RFP # 212 ODP Marketing Admin Doc Amend 1.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR THE

OFFICE OF DRUG POLICY

REQUEST FOR PROPOSAL

ODP Marketing and Media Services RFP # 212 Amended 02/28/2024 MP

TABLE OF CONTENTS

RFP ADMINISTRATIVE INFORMATION

RFP Title:

ODP Marketing and Media Services

RFP Project Description:

The Division of Purchasing (DOP), on behalf of the Office of Drug Policy (ODP), is seeking marketing and media services to include creative production, media buying and placement, website management, social media marketing, and branding.

RFP Lead:

Michael Piccono, Buyer Division of Purchasing 650 W State Street, RM 100, Boise, ID 83702 Michael.Piccono@adm.idaho.gov 208-332-1612

IPRO IOGIN

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Friday February 16, 2025 at 11:00 AM Mountain Time

Virtually via Microsoft Teams

Deadline to Receive Questions:

See IPRO Header Document

RFP Closing Date:

See IPRO Header Document

Public Opening Date:

The following business day after closing

Initial Term of Contract and Renewals:

Initial Term one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is five (5) years.

THE ADMINISTRATIVE FEE DETAILED IN PARAGRAPH 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

OVERVIEW

1.1. Purpose

The Division of Purchasing (DOP), on behalf of the Office of Drug Policy (ODP), is seeking marketing and media services to include creative production, media buying and placement, website management, social media marketing, and branding.

The services shall include creative development and production, media buying and placement, website management, social media marketing, printing, and branding. These services will support all of ODP’s campaigns, including but not limited to Be the Parents underage drinking campaign, Eat Together Idaho, Prescription Drug Take Back Day, National Drug and Alcohol Facts Week, National Prevention Week, Red Ribbon Week, Speak Out Opt Out, Throw Out, and Sticker Shock. Some of these services will cover a span of time, others may be one-time, or short duration services.

1.2. Resulting Contract

If the State awards a contract from this Solicitation, it will do so by issuing a Contract Purchase Order (CPO) document from the State’s eProcurement system, IPRO POWERED BY LUMA, which will be an acceptance of the successful offer. The Contract will be comprised of that contract document; this RFP, including any incorporated documents; the successful Proposal, including any clarifications requested by the state of Idaho (State); and an artifact formalizing any requirements agreed upon through contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFP as if set out in their entirety, whether or not they are attached in IPRO POWERED BY LUMA:

· Solicitation Instructions for Vendor

· Standard Contract Terms and Conditions

If not attached in IPRO POWERED BY LUMA, the documents may be found on the “Information for Vendors” page of DOP’s website, www.purchasing.idaho.gov. If multiple versions of any of these documents are available on the website, the version in effect on the day the RFP was issued shall apply.

2.

QUESTIONS

2.1. Restrictions on Communications

From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with the ODP staff, evaluation committee members, or other associated individuals, except the Division of Purchasing.

2.2. Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1, page 1 of this RFP. This will be your opportunity to ask questions, in person, with the ODP staff. All parties interested are invited to participate either by attending the conference or by an established call in number. Those choosing to participate must pre-register to receive phone conferencing and meeting details by submitting the completed Attachment 1 - Pre-Proposal Conference Registration Form via email to the RFP Lead. Parties interested are asked to register by 5:00 PM MDT Thursday February 15, 2024. Any oral answers given by the State during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the participant’s own expense.

2.3. Questions

2.3.1. This solicitation is issued via the State’s e-Procurement system, IPRO POWERED BY LUMA. The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. In the event that it becomes necessary to revise any part of this RFP, amendments will be posted at IPRO. It is the responsibility of parties interested in this RFP to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFP must not be relied upon. All changes to this RFP will be in writing and must be posted to IPRO to be valid.

2.3.2. Questions or other correspondence must be submitted in writing to the RFP Lead (see contact information in the RFP Administrative Information, page 1). QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. MOUNTAIN TIME ON THE DATE LISTED IN THE RFP ADMINISTRATIVE INFORMATION.

