RFP_18-707-25.pdf

STATE OF ALASKA – REQUEST FOR PROPOSALS RFP 18-707-25 – AIR QUALITY’S PUBLIC AWARENESS CAMPAIGN

STATE OF ALASKA

REQUEST FOR

PROPOSALS (RFP)

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM

IMPORTANT NOTICE: If you received this solicitation from the state of Alaska’s “Online Public Notice” website, you must register with the procurement officer listed in this document to receive notification of subsequent amendments. Failure to contact the procurement officer may result in the rejection of your offer.

ISSUED BY:

Department of Environmental Conservation, Division of Air Quality

PRIMARY CONTACT:

Bryant Trujillo Procurement Specialist III decdasprocurement@alaska.gov +1 (907) 269-7929

AIR QUALITY’S PUBLIC AWARENESS CAMPAIGN

RFP 18-707-25

ISSUED AUGUST 23, 2024

The State of Alaska, Department of Environmental Conservation (DEC), Division of Air Quality is seeking proposals from qualified contractors for an air quality public education campaign to address various air quality concerns specific to Alaska. The Division of Air Quality seeks assistance developing statewide public awareness campaigns, including advertisements and educational components of pre-developed air quality campaigns.

mailto:decdasprocurement@alaska.gov

TABLE OF CONTENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 PRE-PROPOSAL TELECONFERENCE

SEC. 1.13 ALTERNATE PROPOSALS

SEC. 1.14 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 CONTRACT TERM & WORK SCHEDULE

SEC. 3.03 DELIVERABLES

SEC. 3.04 TASK I – COMPREHENSIVE OUTREACH CAMPAIGN FOR REGIONAL AIR QUALITY IMPROVEMENT

SEC. 3.05 CONTRACT TYPE

SEC. 3.06 PROPOSED PAYMENT PROCEDURES

SEC. 3.07 PROMPT PAYMENT FOR STATE PURCHASES

SEC. 3.08 CONTRACT PAYMENT

SEC. 3.09 CONTRACT PRICE ADJUSTMENTS

SEC. 3.10 LOCATION OF WORK

SEC. 3.11 SUBCONTRACTORS

SEC. 3.12 JOINT VENTURES

SEC. 3.13 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.14 F.O.B. POINT

SEC. 3.15 CONTRACT PERSONNEL

SEC. 3.16 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.17 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.18 NONDISCLOSURE & CONFIDENTIALITY

SEC. 3.19 INDEMNIFICATION

SEC. 3.20 INSURANCE REQUIREMENTS

SEC. 3.21 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT & CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION & CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 EXPERIENCE & QUALIFICATIONS (SUBMITTAL FORM B)

SEC. 4.05 UNDERSTANDING OF THE PROJECT (SUBMITTAL FORM C)

SEC. 4.06 METHODOLOGY USED FOR THE PROJECT (SUBMITTAL FORM D)

SEC. 4.07 MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL FORM E)

SEC. 4.08 SUBCONTRACTORS (SUBMITTAL FORM F)

SEC. 4.09 COST PROPOSAL (SUBMITTAL FORM G)

SECTION 5. EVALUATION CRITERIA & CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD & CALCULATION

SEC. 5.04 EXPERIENCE & QUALIFICATIONS

SEC. 5.05 UNDERSTANDING OF THE PROJECT

SEC. 5.06 METHODOLOGY USED FOR THE PROJECT

SEC. 5.07 MANAGEMENT PLAN FOR THE PROJECT

SEC. 5.08 CONTRACT COST (COST PROPOSAL)

