EOED RFQ for PRF86 Marketing Service Final.docx

The Commonwealth of Massachusetts Executive Office of Economic Development 1 Ashburton Place, 21st Floor Boston, MA 02108

Marketing Advisory Services (PRF86) Request for Quotes (RFQ)

Date: 5/20/2026 COMMBUYS Bid: BD-26-1100-EED01-EED01-129680

THIS RFQ AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL BECOME PUBLIC RECORD AS OF THE DATE THE CONTRACT REFERENCED HEREIN IS AWARDED, AND CAN BE OBTAINED FROM THE EXECUTIVE OFFICE OF ECONOMIC DEVELOPMENT. ANY PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL STILL BE CONSIDERED PUBLIC RECORD.

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may contact the OSD Help Desk at OSDHelpdesk@mass.gov or at 1-888-MA-STATE for technical assistance with COMMBUYS. The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern time, as applicable, except on federal, state, and Suffolk County holidays.

1. General Procurement Information

a. General Information

(“EOED”)

Attachment E – Template Statement of Work

This Request for Quotes (“RFQ”) does not commit the Commonwealth of Massachusetts (“Commonwealth”) or EOED to approve a Statement of Work (“SOW”), pay any costs incurred in the preparation of a Bidder’s response to this RFQ or to procure or contract for products or services. EOED may (i) accept or reject any and all proposals received as a result of this RFQ; (ii) contract for some, all or none of the products and services offered by Bidders in response to this RFQ; (iii) negotiate with one or more of the qualified Bidders; or

(iv) cancel, in part or in its entirety, this RFQ if it is in the best interest of the Commonwealth to do so.

EOED may amend this RFQ at any time prior to the date the responses are due. Any such amendment will be posted to the Commonwealth’s procurement website, COMMBUYS (www.commbuys.com).

Bidders must submit their bids through the Commonwealth’s online procurement system, COMMBUYS, as detailed in Attachment A. Bidders are advised to check this site regularly, as this will be the sole method used for notification of changes.

b. Order of Precedence The formal agreement (“Agreement”) resulting from this RFQ shall consist of the following documents in the following order of precedence:

1. the Commonwealth Terms and Conditions,

2. the Commonwealth Standard Contract Form,

3. the applicable Statewide Contract,

4. the Bidder’s response thereto,

5. this RFQ (including all amendments, Agency answers to related Bidder questions and clarifications hereto),

6. any SOW or agreement negotiated between and executed by Agency and Bidder, and

7. the Bidder’s response to this RFQ (including all amendments, clarifications, and best and final offers).

EOED shall have no obligations toward a Bidder until the Agreement has been executed.

c. Eligible Bidders

This RFQ is restricted to Bidders on the following Statewide Contracts: PRF86 –

· Category 1: Web-based, Social and Emerging Media,

· Category 2: Creative Services, and/or

· Category 3: Marketing Services

· Category 5: Integrated Marketing Services

Responses to this RFQ may be submitted only by vendors on the current list of vendors pre-qualified by the Operational Services Division to perform services under Category II-Creative Services and/or III-Marketing Services (see Attachment B) of Statewide Contract PRF86 Advertising, Marketing and Event Planning Services.

Vendors will be considered eligible if they possess the following minimum qualifications:

· Industry Expertise

· Demonstrate relevant experience supporting business development organizations, economic development agencies, destination marketing organizations (DMOs), or comparable public or quasi-public entities.

· Geographic Scope Expertise

· Demonstrate relevant experience development and implement data-driven marketing and communications strategies of national and global scale and across diverse markets

· Functional Expertise

· Demonstrate the ability to develop and implement data-driven marketing and communications strategies, including target audience identification, brand positioning, and competitive analysis in support of economic development and business attraction objectives.

· Posse strong understanding of brand marketing and the media landscape, including current industry trends, stakeholder engagement, and integrated, multi-channel marketing approaches.

· Performance and Evaluation Capabilities

· Demonstrate experience utilizing analytics tools and platforms (e.g., CRM systems, media monitoring tools, digital analytics platforms, or economic impact models) to measure performance and evaluate return on investment (ROI).

· Scale Capacity and Expertise

· Demonstrate the capacity to scale services in response to varying project scopes, budgets, and organizational priorities.

· Demonstrate experience managing and coordinating subcontractors and external partners, including creative professionals, consultants, and third-party vendors.

· Demonstrate experience in budget development, management, and financial reporting for marketing programs or campaigns.

