ITB025395_Contract.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: MEDIA BUYING SERVICES

CONTRACT No.: ITB025395

CONTRACT ID: 25395

EFFECTIVE DATES: 10/1/2025 to 8/31/2028

SUPPLIER: SINGLETON & PARTNERS, LTD

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000024566. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 48 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to the Ohio Department of Education and Workforce, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________ Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 - SCOPE This solicitation describes the requirements for Media Buying Services and associated administrative support as determined by the Ohio Department of Education and Workforce (the Agency). The Contractor must serve as the Agency’s Media Clearinghouse, working collaboratively with the Agency to determine the best means of delivery for each message and distributing those messages to the appropriate Media Provider. Media types may include, but are not limited to, print, radio, television, and social media.

The Agency has conducted proactive media campaigns on various education related items, including Summer Food Service Program, Career-Technical Education, and Educational Savings Accounts. The Agency seeks a media buyer to lend expertise and assist future campaigns.

The Agency receives grant funding from a number of sources to promote various education topics. Some national education promotion campaigns have media material (e.g., TV and radio spots, camera-ready print layouts, etc.) created to accompany the funding. For all other campaigns, the Agency has video and design staff capable of creating most needed materials.

The Agency will assign the placement of various media campaigns including television, radio, print, billboard, Internet, transit, sponsorship, non-traditional media and other assets. These campaigns may have a general demographic reach or a highly targeted effort to specific markets and demographics.

The Contractor is responsible for fulfilling the following needs during each media campaign:

1.1.1 - Pre-campaign preparation:

1.1.1.1 - Assist the Agency with determining the campaign scope and target audiences.

1.1.1.2 - Assist the Agency with identifying Ohio media options.

1.1.1.3 - Assist the Agency with researching the demographics of target audiences.

1.1.1.4 - Identify potential media approaches to best reach target audiences with maximum effectiveness.

1.1.1.5 - Identify potential media outlets to best reach target audiences with maximum effectiveness.

1.1.1.6 - Based on identified target audiences and media approaches, develop a detailed media plan for the campaign to include proposed dates, times, locations, media outlets and estimated gross media impressions.

1.1.2 - Campaign execution:

1.1.2.1 - Recommend campaign-specific paid placements and/or additional placements.

Recommendations will include cost, details, and desired impact.

1.1.2.2 - Provide a campaign proposal that includes exact dates of media runs as well as the deadline to submit final artwork to the Contractor for distribution.

1.1.2.3 - Upon Agency approval, the Contractor will be responsible for and signatory to the media contracts.

1.1.2.4 - Negotiate radio and television airtime for commercial-type announcements, publication space for print outlets and outdoor space, Internet site placements, and any other media used for placements and promotional projects.

1.1.2.5 - Distribute digital advertisement files to contracted media outlets.

1.1.2.6 - During the campaign run, verify all contracted placements complete their run by established deadlines.

1.1.3 - Post-campaign wrap-up:

1.1.3.1 - After the campaign run, receive and reconcile media outlet invoices against verified media placements (per Section 1.1.2.6).

1.1.3.2 - Pay valid invoices for media buys. Any discrepancies found during invoice reconciliation

(per Section 1.1.3.1) require Agency approval prior to payment. The Contractor will be reimbursed by the Agency after the invoices are verified as paid. The Contractor must provide the documentation proving the invoices were paid.

1.1.3.3 - Provide analytics reports during and upon close-out of the media event that includes details of expenditures. In the analytics reports, provide a summary of the estimated audiences reached by the campaign that includes impressions, reach and messaging content. The format of the analytics reports will be determined jointly by the Agency and the Contractor. These reports must be submitted halfway through the campaign run and within 30 days of completion of each media campaign.

1.2 - DEFINITIONS

1.2.1 - Agency: The Ohio Department of Education and Workforce including the various program areas within the Department that may require the Contractor’s services.

