PRF86 HYFS PR Services~1.pdf

Commonwealth of Massachusetts Statewide Contract PRF86: Advertising, Marketing and Event Planning Services

Departmental Statement of Work (SOW)

*End date Not to exceed Feb. 28, 2031 per the terms of Statewide Contract PRF86 **The effective start date of this Engagement or Amendment shall be the latest date this document has been executed by an authorized signatory of the Vendor, the Department or a later Engagement or Amendment start date specified above.

Category/Categories of Services Needed

☐ PRF86 Category I-Web-Based, Social & Emerging Media ☐ PRF86 Category II- Creative Services ☐ PRF86 Category III-Marketing Services ☐ PRF86 Category IV-Event Planning & Event Support ☐ PRF86 Category V- Integrated Marketing Services

PRF86 COMMBUYS Bid #__________________________________________________

OR bid description: _______________________________________________________

Vendor Name: _____________________________________________________________

Scope of Services ☐ See Narrative Below ☐ See Attachment

☐ New Procurement (see pages 2 and 4) ☐ Continuation of Existing Procurement or Amendment (see pages 3 and 4)

**The effective start date of this Engagement or Amendment shall be the latest date this document has been executed by an authorized signatory of the Vendor, the Department or a later Engagement or Amendment start date specified above.

☐ New Procurement

Dates of Service Anticipated Start Date: _______________ End* Date: _______________

Budget Total Budget for Engagement: $____________________________________________

Travel Reimbursement (Choose One) ☐ Allowed (Budget Attached) ☐ Allowed (at approved State rate) ☐ Not Allowed

Pricing

Fixed Price (Choose One)

☐ Budget attached for duration less than or equal to 12 months.

☐ Budget attached for duration greater than 12 months.

• A line-item budget which must justify the rate with deliverables and milestones for the entire duration must be attached.

• Expenditures must be made in accordance with the approved budget for this engagement and the terms and conditions of the procuring agency’s RFR and contract. Payments will be made upon the submission of invoices that are complete and that include appropriate documentation in accordance with the terms of the service scope and governing contract. If travel reimbursement is allowed, the details must be outlined in the budget.

Rate Project

☐ Detailed description of project with anticipated hours and negotiated pay rates for each resource used in the project. Rates may not exceed ceiling rates in COMMBUYS.

**The effective start date of this Engagement or Amendment shall be the latest date this document has been executed by an authorized signatory of the Vendor, the Department or a later Engagement or Amendment start date specified above.

☐ Continuation of Existing Procurement

Dates of Service Original Start Date: _______________ Current End* Date: _______________ New End* Date: _______________ Anticipated Effective Date of Amendment: _______________

Budget Current Total Budget for Engagement: $______________________________________ Amended (+ or -) Budget for Engagement: $___________________________________

New Total Budget for Engagement: $______________________________________

Travel Reimbursement (Choose One) ☐ Allowed (Budget Attached) ☐ Allowed (at approved State rate) ☐ Not Allowed

Pricing

Fixed Price (Choose One)

☐ Budget attached for duration less than or equal to 12 months.

☐ Budget attached for duration greater than 12 months.

• A line-item budget which must justify the rate with deliverables and milestones for the entire duration must be attached.

• Expenditures must be made in accordance with the approved budget for this engagement and the terms and conditions of the procuring agency’s RFR and contract. Payments will be made upon the submission of invoices that are complete and that include appropriate documentation in accordance with the terms of the service scope and governing contract. If travel reimbursement is allowed, the details must be outlined in the budget.

Rate Project

☐ Detailed description of project with anticipated hours and negotiated pay rates for each resource used in the project. Rates may not exceed ceiling rates in COMMBUYS.

**The effective start date of this Engagement or Amendment shall be the latest date this document has been executed by an authorized signatory of the Vendor, the Department or a later Engagement or Amendment start date specified above.

Terms and Conditions

All terms and conditions contained within the PRF86 Request for Response apply to this engagement.

Funding Funding for this engagement is subject to the appropriation of funds by the Massachusetts Legislature, the Federal Government or the requesting public entity or eligible entity for the year(s) in which services are delivered.

Changes to Scope and/or Terms Any changes to this engagement must be agreed upon in writing in advance by both parties.

Termination The Department, upon prior written notice, may terminate this engagement without cause and without penalty, or may terminate or suspend an engagement if the vendor breaches any material term or condition or fails to perform or fulfill any material obligation required by this engagement, or in the event of an elimination of an appropriation or absence of sufficient funds for the purposes of an engagement, or in the event of an unforeseen public emergency mandating immediate department action.

Vendor Authorizing Signature Department Authorizing Signature

Authorized Vendor Signature Authorizing Department Signature

Print Name Print Name

Title Title

Date** Date**

TOWN OF HOPKINTON

REQUEST FOR QUOTES

MENTAL HEALTH AWARENESS & STIGMA REDUCTION MULTIMODAL MEDIA

CAMPAIGN

The Town of Hopkinton, acting through Hopkinton Youth & Family Services (HYFS) and funded through the Mental Health Awareness Training (MHAT) SAMHSA grant program, invites written quotes from qualified human services public relations, marketing, and communications consultants/vendors to design and deploy a multimodal public awareness and stigma reduction campaign.

