample.

The three samples must embody all 11 requirements. Also, one project sample must showcase diversity, equity and inclusion principals and bidders’ teams’ ability to provide culturally appropriate and effective communications and marketing to overburdened, underserved audiences.

2.

Additionally, items 4.5 – Writing and 4.6 - Quality include “2‐page limit for the description of the strategy and technique for each project,” which first appears in

4.4 - Idea and Brand Development. I am wondering if that language wasn’t accidentally included to 4.5 and 4.6, or do you really want a 2-page write-up for a writing sample?

The intent for requirement ID 4.4 Idea and Brand Development, is to have 2 examples of the bidder’s strategy and techniques used for each of the project samples submitted in the portfolio website link. (2-page limit for the description of the strategy and technique for each project. Total maximum is 6 pages).

The intent for requirement ID 4.5 Writing is to have 2 examples of bidder’s deliverables used for each of the project samples submitted in the portfolio website link. (2-page limit for the description of the strategy and technique for each project. Total maximum is 6 pages).

The intent for requirement ID 4.6 Quality is to have 3 examples of the bidder’s deliverables of what diverse media formats were used for each of the project samples submitted in the portfolio website link. (2-page limit for the description of the strategy and technique for each project. Total maximum is 6 pages).

No

3.

Finally, Item 4.10 - Campaign Launch and Public Relations includes “1 page limit for each sample description of partnerships,” which is included in the above Item 4.9 Network Development. It doesn’t seem like this language is relevant to Campaign Launch and Public Relations. Should it be removed or replaced with other language?

The intent for requirement ID 4.9 Network Development is to describe the partnerships for each of the project samples submitted in the portfolio website link.

The intent for requirement ID 4.10 Campaign Launch and Public Relations is for the one page to describe all the activities, events, strategies and press release for each of the project samples submitted in the portfolio website link.

4.

Regarding Question 21 in the Q&A, your response includes reference to email attachment limitations, but I believe the question was related to if the portfolio links provided can point to a PDF, not can a PDF of the requested portfolio items be submitted by email along with our proposals. Can you clarify?

Enterprise Services requirement is for all bidders to submit their project samples via a Link to a Portfolio Website for Exhibits B-2 Non-Cost Factors and Qualifications. Bidders may include PDFs in their portfolio link.

If a bid is received that does not follow instructions outlined in the documents, the bid may be considered nonresponsive.

No

5.

Regarding Questions 25 and 28, the DES’s response says “…requesting bidder’s key personnel to list experience for all key personnel, who will be performing the services, with a brief description of experience and number of years, name, and job title.” The form doesn’t seem to be set up for a narrative; it merely includes fields for name/title and years of experience. Should we include this in our own format as an additional attachment?

Yes, all category responses for Exhibit B-2 Non- Cost Factors and Qualifications, bidder must respond to all the Requirement IDs with an attachment.

Requirement ID 3 categories 1 & 4 has been modified.

Requirement ID 2 categories 2, 3, 5 & 6 has been modified.

Bidders are required to respond using the most current amendment posted to the solicitation.

Yes

6.

Finally, would you consider extending the due date?

The amendment adds quite a bit of writing required for our response and we would appreciate some additional time to factor in these requirements.

Enterprise Services has extended the deadline for submitting bids to November 8th, 2023, by 11:59pm pacific standard time. If, bids are received after 12:00am pacific standard time on November 9, 2023, bidders may be deemed non-responsive.

Yes

7.

First, am I correct in understanding that only if I successfully apply through this process am I able to bid on gov media marketing contracts for the next two years?

Successful awarded contractors on this contract will be able to work directly with state government purchasers on media marketing projects.

This competitive solicitation meets the state requirements for competitive solicitation and bidding.

For individual projects, state agencies can either ask for quotes from or contract directly with the awarded contractors on this Statewide Contract.

8.

Also wondering if this is highly competitive? In the past are the majority of applicants granted or denied the ability to market their services?

This is a new statewide contract, as such we do not have information on previous solicitations for similar services.

No

9.

I am struggling to figure out how we are supposed to present the 3 past campaigns in the project examples to be presented. The Exhibit B-2 forms include the following, but there is no page limit identified for this, and there are things requested there that aren’t in the descriptions for criteria 4.1-4.11.

Can we present a case study of our projects in the portfolio link that directly address the written portions requested in criteria 4.1-4.11, so long as we remain within the total page limits identified in the criteria 4.1-

4.11 for the written portion of the response?