1.2.2 - Media Clearinghouse: The business organization that disseminates messages on behalf of the Agency, as directed. Responsible for performing the necessary associated operations such as coordinating with, directing, paying, and evaluating Media Providers.

1.2.3 - Media Provider: A business organization that provides a means of communication that widely reaches or influences people, such as radio, television, newspapers, magazines, billboards, internet, and social media.

1.2.4 - Reimbursable Expenses: Payments made to approved Media Providers and Contractor expenses identified in the Agency approved media plans. Contractor expenses are only those reasonable and necessary costs directly tied to Contract work and approved by the Agency. Reimbursable Expenses do not include fees, interest, indirect, or overhead costs.

1.3 - CONTRACTOR REQUIREMENTS

1.3.1 - COLLABORATION The Contractor must work collaboratively with the Agency.

1.3.1.1 - The Contractor must have adequate availability to meet with the Agency. Timelines will be established when the Agency contacts the Contractor for services.

1.3.1.2 - The Contractor must assist with determining the most appropriate media types to best reach target audiences.

1.3.1.3 - The Contractor must develop a detailed Media Plan, based on identified target audience(s), that includes proposed dates, markets, locations and estimated media impressions. This Media Plan should include, but is not limited to, radio and television airtime, publication space, outdoor space, social media and any other media as necessary, used for advertising and promotional projects. Costs for each segment of the plan must be allocated individually.

1.3.1.4 - The Contractor must submit Media Plans for approval to the Agency within ten days after the Agency issues a purchase order, excluding rush orders. The media services are to be provided within ten days of the Agency approving the media plan. In the event of a rush, the Agency will provide as much notice as possible, but the Contractor should be willing to work within restricted timeframes and make every reasonable effort to meet the requests.

1.3.2 - MEDIA PLACEMENT The Contractor must manage all media placement contracts as approved by the Agency.

1.3.2.1 - The Contractor must negotiate and procure media placement contracts as approved by the Agency.

1.3.2.2 - The Contractor must coordinate purchasing, development, production, printing, and distribution of artwork for media placements. If printing is required, the Agency reserves the right to use existing State resources.

1.3.2.3 - The Contractor must coordinate layout and design of artwork formatting as required by each media outlet.

1.3.2.4 - The Contractor must coordinate the billing for all media placement contracts.

1.3.2.5 - The Contractor must pay media outlets for media purchased not later than 75 days after Contractor receives the invoice.

1.3.3 - CONTRACT MANAGEMENT

1.3.3.1 - QUARTERLY REPORT The Contractor must submit a report to the Agency on all media outlet accounts quarterly.

• The report must include balances due including due date and late balances, payments made the previous quarter, charges/balances in dispute and any pending charges.

• The report must include media placements in the appropriate format per section 1.4.2.

• The report must include an in-depth media evaluation of all approaches and is to include presentation slides or graphs. The evaluation must provide the following information:

o The number of paid airings or print ad placements, including estimated gross impressions for each.

o The number of bonus media placements, print ad placements, or other opportunities, including estimated gross impressions for each.

o Problems, if any, that occurred which affected the planned media purchases and how these issues were resolved.

o Any instances in which media placement has been made accessible. Accessible media placements mean incorporating features that make it usable and understandable to individuals with disabilities.

o Adjustments, if any, that were made to the Media Plan after implementation and the positive/negative impacts of these adjustments.

1.3.3.2 - INDIVIDUAL PROJECT COMPLETION REPORT The Contractor must submit a report to the Agency for each individual project within 30 days of the project completion. This report must include all requirements of the Quarterly Report (see section 1.3.3.1) specific to the subject project as well as any additional requirements that may be necessary to satisfy the demands of the Agency or the grant/funding source. The Agency will advise the Contractor of any unique reporting requirements early in the project.

1.3.3.3 - INVOICING

• Invoices must be submitted to the Agency via email as noted on the purchase order.

• Invoices must clearly identify costs by purchase order number.

