RFP 2024-92 Addendum 2 final.pdf

RFP 2024-92 ADDENDUM NO. 2 Page 1 of 8

FLORIDA DEPARTMENT OF EDUCATION

BUREAU OF CONTRACTS, GRANTS AND PROCUREMENT

MANAGEMENT SERVICES

325 West Gaines Street 344 Turlington Building

Tallahassee, Florida 32399-0400

Addendum #2

BID NO.: RFP 2024-92

OUTREACH INNOVATION

DATE July 25, 2024

This addendum is being issued to provide the Answers to Questions submitted timely by vendors during the Question and Answers period.

Please be advised all questions are keyed as submitted.

1. Question: In response to your RFP for advertising campaign services, I was wondering if we would be able to apply for providing services for just one of the deliverables or if you needed responses only from firms able to deliver all of the requested portions of the RFP.

Answer: The Department’s preference is to contract with one provider to provide all services. .

2. Question: Is there an annual budget? If so, has it been broken down into categories such as video production, web development, printing, etc.

Answer: No

3. Question: Should hourly rates be submitted for pricing? Or are you looking for the overall price each year?

Answer: Price per year.

4. Question: For deliverable due dates, we do not know the volume of work. How would someone know how long these deliverables will take without further information?

Should we estimate based on our experience?

Answer: You may estimate based on costs/experience. Work volume may be seasonal and/or project based.

5. Question: Is there an incumbent ad agency you are currently working with?

Answer: No. Our most recent agreement was through a collaborative partnership with the Moore Communications, via an agreement with the Florida Department of Commerce and CareerSource Florida.

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6. Is there a summary of the Division's KPIs related to awareness and recruitment, such as leads acquired, impressions or video completions, reach, frequency, etc., that can be referenced for building an annual advertising and media plan?

Answer: No

7. Related to the advertising deliverable, is the Division looking for a total media cost that encompasses all fees such as placement, data fees, and other third-party costs incurred?

Answer: Yes

8. Is there a historical range of products that were delivered to the Division each year related to website enhancement, graphic and print materials, and videos, that can be referenced for building the cost proposal?

Answer: Yes. You may access these records through the Florida Accountability Contract Tracking System (Agency Agreement number SA-357).

9. Are there required software, platforms, or technologies the Division wants the Contractor to use to produce these deliverables?

Answer:No.

a. Does the Division have an existing CRM or lead management program related to recruitment?

Answer: No

b. What is the website built on, and is there a website content management system?

Answer: The system is written in HTML5. We do not have a content management system.

10. If deliverables may be presented to the Division by the Contractor on an ongoing or as-requested basis, such as a package of printed materials for a specific event, how do you recommend we note an estimated due date on the deliverable timeline (Attachment A)?

Answer: By including a statement such as, “An agreed upon timeline will be established for projects with the chosen vendor.

11. It is the intention of the Department to make multiple awards for this State Term RFP?

Answer: Refer to Answer #1.

12. What is the name of the incumbent agency, if there is one?

Answer: Our most recent agreement was through a collaborative partnership with the Moore Communications, via an agreement with the Florida Department of Commerce and CareerSource Florida.

13. What other communications agencies have worked with the Division of Blind Services to deliver services and deliverables similar to those listed in this RFP?

Answer: Refer to Answer #12.

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14. Has the Department been satisfied with the services performed by those listed in our submitted questions 2 and 3?

Answer: The Department seeks to identify a vendor to provide quality outreach services with appropriate pricing.

15. What types of campaigns and initiatives has the Department deployed in the past to

Answer: Refer to Answer #8.

16. Is there a specific campaign(s) or initiative(s) desired and already known to be planned and implemented under the contract resulting from this RFP? If so, please name and describe the details of these.

Answer: Winning Bidder may need to align campaign with existing GET THERE and other Departmental outreach campaigns.

17. What are the names of and details of each campaign or initiative that the Department currently has, similar to those described in this RFP?

