GAL Procurement Document.pdf

FLORIDA STATEWIDE GUARDIAN AD LITEM OFFICE

SOLICITATION ACKNOWLEDGEMENT FORM

Request For Proposals (RFP)

Contractual Services Page 1 of 59 Submit Proposal To: Florida Statewide Guardian ad Litem Office

111 W. Madison Street Pepper Bldg., Suite 674 Tallahassee, Florida 32399

Issue Date:

October 5, 2022

Solicitation Title: Marketing Campaign Services Solicitation No.: 202301 Proposals Are Due: October 26, 2022 at 3:00 PM Proposals Will Be Opened: October 27, 2022 at 10:00 AM Proposals Must Be Valid for A Period Of: 180 Days Vendor Name:

Vendor Mailing Address:

Vendor City-State-Zip: Authorized Signature (Manual)

Phone Number:

Toll Free Number: *Authorized Signature (Typed), Title

Fax Number:

Email Address: *This individual must have the authority to bind the respondent. FEID No.:

Type of Business Entity (Corporation, LLC, Partnership, etc.):

I certify that the material terms and the proposed prices contained in this response to this Request for Proposal (this Solicitation) have been kept confidential by the Respondent (and all people and entities affiliated with this Respondent who have or may have had knowledge of the same) and that, to the best of my knowledge, they have not been disclosed to any third party including, but not limited to, any other respondent to this RFP. Further, I certify that the prices proposed herein were arrived at and submitted without prior understanding, agreement, or in cooperation with any other entity submitting a response to this RFP, or to induce an entity to forbear from filing a response, and that this response is in all respects made without collusion or in an effort to perpetrate a fraud on the agency.

I certify that I am authorized to sign this response to this RFP for the Respondent and that the Respondent is in compliance with all requirements of this RFP; including, but not limited to, the certification requirements contained in this RFP as well as those contained above. In submitting this response, the Respondent offers and agrees that if the response is accepted, the Respondent will convey, sell, assign or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the State of Florida. At the State’s discretion, such assignment shall be made and become effective at the time the purchasing agency tenders’ final payment to the Respondent.

Respondent agrees to abide by all conditions of this Response and, if selected, to perform in accordance with all terms of the RFP and any contract arising there from.

RESPONDENT CONTACTS: Please provide the name, title, address, telephone number, and e-mail address of the official contact and an alternate, if available. These individuals shall be available to be contacted by telephone or attend meetings, as may be appropriate regarding the RFP timeline.

Primary Contact: Secondary Contact:

Name, Title: Name, Title:

Address: Address:

Phone Number: Phone Number:

Fax Number: Fax Number:

Email Address: Email Address:

TABLE OF CONTENTS

Section 1.00 Introduction

Section 2.00 RFP Process

Section 3.00 Instructions to Respondents

Section 4.00 Evaluation Criteria

Section 5.00 Statement of Work (Scope)

Section 6.00 Scenario Response and Pricing

Section 7.00 Price Sheet

Section 8.00 Vendor Financial Attestation

Section 9.00 Vendor Responsibility Disclosure

Section 10.00 Vendor Conflicts of Interest Attestation

Section 11.00 Vendor Principal Place of Business Attestation

Section 12.00 Vendor Drug-Free Workplace Attestation

Section 13.00 Certification Regarding Scrutinized Companies Lists

Section 14.00 Respondent / Subcontractor or (Team, if not Subcontractor) Summary Form

Section 15.00 Contractor Affidavit / Release of Claims

Section 16.00 Client Reference Form

Section 17.00 Past Performance Evaluation Form

Section 18.00 Proposed Contract

Attachment A Statement of Work

Attachment B Rate Schedule

Attachment C Subcontractor Utilization Report Form (If Applicable)

Attachment D Public Records Requirements

Section 19.00 Solicitation Proposal Checklist

SECTION 1.00 INTRODUCTION

1.01 Purpose

The Florida Statewide Guardian ad Litem Office (hereinafter referred to as the "SGAL" or “SGALO”) is requesting Proposals from multiple, qualified, full-service vendors that specialize in marketing campaign services (Services). This includes:

• Creative and Content Development;

• Digital Development;

• Account Management and Planning;

• Market Analysis, Media Planning and Placement; and

• Production Management Services.

Vendors (hereinafter referred to as the “Respondent” or “Contractor” or “Vendor”) shall provide all labor, supervision, equipment, materials, and expertise required for these Services.

1.02 Timeline of events

The following timeline will be strictly adhered to in all actions relative to this Solicitation. The Office reserves the right to make adjustments to this timeline and will notify participants in the Solicitation by posting an addendum on the Vendor Information Portal (VIP). It is the responsibility of the vendor to check VIP on a regular basis for such updates.