· Good Standing

· Be an approved vendor in COMMBUYS and eligible under Statewide Contract PRF86 at the time of submission.

· Have been in continuous operation as a corporate entity for a minimum of twelve (12) consecutive months prior to the date of submission.

· Demonstrate a track record of meeting deadlines and delivering work in a responsive and flexible manner.

· References

· Provide a minimum of three (3) client references, including at least one (1) reference for services similar in scope to those described in this RFQ.

Event Calendar All times in this RFQ are prevailing Eastern Time. Responses must be received no later than the response due date and time indicated below or they will not be evaluated. Bidders must have their responses fully loaded and accepted in COMMBUYS1 prior to the RFQ Response Due date and time listed below. Bidders are urged to allow sufficient time to upload their entire response.

1 Use of COMMBUYS as the procurement system is mandatory for all Level III Executive Branch Department Purchasing Entities subject to 801 CMR 21.00 (as defined in https://www.mass.gov/doc/conducting-best-value-procurements-handbook/download). Other Purchasing Entities outside of the Executive Department may specify a separate procurement system.

Commonwealth Responses posted to COMMBUYS (estimated date)

Notice of Apparent Successful Bidder(s) posted (estimated date)

The dates may change and are not binding on EOED. Any change in the date and time of the submission deadline will be posted on COMMBUYS. Bidders are responsible for actively monitoring COMMBUYS for any and all updates to this RFQ. If there is a conflict between the dates in this calendar and dates on COMMBUYS, the dates on COMMBUYS shall prevail. Any changes in this calendar that are made after the RFQ has been published will not result in amendments to the RFQ. Such changes will appear only on COMMBUYS. Bidders are solely responsible for checking COMMBUYS for calendar updates.

DEADLINE FOR RESPONSES:

Deadline Date: June 12, 2026 Deadline Time: 5:30PM EST

d. Applicable Procurement Law

This is a purchase of goods and services subject to MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00.

e. Acquisition Method:

Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

f. Single Contractor EOED expects to award this contract to one (1) Contractor. EOED may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

If, over the life of the contract, EOED determines that additional Contractors may be added, these may be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened at any time to obtain additional bids.

g. Entities Eligible to Use the Resulting Contract Any SOW resulting from this RFQ will be a limited user contract restricted to use by EOED only. EOED reserves the right to add additional user entities during the Term, limited to agencies of the Commonwealth.

2. Description or Purpose of Procurement

a. Background:

The Executive Office of Economic Development (“EOED”) is seeking a vendor to serve as a complement to the Commonwealth’s in-house team, providing strategic advisory, marketing support, and administrative coordination across multiple economic development and business marketing initiatives. Key responsibilities include:

A. Strategic Advisory Services

a. Advise on media planning and buying decisions across digital, broadcast, print, and out-of-home (OOH) channels to support business attraction and economic growth.

b. Provide insight into industry trends, business climate, investor behavior, workforce dynamics, and target sector opportunities at the regional, national, and international levels.

c. Offer strategic counsel during high-profile economic development announcements, business expansions, relocations, and related communications

Deliverable: Quarterly Market & Media Review: Insights on economic development marketing trends, target industries, and recommended strategic adjustments to ongoing campaigns.

B. Brand Development and Identity

a. Develop a brand identify for GlobalMa

b. Brand guidelines defining the style and uses of the brand

c. Cobranding guidelines and examples of implementation by different co-branding applications

Deliverable: full-service brand identity system creation

C. Stakeholder & Partner Marketing Coordination

a. On an as-needed basis, assist with coordination of multi-partner marketing initiatives, including outreach, communication, budgeting, and creative support in collaboration with:

i. Regional economic development organizations

ii. Municipal and regional partners

iii. Industry associations and business stakeholders

iv. Coordinate receipt and tracking of campaign materials and performance metrics across partners.

b. Manage timelines and deliverables for shared initiatives involving multiple public and private stakeholders.

D. Deliverable: Partner Coordination & Campaign Management: Serve as liaison between EOED and partners to manage creative review, communications, invoicing coordination, and campaign execution.

E. Paid Media Coordination Support

a. Recommend a 12-month media calendar and long-term timing considerations for media planning

b. On an as-needed basis, provide communication support and project management for paid media placements executed internally, including:

· Out-of-Home (OOH)

· Digital display and video

· Paid social media

· Trade and industry publications

· Streaming audio and broadcast

· Targeted business and investor outreach platforms

c. Review creative and media specifications, assist with asset trafficking as needed, and ensure timely delivery and approvals.

