Questions & Answers, Addendum No 1.pdf

Public Relations, Advertising, Marketing, and Multimedia Services

Request for Proposals (RFP)

No. 23-82101800-RFP

Questions and Answers and

Addendum No. #1

Revisions to RFP and Scope of Work

Questions and Answers

The Department has received the following questions through the Business Network, and the Department’s answers are provided in the table listed below:

No. Question Answer

1. Is this where I submit the Q & A? Yes. All questions should be submitted in the Business Network by the time and date identified in the Timeline of Events.

Refer to the RFP, subsection 1.1 Timeline of Events.

2. I see a Q & A board but do not see where I can submit questions. Is this where the questions are submitted? would you please advise. thank you

See answer to question #1.

3. Is there a proposed budget or annual spend based on past years or projects?

No. This is a new statewide, State Term Contract. All Contracts executed from this Request for Proposals (RFP) will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Refer to Revised Attachment A, Scope of Work, subsection 3.1, Purpose and Service Categories.

Refer to Addendum 1 to the RFP subsection 1.4, Objective, attached hereto.

4. Will favor be given to agencies that can do multiple tasks within the proposed project(s)?

Refer to the RFP, subsection 2.8, Basis of Award.

5. Will points be given to, or will favor be shown to MBEs based on the statement that Minority Owned Businesses are important?

Additional points or favor will not be given to minority-owned businesses.

Refer to the RFP, subsection 2.8 Basis of Award.

Additionally, refer to Addendum 1 to the RFP, subsection 2.7 Equal Proposals, attached hereto.

6. Is subcontracting allowed? Yes. Refer to Attachment G, Special Contract Conditions, subsection 6.1 Subcontractors.

7. Is there one incumbent vendor? if yes, who is it?

No. See answer to question #3.

8. is this a time and materials, fixed bid, or ot-to exceed requisition

This Contract is not-to-exceed hourly rate pricing. See Revised Attachment A, Scope of Work, subsections:

• 3.5 Media Buy Requirements

• 3.9 Pricing

• 3.10 Price Adjustments

• 3.11 Project Based Pricing

9. will extra consideration be made to women-owned businesses

See answer to question #5.

10. is this a time and materials, fixed bid, or ot-to exceed requisition

See answer to question #8.

11. What is the average of a data set representing duration of awarded projects?

This question is unclear.

This is a new statewide, State Term Contract. All Contracts executed from this Request for Proposals (RFP) will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

There is no existing data set.

12. What is the mode (most common number) that appears in the data set representing the duration of awarded projects?

This question is unclear.

See answer to question #11.

13. What financial penalities does a vendor who submits a proposal may incur if the deliverables are not met?

Refer to Revised Attachment A, Scope of Work, subsections:

• 3.3 Customer Scope of Work

• 3.17 Financial Consequences

14. Is a vendor bond required for this proposal?

No.

15. who from the State of FL was on the pre-conference call?

This question is outside the terms of this solicitation.

16. would you give examples of state agencies that would be using these services?

All state agencies are eligible to use this Contract.

17. With regard to the attachment D, technical proposal, the instructions state that response s to attachment D cannot be more than 20 pages in length.

Does that page length include the cover page and cover letter?

The cover page is not counted toward the 20-page limit.

If a Respondent elects to submit a cover letter with its Technical Proposal submission, it will be counted toward the page count for the Technical Proposal.

Refer to Revised Attachment D, Technical Proposal Instructions and Evaluation Criteria.

18. Is the RFP meant to build a preferred network list only, or is there a guarantee that this will bring in work within the 3-year term?

No. The Department is issuing this RFP to establish a statewide, State Term Contract for Public Relations, Advertising, Marketing, and Multimedia Services. There is no guaranteed spend under a new contract.

Refer to Addendum 1 to the RFP, subsection 1.4 Objective, attached hereto.

19. For the proposed solution section, since there’s no specific ask, is the request to show how we’d work on each service line?

The Technical Proposal shall demonstrate the Respondent’s ability to provide the services for which the Respondent is submitting a Proposal, including the ability to provide the services statewide.

Refer to Revised Attachment D, Technical Proposal Instructions and Evaluation Criteria.

20. Has there been a marketing plan developed for the purpose of these services? If so, can you please share.

No. This is a new statewide, State Term Contract. All Contracts executed from this Request for Proposals (RFP) will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

21. Has goals and KPIs developed per each services?

See answer to question #20.

