HLT_RFP_Gun_Violence_Awareness_and_Prevention_Media_Campaign_FY2025_F.pdf

PROCUREMENT DIVISION

Department of Public Health

Gun Violence Awareness and Prevention Campaign

Request for Proposal

487-DL-PH004034

October 2, 2024

This Solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to Mecklenburg County.

Solicitation Template Revised 11/17/2023 TM https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=2ahUKEwju_remreXmAhXvRt8KHXQeAr8QjRx6BAgBEAQ&url=https%3A%2F%2Fwww.mecknc.gov%2FPages%2FGovernment.aspx&psig=AOvVaw2R52rkJK86T9WkbUnUI_nU&ust=1578069543200534

Procurement Division 700 East 4th Street, 4th Floor

Charlotte, North Carolina 28202

October 2, 2024

This serves as official notice that Mecklenburg County located in Charlotte North Carolina through its Public Health Department and Office of Violence Prevention (OVP) are soliciting and will receive proposals for a Gun Violence Awareness and Prevention Campaign. Requirements are outlined in the following specifications. Please review them carefully.

A Non-Mandatory Pre-Proposal Conference for the purpose of reviewing the Solicitation will be held as noted in the Schedule of Events.

Questions regarding the Solicitation and all requirements or forms must be submitted by the date noted in the Schedule of Events.

• Email to Meckbids@mecklenburgcountync.gov.

• In the Subject Line include:

Attention: Gun Violence Awareness and Prevention Campaign - 487-DL-PH004034 Demetrius Littlejohn, Procurement Analyst

Proposals are to be submitted electronically in MECKProcure on the date notated in the Schedule of Events. Use the Checklist on the following page as a guide in preparing and submitting your response to the Solicitation.

• NIGP Code: 91522 Communications Marketing Services

To submit a response to the Solicitation, vendors must create a profile in MECKProcure. To create a new vendor or sub-recipient account or to find and activate your existing vendor account already on file (click here).

Technical support to assist with completion of Business Diversity & Inclusion (BDI) Forms, vendor registration or submission of your proposal/bid response will be available up until the proposal/bid due date in the Schedule of Events.

Please be advised, any request for assistance made after 1:00pm (EST) on the proposal/bid due date may not result in a successful bid submission.

• Contact for Technical Support:

Email: vendor.management@mecklenburgcountync.gov Division Telephone: 980-314-2400

All changes to the terms, conditions or specifications stated in this Solicitation will be documented in a written addendum, issued by the Procurement Analyst. The Addenda will be posted in MECKProcure and may be accessed at this website by searching the Solicitation Number.

Sincerely, Demetrius Littlejohn Procurement Analyst mailto:Meckbids@mecklenburgcountync.gov https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 mailto:vendor.management@mecklenburgcountync.gov https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=2ahUKEwju_remreXmAhXvRt8KHXQeAr8QjRx6BAgBEAQ&url=https%3A%2F%2Fwww.mecknc.gov%2FPages%2FGovernment.aspx&psig=AOvVaw2R52rkJK86T9WkbUnUI_nU&ust=1578069543200534

Checklist for Submitting a Proposal:

Instructions: This Checklist is to provide guidance in submitting a response to the Solicitation. The checklist must be followed. The County may consider proposals non-responsive for any items or deadlines not met as listed below.

1. Read the document fully.

2. Submit Form A. BID/Solicitation Participation Acknowledgement to Meckbids@mecklenburgcountync.gov.

3. Refer to this Schedule of Events for dates, times and locations specific to the Solicitation.

DATE Time (EST) LOCATION/Submittal Requirement EVENT 10/2/2024

N/A MECKProcure Issue Solicitation Notice

10/8/2024 Before 2:00pm

Meckbids@mecklenburgcountync.gov

Form A. BID/Solicitation Participation Acknowledgement Forms Due

10/9/2024 2:00pm Microsoft Teams Need help?

Join the meeting now Meeting ID: 296 313 930 296

Passcode: eHVu3s

Pre-Proposal Conference

10/14/2024 Before 2:00pm

Meckbids@mecklenburgcountync.gov Vendor Questions Due

10/16/2024 Before 2:00pm

MECKProcure Post County Response to Vendor Questions

10/23/2024 2:00pm Vendor Registration Form for Training Vendor Registration and Submittal Training

11/4/2024 Before 2:00pm

All proposals shall be submitted online via MECKProcure

Proposals Due

11/4/2024 3:30pm Microsoft Teams Need help?

Join the meeting now Meeting ID: 234 577 698 00

Passcode: zNQNga

Public Bid Opening

12/31/2024 N/A N/A Contract Start Date

Note: Mecklenburg County reserves the right to adjust this schedule as it deems necessary.