Deliverable: Media Calendar and Placement Report: 12-month media calendar. Track and report on marketing efforts across paid media channels, including timelines, specifications, and performance insights.

F. Creative and Content Services (On Demand)

a. On an as-needed basis, provide creative services for:

· Graphic design and branded materials

· Short-form video and digital content

· Photography (e.g., business environments, workforce, infrastructure, and community assets)

· Marketing collateral for business recruitment, trade shows, and investor engagement

Deliverable: Varies by project and may include digital ads, social media assets, presentations, printed materials, trade show materials, and related collateral (produced at net cost where applicable).

G. Earned Media & Public Relations Support

a. Provide support for earned media and public relations strategies, including:

· Pitch development and messaging for business attraction and economic initiatives

· Media and industry outreach (trade press, business publications, and regional/national outlets)

· Coordination of press events, announcements, and business-related initiatives

· Response support for inbound media inquiries

· Support for site visits, delegations, and stakeholder engagement activities

Deliverable: Media Outreach & Communications Plan: In coordination with EOED priorities, develop PR strategies, pitch calendars, and press materials to support economic development initiatives.

H. Project Management & Financial Administration

a. At the direction of EOED, support the procurement and coordination of advertising and media services.

b. Provide documentation and support for invoices, reconciliation, and financial reporting.

c. Track expenditures across marketing campaigns and initiatives.

Deliverable: Budget & Reporting: Provide clear, detailed monthly or quarterly reports on campaign spending, status, and performance, including supporting documentation for all expenditures.

I. Performance Measurement & KPI Tracking

a. Develop and implement a framework for measuring the effectiveness of marketing and communications initiatives in support of economic development goals.

b. Establish key performance indicators (KPIs) aligned with EOED priorities, which may include business attraction, lead generation, stakeholder engagement, and campaign performance.

c. Track and analyze performance across marketing channels, including paid, earned, and owned media, to assess effectiveness and inform decision-making.

d. Coordinate with EOED to align tracking with existing systems and tools (e.g., CRM platforms, analytics dashboards) to support visibility into business development pipelines and outcomes.

e. Provide regular reporting and insights, including identification of trends, opportunities, and recommendations for optimization.

f. Support attribution analysis, where feasible, to connect marketing activities to downstream outcomes such as inquiries, site visits, or business expansion activity.

Deliverable: Performance & KPI Reports: Provide monthly and/or quarterly reports summarizing campaign performance, KPI progress, insights, and actionable recommendations for continuous improvement.

3. Estimated Start Date: Contract Term The estimated term of any contract entered into under this RFQ shall consist of an initial up to twelve-month term to terminate June 30, 2027 and may be renewed or extended upon written agreement by the awarded Bidder and the Purchasing Entity. The initial term and all renewals or extensions shall be referred to collectively as the “Term.” The maximum Term length will be governed by the applicable Statewide Contract. No goods may be ordered and no new leases, rentals, maintenance or other agreements for services may be executed after the Term has expired.

4. Anticipated Expenditures, Funding or Compensation At the direction of EOED, the successful bidder will implement and process pass-through marketing initiatives. Each project will be processed at net cost. The successful bidder will receive no more than a 10. However, there is no guaranteed minimum and EOED makes no guarantee that any services will be requested from any Bidder as a result of this RFQ. EOED reserves the right to negotiate final compensation with qualified bidders. The amounts indicated are only estimates. Contract amounts during the period of any contract are subject to a selected bidder's response, and may increase or decrease based upon contract negotiation, performance selected, appropriation, or availability of funds.

Contract amounts during the period of the contract may increase or decrease, based upon budget appropriation, the availability of funds, and the level of services required by the Purchasing Entity. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this solicitation. No federal funds will be used to fund this Contract.

Responses must be from vendors already approved on statewide contract PRF86 in the COMMBUYS system.

Table 1: Costs

Additional information:

Please include a work plan based on the requirements set forth within this RFQ and provide examples of successful graphic design, artistic design, and/or logo or branding projects.

a. Additional Services – Performance Monitoring

The vendor shall commit to a level of service (number and experience of employees and corresponding number of full-time equivalents) as determined in the response to this RFQ and shall maintain that level of service throughout the term of the contract. Additionally:

· The vendor will meet all deliverables in the work plan.