22. Is there an incumbent agency and if so who are they?

See answer to question #3.

23. Do you have an updated brand book / brand guide?

See answer to question #20.

24. What is the overall purpose of each of the services?

Refer to Revised Attachment A, Scope of Work, subsections:

• 3.1 Purpose and Service Categories

• 3.2 Service Categories

25. Is there a requirement to meet a MBE or WBE on this contract?

Refer to Attachment G, Special Contract Conditions, subsection 4.5 Diversity.

26. Is there a page limit to the RFP technical proposal?

Yes. See answer to question #17.

27. What is the target audience and target market you want to reach and is the overall message of the campaign

No. This is a new statewide, State Term Contract. All Contracts executed from this Request for Proposals (RFP) will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Target audient, target market, reach and messaging may be contemplated in an applicable Customer SOW.

28. Will most meetings be in person or via conference?

This is a new statewide, State Term Contract.

Meeting requirements may be contemplated in an applicable Customer

SOW.

29. How much in person meetings do you anticipate to have throughout the year?

See answer to question #28.

30. What is the total advertising spend allocated for the year?

This is a new statewide, State Term Contract.

Spend may be contemplated in an applicable Customer SOW.

31. Do you have a bank of professional photos and videos we can already use?

See answer to question #20.

32. What is the criteria and percentage of the winning bid?

Refer to the RFP, subsection 2.8 Basis of Award.

33. Will there be an interview or presentation on a handful selected vendors or will you just award the winner?

Interviews or presentations are not permitted.

34. Will the RFPs from each vendor be public? Refer to the RFP, subsection 3.2 paragraph 19, Public Records.

35. Who are the selection committee? There is no selection committee. Refer to the RFP, subsection 2.5 Technical Evaluation.

36. Are we allowed to bring in a subcontractor or agency, if we are not proficient in one of the service areas?

Refer to Attachment G, Special Contract Conditions, subsection 6.1 Subcontractors.

37. Do you anticipate to make an award on multiple vendors that are the best in each category or just award to a Prime vendor with subcontractors?

Refer to the RFP, subsection 2.8 Basis of Award.

38. Is there an RFP format that you want as to follow on the technical proposal?

See answer to question #17.

39. Can you share examples of work completed by respondents to previous versions of this Request for Proposal?

See answer to question #3.

40. Section 2.3 Public Opening states “Proposals will be physically opened on the date, time and at the location indicated in the Timeline of Events section of this RFP.” However, the PUR 1000 General Instructions to Respondents states “Respondents are required to submit responses electronically.” Could you please confirm that respondents are only required to submit proposals electronically?

Respondents are required to submit proposals electronically. Refer to the RFP subsections:

• 3.2 paragraph 3 Electronic

Submission of Proposals

• 3.3 How to Access the Sourcing

Event in MyFloridaMarketPlace

41. Our hourly rates vary by individual. Is it acceptable to provide a ceiling for our team’s average hourly rate in the cost proposal? Or are we required to provide the ceiling rate for the most senior team member who may be assigned to projects outlined in the Scope of Work?

A contractor may not charge more than the hourly rate included in Attachment C, Cost Proposal, for a given Service Category. Refer to Revised Attachment A, Scope of Work, subsections:

• 3.8 Request for Quote (RFQ)

Requirements

• 3.9 Pricing

• 3.11 Project Based Pricing

42. Does the agency have a preferred document size or orientation for technical proposals?

See answer to question #17.

43. Who serves on the committee responsible for selecting the winning proposals?

Evaluators will be appointed in accordance with section 287.057(17), Florida Statutes. Refer also to the RFP, subsections:

• 2.5 Technical Evaluation

• 2.8 Basis of Award

44. Who would serve as the selected vendor’s primary points of contact?

The Contract Manager is the representative designated by the Department who will oversee all aspects of the Contract, monitor performance expectations, and serve as the primary point of contact for the Contractor.

Refer to Revised Attachment E, Draft Contract, section IV., Contract Manager.

Refer to Attachment G, Special Contract Conditions, subsection 4.3 Department’s Contract Manager.

45. Who will the evaluators be? See answer to question #43.

46. Will the evaluators be employees of DMS or from various state agencies?

See answer to question #43.

47. If a vendor bids on all service categories and wins all four, will they receive 4 distinct contracts? Or one contract with provisions for the 4 services?