All times referenced in this solicitation are Eastern Standard Time (local time in Tallahassee, Florida)

Events Date Time Location/Method

RFP Advertised October 5, 2022 Vendor Information Portal

Vendor Questions Due October 12, 2022 3:00 PM Email to Procurement Officer

Questions & Answers Addendum, on or about

October 19, 2022 Vendor Information Portal

Sealed Proposals Due October 26, 3:00 PM Mail to SGALO:

RFP 202301

Statewide Guardian ad Litem Office Attention Budget Office 111 W. Madison St; Suite 674 Tallahassee, Florida 32399

Public Opening October 27, 10:00 AM 111 W. Madison Street Pepper Building, Suite 674 Tallahassee, Florida 32399

Vendor References Contacted

October 27-31, 2022 By Phone and/or Email by SGALO

Intent to Award, on or about

November 1, 2022 Vendor Information Portal

1.03 Procurement Officer.

David Windle, FCCM Florida Statewide Guardian ad Litem Office PO Box 10628 Tallahassee, Florida 32301 Email: David.windle@gal.fl.gov

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Refer ALL inquiries to the Procurement Officer by email. The Procurement Officer shall not be bound by any verbal information or by any written information that is not contained within the Solicitation documents posted. All emails to the Procurement Officer shall contain the solicitation number 202301 in the subject line of the email.

1.04 Anticipated Contract Term

The term of the Contract will begin upon execution by both parties and remain in effect through June 30, 2023 unless cancelled earlier in accordance with the terms of the Contract. Following the original contract period, this contract may be renewed for a period of year in accordance with 287.057(13).

1.05 Diversity

The Office is dedicated to fostering the continued development and economic growth of small, minority, veteran, and women owned businesses. Participation of a diverse group of Respondents doing business with the State is central to SGAL’s effort.

To this end, small, minority, veteran, and women owned business enterprises are encouraged to participate in the State’s procurement process as both prime Respondents and subcontractors under prime contracts.

Bidders are encouraged to partner with certified small, minority-owned, veteran-owned, and women-owned businesses for contract performance. Enterprises that desire to be certified as a small, minority-, veteran-, or women-owned business can request certification information from the State’s Office of Supplier Diversity (OSD) within the Florida Department of Management Services.

– Remainder of Page Intentionally Left Blank – https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

SECTION 2.00 RFP PROCESS

2.01 Questions.

NOTE: This section supersedes Section 2.00, General Instructions to Respondents (PUR-1001), Paragraph #5, Questions.

Information will NOT be provided by telephone. Any questions from prospective Respondents concerning this Solicitation shall be submitted in writing to the Procurement Officer no later than the time and date specified in the Timeline of Events. No interpretation shall be considered binding unless provided in writing by SGAL in response to a request in full compliance with this provision. Questions will not constitute a formal protest of the specifications or of the Solicitation and all questions and answers will be posted on the Vendor Information Portal.

Each submission shall identify the solicitation number 202301 in the subject line of the email. Questions must be submitted in the following format to be considered:

Question # RFP Section RFP Page # Question

Responses to all written inquiries, and clarifications or addenda if made to the Solicitation, will be made through the VIP. It is the prospective Respondent’s responsibility to periodically check the VIP. SGALO bears no responsibility for any delays, or resulting impacts, associated with a prospective Respondent’s failure to obtain the information made available through the VIP.

2.02 Proposal Preparation.

After the question and answers have been posted to VIP, the Respondents may prepare and submit a Proposal based on the requirements identified in this Solicitation and any addenda to the Solicitation. Respondents are encouraged to submit their Proposals no earlier than five (5) days prior to the submission deadline. Proposals must be submitted by the deadline listed in the Timeline of Events.

2.03 Administrative Review.

All Proposals will be reviewed by the Procurement Officer to ensure that complete Proposals have been submitted and to ensure that the Proposals meet the minimum requirements of this Solicitation. Complete Proposals that meet the minimum requirements of this Solicitation will be sent to the Evaluation Team for their qualitative review. To foster maximum competition, SGAL will seek to minimize Respondent disqualifications resulting from non-responsiveness during the administrative review process. Therefore, SGAL may, in its sole discretion, notify Respondents whose qualifying information or documentation does not meet the requirements of the Solicitation and allow the correction of errors and omissions prior to making a final determination of responsiveness. Timely cures will be accepted by the SGAL.

2.04 Administrative Cure Process.

In the interest of maximizing competition, the administrative cure process seeks to minimize, if not eliminate, disqualifications resulting from nonmaterial, curable deficiencies in the Proposal. During the Administrative Review portion of the evaluation, if SGAL determines that a nonmaterial, curable deficiency in the Proposal will result in the disqualification of a Respondent, the SGALO may notify the Respondent of the deficiency and a timeframe within which to cure the deficiency. This process is at the sole discretion of the SGALO;

therefore, the Respondent is advised to ensure that its Proposal is compliant with the Solicitation at the time of submittal.

2.05 General Evaluation Information.

The SGALO reserves the right to accept or reject any or all Proposals received; waive any minor irregularity, technicality, or omission if the SGALO determines that doing so will serve the State’s best interest; and reserves the right to make an award without further discussion of the Proposals submitted. No allowances will be made to the Respondent because of a lack of knowledge of conditions or requirements and the Respondent will not be relieved of any liabilities and obligations due to any such lack of knowledge.

The SGALO objects to and shall not consider any additional terms or conditions submitted by a Respondent, including any appearing in documents attached as part of a Respondent’s Proposal. In submitting its Proposal, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have not force or effect.

