Questions and Answers Set 1 for RFP 6300 final.pdf

THE STATE OF OREGON

OREGON HEALTH AUTHORITY

QUESTIONS & ANSWERS, SET #1 RE:

RFP 6300: COMMERCIAL TOBACCO PREVENTION AND CESSATION

COMMUNICATIONS STRATEGY AND SERVICES

(OregonBuys Bid ## S-44300-00015366)

Date of Issue: September 14, 2026

Opening Date and Time* (Proposal Due Date):

October 26, 2026 at 3:00 PM (Pacific Time)

Single Point of Contact (SPC): John F. Gardner E-mail: john.f.gardner@odhsoha.oregon.gov Phone (voice) 503-509-5698

The following questions were received regarding RFP 6300 and Agency responds as follows.

Unless otherwise indicated, all Section number references in this document are to Sections of RFP 6300 (OregonBuys Bid Number # S-44300-00015366). As used in RFP 6300 and in this document, “Agency” and “OHA” refer to the State of Oregon, acting by and through the Oregon Health Authority.

Please note that Addendum 1 to RFP 6300 is posted on OregonBuys concurrently with this document which, among other amendments, replaces the following attachments:

• Attachment C – Proposer Information and Certification Sheet;

• Attachment E – Price Proposal Form; and

• Attachment H – Tobacco Alcohol and Cannabis Certification Sheet.

Question # RFP Section (Page #) Question

1. Attachment H - TOBACCO, ALCOHOL

AND CANNABIS CERTIFICATION SHEET

We have done alcohol-related work in the past, but we are no longer doing that work and do not have any active alcohol or drug-related clients or projects. Given that, are we still eligible to submit a Proposal for

RFP 6300?

Agency Response to above question: Please review Sections 4. and 5 of Attachment H - TOBACCO, ALCOHOL AND CANNABIS CERTIFICATION SHEET which all Proposers must sign and submit with their Proposals and which states:

4. Through evidence of signature below, Proposer agrees that Proposer does not have any mailto:john.f.gardner@odhsoha.oregon.gov

Questions & Answers Set #1 re: RFP 6300: Commercial Tobacco Prevention and Cessation Communications Strategy and Services (OregonBuys Bid # S-44300-00015366) Page 2 of 41 direct or indirect organizational or business relationships between the Proposer (including its owners, parent company or subsidiaries) and companies involved in any way in the production, processing, distribution, promotion, advocacy, sale or use of tobacco and tobacco-related products, alcohol, cannabis or on behalf of such entities.

Proposer certifies that Proposer (including its owners, principals, partners, parent company, subsidiaries, and affiliates) has not accepted revenues from the manufacture of tobacco, alcohol or cannabis products or the promotion of tobacco, alcohol, or cannabis products or companies for at least the last two years.

5. Proposer (including its owners, principals, partners, parent company, subsidiaries, and affiliates) agrees to not accept revenues from the manufacture of tobacco, alcohol, or cannabis products or the promotion of tobacco, alcohol, or cannabis products or companies during the Agreement period.

Note: the reference to “Agreement period” in Section 5. of Attachment H quoted above refers to the entire term of any Contract awarded to the Proposer from this RFP.

Question # RFP Section (Page #) Question

2. RFP Section 2.4 Scope of Work (Pages 13-14)

We have developed campaigns in both English and Spanish. How many languages do you anticipate this campaign will require, and are there specific language needs we should plan for?

Agency Response to above question: The Proposer should be prepared to develop social media posts, website content and creative ads in English and Spanish. The Proposer should also be prepared to provide interpretation, translation, and transcreation services for campaign and partner materials upon request in additional languages. The RFP specifically identifies Spanish, Traditional Chinese, Simplified Chinese, Vietnamese, Russian, Korean, Arabic, Hmong, Marshallese, Portuguese, Chuukese, Burmese, Samoan, Cantonese, Somali, Mam, Punjabi, Hindi, and American Sign Language.

Question # RFP Section (Page #) Question

3. RFP Section 3.3 ROUND 1 PROPOSAL REQUIREMENTS (Page 20):

“Proposers are welcome to share visual examples of work samples within the pages submitted for their Technical Proposal.

However, any such pages are subject to the 20-page limit of Section 3.2.2 Proposal Page Limits, and no links to internet pages

Are you specifically looking for examples of alcohol or drug-related campaigns, or would you be open to seeing a combination of that work and other relevant campaigns we've developed for brands?

Communications Strategy and Services (OregonBuys Bid # S-44300-00015366) Page 3 of 41 containing work samples may be submitted.”

Agency Response to above question: The RFP is specifically focused on commercial tobacco prevention and cessation communications, including Smokefree Oregon and Culturally specific campaigns like Vive Sin Fumar. The RFP does not specifically require examples to be tobacco, alcohol or drug related. Examples from tobacco prevention/cessation would be directly relevant. Examples of other public health campaigns could also be relevant if they show applicable experience especially with complex campaigns, priority populations, community engagement and culturally responsive communications.

Question # RFP Section (Page #) Question

4. General Question Is there a current agency of record supporting this work, and are they participating in the RFP?

Agency Response to above question:

At the current time, OHA has no contract with any company or individual to perform the services being sought by RFP 6300 and OHA does not know what entities will be submitting Proposals for RFP 6300.