2.3.3. Written questions must be submitted using Attachment 2 - Offeror Questions (DO NOT SUBMIT QUESTIONS VIA IPRO). Official answers to all written questions will be posted on IPRO POWERED BY LUMA as an amendment to this RFP.

2.4. Vendor Proposed Modifications and Exceptions to Requirements, Terms, and Conditions

2.4.1. Vendors must submit any proposed modifications to the requirements, terms, or conditions of the RFP on Attachment 2 - Offeror Questions prior to the deadline to submit questions. Questions regarding these requirements must contain the following:

· The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

· Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

· Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

2.4.2. In the event that a Proposal contains modifications or exceptions to any Solicitation requirements, terms, or conditions which are not addressed during the question and answer period, they must be identified and submitted on Attachment 3 - Modification and Exception Form and must contain the same information outlined in Section 2.3.1, above. The State will not consider any modifications or exceptions that are not identified specifically on Attachment 3.

2.4.3. The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. See Appendix A - Idaho Terms and Conditions Background and Limitations. Pursuant to IDAPA 38.05.01.084.e, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. In the event that the Offeror has conditioned its Proposal on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Offeror will be given the opportunity to retract the proposed modifications or exceptions from its Proposal. Failure to do so will result in the Offeror’s Proposal being found non-responsive, after which it will receive no further consideration.

2.4.4. Non-material modifications or exceptions may be discussed with the apparent successful Offeror, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Offeror to amend its Proposal and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Proposal non-responsive.

2.4.5. Except as otherwise provided within the Solicitation, the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the RFP Closing Date.

INSTRUCTIONS FOR SUBMISSION OF PROPOSAL

3.

3.1. General Instructions

3.1.1. Proposals must be submitted electronically, as detailed below. Except as otherwise addressed in this solicitation, all submission materials must be submitted at the same time (in a single package or electronic submission). If multiple submissions are received, only the latest timely submission will be considered.

3.1.2. Alternate proposals are not allowed.

3.1.3. All electronic files must be in Microsoft Word or Excel format; the only exception is for financials, brochures or other information only available in an alternate format.

3.1.4. It is mandatory to submit your Proposal electronically via IPRO POWERED BY LUMA, all Offerors participating in this Solicitation must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.2. Trade Secrets

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

3.2.1. Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.2.2. Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Public Records Law.

3.2.3. Submit a redacted copy of the Proposal with all trade secret information removed or blacked out. The redacted copy must be submitted electronically, with the word “redacted” in the file name, whether the Proposal is submitted manually or electronically.

3.3. Electronic Submission

3.3.1. Electronically submitted Proposals must be submitted through IPRO POWERED BY LUMA. When submitting through IPRO, enter your Cost in IPRO as “$0,” and UPLOAD YOUR TECHNICAL PROPOSAL, SEPARATE COST PROPOSAL, AND ALL OTHER REQUIRED SUBMITTAL ITEMS. Remember to submit an additional redacted version of the proposal if you have identified trade secrets.

3.3.2. Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the End Time to allow for resolution of technical difficulties. Be advised that the state is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See IDAPA 38.05.01.61.02.

3.3.3. Submitting via IPRO POWERED BY LUMA, be advised that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Proposal in IPRO, the information provided on the Signature Page prevails.

3.3.4. Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

4. PROPOSAL FORMAT

1.

2.

3.

These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1. Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each section, including page numbers of major Sections.

4.2. Format

Proposals shall follow the numerical order of this RFP beginning with Section 6 and continuing through the end of the applicable RFP Attachments, including all mandatory submission items detailed in Section 6 and identified throughout the RFP. Proposal sections and subsections must be identified with the corresponding numbers and headings used in this RFP. In your response, restate the RFP section and/or Section, followed with your response.

Offerors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP section from the Offeror’s response. Except for brochures, financials, work samples, or other similar submission items, all electronic Proposals must be submitted in Microsoft Word or Excel, and must not be locked. Offerors are strongly cautioned against including website links or imbedded documents in the Proposal; the State will not be responsible for the RFP Lead or any evaluator’s failure to consider information outside of or imbedded in the Proposal.