2.06 Basis of Award.

The SGALO seeks to Award a Contract(s) to the responsive and responsible Respondent(s) whose Proposal receives the highest Final Score(s) and determined to be the most advantageous to the State, taking into consideration the price and other criteria detailed in this Solicitation.

In determining Respondent responsibility, the SGALO may consider any information or evidence which comes to its attention and which reflects upon a Respondent’s capability to fully perform the Solicitation requirements and/or the Respondent’s demonstration of the level of integrity and reliability which the SGALO determines to be required to assure performance of the Solicitation.

2.07 Posting of Agency Decision.

NOTE: This section supersedes Section 2.00, General Instructions to Respondents (PUR-1001), Paragraph #3, Electronic Posting of Notice of Intended Award.

The SGALO will post a Notice of Intent to Award, stating its intent to enter into one (1) or more Contracts with the Respondents(s) identified therein, on the VIP website. If the SGAL decides to reject all Responses, it will post its notice on the same VIP website. The Notice of Intent to Award will be posted for review by interested parties on the VIP on or after the date listed on the Timeline of Events.

2.08 Addenda.

If the SGALO finds it necessary to supplement, modify, or interpret any portion of the Solicitation documents, a written “Addendum” will be posted on the VIP. It is the responsibility of the prospective Respondents to be aware of any Addenda that might have a bearing on their Proposal.

2.09 SGALO’s Reserved Rights.

No allowances will be made to the Respondents because of a lack of knowledge of conditions or requirements and will not relieve any liabilities and obligations.

The SGALO objects to and shall not consider any additional terms or conditions submitted by a Respondent, including any appearing in documents attached as part of a Respondent’s Proposal. In submitting the Proposal, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have not force or effect.

The SGALO reserves at any time to:

1. Reject all any and all Proposals at any time, including after an award is made, when doing so would be in the best interest of the State of Florida.

2. Award to the next Respondent if the selected Respondent is unable to meet the terms and conditions of the Solicitation.

3. Award to a single Respondent or multiple Respondents, or to make no award, as determined to be in the best interest of the State.

4. Determine a response nonresponsive.

5. Waive any minor irregularity, technicality, or omission if the SGALO determines that doing so will serve the State’s best interest.

6. Withdraw the RFP at any time, including after an award is made, when doing so would be in the best interest of the State of Florida.

7. Withdraw or amend its Notice of Award at any time prior to execution of a contract, including, but not limited to situations in which the selected vendor fails to execute the contract.

8. Withdraw or amend its Notice of Award if the contractor defaults in performance.

9. Reprocure services in accordance with Rule 60A-1.006(3), F.A.C.

10. Make an award without further discussion of the Proposals submitted.

By exercising the above listed rights, the SGALO assumes no liability to any vendor.

2.10 Responsiveness.

The SGALO may determine a reply nonresponsive if it: a) is irregular or are not in conformance with the requirements and instructions contained herein; b) fails to use or complete prescribed forms; and/or c) has improper or undated signatures. A NONRESPONSIVE SUBMITTAL WILL NOT BE CONSIDERED.

2.11 Evaluation of Proposals.

The SGALO will review, evaluate, and score the Respondent’s Proposal based on the criteria and procedures included in Evaluation Criteria. Evaluators will work independently, and separately submit their scores to the Procurement Officer. There will be no meeting, publicly, or otherwise, of the evaluation team to discuss the evaluation results of this RFP.

2.12 Contract Formation.

A copy of the Proposed Contract containing all requirements is included. The requirements contained in the Proposed Contract should be closely reviewed by the Respondent. The Scope of Work and Price Sheet(s), will be incorporated into the final Contract. The SGALO reserves the right to award another type Contract, if such will be most advantageous to the SGALO and the State of Florida, price and other factors considered.

All entities seeking to do business with the SGALO shall, prior, to the execution of the Contract, be appropriately registered with the Florida SGALO of State, Division of Corporations (Sunbiz.org). Information regarding the registration process is available at MyFlorida.com.

https://dos.myflorida.com/sunbiz/

SECTION 3.00 INSTRUCTIONS TO RESPONDENTS

This section contains the General Instructions and Special Instructions to Respondents. The General Instructions to Respondents Form PUR 1001 is incorporated by reference and can be accessed at MyFlorida.com, Department of Management Services (DMS) or at Form PUR 1001 General Instructions to Respondents.pdf.

3.01 Instructions for Preparation of the Proposal.

The following instructions have been designed to help ensure that all Proposals are reviewed and evaluated in a consistent manner, as well as to minimize costs and preparation time. Any and all information submitted in variance with these instructions will not be reviewed or evaluated. Nonconformance with the instructions provided in the RFP may result in an unfavorable Proposal evaluation or being deemed Nonresponsive.

Respondent’s Proposals must be submitted in hard and electronic (CD/DVD/USB) copies as specified and all Tabs are to be in order and organized as directed and contain complete responses to all items. Using the instructions outlined below, the Respondent must complete all forms and provide the detail information as requested. If a portion of any section is omitted, or incomplete, the Proposal may be deemed Nonresponsive at the discretion of the SGALO.