SEC. 5.09 ALASKA OFFEROR PREFERENCE

SECTION 6. GENERAL PROCESS & LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE & OTHER REQUIRED LICENSES

SEC. 6.03 SITE INSPECTION

SEC. 6.04 CLARIFICATION OF OFFERS

SEC. 6.05 DISCUSSIONS WITH OFFERORS

SEC. 6.06 EVALUATION OF PROPOSALS

SEC. 6.07 CONTRACT NEGOTIATION

SEC. 6.08 FAILURE TO NEGOTIATE

SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION

SEC. 6.10 PROTEST

SEC. 6.11 APPLICATION OF PREFERENCES

SEC. 6.12 ALASKA BIDDER PREFERENCE

SEC. 6.13 ALASKA VETERAN PREFERENCE

SEC. 6.14 STANDARD CONTRACT PROVISIONS

SEC. 6.15 QUALIFIED OFFERORS

SEC. 6.16 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.17 ADDITIONAL TERMS & CONDITIONS

SEC. 6.18 HUMAN TRAFFICKING

SEC. 6.19 RIGHT OF REJECTION

SEC. 6.20 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.21 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.22 ASSIGNMENT

SEC. 6.23 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 6.24 DISPUTES

SEC. 6.25 SEVERABILITY

SEC. 6.26 SUPPLEMENTAL TERMS & CONDITIONS

SEC. 6.27 SOLICITATION ADVERTISING

SEC. 6.28 FEDERALLY IMPOSED TARIFFS

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The State of Alaska, Department of Environmental Conservation (DEC), Division of Air Quality is seeking proposals from qualified contractors for an air quality public education campaign to address various air quality concerns specific to Alaska. The Division of Air Quality seeks assistance developing statewide public awareness campaigns, including advertisements and educational components of pre-developed air quality campaigns.

Deadline for receipt of proposals: No later than 1:00 p.m. prevailing Alaska Daylight Time (AKDT) on September 13, 2024, as indicated by email time stamp. Late proposals will not be considered.

The length of the contract: From the date of award, approximately the week of September 29, 2024, until completion on June 30, 2025, with four (4) one-year renewal options to be executed at the State’s discretion.

SEC. 1.02 BUDGET

The Division estimates a budget of $265,000.00 for the first year and an additional $265,000.00 for each renewal option, if executed.

Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 1:00 p.m. prevailing Alaska Daylight Time (AKDT) on September 13, 2024, as indicated by email timestamp. Late proposals will not be considered.

SEC. 1.04 PRIOR EXPERIENCE

For offers to be considered responsive, offerors must meet the following minimum prior experience requirements:

• PROJECT MANAGER: A minimum of five (5) years of experience and a Bachelor’s degree in one of the following areas: Marketing, Communications, Journalism, English, or Public Relations/Advertising. The Project Manager is the primary contact between the firm and DEC’s project manager, who organizes and manages the account. Other titles for this position could include account manager, account executive, etc. This person is also expected to participate in account and product development work. Any management personnel who may spend less than 20% of the total staff time on the project would not be considered the project manager under this definition. If another title best describes the intent of this position, an offeror may substitute with a different title so long as the position is clearly defined. This role involves working closely with account and product development teams.

o Note: Due to the broad nature of a Master’s in Business Administration, or Business degrees in general, these degrees are not eligible, except for a Master’s in Business

Administration with an emphasis in Marketing. Transcripts must be submitted to support this emphasis, with more than three (3) classes in Marketing in a degree program.

• MEDIA BUYER: A minimum of five (5) years of experience as a media buyer. For the purposes of this RFP, a media buyer is defined as the person responsible for negotiating and purchasing advertisements or time slots for advertisement placement in various mediums.

• GRAPHIC ARTIST: A minimum of five (5) years of experience as a graphic artist. For this RFP, a graphic artist is defined as the person responsible for designing the graphics for various mediums.

• AUDIO/VIDEO EDITOR: A minimum of five (5) years of experience as an audio/video editor.

If a firm has more than one audio/video editor, identify the more expensive person in the cost proposal. List all the programs, equipment, etc., that the editor(s) are proficient in.

Understanding Alaska’s media market and air quality issues is preferable but not required.

Therefore, proposals in the experience section are encouraged to outline the firm’s understanding of Alaska’s various media markets and highlight understanding or knowledge of air quality issues.

