814304-event.pdf

Statewide Water Marketing and Outreach Campaign This event is open to the Marketing and Advertising Approved Vendor List (AVL) only. Any responses received from a vendor who is not on the AVL list will be deemed non-responsive.

Open 12/4/2019 2:00 PM MST Type Request for Proposal

Close 1/8/2020 2:00 PM MST Number AS20-95 Currency US Dollar

Sealed Until 1/8/2020 2:00 PM MST

Contacts

Ann Schliep aschliep@utah.gov

Commodity Codes

Commodity Code Description

99999 AVL - NOT FOR VENDOR USE

13 February 202013 February 2020 mailto:aschliep@utah.gov mailto:aschliep@utah.gov mailto:aschliep@utah.gov

Issuing Procurement Unit State of Utah Division of Purchasing Conducting Procurement Unit State of Utah Division of Water Resources

REQUEST FOR PROPOSALS

Statewide Water Marketing and Outreach Campaign

SOLICITATION #AS20-95

This Request for Proposals (“RFP”), having been determined to be the appropriate procurement method to provide the best value to the Conducting Procurement Unit, is designed to provide interested Offerors with sufficient basic information to submit proposals. This Request for Proposals ("RFP”) is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code. If any provision of this RFP conflicts with the Utah Procurement Code or Utah Administrative Code, then the Utah Procurement Code or Utah Administrative Code will take precedence. It is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability.

Purpose of this Solicitation

The purpose of this RFP is the Governor's Water Conservation Team (GWCT) seeking a qualified firm to coordinate, produce, and execute a statewide marketing, outreach, and media campaign that promotes the essential role and value of water in Utah. It is anticipated that a contract will be awarded to a single contractor (Consultant) for 5 years but reassessed annually. While this RFP provides basic background information about past work of the GWCT, it is not intended to limit a proposal's content or recommendations. Offerors are encouraged to expand upon what the GWCT has already accomplished

It is anticipated that this RFP will result in a single contract award to the responsive and responsible offeror with the highest score justified by the procurement code.

This is a fixed price RFP contract. An award will be made to the most responsive and responsible highest score that does not exceed the budget. The fixed budget per year is $250,000.00

Stage 1 is the Mandatory Minimum Stage which is a pass/fail stage. All offerors who pass the Mandatory Minimums will move on to State 2.

Stage 2 is the evaluation of the technical criteria - minus the cost evaluation. All offerors meeting the minimum score threshold for Stage 2 will move on to Stage 3.

Stage 3 is the evaluation of the cost allocation. Offerors will be evaluated on how they allocate the budget per line item. Each line item must have a thorough description of how the budget will be allocated. Offerors must meet the minimum score threshold for the cost evaluation in order to move on to Stage 4.

Stage 4 is the evaluation of the presentations. All offerors who meet the minimum score threshold from Stage 3 will be invited to the Presentation Stage.

The offeror with the highest total points who was not eliminated from any stage of evaluation will receive an award.

Closing date and time

The closing date and time for this sourcing event are 01/08/2020 02:00 PM Mountain Time. If your time is different from that shown, your profile may be set to a different time zone. Please see the attachment titled "Changing Your Time Zone" in the Buyer Attachments section for directions on how to update your profile. It is your responsibility to make sure you submit your response by the date and time indicated above.

Length of the Contract

The contract resulting from this RFP will be for FIVE (5) years.

Background

During the summer of 2001, then-Governor Leavitt called an urgent meeting with Utah water officials. After discussing the serious nature of the drought at the time and the need for a long-term effort to conserve water, the Governor called for the creation of a

Description committee to coordinate a statewide water conservation campaign. This committee was organized and became the Governor’s Water Conservation Team. Since its creation, the team has been stewards of the Slow the Flow campaign. Today, the GWCT continues to coordinate the Slow the Flow campaign and has more recently started promoting Localscapes and Utah Water Savers.

The GWCT is made up of a representative from the following water agencies:

1. Utah Division of Water Resources (lead agency)

2. Bear River Water Conservancy District

3. Cache Water District

4. Central Utah Water Conservancy District

5. Jordan Valley Water Conservancy District

6. Metropolitan Water District of Salt Lake & Sandy

7. Washington County Water Conservancy District

8. Weber Basin Water Conservancy District

Brief descriptions of existing campaigns:

Slow the Flow: Provides Water Conservation tips to Utahns through strategic partnerships, television, radio, and other media channels.

Localscapes: Provides landscaping solutions for Utah homeowners that lead to more water-efficient landscapes.

Utah Water Savers: Advertises statewide rebates available on utahwatersavers.com for water-saving devices like smart controllers and water-efficient toilets.