Tab (Section) Proposal Page Limit Tab A Executive Summary 2 Tab B Solicitation Acknowledgment Form None Tab C Disclosure and Attestation Forms None Tab D Client Reference Form 1 per reference Tab E Price Sheet None Tab F Professional Experience None Tab G Scenario Response None

(a) Tab A: Executive Summary.

Each Respondent must prepare and include an Executive Summary that summarizes the key points from the Respondent’s Proposal. The Executive Summary must begin with company/division’s street address; and size of business, CBEs status, and a summary of the key points from the Respondent’s Proposal.

(b) Tab B: Solicitation Forms.

Each Respondent must complete and include the following Solicitation Forms:

• Solicitation Acknowledgement Form(s)

(c) Tab C: Disclosures and Attestations.

Each Respondent must complete and include the following Disclosures and Attestations:

• Vendor Financial Attestation (Section 8.00);

• Vendor Responsibility Disclosure (Section 9.00);

• Vendor Conflicts of Interest Attestation (Section 10.00);

• Vendor Principal Place of Business Attestation (Section 11.00);

• Vendor Drug-Free Workplace Attestation (Section 12.00);

• Certification Regarding Scrutinized Companies Lists (Section 13.00);

• Respondent/Subcontractor or (Team, If not Subcontractor) Summary Form (Section 14.00); and

• Contractor Affidavit / Release of Claims (Section 15.00).

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

(d) Tab D: Client Reference Form.

Each Respondent must complete and include the Client Reference Form for three (3) customers to whom Respondent has provided commodities and/or contractual services of similar scope and size as those identified in the RFP. If the Respondent is a current or former Contractor to the SGALO, the Respondent may indicate this information on a separate document, however, this shall not count as one (1) of the three (3) required Client References.

(e) Tab E: Price Sheet.

Each Respondent shall complete the Price Sheet, Table: Marketing Campaign Services – Rates per Hour.

Respondent’s Rate per Hour shall include all things necessary to provide the commodities and contractual services as specified in the Statement of Work.

(f) Tab F: Professional Experience

Respondent must provide the following information for each of the Services for which they are submitting a Proposal.

1. Creative and Content Development Services

• Describe, in detail, the Respondent’s approach to Creative and Content Development. Provide at least three (3) examples of previous creative projects including a summary of the project, name of client, years as creative content provider, estimated project budget, and type(s) of creative developed. Examples should demonstrate expertise in creative concept development and design, copyrighting, and art direction, design and studio work.

• Provide a narrative description of all personnel assigned to creative and content development and any background/experience that makes them qualified to fulfill those roles. Do not include résumés, only narrative descriptions. Include any subcontractors that will be assigned in this role to this Contract.

2. Digital Development

• Describe, in detail, the Respondent’s approach to Digital Development. Provide at least three

(3) examples of previous digital projects including a summary of the project, name of client, years as creative content provider, estimated project budget, and type(s) of creative developed. Examples should demonstrate expertise in digital development and design, website/webpage design and development.

• Provide a narrative description of all personnel assigned to digital development and any background/experience that makes them qualified to fulfill those roles. Do not include résumés, only narrative descriptions. Include any subcontractors that will be assigned in this role to this Contract.

3. Account Management and Planning Services

• Describe, in detail, the Respondent’s Account Management and Planning approach for managing both the contract and individual advertising campaigns associated with the contract, demonstrating expertise in account supervision, account management, project management and strategic planning. Include in the response the following information:

A narrative description of all personnel assigned to Account Management and Planning and any background/experience that makes them qualified to fulfill those roles. Do not include résumés, only narrative descriptions. Include any subcontractors that will be assigned in this role to this Contract.

A narrative description of how the Respondent will create and document project timeline and objectives, including quantifiable, measurable goals.

4. Marketing Analysis, Media Planning and Placement

• Describe, in detail, the Respondent’s overall experience with marketing analysis, media planning and placement. Provide at least three (3) examples of marketing projects including a summary of the project, name of client, years as marketing services provider, estimated project budget, and type(s) of marketing strategies deployed. Examples should demonstrate expertise in market analysis, pre and/or post campaign survey implementation, sentiment analysis, media planning, digital strategy and placement, media direction planning and strategy, paid searches, multi-platform media buying and analytics.

• Provide a narrative description of all personnel assigned to marketing analysis, media planning and placement tasks and any background/experience that makes them qualified to fulfill those roles. Do not include résumés; only narrative descriptions. Include any subcontractors that will be assigned in this role to this Contract.

5. Production Management Services

• Describe, in detail, the Respondent’s overall approach to production management. Provide at least three (3) examples of projects including a summary of the project, name of client, and type(s) of production completed. Examples should demonstrate expertise in production management, broadcast management and digital production management.

• Provide a narrative description of all personnel assigned to marketing production tasks and any background/experience that makes them qualified to fulfill those roles. Do not include résumés, only narrative descriptions. Include any subcontractors that will be assigned in this role to this Contract.

