Amendment 2 - RFP 839 - Administrative Document.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO PUBLIC TELEVISION

Request For Proposal

Direct Marketing Services

Amendment 1 - RFP Number: 839

Table of Contents

Section 1 Administrative Information and Overview

1.1 Purpose

The State of Idaho’s (“State”) Division of Purchasing (“DOP”), on behalf of Idaho Public Television (“IdahoPTV”) is issuing this Request For Proposal (“RFP”) to solicit Proposals from qualified and experienced firms (“Offerors”), that can offer strategic planning and implementation services for acquisition, retention, and cultivation of donors through printed quarterly direct mailings, regular on-going campaigns, one-off campaigns, and responsive digital strategies. Background information is provided in Exhibit 1. The complete scope of work is provided in Exhibit 2.

1.2 Procurement Schedule

Pre-Proposal Meeting:

Deadline to submit questions:

Closing Date (deadline to submit Proposal):

Public Opening Date:

Anticipated Award Date:

The State will make every effort to adhere to the schedule below, but reserves the right, at its sole discretion, to adjust the schedule.

June 18, 2025 @ 9:00 am MT June 26, 2025 @ 11:59 pm MT July 15, 2025 @ 5:00 pm MT July 16, 2025 @ 10:30 am MT August 29, 2025

1.3 RFP Lead

Name Title & Agency Email The individual listed below (referred to as “RFP Lead”) is responsible for the conduct of this procurement. From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, Offerors are prohibited from communicating with any State employee, Official, or Evaluators regarding this RFP or procurement.

Alex Limber Buyer, Division of Purchasing Alex.Limber@adm.idaho.gov

1.4 Pre-Proposal Conference

Link:

Phone Dial-In:

ID:

Passcode (if prompted):

A non-mandatory pre-proposal conference will be held to provide an overview of the RFP process, the scope of work, and submission requirements. While attendance is highly encouraged, it is not mandatory. The meeting will be conducted virtually, with the access link provided below. To inform the State of your planned interest and attendance, please complete and submit Exhibit 3.

Microsoft Teams Meeting +1 208-985-2810 714 290 901# DX7my3W5

1.5 Public Bid Opening

Link:

Dial-In:

ID:

Password:

A public bid opening will be held at 10:30 am1:00 pm MT on the next business day following the closing date to announce the Offerors who have submitted proposals. Offeror’s proposals will not be opened. The bid opening will be conducted virtually, with the access link provided below.

Microsoft Teams Meeting +1 208-985-2810 207 360 387# N/A

1.6 IPRO eProcurement System

This Solicitation is issued by the State via the State’s eProcurement system, IPRO. It is the Offeror’s responsibility to monitor IPRO for any updates or amendments.

1.7 Questions

The Offeror SHALL review this entire RFP solicitation, including associated documents. All questions, requests for clarification, or other correspondence must be submitted in writing via email to the RFP Lead. See Exhibit 4 for additional instructions. Questions must be submitted using the table provided within Exhibit 4.

1.8 Modifications and Exceptions to Requirements, Terms, and Conditions The Offeror SHALL review the Contract requirements, terms, and conditions. The Offeror is strongly encouraged to submit any proposed modifications, or exceptions to the Contract requirements, terms, or conditions to the RFP Lead prior to the deadline for submitting questions. See Exhibit 5 for additional instructions. Modifications and exceptions must be submitted using the table provided within Exhibit 5. The Contract requirements, terms, and conditions are provided in Exhibit 6.

Any modifications or exceptions that are brought up after the Proposal has been submitted, may be rejected by the State. Therefore, the Offeror is strongly encouraged to submit any proposed modifications or exceptions during the Q&A period.

1.9 Amendments

The State may issue amendments to make changes to the RFP, or to respond to any questions. Amendments will be posted on IPRO. Offerors are responsible for monitoring IPRO for updates and amendments. All published amendments SHALL become part of this RFP, and must be considered by the Offeror in its Proposal. Oral interpretations or clarifications of this RFP are not binding and should not be relied upon. Any verbal responses provided by the State during the pre-proposal conference are considered unofficial, and will not be binding.

Section 2 Format & Submission Requirements

2.1 Adherence to Requirements

The Proposal SHALL be submitted in accordance with the requirements set forth in this document. Any Proposal that does not adhere to the requirements may be deemed non-responsive and rejected. The State reserves the right, in its sole discretion, to overlook any minor informalities that may be non-compliant.

2.2 Deadline to Submit

All Proposals are due at the date and time specified in the Procurement Schedule (Section 1.2). Late Proposals SHALL NOT be accepted or considered. The State SHALL NOT be responsible for any technical issues, difficulties, or delays. Offerors are strongly encouraged to begin the process of submitting the Proposal response far enough in advance of the Closing Date/Time to allow for resolution of any technical difficulties.