An offeror's failure to meet these minimum prior experience requirements may cause their proposal to be considered non-responsive and rejected.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of the offeror's proposals upon which an award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

• Bryant Trujillo, Procurement Specialist III Department of Environmental Conservation Division of Administrative Services 555 Cordova Street Anchorage, Alaska 99501 Email: decdasprocurement@alaska.gov mailto:decdasprocurement@alaska.gov

SEC. 1.07 RETURN INSTRUCTIONS

Do not hand deliver or use U.S. mail or any delivery service to return your technical and cost proposals.

Oral proposals or faxed proposals are not acceptable. Please send proposal package(s) via email.

The technical proposal and cost proposal must be saved as separate PDF documents and emailed to DECDASPROCUREMENT@ALASKA.GOV as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf.” The email must contain the RFP number in the subject line.

The maximum size of a single email, including all text and attachments, the state can receive is 20 megabytes. If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 20 megabytes, and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it enough ahead of time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the issuing agency via email at DECDASPROCUREMENT@ALASKA.GOV to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the OPN.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

The RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Daylight Time (AKDT).

ACTIVITY TIME DATE

Issue Date / RFP Released August 23, 2024

Pre-Proposal Teleconference (non-mandatory) 10:00 a.m. September 3, 2024

Deadline For Receipt of Proposals / Proposal Due Date 1:00 p.m. September 13, 2024

Proposal Evaluations Complete Approximately the week of September 15, 2024

Notice of Intent to Award Approximately the week of September 15, 2024

Contract Issued Approximately the week of September 29, 2024

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Environmental Conservation or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith if it occurs prior to the contract start date set by the state.

SEC. 1.12 PRE-PROPOSAL TELECONFERENCE

A non-mandatory pre-proposal teleconference will be held at 10:00 a.m., Alaska Daylight Time (AKDT), on September 3, 2024. The teleconference aims to discuss the work to be performed with the prospective offerors and allow them to ask questions concerning the RFP. All questions raised during the meeting must be submitted in writing to the Procurement Officer and will be posted along with the answers on Alaska’s “Online Public Notice” website as an Amendment to the RFP as soon as possible after the meeting.

It is the offeror’s responsibility to contact the issuing agency via email at DECDASPROCUREMENT@ALASKA.GOV to register as an interested party and receive details regarding the pre-proposal teleconference.

Offerors with a disability needing accommodation should contact the procurement officer prior to the date set for the pre-proposal conference so that reasonable accommodation can be made.

SEC. 1.13 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830, alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.14 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

Fairbanks, rural Alaska, and the Matanuska-Susitna (Mat-Su) Valley are experiencing particulate matter air pollution from various sources, including road dust, windblown dust, wood smoke, and motor vehicles. Coarse particulate matter (PM 10) is a concern for many rural communities and the Mat-Su Valley, while fine particulate matter (PM 2.5) is a concern in some rural areas as well as in Juneau, Fairbanks, and the Mat-Su Valley. Public outreach and education are essential strategies for addressing these problems.

Education activities will provide information to explain the importance of health standards and different measures to help reduce effects. The monitored levels of PM 2.5 in the Butte area of the Mat-Su Valley have had excursions above the level of the 24-hour PM 2.5 air quality standard.

Continuing to assist the community with education and outreach will be essential to help the community proactively address this emerging air pollution problem. Continuing assistance to rural Alaska, Juneau, and the Fairbanks North Star Borough are critical to improving and maintaining air quality across the state. In Fairbanks, it is vital to ensure effective implementation of the measures that will be adopted as part of their PM 2.5 attainment strategy in the future.

The most recent public relations (PR) contract concluded on June 30, 2024. The new contract resulting from this RFP will commence approximately the week of September 29, 2024. Most of the education efforts are funded by the Department of Transportation and Public Facilities (DOT&PF) from the Statewide Air Quality Education Program; it is also likely some federal grant funds will be used to fund this contract over time.