• Invoices must be submitted no later than 30 days from the last date of service or job and must include copies of all invoices from the media outlets to the Contractor including proof of payment. The Contractor must coordinate closely with the Agency if instances occur that delay invoicing such as discrepancies or lack of documentation and work diligently to expedite final invoicing.

o Reimbursable Expenses must be clearly identified and correlate to those in the Agency approved Media Plan.

o The Agency may request additional documentation in support of the Reimbursable

Expenses.

1.4 - GENERAL

1.4.1 - All products, reports, and evaluations developed under the Contract are property of the Agency and shall be provided upon request.

1.4.2 - All print work will be provided to the Agency in electronic form. All other forms of media will be delivered in an appropriate format as agreed upon by the Agency.

1.5 - AGENCY RESPONSIBILITIES The Agency will provide the Contractor with clear media objectives and identify desired public announcements, content, and determine the available funding.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 03/31/25) govern this Contract and are incorporated as if fully rewritten herein.

https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - AMENDMENT TO CONTRACT TERMS AND CONDITIONS The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.2 - ORDER OF PRIORITY The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.3 - MINORITY BUSINESS ENTERPRISE (MBE) SET ASIDE The State is committed to making more State contracts and opportunities available to minority business enterprises (MBE) certified by the State of Ohio pursuant to Section 122.921 of the Ohio Revised Code and Rule 123:2-14-01 of the Ohio Administrative Code, as those provisions may be amended, renumbered, replaced or otherwise modified. This solicitation is being issued as a minority set aside contract in accordance with Section 125.081 of the Ohio Revised Code. All suppliers must be an Ohio certified MBE as of the solicitation due/opening date. Pursuant to OAC 123:2-14- 02 (V), suppliers are required to be certified in the appropriate UNSPS Code for the products, supplies, or services specified in the solicitation. If a certification application has been submitted that needs to be expedited to meet the solicitation due/opening date, contact the Minority Business Development Division at the Department of Development. For more information regarding Ohio MBE certification requirements, including a list of Ohio certified MBE businesses, please visit Development’s Minority Business Development Division web site.

Any supplier seeking to submit a response to this solicitation must provide a copy of its Ohio MBE certification with its response. The supplier must maintain a valid certification throughout the term of the Contract, including any renewals. Failure to maintain a valid certification will be considered a breach of the Contract.

The UNSPS Commodity Code for this solicitation is 82101900 – Media Placement and Fulfillment.

3.4 - DESCRIPTIVE LITERATURE The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - CONTRACT AWARD The contract will be awarded to the lowest responsive and responsible bidder by the lowest commission percentage of net media placement. The Contractor's commission is the percentage the Agency will pay the Contractor based upon the cost of the media purchased for the Contract.

5.2 - EVALUATION Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”.

5.3 - ADDITIONAL DOCUMENTATION The Bidder shall submit additional documentation as required below. The documentation will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said documentation within three business days after request/notification by the Office of Procurement Services to do so. Failure of the Bidder to furnish additional documentation either as part of their bid response or within the time specified herein may deem the bidder not responsive.

5.3.1 - Media Buying Experience The Bidder must have experience serving as a media buyer within the last two years and shall provide documentation supporting this claim. This experience must include the Bidder providing media administrative services, managing media provider performance, and reporting.

5.3.2 - Public Sector Experience The Bidder must demonstrate experience purchasing advertising for public sector entities. The Bidder’s experience must include using at least two different types of media within the last two years and it shall provide documentation supporting this claim.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5.3.3 - Designated Account Representative The Bidder must designate a primary account representative with at least two years of experience managing media buying and shall provide documentation supporting this claim.

5.3.4 - References The Bidder must provide at least three verifiable references for jobs of similar scope.

The reference must include the name and address of the company, the name and email address of the contact person, a brief description of services provided, and the length of service for that company. Upon request from the Office of Procurement Services, the Bidder will provide additional references if needed.