2.3 Submittal Form Templates

The Offeror SHALL ensure their response meets all requirements detailed within this RFP. This RFP contains Submittal Forms, which SHALL be used by the Offeror to submit their Proposal. Offerors SHALL NOT re-create these Submittal Forms, create their own Submittal Forms, or edit the format structure of the Submittal Forms. An electronic copy of each Submittal Form is posted along with this RFP. The Offeror SHALL download, complete, and submit each Submittal Form in their response.

2.4 General Format Requirements

The Proposal response SHALL meet the following requirements:

· Be made on standard 8.5” x 11” paper size.

· Use a minimum font size of ten (10) (images, figures, graphs, charts, are excluded from this font size).

· Use a font style such as: Calibri, Arial, New Times Roman, or similar.

· The Offeror SHALL NOT embed information, embed files, or embed any links within the Submittals.

· The Offeror SHALL NOT attach additional information to any Submittal Form (unless it has been explicitly requested). Any additional attachments submitted will not be considered in the evaluation process.

· Cost information SHALL only be contained within the Pricing Schedule Submittal Form. No other document or Submittal Form may contain cost or pricing information.

2.5 Page Limits

The Submittal Forms have maximum page limit requirements, as shown in the table below. The Offeror SHALL ensure that their Proposal meets these page limit requirements. Offerors SHALL NOT exceed the maximum page limits. Please note that the page limit applies exclusively to the front side of a page only (i.e. a ‘1 Page’ implies that the Offeror can only provide a response on one side of a piece of paper). Any Submittal Form that does not follow these instructions may receive a ‘0’ score for the evaluated Submittal Form, or the entire response may be deemed non-responsive and rejected.

2.6 Electronic Submission Instructions

The Offeror SHALL submit the Proposal as follows:

· The Proposal SHALL be submitted electronically through IPRO POWERED BY LUMA. The State will not accept Proposals in any other manner (i.e. facsimile, email, or hardcopy submissions). All Offerors participating in this Solicitation must establish an account in the IPRO system; it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free.

Link: IPRO POWERED BY LUMA

The Offeror SHALL ensure that the entity profile under which the Proposal is submitted in IPRO, is the same legal entity presented in the uploaded response materials. If there are any discrepancies, the entity information provided within Submittal Form A prevails.

· The Proposal SHALL be submitted in the following packages:

Package 1 may include a cover page and a table of contents.

· All electronic files must be in Adobe PDF, Microsoft Word, or Microsoft Excel format as noted in the table above.

· The Proposal file(s) SHALL NOT be password protected or locked in any way.

· All submission materials SHALL be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

· Alternate Proposals are not allowed.

· Note: When submitting through IPRO, enter your Cost in IPRO as “$0.01,”

· Submit an additional redacted version of the Proposal if you have identified trade secrets (see next Section). This should be submitted as Package 4 and include the word “Redacted” in the file name.

2.7 Trade Secrets and Non-Public Information

The Idaho Public Records Act, Idaho Code title 74, chapter 1 (the “Act”) defines trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” The Act also defines other records that may be exempt from public disclosure.

In addition to marking each page of the document with a trade secret or other exemption notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors SHALL also:

· Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” or “exempt from disclosure” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” or “exempt” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret” or “exempt from disclosure.”

· Provide a separate document entitled “List of Redacted Trade Secret and Exempt Information” which provides a succinct list of all trade secret and exempt information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Act.

· Submit a redacted copy of any Proposal response document (e.g. Scope of Work Response) with all trade secret and exempt information removed or blacked out. The redacted copy must be submitted electronically in the Supplier Attachments section of IPRO, with the word “redacted” in the file name.

Section 3 Proposal Contents

3.1 Background, Declarations, and Certifications (Submittal Form A) The Offeror must complete and submit all information requested in this Submittal Form.

3.2 Technical Proposal (Submittal Form B)

The Technical Proposal consists of four (4) parts, as described below:

01 Qualifications and Experience: The Offeror should summarize their experience and qualifications as it relates to the scope of work being requested in this RFP. The Offeror should also outline the experience and qualification of the key personnel that will be assigned to this Contract. The Offeror should highlight any unique attributes that make the team especially qualified for the scope of services. Resumes are not required, and should not be provided.

02 Approach: The Offeror should provide a brief overview of the approach that will be taken to successfully deliver this project/service. This should include a brief roadmap, which describes the general approach (major activities or tasks), which will be utilized to successfully deliver the Project/Service and to meet the Agency’s expectations (cost, time, quality, etc.). This should also include a high-level schedule of major activities or tasks that will be performed.

03 Obstacles, Challenges, & Risks: The Offeror should identify and address issues, concerns, challenges, obstacles, or risks that may impact the successful delivery of this project or service. This includes areas that may cause the project to not be completed on time, not finished within budget, generate any change orders, or may be a source of dissatisfaction for the Agency. The Offeror should rely on and use their past experience and knowledge of completing similar projects to identify these potential risks, issues, or challenges.

