FY17_PRF60_4619_revised.doc

Request for Quotes Template for Service Engagements Purchasing Department: Massachusetts Department of Public Health (DPH) Office of Preparedness and Emergency Management (OPEM)

Address: 250 Washington Street, 1st Floor, Boston, MA 02108 Telephone #: 617-624-5095 RFQ File Name/Title: National Preparedness Month Media Buy RFQ File Number: FY17_PRF60_4619

Object Code: HH3

Engagement Team Leader/ Contact Person: Samantha Stone

1. Description Or Purpose of Engagement:

This RFQ is directed to vendors on contract through statewide contract PRF60. Submissions from vendors not contracted through PRF60 will not be reviewed.

The purpose is to engage a vendor who will work with the DPH Communications Office and OPEM on the development and implementation of a state-wide media buy during the month of September— using pre-existing materials – to increase awareness in MA residents about steps they can take to prepare for public health and other emergencies. Examples of the concepts are included in this posting.

While the contract is being issued for a 12-month period, the expectation is that the media buy will be placed for September and the subsequent report regarding impressions, click-throughs, etc. as well as any other documentation related to the campaign will be provided to OPEM by 10/31/16.

2. Whether Single Or Multiple Contractors Are Required For Engagement(s)

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Single Contractor

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Multiple Contractors.

3. Indicate Engagement Performance and Business Specifications:

Scope of Service

The vendor will work with OPEM to:

1. Develop and place a media buy utilizing pre-existing materials that effectively and appropriately reaches MA residents with a focus on women 25-54.

NOTE: There is no creative development, testing, or revision of materials possible as part of this project. It is strictly a media buy using pre-existing materials. The spectrum of materials for use may include videos, online banner and panel advertisements, print advertisements, and transit advertisements.

2. Provide a report on the number of impressions, click-throughs, etc. and make recommendations for future campaigns.

Evaluation Criteria

1. Experience developing statewide media campaigns designed to affect residents’ behavior

2. Quality of proposed plan for media buy

3. Values of services provided Performance Requirements

The Department of Public Health is endeavoring to deliver the Best Value to facilitate our needs. However, it is important to measure the Contractor’s performance to ensure the Engagement is in compliance with what has been requested and what the Contractor has offered in this RFQ. The following performance areas will be subject to measurement:

1. Timely Delivery (Commodities, Services, Reports, Billing, etc.)

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables (Commodities, Services, Reports, etc.)

4. Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

5. Attendance at scheduled meetings

The PMT shall negotiate with contractors any requirements not set forth in the RFQ Engagement Performance Monitoring

4. Expected Duration of Engagement Anticipated Initial Duration up to: _12_months; ____ year(s)

Anticipated Renewal Options: _3__ options to renew for __1__ year(s) each option

Final End Date of this Engagement: ________06/30/2019______

5. Anticipated Expenditures, Funding Or Compensation For Expected Duration Total Estimated Value of engagement (Including Anticipated Renewal Options):

Up to $75,000

6. Instructions for Submission of Responses: Submit no more than a three page narrative with 1 inch margins and 12 point font. NOTE: All submissions must directly answer the questions below in the order asked to be reviewed and considered.

1. Describe experience developing strategic statewide media buys on Emergency Preparedness. Attach samples.

2. Provide project plan including proposed media strategy/channels to reach target audiences.

3. Provide estimated number of hours for the tasks, staff assigned to each task and hourly rate for staff. Provide a total estimate for project. Agency/indirect costs may not exceed 10% of budget.

4. Identify the Project Manager and other staff who would be working on this project. Attach brief bios that reflect qualifications for this project.

Required elements of response include rates and budget and deliverables. Rates must be hourly or daily and may not exceed the rates posted on COMMBUYS.

7. COMMBUYS Electronic Quote Requirements: All responses are to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

COMMBUYS Item Screen

All bidders are required to enter a Unit Cost amount on the Item Screen in COMMBUYS in order to submit a quote. The acquisition method for this RFQ is Cost Reimbursement. Bidders must enter the total dollar amount from the budget form in the Unit Cost Field

File Format

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in a .zip format when saved. Other zip file formats will not be accepted.

8. COMMBUYS Support

The following resources are provided to assist Bidders in submitting Quotes:

· An online job aid on “Creating a Quote in COMMBUYS for DPH; Standard BIDs”

· Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through COMMBUYS.

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

9. DEADLINE FOR RESPONSES Or Engagement Calendar:

Deadline Date: July 19, 2016

Deadline Time: 4:00 p.m.

Will opportunity for written questions be offered? Yes FORMCHECKBOX No FORMCHECKBOX

Samantha Stone – samantha.stone@state.ma.us Deadline for questions: July 14, 2016, 4:00 p.m.

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Check Box if confidentiality form is required.