Question # RFP Section (Page #) Question

5. RFP Section 2.4 Scope of Work (Pages 13-14)

How does OHA envision the selected Contractor working with local public health authorities, community-based organizations, regional health equity coalitions, and Tribes?

Agency Response to above question: The selected Contractor is expected to collaborate directly with these partners and OHA, to develop campaigns. This includes community engagement, co-creation and collaborative design of campaign materials, consultation with LPHAs and CBOs during campaign design, and training/technical assistance for LPHAs, CBOs, RHECs, Tribal programs and other partners. The RFP also recognizes that the Nine Federally Recognized Tribes of Oregon have a government-to-government relationship with OHA.

Question # RFP Section (Page #) Question

6. RFP Section 2.4 Scope of Work (Pages 13-14); Attachment 1 – Sample Contract, Exhibit A, Part 1, Section 1.

Background and Purpose (Page 8)

For campaigns such as Vive Sin Fumar and the Native Quitline, does OHA expect the Contractor to provide in-house language and cultural expertise, or can we work with established community partners, Communications Strategy and Services (OregonBuys Bid # S-44300-00015366) Page 4 of 41 translators, and culturally specific freelance specialists?

Agency Response to above question: The Contractor must have demonstrated experience working with bicultural and bilingual teams and must provide interpretation, translation and transcreation services. The RFP explicitly allows subcontracting and requires Proposers to describe their ability to subcontract and compensate organizations and individuals for culturally specific services. Key persons may also include culturally specific subcontractors.

Note regarding Attachment A – Sample Contract (Page 18): The Native Quitline has been closed;

accordingly, OHA will amend Attachment A Sample Contract in Addendum 1 to remove references to the Native Quitline.

Question # RFP Section (Page #) Question

7. RFP Section 2.4 Scope of Work (Pages 13-14)

Will the selected Proposer be responsible for the technical development, hosting, accessibility, and ongoing maintenance of Smokefree Oregon's websites and community partner resource portal, or will some of those responsibilities remain with OHA or another vendor?

Agency Response to above question: The Contractor is responsible for website strategy, maintenance and development including the community partner resource portal. The contractor is also responsible for maintaining the web presence for Smokefree Oregon and its culturally specific sub-brands and produce materials in compliance with ADA requirements.

Question # RFP Section (Page #) Question

8. RFP Section 2.4 Scope of Work (Pages 13-14)

What are OHA's highest-priority initiatives for the first 6–12 months of the Contract?

Are there existing campaigns, upcoming policy initiatives, or community needs the selected Proposer should be prepared to address right away?

Agency Response to above question: As stated in Task 1 – Annual Work Plan of Attachment A – Sample Contract, on Page13, the Contractor will prepare and submit an Annual Work Plan for Year 1 in consultation with OHA that will include all objectives, milestones, timelines, tasks, deliverables, Key Persons and budgets for Tasks 1-8 and align with OHA’s strategic priorities. Additionally, during the first 6-12 months of the Contract term, activities may include a Smokefree Oregon brand audit and brand strategy/rebrand planning, including engagement of grantees and partners; monthly social media content development in English and Spanish and community management; website

Communications Strategy and Services (OregonBuys Bid # S-44300-00015366) Page 5 of 41 updates, including improvements to meet federally required accessibility standards;

communications technical assistance for grantees and partners; and communications-related training, as requested.

The Contractor may also support planning and implementation of activities recognizing the Tobacco Prevention and Education Program (TPEP) 30th anniversary throughout the 2027 calendar year.

Activities may include strategic communications and public relations planning to highlight tobacco prevention and cessation accomplishments, generate earned media and public awareness, and support state and local program priorities, including communications related to policy and environmental strategies addressing menthol and flavored tobacco products.

Question # RFP Section (Page #) Question

9. General Question

Has a Proposer been selected for this RFP?

Agency Response to above question: RFP 6300 is an open, competitive solicitation to select a qualified Contractor to provide the services described in Section 2.4 of the RFP. A Contractor has not been selected, and interested firms meeting the minimum Proposer qualifications are encouraged to submit a Proposal in compliance with all Proposal and submission requirements of the RFP.

Question # RFP Section (Page #) Question

10. Section 3.2.3 Proposal Format and Quantity

Section 3.2.3 includes this requirement:

“Proposers shall submit their Proposals, and all other submittal requirements, on 8 ½” x 11” size pages with portrait layout and a minimum 12- point font.”

Will OHA allow for a font size other than 12pt for tables, charts, graphics, captions, work samples?

Agency Response to above question: No. All proposal materials, including tables, charts, graphics, captions and work samples, must comply with the 12-point font requirement specified in the Request for Proposals. OHA recognizes that some elements such as scanned images or graphics, may not have selectable text. However, Proposers should make every effort to ensure that all submitted materials are legible and meet the 12-point minimum font requirement.

If a Proposer does not substantially comply with this font requirement, the noncompliant portions of Proposer’s proposal may be removed or redacted.

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11. General Question Are you using AI to screen or evaluate proposals? If so, (a) which tool(s) and (b) how will they be used to augment human evaluation?

Agency Response to above question: No.