Each item should be described in non-technical terms and should contain enough information to describe to a reader why the item is a valid risk/concern. The Offeror should also explain how it will avoid or minimize the risks from occurring. The Offeror should consider:

· Controllable Items: This includes risks, activities, or tasks that are controllable by the Offeror, or by entities/individuals that are contracted to by the Offeror. This includes things that are part of the technical scope of what the Offeror is being hired to do. This may also include risks that have already been minimized before the project begins due to the Offeror’s expertise (i.e. risks that are no longer risks due to the Offeror’s expertise in delivering this type of project). All controllable risks and strategies to mitigate them MUST be included in the Offeror’s base Proposal cost and schedule (if there are any impacts at all).

· Non-Controllable Items: This includes risks, activities, or tasks that are not controllable by the Offeror. This may include risks, issues, challenges, or obstacles attributed by the Agency, Agency personnel, parties hired by Agency, risks that are caused by other agencies, or completely uncontrollable risks. These can also be areas/risks that can contribute to contingency. Although these risks may not be controlled by the Offeror, the Offeror should identify a strategy that can be followed or used to mitigate these risks. All non-controllable risks and strategies to mitigate them MUST NOT be included in the Offeror’s base Proposal cost or schedule.

Provide a brief description of each item (background of how the concern/issue may impact the project or service if it occurs), and a strategy to prevent/minimize the issue/concern from occurring, or strategy to minimize the impact of the risk if it does occur.

04 Scenarios: The Offeror must respond to all scenarios in this portion of Submittal Form B by itemizing Staff Position/Service Type and time for the scenarios as if the agency was asked to bid on each scenario. These scenarios are for evaluation purposes only and will not become part of the contract.

3.3 Pricing Schedule (Submittal Form C)

The Offeror must complete and submit all information requested in the Excel Worksheet labelled Submittal Form C, attached in IPRO Powered by LUMA.

Section 4 Evaluation & Award Procedures

4.1 Mandatory Submission Requirements

All Proposals will be reviewed on a "pass" or "fail" basis to ensure compliance with all mandatory submission requirements. Proposals determined by the State, at its sole discretion, to be responsive in this regard will proceed to the evaluation process outlined in this Section. Proposals that do not meet the mandatory submission requirements will be deemed non-responsive. Mandatory submission requirements include, but are not limited to, the following:

· The Proposal was submitted prior to the specified Closing Date and Time.

· The Proposal complies with the submission instructions detailed in Section 2.6.

· The Proposal includes a fully completed and signed Submittal Form A.

· The Proposal includes all required Submittal Forms listed in Section 3.

4.2 Evaluation Criteria

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended. Responsive Proposals will be evaluated as described in the table below.

4.3 Evaluation Committee

An Evaluation Committee will be convened to assess and score various elements of each Offeror's Proposal, including the Submittal Forms. The committee will typically consist of approximately 1 to 5 State employees, who may or may not possess technical expertise specific to this project or service. Each committee member will independently evaluate and score the Submittal Forms based on the extent to which they satisfy the stated requirements. Individual scores will be submitted to the RFP Lead, who will compile and average the scores to determine the overall evaluation results. The RFP Lead may convene the Evaluation Committee to participate in collaborative discussions to review the strengths and weaknesses of the proposals.

4.4 Calculations

The following approach will be used to normalize and calculate scores:

Written Proposal Calculations: For each document that is evaluated and scored by the evaluation committee, the RFP Lead will average all of the evaluator scores for that particular document and assign a normalized point to the score in the following way: The Proposal with the highest raw score will receive all available points for that criterion. The remaining Proposals will be assigned a proportional amount of the available points using the formula:

Interviews, Presentations, and Demonstrations Calculations: For each element (i.e. interview, presentation, or demonstration) being assessed, the RFP Lead will average all of the evaluator scores for that particular element, and assign a normalized point to the score in the following way: The element with the highest raw score will receive all available points for that element. The remaining Offerors will be assigned a proportional amount of the available points using the formula:

Cost Calculations: Points for the Cost Proposal will be normalized as follows: The Proposal with the lowest overall cost will receive all available points. The remaining Proposals will be assigned a proportional amount of the available points using the formula:

The table below illustrates an example of the scoring calculations:

4.5 Shortlisting

The RFP Lead will shortlist at least the top two (2) highest ranked Offerors to be invited to perform presentations. The State reserves the right, but is not required, to shortlist additional Offerors as it deems appropriate.

4.6 Presentations

The shortlisted Offerors may be asked to conduct a team presentation, which will be scored by an evaluation committee. The presentation will be performed virtually. The Offeror may prepare PowerPoint slides. The Offeror will be provided a maximum of 30 minutes to cover the topics listed below. The Offeror should allow for about 5 minutes of questions within the maximum time limit. The Offeror is prohibited from disclosing their cost or fee Proposal at any time during this presentation period. The Offeror can bring up to three (3) team members to participate in the presentation, one of which must be the Project Manager. If a shortlisted Offeror fails to perform a presentation, they will be given a “1” score, which may jeopardize the Offerors competitiveness.

