Addendum 2.pdf

Hanover: People, Tradition and Spirit

BOARD OF SUPERVISORS

SUSAN P. DIBBLE, CHAIR

SOUTH ANNA, DISTRICT

F. MICHAEL HERZBERG IV, VICE-CHAIR

COLD HARBOR DISTRICT

SEAN DAVIS

HENRY DISTRICT

DANIELLE GRIESHABER FLOYD

CHICKAHOMINY DISTRICT

RYAN M. HUDSON

MECHANICSVILLE DISTRICT

FAYE O. PRICHARD

ASHLAND DISTRICT

JEFF S. STONEMAN

BEAVERDAM DISTRICT

HANOVER COURTHOUSE

FINANCE AND MANAGEMENT

SERVICES DEPARTMENT

AMANDA L. SIX

DIRECTOR

P. O. BOX 470

7507 LIBRARY DRIVE

HANOVER, VA 23069

SHELLY H. WRIGHT

BUDGET DIVISION DIRECTOR

LAUREN K. NULL

FINANCE DIVISION DIRECTOR

GLORIA J. TAYLOR

PURCHASING DIVISION DIRECTOR

HANOVER COUNTY

ESTABLISHED IN 1720

JOHN A. BUDESKY

COUNTY ADMINISTRATOR PHONE: 804-365-6015

FAX: 804-365-6100

WWW.HANOVERCOUNTY.GOV

November 18, 2024

ADDENDUM NO. 2 TO ALL OFFERORS

Reference – Request for Proposal: 25-10-3232SH

Commodity Codes: 91509 – Audio/Video Production Services Complete 91582 – Video Production 91802 – Audio/Visual Consulting Services 91501 – Advertising Agency Services 91876 – Marketing Consulting

Dated: October 25, 2024

The following is for the purposes of clarifications, changes, and-or modifications to be incorporated to the RFP documents referenced above:

The following questions have been submitted:

Q. Is there a budget range that you can share with us.

A. A budget has not been identified.

Q. Could Hanover County consider a proposal focused solely on the video production portion of this campaign?

Additionally, if partial proposals are acceptable, we’d like to confirm that our specialization in YouTube SEO would align with the campaign’s recruitment goals.

A. Partial proposals will not be accepted.

Q. RFP 25-10-3232SH in Section C, it states that "Offeror must be a Google Partner or Premier Partner." Is this flexible? Or an absolute must have requirement?

A. This is a requirement.

Q.Is there an incumbent agency (if yes, then who), or is the Hanover County Sheriff’s Office executing its current strategy on its own (RFP Section 1.2)?

A. Currently, there is not a contract in place for these services.

Q. What is the annual investment in the current strategy or the value of the previous/current incumbent contract (RFP Section 1.2)?

A. A budget has not yet been identified.

Q. RFP Section 2. STATEMENT OF NEEDS, 2.1, B. Video/Photography, 3. “Capture department-wide photography” Is this requirement only to support the development of creative products for use in advertising materials or does it also include support for department photography requirements such as headshots, events, etc.?

A. The former.

Q. Do you have an in-house website team or a website vendor that manages any/all web changes for www.hanoversheriff.com?

A. All changes to the website are at the discretion of the sheriff’s office

Q. Is there a % or points/weight consideration for a Virginia SWAM-certified vendor during the evaluation (RFP Section 4.)?

A. No.

Q. In considering the different goals of the RFP, is it acceptable to creating a prime-sub teaming agreement with other companies who specialize in different aspects of the RFP? ?

A. No, only one contract will be issued.

Q. 2.1 A, Brand Development Research Strategy – How many individuals and at what experience level are you looking to recruit? That information might help us determine the scope of the requests and our response. Another way to think about this is what are you willing to pay per prospect?

A. We are interested in recruiting individuals of all levels. We want individuals who are looking to begin a law enforcement career and go through our basic academy. We are also interested in laterals, who have already been through an academy and have experience. Laterals will be more effective on the road and the path to them filling a vacancy is much shorter.

Q. 2.1 B, Video/Photography – we need clarification that you are looking for six (6) individual videos, each in 15, 30, 60, and 120-second durations for a total of 24 video deliverables. How many photographs are you requesting and what is the subject matter?

