ODOT_ITB_336-26_RFP_-_Cost_Estimate_-_EMS.xlsx
XLSX spreadsheet 26 KB Posted
- Attached to
- Competitive Selection OH|DOT33626-2
- Contract number
- DOT33626-2
- Issued by
- Ohio
About this file
The document is a cost estimate and pricing spreadsheet for a DriveOhio Marketing and Event Support contract with Event Marketing Strategies (EMS), an awarded vendor for the Ohio Department of Transportation (ODOT). The contract appears to be an indefinite delivery vehicle for marketing and event support services specifically related to DriveOhio, a state transportation initiative.
The contract is structured as a two-year agreement with a total project cost of $1,144,000, broken down into annual increments of $572,000. Services include event management, implementation of DriveOhio Alliance Meetings, industry forums, professional development events, digital asset creation, marketing collateral development, and on-site event management with brand ambassadors. Pricing includes detailed hourly rates for various services, with additional estimated rebilled expenses for venue access, catering, audio/visual equipment, decor, marketing materials, and miscellaneous event-related costs. The vendor offers scalable brand ambassador staffing with pricing ranging from $500 for a half-day single ambassador to $14,050 for a full-day team of 20 ambassadors, with an overtime rate of $55 per person per hour beyond 10 hours.
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Other files
| File | Type | Posted |
|---|---|---|
| Affirmation_and_Disclosure_-_EMS_signed.pdf | ||
| DriveOhio_Marketing_and_Event_Support_ITB_Bid.pdf | ||
| Signature__4___1___002_.pdf |
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Text version
DriveOhio Cost Estimate
| Vendor Name: | Event Marketing Strategies | |||
| DriveOhio Marketing and Event Support | ||||
| ITEM | UNIT | DESCRIPTION | Vendor | Unit Cost |
| 1 | HOUR | Event Support | Event Marketing Strategies | $ 382,400.00 |
| 2 | HOUR | Support of Industry Forums / Advisory Groups | Event Marketing Strategies | $ 53,000.00 |
| 3 | HOUR | Development and Delivery of Marketing Collateral | Event Marketing Strategies | $ 33,000.00 |
| 4 | HOUR | Digital Asset Creation (website graphics, outreach materials, video production, etc.) | Event Marketing Strategies | $ 103,600.00 |
| Comments | For detailed cost estimate with scope breakdown, please see separate tab below | |||
| Total Cost (Per Year) | $ 572,000.00 | |||
| Total Project Cost (2 Years) | $ 1,144,000.00 |
Detailed Cost Estimate
| Estimated Fees | Hours | Total | ||
| Event Management, Implementation & Execution | ||||
| Event Management (April 2025 - March 2026) | 416 | $ 83,200.00 | ||
| Est. two (2) DriveOhio Alliance Meetings, four (4) Industry Forums, and ten (10) Professional Development events (employee training, community training, student training, etc.) | ||||
| Event Implementation | ||||
| Venue Outreach & Facilitation | 110 | $ 22,000.00 | ||
| Vendor Services Management & Coordination | 165 | $ 33,000.00 | ||
| Industry Forums / Advisory Groups | 265 | $ 53,000.00 | ||
| Registration & Attendee Coordination | 82 | $ 16,400.00 | ||
| Signage & Event Layout | 116 | $ 23,200.00 | ||
| Marketing, Promotion & Procurement | ||||
| Development and Delivery of Marketing Collateral | 165 | $ 33,000.00 | ||
| Digital Asset Creation | 518 | $ 103,600.00 | ||
