RFP 0058-N.pdf

RFP 0058-N, Page 1 of 27

BOILERPLATE

REVISED MARCH 2026

STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION & INFORMATION

GENERAL SERVICES DIVISION, PROCUREMENT SECTION

2323 CAREY AVENUE

CHEYENNE, WY 82002

REQUEST FOR PROPOSAL NUMBER 0058-N

WYOMING DEPARTMENT OF HEALTH

PUBLIC HEALTH DIVISION

TOBACCO PREVENTION AND CONTROL

LOGO, WEBSITE, AND PUBLIC EDUCATION ASSETS

CREATION

PROPOSAL DUE DATE AND TIME

OCTOBER 26, 2026 – 2:00:00 P.M. MOUNTAIN TIME

AGENCY REPRESENTATIVE:

BRANDI GREENO

PROCUREMENT REPRESENTATIVE:

JAMIE RAFF

Jamie.raff1@wyo.gov 307-777-6721

RFP 0058-N, Page 2 of 27

Table of Contents

SECTION 1: REQUEST FOR PROPOSAL

SECTION 2: GENERAL PROVISIONS

SECTION 3: SPECIAL PROVISIONS INFORMATION

SECTION 4: KEY DATES

SECTION 5: ADMINISTRATIVE BACKGROUND

SECTION 6: REQUIREMENTS/SPECIFICATIONS

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS

SECTION 8: EVALUATION METHODOLOGY

SECTION 9: PROPOSAL PRICE SHEET AND SIGNATURE PAGE

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK.

RFP 0058-N, Page 3 of 27

SECTION 1: REQUEST FOR PROPOSAL

1. SUBMISSION OF PROPOSALS:

The A&I Procurement Office will receive proposals to provide Tobacco and Nicotine Prevention and Control new logo, education assets, and website creation for the State of Wyoming Public Health Division (Agency) through the Public Purchase online bidding system. Proposals are due no later than 2:00:00 P.M.

(Mountain Time) on October 26, 2026.

The technical proposal and cost proposal should be uploaded as separate documents and identified as such.

1.1. Proposals should be accompanied by the attached Proposal Price Sheet and signed by the proper official of the firm. All proposals should be uploaded on the Public Purchase online bidding system. Proposals sent by facsimile, email or paper copy may be rejected.

1.2. Proposals should be submitted through the Public Purchase online bidding system on or before the date and time specified. Proposals received after the date and time specified may be rejected.

1.3. The State of Wyoming reserves the right to withdraw this Request for Proposal, without cause, at any time before a contract has been fully signed and submitted to the A&I Procurement Office.

2. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS:

2.1. A proposal may be altered through the Public Purchase online bidding system before the proposal due date and time contained in this document.

2.2. The proposer may withdraw its proposal through the Public Purchase online bidding system up to the proposal due date and time contained in this document. If a proposal is accepted and the proposer fails to furnish the service agreed upon in the proposal, that proposer may be eliminated from future consideration.

3. PREPARATION OF PROPOSALS:

3.1. A proposal may be rejected if it modifies any of the provisions, specifications or minimum requirements of the Request for Proposal.

3.2. In case of error in the extension of prices in the proposal, unit prices will govern.

4. AWARD AND CONTRACT INFORMATION:

4.1. The State of Wyoming will ensure that minority business enterprises will be afforded full opportunity to submit proposals. The State of Wyoming will not discriminate on the grounds of age, race, color, sex, creed, national origin, or disability status.

4.2. The proposer also, agrees that should their firm be awarded a contract, it will not discriminate against any person who performs work there under because of age, race, color, sex, creed, national origin or disability. In addition, the successful proposer shall comply with the Americans with Disability Act and the Wyoming Fair Employment Practices Act.

4.3. The proposer expressly warrants to the State that it has the ability and expertise to perform the contract if awarded. In doing so, it shall use the highest standards of professional workmanship.

4.4. The State of Wyoming reserves the right to reject any or all proposals, to waive any informality or technical defect in the proposals, or to award the contract in whole or in part, if deemed to be in the best interest of the State to do so. The A&I Procurement Office will award the contract to

RFP 0058-N, Page 4 of 27 the firm, determined to have the most responsive and responsible proposal by the Wyoming Department of Health, Public Health Division.

4.5. The successful proposer will be required to agree to and execute a formal contract with the State containing terms required by the Attorney General with reasonable adjustments acceptable to the State.

4.6. If applicable, the State will negotiate payment terms based upon a schedule to be determined by the proposer and the State. Paying invoices will be based upon the proposer successfully completing the deliverables within the stated deadlines, and upon the Agency’s written acceptance of the deliverables or services.

DATED: September 24, 2026

State of Wyoming Procurement Section Buyer: Jamie Raff

RFP 0058-N, Page 5 of 27

SECTION 2: GENERAL PROVISIONS

1. INSURANCE:

1.1. The contract between the successful proposer and the State shall require the successful proposer to carry certain insurance policies. All such insurance policies, except workers’ compensation and unemployment compensation policies, shall contain a waiver of subrogation against the Agency and the State, its agents and employees.

2. LAWS TO BE OBSERVED:

2.1. The proposer shall keep fully informed of, and comply with, all applicable federal and state laws or rules, all local bylaws, regulations and all orders and decrees of bodies or tribunals having any jurisdiction or authority. The proposer shall protect and indemnify the State and its representatives against any claim or liability arising from or based on the violation of any law, bylaw, ordinance, regulation, order or decree whether by himself or its employees.

