Clarifying Questions 1- 2025-87 RFP Integrated Marketing Campaign.pdf

This document is a response to clarifying questions submitted by interested firms regarding Request for Proposals #2025-87 for an integrated marketing campaign issued by Clackamas County, Oregon. The County seeks a single contractor to develop and execute a comprehensive marketing campaign promoting Mt. Hood Territory's tourism to short-haul markets within approximately 300 miles. The campaign aims to drive measurable increases in visitation, overnight stays, and visitor spending. Deliverables include campaign strategy and planning, creative concept development, media planning and buying across digital, social, print, broadcast, and out-of-home channels, campaign execution and management, measurement and reporting, project management, and post-campaign knowledge transfer. Proposals must be submitted electronically through the Bid Locker portal by January 29, 2026, at 2:00 PM Pacific Time, with clarifying questions due by January 22, 2026, at 5:00 PM Pacific Time. The campaign is expected to launch in the first half of 2026, with the contract term extending from the effective date through December 30, 2027. Oral presentations may be requested at the County's discretion for highest-scoring proposers.

The estimated project budget is $800,000 as the maximum all-inclusive funding available, though firms are encouraged to propose competitive rates. The County does not specify allocations between media buying and placement costs versus creative development, production, and agency fees; proposers must break out and justify all costs. All project costs, including strategy, creative development, media planning, project management, promotional items, reporting, asset licensing, permits, releases, and travel expenses, are the contractor's responsibility with no separate reimbursement. The County requires full, unrestricted usage rights for all campaign assets, source files, and b-roll. Insurance requirements include Commercial General Liability of $1,000,000 per occurrence with $2,000,000 annual aggregate, Professional Liability of $1,000,000 per occurrence with $2,000,000 annual aggregate, and Automobile Liability of $1,000,000 per occurrence. Proposals will be evaluated on Proposer's General Background and Qualifications (0-25 points), Scope of Work (0-50 points), and Fees (0-25 points), with the award going to the highest-scoring responsive proposer following successful contract negotiations. Regarding measurement requirements, the County seeks proposers to describe their measurement capabilities and ability to achieve those measurements, rather than commit to specific economic outcomes within six months of campaign launch.