· The successful vendor may engage the use of subcontractors only with the approval of the purchasing agency. The successful vendor is responsible for the satisfactory performance and adequate oversight of any subcontractors. Any provisions contained in any subcontract agreement do not bind EOED nor are these entities ruled by any requirements that could conflict with the requirement of Statewide Contract PRF86. Subcontracting should appear seamless to EOED, and back-up documents shall be included with regular invoicing.

5. Additional Requirements

a. Contract Negotiations and Amendments The Purchasing Entity may negotiate changes to the original performance measures, quantities, Term length, and requirements identified in this RFQ at any time, provided that such changes are consistent with the scope of this RFQ. The Purchasing Entity may negotiate and execute contract amendments with the awarded Bidder(s) which the Purchasing Entity reasonably determines are within the scope of this RFQ and necessary to result in best value to the Commonwealth.

b. Promotional Materials Bidder must not reference the Purchasing Entity or the Commonwealth in any promotional or marketing materials, including but not limited to use of the Purchasing Entity’s or the Commonwealth’s name or logo, without first obtaining the Purchasing Entity’s prior written approval for such use. Bidder must not use the Commonwealth’s seal in any promotional or marketing materials.

Bidders are discouraged from including extraneous promotional or marketing materials in their responses and excessive promotional or marketing materials may detract from the Bidders’ overall score.

c. Pending Litigation

Bidder must affirm that there is no pending litigation involving the Bidder, Provider, or the services provided in the response that may impair or interfere with the Purchasing Entity’s right to use the services. Bidder must warrant that there are no actual or threatened actions arising from or alleged under any intellectual property rights of any third party.

d. Oral Presentations and Demonstrations In its discretion, the Purchasing Entity may invite one or more Bidders whose responses have been judged competitive and responsive in the course of the evaluation to participate in a facilitated oral presentation, including a demonstration of the proposed services. The Purchasing Entity may use these demonstrations and oral presentations to clarify aspects of the Bidder’s response or to inquire as to the Bidder’s approach, recommendations, and experience. The Purchasing Entity may adjust its scoring of a prospective Bidder based on the Bidder’s performance during production demonstration and/or oral presentation.

The Purchasing Entity reserves the right to apply restrictions to the structure and content of Bidder’s product demonstrations and oral presentations. Demonstrations and oral presentations shall not be open to the public nor to any competitors. The schedule of the demonstrations and oral presentations will be arranged directly with the Bidders selected by the Purchasing Entity. Failure of a Bidder to agree to a date and time may result in rejection of the Bidder’s response.

e. Review Rights Responses to this RFQ may be reviewed and evaluated by any person(s) at the discretion of the Purchasing Entity, including non-allied and independent consultants retained by the Purchasing Entity for the sole purpose of evaluating and analyzing responses.

f. Permitted Copies

If applicable, Bidders must authorize the Purchasing Entity to make, and retain reasonable number of copies of all designs included in the deliverables for testing, backup, or archival purposes (the “Permitted Copies”). Such authorization shall be provided to the Purchasing Entity at no additional cost.

g. Warranties

The Bidder must agree to provide the following warranties. Additional warranties may be agreed to in the contract resulting from this RFQ.

i. Bidder must provide all warranties required by the applicable Statewide Contract.

ii. Bidder and its subcontractors will be sufficiently staffed and equipped to fulfill Bidder’s obligations under any SOW or engagement resulting from this RFQ. Bidder warrants that it shall be responsible for the actions and omissions of all subcontractors and shall ensure that all subcontractors comply with the terms of an agreement resulting from this RFQ.

iii. Bidder’s services will be performed: (i) by appropriately qualified and trained personnel; (ii) with due care and diligence and to a high standard of quality as is customary in the industry; (iii) in compliance with the milestones and the terms and conditions of this RFQ and any contract hereunder; and (iv) in accordance with all applicable professional standards for the field of expertise.

iv. The Deliverables will substantially conform with the Deliverable descriptions set forth in any SOW or engagement resulting from this RFQ.

v. Bidder will obtain all rights, grants, assignments, conveyances, licenses, permissions, and authorizations necessary or incidental to any materials owned by third parties supplied or specified by the Bidder for incorporation in the Deliverables to be developed under the applicable Statewide Contract.

h. Intellectual Property

i. The term Property includes patents, copyrights, trademarks, trade secrets, technical or business information, and works of authorship fixed in any tangible medium, including without limitation, computer programs in object and/or source code form, scripts, data, documentation, content related to layout and graphical representation, and training materials.

