ESBD_File_343744_RFP X0001005-ST Addendum No. 1 VLB Social Media Services_Posted.pdf

Texas General Land Office and Veterans Land Board -1- RFP No. X0001005-ST Addendum No. 1

TEXAS GENERAL LAND OFFICE

AND

VETERANS LAND BOARD

are

REQUESTING PROPOSALS

for

Social Media Data Analytics Services for the

Veterans Land Board

REQUEST FOR PROPOSALS NO. X0001005-ST

Class 915 / Item 22; Class 958 / Item 84; Class 961 / Item 53

ADDENDUM NO. 1

Release Date: November 29, 2023

Addendum No. 1 Issue Date: December 20, 2023

Deadline for Submission: January 10, 2024 at 2:00 p.m. CT

Solicitation Point of Contact: Susan Tipton-Hines, CTCD, CTCM

Susan.Tipton-Hines@GLO.Texas.Gov

Any Addenda to this Solicitation will be posted to the Electronic State Business Daily (ESBD) website, http://www.txsmartbuy.com/esbd, under Agency Code 305 (General Land Office) and notification of such Addenda sent to all bidders in the relevant categories and regions listed on the

Comptroller’s Centralized Master Bidders List (CMBL) at the time of the Solicitation. Each

Respondent must check the website, or the means of communication established in its CMBL registration (if applicable) for any Addenda to this Solicitation. Failure to check for Addenda does not release any Respondent from its responsibility for complying with additional requirements or providing additional information listed in any Addenda.

mailto:Susan.Tipton-Hines@GLO.Texas.Gov http://www.txsmartbuy.com/esbd

Texas General Land Office and Veterans Land Board -2- RFP No. X0001005-ST Addendum No. 1

RFP X0001005-ST Questions and Answers

Q1: Do you already have an agency or internal team developing the campaign or are you looking for an agency to develop the campaigns and execute them?

A1: The GLO has an internal team that will develop the campaigns.

Q2: Regarding Section 2.1.1 Data Collection & Analysis: Have you conducted any previous research related to your marketing goals? Target audiences, Competitive analysis, Qualitative feedback, Quantitative analytics. If so, can you compile and share that existing research with the chosen partner?

A2: The GLO has conducted previous research and can share existing data with the awarded

Respondent as needed.

Q3: Regarding Section 2.1.2 Target Audience Segmentation: Who do you see as your target audiences and what needs does the VLB fulfill?

A3: The GLO’s target audience are Veterans, members of the military, and their families. The

VLB provides land loans, home loans, home improvement loans, long-term nursing care facilities, and cemeteries to Texas Veterans and their families.

Q4: Regarding Section 2.1.3 Campaign Optimization:

(a) What tool(s) do you currently use to schedule social media?

(b) Who currently writes content?

(c) The RFP states that the vendor will collaborate with GLO/VLB Marketing and

Outreach. How big is the Marketing and Outreach team and what are their roles?

(d) Have you run digital ad campaigns before? What was the outcome?

(e) Do you have any campaigns running currently?

(f) How do people currently find your organization online (search, social, etc.)?

A4:

(a) The GLO utilizes the scheduling features provided on the various social media network platforms.

(b) The GLO has an in-house team to develop content.

(c) The entire GLO Communications and VLB Marketing divisions are a combined team of over 20 people. The awarded Respondent will collaborate and work with 4 to 6 key GLO leaders, such as managers and directors.

(d) The GLO has successfully run digital ad campaigns.

(e) None currently.

(f) Primarily through search engines.

Q5: Regarding Section 2.1.4 Reporting & Evaluation: What technologies and systems do you currently use to track marketing efforts? Are you in control of the access and integration of those systems? Is that expertise on staff? Or is that a third party’s responsibility?

Texas General Land Office and Veterans Land Board -3- RFP No. X0001005-ST Addendum No. 1

A5: The GLO currently utilizes salesforce, google analytics and analytics provided by the social media networks to track marketing efforts. Yes, the GLO is in control of all access and integration, and expertise is provided through internal GLO staff.

Q6: Regarding Section 3.2.1 Contact: How many vendors have submitted questions in response to this RFP?

A6: This information can be requested by sending an email to: PIALegal@glo.texas.gov once a contract has been awarded.

Q7: Regarding Section 3.3.1 General Requirements:

(a) Can you please confirm that a HUB subcontracting plan is required for vendors who can fulfill all of the RFP requirements without use of subcontractors?

(b) Will any preference be given to vendors that utilize subcontractors?

A7: Yes, a HUB subcontracting plan is required from all Respondent’s to be deemed responsive to the RFP. Utilizing subcontractors is not an evaluation metric.

Q8: Regarding Section 3.4 Solicitation Response Submission & Delivery: Will proposals be evaluated digitally, or will they be printed for evaluation?

A8: Responses may be evaluated digitally or via printed copies.

Q9: Regarding Section 4.1.3 Selection Criteria: Is there someone who could be considered an incumbent on this project? Is there another company that you’ve worked with before, or any other company that would receive preferences for winning this project?