A single Contract document will be executed for an awarded Respondent, regardless of the number of Categories awarded.

Refer to the RFP, subsection 2.8 Basis of Award.

48. Page 4, advertising services tasks:

Can you elaborate on “media relations planning” and how DMS envisions this task supporting advertising services?

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

Media relations planning may be contemplated in an applicable Customer

SOW.

49. Page 4, advertising services tasks:

Please clarify if vendors are expected to build relationships with journalists via conducting advertising services.

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

The Contractor may be required to build relationships with media representatives and journalists as contemplated in an applicable Customer SOW.

50. Page 4, advertising services tasks:

Please clarify the intention of “establish partnerships with governmental entities or communities for advertising services purposes.” Does DMS mean paid partnership with another government entity? Or entities distributing campaign content via an organic partnership? Or co-branded multi-agency campaigns?

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

The Contractor may be required to establish partnerships with governmental entities or communities as contemplated in an applicable Customer SOW.

51. Page 4, advertising services tasks:

Please clarify “promotion events and activities.”

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

The Contractor may be required to promote public awareness through events and activities as contemplated in an applicable Customer SOW.

52. Page 4, advertising services tasks:

Should we assume the referenced social media campaigns are organic? Paid? Or a combination of both?

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work

Social media campaigns may be contemplated in an applicable Customer

SOW.

53. Page 4, advertising services tasks:

Is there an expectation that the selected partner monitor and community manage social media and if so, for paid, organic or both?

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

The Contractor may be required to plan, create, implement, and monitor social media campaigns as contemplated in an applicable Customer SOW.

54. Page 4, advertising services deliverables:

Can you confirm what is meant by “Media coverage reports”?

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

The Contractor may be required to report media coverage as contemplated in an applicable Customer SOW.

55. Page 4, advertising services deliverables:

Is there an expectation for vendors to have an established protocol or process for gathering aided and unaided brand awareness metrics?

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

Brand awareness metrics may be contemplated in an applicable Customer

SOW.

56. Page 4, advertising services deliverables:

Can you elaborate on the difference between “project reports” and “post-project reports?”

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

The Customer may determine the specifications of project reports and post project reports as contemplated in an applicable Customer SOW.

57. Page 5, marketing service tasks:

Can you elaborate on which content you expect vendors to optimize for SEO purposes? Website content or something else?

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

Content optimization may be contemplated in an applicable Customer

SOW.

58. Page 6, multimedia services deliverables:

Please clarify what is meant by “media conversion and desktop publishing services”

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

Media conversion or desktop publishing services may be contemplated in an applicable Customer SOW.

59. What are the expectations of vendors to respond to RFQ’s?

Refer to Revised Attachment A, Scope of Work, subsections:

• 3.8 Request for Quote (RFQ)

Requirements

• 3.9 Pricing

• 3.11 Project Based Pricing

60. Once on the list, can vendors decline an invitation to quote or should they respond to all invitations to quote?

Contractors are not required to respond to a Request for Quote.

61. What will be the grading criteria used by the program directors when they are looking at quotes from 25 vendors?

Customers will base purchases from Requests for Quotes on a determination of best value or as otherwise set forth in the Customer’s Request for Quotes.

62. Can a program director choose whomever they want as long as the vendor is on the list?

See answer to question #61.

63. What if a program director doesn’t get 25 vendors to send quotes for a bid?

Request for Quotes shall be issued pursuant to section 287.056, F.S.

Refer to Revised Attachment A, Scope of Work, subsection 3.8 Request for Quote (RFQ) Requirements.

64. How many companies have indicated they are interested in submitting for this RFP?

This is an active solicitation and the Department cannot provide this information at this time.

65. Is there a cut-off for number of vendors or will everyone who scores within 25% of the highest scoring vendor be added to the list?

No, a cut-off for number of vendors is not contemplated in this RFP. Refer to the RFP, subsection 2.8 Basis of Award.

66. Will agencies have one large RFQ or multiple RFQ’s based on different programs?

How the Customer structures its RFQ will be up to the discretion of the Customer.

67. What information is provided to buyers about vendors on the list? (name, address, services offered?)

The Department will publicly display the following information for awarded Contractors with an executed contract:

Contractor’s executed Contract with information and Exhibits identified in Revised Attachment E, Draft Contract;

Contractor’s name; Contractor’s Customer contact; and Federal Employer Identification Number.

