Addendum 4 - Answers to Additional questions 4.16.24.pdf

FAMLI Full-Service Communications and Marketing Services

Addendum 4

LABOR-FY2024-07

eMMA BPM # BPM043000

Additional Questions

April 17, 2024

Budget Related - The stated budget for services is 1.8M. This means that at least $305,839 must be allocated to MBE/VSBE subcontractors (assuming 15% MBE, 2% VSBE, and the prime is not an MBE). As you note in the RFP, the media budget is a pass through. But based on your recent Q&A, those pass-through dollars would count against the total budget. Therefore, the potential total budget requires that $990,140 must be allocated to MBE+VSBE (15% + 2% of

5,825,000). And we must ultimately plan for 55% of the total budget to go to MBE/VSBE subcontractors. This would mean the prime’s budget would need to be cut by approximately

658k once the media dollars are added to the contract.

Response: For the purposes of the MBE and VSBE goals, only the $1.8 million budget should be considered at this time because future spending is not guaranteed. Any future modifications to the contract would require a mutual agreement on scope, services, and budget.

Question: Could we request an extension to the submission deadline?

Response: The RFP has already been extended to May 3, 2024.

Question: The reference letters that are required in the minimum qualifications, is that different from the references required later in the RFP?

Response: Those should be the same documents.

Question: Do you have an incumbent and would they be participating in this RFP?

Response: This is a new contract. These services have not been procured before so there is no incumbent.

Question: The pricing document does not take into account all of the categories; do we still only use that for the financial proposal?

Response: The pricing document has space for the six categories of work described in the RFP.

There are additional lines (rows 37-45) to list additional costs.

Question: 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?

Response: If you have followed all the registration requirements for the state of Maryland, any vendor may submit a proposal. Please be sure to registers with the State Department of

Assessments and Taxation

Question: This contract covers design (wireframes, templates, style guide, etc.) but does not cover the full website build-out. Based on that response, will there be a separate procurement for the website build-out?

Response: The website build-out may be completed through a future procurement or within the

Department with existing resources.

Question: Regarding staffing as referenced in sections 2.4 and 3.9 – what staff are required or negotiable for this RPF?

Response: Section 2.4 lists the names of the positions required for this RFP. Please go through all of Section 2.4 and you will see the positions that are listed there for all of the categories.

Question: To confirm the prime contractor and all subcontractors must be certified as an MBE with MDOT?

Response: That is correct. All prime and subcontractors must be certified via MDOT. If a prime contractor is planning to perform any of the MBE/VSBE goals, they must be certified as an MBE in Maryland. Only certified vendors can perform MBE/VSBE subcontracting work.

Question: Is it permissible to bring on board subcontractors post-award?

Response: All subcontractors must be identified prior to award and must be included on the

MBE D-1A Form. If for any reason the vendor identified is unable to perform the tasks or is no longer available, the contractor must inform LABOR, be granted permission by LABOR, and will have 72 hours to replace the subcontractor. If subcontractors are not identified at the time of

RFP submission, that vendor will be deemed not responsible.

Question: When referring to Earned Media is this the same as Media buying?

Response: No, earned media refers to unpaid media (ex: op-eds).

Question: Is the prime contractor required to have the NAICS Code for Marketing Research and

Public Opinion Polling in MDOTs MBE system to qualify?

Response: The prime contractor should have experience that meets the minimum qualifications.

Having a NAICS code is commendable but knowing and proving that the work required has been performed by the prime is preferred.

Question: If the prime doesn’t have the NAICS can this be carried out by the subcontractor?

Response: The prime contractor is solely responsible for ensuring the work is completed, if awarded the contract. Subcontractors are the prime contractor’s responsibility and the prime should ensure that the sub is capable of doing the work.

Question: If the prime must carry the NAICS when must the NAICS be approved by? At the time of proposal submission or by the time of award?

Response: All vendors who are prime or subcontractors of MBE or VSBE, must already be certified at the time of the proposal submission. A vendor may not be in “pending” status. A pending status will lead to a vendor being disqualified. Please read the instructions on the MBE forms. This information is spelled out for vendors.