Question # RFP Section (Page #) Question

12. 3.3.3 Reference Check Forms (Attachment D) (Page 21); and

3.3.6 Prior Contract

Performance Information (Page 24).

Section 3.3.3 requires that three Reference Check Forms (Attachment D) be completed and submitted with the Proposal; and Section 3.3.6 requires Prior Contract Performance Information for "each contract" for services within a governmental agency similar to those described in Section 2.4

a) Does Section 3.3.6 require information from the same 3 project references as are provided in Attachment D, or are additional references required?

b) If additional, how many projects should be detailed in response to 3.3.6 Prior Contract Performance Information?

Agency Response to above question:

A) Section 3.3.6 is not requiring the same information required by Section 3.3.3. in Attachment D;

also, the responses Section 3.3.6 is provided by the Proposer, not by the Proposer’s references.

B) As stated in Section 3.3.6, the Proposer is required to submit the information listed in that Section for “each contract for services with a governmental agency similar to those described in Section 2.4 within the last 5 years.” There is no numerical limit in Section 3.3.6 on the number of contracts that are subject to that requirement. The response to Section 3.3.6 is not subject to the 20-page limit of Section 3.2.2, which only applies to the responses to Sections 3.3.4.1 through 3.3.4.6 other than Key Person Resumes.

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13. 3.3.6 Prior Contract Performance Information (Page 24); ROUND 1 PROPOSAL REQUIREMENTS (Page 20).

If a Proposer consists of more than one firm, are Proposers required to submit Prior Contract Performance Information (Section 3.3.6) on behalf of a number of contracts from all firms? If so, how many contracts should be from the prime and how many from the sub agency?

Agency Response to above question: A Proposal for RFP 6300 may only be submitted by a single Proposer entity, not by multiple Proposer entities. Also, each Proposer entity may only submit one

(1) Proposal for RFP 6300. The latter clarifications will be confirmed by amending Section 3.3 ROUND 1 PROPOSAL REQUIREMENTS in Addendum 1 to RFP 6300, which will be posted on OregonBuys.

14. Section 3.3.4.6 Key Persons and their Resumes (Page 23);

Section 2.2 Definitions (Page 7).

Are letters of commitment required from Proposer’s Key Persons who are not employed full-time by the Proposer?

Agency Response to above question:

There is no requirement in the RFP for “letters of commitment” from the Proposer’s Key Persons in

3.3.4.6 Key Persons and their Resumes. Key Persons are defined as follows in Section 1.1. Definitions.

• Key Personnel or Key Person(s) means the person or persons on Proposer’s staff who will complete the Work under the Contract, as well as Contractor’s project manager and any Subcontractors and Subcontractor personnel who will complete the Work.

15. 3.2.2 Proposal Page Limits (Page 19); 3.2.3 Proposal Format and Quantity (Page 19); and Section 3.3 ROUND

1 PROPOSAL

REQUIREMENTS (Page 20).

Please confirm that:

a) OHA does not prefer a cover page or table of contents” and

b) that the first page of the technical proposal should begin with the Executive Summary?

a) Per the following text in Section 3.2.3, a cover page should not be included and a table of contents is not required or necessary:

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“…Proposal should not include a cover page, extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal….”

b) The Technical Proposal items should be submitted in the order listed in Section 3.3.4 and the other Proposal items should be submitted in the order listed in Section 3.3;

Also, Proposals should be organized in the order set forth in Section 3.3 ROUND 1 PROPOSAL REQUIREMENTS and as stated in Section 3.2.3 “Responses to each section and subsection should be labeled to indicate the item being addressed.”

Question # RFP Section (Page #) Question

16. 3.3.5 Price Proposal (Page 23);

Attachment E – Price Proposal

Is there an anticipated annual paid media budget or historical range for advertising placement under this contract?

Agency Response to above question: The RFP provides only an estimate overall contract budget but does not establish a specific annual paid media budget or provide a historical paid media spending range. The estimated Contract budget is $1.5 million for the approximate period of December 1, 2026, through June 30, 2027; $9.5 million for the 2027-2029 biennium; and $8.0 million for the 2029-2031 biennium, for an estimated five-year not to exceed amount of $19 million, subject to future budget availability and approvals.

An annual budget will be established for each year of the Contract and will depend on OHA’s legislatively approved budget and spending limitation. The budget allocation of funds for paid media and other services to be performed under the Contract will be determined during the Work Plan development described in RFP Section 2.4 on Page 14 and will be included in the Final Work Plan approved by OHA in writing.

Question # RFP Section (Page #) Question

17. 2.4.5 Advertising Services (Page 16) What paid media channels are currently being used by OHA, and are there channels OHA expects the selected Contractor to maintain or expand?

Agency Response to above question: Paid media channels will be selected strategically based on goals, priority audiences and communications strategy for each paid campaign and on the Contractor’s recommendations. OHA does not have predetermined or preferred media channels and expects the selected Contractor to recommend an appropriate channel mix based on audience insights, campaign objectives, available budget, timeframe, and media performance.

Question # RFP Section (Page #) Question

18. 2.4.6 Campaign Monitoring and Evaluation Services (Page 16)

Current media mix: What has been most effective?

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Agency Response to above question: The most effective media mix has been one strategically selected to reach the campaign’s priority audience and align with campaign objectives, budget and other parameters. Effectiveness is evaluated within the context of each individual campaign rather than by identifying a single preferred channel or media mix.