(g) Tab G: Scenario Response

Respondents should use this section to provide a general description of how they will accomplish the media services campaign described in the Scenario in Section 6.00. Also, the Respondent shall provide an estimate for the cost of accomplishing the campaign for the Scenario in accordance with their narrative response.

3.02 General Formatting Instructions.

The Respondent’s Proposal must include all data and information requested by this RFP and be submitted in accordance with these instructions. Nonconformance with the instructions provided in the RFP may result in an unfavorable Proposal evaluation or being deemed nonresponsive.

(a) Binding and Labeling.

Each volume should be separately bound to permit the volume to lie flat when open. Staples must not be used.

Three-ring binders or spiral binding are preferred, but not required. The volume cover, or a cover sheet, must be bound in each volume, clearly marked as to volume number, title, original or copy number, RFP name and number, and the Respondent's name. The same identifying data should be placed on the spine of each volume, if applicable. Be sure to apply all appropriate markings to each volume.

(b) Cross Referencing.

Each volume must be written on a stand-alone basis so that its contents may be evaluated with no cross-referencing to other volumes of the Proposal. Information required for Proposal evaluation that is not found in its designated volume will be assumed to have been omitted from the Proposal.

(c) Tables of Contents and Glossary.

Each volume must contain a table of contents to delineate the sections and any subsections within that volume.

If a volume contains uncommon words, technical abbreviations, or acronyms, it should contain a glossary of these terms, with an explanation for each. Tables of contents and glossaries do not count against the page limitations for their respective volumes.

(d) Page Limitations.

Page limitations, if specified, must be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the Respondent’s Proposal. Each page must be counted except the following:

blank pages, title pages, tables of contents, tabs, glossaries, and those parts of the Proposal noted as unlimited.

(e) Page Size and Format.

A page is defined as each face of an 8 ½ X 11-inch sheet of paper containing information. When both sides of a sheet display printed material, it will be counted as two (2) pages. For the purposes of formatting, font sizes must not be less than 10 points. Pages must be numbered sequentially within volumes. These limitations apply to both electronic and hard copy Proposals. SGALO-furnished forms and attachments must not be altered and are exempt from stated formatting.

(f) Charts and Tables.

Tables, charts, graphs and figures must be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays must be uncomplicated and must not exceed 11 x 17 inches in size. Foldout pages must fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics, not for pages of text. For tables, charts, graphs and figures, the font size must be no smaller than 10 points. These limitations must apply to both electronic and hard copy Proposals.

(g) Electronic Copies.

In addition to the required hard copies, one (1) electronic copy of the entire Proposal must be submitted on CD, DVD, or USB-compatible memory stick. Respondent must submit all volumes in electronic format, using MS Windows-compatible, CDs/DVDs/USBs. One CD/DVD/USB containing all volumes with all documents is preferred, but multiple CDs/DVDs/ USBs are acceptable. Each CD/DVD/USB must indicate the Respondent’s name, RFP number, and volume and title (if separated).

The content and page sizes contained on the electronic copy must be identical to the hard copies. Files included on the CD/DVD/USB must be uncompressed. The electronic copy of the Proposal must be submitted in a format readable by Microsoft (MS) Word 2013®, MS Excel 2013®, MS Power Point 2013®, or Adobe Acrobat®, or later, as applicable. Hidden fields, comments, macros, etc. must be omitted, and read passwords on files must not be used. Files must be consistently and uniformly named to allow for easy distinction between Volume, Tab, etc. Inclusion of company name or abbreviation is acceptable.

Documents submitted electronically must be in their native format and, when printed, must match the original paper submittal. In the event there is a conflict between the content found in a paper submittal and an electronic copy, the paper submittal marked “original” will take precedence.

Respondents are advised to assure electronic files are not corrupt prior to mailing, as any material which is not readable will not be considered and may be grounds for rejection from further consideration.

(h) Elaborate Proposals.

Respondent may include in their Proposalproposal brochures and artwork, paper and bindings, or other visual presentation aids. Proposal shall be prepared in accordance with the instructions herein.

3.03 Proposal Submission.

NOTE: This section supersedes Section 2.00, General Instructions to Respondents (PUR-1001) Paragraph #3, Electronic Submission of Responses.

Respondents shall deliver Proposals to the SGALO’s office designated in the Solicitation Acknowledgement Form before the date and time specified. Any Proposal that is received after the exact time specified in the Timeline of Events is late. Late Proposals, as well as Proposals submitted electronically or by facsimile, are nonresponsive and will not be considered in the Evaluation and are not eligible for Award. Respondent should be aware that the U.S. Postal Service does not guarantee on time delivery for any service other than Express Mail. All Proposals materials must be packaged so that each box shipped to the SGAL does not exceed 25 pounds.

In addition to whatever markings are required for shipment, Proposal packages must be marked to show the Respondent's name and address, the solicitation number 202301, and the date and time Proposals are due.

If multiple packages are shipped, package sequences (i.e. 1 of 3, 2 of 4, etc.) must also be indicated on the outside of the package.