Issuing Procurement Unit, Conducting Procurement Unit, and Solicitation Number

The State of Utah Division of Purchasing is the issuing procurement unit and the State of Utah Division of Water Resources is the conducting procurement unit for this RFP (referred to as “the State”). The reference number for this RFP is Solicitation #AS20-95.

This solicitation number must be referred to on all proposals, correspondence, and documentation submitted to the State relating to this RFP.

Additional Information

RFP Schedule of Events Date and Time (All indicated times are Mountain Time)

RFP Release Date 12/4/2019 Deadline for Questions during the Question and Answer Period 12/20/2019 @ 2:00 p.m.

RFP Offeror Submittals Due Date 1/8/2020 @ 2:00 p.m.

RFP Technical Evaluations 1/9/2020 - 1/16/2020 Interviews 1/22/2020 - 1/24/2020 Award 1/27/2020

Offerors are prohibited from communications regarding this RFP with the conducting procurement unit staff, evaluation committee members, or other associated individuals EXCEPT for the State of Utah Division of Purchasing procurement officer overseeing this

RFP.

Wherever in this RFP, an item is defined by using a tradename, brand name, or a manufacturer and/or model number, it is intended that the words, “or equivalent” apply; and invites the submission of equivalent products by the Offerors.

Offerors may be required to submit product samples to assist the chief procurement officer or head of a procurement unit with independent procurement authority in evaluating whether a procurement item meets the specifications and other requirements set forth in the request for proposals. Product samples must be furnished free of charge unless otherwise stated in the invitation for proposals, and if not destroyed by testing, will upon written request within any deadline stated in the invitation for proposals, be returned at the Offeror's expense. Samples must be labeled or otherwise identified as specified in the invitation for proposals by the procurement unit.

The State reserves the right to conduct discussions with the Offerors who submit proposals determined to be reasonably susceptible of being selected for an award, followed by an opportunity to make best and final offers pursuant to UCA § 63G-6a-707.5, but proposals may be accepted without discussions.

New Technology

Pursuant to Utah Administrative Rule R33-12-502 the awarded contract(s) may be modified to incorporate new technology or technological upgrades associated with the procurement item being solicited, including new or upgraded: (i) systems; (ii) apparatuses;

(iii) modules; (iv) components; and (v) other supplementary items. Further, a maintenance or service agreement associated with the procurement item under the resulting contract(s) may be modified to include any new technology or technological upgrades. Any contract modification incorporating new technology or technological upgrades will be specific to the procurement item being solicited and substantially within the scope of the original procurement or contract.

Evaluation Administrative and Mandatory Minimum Requirement Compliance

Each proposal received shall be evaluated as outlined in this RFP and the Utah Procurement Code.

To be responsive and responsible Offerors must review and respond to the following sections of this RFP: prerequisites, buyer attachments, questions, and items.

The Prerequisites section includes the objective and subjective criteria that will be used to evaluate the proposals, which include the mandatory minimum requirements, technical criteria, and other prerequisites that Offerors must read and agree to in order to respond to this RFP.

The Buyer Attachments section includes the standard contractual terms and conditions of this RFP and other documents required for this RFP.

The Questions section allows the State to ask Offerors questions regarding this RFP.

The Items section includes the description of the procurement items being sought and allows the Offerors to provide their pricing on the procurement items. Note: This section may or may not be used with every solicitation.

Offerors must review each section carefully.

To determine which proposal provides the best value to the conducting procurement unit, the evaluation committee shall evaluate each responsive and responsible proposal that has not been disqualified from consideration under the provisions of Part 7 of Utah Code 63G-6a, using the criteria described in this RFP.

After the evaluation and final scoring of proposals is completed, the State shall award the contract as soon as practicable (subject to the requirements of Utah Code Section 63G-6a-708) to the eligible responsive and responsible Offeror, subject to Utah Code Section 63G- 6a-709(2), provided the RFP is not canceled in accordance with Utah Code Section 63G-6a-709(2)(b).

Required to View Event

Prerequisites Required to Enter Bid

1. All questions must be submitted through SciQuest during the Question and Answer period.

2. Offeror must guarantee its pricing for the period described in this RFP.

3. Any Offeror requesting that part of its bid be protected shall include with the bid a Claim of Business Confidentiality.

4. The proposed Scope of Work has been attached to this RFP.

5. The mandatory minimum requirements are the objective criteria in which the conducting procurement unit will evaluate proposals.

6.

To determine which proposal provides the best value to the State, the evaluation committee will evaluate each responsive and responsible proposal that has not been disqualified or rejected using the subjective criteria listed in this prerequisites section.

7.

All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, Administrative Rules, policies and the evaluation criteria in this RFP.

Offerors bear sole responsibility for the items included or not included within the proposal submitted by the Offeror. Each area of the evaluation criteria must be addressed in detail in the proposal.

8. Offeror's cost proposals will be evaluated independently.

9. Offeror may take exception and/or propose additional language to the Standard Terms and Conditions that have been attached to this RFP.