4. Proposal Format - The following items must be submitted in the following order at the time of proposal submission. Vendors are encouraged to check off each item as the required action is completed:

☐Section 3.1 - Letter of Transmittal ☐Section 3.2 - Executive Summary ☐Section 3.3 - Statement of Work ☐Section 3.4 - Insurance ☐Section 3.5 - Permits and/or Licenses, if applicable ☐Section 3.6 - Audited Financial Statement, if applicable ☐Form B, Pricing Worksheet ☐Form C, Contract Exceptions Form ☐Form D, Addenda Receipt Confirmation ☐Form E, Vendor Company Information - Background and Experience Form ☐Form F, Vendor Reference ☐Business Diversity & Inclusion (BDI) Forms

☐Attachment 1: BDI Solicitation Coversheet ☐Attachment 2: BDI Form B – Identification of Subcontractor Participation ☐Attachment 3: BDI Form C – Statement of Intent to Perform Contract with OWN Workforce ☐Attachment 4: BDI Form D – MWBE Inclusion Plan mailto:Meckbids@mecklenburgcountync.gov https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJhY2E5NmUtZjk4Yy00Njc4LTljZjctMDZhYzA2NDJkNDJl%40thread.v2/0?context=%7b%22Tid%22%3a%2202d870a2-d76b-4858-b1db-c0a67ed545c8%22%2c%22Oid%22%3a%2282f50e64-e41f-4e81-82b9-064137e8746b%22%7d mailto:Meckbids@mecklenburgcountync.gov https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 https://mecklenburgcounty.co1.qualtrics.com/jfe/form/SV_cxcuGZ81ui9eO0t https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjhkMWU0OWUtNDQ5Yy00OWMzLWI5NWUtMGU3OTUwOGUzNDc1%40thread.v2/0?context=%7b%22Tid%22%3a%2202d870a2-d76b-4858-b1db-c0a67ed545c8%22%2c%22Oid%22%3a%2282f50e64-e41f-4e81-82b9-064137e8746b%22%7d

Table of Contents

INTRODUCTION

1.1. Objective

1.2. Business Diversity & Inclusion (BDI) Program

1.3. Mecklenburg County Rights and Options

2. SOLICITATION PROCESS

2.1. Pre-Proposal Conference

2.2. Submission of Responses

2.3. Proposal Opening

2.4. Evaluation

2.5. Contract

3. PROPOSAL CONTENT AND FORMAT

3.1. Letter of Transmittal

3.2. Executive Summary

3.3. Statement of Work

3.4. Pricing

3.5. Insurance

3.6. Permits and/or Licenses

3.7. Audited Financial Statement

3.8. BDI Program Forms

4. DIGITAL ACCESSIBILITY COMPLIANCE

5. VENDOR SUPPORT

5.1. Vendor Registration and Training

5.2. National Institute of Governmental Purchasing Codes (NIGP)

6. SCOPE OF WORK

6.1. Project Overview

6.2. Specifications/Qualifications

6.3. Deliverables (service levels, reporting, milestones, etc.)

Form A. BID/Solicitation Participation Acknowledgement Form B. Pricing Worksheet Form C. Contract Exception Form D. Addenda Receipt Confirmation Form E. Vendor Company Information - Background and Experience Form F. Vendor Reference Form Attachment 1: BDI Solicitation Coversheet Attachment 2: BDI Form B – Identification of Subcontractor Participation Attachment 3: BDI Form C – Statement of Intent to Perform Contract with OWN Workforce Attachment 4: BDI Form D – MWBE Inclusion Plan

Introduction

1.1. Objective

Mecklenburg County, located in the State of North Carolina, is seeking Bids/Proposals from qualified vendors to provide/perform a Gun Violence Awareness and Prevention Campaign.

Background

The Office of Violence Prevention (OVP), started in 2020, aims to reduce violence in Mecklenburg County by collaborating with County, City, partners, and community to increase opportunity and build healthier, more resilient communities. The Way Forward is Mecklenburg County’s 5-year strategic plan that spells out 20 strategies designed to achieve the County’s two long term goals of reducing gun-related assault rates and homicides by 10% from the 2022 (FY 2023) baseline. Details on the strategic plan can be found here:

https://mecknc.widen.net/s/sn9pq8sszl/the-way-forward---community-violence-strategic-plan.

To date, the OVP has completed 2 (two) awareness marketing campaigns for Gun Violence Awareness Month in June 2023 and 2024 which included:

• Clean graffiti stencils placed in English and Spanish in high traffic areas around Charlotte-Mecklenburg County with a “Violence Free Zone” message.

• Clean graffiti stencils placed in English and Spanish at several middle and high schools in Mecklenburg County with a “Violence Free Zone” message.

• Radio Ads

• “Not Another” Campaign featured on buses, rail stops, billboards, and print materials

• Geo-fencing

The OVP also has engaged in collaboration with the faith community with a “Faith in Action” campaign, producing violence prevention marketing materials in the form of:

• Fans

• Pledge cards

• Yard signs

• Educational material

These marketing efforts have proven to be successful and were able to expand our reach by:

• Resulting in 3,626,305 impressions from geofencing campaign

• Awareness campaign driving 6.5K new users and 22.1K views to the OVP webpage

• Multiple clean graffiti campaigns across 97 locations within Mecklenburg County in English and Spanish

The primary audience for the project will be the residents and patrons of Mecklenburg County and all media production and materials should be available for translation in English and Spanish. Focus areas will be the 5 zip codes laid out in the plan (28216, 28208, 28206, 28205, 28215). Priority demographics will include all races (Black/African American, Native American or Alaska Native, Asian/Pacific Islander, Latino/Hispanic, Non-Hispanic White, and Multiracial/Bi-racial). Marketing efforts should be tailored to reach both adults and youth.