3. ASSIGNMENT:

3.1. The proposal shall not be assigned by the proposer. Third party participation is authorized only as a joint venture that shall be clearly stated in detail in the original proposal and signed by all parties participating.

3.2. The proposer shall not enter into any subcontracts for any of the work contemplated under this Request for Proposal without the State’s prior written authorization.

4. EXTENSION AND AMENDMENT:

4.1. The proposer and the State covenant and agree that this proposal or subsequent contract may, with the mutual approval of the proposer and the State, be extended two years at a time, for a total contract period not to exceed six (6) years.

5. AUDIT AND ACCESS TO RECORDS:

5.1. The State or any of its duly authorized representatives shall have access to the proposer’s books, documents, papers, electronic data and records that are directly pertinent to this Request for Proposal.

6. CONFLICT OF INTEREST:

6.1. The proposer warrants that no kickbacks, gratuities, or contingency fees have been paid in connection with this Request for Proposal and none have been promised. The proposer warrants that no one being paid pursuant to the proposal is engaged in any activity that would constitute a conflict of interest with respect to the purchases of the proposal.

7. NO FINDER’S FEE:

7.1. The proposer warrants that no finder’s fee, employment agency fee, or any such fee related to the proposal shall be paid.

8. SOVEREIGN IMMUNITY:

8.1. Pursuant to Wyoming Statute § 1-39-104(a), the State of Wyoming and the Agency expressly reserve sovereign immunity and specifically retain all immunities and defenses available to them as sovereigns. The proposer acknowledges that the State of Wyoming has sovereign immunity and only the Wyoming Legislature has the power to waive sovereign immunity. Designation of

RFP 0058-N, Page 6 of 27 venue, choice of law, enforcement actions, and similar provisions shall not be construed as a waiver of sovereign immunity. The parties agree that any ambiguity in this Request for Proposal shall not be strictly construed, either against or for either party, except that any ambiguity as to sovereign immunity shall be construed in favor of sovereign immunity.

9. INDEMNIFICATION:

9.1. The proposer shall release, indemnify, and hold harmless the State, the Agency and its officers, agents, and employees from any and all claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of the proposer’s failure to perform any of the proposer’s duties and obligations hereunder or in connection with the negligent performance of proposer’s duties and obligations, including, but not limited to, any claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of proposer’s negligence or other tortious conduct.

10. APPLICABLE LAW/VENUE:

10.1. The construction, interpretation, and enforcement of this Request for Proposal shall be governed by the laws of the State of Wyoming, without regard to conflicts of law principles. The terms “hereof,” “hereunder,” “herein,” and words of similar import, are intended to refer to this Request for Proposal as a whole and not to any particular provision or part.

11. RIGHT OF OWNERSHIP AND MARKETING OF INTELLECTUAL PROPERTY

AND INTELLECTUAL ASSETS SUBMITTED FOR THE RFP (IF APPLICABLE):

11.1. It is acknowledged and agreed that the only party with a right to market, trademark, patent, copyright, or any like right to any intellectual property or intellectual assets submitted in relation to the Request for Proposal shall be and is solely vested in the State. This includes all intellectual property and intellectual assets related to both the written proposal and the oral presentation and any and all documents, pitches, products, media pitches, web screens, layouts, etc. produced for the written proposal and the oral presentation, and any updates, changes, alterations, or modifications to or derivative works.

RFP 0058-N, Page 7 of 27

SECTION 3: SPECIAL PROVISIONS INFORMATION

PROPOSALS SHOULD BE SUBMITTED THROUGH THE PUBLIC PURCHASE ONLINE BIDDING

SYSTEM BY 2:00:00 P.M. MOUNTAIN TIME ON OCTOBER 26, 2026. PROPOSALS RECEIVED

AFTER THE DATE AND TIME SPECIFIED MAY BE REJECTED.

It is the responsibility of the proposer to clearly identify all information that is considered confidential in accordance with the Wyoming Public Records Act, Wyoming Statute §16-4-201 through §16-4-205. Please identify each confidential page with the word “CONFIDENTIAL” in capital, bold letters centered at the bottom of each page. Information not clearly marked may be considered public. If the proposer submits information that it believes is confidential, it should include a statement justifying its basis for that belief.

1. STATE PARTIES:

1.1. This Request for Proposal is issued by the Wyoming Department of Administration and

Information, General Services Division, Procurement Section (Procurement) on behalf of the Wyoming Department of Health (Agency).

1.2. Throughout this document and others in connection with this project, various references are made, or will be made to the “State.” Generally, whenever this reference appears, the term “State” incorporates all state agencies working on this project.

1.3. It should be understood that the Director of the Wyoming Department of Health is empowered to be the signatory on all contracts, agreements, or modifications pertaining to this project. Any contracts, agreements, or modifications not bearing this signature or that of a designee are invalid.

2. CONTENT AND PROCUREMENT POINTS OF CONTACT:

2.1. Procurement is the primary point of contact from the date of release of the Request for Proposal until a proposer is selected and the selection is announced.

2.2. Written questions about the procurement should be submitted through the Public Purchase online bidding system until 2:00:00 P.M. Mountain Time on October 9, 2026. Any questions received after that deadline may not be accepted or considered. Each question should be submitted individually. It is the proposer’s responsibility to check the Public Purchase online bidding system for answers to questions, addenda, or bid tabulations. Telephone calls, emails or faxes may not be accepted.