ii. Contractor Property includes: (1) Property created by Contractor for the open market, (2) Property developed by Contractor for other clients, and (3) Property developed by Contractor for internal purposes. Contractor will retain all right, title and interest in and to Contractor Property. The Agency’s possession, installation or use of Contractor Property will not transfer to it any title to such property. Except as expressly authorized, the Agency will not copy, modify, distribute, transfer, display, sublicense, rent, reverse engineer, decompile or disassemble Contractor Property.

iii. Commonwealth Property includes: (1) Property developed by the Commonwealth, (2) Property owned by the Commonwealth independent of this

Agreement, and (3) Deliverables created under this Agreement by Contractor, subcontractor, or both, in exchange for State or Federal funds. The Commonwealth retains all right, title and interest in and to the Commonwealth Property and all derivative works thereof. The Commonwealth grants to Contractor a non-exclusive, revocable, temporary license to use Commonwealth Property as described in categories (1) and (2) of this paragraph, as reasonably needed solely to perform the services contemplated under this Agreement. In accordance with the Commonwealth Terms and Conditions or the Commonwealth Terms and Conditions for IT Contracts, as applicable, all Deliverables described in category (3) of this paragraph are works made for hire.

iv. Contractor hereby sells, transfers, and assigns to the Commonwealth, all rights, title, and interest in and to the Deliverables, and any derivative works thereof. CONTRACTOR HEREBY WAIVES IN FAVOR OF THE COMMONWEALTH (AND SHALL CAUSE ITS PERSONNEL TO WAIVE IN FAVOR OF THE COMMONWEALTH) ANY AND ALL ARTIST’S OR MORAL RIGHTS IT MAY HAVE PURSUANT TO ANY STATE OR FEDERAL LAWS OF THE UNITED STATES IN RESPECT TO ANY DELIVERABLE AND ALL SIMILAR RIGHTS UNDER THE LAWS OF ALL OTHER APPLICABLE JURISDICTIONS. Contractor agrees to execute all documents and take all actions that may be reasonably requested by Agency to evidence this transfer of ownership, including providing any code used to develop such Deliverables to Agency and the documentation for such code.

v. If the Deliverables contain or will contain any third-party Property, Contractor must provide to Agency documentation providing a sublicense of such third-party Property to the Commonwealth (“Sublicense Agreements”). The Sublicense Agreements must be included in Contractor’s initial quotation to Agency, or, if the requirement to use sublicensed third-party Property is not known at the outset of the project, as soon as the requirement becomes known. Sublicenses to third-party Property can only be provided under the Agreement if they are provided at no charge to the Commonwealth.

i. Environmental and Climate Preferable Products In 2009, Executive Order 515, establishing an Environmental Purchasing Policy for Executive Departments, was signed. View the Environmentally Preferable Products (EPPs) Procurement Program General Information, Requirements and Guidance for detailed information about the program at https://www.mass.gov/doc/epp-general-information-requirements-and-guidance/download.

Bidders also should be aware that in 2021, Senate Bill 9 - An Act Creating a Next Generation Roadmap for Massachusetts Climate Policy was signed to achieve Net Zero emissions in 2050 and furthers the Commonwealth’s efforts to combat climate change and protect vulnerable communities. The full Act may be viewed at https://malegislature.gov/Bills/192/S9. In 2021, Executive Order 594, Leading By Example:

Decarbonizing and Minimizing Environmental Impacts of State Government, was signed. EO594 requires all eligible state agencies to assess and implement strategies to mitigate greenhouse gas emissions and other environmental impacts when planning for and executing projects related to the design, construction, operations, and maintenance of state facilities, and the procurement of goods and services, including vehicles. View EO594: Leading By Example requirements at https://www.mass.gov/executive-orders/no-594-leading-by-example-decarbonizing-and-minimizing-environmental-impacts-of-state-government.

For more information please visit https://www.mass.gov/environmentally-preferable-products-epp-procurement-program or https://www.mass.gov/handbook/environmentally-preferable-products-and-services-guide.

j. Failure to Perform Contractual Obligations As outlined in the Standard Contract Form, Terms and Conditions, and RFQ, infractions may result in the following actions:

· Corrective Action Plan

· Termination

· Suspension

· Adding additional contractor

· Cover/Replacement Cost

· Liquidated Damages

6. Bidder Responses All Bidder responses must be submitted via COMMBUYS and must include the components described herein.

By submitting their response, the Bidder agrees to the terms of the RFQ. In addition, by submitting their response, the Bidder affirms that there is no pending litigation involving the Bidder or the services provided in the response that may impair or interfere with EOED’s right to use the services.