68. What is the typical price range of RFQ’s? See answer to question #3.

69. Is there a max number of pages for proposal submission?

See answer to question #17.

70. Is there a max number of examples for proposal submission?

This question is unclear.

See answer to question #17.

71. Regarding RFP Section 2.8: Basis of Award

Our question is regarding the scoring of the Cost Proposal based on “The Respondent with the lowest Calculated Hourly Rate.” Knowing that the Scope of Work states that the “Contractor may negotiate a lower hourly rate based on the Customer SOW” and that rate “decreases are allowable” and that “project-based pricing” can be discounted, the requested hourly rate for time and materials in the Cost Proposal is to represent the potential “maximum” that must account for not only the maximum value of the time itself but also the maximum value of a variety of materials for a variety of project scopes;

then why is this pricing, which can be both discounted based on the project scope of work and scaled appropriately for specialty equipment required to meet the Customer’s needs, then scored based on the “lowest Calculated Hourly Rate” when these calculations will vary based on the Contractor’s capabilities and their variety of services?

See RFP, subsection 2.8 Basis of Award Basis of Award; the lowest Calculated Hourly Rate is used to calculate the Respondent’s Cost Proposal points. The Respondent’s Cost Proposal score is not the sole determining factor for award.

72. Regarding RFP Section 2.8: Basis of Award Could the scoring method of the Cost Proposal potentially hinder a Contractor’s eligibility to be considered for a project that they are best suited for, and that the State would most benefit from because of a Contractor’s “maximum hourly rate” that reflects a “maximum” service-type that the Contractor with the “lowest Calculated Hourly Rate” does not offer?

See the RFP, subsection 2.8 Basis of Award; price is not the sole determining factor for award. The Respondent’s Technical Proposal score is also contemplated for award.

Additionally, per Addendum 1 to the RFP, subsection 1.4 Objective, attached hereto, the Department intends to make multiple, statewide awards.

73. Regarding Scope of Work Section 3.9:

Pricing Our question is about the hourly rate calculation and the potential for expanding this pricing structure. Within Multimedia Services, video production for example involves the step-by-step process of creative development, preproduction, production, and post production. Project scopes can often fall on a multi-tier scale including certain speciality needs where creative development, preproduction, production, and post production fluctuate up or down depending on the tier. Would DMS consider a multi-tiered rate sheet with line items for each of these processes structured similar to how DEP RFP 2019019 detailed out for video production as well as photography and graphic design? These line items can be helpful for specifying the time and materials associated with each process at each tier.

It also helps define “all applicable costs” for providing these specific services.

No, the Department does not intend to change Attachment C, Cost Proposal.

The Respondent’s Cost Proposal shall include the maximum hourly rate including all applicable costs in the Proposed Service Category(ies).

74. Regarding Scope of Work Section 3.11:

Project Based Pricing Since Customers can request Project Based Pricing that accounts for their specific needs based on their SOW, then why is hourly pricing scored as part of the Basis of Award when it is not based on a project? Could an example of Project Based Pricing be scored instead to better compare Contractors as “apples and apples” bidding on the same project with an example SOW and proposed project budget?

Customer specific projects and Project Based Pricing may be contemplated in an applicable Customer SOW.

Refer to Revised Attachment A, Scope of Work, subsections:

• 2 Definitions

• 3.3 Customer Scope of Work

75. Regarding Technical Proposal:

It is mentioned that the Technical Proposal PDF should have “fully searchable text and images throughout the document.” Does this mean that it is acceptable to include images throughout the Technical Proposal that showcase examples of prior relevant work experience using images of the Contractor’s past work?

Yes. Additionally, see answer to question #17.

76. Regarding Technical Proposal:

Can hyperlinks to prior relevant work be embedded within the Technical Proposal PDF to showcase the Contractor’s work examples?

Hyperlinks should not be included in the Technical Proposal.

Additionally, see answer to question #17.

77. Is there an incumbent agency that has been doing this work? What specific pain points are you looking to solve with your current agency?

See answer to question #20.

78. What do you perceive as your main challenge over the next 3-5 years?

The Department does not have this information. This is a new statewide, State Term Contract.

79. Will the Dept of Management Services team provide the target audience market research you have to date? Are you looking to supplement this information?

See answer to question #20.

80. Do you have an anticipated breakdown for budget?

See answer to question #3.

81. Are there any key dates you'd like us to consider for the planning (i.e events, app deadlines).

Refer to the RFP, subsection 1.1 Timeline of Events.