2.3. Written responses will be available through the Public Purchase online bidding system. Responses will not identify the firm that submitted the question. Only the written answers issued by the Agency are the official position on an issue, and these answers shall become part of the Request for Proposal.

3. RESTRICTIONS ON COMMUNICATIONS WITH AGENCY STAFF:

3.1. Until a proposer is selected and the selection is announced, proposers shall not communicate with

Agency staff except via written questions through the Public Purchase online bidding system.

3.2. If a proposer violates this restriction, the State reserves the right to reject the proposal.

4. EFFECTIVE DATES OF PROPOSAL:

4.1. All terms, conditions and costs quoted in the proposer’s response will be binding on the proposer for one-hundred eighty (180) days from the effective date of the proposal.

RFP 0058-N, Page 8 of 27

5. ADVERTISING AWARD CONDITIONS:

5.1. A fully executed contract should be completed with the State before the successful proposer may advertise the award of the contract or the services being performed. The proposer should agree not to refer to awards in commercial advertising in such a manner that states or implies that the firm or its services are endorsed or preferred by the State of Wyoming.

6. CONTRACT NEGOTIATIONS:

6.1. The State will notify the most qualified/successful proposer and negotiate a contract in accordance with the Wyoming Attorney General’s contract guidelines. The successful proposer will be required to enter into and sign a formal contract with the Agency.

6.2. In the event the Agency determines contract negotiations are making no forward progress, negotiations will be terminated, and at the State’s sole discretion, negotiations may be initiated with the next most qualified/successful proposer, or the RFP may be withdrawn or reissued. This process will be followed until an agreement is reached, or until the State determines that the RFP will be withdrawn or reissued. The State assumes no obligation to a selected proposer until an agreement is reached and a contract is fully executed. The State will not negotiate concurrently with more than one proposer for the same award.

7. BEGINNING WORK:

7.1. The successful proposer may not perform any work that could be billed until a contract has been executed. The State will not pay for any work by the proposer before a contract is executed.

8. COPYRIGHT INFRINGEMENT:

8.1. The proposer warrants that no materials, products, and services proposed will infringe upon or violate any patent, copyright, trade secret, or other proprietary right of any third party. In the event of a claim by any third party against the State, the State shall promptly notify the proposer, and the proposer shall defend the claim. The defense will be at the proposer’s expense.

9. COST OF PREPARING PROPOSALS:

9.1. All costs incurred for preparing the proposal and for other procurement related activities are solely the proposer’s responsibility. The State of Wyoming will not provide reimbursement of these costs.

10. RISKS AND LIABILITIES:

10.1. By submitting a proposal, a proposer assumes any and all risks and liability associated with information in the proposal and its release.

11. AMENDMENTS:

11.1. The State reserves the right to amend this Request for Proposal before the proposal submission date. Amendments shall be uploaded to the Public Purchase online bidding system. It is the proposer’s responsibility to check the Public Purchase online bidding system for amendments.

12. PROPERTY DAMAGE AND LIABILITY INSURANCE:

12.1. The proposer may be required to furnish proof of property damage liability insurance in the amount deemed necessary by the Agency for this project, if applicable.

12.2. Questions regarding required insurance coverage and limits for this project should be submitted in writing, in accordance with instructions outlined in the special provisions.

RFP 0058-N, Page 9 of 27

13. MISREPRESENTATION OF INFORMATION:

13.1. Misrepresentation of a proposer’s status, experience, or capability in the proposal may result in disqualification of that proposer from the selection process. Discovery of litigation or investigations in a similar area of endeavor may, at the discretion of the Agency and after consultation with Procurement, preclude the proposer from the selection process.

14. DISPOSITION OF PROPOSALS:

14.1. All material submitted becomes property of the State of Wyoming, which is under no obligation to return any of the material submitted.

15. LEGAL CONSIDERATIONS:

15.1. This Request for Proposal is issued under Wyoming Statute §9-2-3204.

16. PROPOSER RELATIONS WITH STATE:

16.1. The proposer and its staff will have an ongoing relationship with the State that is based on trust, confidentiality, objectivity and integrity. The proposer will operate at all times in the State’s best interests and in a straightforward, trustworthy and professional manner. The proposer shall:

16.1.1. Work cooperatively with the State’s staff and business partners whenever required.

16.1.2. Work cooperatively with the staff of other proposers whenever required.

RFP 0058-N, Page 10 of 27

SECTION 4: KEY DATES

Event Description Date Time (Mountain Time)

RFP Release Date September 25, 2026

Closing Date for Questions October 9, 2026 2:00 P.M.

Response to Questions Returned October 16, 2026 2:00 P.M.

RFP Submission Due Date October 26, 2026 2:00:00 P.M.

Oral Presentations/Interviews (delete row if not holding) November 2026 TBD

Tentative Award Date November 2026 N/A

RFP 0058-N, Page 11 of 27

SECTION 5: ADMINISTRATIVE BACKGROUND

1. INTRODUCTION AND BACKGROUND:

1.1. The Wyoming Department of Health, Public Health Division (WDH-PHD), Substance Use and

Tobacco Prevention Program (Program) works to reduce tobacco and nicotine use in Wyoming.

Public education through the use of marketing and media plays an essential role in preventing and reducing tobacco and nicotine use and is considered an evidence-based practice by the Centers for Disease Control and Prevention (CDC). The CDC highly recommends that a comprehensive tobacco control program include public education to reach large audiences with critical health messages. The Program addresses all tobacco and nicotine products, including cigarettes, electronic nicotine delivery systems (ENDS), nicotine pouches, and other emerging tobacco or nicotine products as identified by WDH-PHD.