Contract https://mecknc.widen.net/s/sn9pq8sszl/the-way-forward---community-violence-strategic-plan.

Award of a Contract will be made to 1 (one) vendor on a competitive basis following the process, terms and conditions as described in this Solicitation.

Contract will be for a term of 2 (two) years, with no option to renew, unless earlier terminated pursuant to the terms and conditions of the Contract.

Vendors shall provide pricing based on the requirements. The proposed cost shall remain in effect for the duration of the Contract. The maximum payable contract amount will not exceed $600,000.00.

Budget Breakdown:

Year 1 $300,000.00 Year 2 $300,000.00 Total $600,000.00

1.2. Business Diversity & Inclusion (BDI) Program

It is the practice of the Mecklenburg County’s Business Diversity and Inclusion Program (the “BDI Program”), in conjunction with the County Procurement Division, to foster greater competition, increase opportunities for participation by all segments of the business community, and maximize value for the taxpayers’ dollars through efficient use of public funds.

The BDI Program accordingly is intended to promote full and equal business opportunities for all businesses contracting with Mecklenburg County by increasing the opportunity for purchase of goods and services from minority-owned and women-owned enterprises.

The BDI Program Provisions Guide details requires Contractors and Subcontractors to take all reasonably necessary steps to ensure maximum inclusion opportunity for the participation of Minority-owned, Women-owned, and Small Business Enterprises (collectively “MWSBE”), herein referred to as MBE, WBE or MWBE firms as well as other responsible vendors with fair and reasonable opportunity to participate in conducting business with Mecklenburg County.

1.3. Mecklenburg County Rights and Options

• County may in its discretion require one or more vendors to make presentations to the evaluation team or appear before management and/or its representatives for an interview.

• During such interview, the vendors may be required to orally and otherwise present its proposal and to respond in detail to any questions posed. Additional meetings may be held to clarify issues or to address comments, as deemed appropriate.

• Vendors will be notified in advance of the time and format of such meetings. Since Mecklenburg County may choose to award a Contract without engaging in discussions or negotiations, the proposals submitted shall define the vendors best offer for performing the services described in this Solicitation.

• The commencement of such discussions, however, does not signify a commitment by County to execute a Contract or to continue discussions. County may terminate discussions at any time and for any reason.

• County will decide which proposal best meets the criteria outlined in the Solicitation.

• County reserves the right to waive any minor informalities or irregularities, which do not go to the heart of the proposal or prejudice other offers, or to reject, for good and compelling reasons, any and all proposals submitted.

• Should vendors find discrepancies or omissions in this Solicitation, or any other documents provided by Mecklenburg County, the vendors should immediately notify the County of such potential discrepancy in writing via email as noted above, and a written addendum will be made available, if the County determines clarification necessary.

• Vendors are encouraged to make a good faith effort to include environmental considerations supporting waste reduction, recycling and buy-recycled products supporting markets for recycled and other environmentally preferable products whenever practical.

https://oed.mecknc.gov/bdi/resources

• County has Solicitation Terms & Conditions posted on the internet site which speaks to non-discrimination and equal opportunity. The County seeks to ensure that all segments of the business community have access to supplying the goods and services needed by County programs. The County affirmatively works to encourage utilization of minority business enterprise in procurement activities and provides equal opportunity for all businesses and does not discriminate against any vendor regardless of race, color, religion, age, sex, and national origin or disability.

• County reserves the right to reject any and/or all proposals in connection with this project, and to waive formalities in the proposal during any step of the procurement or awarding process (even after negotiations have begun).

• Final award of Contract is contingent upon availability of funds from Federal, State and/or local governing bodies.

2. Solicitation Process

2.1. Pre-Proposal Conference

• A Non-Mandatory Pre-Proposal Conference will be conducted according to the Schedule of Events. While attendance at the Pre-Proposal Conference is not mandatory, all interested vendors are encouraged to attend.

• If special accommodations are required for attendance, please notify the County representative indicated herein in advance of the date and time above and identify the special accommodation(s) required.

2.2. Submission of Responses

• Responses must be submitted electronically via MECKProcure.

• Responses sent by fax, email or flash drive will not be accepted.

2.3. Proposal Opening

• As required by North Carolina General Statute 143 – 131 according to type of Solicitation:

o Procurement staff will open the proposals received after the Due Date.

o Proposals will not be read aloud or made available to inspect or copy until any trade secret issues/proprietary and/or confidential information has been resolved and a Contract has been awarded.

o Public Bid Opening required for Federally funded projects.

2.4. Evaluation

The standard of award will be based on the most comprehensive, competitive and best value solution for the County based on 100-point scale for the following criteria/weights, the County reserves the right to modify the evaluation criteria or waive portions thereof:

• Qualifications and Experience. 40% o Vendors will be evaluated based upon their experience and qualifications in performing the same or substantially similar services, as reflected by its experience in performing such services and approach for the provision of the Services.

Experience working with multi-media content and partners in delivering health campaign content.

Knowledge of Violence Prevention/ gun violence awareness information.

• Approach. 35% o This criterion includes an evaluation of the methods and techniques that will be utilized to deliver the services.

Ability to effectively coordinate/communicate with partners and meet Deadlines.