4.3. Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) section, or to comply with any mandatory specification or requirement, will render Offeror’s Proposal non-responsive and no further evaluation will occur.

(ME) Mandatory and Evaluated Response - failure to respond to any (ME) section, or to comply with any mandatory specification or requirement in an (ME) section, will render Offeror’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the section. If Offeror responds, points will be awarded based on predetermined criteria.

Note: Offerors are directed to IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, which allow the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any (M), (ME), or (E) requirement.

5. PROPOSAL REVIEW, EVALUATION, AND AWARD

4.

5.1. Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

5.1.1. All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements will be found non-responsive.

5.1.2. Evaluation Criteria

Technical Proposal:

1.

2.

3.

4.

5.

5.1.

5.2. Technical Proposal

5.2.1. The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the State, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2. The Technical Proposal will be evaluated and scored utilizing one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3. The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest raw technical score will receive all available Technical Points: 700 points. Other Proposals will be assigned a portion of the maximum available Technical Points, using the formula:

700 X raw score of technical Proposal being evaluated highest raw technical score.

5.3. Oral Presentations/Demonstrations

At the State’s option, up to three (3) Offerors, with the highest raw score after the evaluation of the Technical Proposal is complete, may be asked to make oral presentations. If the State holds oral presentations, they will be mandatory for all invited Offerors and will be evaluated.

5.3.1. The scores for the Oral Presentations/Demonstrations will be normalized as follows: The Oral Presentation/Demonstration with the highest raw score will receive all available Oral Presentation/Demonstration Points: 200 points. Other Offerors will be assigned a portion of the maximum available Oral Presentation/Demonstration Points, using the formula:

200 X raw score of Oral Presentation/Demonstration being evaluated highest raw oral presentation/demonstration score.

5.4. Cost Proposal

5.4.1. The Cost Proposal will only be opened and evaluated for Offerors who receive the top three (3) Technical Scores.

5.4.2. The scores for the Cost Proposal will be normalized as follows: The cost evaluation will be based on Total Contractor Cost as shown on Attachment 5 Cost Proposal The Proposal with the lowest overall Total Contractor Cost proposed will receive all available Cost Points: 300 points. Other Proposals will be assigned a portion of the maximum available Cost Points using the formula:

300 X lowest overall Total Contractor Cost Overall Total Contractor Cost being evaluated.

5.5. Responsibility

Pursuant to IDAPA 38.05.01.081, the RFP Lead may, in the State’s sole discretion, require the apparent high point Offeror to provide documentation to demonstrate its responsibility. The RFP Lead may request documentation including, but not limited to: credit or financial reports, and references. Failure to provide requested documentation may result in the Offeror being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Offeror’s responsibility.

5.6. Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points.

5.7. Budget

ODP has an anticipated budget of one hundred thousand ($100,000) dollars per fiscal year. ODP reserves the right to add additional spending amounts as fund become available. No minimum or maximum amounts are guaranteed or implied.

5.8. Billing

The Contractor must provide a signed invoice monthly. The invoice and respective reports must be submitted no later thirty (30) calendar days after services were provided. No invoice will be accepted or paid without receipt of required documentation. Invoices submitted without the required documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Office of Drug Policy

PO BOX 83720

Boise, Idaho

6. MANDATORY SUBMISSION REQUIREMENTS

The technical proposal begins with the mandatory items identified in this list and the following sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; OFFERORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

☐ (M) Signature Page: All Proposals must be submitted with a state supplied Signature Page, attached separately in IPRO POWERED BY LUMA. For electronically submitted Proposals, submit a completed, scanned signature page. Your ORIGINAL Signature Page should be included at the FRONT of your ORIGINAL Technical Proposal

☐ (M) Cover Form: Complete, sign, and submit Attachment 4, Cover Form.

☐ (M) Acknowledgement of Amendments: If the RFP is amended, the Offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Proposal may result in the Proposal being found non-responsive. See IDAPA 38.05.01.52.

