Questions and Answers 46592 jc mk edits 022725 MC_ 03062025 MDD 03.10.25 mk.docx

Questions and Answers

25-482DPH-HLTHP-B-46592

Question 1: I am looking for the solicitation documents for this bid. Can you help send me a link to where I can find them and download them? Or alternatively email me copies of the PDFs for this solicitation.

Answer: Please bring any issues with BidBuy functionality to the BidBuy help desk.

Email us at il.bidbuy@illinois.gov or call the Vendor Helpdesk at 866-455-2897 this information can be found in section C.1 of the RFP the document is also attached in the BidBuy attachments under this solicitation.

Offerors may also view the “Request for Proposal (RFP) Vendor Submission Instructions” video found at https://cpo-general.illinois.gov/vendor-resources.html Question:2 I am having difficulty downloading the PDF for the RFP mentioned in the subject line - would you be able to send it to me as an attachment?

Answer: Please bring any issues with BidBuy functionality to the BidBuy help desk.

Email us at il.bidbuy@illinois.gov or call the Vendor Helpdesk at 866-455-2897 Question 3: In each item section, the "UOM" has been changed from yearly to hourly, which is perfectly fine. But the quality has been changed from "1" to "27,780", is this correct? I think mathematically for many people placing a bid, the numbers may not make sense. If I am mistaken or if you can direct me to some additional information, I would appreciate it.

Answer: OUM was changed to reflect hours as the agency determined “hours” reflected the agency's intentions better. The number of hours had to reflect the project budget since the project budget also reflected the ad spend hours, which were increased to reflect the total budget. The number of hours in BidBuy is not representative of expected work hours but is being used as a tool to evaluate all offers equally.

Question 4: Trying to understand why this RFP was reissued and if we can and should resubmit our proposal? Can you provide any further information here or direction on why the project was not decided on initially.

Answer: Issues with the system of record (BidBuy) caused errors in proposals received. Re- Advertising to ensure a complete bid is received.

Question 5: Is the Q&A document linked in BidBuy for this RFP?

Answer: Yes

Question 6: Is the budget of $5m/year listed in the Q&A document in BidBuy accurate for this RFP?

Answer: Yes

Question 7: The RFP references dates in 2024. Why?

Answer: originally advertised in 2024

Question 8: The RFP says the budget forms are in BidBuy, but they are not currently there. When will they be uploaded

Answer: We cannot find a reference to Budget Forms in the RFP. We will not publish additional documents or information about a budget.

Question 9: The RFP calls for hard copies of examples of creative experience but then says to deliver materials electronically. Which is it?

Answer: electronically.

Question 10: If we link to video samples, does the State have any limitations in accessing third-party cloud sites? Specifically, can we use Google Drive or Dropbox?

Answer: Video samples must be submitted in an attachment in BidBuy.

Question 11: In reviewing the documents and the elements within BidBuy, we note the requirement to provide pricing via an attachment. Is there a form that we should be using to do such that matches the Pricing Items found within BidBuy Answer: Pricing must be in the BidBuy Items tab.

Question 12: Do we need to resubmit under the new bid number 25-482DPH-HLTHP-B-46592.

Answer: Yes, submissions from the previous bid will no longer be considered.

Question 13: I see it has Items 1-6 as the Advertising and development rate, and then Items 8-13 as the Media buyer hourly rate. You are not looking for our Advertising Placement Budget (aka the Media Buy) anywhere, correct? I am only inputting our agency fees as an hourly rate and should not add any advertising buys as part of the pricing submission?

Answer: Correct. Advertising Placement Budget will be determined for each campaign at the time of development.

Question 14: The QTY listed is exactly the same (27,780) for the initial contract 1-5 years as well as each renewal, but the renewals can be anywhere from 1-5 year renewals. Is this QTY just an estimate and you primarily want to know that our hourly rate doesn’t change for the renewals?

Answer: Correct, all hours are estimates for the purpose of setting an hourly rate.

Question 15: Can the pre-bid conference attendee list, meeting minutes, and Q&A from the first solicitation be shared with all vendors?