Ability to create quality graphic design and print materials for distribution.

• Cost Effectiveness and Value. 10% o Under this criterion, proposals will be compared in terms of the most reasonable, and or most effective pricing options.

• MWBSDE Achievement Goals. 15% o Under this criterion, proposals will be compared in terms of supplies and/or services to be provided by MBE and WBE Subcontractors to meet the achievement goals for the project as listed on Attachment 1 – BDI Solicitation Coversheet.

https://mecknc.widencollective.com/c/ngotm46h

• Acceptance of the Terms of the Contract o The County will evaluate the proposals for compliance with the terms, conditions, requirements, and specifications stated in this Solicitation including the Sample County Contract referenced in Section

2.5 Contract listed below. Vendors shall provide pricing based on the requirements and terms set forth herein.

• Interviews o Interviews may be conducted with vendors at the sole discretion of the County. Any costs associated with interviews is the sole responsibility of the vendor.

2.5. Contract

• Should there be exceptions to the Contract, list them in Form C. Contract Exception.

• Please refer to the Sample County Contract attached as a document to the RFP in MECKProcure.

o If your legal counsel needs to review the Sample County Contract for potential issues, the review must be completed prior to submitting a proposal.

3. Proposal Content and Format

3.1. Letter of Transmittal

The proposal must include a cover letter of transmittal attesting to its accuracy, signed by an individual authorized to execute binding legal documents on behalf of the vendor.

• The cover letter shall provide the name, address, telephone and facsimile numbers of the vendor along with the name, title, address, telephone and facsimile numbers of the executive that has the authority to Contract with County.

• Each vendor shall make the following representations and warranty in the cover letter, the falsity of which might result in rejection of its proposal: “The information contained in this proposal or any part thereof, including any exhibits, schedules, and other documents and instruments delivered or to be delivered to County, is true, accurate, and complete. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead County as to any material facts.”

• The cover letter must include any trade secret issues/proprietary and/or confidential information.

3.2. Executive Summary

A summary describing the vendor’s understanding of the County’s requirements/specifications and the proposed solution.

• A proposed total cost for the project.

• A brief summary of the proposed total cost.

• A summary of the approach to be undertaken to perform the services.

• Highlights any superior or unique aspects of the proposal.

• If applicable, identification of the proposed project team (including responsibilities).

• If you wish to add supplemental information, please be sure the additional attachment(s) is labeled

“Supplemental Information.”

3.3. Statement of Work

Vendors must submit a Statement of Work to demonstrate competency in performing services as defined in this Solicitation.

• Include detailed description of the services to be completed along with sufficient information for the County to determine if the vendor meets each requirement. The County has identified the requirements for this Solicitation in the Scope of Work.

• Relevant case studies:

o Provide case studies showcasing past campaigns with measurable results in community engagement, awareness, or behavioral change.

• Project Management & Reporting:

o Provide a clear timeline for the campaign, ensuring all deliverables are completed on time and on budget.

o Submit performance metrics documents or tools for tracking campaign performance regarding impressions, engagement, reach, and conversion. Identify how real-time dashboards or detailed reports will be provided to the County (prefer check-in meeting once a month). Identify reports to be used to show progress towards KPIs.

o Describe how the company will participate in an introductory meeting with OVP leadership within 5 days of an executed contract to outline detailed work plan o Describe full work plan for engaging with OVP leadership within 7 days of introductory meeting with OVP leadership. Including proposed implementation timeline.

o Describe how company will track, analyze, and report on a bi-weekly basis, for the first 90 days after contract execution and monthly thereafter project progress and updates on each developed platform.

o Describe how company will participate in bi-weekly meetings with OVP leadership through Teams/in-person meetings.

o Describe company’s plan of execution 90 days and product 180 days.

• Budget Management:

o Submit line-item budget and narrative on company’s allocation for budget of $600,000 effectively. Include clear breakdown of fees for services including subcontractors, production costs, and media spend.

• Format for submission:

o File size not to exceed 2MB o Single-spaced pages o One inch margins o Font Times New Roman, size 12

3.4. Pricing

• Pricing will include all aspects of the project.

• Pricing will include travel at the IRS Per Diem rates for Charlotte NC.

• Any costs incurred in the process of preparing and/or submitting a proposal shall be borne by the proposer.

3.5. Insurance

• Evidence of adequate insurance or ability to obtain insurance must be include in the bid/response.

• Provide one of the following documents for the required insurance minimums marked below:

o A Certificate of Insurance.

o A signed and dated letter from your insurance provider on their company letterhead stating your ability to obtain coverage.

o Mecklenburg County must be listed as Certificate Holder on the Acord form.

Commercial General Liability

• Minimum $1,000,000

• Mecklenburg County must be listed as additionally insured.

Automobile Liability

• Minimum $30,000 Bodily injury (one person)

• Minimum $60,000 Bodily injury (two or more people)

• Minimum $25,000 Property damage

Worker’s Compensation and Vendors Liability

• State of North Carolina statutory requirements

• If less than three (3) employees (including the owner(s), provide signed statement on business letterhead that Worker’s Compensation not required and state the number of full-time and part-time employees including owner(s)

3.6. Permits and/or Licenses

Must procure all necessary permits and licenses and abide by all applicable laws, regulations and ordinances of all Federal, State, and local governments in which work under any resulting Contract is performed.

https://www.gsa.gov/travel/plan-book/per-diem-rates

3.7. Audited Financial Statement

• Audited Financial Statement must meet the definition as outlined in the Audited Financial Statement

Requirements

• Must be prepared by an independent Certified Public Accountant.