☐ Section 7: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ Section 8: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ Section 9: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ (ME) Cost Proposal: Provide your cost information on the form provided in Attachment 5, Cost Proposal. Submit the Cost Proposal in a separately uploaded file or separately sealed envelope.

☐ Redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.

☐ Review the required types and levels of insurance—these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Offeror should not purchase additional insurance in reliance of being awarded a contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract.

7. BUSINESS INFORMATION

6.

7.

7.1. (ME) Business Profile Provide a profile of your business including Offeror’s business history, description of current service area, and customer base.

7.2. (ME) Experience Describe in detail your knowledge and experience in providing services similar to those required in this RFP. Offeror must have a minimum of five (5) years of experience. Describe in detail your experience in both the private and public sectors. Demonstrate your experience in social media, websites, and campaigns. Describe your experience working in public health. Describe your experience marketing to parents and families.

7.3. (M) Organizational Chart Provide a copy of your organizational chart, including detail of any relationships with parent and subsidiary organizations.

7.4. (ME) Demonstrated Success Provide specific data demonstrating previous success with Marketing and Media Services.

7.5. References

Provide contact information for at least three (3) references. See Section 5.5.

8. ORGANIZATION AND STAFFING

Describe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following:

8.

8.1. (ME) Project Lead Identify the person who will be the dedicated Project Lead if Offeror is awarded a contract. Provide a description of the proposed Project Lead’s experience and qualifications. You may submit a resume in response to this section.

8.2. (ME) Key Personnel and Qualifications Provide a list of key management, customer service and other roles to be used in the fulfillment of this Contract (in addition to the Project Lead). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Your response should demonstrate the extent to which you have the expertise to accomplish the Scope of Work.

8.3. (M) Subcontractors Sub-contractors may be allowed but shall require ODP approval prior to the use. If you intend to utilize subcontractors, describe the extent to which they will be used to comply with Contract requirements. Include each position providing service, and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract. Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all Scope of Work requirements. NOTE: The information provided for subcontractors, if any, will be evaluated as part of Section 8.2, Other Key Personnel and Qualifications.

If you do not intend to utilize subcontractor(s), provide a statement to that effect.

9. SCOPE OF WORK

All sections of the Scope of Work are required contract services. Use this Proposal outline as part of your response to the RFP. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the response to each item listed below. You must describe in detail how you will meet each requirement marked (M) or (ME) below. Include personnel, proposed timelines, methodologies, and any pertinent information that will be required from the Agency in order to achieve full compliance with all tasks and deliverables.

9.1. Office of Drug Policy (ODP) Requirements

ODP shall provide the Contractor:

9.1.1. Access to all existing ODP and Be the Parents (BTP) creative materials and design files, login information for the ODP and BTP website, and login information for ODP and BTP social media and related accounts. ODP and BTP social media tasks to be determined ODP. Oversee two (2) social media campaigns annually as well as other campaigns deemed necessary.

9.1.2. Access to research, data sources, reports, and fact sheets needed to develop accurate messaging.

9.1.3. Timely response to Contractor communications within three (3) business days

9.1.4. A copy of ODP’s social media policy and any updates made.

9.1.5. Due to rapidly changing technological advances there may be new technologies or marketing/media modalities that are within the scope of marketing and media services (the intent of this RFP) which are unknown at this time. If such technologies or modalities are discovered, and it is in the best interest of ODP to pursue them, ODP will work with the Contractor to establish the cost of such service in a bilateral contract amendment.

9.1.6. ODP will Maintain primary responsibility of the BTP website in-regards to hosting, updates, plug-ins.

9.1.7. ODP will Maintain primary responsibility of the social media channels and content.

9.2. Contractor General Requirements

Contractor shall:

9.2.1. Complete market research and remain knowledgeable about the current media environment including current technologies and research, and changes in the demographic segments reached by commonly used media outlets.

9.2.2. Complete market research and remain knowledgeable about ODP’s target audience demographics, psychographics, and media use, including the Be The Parents (BTP) Campaign.

9.2.3. Remain knowledgeable about the basic subject matter; youth substance use and misuse trends, and underage drinking, and read the data and current research provided to the Contractor by ODP.