1.2. Approximately 14% of adults in Wyoming report being current smokers (Behavioral Risk Factor Surveillance System (BRFSS), 2023). Most adults who currently smoke (66%) report wanting to quit smoking cigarettes (Wyoming Adult Tobacco Survey, 2023). The Program manages the statewide tobacco and nicotine cessation program, currently called and referred to throughout this document as Wyoming Quit Tobacco (WQT), which specifically serves Wyoming residents. The WQT program offers personalized quit plans, coaching support from trained quit coaches, 24/7 support and tools, free nicotine replacement therapies (patches, gum, lozenges), and free cessation medications. More than half (54%) of adults who currently smoke and tried to quit in the last year did not use any quit aids (Adult Tobacco Survey, 2023). Most (77%) adults who use commercial tobacco or nicotine were aware of telephone WQT services (Wyoming Adult Tobacco Survey, 2023). About a quarter of adults (24%) who smoke and said they used a quit aid the last time they tried to quit in the previous year report having used the WQT program (Wyoming Adult Tobacco Survey, 2023). The program desires to close the gap between awareness and use of the WQT program.

1.3. Approximately 40% of Wyoming adults report exposure to secondhand smoke or vapor in either indoor or outdoor public places within a 7-day period (Wyoming Adult Tobacco Survey, 2023).

Data also reveals a clear socioeconomic disparity: adults with an annual income under $30,000 are significantly more likely to be exposed to secondhand smoke at work (up to 37% in some regions) compared to those earning higher incomes (Wyoming Adult Tobacco Survey, 2023). Despite these exposure rates, there is overwhelming public support for commercial tobacco-free spaces; the vast majority of Wyoming adults support total smoke-free policies in indoor workplaces (81%) and restaurants (86%) (Wyoming Adult Tobacco Survey, 2023). The Program aims to leverage this strong public support through targeted campaigns that educate residents on the hazards of secondhand smoke and vapor, reinforcing smoke-free norms across the state.

1.4. The Program provides funding through the Community Prevention Grant to local county governments to support tobacco prevention and control goals. The Program goals are: eliminating exposure to secondhand smoke, reducing tobacco initiation among youth, and promoting tobacco cessation programs. Wyoming continues to see a decline in youth reporting past 30-day cigarette use (less than 3% in 2024), and around 11% of youth report vaping in the past 30 days (Wyoming Prevention Needs Assessment, 2024). This makes youth initiation a priority for the Program. Work at the local level is primarily the responsibility of community prevention specialists, located in each county, who engage with local community coalitions. The Program continues to prioritize supporting local efforts by developing statewide educational assets.

1.5. The Program seeks to contract with an individual or organization to develop and disseminate tobacco prevention and control public education materials and assets, a new logo, a Program

RFP 0058-N, Page 12 of 27 website, and community signs indicating that an area is a tobacco/nicotine smoke-free/product-free area, and provide reports of campaign progress and milestones.

1.6. Project duration is expected to be two years. This project may be extended beyond the initial contract term, subject to available funding and at the WDH-PHD’s discretion.

2. PURPOSE AND INTENT:

2.1. The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from proposers who can offer logo, website, and public education asset creation services to meet the WDH-PHD’s needs and expectations, as described within this RFP.

3. STAKEHOLDERS:

3.1. Wyoming residents will benefit from increased knowledge of the resources available through the

WQT program.

3.2. Local community coalitions and community prevention specialists will benefit from having public education assets and a new website that aligns with the tobacco and nicotine prevention and control goals and meets local needs.

RFP 0058-N, Page 13 of 27

SECTION 6: REQUIREMENTS/SPECIFICATIONS

1. SCOPE OF PROJECT:

1.1. Develop a new identity for the WQT program through a logo, public education assets, website, and nicotine/tobacco product-free signage to increase awareness of program resources, prevent tobacco initiation, support cessation, and reduce secondhand smoke exposure. Once these core elements are complete, leverage the new branding to develop and disseminate a comprehensive public education campaign focused on tobacco and nicotine prevention across Wyoming.

2. GENERAL REQUIREMENTS:

2.1. Develop brand identity and statewide public education for the WQT Program

2.1.1. Create and develop brand identity

2.1.1.1. Provide a comprehensive logo suite, including primary and secondary versions, with full-color, black, white (reverse), and grayscale variations. All files must be delivered in high-resolution, editable vector formats and standard raster formats to ensure versatile use across all platforms.

2.1.1.2. Define the brand’s visual and messaging voice, including guidelines on tone, imagery usage, and graphic style.

2.1.1.2.1. Define the approved photography and imagery style, including preferred lighting, subject matter, and diversity standards, to ensure all visual assets feel authentic, inclusive, and appropriately aligned with Wyoming’s culture and the Program's mission.

2.1.1.2.2. Establish a set of messaging pillars and 'Plain Language' standards. This includes preferred terminology for tobacco and nicotine products, reading level guidelines, and a defined 'tone of voice' (e.g., non-judgmental, empowering, and action-oriented).

2.1.1.2.3. Consideration should be given to all tobacco products, including cigarettes, electronic nicotine delivery systems (ENDS), nicotine pouches, and other emerging tobacco products as identified by WDH-PHD.