• The year-end date for the financial statement must be within the past twelve (12) months.

• Submit Audited Financial Statement along with proposal response.

• If Audited Financial Statement is not submitted with proposal response:

o Your CPA must submit a letter stating the Audited Financial Statement will be finalized and submitted within thirty (30) calendar days after the Proposal due date as identified on the Schedule of Events.

o Letter must be signed and on CPA letterhead.

• The Audited Financial Statement and all correspondence related to the requirement must be sent to alyson.neely@mecklenburgcountync.gov.

o Do not upload to MeckProcure.

3.8. BDI Program Forms

Bidders are expected to review the entire BDI Program Provisions Guide BDI Solicitation Coversheet as they are planning to submit the following BDI forms with their Bid/Proposal.

• BDI Solicitation Coversheet

• BDI Forms B – Identification of Subcontractor Participation

• BDI Form C – Statement of Intent to Perform Contract with OWN Workforce

• BDI Form D – MWBSDE Inclusion Plan with Bid/Proposal

The BDI forms are referenced as “Attachments” to this soliciation and are required forms.

4. Digital Accessibility Compliance Mecklenburg County has a Digital Accessibility Policy related to all public-facing digital communications initiatives. The policy supports Mecklenburg County’s goal of providing equal access to all members of the public and complying with all applicable digital accessibility laws. Mecklenburg County has obligations under laws including (but not limited to):

The Americans with Disabilities Act of 1990 (or “ADA”, 28 CFR Parts 35 and 36), Section 508 of the Rehabilitation Act of 1973 (or “Section 508”, 36 CFR 1194).

This policy should be used when procuring third-party products, components or services related to the “public-facing digital communications” that are considered to be in scope for accessibility compliance and defined as:

• Mobile Websites and Applications: Mobile optimized websites and native applications (e.g. iOS®, Android®) that can be used by the public to interact with any services offered by Mecklenburg County.

• Websites & Social Media: Websites and digital content (HTML or non-HTML) that can be accessed by the public via internet browser or social media platform (e.g. Facebook, etc.).

• Other Public Facing Websites: Other Mecklenburg County public-facing sites such as: E-Parks, EastwayRec.com, and other department websites.

• Any other digital communications effort towards public recipients.

To ensure compliance with this policy, a Voluntary Product Accessibility Template (VPAT) must be submitted to Public Information’s Web Services Manager prior to any product public implementations.

5. Vendor Support

5.1. Vendor Registration and Training

Must be completed prior to response submission but is not required to access the Solicitation documents.

• See MECKProcure to:

o Register as a vendor, click on Register located on the left side of the page.

o To access bid documents, click on Public Access located on the left side of the page.

• Training regarding Vendor Registration and Electronic Bid Submission will be provided by the Vendor Management Program Office. The training will assist with registration and electronic bid submission.

https://mecktech.sharepoint.com/sites/Forms-and-Policies/FinPolicies/Financial%20Statements%20Policy.pdf https://mecktech.sharepoint.com/sites/Forms-and-Policies/FinPolicies/Financial%20Statements%20Policy.pdf https://mecktech.sharepoint.com/teams/FIN/Procurement/ProcurementRetention/HLT_Gun_Violence_Awareness_and_Prevention_Media_Campaign_FY2025/alyson.neely@mecklenburgcountync.gov https://oed.mecknc.gov/bdi/resources https://mecktech.sharepoint.com/sites/Forms-and-Policies/PIDPolicies/Voluntary%20Product%20Accessibility%20Template%20(VPAT)%20for%20WCAG.docx o To participate in the training, you must Register for training.

o Confirmation of the scheduled training along with details will be forwarded to the registrant.

5.2. National Institute of Governmental Purchasing Codes (NIGP)

• NIGP Code is a universal taxonomy for identifying commodities and services in procurement systems.

• Define the code for the requested good/service.

6. Scope of Work

6.1. Project Overview

The Mecklenburg County Department of Public Health and Office of Violence Prevention are seeking a vendor to provide the OVP with technical assistance for digital ads, video production, advertisement signage, and print materials in contribution to gun violence awareness campaigns over a two-year period. All deliverable items produced pursuant to the awarded Contract will be the exclusive property of the County. The Vendor shall not assert a claim of copyright or other property interest in such deliverables.

Overall Tasks - The overall scope is to obtain advertising, technical, and marketing services for violence prevention campaigns including the following media areas:

• Digital Ads

• Leverage geofencing and retargeting strategies to engage with the community o Coordinate digital ad designs.

o Ability to resize designs.