“Provide an electronic portfolio link highlighting three

(3) past advertising and marketing campaign projects samples, within the past five (5) years, that best demonstrate your understanding and approach to developing, implementing, and evaluating advertising and marketing campaigns. Each campaign in the portfolio must include a description, samples, deliverables, and any awards or recognition associated with the project.”

Requirement ID 4 for Exhibit B-2 Non-Cost Factors and Qualifications for Category 1 and 4 the required link is designed for the project samples only.

A Bidder’s case study could be used to address the written portions requested in criteria 4.1-4.11 so long as the written response is clearly indicated with each requirement ID and does not exceed the limit for that requirement ID.

10.

For Exhibit B-2 response to Category 1 and Category 4, it sounds like Bidders should attach Exhibit B-2 to the email (including answers to Requirement ID 1-3) and attach another document with all “written responses” to Requirement ID 4-4.11. The portfolio page will only feature the “examples” that Bidders plan to include to demonstrate past work (e.g., research reports, communications plans, transcreation examples, writing examples, creative media asset examples, etc.). Please confirm this approach is correct.

Yes, bidders are expected to submit an Exhibit B-2 Non-Cost Factors & Qualifications that answers requirements ID 1-3 and a link to a Portfolio Website for the project samples.

For the Requirement ID 4-4.11 bidder must submit a separate document as part of Exhibit B-2 Non-Cost Factors & Qualifications

11.

The new Exhibit B-2 Category 1 and Category 4 documents say 3 client samples in the past 5 years, but the SolAmd 2 document says 5 client samples in past 5 years. Please confirm that we should still just feature 3 clients in the past 5 years.

Exhibits B-2 Category 1 and Category 4 is the correct change requiring 3 client samples in the past 5 years.

Yes

12.

Do you want to see the written responses organized by Requirement IDs or organized by client samples (e.g., all answers for client sample 1 together, and then all answers for client sample 2 together, etc.)?

All responses must be clearly indicated for the relevant requirement. Each written response should cover all the client samples. Within the written response for each requirement ID Enterprise Services expects clear indication of how the written response relates to the client samples, where appropriate.

Enterprise Services suggests attachments be labeled with the Requirement ID number and all responses columns must indicate the title of the attachment where the information can be found.

Limited responses may receive lower scoring than those that demonstrate understanding of the subject matter.

No

13.

In the previous Q&A, Question 25 says that you’d like a brief description of staff experience in Exhibit B-2 Requirement ID 3. The new B-2 forms however don’t provide space for that description. Can Bidders just note in the B-2 form to see the separate template/attachment created where all staff information is listed (names, job titles, years of experience, and brief descriptions)?

Yes, bidders are expected to submit a B-2 Non-Cost Factors & Qualifications that answers requirements ID 1-3 and a portfolio page for the examples.

Requirement ID 3 categories 1 & 4 has been modified.

Bidders are required to respond using the most current amendment posted to the solicitation.

14.

For Exhibit B-2 Category 1 and Category 4 section 4.6 Quality, it notes a two-page writeup for three client samples (e.g., six pages), but a nine-page maximum is noted. Can you please clarify?

Exhibit B-2 Non-Cost Factors & Qualifications Category 1 and Category 4 – Requirement ID 4.6 Quality: The requirement is to provide up to two (2) written pages for three (3) deliverables, describing the strategy and technique for each deliverable.

Page limit corrected to reflect a maximum of 6 pages.

Yes

15.

For Exhibit B-2 Category 1 and Category 4 section 4.6 Quality, can Bidders submit creative media assets beyond videos, radio ads, print ads or social? For example, could Bidders submit an out-of-home ad, banded campaign material, digital banner ad, etc.?

Bidders can submit creative media assets beyond videos, radio ads, print ads, or social media as long as they meet the criteria’s specified in Requirements IDs 4.1-4.11.

16.

Section 3 - Bid Evaluation, 3.5 Cost Factor Evaluation (page 13) In its review of the pricing and calculation of awarded points, how will WA DES account for bidders' different technical approaches to the tasks?

Cost Factor is evaluated based on lowest cost to provide the services for the task/deliverable provided in your response to that category. Each bid will be evaluated in relation to the lowest bidder.

See Section 3 Bid Evaluation Subsection 3.5 Cost Factor Evaluations in the solicitation detailing how cost is calculated.