Answer: IDPH will attach the initial non-mandatory pre-submission conference attendance list in a Bid Amendment to bid number 25-482DPH-HLTHP-B-46592. Pre-submission conference meeting minutes from the previous advertisement of this RFP have been, and are still available to all vendors in Bidbuy, under RFP additional information. The Q&A for the previous RFP is also available under the current RFP additional information section.

Question 16: Given that the reissued RFP is nearly identical to the original, vendors in the first round had access to key insights and discussions before developing their proposals, while vendors in the second round did not.

Answer: The Agency did not discuss topics or answer any questions related to RFP deliverables or Agency-desired aspects of contract performance, or RFP proposal content, at the pre-submission conference. Any Attendee questions were required to be submitted in writing, and were only answered after the conference, in writing, through the official RFP Q&A, which is still available for review to all vendors (see Question 15 response). The Agency limited the pre-submission conference to instruction on the procedural steps to submit a proposal, and information on BEP compliance requirements.

Question17: To ensure fairness, all vendors should have equal access to this information before the final proposal deadline.

Answer: Please see the response to Question 15 and Question 16, above.

Question18: Does IDPH have specific geographic priorities beyond broad statewide coverage, such as:

• High-risk areas with unique public health challenges?

Answer: Please refer to RFP Mandatory Requirement F.1.1 through F.1.4.

• Counties or regions with historically low engagement in IDPH campaigns?

Answer: Please refer to RFP Mandatory Requirement F.1.1 through F.1.4.

Question19: Would IDPH prefer that the vendor conduct additional research and audience mapping, or can existing data guide initial planning?

Answer: Each campaign will have specific planning requirements that will be provided to the successful vendor during campaign development.

Question 20: Beyond traditional paid media, have past campaigns revealed any underutilized but highly effective media platforms or community-based outreach methods that IDPH would like to expand?

Answer: IDPH will consider different outreach methods on a campaign specific basis.

Question21: Are there any specific communities or demographic groups where IDPH has faced ongoing engagement challenges?

Answer: Please refer to RFP Section B.3.

Question22: If so, have any particular strategies or messaging approaches proven effective?

Answer: Please refer to RFP Section B.3.

Question23: Beyond collaboration within IDPH, should the selected vendor anticipate working closely with:

• Other state agencies (e.g., IL Department of Human Services, Aging, Education)?

Answer: This has not presently been determined.

• Other IDPH vendors, grantees, or media-buying partners engaged in overlapping public health initiatives?

Answer: This has not presently been determined.

• County and local health departments managing regional campaign components?

Answer: This has not presently been determined.

• If so, will IDPH facilitate introductions and coordination, or should the vendor take the lead in integrating messaging and outreach?

Answer: Please see responses to Question 21.

Question24: While paid media is a core focus, will IDPH encourage vendors to explore earned media opportunities, such as:

• Health-related news placements in regional/local media.

• Influencer partnerships to amplify messaging among specific demographics.

• Grassroots engagement through community-based organizations.

Answer: IDPH will consider all strategy methods on a campaign specific basis.

Question25: Would IDPH be open to a hybrid media strategy that integrates earned, owned, and paid media to maximize reach and impact?

Answer: IDPH will consider all strategy methods on a campaign specific basis.

Question26: Beyond standard campaign KPIs, how does IDPH plan to evaluate vendor effectiveness across the life of the contract?

Answer: IDPH will monitor and evaluate performance and campaign effectiveness on a campaign specific basis.

Question27: Based on IDPH’s experience with recent vendors, have there been any key lessons learned that will shape how IDPH collaborates with its selected vendor under this contract?

Answer: No.

Question28: Are there particular qualities or capabilities that IDPH has found to be especially valuable in past vendor relationships?

Answer: Vendor qualities and capabilities the Agency expects are represented in Section F of the RFP.

Question29: Conversely, are there any common challenges that IDPH hopes to avoid with this engagement?

Answer: Challenges that the Agency expects the vendor to avoid or overcome are represented in Section F of the RFP.

Question30: How does IDPH envision working with its vendor to ensure efficiency, accountability, and adaptability throughout the contract?

Answer: All requirements for vendor expected performance are reflected in the current RFP and will be stated in writing in the awarded contract.