Answer: Refer to Answer #8.

18. Section 3.4: The last two listed dates in the chart of Critical Event Dates are already past. What are the correct dates for these two line items?

Answer: Refer to Addendum 1 which was posted 7/12/24.

19. Section 6: We noticed there was no specific request for research or measurement services. Does this mean the Department already has data to inform a campaign that would inform the campaign resulting from this RFP, and if so, can the Department share that data in advance of the proposal submission date? Can the Department share what types of data they already have that can be shared with the chosen Contractors when work is to be begun? Does the Department have a desire for research services, and if so, what type of services?

Answer: This is not a research-based RFP.

20. Is there an existing campaign or initiative brand that these services would need to align with?

Answer: Refer to Answer #16.

21. Are there existing materials, ads, website, etc. that the deliverables provided in the contract resulting from this RFP would need to align with?

Answer: Refer to Answer #8 and also see https://blindjobsfl.

22. Section 6.0: The sentence states that the contract will be “performance-based.” Can you describe what this structure would like between the Department and the Contractor? What are these planned metrics for these services and deliverables?

Answer: We are looking at a fee for service for this procurement. Payments will be contingent on satisfactory deliverables (i.e. production of x products; publication of x articles; design of x marketing materials, etc.) See Addendum 2 to this RFP.

23. Section 6.0: Who will set the “performance-based” metrics to measure the campaign against – Department, Contractor, another entity or collaborative effort?

Answer: Refer to Answer #22..

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24. Section 7.2.2: To clarify, is the Proposer to submit one printed hard copy of the

Technical proposal package along with two USB drives with an electronic copy of the proposal on each?

Answer: Correct.

25. Section 7.2.2 (a. Technical approach): Can you please examples of what the

Department would deem “significant development difficulties?”

Answer: This information will be provided by each Respondent describing anything that may hinder the Respondent from providing on demand services.

26. Attachment A and B (referenced also Section 7.2.2): We don’t believe these attachments can be completed without the specificity of a defined campaign, its goals and audience, etc. as no project price or delivery date can be estimated. Can you please describe how the Department envisions a Proposer to complete these requirements without a defined project?

Answer: Public records of the last engagement are available through the Florida Accountability Contract Tracking System, Agency Agreement number SA-357.

27. Section 7.2.3: Would the Department like the Proposer to complete the PDF

“Attachment B Price Proposal” and include that PDF as the electronic copy or should the proposer create an Excel document based on Attachment B and submit the Excel file for meet the “electronic format” requirement listed?

Answer: The Proposer should complete the pdf copy of Attachment B and only submit a completed Excel file for the document entitled, “Supplemental Price Page.” See Addendum 2 to this RFP.

28. Is it anticipated that the Department would provide a print budget outside of the services provided by the Contractor (we did not see printing budgets specifically stated as the responsibility of the chosen Contractor).

Answer: It is not anticipated, so Respondents may consider inclusion of a printing budget within their bids. However, depending on the project, a separate print budget may be established.

29. Will the chosen Contractor need to provide printing services with materials provided in braille?

Answer: Chosen contractor will need to provide materials in an accessible format, based on the engagement. This may include Braille, Large Print and digital accessibility, meeting current WCAG guidelines.

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RFP 2024-92 ADDENDUM NO. 2 Page 5 of 8

This addendum is also being issued to update the following sections to the solicitation as indicated below. Deletions are indicated by a strikethrough and additions are bold.

6.0 SCOPE OF SERVICES

The purpose of this Request for Proposal (RFP) is to establish a performance-based fee for service contract to facilitate increased public awareness of services provided by the Division of Blind Services. The Contractor will deliver on-demand services, encompassing graphic design, outreach and recruitment, media engagement, video production, web/interactive development, printing, copywriting, collateral development, and the creation of ad hoc outreach plans and strategic communications. These creative services will be provided as needed by the Department under the direction of the Contractor.

