PRF70_CUG_03.13.2025.pdf

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: March 13, 2024 Template version: 7.0 Page 1 of 25

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Contract User Guide for PRF70

PRF70: Advertising, Marketing & Event Planning Services

UPDATED: March 13, 2024

Contract #: PRF70

MMARS MA #: PRF70*

Initial Contract Term: September 1, 2020 – August 31, 2025

Maximum End Date: August 31, 2025

Current Contract Term: September 1, 2020 – August 31, 2025

Category Managers: Hayley Lebert, 617-720-3146, hayley.lebert@mass.gov

Gerry Dawson, 978-429-4512, gerard.dawson@mass.gov

This Contract Contains: Small Business Purchasing Program, Supplier Diversity Office (SDO)

Businesses, Prompt Payment Discount Program, and Vendor

Appraisal Management Form

UNSPSC Codes: 80-14-15 Market Research

82-14-15 Art Design Services

80-14-00 Marketing and Distribution

Updates: Vendor Contact Information Update

*The asterisk is required when referencing the contract in the Massachusetts Management

Accounting Reporting System (MMARS).

http://www.mass.gov/osd mailto:hayley.lebert@mass.gov mailto:gerard.dawson@mass.gov

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Table of Contents:

(NOTE: To access hyperlinks below, scroll over desired section and CTL + Click)

• Contract Summary

• Contract Categories

• Benefits and Cost Savings

• Find Bid/Contract Documents

• Who Can Use This Contract

• Subcontractors

• Supplier Diversity Requirements

• Pricing, Quotes and Purchase Options

• Instructions for MMARS Users

• Procurement Exclusions

• Environmentally Preferable Products

• Emergency Services

• Additional Information/FAQ's

• Performance and Payment Time

Frames Which Exceed Contract

Duration

• Strategic Sourcing Team Members

• Appendix 1: Category Description

• Appendix 2: Category Specifications

• VENDOR LIST AND INFORMATION

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http://www.mass.gov/osd

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Contract Summary This contract provides a list of pre-qualified vendors who will provide services under the awarded Statewide Contract for PRF70 Advertising, Marketing & Event Planning Services. Vendors are qualified to perform services for one or more categories under this contract. The resulting Contract will serve as the primary Statewide Contract used by Executive Agencies of the Commonwealth for the services covered by the Contract. The resulting Contract will replace Statewide Contract PRF60.

This contract has minimum quote requirements.

Contract Categories This contract includes 5 categories of service as listed below:

Category 1: Web-Based, Social & Emerging Media Category 2: Creative Services: Arts & Graphic Design, Commercial Photography & Video Production Category 3: Marketing Services: Marketing, Advertising & Public Relations Category 4: Event Planning & Event Support (to include both physical and virtual events) Category 5: Integrated Marketing Services

PRF70 Services include, but are not limited to:

• Structuring Marketing Programs

• Production Design

• General Design

• Creative Development & Production

• Media Planning

• Media Buying*

• Medium Monitoring

• Translating Advertising Goals & Strategies into effective media buys and schedules

• Promotion Development &

Implementation Assistance

• Campaign Web Design

• Direct Marketing & Social Media Marketing

• Earned Media (graphic design & copy editing)

• Development of Market Research &

Strategies

• Situational Analysis

• Market Summary & Analysis

• SWOT Analysis (Strength, Weakness, Opportunity & Threat)

• Financial Analysis including budgets & forecasts

• Control Mechanisms with Implementation

Milestones

• Organization & Contingency Plans

• Public Service Announcements (PSAs)

• Coordinating, Organizing, Producing &

Executing Physical and Virtual Events &

Functions

• Securing Support Services for Conducting a

Campaign, Graduation Ceremonies &

Engaging Convention Support Personnel and/or Services

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The list of pre-qualified vendors for all categories can be found in the vendor tables. Details on each Category Description can be found in Appendix 2.

Benefits and Cost Savings Statewide contracts are an easy way to obtain benefits for your organization by leveraging the

Commonwealth’s buying power, solicitation process, contracting expertise, vendor management and oversight, and the availability of environmentally preferable products.

• Encourages a partnership between vendor and engaging entity for best value.

• Aggregating projects and volume can be established with vendor for common themes and best value.

• Summarizing department needs in a Statement of Work (SoW) can effectively allow for ceiling prices to be negotiated based on an identified volume not known during the State bid process.

• Pricing Sheet includes additional discounts offered by vendors on the contract.

• Vendors have clients who are small and large and have a local and national presence.

• Awarded vendors’ business profiles are available for purchasing entities to review.

• Contract documents are located in one central location in COMMBUYS.

• Vendor Appraisal System allows users of the contract to appraise vendors’ performance on specific projects.

Find Bid/Contract Documents

• To find all contract-specific documents, including the Contract User Guide, RFR, specifications, price sheets and other attachments, visit COMMBUYS.com and search for PRF70 to find related Master Blanket Purchase Order (MBPO) information.