9.2.4. Develop and refine creative materials, content, and advertisements, including, but not limited to, development of media concepts and components, development of a distribution approach and selected communications channels, development of specific messaging and content, and articulation of a written plan to establish and evaluate campaign process measures for each media channel.

9.2.5. Development of video and audio material.

9.2.6. Cooperate with outside evaluators recruited by ODP to perform an evaluation of the impacts of media projects on the target audience.

9.2.7. Use ODP’s data, when available, in the development of creative materials and marketing products.

9.2.8. Meet with ODP and other Subject Matter Experts in regards to trends, resources, needs, evaluations to create campaigns, digital resources, and printed resources. Evaluation to be in line with the Substance Abuse and Mental Health Services Administration’s (SAMSHA) Strategic Prevention Framework (SPF) model.

9.2.9. Have or obtain Adobe Creative Suite or other equivalent professional software in order to edit existing Be the Parents and Use Only as Directed creative materials.

9.2.10. Return telephone calls and emails promptly and no later than three (3) business days.

9.2.11. All creative materials, documents, data, products, graphics, and reports prepared by the Contractor through the Contract resulting from this RFP are property of ODP.

9.2.12. Provide copies of all materials produced hereunder in a format which permits ODP to readily use, duplicate and transfer to appropriate media sources for further dissemination upon their completion.

9.2.13. Provide ODP an annual “media library” of editable source and design files, and completed files for all creative media developed throughout the Fiscal Year in an organized format and saved on a flash drive.

9.2.14. The ODP reserves the right to place public service announcements and advertisements directly with media sources under Policy Directive No. 11-04. POLICY_DIRECTIVE_NO_11-04.pdf (idaho.gov)

9.2.15. Provide local, native Spanish translation services for all materials and deliverables provided under this contract as requested by ODP

9.3. (ME) Contractor General Deliverables The Contractor shall:

9.3.1. Coordinate with ODP to fully understand each project’s needs, establish decision-making, information sharing, and problem-solving processes to help ensure project goals are clearly stated and understood by all involved.

9.3.2. Provide suggestions and strategies on how to best implement requested services to maximize exposure to the target audience at the lowest cost.

Please describe: (a) your plan to successfully implement the services outlined in the Scope of Work include any specific issues or concerns you want addressed related to implementation; (b) how you will coordinate with ODP to fully understand each project’s needs and clearly identify project goals.

Please describe your methodology for identifying ways to cost effectively maximize exposure to a target audience.

9.4. Submit Task Orders (see Appendix C for a sample Task Order form) to ODP which includes the expected services and deliverables for each of the following:

9.4.1. Be the Parents and ODP campaigns as outlined in the annual plan (see 9.14.1.1.) Other Tasks and requests that arise as any fluctuations in budget allow

9.4.2. Each Task Order, as well as changes to any Task Order, must be agreed to and signed by both ODP and the Contractor prior to any work beginning. Contractor must submit Task Orders that include the following:

9.4.2.1. Task Descriptions

9.4.2.2. Task start date and end date

9.4.2.3. Estimated number of hours to complete the project

9.4.2.4. Estimated cost based on the rates established by the terms of the contract.

9.4.3. Within the Task Order, the Contractor and the ODP will establish a schedule of services and deliverables to be provided including, but not limited to, potential review and revision timelines, and ODP acceptance of deliverables.

9.4.4. ODP may cancel a Task Order at any time, upon written notice to the Contractor, if it determines that the project is no longer in ODP’s best interest. Upon written notice of Task Order cancellation, the Contractor must immediately cease work on the project and submit a final invoice for the hours worked up to

9.5. Complete Status Reports and Monthly Check-Ins

9.5.1. Develop and maintain a spreadsheet style status report listing all tasks and deliverables, due dates, and statuses and provide an updated version to ODP at least one (1) business day prior to the monthly call.

9.5.2. Conduct a monthly check-in meeting with pre-determined agenda and schedule additional calls, as needed. Be prepared to appear in-person for presentations, as deemed necessary.