7.2.1 Preliminary Administrative Review

The absence of any of these documents may result in a determination that the Proposal is non-responsive and the Proposal not be evaluated. The Proposal forms furnished should be used when submitting the Proposal. Forms should be filled out in ink or typewritten. Administrative Review information should be included at the beginning of the Technical Proposal portion (Part I) of the Proposal and consist of the following:

All Addenda Reference Form (Attachment D) – Provide at least three (3) references, which demonstrate efforts comparable to the one described in this RFP. The Department reserves the right to contact the references regarding the services provided. Any information provided will be subject to the requirements of the Florida Public Records Law.

Disclosure Statement Form (Attachment G) Scrutinized Companies Form (Attachment H) Foreign Countries Of Concern Contract Attestation Form (Attachment I) Common Carrier Or Contracted Carrier Attestation Form (Attachment J) Transmittal Letter – Provide a Transmittal Letter (on Company Letterhead) that contains the following:

a statement confirming that the person signing the Proposal is authorized to represent the Proposer and bind the Proposer relative to all matters contained in the Proposer's Proposal the company’s federal tax identification number official company name, including “doing business as” (dba), parent company, etc.

a statement confirming that the Proposer has read, understands, and agrees to comply with all provisions of this RFP. By submitting a Proposal, the Proposer agrees to the terms and conditions of the RFP notwithstanding any statement in the Proposal to the contrary.

a statement confirming that the Proposer is authorized to conduct business in Florida in accordance with the provisions of Chapter 607, F.S. In lieu of such statement, the Proposer alternatively should confirm that authorization to do business in Florida will be secured prior to contract execution.

a statement confirming that the Proposer is registered on the MyFloridaMarketPlace website in accordance with the provisions by the state

RFP 2024-92 ADDENDUM NO. 2 Page 6 of 8 of Florida. In lieu of such statement, the Proposer should alternatively confirm that registration authorization will be completed prior to contract execution.

a statement confirming that the Proposer has electronically registered a valid W-9 with the Department of Financial Services (DFS). DFS is ready to assist any vendors with questions, and vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions. In lieu of such statement, the Proposer should alternatively confirm that registration will be completed prior to contract execution.

7.2.3 Price Proposal (Part II)

The Proposer should submit one (1) original, one (1) hard copy and two (2) electronic format (compact disc (CD), flash drive, etc.) copies in Microsoft Excel 5.0 or higher. The Proposer’s price information should be submitted on the form provided in this RFP. Payment for services will be made based on the deliverables and dates specified in the resulting contract. The Price Proposal should be submitted in a separate sealed package marked "PRICE PROPOSAL FOR RFP 2024-92 ".

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RFP 2024-92 ADDENDUM NO. 2 Page 7 of 8

ATTACHMENT J

COMMON CARRIER OR CONTRACTED CARRIER ATTESTATION FORM

(PUR 1808)

This form must be completed by a Common Carrier or contracted carrier and submitted to the Governmental Entity with which a Contract being is executed, amended, or renewed. Capitalized terms used herein have the definitions ascribed in section 908.111, F.S.

[Name of Common Carrier or contracted carrier] is not willfully providing and will not willfully provide any service during the Contract term in furtherance of transporting a person into this state knowing that the person is an Unauthorized Alien, except to facilitate the detention, removal, or departure of the person from this state or the United States.

Under penalties of perjury, I declare that I have read the foregoing statement and that the facts stated in it are true.

Printed Name:

Title:

Signature: Date:

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Potential proposers have 72 hours from posting of addenda to protest the requirements of each addendum. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

YOUR REPLY WILL NOT BE COMPLETE WITHOUT THIS PAGE SIGNED

AND INCLUDED!

Vendor Name – written:

Authorized Signature:

Authorized Signature - written:

Mailing Address:

City, State & Zip Code:

Telephone: Fax: E-Mail Address:

ATTACHMENT J