• Master Blanket PRF70, visit: PO-21-1080-OSD03-SRC3-19948

• Category 1: MBPO-21-1080-OSD03-SRC3-20808

• Category 2: MBPO-21-1080-OSD03-SRC3-20810

• Category 3: MBPO-21-1080-OSD03-SRC3-20811

• Category 4: MBPO-21-1080-OSD03-SRC3-20812

• Category 5: MBPO-21-1080-OSD03-SRC3-20813

Who Can Use This Contract Applicable Procurement Law Executive Branch Goods and Services: MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00; Applicable

Procurement Law: MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00

Eligible Entities http://www.mass.gov/osd http://www.commbuys.com/ https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC3-19948&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC01-20808&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC01-20810&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC3-20811&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC3-20812&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC3-20813&releaseNbr=0&external=true&parentUrl=close

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Please see the standard list of Eligible Entities on our Who Can Use Statewide Contracts webpage.

Subcontractors Prior approval of the department is required for any subcontracted service of the Contract. Vendors are responsible for the satisfactory performance and adequate oversight of their subcontractors. The following govern the subcontracting relationship under this contract:

• Vendors are responsible for the satisfactory performance and adequate oversight of any subcontractors. Any provisions contained in any subcontract agreement do not bind eligible entities nor are eligible entities ruled by any requirements that could be in conflict with the requirements of PRF70.

• Subcontracting should appear seamless to the Commonwealth’s eligible entities.

Subcontractors must be identified in the SoW for the eligible entities.

• OSD and/or Eligible entities reserve the right to approve or reject any and all subcontractors identified by the awarded bidder.

• The portion of the SOW that addresses subcontracting, subcontractors, and their work must include a clear description of the work to be performed, capabilities and qualifications of the subcontractor to perform such work, breakdown of costs, hours, and method of payment.

Supplier Diversity Requirements When selecting contractors and placing orders, Executive departments shall utilize diverse and small businesses to the extent possible based on contract terms, SDO and departmental policies, laws, and regulations. Additionally, departments shall make a preference for contractors with higher SDP commitments and/or performance whenever such information is available (or is requested from contractors by the department) and the preference is feasible.

OSD provides up-to-date information on the availability of diverse and small businesses on statewide contracts through the Statewide Contract Index available on the COMMBUYS home page. See the “Programs (SDO and SBPP)” tab for current certification and small business status of contractors on this contract.

https://www.mass.gov/info-details/statewide-contract-benefits-and-eligible-entities https://www.mass.gov/doc/statewide-contract-index/download

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When soliciting quotes, the following requirements apply:

Expected annual value of the RFQ

RFQ process requirements

Less than or equal to $250,000/year

• Notify at least two small businesses capable of providing the product or service of the opportunity, if available.

• Include SBPP contract language and place it prominently within the RFQ.

• Evaluate bids received from, and award a contract to, an SBPP-participating small business that meets the department’s best value criteria.

• Award to a large business only if there is no SBPP participating business meeting departments’ best value criteria.

• Conduct a clarification/BAFO/negotiation before disqualifying an SBPP-participating business based on price or desirable criteria.

• See the Best Value Evaluation of Responses to Small Procurements: A Guide for Strategic Sourcing Teams for additional guidance.

More than $250,000/year

• Notify at least two diverse and/or small businesses capable of providing the product or service of the opportunity, if available.

• Make a preference for contractors with higher SDP commitments and/or performance whenever such information is available (or is requested from contractors by the department) and the preference is feasible.

• Note: Departments may ask the prime Contractor for an additional SDP commitment specifically related to the Department’s purchase or engagement. SDP spending for such a purchase or engagement must be reported by the Contractor using the SDP Reporting Form directly to the Department and may not be included in any other SDP reporting filed by the Contractor.

OSD provides up-to-date information on the availability of diverse and small businesses on statewide contracts through the Statewide Contract Index available on the COMMBUYS home page. See the “Programs (SDO and SBPP)” tab for current certification and small business status of contractors on this contract.

Pricing, Quote and Purchase Options Purchase Options http://www.mass.gov/osd https://www.mass.gov/media/2307721/download https://www.mass.gov/media/2307721/download https://www.mass.gov/doc/statewide-contract-index/download

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The purchase options identified below are the only acceptable options that may be used on this contract:

Purchase Options Purchases made through this contract will be direct outright purchases. All elements of the project’s creation through the use of Commonwealth funds are owned by the Commonwealth except where prior ownership has been established. Commonwealth departments should be made aware of such exceptions.

Compensation Structure/Pricing & Expenses Compensation Structure/Pricing: The compensation structure for PRF70 contract is according to individual projects as described and agreed to in the SoW and the accepted bidder response. Awarded vendors are required to provide specific and transparent prices in all responses to bid quotation requests.

• Project Pricing: Costs under PRF70 must be determined through project-based compensation.

Each pricing sheet on the contract includes an up-to ceiling rate for each job classifications under the contract.

• Most engagements will not be bid at the ceiling rate. Eligible entities will determine the format in which quotations for their specific project will be collected. Vendors are expected to be competitive with each project and must provide a detailed and transparent budget related to the scope of services to be completed. Eligible entities and awarded PRF70 vendors may negotiate project rates as part of the bid process. Negotiated project rates may be published by the eligible entities as part of the bid records in COMMBUYS.