Question # RFP Section (Page #) Question

19. 2.4.5 Advertising Services (Page 16) Does OHA have existing media vendor, publisher, DSP, paid social, paid search, or other platform agreements that the selected contractor will be required to use?

Agency Response to above question: No.

Question # RFP Section (Page #) Question

20. 2.4.6.2 Campaign Monitoring and Evaluation Services (Page 16)

Measurement/data: What are the current KPIs?

Agency Response to above question: There are no current paid media campaign KPIs, as no paid media campaigns are currently running. KPIs have been established for social media; however, social media activities are temporarily paused while the Agency (OHA) transitions between contractors.

Question # RFP Section (Page #) Question

21. 4.10.2.7, 4.10.3, and 4.11 (Page 29) §4.10 vs. §4.11: The two sections number the last two scoring items differently. §4.10 makes Item 7 Prior Contract Performance and Item 8 Price; the table in §4.11 reverses them. Please confirm which is correct and that each is worth 10 points.

Agency Response to above question:

The table in Section 4.11 ROUND 1 POINT AND SCORE CALCULATIONS on Page 29 will be corrected in Addendum 1 posted on OregonBuys to reflect the following:

1) Prior Contract Performance per Section 4.10.2.7 5 is Evaluation Item 7; and

2) the Price Evaluation per Section 4.10.3 is Evaluation Item 8.

As indicated, both evaluation items are worth 10 points.

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22. 4.11 and 4.12 (Page 30)

3.3.3 Reference Check Forms (Page 21)

Section 4.12 says a "reference score" is combined with the other scores, but no points for references appear in Section

4.11. Are references scored? If so, how

many points, and how?

Agency Response to above question:

Reference Check Forms are not scored, so an Addendum will be issued to correct Section 4.12.

However, Section 3.3.3 states that the Agency (OHA) may use Reference Check Form as follows:

“… Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.”

23. Sections 3.2.1 Round 1 Proposal Submissions; 3.2.2 Proposal Page Limits, and 3.3.6 Prior Contract Performance Information (Pages 19, 24)

The checklist in Section 3.2.1 has a blank bullet and points to "§3.3.7" for the Price Proposal, which is actually §3.3.5.

Also, Section 3.2.1 omits Prior Contract Performance Round 1 Proposal Submissions

(§3.3.6). Is §3.3.6 required, and does it count toward the 20-page limit?

Agency Response to above question:

The incorrect Price Proposal reference in Section 3.2.1 checklist to Section “3.3.6” will be renumbered correctly to Section 3.3.5 Price Proposal.

Section 3.3.6 Prior Contract Performance Information is a required part of the Proposal and will be added to the checklist in Section 3.2.1 by Addendum 1. Also please review the Checklist Disclaimer in Section 6.10.

Note: Proposer’s responses to Section 3.3.6 are not subject to the 20-page limit of Section 3.2.2.

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24. 2.4 Scope of Work (Page 13) About how often and in what volume will translation be needed, and which languages have the highest priority?

Agency Response to above question:

Spanish language services are the highest priority in conjunction with English. Specifically, original Spanish content is needed monthly for social media content calendars. Occasional translation services or transcreation may be requested for languages identified in the RFP languages including Traditional Chinese, Simplified Chinese, Vietnamese, Russian, Korean, Arabic, Hmong, Marshallese, Portugues, Chuukese, Burmese, Samoan, Cantonese, Somali, Mam, Punjabi, Hindi, and American Sign language.

The Contractor should have the capacity to respond to varying language needs throughout the Contract term, including the ability to work with culturally specific and language specific channels and communities.

Question # RFP Section (Page #) Question

25. Section 6.2 Certified Firm Participation (Page 35)

Is COBID participation (certified small, minority-, women- or veteran-owned firms) considered in scoring, or is it encouraged only?

Agency Response to above question: As stated in Section 6.2: “Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities.”

COBIB participation is not considered in the evaluation of Proposals.

Question # RFP Section (Page #) Question

26. Section 3.3.3 Reference Check Forms (Attachment D) (Page 21)

Can references send their forms straight to the SPC instead of back to the Proposer?

Agency Response to above question: No, as stated in Section 3.3.3: “…Proposer shall send the Reference Check Form (Attachment D) to three references. Reference forms must be completed by each of the three references, returned to the Proposer and submitted with the Proposal…”

Question # RFP Section (Page #) Question

27. 2.4.1 Brand Strategy Dev, Imp, and Management Svcs (Page 14)

Can OHA confirm when the last brand refresh occurred?

Agency Response to above question:

The Smokefree Oregon brand launched in 2014. The brand was refreshed and a new website developed around 2023-2024. The newest mass media campaign ads “Imagine Oregon Without Big Tobacco” were created in 2023-2024, as well.

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28. 2.4.2 Campaign Planning Svcs (Page 15)

What is the balance of existing versus new development regarding campaign planning?

The balance between existing and new development will vary based on OHA’s priorities, available resources, campaign objectives, and identified audience needs. Proposers should be prepared to support both ongoing campaign management and new campaign development.