• Internal postings in County/local government facilities

• Video Production

• Create short videos that showcase Charlotte-Mecklenburg County and the Office of Violence Prevention’s efforts and achievements in raising awareness on gun violence and prevention strategies.

o Engage in video production tasks o Create short-form videos o Create video recordings and produce final packaging

• Signage

• Use outdoor placements (bus, lightrail, and billboards) to reach a wide and diverse audience in high-traffic, priority areas of Charlotte-Mecklenburg County o Create coordinated marketing campaigns o Produce billboard designs o Produce bus and lightrail designs o Resize designs across different placements

• Radio/Streaming

• Collaborate with local radio stations to feature community-led content and facilitate conversations around violence prevention o Engage in event and radio spots o Produce materials to be utilized via streaming devices

• Promotional and Print Materials

• Distribute relevant tangible materials as a reminder of the awareness campaign for physical distribution as well as promotion over various social media platforms, Facebook, X, Instagram, etc.

o Produce unique promotional material designs.

o one page print material

6.2. Specifications/Qualifications

• Capabilities and Services:

https://mecklenburgcounty.co1.qualtrics.com/jfe/form/SV_cxcuGZ81ui9eO0t o Full-service agency - Vendors should offer comprehensive services that include but are not limited to, creative development, media buying, digital and print marketing, community outreach, and analytics.

o Multichannel strategy - Vendors should have experience with campaigns that integrate digital, print, social media, radio/streaming, and grassroots/community channels.

o Creative development - Vendors should provide media planning and buying services across targeted platforms, including (when applicable) digital, print, out-of-home (OOH), radio/streaming, and TV advertising, while optimizing reach and budget allocation.

o Vendors must offer translation services and create culturally appropriate content in both English and Spanish.

6.3. Deliverables (service levels, reporting, milestones, etc.)

• At the start, vendor shall provide a detailed workplan with timeline, metrics, and intended methods to market outlined.

• Vendor shall provide the County with reports on new developments through email throughout the creation process.

• The reports should include monthly metrics related to each media format advertised including numbers related to reach and effectiveness.

• Invoices should be submitted monthly or bi-monthly based off new developments in content production. They should be submitted directly to OVP leadership for processing.

Form A. BID/Solicitation Participation Acknowledgement This form is to acknowledge that you are interested in participating in this project and that you have read/reviewed the County Sample Contract that will be used upon award. Failure to submit this form by the designated date as identified on the Schedule of Events shall not preclude the Company from submitting a proposal.

• Please complete and submit this form to the email address: Meckbids@mecklenburgcountync.gov.

• In the Subject Line include: Attention: Gun Violence Awareness and Prevention Campaign #487-DL-PH00xxx

Demetrius Littlejohn, Procurement Analyst

AGENCY CONTACT INFORMATION

Name: Phone:

Fax: Email:

AGENCY INFORMATION

Agency Name:

Name: Title:

Address:

City: State: Zip Code:

Business Designation (check One)

Individual [ ] Sole Proprietorship [ ] Public Service Corp [ ] Partnership [ ]

Corporation [ ] Government/ Nonprofit [ ] LLC [ ]

Please check the appropriate box and provide the requested information:

• Yes ☐ No ☐ Will attend the Pre-Proposal Conference and will submit a Proposal

Number of attendees: In-Person Via Teleconference

• Yes ☐ No ☐ Will not attend the Pre-Proposal Conference; however, intend on submitting a Proposal

Reason:

• Yes ☐ No ☐ Will not attend the Pre-Proposal Conference nor submit a Proposal

Reason:

Form B. Pricing Worksheet Regardless of exceptions taken, Companies shall provide pricing based on the requirements and terms set forth in this RFP. Pricing must be all-inclusive and cover every aspect of the Project. Cost must be in United States dollars. If there are additional costs associated with the Services, please add to this chart. Your Price Proposal must reflect all costs for which the County will be responsible.

Submit line-item budget and narrative based on $600,000.00 USD allocated for the two-year term. No funding is currently allocated beyond the term.

o Year 1: $300,000.00 o Year 2: $300,000.00

Form C. Contract Exception

Instructions: Please acknowledge exception status to the County Sample Contract.

Exceptions to the County Sample Contract* No Exceptions to the County Sample Contract

All exceptions must be listed below. Exceptions not listed may not be considered during contract negotiation.

Page # Section Specification/Requirement Exception

Form D. Addenda Receipt Confirmation Instructions: Please acknowledge receipt of all addenda posted to MECKProcure by including this form with your Proposal.

ADDENDUM #: DATE REVIEWED:

I certify that this proposal complies with the General and Specific Specifications and conditions issued by Mecklenburg County except as clearly marked in the attached copy.

(Please Print Name) Date

Authorized Signature

Title

Company Name https://www.meckprocure.com/webapp/VSSPROD/AltSelfService

Form E. Vendor Company Information - Background and Experience Vendor Background

Question Response

Vendor Identification Vendor Legal Name:

Vendor Assumed or DBA Name:

Vendor Address:

Vendor Contact Information:

Corporate Notes Ownership:

State company ownership status

• Business

• Sole Proprietor

• Partnership

• Corporation

• Limited Liability Corporation (LLC)

• Other

State what city and state the company was legally formed.

State the date the company was formed.

Certified Partnerships:

Identify certifications held for implementing another firm’s products. Include how long the partnership or certification has been effect.

Organization Size:

Describe organization, including any parent companies, subsidiaries, affiliates and other related entities.