• Hourly Rates: Engagements that are limited in scope, time and value might be best quoted on an hourly rate basis, which is an approved compensation method under this contract.

NOTE: Regardless of the type/category of bid response, all vendors must include the number of edits or corrections allowed without an additional charge and what the charge will be after that level is reached. These changes are known as Artists Adjustments, AA’s, Edits, Corrections, Changes, etc., but the vendor’s response to the SOW must be clear.

Buying Power: relates to the media buying relationship that a vendor has within the communication market which Commonwealth entities may benefit from by receiving greater discounts and savings.

Quotes/Statements of Work (SOW): The SoW will identify deliverables as well as a vendor’s industry experience that will be leveraged for lower rates e.g., media rates, frequency, placement, or positioning.

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• Pricing Sheets as well as other contract documents are uploaded in COMMBUYS under the PRF70 Master Blanket Purchase Order (MBPO) PO-21-1080-OSD03-SRC3-19948 with the following COMMBUYS Short Description: PRF70 Advertising, Marketing and Event Planning Services

Prompt Payment Discount (PPD): Discount for early payment of invoices presented to the Commonwealth for payment. Absent a PPD, a vendor will be paid at 45 days. However, there are instances where goods/services are purchased from a third party on behalf of the Eligible Entity that are exempt from the PPD requirement as specified below.

Prior approval for PPD exemption must be received from the Eligible Entity that is requesting services.

For any item where PPD is not applicable, the vendor must provide a separate document that includes an explanation for the PPD exemption and submit it to the eligible entity to avoid PPD being applied to those goods/services. Invoices should clearly identify PPD exemption by including the following on the invoice: “PROMPT PAYMENT DISCOUNT NOT APPLICABLE.”

Examples of PPD exemption include media placement or other goods/services where the payment made to the third party vendor is clearly stated, and include such goods/services as:

• Printing (if by a third party vendor)

• Fulfillment charge (i.e.. postage, mailings etc.)

• NET Paid Media – Amount paid directly by PRF70 vendor to third party vendor (i.e.. TV station, Radio Station, Newspaper, website, Billboard company, etc.) on behalf of the Eligible Entity

• Stock Photography (if purchased from a third party vendor)

• Event-Related Expenses (i.e.. venue costs, food, A/V, etc.)

If a PRF70 vendor receives a discount or commission from the third party vendor, this must be noted on the PRF70 vendor’s invoice to the Eligible Entity, and the invoice must reflect only the net amount that the PRF70 vendor paid to the third party vendor for the goods/services.

PPD will apply to all other vendor charges related to the third party purchase, such as markup, commission, or vendor charges for their work relative to the acquisition from the third party.

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Invoicing All bills/invoices must minimally include:

• Assignment name;

• Hours billed/invoiced and Statewide Contract hourly rate or portion of project billed;

• Hourly rate: Identify account manager or other vendor agent and applicable hourly rate;

• Project based: Identify portion of project billed and balance remaining, but not an average rate;

• All supporting documents must accompany billing/invoicing received by an engaging entity.

Pricing Options The compensation structure for PRF70 is according to individual projects as described and agreed to in the SoW and the accepted bidder response.

• Ceiling/Not-to-Exceed: PRF70 vendors have provided a “not-to-exceed” contract rates

(posted in COMMBUYS) however, most engagements will not be bid at the ceiling rate.

Eligible entities will determine the format in which quotations for their specific project will be collected. PRF70 vendors are expected to be competitive with each project and must provide a detailed and transparent budget related to the scope of services to be completed.

Product/Service Pricing and Finding Vendor Price Files

• Pricing Sheets as well as other contract documents are uploaded in COMMBUYS under the

PO-21-1080-OSD03-SRC3-19948 with the following COMMBUYS Short Description: PRF70 Advertising, Marketing and Event Planning Services.

Setting Up a COMMBUYS Account COMMBUYS is the Commonwealth’s electronic Market Center supporting online commerce between government purchasers and businesses. If a buyer does not already have an account, please contact the COMMBUYS Help Desk to set up a COMMBUYS buyer account for your organization: (888)-627-

8283 or OSDhelpdesk@mass.gov.

Per 801 CMR 21.00, Executive Branch Departments must use established statewide contracts for the purchase of commodities and services. Specifically, Executive Departments are required to use OSD’s statewide contracts, including designated statewide contracts, if available, for their specific commodity and service needs. Exceptions will only be permitted with prior written approval from the

Assistant Secretary for Operational Services, or designee.