2.1.1.3. Develop a detailed and comprehensive brand style guide. This must include specifications for correct logo usage, an approved color palette, typography standards, and guidance on image use to ensure consistency and alignment with tobacco/nicotine prevention and cessation best practices. All identity components must be designed to align with the established WDH-PHD branding standards and embody public health values.

2.1.1.3.1. Develop accessibility standards for all print and digital documents, including minimum font sizes, high-contrast color combinations, and guidance for document structuring (e.g., screen-reader-friendly layouts) to ensure all communications are accessible to individuals with disabilities.

2.1.1.4. Submit all native, layered source files for the logo and brand identity assets. The successful proposer must ensure the State of Wyoming retains full ownership and the ability to access, edit, and repurpose all branding materials internally without future reliance on the contractor.

RFP 0058-N, Page 14 of 27

2.1.1.5. All subsequent deliverables—including educational assets, website content, signage, and in-house templates—must strictly adhere to the visual identity, tone, and style guide standards developed in this section.

2.1.2. Create and develop customizable in-house document templates:

2.1.2.1. Design a comprehensive suite of user-friendly, branded document templates utilizing Google Suite products that allow the WDH-PHD staff to independently generate and update content. Examples include clinical and patient brochures, educational flyers, presentation slides, and fact sheets.

2.1.2.1.1. All templates must adhere to the established brand identity and style guide standards to ensure visual consistency across all internal and patient-facing communications.

2.1.2.2. Provide a brief, quick-start document for staff on how to utilize, customize, and save these templates while maintaining design integrity.

2.1.2.3. Develop a custom library of icons and graphic elements that align with the brand’s visual style, ensuring consistency across all public-facing materials and signage.

2.2. Develop, manage, and maintain a strategic WQT program website.

2.2.1. The website shall serve as the primary public-facing portal for both tobacco/nicotine education and cessation services. The contractor must implement a conversion-oriented design that prioritizes referral pathways to the WQT program. This includes persistent, highly visible Calls to Action (CTAs) for Quitline services.

2.2.1.1. Consideration should be given to all tobacco and nicotine products, including cigarettes, electronic nicotine delivery systems (ENDS), nicotine pouches, and other emerging tobacco or nicotine products as identified by WDH-PHD.

2.2.2. Develop an intuitive navigation structure that effectively serves distinct users:

2.2.2.1. Current tobacco/nicotine users who are seeking information on quitting, free quit aids, and enrollment into the Quitline services.

2.2.2.2. Healthcare providers seeking clinical resources, referral protocols, and patient-facing materials.

2.2.2.3. Parents and guardians seeking educational information for youth tobacco/nicotine prevention, as well as guidance and resources to support youth who are already using tobacco or nicotine products.

2.2.3. The website must be built on a standard, non-proprietary Content Management System (CMS) that allows the WDH-PHD to easily transition management to another party or to internal staff once the contractor is no longer under contract with the State.

2.2.4. Technical and Security Standards:

2.2.4.1. While the contractor manages the domain registration, the State of Wyoming must be listed as the Legal Registrant/Owner of the domain name.

2.2.4.2. Provide and maintain a valid SSL (HTTPS) certificate for the duration of the contract to ensure site security. The expectation and definition of maintenance in this case includes security patches, as well as any content updates and new page creation within the site.

RFP 0058-N, Page 15 of 27

2.2.4.3. The design must be fully responsive, ensuring optimal performance and accessibility across all device types (mobile, tablet, desktop) and browser environments.

2.2.5. Analytics and Referral Tracking:

2.2.5.1. The contractor must integrate advanced web analytics to track performance. This includes configuring goals and event tracking to measure the effectiveness of referral pathways, such as click-through rates on “Enroll/Referral” CTAs and user drop-off points in the enrollment funnel. Data must be provided to the WDH-PHD.

2.3. Develop and disseminate a public education campaign.

2.3.1. Develop and disseminate a multi-channel, evidence-based, comprehensive statewide public health education campaign informed by market research.

2.3.1.1. The contractor shall conduct formative research or utilize existing WDH-PHD data to ensure messaging is appropriately tailored to the priority audience. The contractor shall demonstrate an understanding of the target demographics and their preferred communication channels.

2.3.2. The campaign will be designed to engage Wyoming residents in the following ways:

2.3.2.1. Increase knowledge of WQT services available at no cost.

2.3.2.2. Motivate current tobacco users to quit and seek out cessation treatment services, including the WQT program.

2.3.2.3. Increase the number of healthcare providers screening and treating for tobacco use and referring patients to evidence-based cessation resources such as the WQT program.

2.3.2.4. Create tobacco- and nicotine-product-free signage to reduce secondhand smoke exposure.

2.3.2.5. Additional goals may be identified through collaboration between the contractor and the WDH-PHD.

2.3.3. Evaluation and Reporting:

2.3.3.1. The contractor must develop an evaluation plan that measures the campaign's effectiveness beyond simple reach/impressions. The contractor shall provide regular reports detailing:

2.3.3.1.1. Engagement Metrics, including reach, click-through rates, and interaction with campaign assets.

2.3.3.1.2. Behavioral indicators such as conversion rates (referrals/enrollments to WQT) are directly attributable to education efforts.

2.4. General requirements and quality standard expectations:

2.4.1. Work collaboratively with the Program and WDH Public Information Officer (PIO) on all aspects of this project. Work collaboratively with the WDH-PHD on website and asset development, including theme and slogan development; design of assets and publication layouts; production of videos and digital assets from concept through storyboard to final production; and copywriting for print, video, radio, television, and internet messages. Provide opportunities for feedback, guidance, and final approval from the WDH-PHD.