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

The Division of Air Quality is soliciting proposals for a professional services contract. The contract will primarily focus on the development of outreach materials and the placement of advertisements. The professional services being sought are for a public relations firm to assist in crafting television advertisements, radio advertisements, and print materials, as well as providing a means for the Division to purchase airtime to play previously developed advertisements. This contract will support continuing the “Burn Wise Alaska” education effort statewide. The contract will create public awareness materials, assist in determining the best approach to inform the public, design graphic art, negotiate media buys, and help with surveys. This contract will be a part of a public education project funded via Alaska’s Department of Transportation and Public Facilities (DOT&PF).

SEC. 3.02 CONTRACT TERM & WORK SCHEDULE

The length of the contract will be from the date of award, approximately the week of September 29, 2024, through June 30, 2025, with four (4) one-year renewal options to be executed at the State’s discretion.

Unless otherwise provided in this RFP, the State and the successful offeror/contractor agree that

1. any extension of the contract, excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect; and

2. the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least 30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

SEC. 3.03 DELIVERABLES

The contractor will be required to provide the following deliverables:

Deliverables are identified through the tasks outlined in this section. The contract resulting from this RFP and renewal options will include several different outreach campaigns. However, many of the tasks required for the campaigns will be similar. For this reason, this section lays out the general tasks and then provides the project-related background for identified projects. The general tasks described in this section will be modified to fit the needs of each specific outreach project. Not all tasks will be necessary for all projects.

DEC shall have full rights and possession of all raw and finished advertising materials and work products. Copies of all raw footage and finished materials/advertisements, including print, video, and audio, shall be forwarded in digital or high-quality print format to DEC for use at their discretion.

All advertising materials provided to DEC shall be replicable copies. DEC shall have the right to allow other agencies such as, but not limited to, Municipality of Anchorage (MOA), Fairbanks North

Star Borough (FNSB), Mat-Su Borough, City of Juneau, or the Environmental Protection Agency (EPA) use of advertising materials in future campaigns.

Since DEC is accountable for project monies provided by federal grants, the contractor must track expenses for each outreach project ultimately assigned through this contract. Funding for this project comes from multiple sources, so the contractor must be organized and provide timely billing and tracking for the account. All costs shall be tracked according to an individual project.

Due to the similar nature of some of the individual projects, some tasks may overlap. When this occurs, the project director shall work with the contractor to identify the resources allocated to each project for tracking purposes.

PUBLIC AND MEDIA RELATIONS CAMPAIGN DEVELOPMENT

The contractor shall work closely with DEC to advise, plan, and develop effective multifaceted public awareness campaigns designed to deliver messages to target audiences, generally Alaska’s residents, for specific air quality outreach projects. Campaigns may be developed to serve as a statewide outreach effort, but most will be directed to specific communities. DEC will direct the contractor on the specific subject(s) or project(s) that require a full, multifaceted public awareness campaign(s).

The campaigns developed shall generally address the following issues:

• the message(s) to be delivered and the targeted audiences for a particular outreach campaign;

• the best methods of information distribution (radio, printed materials, television, internet, social media, etc.) for specific projects and objectives;

• the suggested timing and frequency of the message delivery, including a schedule that details how multiple messages, delivery modes, and advertisements will be cycled to maximize the media campaign's effectiveness;

• more specific recommendations for placing radio and print advertisements, including radio buy times and stations, the time and format of print advertisements, recommended development of brochures, etc., to best deliver the desired message; and

• the suggested media to maximize the cost-effectiveness of this delivery, including both paid and free placement of public awareness information.

The Division can provide information on current public information activities, press relations, and publications. As the contractor begins to work on specific campaigns, this information can be reviewed so that the contractor can determine how effectively DEC has been communicating with the public. This could assist the contractor in assessing new opportunities, suggesting new directions, and working with DEC to develop a more effective communications effort.

To assess the effectiveness of the public outreach and education campaigns, DEC may require a before and after survey to be conducted. Because the contractor shall perform work for the contract on an “as-needed basis,” the DEC project director will assign and negotiate with the contractor projects to be accomplished for this deliverable. Work will not commence on the development of a campaign until the DEC project director notifies the contractor to proceed. The project director must also sign off on the final campaigns on a project-by-project basis before implementing a campaign.

