268_State+Contract+Summary.docx

ND STATE CONTRACT INFORMATION

CONTRACT INTRODUCTION

This contract is for marketing communications services vendor pool. Services include advertising, media buying, design work, websites, public relations and more. The purpose of the vendor pool is to identify contractors interested in working with the State of North Dakota, establish services and capabilities, and meet state requirements while expediting the process for procuring marketing communications needs.

SAMPLE OF CONTRACT SERVICES

1. Develop a media and marketing plan

2. Implement the media plan and be responsive to changes in timing, budget, ad performance, and agency needs Comply with HIPPA

3. Purchase paid media consistent with the media plan and to potentially include television, radio, out-of-home, print, email, direct mail, social and digital media, etc.

4. Develop and implement earned media and public relations plans and materials consistent with the media plan.

5. Creative design production, potentially including advertising campaigns, promotional materials, long- and short-form video and multimedia.

6. Develop or maintain existing campaign websites per North Dakota Information Technology Website Standards.

7. Manage social media accounts as requested – this could include Facebook, Instagram, Snapchat, Twitter, YouTube, etc.

8. Develop and maintain partnerships with businesses and other entities for potential sponsorship opportunities; widespread distribution of campaign materials and activities to achieve message saturation; and other activities.

9. The development of toolkits, or supplemental campaign materials, as well as technical assistance for the STATE’S partner entities, reinforcing appropriate use of the campaign materials. Tracking of contact/distribution lists for partner agencies.

10. Complete other media-related activities as requested, for example:

· Edits, dubbing, sizing, etc. of existing media materials.

· Develop and print banners, pamphlets, posters, etc.

· Work with partners to create educational materials (i.e., radio/video scripts, banners, etc.) for various sponsorships and events.

CONTRACTOR INFORMATION

Check the State contract website for the contractor and contract administrator information.

COOPERATIVE PURCHASING

This contract is a cooperative purchasing contract established pursuant to North Dakota Century Code (NDCC) section 54-44.4-13. This contract is made available to state entities, institutions under the jurisdiction of the State Board of Higher Education, other government entities (including counties, cities, townships, public primary and secondary educational entities, governmental boards and commissions), nonprofit entities established on behalf of public entities, tribal agencies, transportation providers under N.D.C.C chapter 39-04.2, and the International Peace Garden. Participation in this open-ended contract is not mandated; therefore, the estimated volume of this contract is not known.

HOW TO USE CONTRACT

· Purchasing entities/agencies can issue their own solicitation following proper procurement procedures to any vendor they would like to include.

· If utilizing this contract, be sure to use the Task Order Request form and Change Order Form (Change Order Form as needed) both found on the SPO online system under State Contract 268.

· You may use any vendor within this pool to fulfill your marketing needs. This contract has no competition threshold, requiring you to seek competition within the pool should your project exceed a certain dollar amount. It is suggested to have more than one vendor quote your project prior to selecting one, but it is not required. If competition from within the pool is sought, be sure to utilize and adhere to the Notice of Vendor Pool Task Order Award – Template attachment.

· Agencies should not be asked to sign any documents outside of accepted Task Order (TO) and Change Order (CO) documents. Contact the contract administrator if you are asked to sign documents other than a TO or CO.

· Email all fully executed task orders and any subsequent change orders to the contract administrator.

TASK ORDER PROCESS

The agency will prepare a written task order request. This will include a Statement of Work (SOW) describing the required services. An agency may issue a task order request directly to any of the awarded vendors in the appropriate pool category OR an agency may elect to conduct a competitive process by requesting project proposals from two or more vendors. The agency will select the vendor project proposal that best meets the SOW requirements based upon the selection criteria stated in the task order request.

CHANGE ORDERS

A change order process will be used to manage issues and changes during the life of a task order project. A change request must be in writing to document the potential change. The change will be reviewed and, if acceptable to the agency, the vendor will submit an estimate of the charges and the anticipated changes in the delivery schedule that will result from the proposed change in the scope of work. A change order must be approved and signed by both parties prior to implementation of the change.

PURCHASING CARDS

The Purchasing Agency may place orders by issuance of a purchase order or may elect to place an order and make payment using a purchasing card. The contractor will accept a purchasing card without passing the processing fees for the purchase card back to the Purchasing Agency.

PRICING FOR SERVICES

Contractor price schedule is attached to this website.

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