2.4.2. To ensure continuity of operations during the transition from the incumbent vendor, the Contractor shall manage and deploy existing WDH-PDH public education assets. This bridge

RFP 0058-N, Page 16 of 27 period is intended to maintain a consistent market presence while new creative content is under development.

2.4.3. All creative assets, messaging, and educational content must be grounded in evidence-based public health principles. The contractor shall cross-reference all cessation-related claims against WDH-PHD-provided data. Quality will be evaluated based on the compelling creative design and clear, accurate health information.

2.4.4. Utilize the WDH-PHD brand standards.

2.4.5. Follow federally mandated ADA Compliance requirements according to WCAG 2.1 Level

AA.

2.4.6. Assets created should include components that local prevention coalitions and prevention specialists can use, specifically those funded through the Community Prevention Grant, as well as local community partners.

2.4.7. Maintain timely and ongoing communication with the Program regarding timelines and deliverables. Meet with the Program and WDH PIO as needed to discuss and coordinate project deliverables, and provide a written status summary.

3. SYSTEM AND WYOMING INFORMATIONAL TECHNOLOGY STANDARDS:

The services, work products and final deliverables provided by the proposer shall be in compliance with the State Statutes, CIO Promulgated Rules, State IT policies and standards and the Agency standards for required system hardware, software and development components, when completed and accepted by the Agency.

3.1. State of Wyoming Electronic Transactions: Visit https://rules.wyo.gov/Search.aspx and search Electronic Transactions. Click on the Enterprise Technology Services drop down arrow, then the Director’s Office drop down arrow. Chapters 4, 5 and 7.

3.2. State of Wyoming IT Policies and Standards: https://ets.wyo.gov/resources/policies-standards

3.3. Agency Standards: List agency standards

3.4. Statutory Mandates: provide any federal and/or legislative mandates which may guide or influence available alternatives and/or solutions

4. TECHNOLOGY AND SPECIFICATIONS:

Describe the technology, which will drive the development, implementation and operations of this project.

4.1. Examples may include, but not limited to: proposed technology (hardware/software), existing State environment (provide details as to the configuration and operating system), in-house development vs. Custom Off the Shelf (COTS), program language, web development, ADA Compliance, interfaces/integration, maintenance/support, reliability, performance measures, disaster recovery, security, help desk support, central services, network, telecommunications, etc.

4.2. Accessibility (ADA): The public facing components of the solution must be compliant with ADA Section 508 and WCAG 2.1 AA standards.

5. HOSTING:

The proposer should provide multiple layers of external and internal security that provides administrative, physical and technical means to protect sensitive or confidential information used in performing the responsibilities and duties set forth in this RFP.

https://rules.wyo.gov/Search.aspx https://ets.wyo.gov/resources/policies-standards

RFP 0058-N, Page 17 of 27

5.1. Physical Location: primary and failover facility(ies)

5.2. Facility access and security/integrity: facility and equipment allocation

5.3. Staffing Security: the proposer should maintain policies and procedures for security clearance and staffing controls, allowing proposer personnel access to Agency owned confidential information and/or to restricted areas within the proposer’s host environment.

5.4. Security and Environmental Controls: The proposer shall maintain proper power and cooling, including redundant power and cooling, to safeguard all hardware, software and State-owned data.

The secure perimeter of defense includes, but is not limited to, the use of technical barriers, physical barriers and administrative safeguards, etc.

5.5. Technical Support/Staffing: The proposer shall maintain adequate technical supporting/staffing to provide 24x7x365 hosting services.

5.6. Architectural Design: Hardware infrastructure description/network diagram, database structure, operating system, etc.

5.7. Secure Server(s): Server(s) is protected from intrusion through the use of physical barriers, technical barriers and administrative barriers, etc.

5.8. Secure Network: Network is secured through use of multiple redundant firewalls, anti-virus software, data encryption for files transferred to and from external users, etc. Data encryption shall meet Federal Information Processing Standard (FIPS) 140-3.

5.9. Secure Application: Access to the proposer system is granted through the use of a unique user identifier and user profile, combined with a strong password. Any transaction or change to data is traced and audited, down to the user ID level.

5.10. Security Awareness: Security policies and procedures are maintained for each location or account.

Proposer routinely reviews logs of system activity for suspicious activity. If applicable, the proposer shall provide HIPPA privacy and security training to all new hires and subcontractors.

5.11. Data Storage: proposer shall provide sufficient storage to operate and support the proposed solution.

5.12. Denial of Service (DOS) Attack: proposer should provide examples of policy, procedures and safeguards employed to respond and/or recover from a denial of services. Proposals should also include metric RTO, etc.

5.13. Internet Congestion: proposer will provide sufficient bandwidth and redundancy to access the proposed solution functionality.

5.14. Backup/Archive Routine: proposer should be able to demonstrate at a minimum requirement for archiving set by the agency first, then industry standards and practices.

5.15. Disaster Recovery Plan (DRP): A copy of the hosting DRP and Continuity of Operations Plan (COOP). Proposer shall have a disaster recovery facility and provide documented policies and procedures to implement a recovery. If a complete failure occurs, the proposed solution shall be available within twenty-four (24) hours. Annual testing shall be conducted to ensure a smooth transition should the plan need to be activated. The proposer shall provide a copy of the annual test results to the Agency within thirty (30) days of disaster recovery demonstration.