A. Ideally, we would like new content each week. Approximately 2 new shorts or reels are to be posted across our social media platforms of Facebook, Instagram and X.com. We also would like to have a new 60 second “recruiting video” each quarter that is produced. For an example of the current recruiting video, we recently produced, you can see it here https://youtu.be/cMfiiOvOt8Y .

Q. 2.1 C, Digital Marketing and Strategic Online Recruiting – SEO typically refers to managing websites and web pages to ensure they are optimized and keyword and search-engine friendly; is part of this initiative to create a branded website to house these videos and recruitment content? Do you have a budget set-aside for all the different social media campaigns required across the different platforms? What “other departments” are you considering for cross-posting ads?

A. We are considering a website to direct applicants, however that has not been established at this point. Currently we are housing all of our content on YouTube, and we have a landing page as part of our website. Our current content directs potential applicants to this page to begin the application process Career Opportunities | Hanover County Sheriff, VA . We do have a budget established however we are not sharing that information at this time.

We are currently running ads on Facebook, Instagram, X.com as well as Google/YouTube and have an established daily limit for spending.

Q. 2.1 E, Consultation – How do we quantify this request? While we are always available to answer questions, “consultation” is quite open-ended. .

A. You let us know what you need. We will be in constant contact in the planning phase and have less contact once we have deliverables and are in the advertising phase. I will be available to respond to questions and provide input as much as necessary.

Q. Considering the variety of goals and broad scope of this RFP, do you have a dollar amount set aside for the entire effort and/or different individual requests? This RFP is a substantial ask; without knowing it is properly funded, it may not be worth our while to develop the required proposal. .

A. We are not going to provide an overall budget, however based on the request of two shorts/reels a week and four, 60 second recruiting style videos as year, hopefully this helps dial in to what to submit in your proposal. We are looking to establish a long-term relationship where we can pause the campaign when we fill our vacancies, and resume when needed. Right now, we are at 31 vacancies. Due to retirements and a few resignations, we have only dropped from 40 to 31 vacancies in the past year, so this will not be a short 3- or 6-month campaign.

Q. Under section 2: Statement of needs section B questions: #2: How long would they want the social media edits to be? Are these another edit of the deliverables or fresh content?

A. Edits no more than 1 minute (comparable to YouTube shorts); hopefully both

Q. How many stills are they looking for? That would require us to bring a photographer with us (no problem, but just need to include with budget) A. You would need to tell us what you would recommend in your proposal.

Q. Other question: is there any interest in animating their logo/brand on the front or tail of the edits? Are there any data/statistics that need to be brought to life with animation in the films?

A. This would be an idea to include in your proposal.

Q. Under section 2: Statement of needs section C questions:#8: We are not currently a Google Partner or Premier Partner, and we understand it is a must. Will Hanover consider our application despite not possessing this credential? Is this a credential we could commit to obtaining during the tenure of the contract?

A. Current Google partner: that is what we communicated to multiple vendors during the Q&A

Q. We noticed that the Statement of Needs Section 2.1.B.2 references the creation of "a minimum of six (6) social media videos." Our 12-month Content Strategy for the department would advocate for significantly more content— we are proposing four (4) short-form social media videos per week, 16 total per month. We believe this strategy provides a much higher likelihood of success. So, my question is: may we submit a proposal that advocates for a more extensive scope than is outlined in the Statement of Needs? Will that harm our chances of selection?

A. Yes, the proposal is where ideas are proposed to us.

Q. I'm cognizant of ensuring our proposal meets the requirements you've outlined in Section 3 of the RFP. Did you share any sample documentation on the call last week? Are there examples we could reference? I understand if there isn't, just thought I should ask.

A. No examples currently available.

Note: A signed acknowledgment of this addendum must be received by this office either prior to the due date and hour or attached to your bid. Signature on this addendum does not substitute for your signature on the original proposal document. The original bid document must be signed.

Name of Firm

Signature/Title

Date

HANOVER COUNTY

ISSUED BY:

Sandy Humerickhouse, Purchasing Officer III Finance and Management Services Department Purchasing Division Email: sshumerickhouse@hanovercounty.gov Phone: (804) 365-6104