Quick Search in COMMBUYS Log into COMMBUYS, use the Search box on the COMMBUYS header bar to locate items described on the MBPO PO-21-1080-OSD03-SRC3-19948 or within the vendor catalog line items. Select

Contract/Blanket or Catalog from the drop-down menu.

http://www.mass.gov/osd https://www.commbuys.com/bso/document/attachments/attachments.sdo?docType=P&docId=PO-21-1080-OSD03-SRC3-19948&releaseNbr=0 mailto:OSDhelpdesk@mass.gov

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How To Purchase From The Contract

• Solicit quotes and select and purchase quoted item in COMMBUYS

How to Purchase from PRF70 Solicitation Enabled MBPOs through COMMBUYS:

This COMMBUYS functionality provides a mechanism to easily obtain quotes, as specified by the

Contract. The buyer would create a Release Requisition, and then convert it to a Bid. After approval by the buyer approving officer, the bid is then sent to selected vendors to request quotes. Buyers must include “PRF70 RFQ” when entering information in the Description field.

For a description of how to complete this purchase in COMMBUYS, visit the Job Aids for Buyers webpage, and select:

➢ The COMMBUYS Purchase Orders section, choose the How to Make a Statewide Contract

Purchase in COMMBUYS or one of the quick reference guides.

Quote Requirements

Contract users should always reference PRF70 when contacting vendors to ensure they are receiving contract pricing. Quotes should be awarded based on best value.

o There is no quote requirement for projects with an estimated total price less than

$10,000.00

▪ The Commonwealth and Eligible Entities must ensure a sound business practices and award the contract to a PRF70 pre-qualified vendor that meets the project specifications outlined in the SoW.

▪ Work awarded under this method may not subsequently add tasks that exceed the

$10,000.00 threshold.

▪ It is considered best practice to seek at least three quotes for all engagements;

however, multiple quotes for engagements under $10,000 are not required to ensure price is appropriate.

o Engagements with estimated costs to exceed $10,000 requires the Commonwealth and

Eligible Entities to solicit multiple written quotes.

▪ Quotes must be submitted by creating a solicitation enabled release requisition in

COMMBUYS against the appropriate distributor model Master Blanket Purchase

Order(s) for the PRF70 contract. Eligible entities must develop a written SoW and attach it to the COMMBUYS release requisition.

https://www.mass.gov/osd-buyer-training

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SoW as evaluated by the awarding authority.

▪ For a full description of how to complete a quote in COMMBUYS visit the Job Aids for Buyers webpage, and select:

➢ The COMMBUYS Purchase Orders section and choose the How to Make a

Statewide Contract Purchase in COMMBUYS job aid.

Instructions for MMARS Users MMARS users must reference the MA number in the proper field in MMARS when placing orders with any contractor.

Procurement Exclusions The intent of the PRF70 statewide contract is to enable Eligible Entities to procure the Professional

Services for Advertising, Marketing & Event Planning as specified in this RFR. While some overlap with other existing statewide contracts is permitted (e.g., products bundled as part of a system purchase), items that are offered on Statewide Contracts (and any of the successor statewide contracts) with the primary use as listed below will be excluded unless identified in this RFR and any attachments.

The lists of products and services that are NOT allowed under this contract include, but are not limited to, the following:

• Any OSD Statewide Contracts that have a primary focus upon Information Technology (“IT”) products and/or services, including the following OSD Contract Categories:

o ITC – Information Technology – Hardware ITS—Information Technology – Software and

Services o ITT – Information Technology – Telecommunications

Emergency Services Many statewide contracts are required to provide products or services in cases of statewide emergencies. ML - 801 CMR 21 defines emergency for procurement purposes. Visit the Emergency

Contact Information for Statewide Contracts list for emergency services related to this contract.

Additional Information/FAQs

Geographical Service Area http://www.mass.gov/osd https://www.mass.gov/osd-buyer-training https://www.mass.gov/osd-buyer-training http://www.mass.gov/bb/regs/801021.html https://www.mass.gov/doc/emergency-response-supplies-services-and-equipment-contact-information https://www.mass.gov/doc/emergency-response-supplies-services-and-equipment-contact-information

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PRF70 contract serves all geographic service area in the Commonwealth of Massachusetts.

Performance Measures

Vendors’ performance will be measured using the following characteristics:

• Responsiveness to bids to which they have been invited to submit a response

• Ability to meet project deadlines as agreed

• Ability to complete project according to agreed scope

• Ability to complete projects within budget

• Ability to create of a product that adds value to the hiring agency

Vendors will be required to participate in an annual business review meeting where their performance will be reviewed, and determinations made as to their suitability to continue providing service for the hiring agent.

Business Reviews Business review meetings will be scheduled and held with vendors on contract. These meetings will be scheduled regardless of whether or not there are contract violations. Business Reviews are geared towards managing the supplier relationship and ensuring that the contract is being executed as per the contract’s terms and conditions.

Corrective Action Process (CAP) Contract violations will be documented by the state agencies in which they occurred and submitted to the vendor and the SST team upon occurrence for the appropriate action to be taken.

Ownership of Intellectual Property Developed under PRF70 All marketing materials (any component being developed or produced as part of a marketing or communications campaign which may include but is not limited to: music, lyrics, pictures, slogans, colors, characters, layout, and storyboards) designed under PRF70 belongs to the Hiring Entity that purchased such materials.