The Presentation should cover the following topics:

· Qualifications & Experience of the Offeror and the Key Personnel

· Approach and Timeline

4.7 Clarification Discussions

The RFP Lead may, in the State’s sole discretion, perform clarification discussions with the top-ranked Offeror(s) to verify and validate that the Proposal will meet the needs of the Agency. At any time during this period, if it is discovered that the Offeror has not met a mandatory requirement, or has failed to adequately respond to an item below, the State may find the Offeror non-responsive, and disqualify the Proposal. The State will then move to the next highest-ranked Offeror.

The Offeror may be requested to address the following items:

a) Responsibility Assessment: The Offeror may be required to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Offeror being deemed non-responsible.

b) Agency Concerns: The Offeror will address or resolve any major risks, issues, concerns, obstacles, or deal-breakers that have been identified by the Agency.

c) Verify the Fee/Cost Proposal: The Offeror will clarify and validate the fee/cost schedule. The Offeror will submit any additional financial data, supporting data, or substantiation requested by the Agency.

d) Provide a Project Schedule: The Offeror will provide a detailed schedule of the project (with major milestones or tasks). This should include milestones, task and proposed start and completion dates.

e) Align Expectations: The Offeror will coordinate the project/service (schedule, cost, activities) with all critical parties (subcontractors, consultants, suppliers, manufacturers, etc.). The Offeror will create a detailed project plan. Review any unique technical requirements with the Agency.

f) Key Assumptions: The Offeror will provide a summary of the major assumptions that have been made in preparing the Proposal. This should include items/tasks that the Offeror has assumed the Agency will perform, items/tasks required from the Agency, and items/tasks that have not been included in the Proposal (items that the Offeror feels are outside the scope of work). This should also include any critical expectations or responsibilities that the Offeror has of the Agency, Agency personnel, or other parties/organizations that are not contracted to by the Offeror.

g) Risk Mitigation Approach: The Offeror will identify all risks, activities, or concerns that may be unforeseen or not within the control of the Offeror. This should include everything (realistically) that may prevent the Offeror from being successful on this project. This may include: Offeror risks, owner risks, other party risks, and unforeseen risks. Identify if there are any strategies to mitigate these items.

h) Technical Reviews: The Offeror will comprehensively describe the approach for meeting all of the requirements in the Scope of Work to confirm depth and breadth of technical and/or industry knowledge, with any efforts required from the Agency should addressed.

i) Reference Verification: If requested, provide a list of references for the firm and each key personnel.

j) Organizational Chart: If requested, provide an organizational chart, including detail of any relationships with parent and subsidiary organizations.

k) Additional Requested Documentation: If requested, provide any additional documentation that may be requested, which may include a detailed project/work plan, testing and commissioning plan, training, change management plan, operational plan, etc.

The clarification discussion cannot materially alter the Proposal. The RFP Lead, in the State’s sole discretion, may conduct clarification discussions with multiple Offerors. If this is performed, the RFP Lead may request that these Offerors provide a Best And Final Offer (BAFO) cost proposal, which will replace the original cost proposal that was submitted.

4.8 Best-And-Final-Offer (BAFO)

The RFP Lead, in the State’s sole discretion, may conduct discussions and negotiations with multiple Offerors. The RFP Lead may request that these Offerors provide a Best-And-Final-Offer (BAFO) cost proposal. The State reserves the right to conduct one (1) or more rounds of a BAFO with these Offerors. The revised BAFO cost proposals, along with the additional evaluation criteria and weighting outlined in Section 4.2, will be utilized to prioritize and rank the Offerors. If the State anticipates the possibility of awarding multiple contracts from this RFP, the State may engage in concurrent negotiations with apparently successful Offerors as deemed appropriate.

4.9 Award

An award will be made to the lowest responsible bidder(s), deemed to be the responsive and responsible bidder(s) receiving the highest number of total points on its proposal.

4.10 Resulting Contract

If the State awards Contract(s) from this solicitation, it will do so by issuing Contract document(s) from Luma, the State’s ERP system. The State anticipates issuing a single contract document for each awarded Contractor, incorporating the Terms and Conditions, Scope of Work, Appendices, and some or all of the Offeror’s Technical Proposal; however, the State reserves the right to determine the form of the resulting Contract(s). A sample contract is provided in Exhibit 6. At its option, the State may memorialize the agreement between the State and each Contractor in one (1) or more final Contract documents.

Important Note: Any modifications or exceptions to the Contract may be rejected by the State. Therefore, the Offeror is strongly encouraged to submit any proposed modifications or exceptions during the Q&A period (see Section 1.7).