82. What CRM do you use?

This is a new statewide, State Term Contract.

CRM platforms may be contemplated in an applicable Customer SOW.

83. Are there periods where you see stronger flows of applications?

This question is unclear.

84. What do you perceive as your main challenge over the next 3-5 years?

See answer to question #78.

85. Who will be our main point of contact for public relations services?

See answer to question #44.

86. How many press releases do you expect us to prepare and deliver?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Tasks and deliverables for press releases may be contemplated in an applicable Customer SOW.

87. In terms of Media relations, does the Department of Florida Management Services already have a list of journalists and media outlets to secure and guide media coverage or do you want the agency to come up with the list?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

The Department of Management Services does not have a list of journalists and media outlets to secure and guide media coverage.

Media relationships tasks and deliverables may be contemplated in an applicable Customer SOW.

88. Is the list statewide or focused on certain municipalities or districts within the State of Florida?

Contracts will be awarded on a statewide basis as identified in Addendum 1 to the RFP, subsection 1.4 Objective, attached hereto and in the RFP subsection 2.8 Basis of Award.

89. Can you confirm if the proposal shall include Event Management (Organizing and managing events) to boost visibility and media coverage, such as press conferences, product launches, or community events? If so, how many during the year?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

The Contractor may offer services in accordance with Revised Attachment A, Scope of Work subsection 3.2 Service Categories and an applicable Customer

SOW.

90. Can you confirm the number of estimated content you are expecting to receive as part of this RFP (Producing high-quality, engaging content for various platforms, including press releases, blogs, newsletters, and speeches)?

See answer to question #20.

91. What are the specific goals and objectives of your advertising campaign?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Goals and objectives for advertising campaigns may be contemplated in an applicable Customer SOW.

92. What are your goals, from a numeric perspective, for this specific campaign?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Goals for campaigns may be contemplated in an applicable Customer

SOW.

93. If you have run a campaign in the past, what metrics or benchmarks were you looking at?

94. What is your desired collaboration process between your team and ours throughout the campaign?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Customer collaboration may be contemplated in an applicable Customer

SOW.

95. Is there a particular need for a creative campaign and message that the Department of Management Services is trying to convey?

This question is unclear. See answer to question #20.

96. Does the given budget include any traditional media vs. Digital media?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

See answer to question #3.

97. Do you have a breakdown from past years on the production of advertising campaign messages versus the media budget?

See answer to question #3.

98. Do you have a timeline for the Media plan or is this something you would expect from the RFP?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Customer media plan timelines may be contemplated in an applicable Customer

SOW.

99. Would the final interviews/demonstrations be in person?

There will be no interviews or demonstrations as part of this RFP.

100. Would you like the estimated clicks and impressions for search and display only or were you also looking for this for all recommended channels?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Metrics may be contemplated in an applicable Customer SOW.

101. Would it be possible to share keywords that you are currently using so we can build these estimates out of that?

See answer to question #20.

102. What proportion of the previous budget has been allocated towards Google Search, if any?

See answer to question #3.

103. Does the given budget include any traditional media?

See answer to question #3.

104. In the past two years (2022 and 2023) which State agencies have had the largest spend in PR, Marketing, Advertising and Media services?

This is a new statewide, State Term Contract.

Refer to Addendum 1 to the RFP, subsection 1.4 Objective, attached hereto.

105. Please provide the number of relevant PR, Marketing, Advertising or Media projects contracted per year by State of Florida agencies in the last 3 years. Please also provide the spend and length (number of months) of each contract.

The Department does not have this information.

106. Please provide a few examples of previous PR, Marketing, Advertising or Media SOWs under a current or previous STC. If no prior STC existed, please provide several SOWs for this type of work contracted outside of an STC.

This is a new statewide, State Term Contract. The Department does not have this information.

Advertisements for competitive solicitations can be found on the MFMP Vendor Information Portal.

https://vendor.myfloridamarketplace.com/

107. Have any projects already been identified by State agencies for this contract? If so, can you provide the details of the project and the potential scope?

The Department does not have this information.

108. Are there any State agencies with recurring annual programs that will fall under this contract? If so, please provide a list of these recurring programs and the associated State agency.

The Department does not have this information.

https://vendor.myfloridamarketplace.com/

109. Provide a list of vendors who have qualified under previous or similar STCs for the same services. If no STC existed in the past, please provide a list of representative vendors who have provided similar services outside of an STC for State agencies.