9.6. Receive acceptance and approval from ODP for all deliverables before they are released to the public or a vendor.

9.7. (ME) Branding Services

9.7.1. Contractor shall provide branding services such as:

9.7.1.1. Developing the following materials using the new brand elements:

9.7.1.1.1. PowerPoint template.

9.7.1.1.2. Fact Sheet template.

9.7.1.1.3. One-pager template.

9.7.1.1.4. Social Media, informational and promotional templates as identified by ODP and updated yearly.

9.7.1.1.5. Campaign Branding updates as identified by ODP.

Please provide an example of branding services completed for a previous or existing client. This may be any, or a combination of, the services listed directly above.

9.8. (ME) Creative Production Services Contractor shall provide creative production services, such as:

9.8.1. Conduct copywriting, graphic design, and art direction for all creative deliverables.

9.8.2. Edit and adapt any existing creative assets.

9.8.3. Conduct concepting, development, talent recruitment, production, and editing of photography, video, and audio deliverables.

9.8.4. Utilize stock photos and existing footage and/or b-roll if assets already exist.

9.8.5. Resize and edit video and audio assets to meet the specifications of various digital and broadcast media channels, including, but not limited to television, radio, social media, and web.

Please describe your methodology for developing, Spanish translation, proofing, editing, and finalizing creative deliverables, including creation of mock-ups, drafts, and storyboards, and how you will involve ODP in the process.

Provide previous work examples in experience in social media and websites.

9.9. (ME) Media Buying/Placement Strategy and Management ODP reserves the right to buy and place media outside of the resulting Contract. Media buys outside of this contract may occur when ODP partners with other organizations or agencies on non-ODP, or partnership, campaigns.

Contractor shall provide media buying and placement services, such as: .

9.9.1. Manage media buying and placement for broadcast (local, regional, and/or state television and radio) media channels, as needed, either directly or through one (1) or more sub-contractors) securing and documenting a minimum one-to-one (1:1) match when placing media.

Please describe how you will directly or through subcontractors secure a one-to-one (1:1) match when placing media.

9.9.2. Manage media buying and placement for digital media channels, including but not limited to web display, Google, YouTube, music streaming services, and social media ads, as needed.

Please describe your methodology for conducting media buying and placement for digital media channels.

9.9.3. Monitor performance of placed advertisements and take corrective actions or make modifications, when needed, as appropriate to the predetermined goals and objectives.

Please describe how you will establish goals and objectives for media buys, monitor performance, and determine if and/or when to make modifications.

9.9.4. Provide ODP evaluation reports such as: a media buy report at the conclusion of each media run, including, but not limited to information about population demographics, run dates and length, vendor placing run, location of placements and any available metrics such as reach, impressions, click-through-rates, and engagements.

Please provide an example of a final media buy report completed for a previous or existing client.

9.10. Social Media Management

Contractor shall provide social media management as needed. Tasks will be determined by ODP’s needs with social media. Could include:

9.10.1. Develop graphics, generate content, and copywrite for social media posts, as needed.

9.10.2. Monitor social media account activity and respond to inquiries and comments, including deletion of comments that violate ODP’s social media policy, as needed.

9.10.3. Develop graphics for ODP organic social media accounts, as needed.

9.11. Website Management

Contractor shall perform website management services, as needed, such as:

9.11.1. Maintain existing BTP WordPress website development, design, and maintenance including, but not limited to, producing graphics, editing, and writing content, designing new pages, search engine optimization, and analytics reporting, as needed.

9.12. (ME) Quality Assurance Plan Contractor must implement and maintain a Quality Assurance Plan.

9.12.1. Quality assurance is an inherent responsibility of the Contractor. As such, any costs related to the quality assurance activities by the Contractor shall be included in the Contractor’s normal billing rates.

9.12.2. The Quality Assurance Plan shall address, but is not limited to:

9.12.2.1. Internal controls for ensuring accurate messaging and data, timely responses, and quality timely deliverables, and documentation for services and deliverables provided under the contract.