4.11 Preferences

Idaho Code contains preferences for Idaho domiciled vendors that produce printed materials. The preferences below will be applied to cost proposals upon evaluation. The percentage added to or removed from the cost proposal’s total cost will only be used for evaluation and will not be added to or removed from a purchase order or contract that may result from this solicitation. The Offeror MUST NOT apply these preferences to their cost proposal.

a) Idaho Printing Preference: Pursuant to Idaho Code 60-101 and 60-103, printing should be done within the State of Idaho unless the cost is shown to be ten percent (10%) higher than printing done outside of the State. For this reason, proposals for printing being produced outside of the State of Idaho shall have a ten percent (10%) additional cost added to the cost proposal for evaluation purposes.

b) Recycled Paper Preference: Pursuant to Idaho Code 67-2349, Idaho domiciled vendors producing printed materials that meet recycled content standards may be given a five percent (5%) preference. IdahoPTV will be applying this preference to proposals received as a result of this solicitation. For this reason, proposals for printing that meet recycled content standards shall have five percent (5%) taken off of their cost proposal.

EXHIBIT 1

Background Information

1. About The Agency IdahoPTV Mission: We harness the power of public media to encourage lifelong learning, connect our communities, and enrich the lives of all Idahoans. We tell Idaho’s stories.

IdahoPTV is a Public Broadcasting System (PBS) Member station and provides free digital broadcast programming to nearly 100% of Idaho’s population through its network of five (5) transmitters and forty-eight (48) translators and repeaters and through its online distribution. IdahoPTV produces high quality local content for broadcast and online viewing such as Outdoor Idaho, createid, Idaho Experience, ScienceTrek, Idaho Reports and Idaho In Session. Education is also an important component to our core mission and is provided to young Idahoans through PBS Learning Media (online curriculum based on grade levels) and STEM and Literacy based events for schools and libraries.

2. Background Information Annual funding for The Friends of Idaho Public Television comes from a long-standing partnership that combines state support along with donations from individuals, foundations, community organizations, and corporate partners. The majority of our funding is donated by viewers: every year more than 23,000 donors choose to contribute to support Idaho Public Television’s mission.

On average, 70% of funding for IdahoPTV comes from private and charitable donations. Of that, an important and significant amount comes from direct mail and digital efforts. IdahoPTV works with out-of-house vendors on strategy, campaign development, and design within a pre-determined budget.

3. Existing Data IdahoPTV currently utilizes Allegiance software to store donor data. This data contains highly personal information that requires stringent data security practices. The Contractor must be able to support Allegiance data or must provide an appropriate solution for migrating to a new system while maintaining data integrity and security.

EXHIBIT 2

Scope of Work

1 Summary of Scope IdahoPTV is seeking the services of a Contractor that will provide strategic planning and campaign development and execution for direct mail and digital campaigns to targeted segments within IdahoPTV’s designated budget and who can provide the best return on investment.

2 Objectives and Expectations IdahoPTV is soliciting proposals from a full-service direct marketing agency to assist in annual fund-raising efforts with multiplatform direct marketing services, including strategic planning and full implementation of four (4) annual direct response campaigns per fiscal year, integrated digital strategic planning and implementation, monthly donor renewal strategies, and implementation. This includes design of outer envelopes, letters, response devices, response envelopes, website landing page, and strategies to launch an integrated, targeted digital campaign that includes acquisition, retention, upgrades, and renewals using online platforms. IdahoPTV seeks a vendor that has the technology and expertise to provide campaign strategic planning, database analytics, integration of direct mail and digital marketing strategies, a/b testing, digital analytics, and planning strategies.

3 Budgetary Expectations IdahoPTV has set a budget for direct marketing services in Fiscal Year (FY) 2026 (defined as July 1 through June 30). For FY26 IdahoPTV has an approved direct marketing budget that cannot exceed $323,000, which includes all postage costs. Budget breakdowns by each type of direct marketing campaign can be found in the following sections.

IdahoPTV reserves the right to increase or decrease the budgeted amount of the Contract upon annual renewal or during the term of the Contract, at IdahoPTV’s sole discretion.

4 Schedule & Term Expectations IdahoPTV expects the Contractor to be fully transitioned into the role by September 30, 2025.

The initial term of this Contract will be for one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended, or amended. The anticipated total Contract term is five (5) years.

5 Experience and Capabilities

5.1 The Contractor must have a minimum of five (5) years of experience in Direct Marketing, providing direct marketing services to PBS-affiliated non-profit entities.

5.2 The Contractor must have a minimum of five (5) years of experience in providing multiplatform services to public broadcasting clients, including: acquisition mail, lapsed mail, additional gift mail, renewals, and integrated digital campaigns.

5.3 The Contractor must be able to extrapolate, analyze, and report campaign performances using raw data from Idaho Public Television’s Allegiance Database.

5.4 The Contractor must be able to develop renewal series with e-renewal reminders and integration with outside telemarketing firms.

5.5 The Contractor must have experience with package development, maintenance of package results, and development/analysis of tests to advance out mail results in all areas.