OUTREACH CAMPAIGN IMPLEMENTATION

The contractor shall work closely with DEC to implement effective multifaceted public awareness campaigns designed to effectively deliver messages to target audiences, generally the public, for specific air quality outreach projects. Campaigns may be developed to serve a statewide outreach effort, but most will be directed to specific communities, such as Anchorage, Fairbanks, Juneau, and the Mat-Su Valley.

DEC values the ability to distribute accurate information promptly. The contractor shall assist DEC in maintaining a working relationship with statewide media, establishing and maintaining a social media presence, and producing a variety of press releases and information to distribute for specific projects and objectives. Developing productive methods of generating media coverage and responding immediately to issues will be vital to many projects to be completed under this contract.

The contractor must conduct the following type of work during the implementation of outreach campaigns under this contract:

a. DEVELOP OUTREACH MATERIALS: The contractor shall provide consultation and develop outreach materials such as print advertisements, radio advertisements, television advertisements, posters, brochures, flash advertisements, or other appropriate media or social media, which must comply with state printing and posting policies, to promote public awareness of DEC programs. The development of print materials may require the skills of a graphic artist. The materials to be developed may include information booklets/pamphlets on DEC programs and information sheets suitable for use by a wide variety of audiences.

The outreach materials developed must meet the individual needs of each project and/or campaign identified by DEC. If a project has a multi-community focus, a “one-size-fits-all” approach may not be possible. The Division will assist in all facilitation between communities and in making the materials as uniform as possible; however, it is anticipated that there will be differences between the approaches taken, particularly between Anchorage and Fairbanks. The contractor will also need to work with the Division to ensure that the work under this contract is harmonized with current outreach projects and public awareness campaigns. Care should be taken to reduce overlap and promote increased effectiveness with local outreach efforts.

When needed, the contractor shall provide graphic design and artwork. Design or artwork developed under this contract is the property of the State of Alaska. All materials developed, such as artwork, handouts, brochures, etc., will be made electronically available to the department in a form usable by the department and must comply with state policies. The contractor may not use or reproduce any materials developed for the department for another client unless written approval by the department is received.

b. NEGOTIATE AND PLACE MEDIA BUYS: The contractor shall negotiate and handle all media buys for ad placement on radio and television. To reduce costs, the contractor shall use economies of scale for negotiations in ad placement. The department will coordinate with the contractor to place advertisements in newspapers and other non-digital media.

c. SURVEYS: DEC may require surveys. Some surveys may evaluate effectiveness before and after a campaign's implementation or periodic surveys to track trends. Surveys may be conducted by telephone, mail, or the Internet. The format of the survey will be determined before survey initiation. The contractor should be prepared to work with other DEC contractors or departments as needed to fulfill survey needs.

d. FOCUS GROUPS: DEC may require focus groups to help determine the acceptability of a concept within a local community.

e. SOCIAL MEDIA: Social media is becoming an integral part of communications. The contractor shall support DEC's social media needs through assistance with social media such as Facebook, Twitter, and other social media outlets as they become popular. Staying up to date with the most recent developments in social media trends will be crucial. Types of support may include but are not limited to developing initial accounts, providing graphics, developing posting topic schedules, assisting with boosting pages, recommending approaches, monitoring sites, etc.

SPECIFIC PUBLIC OUTREACH PROJECTS

The air program has identified specific outreach projects for which some level of contractual assistance or outreach material development will be needed. These projects are:

a. Fairbanks PM 2.5 education campaign and control measure support;

b. Rural Dust education campaign;

c. Burn Wise Alaska campaign; and

d. General Air Quality issues.

Background information on each project follows, along with any known tasks that would likely be assigned under the contract. Once a contractor has been selected and additional consultation has occurred, more tasks could be assigned to complete these projects.

Fairbanks PM 2.5 Education Campaign and Control Measure Support

Due to changes in the federal health-based air quality standards for PM2.5, Fairbanks has been designated non-attainment. Efforts are underway to help Fairbanks attain air quality standards.