3.04 Alternate Proposals.

A Respondent may not submit more than one (1) Reply per Service. The SGAL seeks each Respondent’s single-best Proposal. In the event a Respondent submits more than one (1), only the most-current (i.e. latest received by the SGALO) Proposal per Service will be accepted.

3.05 Assertion of Confidentiality Regarding Submitted Materials.

(a) Proposals should contain only information that is responsive to the Solicitation. Any relevant and responsive information submitted which is asserted by Respondent to be proprietary, trade secret, intellectual property, or otherwise confidential (“Confidential Information”) and which Respondent claim as privileged from disclosure despite any applicable Florida Public Records Law, must be clearly marked as such in the un-redacted version of the Proposal, and either removed from or obliterated in the Redacted Copy.

(b) If Respondent fails to submit a Redacted Copy, the SGALO is authorized to produce the entire un-redacted document submitted to the SGALO in response to a public records request encompassing the Proposal.

(c) The Redacted Copy should redact all, but only, those portions of material that Respondent asserts are Confidential Information. Respondent must identify the statutory citation supporting its claim of confidentiality for each and every redaction.

(d) Failure to identify asserted Confidential Information in Proposals, and/or to redact such information in the Redacted Copy, shall constitute a waiver of any claim of confidentiality or exemption to such information, document or Proposal.

3.06 Conflict of Interest.

The Respondent covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services required to be performed under the contract.

3.07 Disclosure.

Information will be disclosed to Respondents in accordance with State statutes and rules applicable to this Solicitation after evaluations are complete.

3.08 Firm Proposal.

NOTE: This section supersedes Section 2.00, General Instruction to Respondents (PUR1001), Paragraph #14, Firm Response.

The SGALO may make an award(s) within one hundred eighty (180) days after the date of the Proposal opening, during which period the Proposal submitted shall remain firm and shall not be withdrawn. If an award(s) is not made within one hundred eighty (180) days after the Proposal opening date, the Proposal shall remain firm until either the SGALO posts an Agency Decision, or the SGALO receives a written notice from the Respondent that the Proposal is withdrawn, whichever occurs first. Any Proposal that expresses a shorter duration shall be rejected.

3.09 Misrepresentation.

All information submitted, and representations made by the Respondent are material and important and will be relied upon by the SGAL in awarding the contract. Any misstatement or omission (a “Misrepresentation”) shall be treated as a fraudulent concealment of the true facts relating to submission of the Solicitation. A misrepresentation shall be a basis for the SGALO to disqualify the Respondent from participating in this Solicitation, and any re-solicitation pertaining to this subject matter (regardless of whether the re-solicitation resulted from Respondent’s misrepresentation) and shall be punishable under law, including, but not limited to, Chapter 817, F.S.

3.10 Public Requests for Proposals.

(a) If a public records request is made for the Proposal, the SGAL will provide the requestor access to the

Redacted Copy, bearing Respondent’s assertion of exemption from disclosure. If a public records request is made for the un-redacted Proposal challenging the assertion of exemption, SGAL will notify Respondent that the requested records contain asserted Confidential Information.

Respondent shall be solely responsible for taking whatever action it deems appropriate to legally defend its claim of exemption from disclosure under the Public Records Law.

(b) Respondent shall obtain either an agreement with the requestor withdrawing its request or commence an action in a court of competent jurisdiction requesting an injunction prohibiting its disclosure within seventy-two (72) hours (excluding weekends and state and federal holidays) of Respondent’s receipt of notice of the public records request.

(c) By submitting its Proposal, Respondent agrees that no right or remedy for damages against the SGALO will arise from disclosure by SGAL of the alleged Confidential Information following Respondent’s failure to promptly protect its claim of exemption.

(d) By submitting a Proposal to this Solicitation, the Respondent agrees to protect, defend, and indemnify the SGALO for any and all claims arising from or relating to the Respondent’s assertion that the redacted portions of its Proposal are Confidential Information not subject to disclosure.

3.11 Responsibility.

The Respondent must prove to the satisfaction of the SGALO that they have available under their direct supervision, the necessary organization, experience, equipment and staff to properly fulfill all the conditions, requirements, and specifications required under this Solicitation.

3.12 Prime Contractor and Subcontractor.

In accordance with the terms of the Solicitation Acknowledgment Form, a Respondent may not respond to this Solicitation as both prime contractor and as a subcontractor. The Respondent shall be disqualified if and to the extent it responds to this Solicitation as a proposed prime contractor and has agreed to serve as a subcontractor to any other Respondent to this Solicitation. A Respondent may not disclose to any other Respondent or subcontractor what prices or terms Respondent has included in its Reply as a prime contractor.

All Replies to this Solicitation to provide services as prime contractors which are received from affiliated entities (those with any common ownership, management or control), shall be rejected if discovered prior to selection and any award or contract thereon shall be terminated if discovered subsequent thereto.

The SGALO supports diversity in its Procurement Program and requests that all subcontracting opportunities afforded by this Solicitation embrace diversity enthusiastically. The award of subcontracts should reflect the full diversity of the citizens of the State of Florida. Prospective contractors can contact the Office of Supplier Diversity at (850) 487-0915 for information on minority vendors who may be considered for subcontracting opportunities.