Other Discounts

• Prompt Pay Discounts: (see also compensation structure/pricing section above for additional information): A discount given to the buyer if paid within a certain time period. These discounts may be found in the Vendor List and Information section below. All discounts offered will be taken in cases where the payment issue date is within the specified number of days listed by vendor and in accordance with the Commonwealth’s Bill Paying Policy.

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Payment days will be measured from the date goods are received and accepted / performance was completed OR the date an invoice is received by the Commonwealth, whichever is later to the date the payment is issued as an EFT (preferred method) or mailed by the State Treasurer. The date of payment “issue” is the date a payment is considered

“paid” not the date a payment is “received” by a Contractor.

• Volume Discounts: A discount is provided (or negotiated) to buyers if a certain volume of product or service is purchased. Please discuss this with your vendor prior to engagement.

• Tiered Discounts: This discount is intended to encourage buyers to procure larger quantities of this service by applying discounts based on the quantity ordered. These discounts may be

"tiered" so that they increase as the order amount is raised. Buyers should negotiate these tiered discounts with the vendors as applicable.

• Added Value/ Bonus Services: A discount that is not previously mentioned that the vendor is able to access for example through its certifications and affiliations within the industry and can pass on to buyers.

Performance and Payment Time Frames Which Exceed Contract Duration All agreements for services entered into during the duration of this Contract and whose performance and payment time frames extend beyond the duration of this Contract shall remain in effect for performance and payment purposes for a maximum time of six (6) calendar months. No written agreement shall extend more than 6 months beyond the current contract term of this Statewide

Contract as stated on the first page of this contract user guide. No agreements for services may be executed after the Contract has expired.

Memorandum of Understanding/Statement of Work (SoW)

A Sample SoW is available as an attachment in COMMBUYS under the Master Record MBPO.

Distributor Model Master Blanket Purchase Orders (MBPOs) Refer to www.COMMBUYS.com o Click on “Advanced Search” to search by “Document Type.”

o Select “Contract/ Blankets.”

o Type in “PRF70” in the “Contract/ Blankets Description” search field to find the distributor model Master Blanket Purchase Orders (MBPOs) for MBPOs listed below:

http://www.commbuys.com/

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Master Blanket Purchase Order PO-21-1080-

OSD03-SRC3-20808

PRF70 Category I Web-Based, Social & Emerging Media Services: Includes All Vendors For This Category

Master Blanket Purchase Order PO-21-1080-

OSD03-SRC3-20810

PRF70 Category II Creative Services: Arts & Graphic Design, Commercial Photography & Video Production

Master Blanket Purchase Order PO-21-1080-

OSD03-SRC3-20811

PRF70 Category III Marketing Services: Marketing, Advertising & Public Relations

Master Blanket Purchase Order PO-21-1080-

OSD03-SRC3-20812

PRF70 Category IV Event Planning & Event Support:

Includes All Vendors for This Category

Master Blanket Purchase Order PO-21-1080-

OSD03-SRC3-20813

PRF70 Category V Integrated Marketing Services- Full-Service Vendors Only http://www.mass.gov/osd https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC01-20808&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC01-20808&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC01-20810&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC01-20810&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC3-20811&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC3-20811&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC3-20812&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC3-20812&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC3-20813&releaseNbr=0&external=true&parentUrl=close https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-21-1080-OSD03-SRC3-20813&releaseNbr=0&external=true&parentUrl=close

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Strategic Sourcing Team Members

• Christopher MacIsaac, EEA

• John Jacob, DPH

• David Harvey, DPH

• Suzzanne Crowther, DPH

• Robin McNamara, DEP

• Winnifred Prendergast, DEP

• Rhonda Russian, DEP

• Hayley Lebert, OSD

• Gerry Dawson, OSD

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Appendix 1

Category Description

Category I-Web-Based, Social & Emerging Media Services includes:

• Web-based

• Social media

• Any other emerging media platform

Category II- Creative Services includes:

• Art & Graphic Design

• Commercial Photography

• Video Production

Category III-Marketing Services includes:

• Marketing

• Advertising

• Public Relations

Category IV-Event Planning & Event Support Services includes:

• Event Planning

• Event Support

• Virtual Events Planning and Support

Category V - Integrated Marketing Services includes:

This category must include services offered under Categories I-IV, above. The Integrated Marketing

Services Category is broad in scope so that departments can develop scopes of work that may require a variety of services offered under this contract.

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Appendix 2

Category Specifications This contract targets multiple vendors in order to meet the service requirements of the category expertise of the bid. Bidders must have demonstrated experience and core competencies providing services for customers that are similar in size and that match the category requirements of this RFR.

Overall, bidders must describe their specialized service and provide detailed information on their expertise and core competencies for each applicable category of their bid response. Please review section 3.0 above for additional, specific information regarding bidders’ capacity and qualifications for

PRF 70 RFR Advertising, Marketing and Event Planning Services. Supplier Diversity Office (SDO) certified businesses are strongly encouraged to respond to this RFR.