5.16. Restoration Priority: Enumerate the prioritized order of restoration for your proposed solution hosted services.

RFP 0058-N, Page 18 of 27

5.17. Data Security: Proposer shall maintain policy and procedures to maintain and support the security of confidential information. Follow all State Statutes and Policies, including those that are linked in the requirements of the Agencies that are involved in this project (ETS and WSBN). Data breach notification procedures and plans are maintained and shall at a minimum, comply with Wyoming Statute §40-12-502.

5.17.1. https://ets.wyo.gov/resources/policies-standards

5.17.2. https://ets.wyo.gov/about-us/statutes-and-rules

5.17.3. https://www.wyoleg.gov

5.17.4. https://wsbn.wyo.gov

5.17.5. If applicable, data breach notification procedures and plans shall also comply with CFR 45 parts 160 and 164 (HIPPA/HITECH).

5.18. Data Breach – Venue of Law: If the proposer’s solution were to be selected, provide discussion on what state law would have jurisdiction in regards to data security breach notification.

5.19. Certification and Audits: Provide a discussion on certification/audits, as applicable to these RFP requirements, the proposer may have achieved (i.e., SAS 70 Audit, HIPPA, SOX, GLB, etc.)

5.19.1. Provide a copy of these certifications/audits, including the dates these were conducted.

5.20. Website Archiving: Provide a brief description of the proposer’s website archiving practices and how their practices will meet the requirements of the Wyoming Public Records Act (Wyoming Statute §16-4-201 through 16-4-205).

5.21. System Availability: The system should be available 24/7. Any maintenance outages will be coordinated in advance with the Agency designated personnel.

6. RESOURCE RESPONSIBILITIES:

6.1. Project Manager: The proposer should designate a project manager to represent and oversee the project. This individual will serve as the focal point and point of contact for all proposer business matters related to the project. An individual's resume, including their qualifications, years of experience, current work assignments, and office location, should be included. Confirm that the project manager will:

6.1.1. Be the single point of contact for the duration of the engagement.

6.1.2. Be responsible for the timely completion of all phases of the project.

6.1.3. Be responsible for meeting all contractual requirements throughout the project.

6.1.4. Attend status, quality review, and acceptance meetings as required and present status and progress reports on the project.

6.1.5. Remain assigned to the project through completion of the project as determined by the WDH-

PHD.

6.1.6. Identify project responsibilities and job functions.

6.2. Other Key Personnel: The proposer should provide a list of all key personnel to be assigned to any part of the project and the duration of their service on the project. The following should be considered:

6.2.1. Project Management

6.2.2. Information Technology Implementation Strategies

https://ets.wyo.gov/resources/policies-standards https://ets.wyo.gov/about-us/statutes-and-rules https://ets.wyo.gov/about-us/statutes-and-rules https://www.wyoleg.gov/ https://www.wyoleg.gov/ https://wsbn.wyo.gov/

RFP 0058-N, Page 19 of 27

6.2.3. Change Management Strategies

6.2.4. Subject Matter/Industry Expertise

6.2.5. Experience on Government Projects

6.2.6. Quality Assurance for Government Projects

6.2.7. Identify how long the current team assigned to the project has been together

6.2.8. Describe the proposer’s transition plan, how the firm plans to deal with the possible sudden departure of key personnel within the team

6.3. Subcontractors will report to and be responsible to the proposer

6.3.1. The proposer shall provide a description of the work to be subcontracted to third parties.

6.3.2. Certify any supporting subcontractor who may assist the primary contractor and ensure they meet the minimum proposer qualifications.

6.3.3. A description of the nature and duration of the previous relationship of all subcontractors and/or third parties with the prime contractor.

6.3.4. Explanation of any existing contractual relationship between the prime and subcontractors, or among subcontractors.

6.4. Resource Management and Staffing Plan: The proposal should contain the proposer’s staffing plan in response to the requirements set forth in the RFP. At a minimum, the staffing plan should address the following:

6.4.1. Staffing levels (estimated by staff disciplines by month for the duration of the project).

6.4.2. Break out of staff disciplines (including title and job responsibility).

6.4.3. Detail differentiated by staff (proposer, subcontractor, etc.).

6.4.4. Personnel whose names and resumes are submitted in the proposal shall not be removed from this project without prior approval of the WDH-PHD. Substitute or additional personnel shall not be used for the project until a resume is received and approved by the wDH-PHD.

6.4.5. The WDH-PHD shall have the right to request the removal of any proposer staff member from all work on this project, and the proposer will comply with any such request immediately.

6.4.5.1. The replacement for any staff member removed from or who leaves the project for any reason should match or exceed the replaced staff member in skill level and experience.

Such replacements are subject to WDH-PHD’s approval at the time of assignment and again 90 days later.

7. REPORTING:

7.1. Report to the WDH-PHD with website traffic and analytics reporting plans.

7.2. Maintain communication with the WDH-PHD on the progress of asset development.

8. QUALITY ASSURANCE AND QUALITY CONTROL:

8.1. The following are quality assurance and control measurements a proposer will need to achieve in order to assure the quality of the product solutions and services. The quality assurance and control measurements include, but are not limited to:

RFP 0058-N, Page 20 of 27

8.1.1. Professionally developed final deliverables free from error that meet the branding standards of the WDH-PHD. All final deliverables must be approved by the WDH-PHD.