A9: The GLO has no incumbent for the services being requested in this RFP.

Q10: Regarding Section 4.1.4 Detailed Scoring Methodology: Please provide general budget guidelines. Even a rough ballpark estimate or range would be very helpful. Do you imagine this project to be $100K, $250K, or $500K+?

A10: The GLO has chosen not to disclose a budget at this time.

Q11: Regarding Section 4.3 Contract Award:

(a) Once the project has started, what will the markup of the decision-making committee be like? Will decisions be made by a large group, a small committee, or a single person?

(b) Is there anything about your organization that might make this project difficult?

A11: (a) Refer to Answer 4. (b) No.

Q12: We have done business in Texas with a previous client. The RFP request that the agency be registered in Texas. Is that required? If so, if we were selected, we would register.

mailto:PIALegal@glo.texas.gov

Texas General Land Office and Veterans Land Board -4- RFP No. X0001005-ST Addendum No. 1

A12: As stated in Section 5.1.2 Company Profile: A respondent that is not organized under the laws of the state of Texas must register with the Texas Secretary of State before it may transact business in Texas. Respondent must provide proof of registration before the GLO/VLB may award a contract under this solicitation. Proof of registration will be required prior to contract execution but not to submit a proposal.

Q13: The RFP asks to complete information for HUD. How is this related to the RFP?

A13: The GLO was unable to find any references to “HUD”; however, a HUB Subcontracting

Plan is required for any solicitations over $100,000 pursuant to Texas Government Code

§2161.181 and §2161.182.

Q14: There are many requests in the RFP that are not related to the services to be executed.

Why and what is the approach on these questions?

A14: The GLO is unable to answer this question without the specific sections to which may be referred to.

Q15: The budget listed is from $100,000 to $250,000 is that correct?

A15: The GLO has chosen not to disclose a budget at this time.

Q16: Could you confirm that there will be no creative services required as part of this work?

A16: Please review Section 2.1, Scope of Services Requested, for a detailed description of the services being requested.

Q17: Could we also confirm that this is purely to manage what is already being placed or has been placed and we will not be required to manage the social media platforms day-to-day?

A17: The awarded Respondent will not be required to manage the day-to-day social media operations for the GLO.

Q18: Could you let us know what the budget is for this work?

A18: The GLO has chosen not to disclose a budget at this time.

Q19: Could you let us know if you have a local preference or are you open to a Canadian agency that has done similar work with clients across the United States, with some currently being the states of California, Colorado, and Wyoming?

A19: Yes, the GLO will accept proposals from international vendors; however, as stated in Section

5.1.2 Company Profile: A respondent that is not organized under the laws of the state of Texas must register with the Texas Secretary of State before it may transact business in Texas.

Respondent must provide proof of registration before the GLO/VLB may award a contract under

Texas General Land Office and Veterans Land Board -5- RFP No. X0001005-ST Addendum No. 1 this solicitation. Proof of registration will be required prior to contract execution but not to submit a proposal.

Q20: Will the procurement department be the only staff members evaluating proposals? If not, what other departments and stakeholders will be involved throughout the evaluation process?

A20: All responsive proposals will be evaluated by a committee comprised of subject matter experts from various GLO divisions. The procurement department will perform an administrative review to make sure all responses are complete prior to the evaluation.

Q21: As identified in Article 5, Required Respondent Information, page 16 identifies the

HUB Subcontracting Plan as a requirement for submitted proposals if a proposer does not complete an HSP in accordance with the terms and conditions outlined in the proposal, Exhibit C, and with Section 2161 of the Texas Government Code, will that proposer be removed from consideration for this contract?

A21: Yes. Submission of a completed and signed HSP is required for a Respondent to be deemed responsive to this RFP and be included in the evaluation process.

Q22: Regarding Section 2.1.6, “Provider shall invoice the GLO/VLB a flat monthly fee for all services performed during the billing period”: What is the desired budget?

A22: The GLO has chosen not to disclose a budget at this time.

Q23: Regarding Section 2.2 “The GLO/VLB intends to award one contract for the services requested under this solicitation”: Is there an incumbent? If so, who is the incumbent?

A23: The GLO has no incumbent for the services being requested in this RFP.

END OF QUESTIONS AND ANSWERS

The Addendum No. 1 acknowledgment page follows this page.

Texas General Land Office and Veterans Land Board -1- RFP No. X0001005-ST Addendum No. 1

In the submission of the Solicitation Response, the Respondent shall acknowledge receipt of this addendum; otherwise, the Solicitation Response may not be given consideration. The Respondent shall acknowledge receipt by returning a signed copy of this notice with the Solicitation Response.

RFP No. X0001005-ST

Social Media Data Analytics Services

Respondent Name: ____________________________________________________________

Mailing Address: ____________________________________________________________

City/State/Zip: ____________________________________________________________

Signature: ____________________________________________________________

THIS HEREBY COMPLETES ADDENDUM NO. 1.