Initial efforts for public education have been started. The springtime Split, Stack, Store & Save campaign is an example of work started under a previous contract (http://www.aqfairbanks.com/).

The Fairbanks North Star Borough’s air quality program has initiated an educational campaign.

Under this contract, efforts will focus on State-specific issues within the Fairbanks nonattainment area. Items include the wintertime open burning and dry wood requirements, opacity levels, and http://www.aqfairbanks.com/ state requirements for wood stoves, wood sellers, real estate, coal-fired devices, and other measures that may be introduced in the community. Under previous contracts, at least four television advertisements have been created. The feel, look, and slogan(s) developed will be continued as appropriate. Additional development could entail radio, informational pamphlets, and information sheets with slightly different focuses depending on the time of year. Depending on the outcome of programs that will be proposed for public comment with the release of the Serious State Implementation Plan and future updates, education, and programmatic outreach will likely need to be developed.

Rural Dust Education Campaign

Rural dust problems seem to be exacerbated by vehicle traffic. In recent years, the Division has worked to develop television and radio advertisements related to reducing speeds on dirt roads to reduce particulates. Under this contract, work will continue to enhance the overall campaign and place those media items that have been, and will be, developed. The feel, look, and slogan(s) developed for this campaign will continue. Additional development could entail radio advertisements, informational pamphlets, and information sheets. Previously produced brochures, radio, and television advertisements may be found under the “Public Outreach” section at the following link: http://www.dec.alaska.gov/air/anpms/comm/rural_pm10.htm

Burn Wise Alaska Campaign

Burn Wise Alaska is a statewide educational campaign. Wood burning is a common source of home heating throughout the state. The wood smoke produced can cause communities to have problems meeting the PM2.5 health standard. The State has developed pamphlets and television advertisements pertaining to wood burning under a previous contract. Under this contract, work will continue supporting and enhancing the overall campaign and placing those media items that have been, and will be, developed. The feel, look, and slogan(s) developed for this campaign will be continued. Additional development could entail radio, informational pamphlets, and information sheets. Otherwise, the main Burn Wise Alaska webpage may be found at:

https://dec.alaska.gov/air/burnwise/.

General Air Quality Issues

The Department has an ongoing need to be responsive to air quality issues in Alaska. This task item is to provide flexibility to address air quality issues as they arise. The air program wants the ability to deliver messages to assist citizens as needed.

For this project, the contractor shall assist with developing materials to educate the public on air quality. These materials may include information booklets/pamphlets, web page design or content, radio spots, television advertisements, social media, and/or information sheets suitable for use by various audiences.

http://www.dec.alaska.gov/air/anpms/comm/rural_pm10.htm https://dec.alaska.gov/air/burnwise/

SEC. 3.04 TASK I – COMPREHENSIVE OUTREACH CAMPAIGN FOR REGIONAL

AIR QUALITY IMPROVEMENT

Note: The information in this section must be used to complete the Cost Proposal (Submittal Form G) spreadsheet.

Please submit a contract cost to address the scenario below using the Cost Proposal (Submittal Form G) spreadsheet. The disclosed prices will determine the “Per Unit” rates for the specified personnel, equipment, and expenses on the subsequent contract resulting from this solicitation.

The objectives and success metrics of each campaign will be discussed and agreed upon prior to the commencement of work.

A regional air quality issue impacts residents’ health and quality of life in a select region. Improving air quality in the area can be achieved through behavioral modifications among residents. However, it is important to note that these proposed changes may be controversial to specific demographics.

The offeror shall design an outreach campaign targeting residents of this region. This campaign will include television advertisements, online and social media placements, radio spots, and direct mailers, which may consist of postcards directly mailed to approximately 20,000 residents.

The campaign is expected to be completed within two (2) months, with approximately one (1) month allocated to the planning and design phases of the initiative. The cost proposal should include the cost of media buys, equipment, expenses, and hourly rates for the project manager, media buyer, graphic artist, audio/video editor, and other essential program staff. The contractor shall include in their price proposal transportation, lodging, and per diem costs sufficient to pay for one (1) staff member to make one (1) trip to Fairbanks and one (1) trip to the Mat-Su Valley, assume lodging for one (1) night.