5.6 The Contractor must have capability to work with predictive modeling segmentation.

5.7 The Contractor must have the ability to select responsive lists for public broadcasting, maintenance of list results and package results, and development/analysis of tests to advance mail results.

5.8 The Contractor must have pricing within control of the vendor for cost per piece, creative, test production, suppression files, analysis/tracking, and other associated costs.

6 General Requirements

6.1 The Contractor must meet on an as-needed basis to discuss the status of Projects, and annually face-to-face to review performance and strategy for the next campaign.

6.2 The Contractor must meet all timelines, accuracy, and product completeness of all tasks identified by IdahoPTV. The Contractor must meet at IdahoPTV’s request to review the status of project(s).

6.3 The Contractor must submit quality work. Spelling and grammatical errors, low resolution graphics, and lack of proofreading are not acceptable.

6.4 The Contractor must be responsible for all quality assurance activities. As such, the Contractor must include any costs related to quality assurance in the Contractor’s normal billing rates.

6.5 The Contractor must develop a draft Quality Assurance Plan (QAP) that documents the process to be used in assuring the quality of services provided. The draft QAP is due within thirty (30) calendar days after Contract execution and must be finalized with IdahoPTV’s written approval within ninety (90) calendar days from the date of execution. The QAP must address, at a minimum:

6.5.1 Methodology for monitoring the Contractor’s internal systems and processes for continuous improvement and internal controls.

6.5.2 Process for resolution of concerns, conflicts, or problems between the Contractor and IdahoPTV, and between the Contractor and other parties involved in this Contract.

6.5.3 Process to be used for evaluating the quality and effectiveness of the materials and provide proof of the effectiveness of the media project.

6.5.4 Methodology for obtaining approval by IdahoPTV or delegate(s) as designated by IdahoPTV before public release for all materials created.

6.6 All materials produced by the Contractor on behalf of or for IdahoPTV will be the property of IdahoPTV and, upon request, will be treated as such and released to IdahoPTV within five (5) business days of written request.

6.7 The Contractor must work with IdahoPTV to incorporate future technologies into all aspects of these services. Future technologies may include, but are not limited to: social media, any other media types, branding, and other future technologies.

6.8 The Contractor must obtain final approval from an authorized IdahoPTV employee before acceptance.

6.9 The Contractor must comply with all state and federal rules, regulations, and policies as outlined by IdahoPTV.

6.10 The Contractor must work with any and all third-party vendors, the State’s IT Departments (ITS), and any other entity(ies) requested by IdahoPTV to achieve the outcomes outline in this Scope of Work or during the Project Service Order (PSO) process and do so within the timelines outlined.

6.11 The Contractor must facilitate a smooth transition of the contracted functions from the Contractor either back to IdahoPTV or to another Contractor designated by IdahoPTV at the end of the Contract term.

6.11.1 Prior to the end of the Contract period, or upon earlier request, the Contractor must return to IdahoPTV all data held by the Contractor in its performance of the Contract, in a format and in a manner as designated by IdahoPTV within ten (10) business days of written request.

6.11.2 The Contractor must certify that all copies of data, including all back-ups and hard copies, will be destroyed or returned to IdahoPTV within ten (10) business days of written request.

6.12 IdahoPTV will document deficiencies and notify the Contractor in writing if they do not meet the required level of expectation for any requirements outlined.

6.12.1 IdahoPTV may meet with the Contractor to discuss the issues and potential resolutions. The Contractor must submit a written response to IdahoPTV identifying how they will correct the findings within five (5) business days after receipt of the written notification.

6.12.2 IdahoPTV may also require the Contractor to submit a Corrective Action Plan which meets IdahoPTV’s approval. The Corrective Action Plan must be submitted within five (5) business days after receipt of the written request.

6.12.3 Continued non-compliance may result in additional remedies, as allowable by law.

7 Campaign Requirements The Contractor must provide Acquisition Mail, Lapsed Mail, Additional Gift Mail, Monthly Renewal Campaigns, and Digital Marketing Services. Sample packages for each type of direct marketing campaign must accompany your response. Samples must be in a PDF format and labelled in such a way that easily identify the contents.

The following general requirements are applicable to all direct mail campaigns (Acquisition Mail, Lapsed Mail, Additional Gift Mail, and Monthly Renewal Campaign):

7.1 The Contractor must be familiar with predictive modeling segmentation for name selection and post-campaign analysis.

7.2 The Contractor must provide package development, maintenance of package results, and development/analysis of tests to advance the mail results.

7.3 The Contractor must provide the development and execution of complimentary digital campaigns to include, but not be limited to: e-mail, web banners, social media posts, general web retargeting, and general Facebook retargeting.

7.4 The Contractor must track and report package results, provide analysis of results including Return on Investment (ROI) per campaign, and develop A/B testing to compare and improve results.