• If a Subsidiary o # Of employees of proposing company/division o Identify revenues of proposing company/division

Vendor Experience Customer Base:

# Of public sector clients.

# Of clients that are municipalities/counties

# Of clients served similar in size to the County

Terminated Projects:

List any terminated projects. Please disclose the jurisdiction and explain the reason for the termination.

Litigation:

List any litigation that you have been involved with during the past two (2) years regarding services provided.

Additional Narrative Response Background:

Describe company in terms of size, type of services offered, and clientele served.

Describe track record for providing services and/or deliverables similar to the Scope of Work in the Solicitation.

Financial Information:

State whether the company or its parent company (if any) has ever received any sanctions or is currently under investigation by any regulatory or government body.

Minority Women Business Enterprise (MWBE) Participation Provide a brief explanation of your company’s approach to internal diversity and inclusion.

• Provide diversity in demographics within your organization

• Provide community involvement with diverse stakeholders/organizations.

Briefly explain your company’s approach to utilizing NC Office of Historically Underutilized Businesses Minority and Women sub-firms and how they will contribute as part of the project team.

Provide good faith information on previous projects, similar in scope and scale and the achieved diversity and inclusion on those projects.

Describe the project team key individuals responsible for performing the Statement of Work services and/or deliverables.

• Provide resume with information regarding o Experience o Qualifications o Professional certifications/licensures o Other information as deemed necessary

Provide organizational chart, listing key individuals and responsibilities, including location of office(s).

• A percentage/ratio of male to female employees and the percentage/ratio of minority employees within the prime consultant firm. You may also choose to provide other examples or types of diversity within the firm.

• A percentage/ratio of male to female employees and the percentage/ratio of minority employees within the sub- firms. Sub-firms may also choose to provide other examples or types of diversity within their firms.

• Identify any MBE /WBE certified sub-firms included on your team, and identify which certification (M, W) those sub-firms have.

• Any additional information you may have regarding any efforts on the part of the prime or sub-firms towards inclusion and diversity. This may include any professional agency or university outreach efforts, internship, or education programs, etc.

Communication Describe communication scheme you will use to keep the County informed about services?

What risks are associated with project? What contingencies have been built in to mitigate those risks?

Form F. Vendor Reference Form

Please provide the following information for three (3) customers of comparable size and scope as outlined in this Solicitation, particularly North Carolina public sector customers that the vendor has been under Contract with during the past five (5) years, as well as any additional municipality references.

References may be called at any time during the procurement process. The County will not notify Vendors before reference checks begin.

The County reserves the right to check any other reference(s) that might be indicated through the explicitly specified contacts or that result from communication with other entities involved with similar projects.

If your Bid/Proposal includes a Third-Party Provider, you must also submit a separate copy of this form for each Third-Party Provider.

REFERENCE 1:

Name of Client: ___________________________________________________ Phone: ___________

Address: _______________________________________________________________________________

Primary Contact: __________________________________ Title: _______________________________

Email Address: ________________________________________ Phone: ___________________________

Service Dates: __________________________________________________________________________

Summary and Scope of Services Provided:

Client Operating Budget: $________________________ Client # of Employees: _________________

REFERENCE 2:

Name of Client: ___________________________________________________ Phone: ___________

Address: _______________________________________________________________________________

Primary Contact: __________________________________ Title: _______________________________

Email Address: ________________________________________ Phone: ___________________________

Service Dates: __________________________________________________________________________

Summary and Scope of Services Provided:

Client Operating Budget: $________________________ Client # of Employees: _________________

REFERENCE 3:

Name of Client: ___________________________________________________ Phone: ___________

Address: _______________________________________________________________________________

Primary Contact: __________________________________ Title: _______________________________

Email Address: ________________________________________ Phone: ___________________________

Service Dates: __________________________________________________________________________

Summary and Scope of Services Provided:

Client Operating Budget: $________________________ Client # of Employees: _________________

10/2018

Attachment 1: BDI Solicitation Coversheet

BUSINESS DIVERSITY & INCLUSION (BDI) PROGRAM PROVISIONS GUIDE

Mecklenburg County Government Formal Documents

BDI SOLICITATION COVERSHEET

The County maintains a strong commitment to the inclusion of MWBEs in the County’s contracting and procurement process. Accordingly, BDI provides information and forms that Bidders will supply to be considered for the Program.

Bidders are expected to review the entire BDI Program Provisions Guide and this BDI Solicitation Coversheet as they are planning to submit the BDI form(s) with their Bid/Proposal.

The Bid/Proposal should outline any supplies and/or services to be provided by Subcontractors, including each certified Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) for the Contract. Submittals (forms) and time frames can be referenced in Section-4.

PROJECT NAME: Gun Violence Awareness and Prevention Campaign #487-DL-PH-00xxxx

INDUSTRY CATEGORY

Architect & Engineering Construction Professional Services Other Services Goods

Review the established participation goal type selected with the below for this specific solicitation.