PRF70: Specification Requirements for Categories 1-5 Services

In addition to the general description and requirements for the five (5) Categories contained in RFR

Section 1.1, all Bidders responding to this Solicitation by selecting one or more of the five PRF70 categories must demonstrate, through their RFR Response narrative and supporting documentation, their ability, capability and expertise to provide the following Services as defined below. Bidders should also refer to RFR Section 3, Bidder Qualifications, for additional requirements pertinent to these specifications.

Category I Definition - Web-based, Social and Emerging Media

Includes, but is not limited to, evolving methods of media production, delivery, and consumption. The creation, development and implementation of marketing/communications tools, devices and campaigns that reflect the evolving nature in which messaging is produced, delivered and consumed, to include online marketing, e-mail marketing, social media, website development, mobile phone application development, and other emerging methods, platforms and technologies, such as:

The internet or similar electronic media (social networks e.g., Facebook, LinkedIn, blogs, podcasts, wikis, content communities: flickr, YouTube, etc. Microblogging: Twitter. Mobile and location-based platforms, such as foursquare, for the development, preparation, promotion and distribution/ placement of information or advertisement.

Category II Definition - Creative Services

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Art & Graphic Design - Includes, but is not limited to, images, patterns, layouts, and other graphic devices composed into a coherent, distinctive design intended for printing and/or for advertisements and printed materials. Awarded vendors will provide copywriting and technical writing services, create sketches, drawings, publication designs and typographic layouts and furnish custom or stock artwork (including electronic artwork.)

Commercial Photography - Includes, but is not limited to: Taking pictures, photo development, enlargements, hardcopy and/ or digital pictures (black and white or color) for advertisement, merchandising, product placement, brochures, leaflets and other communication services.

Video Production - Includes, but is not limited to: The development, creation and production of television programs, television commercials, training videos, and videos to raise public awareness about services, educate learners, train staff, and deliver brand messages. Essential functions include services to produce quality videos, content, production quality, and clarity. Awarded vendors will be responsible for project management, content development, creative script, finding talent, scouting filming locations, filming, and editing.

Category III Definition - Marketing Services

Marketing - Includes, but is not limited to: Brand Development, Strategic Planning, Focus Groups, Video, PSA/commercials/radio spots development & production, Event Materials Development, Graphics, Packaging, Analytics & Monitoring, Email & Social Media Marketing, Mobile Application

Development, Search Engine Optimization & Outreach, Web Development, Media Placement, qualitative use of mainstream and ethnic-based TV and radio advertising reach through targeted programming and Pre-/Post- Campaign Evaluations.

Advertising - Includes, but is not limited to: The development, production (drafts, proof, edits and finals) & Positioning of specific messaging content in any identified or to be identified approved mainstream and ethnic communication media (newspapers, magazines, broadcast media, advertising media, social media, direct mail, billboards and posters, transit advertising and promotional items) to reach a predetermined audience/demographic market. Includes services to promote awareness, disseminate information, enable public understanding of complex technical and social issues

Public Relations - Includes, but is not limited to: Research, planning, communication, dialogue and evaluation, public attitudes, definition of the policies, procedures and interests of an organization.

More specifically publicity events, photo ops or publicity stunts, speeches to constituent groups and

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Category IV Definition - Event Planning & Event Support Services

Event Planning - Includes, but is not limited to: To Create, organize and supervise all aspects of an event such as, but not limited to trade shows, workshops, seminars, award ceremonies and conventions. Event planning includes budgeting, establishing dates and alternate dates, selecting and reserving the event site, acquiring permits, and coordinating transportation and parking. Event planning also includes some or all of the following, depending on the event: developing a theme or motif for the event, arranging for speakers and alternate speakers, coordinating location support

(such as electricity and other utilities), arranging decor, tables, chairs, tents, event support and security, catering, police, fire, portable toilets, parking, signage, emergency plans, and cleanup.

Event Support - Includes but is not limited to: Relates to service assistance (support) once all functional elements of a scheduled event have been established and/or a site has been secured.

Included in part or in total would be: graphic design, back-drop graphic imprinted signs or panels, onsite support personnel for registration, surveys, workshop facilitators but not presenters, greeters, and other services that are ancillary to the successful event outcome.

Category V Definition - Integrated Marketing Services

Must include all functions of a full-service marketing & advertising agency and cover all services offered under Categories I-IV, above. The Integrated Marketing Services Category is broad in scope so that departments can develop scopes of work that may require a variety of services offered under this contract.

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: March 13, 2024 Template version: 7.0 Page 20 of 25

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Vendor List and Information*

Vendor Name Contact Person

Phone # Email Categories Discounts

(PPD)

SDO

Certification

Type

SDP

Commitment

PRF70 Bid and Contract Documents. (Master Contract Record)

Hayley Lebert Gerry Dawson

617-720-3146 978-429-4512

Hayley.Lebert@mass.gov Gerard.Dawson@mass.gov

N/A N/A N/A N/A

3 Media Web Solutions Inc Marc Avila 508-439-4352 marc@3mediaweb.com 1 2% 10 days 10%

451 Marketing, LLC DBA Zozimus

Nicholas Lowe 617-921-3436 nick@zozimus.com All 5% 10 days 4% 15 days 3% 20 days 1% 30 days