3.13 Samples.

The SGALO reserves the right to request samples of Respondents product for testing and evaluation during the Solicitation process. Samples will be provided within twenty (20) days at no cost to the SGALO. The SGALO will return samples to Respondent within sixty (60) days after the award of the contract if, requested in writing and return, postage paid packaging is provided by Respondent at the time of sample submission.

3.14 Florida SGALO of State Registration Requirements.

All entities seeking to do business with the SGALO shall, prior, to the execution of the contract, be appropriately registered with the Florida SGALO of State. Information about the registration process is available at the SGALO of State’s website.

3.15 Protest Rights.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post a bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Documents received after 5:00 p.m. will be filed the following business day.

All filings must be made with the SGAL Executive Assistant ONLY and are only considered "filed" when stamped, physically or digitally, by the SGAL Executive Assistant. It is the responsibility of the filing party to meet all filing deadlines.

The SGAL Executive Assistant’s address is:

Statewide Guardian ad Litem Office 111 W. Madison Street Pepper Bldg., Suite 674 Tallahassee, Florida 32399 Email: Rachel.prior@gal.fl.gov

Do not send Proposals to the Executive Assistant. Send all Proposals to the Procurement Officer identified in the solicitation.

SECTION 4.00 EVALUATION CRITERIA

The SGALO will establish an Evaluation Team composed of persons who collectively have experience and knowledge in the program area and service requirements for this RFP. These evaluators will work independently to evaluate and score the Respondent’s Proposals using the evaluation criteria included in this section.

4.01 Past Performance Evaluation

The SGALO will conduct a Past Performance Evaluation of the Client References the Respondent provided as part of the Administrative Proposal. Each Client Reference will be asked the questions on the Past Performance Evaluation Form (Section 17.00). Upon completion of the Client Reference checks, the SGALO will total the Respondent’s Client Reference points (maximum score of 15 points) and divide by three (3) to arrive at the Respondent’s Final Past Performance Score for the RFP.

The SGALO will contact Respondent’s references via telephone or by email to complete the Evaluation of Past Performance Form.

1. If the contact person cannot be reached following the specified number of attempts, the Respondent shall receive a score of zero (0) for that Client Reference.

2. The SGALO will contact Client References by telephone OR email during normal business hours (8:00 AM - 5:00 PM) during the designated time period on the Timeline of Events.

The SGALO will make up to three (3) telephone contact attempts and send (1) follow-up email if no response is received.

4.02 Price Evaluation

The Respondent submitting the lowest total budget (LTB) for the Scenario in Section 6.00 will receive the maximum points. The other Respondents' scores (PB) will be based on a relative percentage of the dollar amount higher than the lowest cost or price submitted by the lowest priced Respondent. The formula used to determine the points awarded is:

Cost Points Awarded = (LTB) / Proposal Budget being Considered (PB) X 30

4.03 Professional Experience Evaluation

Each evaluator will work independently using the Evaluation Criteria to review and score Respondent’s Professional Experience Proposal in the order and method they deem most effective. Upon completion of the Professional Experience Proposal evaluation, the evaluators will submit their scores to the Procurement Officer for tabulation.

The members of the Evaluation Team score each Professional Experience Proposal separately. For each Respondent, each evaluator will assign a numerical score from zero (0) to five (5) to each Tab, use the scoring guidelines provided below to assign numerical scores.

Numerical Score

Evaluation Word

Description

5 Superior Proposal exhaustively addresses the evaluation criterion or demonstrates extraordinary experience related to the criterion.

4 Excellent Proposal extensively addresses the evaluation criterion or demonstrates exceptional experience related to the criterion.

3 Acceptable Proposal adequately addresses the evaluation criterion or demonstrates sufficient experience related to the criterion.

2 Fair Proposal minimally addresses the evaluation criterion or demonstrates nominal experience related to the criterion.

1 Poor Proposal inadequately addresses the evaluation criterion or demonstrates limited experience related to the criterion.

0 Missing Proposal does not address the evaluation criterion or does not demonstrate experience related to the criterion.

After the evaluation team assigns scores, the SGALO will calculate the Respondent’s Final Professional Experience Score as follows:

1. Multiply the Assigned Score by the Tab Value

2. Average the Respondent’s Tab Scores

3. Sum the Average Tab Scores

(a) Creative and Content Development Experience (Weighted 12 of 60 Points)

Based upon the Respondent’s description of their approach to Creative and Content Development and the sample projects included, I rate their ability to fulfill the requirements of the Statement of Work and subsequent services as out of 5.

Consider in your evaluation the following points:

• Has the Respondent provided concrete examples of similar projects that have been accomplished?

• Has the Respondent identified specific key person(s) that will be involved in accomplishing the work and demonstrated their experience as relevant and useful?

• Has the Respondent demonstrated expertise in creative concept development and design, copyrighting, and art direction, design and studio work?

(b) Digital Development (Weighted 12 of 60 Points)

Based upon the Respondent’s description of their approach to digital development and the sample projects included, I rate their ability to fulfill the requirements of the Statement of Work and subsequent services as ____ out of 5.