• Labor: The Cost Proposal (Submittal Form G) spreadsheet lists the four (4) required staff.

Supply personnel’s hourly rate and quantity of hours necessary to complete Task I – Comprehensive Outreach Campaign for Regional Air Quality Improvement. If additional staff is used to complete this request, list each position alongside the applicable hourly rate and quantity of hours in the lines provided below the prepopulated list of four (4) required staff.

• Equipment: List the equipment that may be purchased to complete Task I – Comprehensive Outreach Campaign for Regional Air Quality Improvement. If no equipment is needed, leave this section of the Cost Proposal (Submittal Form G) spreadsheet blank or mark it as “not applicable.”

• Expenses: Provide the applicable rates for the required items and/or services; if necessary, include any supplementary expenses in the additional cells below in the Cost Proposal (Submittal Form G) spreadsheet.

• Fixed Fee: List the firm’s fixed fee, if applicable. The fixed fee should be represented as a percentage of all services rendered, including the labor, equipment, and other applicable expenses.

DEC may conduct multiple campaigns in various regions throughout Alaska within a calendar year, some of which may be carried out concurrently.

The deliverables for this task may include, but are not limited to:

• the message(s) to be delivered and the targeted audiences for a particular outreach campaign;

• the best methods of information distribution, which may include radio, printed materials, television, internet, social media, etc. for specific projects and objectives;

• the optimal timing and frequency of the message delivery, including a schedule that details how multiple messages, delivery modes, and advertisements will be cycled to maximize the media campaign’s effectiveness;

• specific rationale for the contractor’s placement of radio and print advertisements, including radio buy times and stations within the target area(s), the time and format of print advertisements, recommended development of brochures, etc., to best deliver the desired message;

• the suggested media to maximize the cost-effectiveness of this delivery, including both paid and free placement of public awareness information;

• surveys to evaluate effectiveness before and after the campaign’s implementation, which may be conducted via telephone, mail, or the Internet; and

• focus groups to help determine the acceptability of the campaign within targeted communities.

The campaign topics may include, but are not limited to:

• Fairbanks PM 2.5 education campaign and control measure support;

• Rural Dust education campaign;

• Burn Wise Alaska campaign; and

• General Air Quality issues.

SEC. 3.05 CONTRACT TYPE

The contract resulting from this solicitation will be a Cost-Plus-Fixed-Fee (CPFF) contract.

SEC. 3.06 PROPOSED PAYMENT PROCEDURES

The state will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and progress report. No payment will be made until the progress report and invoice has been approved by the project director.

SEC. 3.07 PROMPT PAYMENT FOR STATE PURCHASES

The state is eligible to receive a 5% discount on all invoices paid within 15 business days from the date of receipt of the commodities or services and/or a correct invoice, whichever is later. The discount shall be applied to the full invoice amount. The state shall consider payment to be made on either the date a printed warrant is issued or the date an electronic funds transfer (EFT) is initiated.

SEC. 3.08 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Environmental Conservation or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

Any single contract payment of $1,000,000 or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

SEC. 3.09 CONTRACT PRICE ADJUSTMENTS

Consumer Price Index (CPI): Contract prices will remain firm through June 30, 2025.

The Contractor or State may request price adjustments no sooner than 12 months from the Contract execution date and no more than once per contract year. Contractors must submit a request to the State at least 30 days prior to the end of the current term. All Requests must be in writing and must be received 30 days prior to the Contract renewal date.

a. If the Contractor or State fails to request a CPI price adjustment 30 days prior to the Contract renewal date, the adjustment will be effective 30 days after the State or Contractor receives their written request.

b. Price adjustments will be made in accordance with the percentage change in the U.S.