See answer to question #106.

110. Does the State of Florida have any software that can be made available to all state agencies to measure PR, Advertising, Marketing or Media activities?

Examples may include email campaign management software, a content management system (CMS), a social media management and tracking tool, social listening software, etc.

The Department does not have this information.

111. As noted in the STC posting, the State of Florida agencies have spent more than $19 million in fiscal year 2022-2023 on PR, Advertising, Marketing and Media services.

Please provide the highest, lowest and average hourly rate paid by State of Florida agencies for these services during the 2022-23 fiscal year.

The Department does not have this information.

112. For clarification purposes, please elaborate on whether the ceiling rate is per person or per project.

Pricing shall include the Contractor’s maximum hourly rates for each Service Category.

The maximum hourly rate shall include all applicable costs for providing Public Relations, Advertising, Marketing or Multimedia Services.

Refer to Attachment C, Cost Proposal, as well as Revised Attachment A, Scope of Work, subsections:

• 3.9 Pricing

• 3.10 Price Adjustments

113. What types of costs would be considered outside of the ceiling rate? For example, would media spend, event equipment rental and email tracking software subscriptions be considered budgetary items outside of the vendor's service fees?

Pass-through costs are not within the scope of this RFP.

Media Buys will be outside the maximum hourly rate as identified in Revised Attachment A, Scope of Work, subsection 3.5 Media Buy Requirements.

Customers may request project-based pricing to accomplish tasks and deliverables that include more complex requirements. Customers shall use maximum hourly rates or project-based pricing, but not both.

Refer to Revised Attachment A, Scope of Work, subsections:

• 3.5. Media Buy Requirements

• 3.9 Pricing

• 3.11 Project Based Pricing

114. On an individual RFQ, will there be multiple rate categories based on experience or position?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Respondents are required to submit pricing for the Ceiling Rate for both the Initial term and Renewal Term for each Service Category they are proposing services.

The maximum hourly rate shall include all applicable costs for providing services in the applicable Service Category.

Refer to Attachment C, Cost Proposal.

Refer to Revised Attachment A, Scope of Work, subsection 3.9 Pricing.

115. Will the Cost Proposal for a specific Opportunity be formatted in the same way as in this STC? If not, can you please provide an example of how a cost proposal for a prospective opportunity would be formatted?

Refer to Revised Attachment A, Scope of Work, subsections:

• 3.9 Pricing

• 3.10 Price Adjustments

116. Data Security, states that the State of Florida data may not be sent by any medium, transmitted, or accessed outside the United States. As is common across the industry and within government, including the State of Florida, (see FLA Section 282.206 - Cloud-first policy in state agencies) our firm uses cloud-based technology such as the Microsoft 365 Office Suite including Outlook email, Teams, SharePoint, and other enabling technologies. Such access is subject to technical, legal and/or other safeguards, measures, and controls in place to protect Confidential Information of State from unauthorized disclosure or use. For example, in order to support and administrate those technologies, Microsoft and the vendors that support Microsoft's cloud services may in the performance of such services have access to State data or generated used in performance of the services, including from offshore locations.

The restriction as stated limits the ability of offerors in regards to the technology that it can bring to bear in connection with the resulting contract. This may in turn reduce the State's value proposition and increase the state's costs and timelines. Can the State consider modifying its language to make clear that contractors may utilize these types of cloud-based technologies in delivering services involving state data?

Attachment G, Section 9

An awarded Contractor may utilize cloud-based technologies, but must adhere to the terms and conditions of the Contract.

The Department does not intend to modify Attachment G, Special Contract Conditions Section 9. Data Security.

117. Where does the purchase order fall in the order of precedence in the contract?

Refer to Revised Attachment A Scope of Work, subsection 3.8. Request for Quotes (RFQs) Requirements.

118. Is a performance bond or letter required for this RFP? If so, what are the requirements?

See answer to question #14.

119. Is there any point preference for VBEs? Or are there any subcontracting goals or requirements for DBE/VBEs?

See answer to question #5.

120. Can pricing for media buying services within the Advertising category be presented as a percentage of the media spend?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Media Buy pricing may be contemplated in an applicable Customer SOW.

Refer to Revised Attachment A, Scope of Work, subsection 3.5 Media Buy Requirements.