| Staffing & Training | 135 | $ 27,000.00 | ||
| Post-Event Analysis | 172 | $ 34,400.00 | ||
| SUBTOTAL | $ 428,800.00 | |||
| On-Site Event Management & Activation | ||||
| Est. one (1) Field Team Lead and three (3) Brand Ambassadors | ||||
| to support setup of events, full day (est. 16 events) | $3,700.00 | $ 59,200.00 | ||
| Est. one Field Team Lead per event, plus three-five (3-5) | ||||
| Brand Ambassadors, full day (est. 16 events) | $5,250.00 | $ 84,000.00 | ||
| SUBTOTAL | $ 143,200.00 | |||
| ANNUAL GRAND TOTAL | $ 572,000.00 | |||
| TWO YEAR PROJECT GRAND TOTAL | $ 1,144,000.00 |
| Estimated Rebilled Expenses (at net) | Per Fee | Estimated Range | Estimate Total |
| Venue Access Fees | estimated per event | $500-$30,000 | $ 27,000.00 |
| Vendor Services (tents, chairs, tables, restrooms, etc.) | estimated per event | $10,500-$75,000 | $ 52,000.00 |
| Catering (hor d'oeuvres to full meal options) | estimated per event | $5,500-$20,000 | $ 29,600.00 |
| A/V (equipment, stage, podium, sound system) | estimated per event | $3,500-$45,000 | $ 19,000.00 |
| Décor | estimated per event | $1,500-$25,000 | $ 22,000.00 |
| Marketing signage and printing (feather flags, informational handouts, aframes, tablecloths, event website fees, etc.) | estimated per event | $1,500-$3,500 | $ 28,000.00 |
| Security, permits, parking, and misc. access fees | estimated | $750-$3,500 | $ 4,500.00 |
| Branded giveaways/premiums (est. 200/event at $1.50 ea) | estimated per event | $1,250-$7,500 | $ 4,800.00 |
| Volunteer/staff apparel (est. 75 at $105 ea) | estimated | $1,250-$7,500 | $ 7,875.00 |
| Site visits, travel, rentals, parking, fuel, meals, rentals, etc. | estimated per event | $500-$1,250 | $ 6,250.00 |
| Professional videographer | estimated | $12,500.00 | $ 12,500.00 |
| Professional photographer (est. 6 events) | estimated per event | $300-$500 | $ 2,700.00 |
| Misc. shipping, supplies, nametags, wi-fi hotspots, etc. | estimated per event | $150-$1,750 | $ 7,200.00 |
| Contingency | estimated | $7,500.00 | $ 7,500.00 |
| ESTIMATED ANNUAL GRAND TOTAL | $ 230,925.00 | ||
| ESTIMATED TWO YEAR PROJECT GRAND TOTAL | $ 474,350.00 |
| Brand Ambassador Staffing Fees | |||
| Number of Ambassadors | Half Day | ||
| (up to 5 hours) | Full Day |
(up to 10 hours)
| 1 Brand Ambassador | $500.00 | $1,000.00 |
| 2 Brand Ambassadors | $975.00 | $1,950.00 |
| 3 Brand Ambassadors | $1,425.00 | $2,850.00 |
| 4 Brand Ambassadors | $1,850.00 | $3,700.00 |
| 5 Brand Ambassadors | $2,250.00 | $4,500.00 |
| 6 Brand Ambassadors | $2,625.00 | $5,250.00 |
| 7 Brand Ambassadors | $2,975.00 | $5,950.00 |
| 8 Brand Ambassadors | $3,275.00 | $6,550.00 |
| 9 Brand Ambassadors | $3,550.00 | $7,100.00 |
| 10 Brand Ambassadors | $4,050.00 | $8,100.00 |
| 11 Brand Ambassadors | $4,325.00 | $8,650.00 |
| 12 Brand Ambassadors | $4,600.00 | $9,200.00 |
| 13 Brand Ambassadors | $4,875.00 | $9,750.00 |
| 14 Brand Ambassadors | $5,150.00 | $10,300.00 |
| 15 Brand Ambassadors | $5,425.00 | $10,850.00 |
| 16 Brand Ambassadors | $5,700.00 | $11,400.00 |
| 17 Brand Ambassadors | $5,975.00 | $11,950.00 |
| 18 Brand Ambassadors | $6,250.00 | $12,500.00 |
| 19 Brand Ambassadors | $6,525.00 | $13,050.00 |
| 20 Brand Ambassadors | $7,025.00 | $14,050.00 |
| Over 10 hours per any day or more than 20 Brand Ambassadors | $ 55.00 / person / hour |
File details come from the government source that posted it. Updated .