Department of Labor, Bureau of Labor and Statistics, Consumer Price Index (CPI-U) for All Urban Consumers, All Items, Urban Alaska.

c. The price adjustment rate will be determined by comparing the percentage difference between the CPI in effect for the base year reported HALF1 (January through June 2023) (depending on the timing, it may be HALF2 for July-December) and each HALF1 (or HALF2) thereafter. The percentage difference between those two CPI issues will be the price adjustment rate. No retroactive contract price adjustments will be allowed. All price adjustments must be approved by the Procurement Officer prior to the implementation of the adjusted pricing. Approval shall be in the form of a Contract Amendment issued by the Procurement Officer.

d. Approval for all price increases is dependent upon full compliance with the terms of the Contract, including reporting requirements.

SEC. 3.10 LOCATION OF WORK

The location(s) where the work is to be performed, completed, and managed is the contractor’s primary place of business. Specific tasks may require travel within Alaska, typically to Juneau, Anchorage, Fairbanks, and the Matanuska-Susitna (Mat-Su) Valley.

The state will not provide workspace for the contractor. The contractor must provide its own workspace.

The contractor shall include in their price proposal transportation, lodging, and per diem costs sufficient to pay for one (1) staff member to make one (1) trip to Fairbanks and one (1) trip to the Mat-Su Valley. Travel to other locations is unlikely to be required.

By signing their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least ten (10) days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

SEC. 3.11 SUBCONTRACTORS

Subcontractors may be used to perform work under this contract. If an offeror intends to use subcontractors, the offeror must complete the Submittal Form identified in Section 4.02 of this

RFP.

An offeror's failure to provide this information with their proposal may cause the state to consider their proposal non-responsive and reject it.

Subcontractor experience shall not be considered when determining whether the offeror meets the requirements set forth in SEC. 1.04 PRIOR EXPERIENCE.

If a proposal with subcontractors is selected, the offeror must provide the following information concerning each prospective subcontractor within five working days from the date of the state's request:

• complete name of the subcontractor;

• complete address of the subcontractor;

• type of work the subcontractor will be performing;

• percentage of work the subcontractor will be providing;

• evidence that the subcontractor holds a valid Alaska business license;

If a subcontractor on the list will be performing work within Alaska and does not have a valid Alaska business license at the close of the RFP, the Offeror may not use the subcontractor in the performance of the contract and shall replace the subcontractor with a subcontractor who had a valid Alaska business license at the close of the RFP.

• a written statement, signed by each proposed subcontractor, that clearly verifies that the subcontractor is committed to rendering the services required by the contract.

An offeror's failure to provide this information within the time set will cause the state to consider their proposal non-responsive and reject it. The substitution of one subcontractor for another that has already been approved may be made only at the discretion and prior written approval of the project director.

Note that if the subcontractor will not be performing work within Alaska, they will not be required to hold an Alaska business license.

SEC. 3.12 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.13 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.14 F.O.B. POINT

All goods purchased through this contract will be F.O.B. final destination. Unless specifically stated otherwise, all prices offered must include the delivery costs to any location within the State of Alaska.

SEC. 3.15 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director and the procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.16 INSPECTION & MODIFICATION - REIMBURSEMENT FOR

UNACCEPTABLE DELIVERABLES

The contractor is responsible for completing all the work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract.

The project director or procurement officer may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the state to terminate the contract. In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

SEC. 3.17 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor with a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment approved by the Commissioner of the Department of Environmental Conservation or the Commissioner's designee.

SEC. 3.18 NONDISCLOSURE & CONFIDENTIALITY

The contractor agrees that all confidential information shall be used only for the purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow the dissemination of confidential information except as provided in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to, and/or use by third parties of confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state laws, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to, or use of confidential information.

Confidential information, as used herein, means any data, files, software, information, or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible, or intangible form and however stored, compiled, or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to, technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc.).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information is previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof; or information which is disclosed by a party pursuant to a subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 3.19 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of or liability for error, omission, or negligent act of the contractor under this agreement.

The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. “Contractor” and “contracting agency,” as used within this and the following article, include the employees, agents, and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 3.20…