DriveOhio_Marketing_and_Event_Support_ITB_Bid.pdf

ITB 336-26 DriveOhio Marketing and Event Support

Section 1: Intent

The intent of this Invitation to Bid (ITB) is to establish marketing and event related support for DriveOhio.

Section 2: Contract Duration

The Contract shall be in effect for twenty-four (24) months from the date of award.

Section 3: Free on Board (F.O.B.) Place of Destination

Please be advised that the vendor must honor any bid price submitted in this Invitation to Bid for all of ODOT’s twelve (12) Districts and eighty-eight (88) counties in the State of Ohio. All deliveries shall be Free on Board (F.O.B.) to any of ODOT’s twelve (12) Districts and eighty-eight (88) county destination locations in the State of Ohio, as per the enclosed map. Purchase orders when issued will detail specific destination points.

The Department will not accept any additional charges for these deliveries.

District 1 - Lima

District 7- Sidney

District 2 - Bowling Green District 8 - Lebanon

District 3 - Ashland District 9 - Chillicothe

District 4 - Akron District 10 - Marietta

District 5 - Jacksontown District 11 - New Philadelphia

District 6 - Delaware District 12 - Garfield Heights

Central Office - Columbus

(CG)

Section 4: Delivery

Delivery of services shall be initiated as defined within the project scope and shall be in conjunction with a valid State of Ohio purchase order.

4.1: Delivery Hours

All deliveries of any associated materials shall be made between the hours of 8:00 a.m. and 3:00 p.m., Monday through Friday, excluding State holidays, unless special permission is granted by the Department to temporarily waive or adjust this requirement.

Section 5: F.O.B. Delivery Minimum Order: $250.00

a. Orders meeting or exceeding the minimum shall be shipped F.O.B. Place of Destination at the unit price quoted.

b. Orders amounting to less than the minimum shall be shipped at the unit price quoted, prepaid with freight/shipping charges added to the invoice.

Copies of freight/shipping charges are to be included with the invoice.

c. No minimum shall apply to an order picked up by the Department of Transportation at the vendor’s location, at the unit price quoted.

Section 6: Award

This contract will be multiple award by item and awarded to all responsive bidders. In order for a bid to be considered responsive all vendors must submit supporting documentation outlined in

Section 7: Descriptive Literature.

Section 7: Descriptive Literature

All vendors will be required to submit descriptive literature in their in the bid package.

For Vendors bidding on Item 1 – Event Support, the vendor shall include documentation and examples of their support of at least 3 successful events (clearly shows agenda preparation, facility/venue facilitation (including Audio Visual), event facilitation

(registration, setup/tear-down coordination)

For Vendors bidding on Item 2 – Support of Industry Forums /

Advisory Groups, the vendor shall clearly provide examples of how they have supported existing Industry Forums or Advisory

Groups.

For Vendors bidding on Item 3 – Development and Delivery of

Marketing Collateral, the vendor shall include documentation and examples of their development of experiential marketing, including leave behind promotional kits.

For Vendors bidding on Item 4 – Digital Asset Creation, the vendor shall include documentation and examples of marketing content that they have developed in the past for at least 3 clients.

Section 8: Product Specifications

DriveOhio, a division of the Ohio Department of Transportation is tasked with representation the State of Ohio is all matters associated with Smart Mobility, including but not limited to Uncrewed Aircraft System (UAS), Connected Vehicle, and Automated Vehicle technologies. In performing this role, DriveOhio is required to engage with external government, academic, and industry partners through a variety of mechanisms.

One of these mechanisms is through the use of holding DriveOhio Alliance meetings.

These meetings hold multiple purposes, and each meeting may differ based on the direction of the DriveOhio Executive Director. It is expected that these meetings will be held up to two times per year, with additional opportunities for coordination and booth space at other events throughout the year.

In order to successfully facilitate these events and the services directly related to the marketing and branding of the DriveOhio programs and projects, experienced and professional support is needed. The support is expected to include, but not be limited to the following items:

Events may include:

• Biannual DriveOhio Alliance meetings (up to 2 per year)

• Industry forums

• Professional development opportunities

Services may include:

• Production of branded signs and marketing collateral (e.g. banners, directional signage, table tents, brochures)

• Creation of digital assets (e.g. website graphics, invitations, maps, PowerPoint slides)

• Acquisition of promotional items (e.g. branded bags, pens, mugs, apparel)

• Audio visual support (e.g. microphones, speakers, podium, projector)

• Day-of event staff to assist with registration, set up, and tear down

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time. ODOT recommends that vendors submit Bid Responses as early as possible.

If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission. The subject line will be the bid # Signature Request, (example: 101G-25 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

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