PARTICIPATION GOAL TYPES

*Note: the goals must be achieved independently and not in combination

Required Bid forms associated with this participation goal type are:

• [Form A] Listing of Good Faith Efforts (GFE)

• [Form B] Identification of Subcontractor Participation

• Joint Ventures Documentation (include when is selected)

• [Form B] Identification of Subcontractor Participation

• [Form C] Statement of Intent to Perform Contract with Own Workforce

• [Form D] MWBE Inclusion Plan

• [Form D] MWBE Inclusion Plan

Document Effective: 20220701 | Revised: XXXXXXXX

A. CONTRACT-BY-CONTRACT GOALS

THE ESTABLISHED PARTCIPATION GOALS FOR THIS PROJECT ARE:

MBE WBE

B. ACHIEVEMENT GOALS

THE ESTABLISHED PARTICIPATION GOALS FOR THIS PROJECT ARE:

11% MBE 4% WBE

C. SPECIAL PROJECTS

THE ESTABLISHED PARTICIPATION GOALS FOR THIS PROJECT ARE:

MBE WBE

Attachment 2: BDI Form B – Identification of Subcontractor Participation

Form B – Identification of Subcontractor Participation [Submit with Bid]

The County maintains a strong commitment to the inclusion of MWBEs in the County’s contracting and procurement process when there are viable subcontracting opportunities. Bidders must submit this form with their Bid/Proposal outlining any supplies and/or services to be provided by all Subcontractors, including each MBE, WBE, and non-certified firms for the Contract.

***Prior to submission, review your documents for accuracy and ensure all items are complete***

I, the Authorized Person, do hereby certify that on this Contract, we intend to use the following certified MWBEs and non-certified firms as Subcontractors (subconsultants, vendors, suppliers, and/or providers of professional and/or other services). We intend to expend the amounts/percentages below of the total dollar amount of the contract with the businesses listed **MBE and WBE Certification with the NCHUB Office is required to be counted toward participation goals.

Total Utilization Amount

Total Utilization

Percentage

Total MBE Amount

Total MBE Percentage

Total WBE Amount

Total WBE Percentage

Total Non- Certified Amount

Total Non- Certified

Percentage

Firm Name /

Contact Person Telephone /

Email County /

State

Scope of Work MBE Amount

WBE

Amount

Non- Certified Amount

Name of Bidder:

(Company Name)

Certification Status (check all that apply):

MBE WBE NCSBE

CBI-SBE NCDOT-DBE

Project Name: Solicitation #: Total Bid Amount:

Authorized Person: Telephone: Email:

(add additional sheets if needed)

Pursuant to GS143-128.2(d), the undersigned will enter into a formal agreement with the firms listed on this form, conditional upon execution of a contract with the Owner. Failure to fulfill this commitment may constitute a breach of the contract, giving rise to all contract and/or statutory remedies, including but not limited to cancellation of the contract.

The undersigned hereby certifies that he or she has read the BDI Program Provisions Guide and the terms of this commitment and is authorized to bind the Bidder to the commitment herein set forth.

Signature of Authorized Person Title Date

Attachment 3: BDI Form C – Statement of Intent to Perform Contract with OWN Workforce

Form C – Statement of Intent to Perform Contract with OWN Workforce [Submit with Bid]

Name of Bidder:

(Company Name)

Certification Status:

MBE WBE NCSBE

CBI-SBE NCDOT-DBE

Telephone: Emails:

Project Name: Solicitation #:

Total Bid Amount:

I hereby certify that it is our intent to perform 100% of the contract required for this Contract.

1. In making this certification, the Bidder states that the Bidder does not customarily subcontract elements of this type of project, normally performs, has the capability to perform, and will perform all elements of the work (labor) on this project with his/her own current workforces – including any aggregation of material, equipment or supplies required for the project provided by the Bidder’s company for utilization on a County Project, with the total value of which is ten percent (10%) or more of the value of the contract or $2,000, whichever is less; and

The Bidder agrees to provide any additional information or documentation requested by the owner in support of the above statement.

2. If it should become necessary to subcontract some portion of the work at a later date, the Bidder will comply with all "Good Faith Efforts" requirements in providing equal opportunity to MWBE firms to Subcontract the Work. The BDI Program Office should be notified immediately and approved, and respective BDI Program Provisions and Forms should be adhered to.

The undersigned hereby certifies that he or she has read the BDI Program Provisions Guide and this certification and is authorized to bind the Bidder to the commitments herein contained.

State of , County of Subscribed and sworn to before me this day of 20 Notary Public Name/Signature My commission expires

Date: Name of Authorized Person:

Signature:

Title:

SEAL

Attachment 4: BDI Form D – MWBE Inclusion Plan

Form D – MWBE Inclusion Plan [Submit with Bid, when selected in the BDI Solicitation Coversheet]

Create a detailed description of the strategies and actions the Bidder will take to outreach fairly and equitably, support, and contract with MWBEs.

The following are elements to incorporate into the MWBE Inclusion Plan to help collaborate with MWBEs by addressing the following, but not be limited to:

• the firms you contacted, when, and how you made contact, and their contact information

• the outreach strategy used to meet this Contract’s MWBE achievement goals;

• the specific resources and resource contacts utilized to locate MWBE firms for this

Contract;

• the plan for building a connection with MWBEs and developing a project team;

• the plan to strengthen business relationships;

• the methods that will be used to improve lines of communication;

• the approach(es) that will be taken to resolve disputes;

• detailed description of the supportive services and activities that will be established for business development and how the plan will be executed;

• the mentorship opportunities that will be made available and how those opportunities will be executed; and

• the efforts that will be made available for capacity building and how those efforts will be executed.

(add additional sheets if needed)