7.5 The Contractor must track, prepare, and provide reports for each campaign or package and report on A/B tests and provide analysis and recommendations.

7.6 The Contractor must submit all reports as requested by IdahoPTV within five (5) business days of written request.

7.7 The Contractor must have the ability to accept raw data from Allegiance software for reporting purposes.

7.8 The Contractor must have the ability to manipulate data from all sources during the campaign time period to provide a full picture of results.

Details for each type of direct marketing campaign are as follows:

7.9 Acquisition Mail

IdahoPTV’s estimated FY26 budget for the Acquisition Mail campaign is $37,000.00 and includes: lists purchase, printing, and mailing services (postage budgeted separately). The Contractor must:

7.9.1 Provide one (1) campaign (or more per the recommendation from the Contractor) per fiscal year with the anticipated mailing month of March.

7.9.2 Provide the selection and purchase of responsive lists for public broadcasting, including maintaining and on-going list inventory and results for the IdahoPTV.

7.10 Lapsed Mail

IdahoPTV’s estimated FY26 budget for all four (4) Lapsed Mail campaigns per year is $38,000.00 for printing and mailing (postage budgeted separately). IdahoPTV will provide list segmentation.

7.10.1 The Contractor must provide four (4) campaigns per year during the following periods: Aug-Sept, Nov-Dec, Feb-March, and May-June.

7.11 Additional Gift Mail

IdahoPTV’s estimated FY26 budget for six (6) Additional Gift Mail campaigns per year is $92,000.00 for printing and mailing (postage budgeted separately).

7.11.1 The Contractor must produce bi-monthly gift campaigns in the form of a print newsletter with an additional gift device during the following time periods: Jan/Feb, Mar/Apr, May/June, July/Aug, Sept/Oct, and Nov/Dec.

7.12 Monthly Renewal Campaigns

IdahoPTV’s estimated FY26 budget for twelve (12) Monthly Renewal Campaigns per year is $37,000.00 for printing and mailing (postage budgeted separately). The Contractor must:

7.12.1 Create and develop strategies for increasing renewal and retention rates, including but not limited to: six (6) reminders per donor (letters, IdahoPTV telemarketing, phone calls and e-mails sent through IdahoPTV’s e-mail provider), development and execution of complimentary e-mail reminders, and strategy for working with IdahoPTV’s membership or telemarketing department for an integrated campaign.

7.13 Digital Marketing Services

Idaho PTV’s estimated FY26 budget for Digital Marketing Services is $61,000.00. The Contractor must provide the development and execution of complimentary digital campaigns including, but not limited to: e-mail, web banners, social media post, general web retargeting, and general Facebook retargeting. The Contractor must:

7.13.1 Provide needs assessment, strategic planning, testing, copywriting, and design for integrated digital fundraising campaigns.

7.13.2 Write, design, deploy, and test e-solicitations.

7.13.3 Develop retargeting campaigns to lift direct mail results.

7.13.4 Maximize Google Ad Grant, which may be implemented in the future.

7.13.5 Design landing pages and microsites.

7.14 Optional Services

IdahoPTV reserves the right to purchase or not to purchase services based on the needs and budget of the Agency, at the Agency’s sole discretion. Optional services may include additional Digital Marketing, e-mail campaigns, the implementation of a Digital Marketing campaign(s), or additional Digital Marketing and/or e-mail campaigns.

8 Published Assets

8.1 All published assets provided by the Contractor throughout the life of the Contract must be delivered as directed through the PSO process.

8.2 Up to two (2) Proofs may be required by IdahoPTV representative(s) to establish mutually agreed upon quality standards per PSO. After the two (2) proofs, the Contractor must meet and maintain IdahoPTV’s standards for color, even ink coverage, proper density (dot gain control), uniformity, and overall quality throughout. Make-ready impressions, up to the time of IdahoPTV’s approval, must not be counted towards the required quantities for delivery. Random checks may be done by IdahoPTV to ensure compliance with IdahoPTV’s standards and requirements.

8.3 IdahoPTV may schedule additional proof(s) during the Contract period, if outlined in the PSO process.

8.4 The Contractor must send or deliver a color output proof, collated and trimmed to size, or a high-resolution digital proof prior to each final publishing/printing, if required through the PSO process. IdahoPTV will approve or submit file changes within seventy-two (72) hours of receipt.

9 Design and Art Requirements

9.1 The Contractor must layout an artistic rendering of the Asset for approval by IdahoPTV. IdahoPTV will work with the Contractor to help develop content for all Assets.

9.2 The Contractor must legally obtain all artwork and may not copywrite or claim any other intellectual property right to the Asset. The State shall own all rights to all final products.

9.2.1 The Contractor must identify artwork of which any portion of the work is generated by artificial intelligence (AI). IdahoPTV reserves the right to reject AI generated work.

9.3 The Contractor must work collaboratively with IdahoPTV, who has final approval of all products and Assets, in either digital or print versions, prior to production. Approval must be given by an IdahoPTV designee in advance and in writing.