Question # RFP Section (Page #)

Question

29. 2.4.2 Campaign Planning Svcs (Page 15)

Are there existing OHA-funded community partners, Tribal programs, CBOs, RHECs or other organizations with which the successful Contractor will be expected to collaborate, or should the Contractor establish additional community partnerships as needed?

Please see Response to Question #5 above.

Question # RFP Section (Page

Question

30. 2.4.3 Testing and Formative Research Svcs (Page 15)

What existing audience research, message testing, and campaign evaluation data will be available to the selected Contractor?

Agency Response to above question: The Agency (OHA) has existing audience, campaign, and evaluation information that will be available to the selected contractor. This includes Smokefree Oregon campaigns and evaluations, as well as available audience and tobacco use data, campaign performance and community input.

OHA will work with the selected Contractor to identify and provide relevant existing research and evaluation materials available to support campaign planning and development.

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31. 2.4.7 Training and Technical Assistance Svcs (Page 16)

Training and Technical Assistance

1. What training and technical assistance is OHA currently providing to HPCDP grantees and partners, and what existing training materials, platforms, or resources will be available to the selected contractor?

2. Approximately how many organizations or partners currently receive training and technical assistance, and what level or frequency of support does OHA anticipate from the contractor?

Agency Response to above question:

1: The training and technical assistance for partners includes strategic communications consultations, projects or program specific communications plan, translation or transcreated materials related to the brand, talking points and key messages, press release support, media training, consultations, and more.

Existing resources include the Smokefree Oregon Portal, a tool to explore partner resources, campaign materials, and guidance to strengthen prevention efforts and the Quit Resources page on our website: Helping People Quit Tobacco.

2. Approximately 36 Local Public Health Authorities, 8 Regional Health Equity Coalitions, 37 Alcohol & Drug Prevention & Education Programs, and 30 Public Health Equity tobacco partners receive training and technical assistance, for a total of 111 current partners. Contractors frequently support these efforts and range from small tasks to larger projects, with no regularly occurring amount per week. If a range is estimated, it can be from 3-10 requests a week.

Question # RFP Section (Page #) Question

32. Attachment E – Price Proposal

Will licenses for website hosting, social media monitoring, etc. be transferred to the Contractor?

Should the Contractor include such costs in its Attachment E Price Proposal? If so, can OHA please indicate where this should be included in the Attachment E Price Form?

Agency Response to above question: The selected Contractor will be responsible for the licenses, subscriptions, and other third-party services necessary to perform the work under the Contract including but not limited to website hosting, social media monitoring, etc. Therefore, Proposers should include all costs for such items in their Price Proposals. For Website Services, such costs should be entered in the Summary of Proposed Costs Section of Attachment E that is highlighted in yellow below:

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2.4.6 Website Services

Key Persons who will perform the above Services:

[Insert Key Person Names here or in attached spreadsheet]

All identifiable costs, time estimates and fully loaded hourly rates for each Key Person for completing the above activity

[Insert details here or in an attached spreadsheet]

Summary of Proposed Costs for the above Services: $

OHA will work with the Contractor during Contract negotiations to identify which existing accounts, licenses, and services, if any, will be transferred to the Contractor, or maintained and paid by OHA.

Please note that Section 2.4 Scope of Work has been amended to include a new Section 2.4.6 Website Services, and Attachment E- Price Proposal Form has been replaced with a revised Attachment E. See Addendum 1 to RFP 6300 posted on OregonBuys # S-44300-00015366.

Question # RFP Section (Page #) Question

33. Section 3.3.5 Price Proposal (Page 23) and Attachment E

– Price Proposal

For large media buys, would OHA consider paying media vendors directly, making advance payments, or paying on placement affidavits?

Agency Response to above question:

OHA expects the Contractor to manage media purchasing and payment in accordance with the terms of the Contract.

Question # RFP Section (Page #) Question

34. Section 1.1. Introduction (Page 4) and Attachment A

– Sample Contract, Exhibit A, Part 3 – Special Provisions, Section 2.

Amendments, Subsection a.(1) (Page 30)

The RFP allows maximum total contract term of 7 years, but Attachment A - Sample Contract caps the time extensions to maximum total contract term of 5 years. Which is correct?

The maximum total Contract period is 7 years as stated in Section 1.1 Introduction and the cited incorrect reference to a maximum total term of “5 years” in Attachment A, Sample Contract will accordingly be changed to 7 years in Addendum 1 to this RFP.

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35. Section 3.3.5 Price Proposal (Page 23) and Attachment E

– Price Proposal

Are all ODCs (e.g., licenses, media buys) to be included in the $1.5M?

Agency Response to above question: Yes, Proposers should include all proposed costs in the “Summary of Proposed Costs for the above Services” items of Attachment E. Note: Attachment E- Price Proposal Form has been replaced with a revised Attachment E. See Addendum 1 to RFP 6300 posted on OregonBuys # S-44300-00015366.

Question # RFP Section (Page #) Question

36. Attachment A – Sample Contract (Page 17)

What website platform(s) does OHA use? (Task 6)

Agency Response to above question: Namecheap

Question # RFP Section (Page #) Question

37. Attachment A – Sample Contract, Exhibit A, Part 1- Statement of Work Task 4 - Research & Evaluation (Pages 15-16)

Please quantify how many of each asset is required in Task 4?