3%

617 Media Group LLC Catherine Montgomery

617-997-5097 catharine@617mediagroup.co m

All 4% 10 days 3% 15 days 2% 20 days 1% 30 days

75%

Allen Roche Group Laura Roche 978-304-4123 781-771-8529 laura@argmail.com 1, 2, 3 3 % 10 days 1% 15 days 0% 20 days 0% 30 days

3%

Archipelago Strategies Group, (ASG)

Josiane Martinez 857-222-0800 josiane@discoverasg.com All 1% 10 days .7% 15 days .6% 20 days 0% 30 days

MBE

WBE

5%

Argus Caitlin Dodge 339-222-2864 caitlin@thinkargus.com All 1.5% 10 days 1% 15 days 0.5% 20 days 0% 30 days

MBE 5%

http://www.mass.gov/osd mailto:Hayley.Lebert@mass.gov mailto:Gerard.Dawson@mass.gov mailto:marc@3mediaweb.com mailto:nick@zozimus.com mailto:catharine@617mediagroup.com mailto:catharine@617mediagroup.com mailto:laura@argmail.com mailto:josiane@discoverasg.com mailto:caitlin@thinkargus.com

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

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Contact Person

Phone # Email Categories Discounts

(PPD)

SDO

Certification

Type

SDP

Commitment

Bastion Elevate Shana Starr 949-433-0851 shana@bastionelevate.com 1, 3 1% 10 days

0.5% 15 days 0% 20 days 0% 30 days

15%

Brand Content Kelly Gross 978-771-3421 kgross@brandcontent.com All 5% 10 days 4% 15 days 3% 20 days 0% 30 days

10%

Buyer Advertising, Inc Colleen Kelly 857-404-0891 ckelly@buyerads.com 1, 2, 3 0.75% 10 days 0.5% 15 days 0% 20 days 0% 30 days

WBE 1%

Carroll Communications Group, LLC

Marc Carroll 617-657-0679 mcarroll@carrollcommunicati ons.net

5 1% 10 days 0.5% 15 days 0% 20 days 0% 30 days

DBE 5%

Causemedia, inc.

DBA MORE Advertising

Judith Haber 617-558-6850 jhaber@moreadvertising.com All 1% 30 days MBE

WBE

4%

Colehour + Cohen, Inc.

DBA C+C

Cindy Gage 617-530-1361 cgage@cplusc.com All 1% 10 days 0% 15 days 0% 20 days 0% 30 days

10%

Design Principles, Inc. Karen Alves 508-763-1919 karen@designprinciples.com 1, 2, 3 5% 10 days 4% 15 days 3% 20 days 2% 30 days

WBE 10%

Eastern Research Group Christopher Lamie

781-674-7247 chris.lamie@erg.com 1, 2, 4 1% 10 days 3% http://www.mass.gov/osd mailto:shana@bastionelevate.com mailto:kgross@brandcontent.com mailto:ckelly@buyerads.com mailto:mcarroll@carrollcommunications.net mailto:mcarroll@carrollcommunications.net mailto:jhaber@moreadvertising.com mailto:cgage@cplusc.com mailto:karen@designprinciples.com mailto:chris.lamie@erg.com

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

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Contact Person

Phone # Email Categories Discounts

(PPD)

SDO

Certification

Type

SDP

Commitment

Ebben Marketing Group, LLC.

William Ebben 781-449-3244 bill@ebbengroup.com All 5% 10 days 4% 15 days 3% 20 days 2% 30 days

20%

Elevate Communications Stacy Grisinger 617-861-3654 sgrisinger@elevatecom.com All 3.5% 10 days 2% 15 days 1% 20 days 0% 30 days

10%

Fuseideas Dennis Franczak 617-776-5821 dfranczak@fuseideas.com

All 2% 10 days 2% 15 days 1% 20 days 0% 30 days

5%

Geovision, Inc.

Juan Mandelbaum

617-926-5454 ext. 104 juanm@geovisiononline.com 5 2% 10 days 1% 15 days 1% 20 days 0% 30 days

MBE 5%

Health Resources in Action, (HRiA)

Karen Schoneman

617-279-2221 kschoneman@hria.org All 1% 10 days 0.5% 15 days 0.25% 20 days 0% 30 days

20%

Intercultural Productions Lauren Willis 978-427-8666 lauren@interculturalproducti ons.com

2 3% 10 days 2% 15 days 1% 20 days 0.5% 30 days

MBE 2%

Issues Management Group

Wachtel Sheridan

617-933-5022 swachtel@solomonmccown.c om

All 2% 10 days 1.5% 15 days 1% 20 days 0% 30 days

1% http://www.mass.gov/osd mailto:bill@ebbengroup.com mailto:sgrisinger@elevatecom.com mailto:dfranczak@fuseideas.com mailto:juanm@geovisiononline.com mailto:kschoneman@hria.org mailto:lauren@interculturalproductions.com mailto:lauren@interculturalproductions.com

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: March 13, 2025 Template version: 7.0 Page 23 of 25

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Contact Person

Phone # Email Categories Discounts

(PPD)