10. If it is determined to be in the best interest of the Conducting Procurement Unit, interviews and presentations may be held at the option of the State.

11. The issuing procurement unit may not accept a proposal after the time for submission of a proposal has expired.

12. Responses should be concise, straightforward and prepared simply and economically.

13. Proposals must be submitted electronically, through SciQuest.

14. Offeror acknowledges the requirements to submit a proposal through SciQuest.

13 February 202013 February 2020

Buyer Attachments

1. Claim of Business Confidentiality Form

2. Changing your Time Zone

3. Attachment A Terms and Conditions for Goods & Services (Agency Contract)

4. Attachment B Scope of Work

5. Attachment C Sample Budget Allocation

6. Interactive Score Sheet for Informational purposes only.

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Questions Required Questions

Group 1: Acceptance of Prerequisites

1.1

Is Offeror presently or has Offeror ever been debarred, suspended, proposed for debarment, or declared ineligible by any governmental department or agency, whether international, national, state, or local?

If yes, Offeror must provide a statement regarding its debarment or suspension.

1.2 Is Offeror an employee of the State of Utah? If yes, then Offeror must submit an external employment form signed by its manager at the State of Utah.

1.3

Offeror acknowledges that it must acquire and maintain all applicable federal, state, and local licenses before the contract is entered into.

Licenses must be maintained throughout the entire contract period.

Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise shall be registered with the Utah State Division of Corporations and Commercial Code.

NOTE: Forms and information on registration may be obtained by calling (801) 530-4849 or toll free at 877-526-3994, or by accessing: www.commerce.utah.gov.

1.4

Offeror acknowledges that it has uploaded a document providing a point-by-point response to the following prerequisites: the mandatory minimum requirements prerequisite, the technical requirements prerequisite, and any other prerequisite that required a document to be uploaded.

1.5 Does Offeror have an outstanding tax lien in the State of Utah? If yes, Offeror must provide a statement regarding its debarment or suspension.

1.6 Is Offeror an employee of the State of Utah? If yes, then Offeror must submit an external employment form signed by Offeror's manager at the State of Utah.

Group 2: Vendor Information

2.1 Please provide your firm's legal company name.

2.2 Please provide your federal tax identification number? (If the vendor is sole proprietor please do not provide your social security number.)

2.3 Please provide your firm's contact information for this contract, including the name, phone number, and email address of your firm's authorized representative.

2.4 Please provide your ordering address and the remit to address. Please clearly identify each address.

2.5 Please provide your firm's State of Utah Sales Tax ID Number.

If you do not have a State of Utah Sales Tax ID Number, please write "N/A".

2.6 Identify your firm's type of business.

2.7 Is Offeror (owners, principles, partners) a retiree currently receiving benefits through the Utah Retirement Systems (URS)?

Group 3: Vendor's Submission

3.1 If your firm is requesting parts of its proposal be protected please upload your Claim of Business Confidentiality Form here as well as your redacted proposal.

3.2

Any exceptions to the Terms and Conditions must be uploaded here in the format outlined in Prerequisites: Standard Terms and Conditions (Exceptions and Negotiations). Exceptions and/or additions submitted after the date and time for receipt of proposals will not be considered. If you have no exceptions, upload a document stating "None".

3.3

Vendor understands and acknowledges that its response, including all uploaded documents, will not be considered received by the State of Utah unless the Vendor clicks submit. Even if Vendor uploads all required documents and responds to all required questions its response will not be considered if it does not click submit. Offeror acknowledges that after completing the solicitation it must click on the link in the left hand menu bar labeled “Review & Submit”, then check the box under the “Certification” heading to certify their bid. Then click the blue box labeled “Submit Response” in order to submit their bid. Once the response has been submitted, Vendor will receive a confirmation that the response was successfully submitted.

Vendors who fail to submit their response will not have their response reviewed and will be ineligible for further consideration under this solicitation.

Group 4: Mandatory Minimum Requirements

4.1 Offeror must have an assigned project manager who has at least a bachelor's degree in marketing, advertising, communications, or a similar field.

4.2 Offeror must have an assigned project manager that has a minimum of 5 years experience in performing similar projects and media campaigns.

4.3

Offeror must submit a Budget Allocation Proposal (see Attachment C for a sample). Each line item must be described in detail. Any Budget Allocation Proposal that is above the $250,000 yearly budget will be deemed non-responsive and will be rejected and will not proceed to the evaluation stages. It is the goal of the division to have all the budget used each year.

Group 5: Technical Criteria Response

5.1 Offeror has uploaded its technical response and it has not exceeded 15 pages not including references and resumes.

Product Line Items Product Line Items

There are no Items added to this event.

Service Line Items Service Line Items

There are no Items added to this event.