All materials submitted to EOED during this RFQ process become the property of EOED upon their receipt and will not be returned. Except as provided in the Massachusetts Public Records Law, all materials submitted to EOED may be subject to release as public records. In no event shall EOED, or any of their agents, representatives, consultants, directors, officers, or employees, be liable to a Bidder for the disclosure of all or a portion of a response or related information submitted during this RFQ.

Responses must include detailed information on the expertise and core competencies of the vendors, as well as any subcontractors vendors intend to use (prior approval required for any subcontracted service of the contract).

7. Evaluation Criteria

Responses to this RFQ will be evaluated using a best value approach, considering both qualitative and quantitative factors. The Strategic Sourcing Team (SST) may reject any response that is incomplete, non-responsive, or fails to meet the requirements of this RFQ.

EOED reserves the right to request clarifications, conduct interviews or oral presentations, and consider prior performance with the Commonwealth.

All responsive proposals will be evaluated based on the following criteria:

1. Relevant Experience and Past Performance – 20 Points Evaluation will consider the Bidder’s demonstrated experience delivering similar services, including:

· Experience supporting economic development, destination marketing organizations (DMOs), or comparable public sector entities

· Demonstrate relevant experience development and implement data-driven marketing and communications strategies of national and global scale and across diverse markets

· Proven success in strategic marketing, communications, and integrated campaigns

· Quality and relevance of past work samples and case studies

· Client references and demonstrated performance outcomes

2. Strategic Approach and Methodology – 25 Points Evaluation will assess the Bidder’s understanding of EOED’s needs and the strength of its proposed approach, including:

· Approach to developing data-driven marketing and communications strategies

· Ability to identify target markets, define brand positioning, and respond to industry trends globally

· Integration of paid, earned, and owned media strategies

· Approach to collaboration with EOED staff and external stakeholders

· Ability to adapt strategies based on performance and changing priorities

3. Work Plan and Execution Capability – 15 Points Evaluation will consider the Bidder’s ability to effectively deliver services outlined in Section 2, including:

· Clarity and feasibility of the proposed work plan, timelines, and milestones

· Approach to managing multiple concurrent initiatives and stakeholders

· Project management processes and tools

· Ability to scale services based on varying project scope and budget

4. Team Structure and Capacity – 10 Points Evaluation will assess the Bidder’s organizational capacity and staffing model, including:

· Qualifications and experience of key personnel

· Roles and responsibilities of team members

· Availability of specialized expertise (e.g., media, creative, analytics, PR)

· Approach to managing subcontractors, if applicable

5. Pricing and Cost Structure – 15 Points Evaluation will consider the reasonableness, transparency, and competitiveness of the Bidder’s pricing, including:

· Hourly rates or pricing structure by role or service type

· Approach to managing pass-through costs (e.g., media buys, production)

· Proposed fee structure, including any markups (not to exceed limits established in this RFQ)

· Overall value in relation to the proposed services

6. Supplier Diversity Plan (SDP) – 15 Points Evaluation will be based on the Bidder’s submitted Supplier Diversity Plan, including:

· Proposed SDP Commitment percentage

· Identification and qualifications of SDP Partners

· Strength and feasibility of the Bidder’s approach to engaging diverse businesses

· Alignment with the Commonwealth’s Supplier Diversity Program requirements

Additional Considerations EOED may also consider the following in its evaluation:

· Prior experience working with the Commonwealth or other public sector entities

· Demonstrated ability to meet deadlines and manage budgets effectively

· Responsiveness and completeness of the proposal

· Participation in the Small Business Purchasing Program (SBPP), where applicable Preference may be given, consistent with applicable law, to:

· Massachusetts-based businesses

· Minority-, women-, veteran-, and disability-owned businesses

· Firms located in labor surplus areas

a. Search for SDO Certified Companies here: SDO List of Certified Businesses

EOED reserves the right to consider any previous experience the Bidder has had with any State agency, including, but not limited to, performance problems and compliance with applicable laws and contract provisions. Preference will be given to vendors with a physical office located in Massachusetts, minority- and women-owned businesses, and labor surplus area firms.

ATTACHMENT A – COMMBUYS Instructions Interested Bidders must submit their response using COMMBUYS. Useful links:

1. Job aid on how to submit a quote: https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download

2. Webcast: How to Locate and Respond to a Bid in CommBuys, which will familiarize bidders with CommBuys terminology, basic navigation, and provide guidance for locating bid opportunities in CommBuys and submitting an online quote.