121. What will the approval process be for creative work? Can the proposal be drafted to include or be limited to a certain number of revisions?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Drafts and approval processes of creative work may be contemplated in an applicable Customer SOW.

122. If the number of revisions exceeds the proposal terms can the Customer be charged for additional revisions or add-on work requested?

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

This RFP does not contemplate a number of revisions. Any such requirements may be contemplated in an applicable Customer SOW.

123. If there are pass through costs such as purchasing email lists as an example, will these pass through costs be allowed / allocated in the specific proposal once an actual Customer project has been identified?

See answer to question #113.

124. Will required travel, physical meetings, other in-person events, meeting room space or other such requirements be described and budgeted in any specific Customer project?

Travel expenses are not reimbursable and are not within the scope of the RFP.

Refer to Attachment G, Special Contract Conditions, subsection 3.5 Travel.

Pass-through costs are not within the scope of this RFP.

Refer to Revised Attachment A, Scope of Work, subsection 3.9 Pricing, Attachment C, Cost Proposal shall include the Contractors maximum hourly rates for each Service Category.

The maximum hourly rate shall include all applicable costs for providing Public Relations, Advertising, Marketing or Multimedia Services.

Refer to Revised Attachment A, Scope of Work, subsections:

• 3.9 Pricing

• 3.11 Project Based Pricing

125. The types of projects described can vary dramatically in scope and required expertise depending on the specific Customer project scope. Should we include hourly rates for all of the possible types of resources we may need, and then only select the actual resources at the rates we present in this proposal at the time we are responding to an actual Customer project?

See answer to question #112.

126. If we are selected as one of the Contractors through this RFP:

Does that simply make us eligible to bid on specific Customer projects?

Contractors will be eligible to respond to Customer RFQs pursuant to Revised Attachment A, Scope of Work, Section

3.8 Request for Quote (RFQ)

Requirements.

127. If we are selected as one of the Contractors through this RFP: How will we be alerted to eligible Customer projects?

The Customer will issue a Request for Quote to awarded Contractors based on their contact information listed on the Department’s website.

128. If we are selected as one of the Contractors through this RFP: How many related Customer projects are anticipated to be within scope? OR asked another way, How many such projects were awarded in the past 12-24 months?

See answer to question #106.

129. Does a vendor have to be able to supply all services from the Service Categories list provided in Section 3.2 of Attachment A: Scope of Work?

A Contractor may offer services in an awarded Service Category.

Refer to Revised Attachment A, Scope of Work, subsection 3.1 Purpose and Service Categories. Refer to the RFP, subsection 2.8 Basis of Award.

130. Will vendors be evaluated and selected for each Service Category separately or for all Service Categories together?

Refer to the RFP, subsection 2.8 Basis of Award. The Technical Proposal will be evaluated, and Cost Proposal will be scored separately for each Service Category.

131. Can the State provide a breakdown of the estimated FY 2022-2023 annual spend of $19 mill ion by agency/department?

This is a new statewide, State Term Contract.

Refer to Addendum 1 to the RFP, subsection 1.4 Objective, attached hereto.

132. Can you provide a list of projects that made up the FY2022-2023 annual spend of $19 million stated in Section 1.4 Objective in the RFP?

See answer to question #105.

133. Is this RFP replacing an existing State Term Contract for similar services? If yes, can you please provide the contract number?

134. Is this RFP is replacing an existing State Term Contract for similar services, were there any or how many firms in the previous contract were placed on probationary status or terminated from the contract due to no sales recorded in two consecutive quarters?

See answer to question #133.

135. Attachment D states that the Technical Proposal needs to include a cover sheet with the following information: "Technical Proposal – Public Relations, Advertising, Marketing, and Multimedia Services", "RFP NO.23-82101800-RFP", Respondent Name, and Service Category Name. Does this cover sheet count towards the 20-page limit?

See answer to question #17.

136. Are resumes of personnel required? If yes, will resumes count towards the 20-page Technical Proposal limit?

Resumes are not required.

Refer to Revised Attachment D, Technical Proposal Instructions and Evaluation Criteria.

137. Is there a small business goal for work under this contract?

No.

138. Can you expand on the process for negotiating and executing Media Buys on behalf of the Customer? Will the Customer provide the requirements and budget for the Media Buy in the RFQ’s SOW, and then the Contractor will provide the negotiated price in their proposal? Or will the Media Buy negotiation occur after the contractor has been selected for the issued RFQ?