Consider in your evaluation the following points:

• Has the Respondent provided concrete examples of similar projects that have been accomplished?

• Has the Respondent identified specific key person(s) that will be involved in accomplishing the work and demonstrated their experience as relevant and useful?

• Has the Respondent demonstrated expertise in digital development and design, website/webpage design and development?

(c) Account Management and Planning (Weighted 12 of 60 Points)

Based upon the Respondent’s description of their approach to Account Management and Planning, I rate their ability to fulfill the requirements of the Statement of Work and subsequent services as out of 5.

Consider in your evaluation the following points:

• Has the Respondent identified specific key person(s) that will be involved in accomplishing the work and demonstrated their experience as relevant and useful?

• Has the Respondent demonstrated expertise in account supervision, account management, project management and strategic planning?

• Has the Respondent provided references to previous clients with whom they have shown an ability to communicate and coordinate effectively?

(d) Market Analysis, Media Planning and Placement Experience (Weighted 12 of 60 Points)

Based upon the Respondent’s description of their marketing campaign experience and the sample projects included, I rate their ability to fulfill the requirements of the Statement of Work and subsequent services as _____ out of 5.

Consider in your evaluation the following points:

• Has the Respondent demonstrated expertise in media planning, digital strategy and placement, including digital?

• Has the Respondent demonstrated expertise in market analysis, pre and/or post campaign survey implementation, sentiment analysis, media planning, digital strategy and placement, media direction planning and strategy, paid searches, multi-platform media buying and analytics?

• Has the Respondent identified specific key person(s) that will be involved in accomplishing the work and demonstrated their experience as relevant and useful?

(e) Production Management Experience (Weighted 12 of 60 Points)

Based upon the Respondent’s description of their experience with production management and the sample projects included, I rate their ability to fulfill the requirements of the Statement of Work and subsequent services as ______ out of 5.

Consider in your evaluation the following points:

• Has the Respondent identified specific key person(s) that will be involved in accomplishing the work and demonstrated their experience as relevant and useful?

• Has the Respondent demonstrated expertise in production management, broadcast production management and digital production management?

• Has the Respondent provided concrete examples of similar projects that have been accomplished?

4.04 Compilation of Scores

To arrive at each Respondent’s Final Score, the SGALO will sum the Final Past Performance, Final Professional Experience, and Final Price Scores.

Final Past Performance Score + Final professional Experience Score + Price Score = Final Score

To arrive at a most advantageous decision, the SGALO will compile the results of each Respondent’s Past Performance, Price Sheet, and Professional Experience Proposal evaluations into a final tabulation and present the total point tabulation and vendor rankings to the Secretary, or designee, for their approval or rejection.

RFP No. 202301 Marketing Campaign Services

(FOR SGAL USE ONLY)

SGALO Evaluator Name:

Respondent Name:

Past Performance Evaluation

Maximum Raw Score

Reference 1 Raw Score

Reference 2 Raw Score

Reference 3 Raw Score

Average Raw Score

Weight Factor

Respondent's Past Performance Points

15 0 0 0 0 X 1 = 0 Respondent's Final Past Performance Evaluation Score 0.00

Scenario Response and Pricing Evaluation

Sample Scope for Marketing Campaign Services (Scenario)

Description Maximum Raw Score Raw Score Weight

Factor Respondent's

Scenario Points

Total Scenario Cost 30 0 X 1 = 0

Respondent's Final Scenario Evaluation Score 0.00

Professional Experience Proposal Evaluation Marketing Campaign Services Evaluation

Description Maximum Raw Score

Evaluator 1 Raw Score

Evaluator 2 Raw Score

Evaluator 3 Raw Score

Average Raw Score

Weight Factor

Respondent's Technical Points

Creative and Content Development Experience 5 0 0 0 0 X 12 = 0 Digital Development 5 0 0 0 0 X 12 = 0 Account Management and Planning 5 0 0 0 0 X 12 = 0 Market Analysis, Media Planning and Placement Experience 5 0 0 0 0 X 12 = 0

Production Management Experience 5 0 0 0 0 X 12 = 0 Respondent's Final Professional Experience Evaluation Score 0.00

0.00 Respondent's Final Score

105.00 Maximum Points Available

SECTION 5.00 STATEMENT OF WORK (SCOPE)

5.01 Purpose

The objective of this RFP is to contract with a vendor who can provide full-service, multi-platform, marketing campaign services (Services). This includes:

• Creative and Content Development (creative concept development, copyrighting, art direction, design and studio)

• Digital Development (digital strategy and design)

• Account Management and Planning (account supervisor, strategic planner, account manager, project manager)

• Marketing Analysis, Media Planning and Placement (media director, media planner, digital media planner, paid search specialist, media buyer)

• Production Management (Production Manager and Digital Production Manager)

The Services requested are part of an ongoing effort and work will be authorized on an as needed basis, as funding becomes available.

5.02 Services

The Services provided to an awarded Vendor(s) will include, but not be limited to, some of the following line items:

• scope and desired outcomes;

• price;

• timeline;

• target audience(s);

• target market(s);

• key performance indicators; and

•…