3. Bidders MUST have their complete bid fully loaded and submitted prior to the time and date listed in the calendar. COMMBUYS will not allow for bids to be submitted after the posted time.

Bidder may contact the OSD Help Desk at osdhelpdesk@mass.gov or call during normal business hours (8AM – 5PM, Monday – Friday) at 1-888-627-8283 or 617-720-3197.

Written questions via the Bid Q&A on COMMBUYS The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the SST regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A tab in COMMBUYS (see below for instructions). Questions may be asked prior to the Deadline for Submission of Questions stated in the Procurement Calendar. The Purchasing Entity reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

Please note that questions submitted to the SST using another medium (including those sent by mail, fax, email, or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has been posted.

Bidders are responsible for entering content suitable for public viewing, since all the questions are accessible to the public. Bidders must not include information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The SST reserves the right to edit or delete any submitted questions that raise these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Bidder and awarded Bidder to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Entity, including requests for clarification. The Purchasing Entity and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Bidder’s designated email address is not current or if technical problems, including those with the prospective Bidder’s/awarded Bidder’s computer, network, or internet service provider (ISP), cause email communications sent to/from the prospective Bidder/Awarded Bidder and the Purchasing Entity to be lost or rejected by any means, including email or spam filtering.

Locating Bid Q&A Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidders access to the Bid Q&A page.

ATTACHMENT B – PRF86 List of Specialized Services

· Art & Graphic Design

· Commercial Photography

· Video Production

· Marketing

· Advertising

· Public Relations

Category 1 Web-based, Social and Emerging Media

This category covers the creation, development and implementation of marketing/communications tools, devices and methods that reflect the evolving nature in which messaging is produced, delivered and consumed. This includes but is not limited to online marketing, e-mail marketing, social media, website development, mobile phone application design, and other emerging methods, platforms and technologies.

It also includes the internet or similar electronic media (for example: social networks e.g., Facebook, LinkedIn, blogs, podcasts, wikis, Threads, Tiktok, BlueSky, X (formerly Twitter) content communities: YouTube, etc. Mobile and location-based platforms, such as Foursquare, for the development, preparation, promotion and distribution/placement of information or advertisement.

· Media Planning, buying and monitoring:

· Media buys may be utilized at the discretion of the Commonwealth as outlined within the Statement of Work and may be a requirement of the Request for Quote (RFQ). Vendors will be expected to perform media buys at the direction of the buyer.

· The Awarded Contractors must have media negotiating skills that achieve maximum value-added or promotional opportunities related to media outlets, special events and onsite opportunities.

· The process of the vendor's purchasing of advertising space or time on various media platforms, such as TV, radio, print, digital websites, and social media, to promote a product or service on behalf of the buyer, for which the vendor will be reimbursed

Category 2 Creative Services

· Art & Graphic Design- Includes, but is not limited to, images, patterns, layouts, and other graphic elements composed into a coherent, distinctive design intended for electronic and/or print dissemination

· Commercial Photography- Includes, but is not limited to: Taking pictures, photos for use in digital and print for advertisement, merchandising, product placement, brochures and other communication materials. Including post-production, color correction and other image treatments as needed.

· Video Production- Includes, but is not limited to, the development, creation and production of televised programs and commercials as well as videos for online consumption, which raise public awareness about services, educate learners, train staff, and deliver brand messages. Essential functions include services to create, develop, and produce high-quality video content. Awarded vendors will be responsible for project management, content development, script writing, finding on-camera and voice-over talent, scouting filming locations, filming, editing and post-production.

· All deliverables should be provided digitally

· If printing is required, paper with post-consumer recycled content and/or that has attained certifications for using sustainably harvested pulp from either the Forest Stewardship Council (FSC) or the Program for the Endorsement of Forest Certification (PEFC) must be used.

Category 3 Marketing Services

· Marketing: Includes, but is not limited to, brand development, strategic planning, formative research, testing and focus groups, video, PSA/commercials/radio spots development & production, event materials development, graphics, packaging, analytics & monitoring, email & social media marketing, mobile application design, search engine optimization & outreach, web development, media placement, cultural adaptation and trans-creation, and community based outreach.