Funded through grant resources, this campaign will be created over 6 months and run indefinitely. The initiative aims to reduce mental health stigma and connect residents to critical local and national mental health resources, creating reusable, sustainable assets that will serve the community beyond the grant period.

The total contract price for this project shall not exceed $15,000.00.

SCOPE OF WORK

The selected contractor will collaborate closely with HYFS staff/MHAT Team and associated coalitions to develop cohesive branding, promotional materials, and distribution-ready assets to inform the public about the purpose/role/mission/values of Hopkinton Youth & Family Services and other key mental health and social service access points:

● 988 Suicide & Crisis Lifeline

● Interface Outpatient Referral Service

● HYFS Resource Center (for broader social service connections and ongoing support)

KEY DELIVERABLES

● Campaign Strategy & Branding: Develop a cohesive visual identity, messaging framework, and rollout strategy tailored to the population served.

● Digital & Social Media Assets: Design multi-platform social media toolkits, static and animated digital ads, and web-ready graphics for town and partner websites.

● Print Collateral: Design physical promotional materials, including posters and informational flyers, for distribution across the municipality, public schools, and community hubs.

● Sustainable Asset Package: Provide all editable source files, style guides, and templates to enable HYFS staff to maintain and repurpose campaign assets in future years.

Timeline & Period of Performance

● Contract Duration: From notice to proceed through March 29, 2027

● Key Milestones:

○ Month 1: Discovery, messaging strategy/visual concept approval.

○ Month 2-3: Production of core digital, print, and web deliverables.

○ Month 4-5: Campaign deployment support, asset adjustments, and phased resource promotion.

○ Month 6- final delivery date: Final campaign report, delivery of all raw files, and sustainable asset handover.

SUBMISSION REQUIREMENTS & QUOTE FORMAT

Interested vendors must submit a quote packet including:

1. Cover Letter & Vendor Profile: Firm background, contact details, and statement of qualification.

2. Project Approach: A concise (1–2 page) summary of the proposed strategy to execute the deliverables within the grant timeframe.

3. Relevant Experience & Portfolio: 2–3 examples of past public relations or marketing campaigns (preferably within municipal, public health, or human services sectors).

4. References: Contact details for at least two (2) professional client references, preferably from public sector clients or mental health non-profits

5. Cost Proposal: A firm, fixed-price quote itemizing labor, asset production, and any third-party expenses (not to exceed $15,000.00).

SELECTION CRITERIA & EVALUATION

Pursuant to Massachusetts General Laws (M.G.L. c. 30B), the award will be made to the responsive and responsible vendor offering the most advantageous proposal, taking into consideration:

● Demonstrated experience in public or mental health and municipal communications.

● Ability to start project within 14 days of contract execution.

● Ability to meet virtually or in person.

● Quality and creativity of previous campaign samples.

● Feasibility and clarity of the proposed work plan.

● Ability to deliver all scope items within the $15,000 budget cap.

MEASUREMENT AND PAYMENT

Payment will follow completion of each phase of the project schedule and acceptance by town officials.

GENERAL INFORMATION

● All insurance requirements shall conform to the Contract Documents

● Payment will be on a lump sum basis. Full payment will be after the work is completed and accepted by town officials.

● Vendor agrees that its bid shall be good and may not be withdrawn for a period of 30 days, Saturdays, Sundays, and legal holidays excluded, after the last date to submit quotes.

● All bids are subject to fund availability.

● The Town of Hopkinton is tax exempt, and the price quoted shall not include federal excise taxes, state or local taxes, or use taxes.

● The selected respondent must provide a current copy of their W-9 and Certificate of

Insurance ( with town of Hopkinton being additional insured and certificate holder) endorsed by an insurance company that is licensed to do business in the Commonwealth of Massachusetts.

● Vendors must pay prevailing wages to their employees if applicable.

● Quote submission deadline is 10.00 AM September 14, 2026. Submit your quotes via email with subject “QUOTE FOR MHAT Media Campaign” to rpatel@hopkintonma.gov. Quotes sent via email with any other subject will be disqualified.

● Questions can be sent via email to dalcott@hopkintonma.gov and copy to rpatel@hopkintonma.gov no later than September 08, 2026, 5:00 PM.

● The Town reserves the right to waive any informalities, to accept or reject, in whole or in part, any or all Quotes, or take whatever other action may be deemed to be in the best interest of the Town.

mailto:rpatel@hopkintonma.gov

REQUIRED STATUTORY CERTIFICATIONS FORM

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person.

As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

CERTIFICATE OF TAX COMPLIANCE

Pursuant to M.G.L. c. 62C, § 49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, compliance has been met for all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

CERTIFICATE OF CORPORATE VOTE (If Applicable)

I further certify that I am the clerk/officer of the corporation submitting this quote, and that the individual signing below is legally authorized to bind the organization to this contract.

Name of Bidding Organization: ___________________________________________

Social Security Number or Federal ID Number: ______________________________

Printed Name of Authorized Signatory: ______________________________________

Title of Signatory: ___________________________________________________

Signature: ___________________________________

Date: _____________________

REFERENCE FORM

Please list the names of at least three (3) references that you have provided similar services to within the last five (5) years:

Municipality __________________________________________ Contact name: ___________________________Position: _______________ Phone: ______________________Email: ____________________________ Contract term: (e.g., 2019-2024) ___________Contract Value: $___________

Municipality __________________________________________ Contact name: ___________________________Position: _______________

REFERENCE FORM