Agency Response to above question: OHA does not anticipate a fixed quantity of each research or evaluation activity or asset identified in Task 4. The scope and volume of research, testing, evaluation, and related deliverable will vary based on campaign priorities, audience needs, and available resources and the Annual Work Plan developed in consultation with OHA.

Question # RFP Section (Page #) Question

38. Attachment A – Sample Contract, Exhibit A, Part 1- Statement of Work Task 6 – Website (Page 17)

Task 6 mentions website enhancements, does OHA intend for those enhancements to be more content related or back end technical support?

Agency Response to above question: OHA anticipates that website enhancements will mostly involve content, functionality, user experience, accessibly, and campaign related updates. This may include developing or updating webpages, improving navigation and content organization, and incorporating new campaign resources and tools. OHA may also require technical support or backend development as needed to implement these enhancements.

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39. 3.3.5 Price Proposal (Page 23) and Attachment E – Price Proposal (Page 3); 4.10.3 Evaluation Item 8: Price Evaluation (Page 30). 3.3.1 Disclosure Exemption Affidavit (Page 20).

Section 3.3.5 and Attachment E require Proposers to submit fully loaded hourly rates and to state the salary/wage and fringe rate separately for each Key Person.

a) The individual compensation data and fringe benefit rates are highly confidential and commercially sensitive, and because fully loaded rates already reflect the proposed cost of labor. Would OHA consider removing the requirement to disclose individual salary/wage and fringe rates?

b) If not, please confirm Proposers can mark Attachment E Price Proposal as confidential to protect sensitive, confidential information from public disclosure?

Agency Response to above question:

a) No: OHA will not remove the requirement to disclose individual salary/wage and fringe rates in Attachment E – Price Proposal. The amounts that the Contractor will charge OHA for work performed by its Key Persons must be included in the fully loaded personnel costs (hourly rates) listed in Proposer’s Price Proposal.

OHA requests a separate salary and fringe breakdown of the fully loaded personnel costs (hourly rates) on Page 3 of Attachment E - Price Proposal so that OHA can clearly understand your costs. This helps OHA verify that the rates quoted are reasonable and consistent with the level of work described and appropriate for each Key Person.

In summary, the additional detail requested will help OHA assess cost reasonableness and ensure the State receives fair pricing and pertains to this element of Evaluation Item 8 Regarding Revised Price Proposal as stated in RFP Section 4.10.3 on Page 30:

• Does the Proposer demonstrate a reasonable and transparent pricing structure that reflects efficient use of public funds, specifically good stewardship and responsibility?

OHA is requesting that all Proposers provide the required breakdown in the table on Page 4 of Attachment E - Price Proposal form.

However, if a Proposer does not include that breakdown but its Price Proposal is otherwise substantially compliant with the instructions, the Proposer’s Price Proposal may still be evaluated, but the Proposer may receive a lower score for the Evaluation Item 8 of RFP Section 4.10.3.

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b) As stated in Section 3.3.1: “If Proposer believes its Proposal includes information that is exempt from public disclosure in accordance with ORS 192.311 through 192.478 and the Uniform Trade Secrets Act as adopted by the State of Oregon which is set forth in ORS

646.461 through 646.475, Proposer must complete and submit Attachment B Disclosure Exemption Affidavit.”

Addendum #1 will also add the following text to the above requirement of Section 3.3.1:

“and Proposer shall submit a redacted version of its Proposal (from which the confidential portions have been removed or obscured) clearly identified as the redacted version.”

However, OHA will not provide advance guidance or advice to Proposers on whether particular types of records are exempt from public disclosure as a Trade Secret, etc. under Oregon’s Public Record Law. If and when OHA receives a public records request for an item that a Proposer designated as exempt from public disclosure on the Attachment B Disclosure Exemption Affidavit, OHA will review the item and may consult with the Oregon Department of Justice, as necessary, before releasing or denying the release of any such records.

Question # RFP Section (Page #) Question

40. General Question Why is OHA issuing RFP 6300 now? ?

Agency Response to above question: OHA is issuing this RFP to procure strategic communications and social marketing services to support the Tobacco Prevention and Education Program’s ongoing commercial tobacco prevention and cessation efforts. The scope is intended to provide strategic communications, campaign planning and development, media, creative services, website and social media support, and management of the Smokefree Oregon brand and culturally specific social marketing campaigns. The timing of this procurement provides OHA an opportunity to establish a new contract for these services and ensure continued communications support as program priorities, audiences and campaign needs evolve.

Question # RFP Section (Page #) Question

41. Section 1.1, page 4, and Section 2.4.9.2, page 17

Is there an incumbent, and are they eligible to submit a proposal for this

RFP?

Agency Response to above question: Please see Agency Response to Question 4 above. At the current time, OHA has no contract with any company or individual to perform the services being sought by RFP 6300. Any qualified Proposer that meets the requirements of the RFP may submit a Proposal.

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42. Section 1.1 INTRODUCTION (Page 4), and Section 2.4.9.2 of 2.4.9 General Conditions and Performance Standards (Page 17)

What existing assets will be transitioned, including website platforms and hosting for smokefreeoregon.com and Vive Sin Fumar, social media accounts, creative archives, and research?

Agency Response to above question: Please see Agency Response to Question #30 above.