SDO

Certification

Type

SDP

Commitment

KHJ Brand Activation Sylvie Askins 617-648-3123 saskins@khj.com All 2% 10 days

2% 15 days 8%

Marketing Doctor Inc. Janet Casey 413-896-0800 Janet@mymarketingdoctor.co m

All 2% 10 days 1.5% 15 days 1% 20 days 0.5% 30 days

WBE 2%

MK3 Creative Morris Effron 617-549-7946 meffron@mk3creative.com 2, 4 2% 10 days 1.5% 15 days 1% 20 days 0% 30 days

4%

Miles Partnership, LLLP Tania Leichliter 941-342-2300 Tania.Leichliter@milespartner ship.com

All 5% 10 days 4% 15 days 3% 20 days 2% 30 days

5%

Open the Door, Inc. Christina Pappas 617-536-0590 cpappas@openthedoor.biz All 3% 10 days 2% 15 days 1.5% 20 days 1% 30 days

WBE 7%

Regina Villa Associates, Inc.

Regan Checchio 617-461-3277 rchecchio@reginavilla.com 1, 2, 4 1% 10 days 1% 15 days 0% 20 days 0% 30 days

WBE 3%

RDW Group Inc Phil Loscoe 401-521-5200 ploscoe@rdwgroup.com 1,2,3 5% 10 days 2% 30 days

5%

Salcedo-Marx, Inc. Anastacia Salcedo

857-301-7032 anastaciamdes@gmail.com 1, 2, 3 2% 10 days 2% 15 days 2% 20 days 2% 30 days

WBE 3%

http://www.mass.gov/osd mailto:saskins@khj.com mailto:Janet@mymarketingdoctor.com mailto:Janet@mymarketingdoctor.com mailto:meffron@mk3creative.com mailto:Tania.Leichliter@milespartnership.com mailto:Tania.Leichliter@milespartnership.com mailto:cpappas@openthedoor.biz mailto:rchecchio@reginavilla.com mailto:ploscoe@rdwgroup.com mailto:anastaciamdes@gmail.com

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

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Contact Person

Phone # Email Categories Discounts

(PPD)

SDO

Certification

Type

SDP

Commitment

SDG Direct Ltd DBA Shields SGF, Inc.

Mike McKenna 508-732-9903 mmckenna@shieldssgf.com

All 3% 10 days 2% 15 days 1% 20 days 0% 30 days

WBE 8%

Sleek Machine, LLC DBA Sleek Machine

Eric Montague 508-527-3312 eric@sleekmachine.com All 2% 10 days 2% 15 days 1% 20 days 1% 30 days

20%

Small Army, Inc.

(Acquired by FINN Partners August 2024)

Jeff Freedman 617-450-0000 jeff.freedman@finnpartners.c om

All 3% 10 days 2% 15 days 1% 20 days 0% 30 days

10%

The Anthem Group Shelby Elwell 860-689-6387 selwell@theanthemgroup.co m

3, 4 3% 10 days 2% 15 days 1% 20 days 0% 30 days

10%

The Castle Group Wendy Spivak 617-337-9525 wspivak@thecastlegrp.com 1, 3, 4 2% 10 days 1.5% 15 days 1% 20 days 0% 30 days

WBE 3%

The Rendon Group Tricia Raynard 617-912-3800 traynard@therendongroup.co m

All 2% 10 days 1.5% 15 days 1% 20 days 0.5% 30 days

5%

Tomo360 (FKA Susu Wong)

Susu Wong 617-699-5441 susu@tomo360.com 1, 2, 3 5% 10 days 5% 15 days 5% 20 days 5% 30 days

MBE

WBE

LGBTBE

3% http://www.mass.gov/osd mailto:mmckenna@shieldssgf.com mailto:eric@sleekmachine.com mailto:jeff.freedman@finnpartners.com mailto:jeff.freedman@finnpartners.com mailto:wspivak@thecastlegrp.com mailto:traynard@therendongroup.com mailto:traynard@therendongroup.com mailto:susu@tomo360.com

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

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Contact Person

Phone # Email Categories Discounts

(PPD)

SDO

Certification

Type

SDP

Commitment

True North Inc. Tom Goosmann 212-557-4202 tom@truenorthinc.com 1, 2, 3 5% 10 days

3% 15 days 2% 20 days 0% 30 days

10%

TSM Design, Inc.

DBA TSM Design

Nancy Urbschat 413-271-7922 nancy@tsmdesign.com 1, 2, 3 5% 10 days 4% 15 days 3% 20 days 1% 30 days

WBE 15%

Valvespring (FKA Divigard and Associates LLC)

Christina Divigard

413-341-6780 860-543-0289 cdivigard@valvespring360.co m

2, 3 4% 10 days 3% 15 days 2% 20 days 1% 30 days

5%

*Note that COMMBUYS is the official system of record for vendor contact information.

**The Conversion Vendor MBPO is the central repository for all common contract files.

mailto:tom@truenorthinc.com mailto:nancy@tsmdesign.com mailto:cdivigard@valvespring360.com mailto:cdivigard@valvespring360.com