8.1.2. The brand, logo, website, and educational assets should embody public health values.

9. CHANGE CONTROL MANAGEMENT:

9.1. The proposer shall maintain a control change process with all changes approved through the

WDH-PHD. The control change process should include the reason for the change, a complete description of the work to be performed, an estimate of time and cost to complete the task, a completion date for the change, and an impact analysis indicating ramifications or impact to the project.

9.2. If unforeseen circumstances arise where a dispute resolution may be needed, the proposer will submit (in writing) a description of the problem and the proposer's resolution to the project manager and the WDH-PHD's primary point of contact. If changes are needed, the proposer agrees to continue at the hourly rate specified in the proposal.

9.3. In the event it is determined that a change to the Statement of Work is required, a contract amendment shall be made to the contract in accordance with the Contract.

10. DELIVERABLES AND MILESTONES

10.1. Phase 1: Discovery, Strategy, and Branding (Foundational)

10.1.1. Campaign Strategy & Formative Research: Documented plan and research findings.

10.1.2. Brand Identity & Logo: Comprehensive logo suite and brand style guide.

10.1.3. Transition & Bridge Support Plan: Initial deployment strategy for existing WDH-PHD assets.

10.2. Phase 2: Asset Design and Development (Creation)

10.2.1. Custom Icon & Graphic Library: Core assets for consistent messaging.

10.2.2. Customizable Document Templates: Branded Google Suite templates (brochures, flyers, slides, fact sheets) and staff quick-start guide.

10.2.3. Signage Designs: Tobacco/Nicotine-free signage deliverables.

10.3. Phase 3: Digital Infrastructure (Website)

10.3.1. WQT Website: Fully functional CMS-based website, including hosting, domain/SSL setup, and technical documentation.

10.4. Phase 4: Campaign Execution and Maintenance (Ongoing)

10.4.1. Campaign Assets: Creation and dissemination of multi-channel materials.

10.4.2. Campaign Evaluation & Reporting: Ongoing effectiveness reports, including web traffic analytics and behavioral indicators (enrollments/referrals).

RFP 0058-N, Page 21 of 27

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS

1. PRE-PROPOSAL CONFERENCE:

1.1. A pre-proposal conference will not be held in connection with this RFP.

2. TECHNICAL PROPOSAL, FORMAT AND CONTENTS:

2.1. Proposals should be submitted in two major sections: the Technical Proposal and the Cost

Proposal. Omission of this section or any item within this section may result in the proposal being eliminated. The proposer should, at a minimum, address the following points:

2.1.1. Cover Page: Include the following information:

2.1.1.1. Proposer’s legal name, address, and contact information;

2.1.1.2. Unique Entity Identifier (UEI)

2.1.1.3. Name, title, and contact information of the individual authorized to negotiate contract terms; and

2.1.1.4. Certificate of Good Standing or proof of County/City/Tribal relations from contractor’s primary State.

2.1.2. Table of Contents: The table of contents should include all items listed in this section.

2.1.3. Executive Summary: The executive summary will condense and highlight the contents of the technical proposal in such a way as to provide the State with a broad understanding of the proposer’s qualifications and approach to meeting the requirements of the RFP.

2.1.4. Proposer’s Background and Experience: In five (5) pages or less, describe the proposer’s capability to successfully perform the requirements of the project. The proposer should include a company summary covering the company's history, location, office location(s), company size, and a statement of technical areas of expertise. The proposer should be able to substantiate to the satisfaction of the WDH-PHD that the proposer has sufficient resources to complete the project successfully within the time requirements. Proposals should highlight any current or prior experience demonstrating an understanding of health or other relevant government communications efforts in Wyoming.

2.1.4.1. Personnel Experience: The proposer should include brief descriptions of personnel expected to work on the project and their relevant experience.

2.1.5. Proposer’s Demonstration of Work/Quality: (Not included in the page limit) Provide a minimum of three (3) references, including examples of relevant work products. These references should describe the work and outcomes and provide contact information for an individual currently employed by the organization. Please do not include letters of recommendation, as they will not be considered. When possible, include examples of reports or documents as links or attachments. To ensure current expertise, references, and sample work products should be as timely as possible (within the previous five (5) years).

2.1.5.1. References may be verified during the proposal evaluation by telephone calls from members of the Evaluation Committee or by e-mail or the United States Postal Service.

2.1.5.2. The WDH-PHD reserves the right to contact other State of Wyoming agencies regarding engagements they may have had with the proposer’s company in the past, in addition to the references provided in the proposal.

RFP 0058-N, Page 22 of 27

2.1.6. Proposer’s Project Approach: In five (5) pages or fewer, the proposer should submit a potential approach that meets the needs of the RFP and indicates a thorough understanding of the scope of work as outlined in Section 6.

2.1.7. Value Added (Optional): Proposers may include a section highlighting any value-added services, innovative approaches, or additional benefits not explicitly required in this RFP that would provide a unique value to the WDH-PHD. Proposers should clearly articulate the benefit to the WDH-PHD for each added value item.

3. COST PROPOSAL FORMAT AND CONTENT:

3.1. Cost Proposal Price Sheets: Each applicable proposer should upload the Technical Proposal and the Cost Proposal Sheets as separate documents, and identify them as such, using the Public Purchase online bidding system. The price to be entered on this page is the total fixed price (the sum from Pricing Schedules 1). In case of error in the extension of prices in the proposal, unit prices will govern. Cost breakdowns are not included on this page. The proposer should ensure all signatures and identifying numbers are properly affixed to this page in order for the Cost Proposal to be accepted.

3.1.1. Pricing Schedule 1 itemizes the all-inclusive price for all…