The Customer will determine the pricing structure of Media Buys at the time of purchase and will be included in the Request for Quote.

Refer to Revised Attachment A, Scope of Work, subsections:

• 2 Definitions

• 3.5 Media Buy Requirements

139. The materials provided said “State of Florida agencies have spent more than $19 million in fiscal year 2022-2023 on these services.” Approximately, how many agencies are utilizing these services and how many projects does this amount account for?

See question and answer to #105.

140. Could you please provide a couple of examples of previous projects, including:

scope, size (i.e. budget) and timing (i.e.

how long a campaign or project is in-market).

The Department does not have this information.

Project scope, size, budget, or timing, may be contemplated in an applicable Customer SOW.

Refer to Revised Attachment A, Scope of Work, subsection 3.3 Customer Scope of Work.

141. Are suppliers’ subcontractors permitted? See answer to question #6.

142. I'm attempting to submit questions related to RFP-08553, but do not see anywhere other than this messaging tool where we can submit questions. Could you please confirm this is the appropriate location to submit our questions? I've copied them below for reference.

See answer to question #1.

Addendum No. 1

The Department hereby amends RFP No. 23-82101800-RFP as noted within this Addendum. For revisions, highlight and underlines represent additions and strikethroughs represent deletions. In the event of a conflict between previously posted information and the information contained herein, the information herein shall control. The information included in this addendum is hereby made part of this solicitation.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest concerning this agency decision must be timely filed with the Agency Clerk. Protests may be filed by courier, hand delivery, or U.S. mail at Department of Management Services, Office of the General Counsel, Attention: Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, FL 32399-0950. Protests may also be filed by fax at 850-922- 6312 or by email at agencyclerk@dms.fl.gov. It is the filing party’s responsibility to meet all filing deadlines.

The Procurement Officer should be copied in such filings.

Please note: This addendum does not need to be returned with the proposal.

1. The RFP, Subsection 1.4 Objective is hereby amended as follows:

The Department is issuing this RFP to establish a State Term Contract for Public Relations, Advertising, Marketing, and Multimedia Services. The Department intends to make multiple, statewide award(s); however, the Department reserves the right to award one or multiple Respondents, statewide or by region, or to make no award, as determined to be in the best interest of the State. State of Florida agencies have spent more than $19 million $23 million in fiscal year 2022-2023 on these services. Historical spend is provided for informational purposes only and should not be construed as representing actual, guaranteed, or minimum spend under a new contract.

2. The RFP, Subsection 2.3 Public Opening is hereby amended as follows:

2.3 Public Opening Proposals will be physically opened on the date, time and at the location indicated in the Timeline of Events section of this RFP. Respondents are not required to attend.

The Department will only announce the names of Respondents who submitted a Proposal at the public meeting. In accordance with section 119.071(1)(b), F.S., the Department will not provide other information regarding the Proposals received at the public opening.

3. The RFP, Subsection 2.7 Equal Proposals is hereby amended as follows:

In the event that there are no multiple awards contemplated in the RFP, and the Department receives equal Proposals eligible for award, the Department will comply with the following, as applicable: sections 287.057(11) (12), 287.087, 287.092, 295.187(4)(a), and 295.187(4)(b), F.S.

In order to clarify the Respondents’ status with regard to the applicable statutory preference requriements requirements, the Department may request information from Respondents with equal eligible Proposals. A Respondent will not be permitted to amend or suplement supplement its Proposal in response to such request for clarification.

4. Attachment A, Scope of Work, has been replaced in its entirety. Please see Revised Attachment A, Scope of Work. All references to Attachment A, Scope of Work contained mailto:agencyclerk@dms.fl.gov in RFP Number 23-82101800-RFP are hereby amended to refer to Revised Attachment A, Scope of Work.

5. Attachment D, Technical Proposal Instructions and Evaluation Criteria, has been replaced in its entirety. Please see Revised Attachment D, Technical Proposal Instructions and Evaluation Criteria. All references to Attachment D, Technical Proposal Instructions and Evaluation Criteria contained in RFP Number 23-82101800-RFP are hereby amended to refer to Revised Attachment D, Technical Proposal Instructions and Evaluation Criteria.

6. Attachment E, Draft Contract, has been replaced in its entirety. Please see Revised Attachment E, Draft Contract. All references to Attachment E, Draft Contract contained in RFP Number 23-82101800-RFP are hereby amended to refer to Revised Attachment E, Draft Contract.