43. Section 4.12 ROUND 1 RANKING OF PROPOSERS (Page 31).

This section states the SPC will combine each Proposal's average score with a "reference score," but the points table in Section 4.11 does not include references. How are references scored, and how many points are they worth?

Agency Response to above question: See Response to Question 22. above.

44. 2.4 Scope of Work, pages 13–14

Beyond Spanish, what annual volume of transcreation into additional languages does OHA anticipate? Are translation and transcreation costs expected to be funded within the annual budget?

Agency Response to above question: OHA does not anticipate a fixed annual volume of translation or transcreation into languages beyond Spanish. The need will vary based on campaign priorities, audience needs and requests for culturally specific communications. Proposers should be prepared to provide translation and transcreation services in additional languages as needed.

Translation and transcreation costs should be accounted for within the Proposer’s overall proposed budget. OHA does not anticipate a separate, fixed annual allocation specifically for translation or transcreation services.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fsmokefreeoregon.com%2F&data=05%7C02%7Cjohn.f.gardner%40odhsoha.oregon.gov%7C908216a28b5f4fabd5ae08df1db02d1c%7C658e63e88d39499c8f4813adc9452f4c%7C0%7C0%7C639262314684497330%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=bXIOPQVZnPEX3lpH%2FMABTYZemwXfrZYr89stoyHTS%2FA%3D&reserved=0

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45. Sections 2.3.3 and 3.3.2;

Attachment H -

TOBACCO, ALCOHOL

AND CANNABIS

CERTIFICATION SHEET

Please confirm whether work with retail brands that sell tobacco products would be considered a conflict of interest for this engagement.

Agency Response to above question: Please review the required statements and certifications in Attachment H, specifically Sections 4. and 5.

If a Proposer is unable to truthfully approve and sign the statements and certifications in Attachment H, it should not submit a Proposal for RFP 6300. If a Proposer fails to submit or sign Attachment H, any Proposal submitted by that Proposer will be rejected as not Responsive.

Question # RFP Section (Page #) Question

46. Sections 1.1 and 3.3.5;

Attachment E

Of the $1.5 million maximum budget for December 1, 2026–June 30, 2027, approximately how much does OHA anticipate allocating to paid media versus agency services, creative/production, research, community engagement, translation/transcreation, and other third-party costs?

Agency Response to above question: Please see Agency Response to Question #16 above.

Question # RFP Section (Page #) Question

47. Sections 2.3.3, 2.4.2.2 and 2.4.4.2

Can OHA clarify whether transcreation is expected at the campaign level (similar to Vive Sin Fumar) or whether translation/localization of core campaign assets is the anticipated model for most languages?

Agency Response to above question: Vive sin Fumar is an example of a culturally specific campaign developed in Spanish with and for the Latino community rather than a direct translation of English Campaign materials. OHA may request more extensive transcreation or culturally specific campaign development when research, audience needs, or campaign objectives indicate that this approach is appropriate. The Proposer should be prepared to recommend the appropriate level of translation, localization, transcreation, or new creative development based on the needs of each campaign and audience.

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48. 2.4.2.1, 2.4.4.1 and 2.4.5 a) Does OHA anticipate paid media operating continuously throughout the year or primarily in campaign-specific flights?

b) How many paid media campaigns does OHA typically run each year?

Agency Response to above question: Please see Agency Response to Question # 17 above.

Question # RFP Section (Page #) Question

49. 2.4.5 and 3.3.5 Are there any expected media channels or partners or requirements that will or may affect media plans for this project, including but not limited to: state procurement requirements, mandatory contracts, preferred vendors, or media purchasing restrictions that must be utilized when executing media plans. (Sections

2.4.5 and 3.3.5)

Agency Response to above question: Please see Agency Response to Question #17 above.

Question # RFP Section (Page #) Question

50. 2.3.3, 2.4.4.1 and 3.3.5 a) What geographic level of targeting is anticipated, such as statewide, DMA, county, ZIP code, Tribal areas, or other community-defined geographies?

b) How much of the media is state-wide versus more targeted to the more specific geographic levels referenced above?

Agency Response to above question: Geographic targeting will vary by campaign based on objectives, priority audience, and community needs. Campaigns may use statewide or more targeted geographic approaches, including community defined geographies when identified by the campaign strategy and audience research.

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51. Sections 2.4.5, 2.4.6.1–

2.4.6.2 and 2.4.9.2.

a) Will OHA make any historical media schedules, investment levels, channel allocations, performance reports, campaign evaluations, or benchmarks available during the RFP period to support proposal development?

b) If not, should Proposers assume these materials will be provided only during onboarding?

Agency Response to above question: Please see Agency Response to Question # 30 above.

Question # RFP Section (Page #) Question

52. 2.4.2, 2.4.5 and 2.4.6 a) What media strategies, channels, or partnerships have been most successful under the current contract?

b) Where does OHA see opportunities for improvement moving forward?

Agency Response to above question: Please see Agency Response to Question #18 above.

Question # RFP Section (Page #) Question

53. 2.4.9.2 a) Who owns the current ad accounts, pixels, audiences, DSP seats, ad server and analytics?

b) Will admin access and past data transfer when the Contract starts?

Agency Response to above question: Please see Agency Response to Question #30 above.