9.12.2.2. A process for resolution of concerns, conflicts, or problems between the Contractor and ODP and other parties involved in this contract.

9.12.2.3. A final Quality Assurance Plan shall be submitted to the ODP within thirty (30) calendar days after the effective date of the contract.

Provide a draft Quality Assurance Plan with your Proposal.

9.13. Transition Plan

9.13.1. The Contractor shall maintain a Transition Plan that complies with the requirements of this RFP and resulting Contract. The objectives of the Transition Plan are to minimize disruption of services provided to the ODP and to provide for an orderly and controlled transition of the Contractor’s responsibilities to a successor at the conclusion of the contract term or immediately for any other reason the Contractor cannot complete the responsibilities of the Contract.

9.13.2. The Transition Plan shall include a description of the process for ensuring smooth transition of the contracted services and transfer of program materials and documentation either to the ODP or to another contractor upon termination or expiration of the Contract.

9.13.3. The Transition Plan shall be negotiated with the ODP and finalized within thirty (30) calendar days after the effective date of the Contract.

9.13.4. The Contractor shall submit an updated Transition Plan to the ODP within ninety (90) calendar days prior to the conclusion of the Contract, or upon termination of the Contract, whichever occurs first.

9.13.5. Provide any necessary training necessary for ODP of digital platforms, or other related services.

9.14. (ME) Anticipated Projects The following are projects for which ODP anticipates using Contractor’s services. The specific requirements of each project will be defined through the Task Order process described in the Scope of Work.

9.14.1. Be the Parents Campaign Annual Campaign Plan

9.14.1.1. Develop with ODP an annual campaign plan for the Be the Parents campaign outlining target audience information, goals, objectives, and planned activities in terms of paid, shared, and owned media, and a budget for the Fiscal Year. Plan can include annexes and appendices as required in addition to the sections listed. The plan shall be reviewed with the Contractor’s team and approved by ODP.

9.14.1.2. In order to align with the State Fiscal year, the plan will be due July 2024 for the time period of July 1, 2024 – June 30, 2025.

9.14.2. the preceding Projects represent the current marketing projects for which ODP anticipates needing the Contractor’s assistance. ODP may need the Contractor to work on other projects that support ODP’s goals, priorities, and constraints. ODP may also develop its own new marketing ideas. Ultimately, ODP and the Contractor will determine the best use of ODP’s marketing budget and select or update projects as appropriate.

Provide two (2) previous work examples of campaign projects, do not provide more than two (2) examples.

Describe your methodology for developing an annual campaign plan and how you will establish goals, objectives, and planned activities.

Please describe your timeline for developing this plan in the first month of the contract.

Please describe your methodology for improving followership and engagement with BTP.

9.15. Travel

9.15.1. Travel may be required from time to time for the purpose of developing campaign materials and/or supporting campaign initiatives. This travel may be to various locations statewide. Travel expenses will be reimbursed per the State of Idaho Travel policy. The Travel Policy can be reviewed here https://www.sco.idaho.gov/LivePages/state-travel-policy-and-procedures.aspx.

9.16. (ME) Training and On-Boarding Services

9.16.1. On-boarding services include the initial kick-off meeting tentatively scheduled July 2024 between ODP and the contracted vendor to discuss and review roles, responsibilities, and anticipated projects. ODP reserves the right to schedule additional onboarding meetings as necessary.

9.16.2. Training may be required as necessary as identified by ODP. This may include any tasks and/or processes that ODP staff may be responsible for at the conclusion of the contract.

Please describe your plan for providing the required training, including methodology. Describe any additional training that shall be provided (must be included in the offered price).

9.17. Printing and Printing Preference

Contractor shall provide printing services, such as:

9.17.1. Conduct creative development of printed marketing materials such as brochures, posters, booklets, promotional items, and trade show displays, as needed.

9.17.2. Conduct or coordinate production and delivery or installation of printed materials.

9.17.3. The resulting contract is subject to the provisions of Idaho Code Title 60 chapter 1. Except as provided in this paragraph, the Contractor shall ensure all printing, binding, engraving, and stationary work is executed within the state of Idaho. The Contractor may execute such work outside the state of Idaho if any of the exemptions in Idaho Code §60-103 apply.