9.4 The Contractor must proofread the content of any Asset to ensure there are no grammatical or spelling errors, no run-on sentences, and continuity of information. The Contractor must make as many versions as necessary to ensure correct information is in the final version.

9.5 The Contractor must not change or modify the content of the Asset without permission of IdahoPTV.

10 Onboarding

10.1 The Contractor must perform research, review existing collateral or materials, and attend meetings, as outline by IdahoPTV, to acclimate with current campaigns, business needs, and to develop a cohesive working relationship with IdahoPTV.

10.2 The Contractor must limit the amount of people attending meetings to only what is necessary for the conduct of business as minimally required by IdahoPTV. Any more than two (2) people from the Contractor per meeting must be approved in writing in advance by IdahoPTV.

11 Task Deliverables Each type of Campaign, as outlined in Sections 6.7 through 6.12, may have various tasks necessary to complete the outcomes required. Task duties are outlined below:

11.1 Creative Services

11.1.1 The Contractor must develop, provide, and execute integrated multimedia Campaigns, from concepts and themes through storyboard to final production, which align with and support IdahoPTV’s brand and mission, and design advertising and creative material(s).

11.1.2 The Contractor must develop and create the following, which includes, but is not limited to:

11.1.2.1 Copywriting and creative services for direct mail letters and flyers (print) and envelopes/outer mailing pieces;

11.1.2.2 Mailing list rental/acquisition and mailing list segmentation consultation of IdahoPTV in-house list(s);

11.1.2.3 Online/search engine marketing advertisements;

11.1.2.4 Creative email templates and content;

11.1.2.5 Radio, print, out of home, and other media advertisements;

11.1.2.6 Copywriting for online and search engine marketing, digital display ads, email, social media, radio, television, print, and out of home advertisements;

11.1.2.7 A/B testing for digital aspects; email, social, Search Engine Optimization (SEO), and print mail pieces;

11.1.2.8 Mailing list management, address certification, mail merge actions, and National Change of Address (NCOA); and

11.1.2.9 Miscellaneous Administrative tasks.

11.2 Media Strategy and Analysis

11.2.1 The Contractor must provide a media plan with strategic recommendations that combine the appropriate media mix to achieve optimum outcomes from the advertising campaigns as outlined and approved by IdahoPTV in the PSO process.

11.2.2 The Contractor must provide strategy or analysis as directed by IdahoPTV.

11.3 Social Media

11.3.1 The Contractor must strategize, collaborate, and develop content for social media integrated within broader campaigns as directed by IdahoPTV through the PSO process.

11.3.2 The Contractor must identify and advise IdahoPTV on social media trends and management strategies to increase social media efficiency, engagement, content development, and campaign integration.

12 Postage and Delivery Requirements IdahoPTV’s estimated FY26 budget for postage is $58,000.00 and is not included in the dollar amounts in the campaign budget estimates.

12.1 The Contractor must arrange and pay for all postage costs. IdahoPTV will reimburse all postage after the Contractor has billed for any postage incurred previously. The Contractor may provide an estimate of postage costs in advance of a campaign.

12.2 The Contractor must utilize lowest cost postage and provide IdahoPTV with an anticipated accounting of the postage costs in the PSO response. The Contractor must also provide an actual accounting of the postage costs expended by the Contractor, with proof in the invoice for that PSO.

12.3 The Contractor must perform an Auto Carrier Route Sort of the Assets and deliver to the Bulk Mail Unit with proper paperwork for a non-profit bulk mailing, prepared by the Contractor. This work shall be completed within two (2) business days following delivery of the Asset to the Contractor. The Contractor is required to use Coding Accuracy Support System (CASS) and NCOA Certify and Auto Carrier Route Sort all items produced.

13 Account Management, Client Services, and Fiscal Management The Contractor must provide quality, consistent, and experienced account management and client services including, but not limited to, regular, timely communication, project updates, team meeting with IdahoPTV, and accounting and invoicing functions.

14 Assignment of Work/Project Service Order IdahoPTV will provide the Contractor with specific, written instructions for each project the Contractor is expected to perform in the form of a Project Service Order (PSO). Each PSO will include a detailed Statement of Work that clearly identifies the responsibilities of the Contractor, IdahoPTV, and any other parties; including, but not limited to, individual services to be performed, identification of assigned personnel, level of effort, performance milestones, deliverables, period of performance, completion schedules, cost summaries (using contracted hourly rates), and assumptions and conditions. See Exhibit 7 – Project Service Orders Template.

14.1 Each PSO must be agreed to and signed by an authorized representative of both IdahoPTV and the Contractor prior to any work being performed.

14.2 PSO’s may be progress billed or billed at the finish of the project, as mutually agreed upon by IdahoPTV and the Contractor. No advance payment is allowed.

EXHIBIT 3

Pre-Proposal Conference Registration Form