54. General Question Beyond advertising platforms and analytics, will the successful Proposer receive access to existing creative assets, usage rights, brand libraries, audience research, campaign evaluations, and community engagement materials developed under prior contracts?

Agency Response to above question: Please see Agency Response to Question 30 above.

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55. 2.4.5 Advertising Services and 2.4.6.1 of

2.4.6 Campaign

Monitoring and Evaluation Services (Page 16)

What is included in the media audit process?

Agency Response to above question: OHA anticipates the media audit will assess campaign implementation and performance, including brand and ad recall and self-reported knowledge, attitudes, beliefs or behaviors among people exposed to the campaign. Specific scope, components, and deliverables will be determined on each campaign’s objectives and evaluation needs.

Question # RFP Section (Page #) Question

56. 2.4.5 Advertising Services (Page 16)

What is the added value requirement – is there a percentage that must be met, and is there a set standard on providing value?

Agency Response to above question:

OHA has no established minimum percentage or value for added value. OHA expects the Contractor to identify, secure, and report added-value opportunities resulting from media purchases, with the approach determined based on the specific media plan, channels and campaign.

Question # RFP Section (Page #) Question

57. 2.4.5 Advertising Services and 2.4.6 (Campaign Monitoring and Evaluation Services) (Page 16)

Please clarify what OHA expects to be included in the media audit process, including the anticipated scope, components, and deliverables.

Agency Response to above question: Please see Response to Question #55 above.

Question # RFP Section (Page #) Question

58. 2.4.5 Advertising Services (Page 16)

Please clarify whether there is a minimum percentage or other quantitative requirement for added value, and whether OHA has a set standard or expectation for how added value should be calculated, secured, and reported.

Agency Response to above question: Please see Response to Question #56 above.

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59. Sections 2.4.6.1–2.4.6.4. a) Can OHA describe its overall measurement framework for evaluating Smokefree Oregon, including how success is defined and measured across media performance, campaign effectiveness, community engagement, behavioral outcomes, and broader public health objectives?

b) Which measures will be most important in evaluating Contractor performance throughout the Contract term?

Agency Response to above question:

a) OHA will evaluate success using measures appropriate to each campaign or activity, which may include media performance, campaign reach and effectiveness, community engagement, and changes in knowledge, attitudes, beliefs or behaviors. Specific objectives, KPIs, and evaluation measures will be established through campaign planning and the work plan.

b) Contractor performance will be evaluated based on successful completion of agreed-up work plan activities and deliverables, including timely and effective campaign implementation, monitoring and reporting, achievement of agreed-upon KPIs and the Contractor’s ability to use findings to improve campaign effectiveness and reach.

60. 2.4.3.1–2.4.3.2 of 2.4.3 Testing and Formative Research Services (Page

15) and 2.4.6.3 of 2.4.6 Campaign Monitoring and Evaluation Services (Page 16).

Which research, measurement, and evaluation activities does OHA expect the Contractor to lead directly versus those conducted by OHA staff or other evaluation partners (e.g., survey design, survey fielding, focus groups, tracking studies, campaign effectiveness analyses, and media/website reporting)?

Agency Response to above question: Please see Agency Response to Question #30 above.

Question # RFP Section (Page #) Question

61. Sections 2.4.1.2, 2.4.6.1 and 2.4.9.2 (Pages 15, 16, 17)

What existing analytics, reporting, web analytics, social listening, campaign monitoring, and evaluation tools are currently in place and available to the Contractor?

Agency Response to above question:

OHA currently uses a variety of analytics and reporting tools associated with its websites, social media platforms, and paid media campaigns. Specific tools and access available to the Contractor will be identified during work plan development based on the needs of each deliverable.

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62. Sections 2.4.2.1 and 2.4.3.1.

Does OHA maintain existing audience segmentation frameworks, personas, community research, or audience profiles that will be available to the selected Contractor?

Agency Response to above question: OHA maintains historical audience research, segmentation information and related audience insights that will be shared with the selected Contractor as part of onboarding. The Contractor may be asked to conduct additional audience research and testing throughout the Contract term.

Question # RFP Section (Page #) Question

63. Section 2.4 Scope of Work. See additional details in questions.

a) How does OHA currently evaluate campaign effectiveness among priority populations and culturally specific audiences, and are there audience-specific KPIs, benchmarks, or reporting requirements expected under this contract? (Sections 2.3.3, 2.4.3 and 2.4.6))

b) What surveys or focus group-related data is available now and will we get access for RFP? (Sections 2.4.3.1–2.4.3.2 and 2.4.9.)

Agency Response to above question: Please see Agency Response to Question # 20 above.

Question # RFP Section (Page #) Question

64. General Question a) Of the audiences identified throughout the RFP, which should be considered the highest priority for paid media investment during the initial Contract period?

b) Should investment should be prioritized differently by campaign objective, geography, language, or community?

Agency Response to above question: Please see Agency Response to Question #17 above.

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65. Section 2.4 Scope of details in question.

a) Does OHA have any 1P Data Audiences that are available for use in Media? (2.4.6.1 and 2.4.9.2)

b) Where are these audiences stored (CDP, CRM)? (2.4.9.2)

c) Would OHA need help with building out tech infrastructure for 1PD usage? (2.4.1.2 and 2.4.9.2)

d) Are they…