· Advertising: Includes, but is not limited to, the development, production (drafts, proof, edits and finals) & positioning of specific messaging content in communication media (newspapers, magazines, broadcast media, advertising media, social media, digital ads, direct mail, billboards and posters, transit advertising promotional items, etc.) to reach a predetermined audience/demographic market. Includes services to promote awareness, disseminate information, and enable public understanding of complex technical and social issues

· Public Relations- Public relations activities may include publicity events, photo opportunities, personal appearances such as speeches to constituent groups and professional organizations; participation in podcasts, receptions, seminars, and other events. Associated public relations materials may include collateral literature, both offline and online, printed or email newsletters, blog submissions, and content design for use on social media and social networking platforms.

· All deliverables should be provided digitally

· If printing is required. Paper with post-consumer recycled content and/or that has attained certifications for using sustainably harvested pulp from either the Forest Stewardship Council (FSC) or the Program for the Endorsement of Forest Certification (PEFC) must be used.

· Media Planning, buying and monitoring;

· Media buys may be utilized at the discretion of the Commonwealth as outlined within the Statement of Work and may be a requirement of the Request for Quote (RFQ). Vendors will be expected to perform media buys at the direction of the buyer.

· The Awarded Contractors must have media negotiating skills that achieve maximum value-added or promotional opportunities related to media outlets, special events and onsite opportunities.

· The process of the vendor's purchasing of advertising space or time on various media platforms, such as TV, radio, print, digital websites, and social media, to promote a product or service on behalf of the buyer, for which the vendor will be reimbursed

Category 4 Event Planning & Event Support

· Event Planning: Includes, but is not limited to, creating, organizing and supervising all aspects of an event such as, trade shows, workshops, seminars, award ceremonies, and conventions. Event planning includes budgeting, establishing dates and alternate dates, selecting and reserving the event site, acquiring permits, and coordinating transportation and parking. Event planning also includes some or all of the following, depending on the event: developing a theme or motif for the event, arranging for speakers and alternate speakers, coordinating location support (such as electricity and other utilities), arranging decor, tables, chairs, tents, event support and security, catering as part of a larger event, police, fire, portable toilets, parking, signage, emergency plans, and cleanup.

· Event Support: Includes, but is not limited to, service assistance (support) once all functional elements of a scheduled event have been established and/or a site has been secured. This may include: graphic design, backdrop signs or banners, onsite support personnel for registration, surveys, workshop facilitators, greeters, and other services that are ancillary to the successful event outcome. Vendors must execute all rental agreements and be responsible for rented equipment

· All deliverables should be provided digitally

· If printing is required. Paper with post-consumer recycled content and/or that has attained certifications for using sustainably harvested pulp from either the Forest Stewardship Council (FSC) or the Program for the Endorsement of Forest Certification (PEFC) must be used.

Category 5 Integrated Marketing Services

Must include all functions of a full-service marketing & advertising agency and cover all services offered under Categories 1 (one) through 4 (four) above. The Integrated Marketing Services Category is broad in scope so that state agencies can develop scopes of work that may require a variety of services offered under this contract.

ATTACHMENT C – SBPP and SDP Plan Small Business Purchasing Program (“SBPP”) Instructions Bids of less than $250,000 are subject to the Small Business Purchasing Program.

Program Background The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the Purchasing Entity to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Team (SST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SST’s best value evaluation criteria.

SBPP Participation Eligibility To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

Supplier Diversity Plan (“SDP”) Plan Instructions Required for bids over $250,000.

Program Background Pursuant to Executive Order 599, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized (see below for more information) by the Supplier Diversity Office (SDO).

Financial Commitment Requirements All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise(s) or non-profit organization(s). This SDP Commitment must be expressed as a percentage of contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Eligible SDP Partner Certification Categories SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

· Minority-Owned Business Enterprise (MBE)

· Minority Non-Profit Organization (M/NPO)

· Women-Owned Business Enterprise (WBE)

· Women Non-Profit Organization (W/NPO)

· Veteran-Owned Business Enterprise (VBE)

· Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

· Disability-Owned Business Enterprise (DOBE)

· Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE)

Eligible Types of Business-to-Business Relationships Bidders and Contractors may engage SDP Partners as follows:

· Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

· Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs.

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

Program Flexibility The SDP encompasses the following provisions to support Bidders in establishing and maintaining sustainable business-to-business relationships meeting their needs:

· SDP Partners are not required to be subcontractors.

· SDP Partners are not required to be Massachusetts-based businesses.

· SDP Partners may be changed or added during the term of the contract, provided the Contractor continues to meet its SDP Commitment.

SDP Plan Form Requirements All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet its SDP Commitment.