No

17.

Could you let us know what the budget is per category going forward or has been in the past?

This is a new statewide contract, as such we do not have information on previous solicitations for similar services. In the Solicitation Document Section 2.4 Estimated Sales are described. Potential contract sales per category are not known currently.

The budgets for the work from Purchasers are project specific.

No

18.

Could you let us know if you have a local preference or are you open to a Canadian agency that has done similar work with clients across the United States, with some currently being the States of California, Colorado, and Wyoming?

Out of state bids will be considered as long as the bidder includes all the required bid submittals, and the bidder meets the requirements specified in the Exhibit A-1 Bidder’s Certification and A-2 Bidder’s Profile in this Competitive Solicitation. There are no additional points based on location for award.

19.

Could you confirm that a single response for the individual categories we would supply would be fine?

Enterprise Services will allow Exhibit A-1 Bidder’s Certification and Exhibit A-2 Bidder’s Profile to be the only 2 forms allowed to identify multiple categories.

For the remaining exhibits, Enterprise Services requires bidders to submit each exhibit separately for every category, naming them in accordance with the checklist outlined in Section 4.4 of the solicitation. This is to allow Enterprise Services to perform an effective evaluation.

If bidders are submitting for a single category, they can submit a single response of each required document. If submitting for multiple categories, the submission should clearly indicate which responses are for which categories to facilitate evaluation.

No

20.

Category 4 states there will be “up to 10 Cooperative Purchasing Agreements” and “up to 5 Reserved Award Cooperative Purchasing Agreements” provided. Are the “reserved award cooperative agreements” for Small Businesses, Veteran-Owned Businesses, etc? Meaning there are no prerequisites for an agency to be a small/veteran owned business for the other 10 cooperative purchasing agreements?

The reserved awards are for Washington Small Businesses or Washington Veteran-owned businesses.

There is no requirement to be a small or veteran owned business for the other 10 cooperative purchasing awards.

No

21.

In Exhibit D it states that Contractor must pay the Vendor Management Fee which is “1.25 percent on the purchase price for all Contract sales”.

Can you please clarify if this is expected for all Categories? If so, how is a “sale” defined if purchasing services like design, advertising, strategic planning, etc.

The vendor management fee applies to all categories.

A sale is describing in Exhibit D “Contract sales (the purchase price is the total invoice price less applicable sales tax)…” This applies to all services offered on this contract.

22.

In Exhibit B-2 for Category 4, the prompt for section 4 states: "Provide an electronic portfolio link highlighting three (3) past social marketing campaign projects samples”. For all of the following subsections after this (4.1-4.11) when “project samples” are referenced, are we to assume that we should be crafting our responses based on the 3 same project samples we provided in our creative portal link, or can we provide different case studies in 4.1–4.11?

Yes, the 3 past project samples are to be reference when responding to all questions with Exhibit B-2’s within 4.1-4.11.

No

23.

Is it allowable to slightly modify Exhibit C-2 Cost Sheet and separate out by Task?

Yes, Enterprise Services will accept if the bidder’s uses their own Cost Sheet, bidder must provide detailing job title of employee or sub-contractor, task/timeline, hourly rate, and total quote from Exhibit C-1 Bid Price Scenario.

Yes

24.

For the electronic portfolio link, are we to decide which creative sample formats we would like to share? (i.e.

video, digital assets, radio, etc) or are there specific formats that are requested?

Yes, it is for the bidder to determine which creative samples best represents the non-cost requirements

– project samples for that category.

There are no restrictions of formats project sample within linked Portfolio Website.

No

25.

To confirm, is there a specific area we should include the project timeline? Would it be allowable to include it as a separate tab within the cost sheet or is a separate document preferred? Also, to confirm, the project timeline should be specified for a period of 24 months, is this correct?

Enterprise Services will accept if the bidder’s uses their own Cost Sheet, bidder must provide the detailing job title of employee or sub-contractor, task/timeline, hourly rate, and total quote from Exhibit C-1 Bid Price Scenario.

Exhibit C-1 Bid Price Scenario has the timelines identified for each category. There is no project timeline for the period of 24 months.

No

26.

For questions 1 and 2 of Exhibit B-2 Category 4, is the desired response ONLY the number of campaigns and projects completed or is it allowable to include more detail in a narrative format for those answers?

Enterprise Services is only requesting a number response for questions 1 & 2. Any included narrative will not be considered.

27.

For…