9.18. Implementation

The preliminary timeline for implementation is provided below. Note: the formal project timeline will be finalized during a kick-off meeting to be held with Contractor following contract award.

ATTACHMENT 1 – PRE-PROPOSAL CONFERENCE REGISTRATION FORM

RFP # 212 ODP Marketing and Media Services

ODP Marketing and Media Services

Oral Information: Questions concerning an RFP must be directed in writing to the RFP Lead in the time period prescribed in the RFP document. Vendors are cautioned against relying on any verbal information, and do so at the Vendor’s sole risk. The RFP may only be amended by written documentation posted to the state’s eProcurement System, IPRO POWERED BY LUMA.

Potential Offerors choosing to participate in the Pre-Proposal Conference must pre-register by submitting this completed form, via e-mail, to the RFP Lead at Michael.Piccono@adm.idaho.gov . After the RFP Lead receives your form and the registration deadline passes, you will be provided with phone conferencing and meeting details. Please indicate in the appropriate column if your attendance will be by phone. Attendees are asked to register for the Pre-Proposal Conference no later than 5:00 PM MDT Thursday February 15, 2024.

PLEASE PRINT:

ATTACHMENT 2 – OFFEROR QUESTIONS

Instructions:

DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

1. Enter the RFP section number that the question is for in the “RFP Section” field (column 2). If the question is a general question not related to a specific RFP section, enter “General” in column 2. If the question is in regards to a State Term and Condition or a Special Term and Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment 1”) in the “RFP Section” (column 2), and the attachment page number in the “RFP page” field (column 3).

1. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

1. Once completed, this form is to be e-mailed per the instructions in the RFP. The e-mail subject line is to state the RFP number followed by “Questions.” DO NOT SUBMIT QUESTIONS VIA IPRO RFP # 212 ODP Marketing and Media Services

ATTACHMENT 3 – MODIFICATION AND EXCEPTION FORM

Instructions: Complete this form and submit prior to the questions due date if you are proposing modifications or taking exception to any of the requirements, terms, or conditions included in the RFP, including any documents incorporated by reference (such as the Standard Contract Terms and Conditions.) See RFP Section 2.4 for a full explanation of the process surrounding vendor-proposed modifications and exceptions.

Offerors must specifically address any and all proposed modifications and exceptions. Blanket requests to negotiate requirements, terms, or conditions will not be considered. Offerors must provide an explanation as to why the requirement, term, or condition should be considered non-material. Offeror must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in RFP Section 2.4.1.

The determination of materiality will be made at the State’s sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Offeror, at the discretion of the State, and as otherwise provided in RFP Section 2.4.4.

ATTACHMENT 4 – COVER FORM

(M) Attachment 4, Cover Form must be completed, signed, and submitted with your Proposal. Failure to complete and submit this form may result in your Proposal being deemed non-responsive.

Instructions: The Technical Proposal must include a signed copy of this cover form. Copy and paste this form onto your company letterhead, or include the following information: Offeror’s company name, mailing address, phone number, fax number, e-mail address, and name of Offeror’s authorized signer. The cover form must include the RFP Number and Title and must be signed by an individual authorized to commit the Offeror to the contents of the Proposal.

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐Sole Proprietorship ☐ Other (specify)

Offeror’s Tax Identification Number

EIN:

Offeror’s DUNS Number

DUNS:

Is Offeror a legal entity with the legal right to contract?

☐ Yes ☐ No

Other than modifications/exceptions identified on Attachment 3, in compliance with Section 2.4 of this RFP, does Offeror accept, and is Offeror willing to comply with, the requirements of this RFP and attachments, including but not limited to those identified in Section 1.4 and the Special Terms and Conditions in Appendix?

☐ Yes ☐ No

Is Offeror in compliance with applicable equal employment regulations?

☐ Yes ☐ No

Does Offeror affirm that it has not employed any company or person other than a bone fide employee working solely for the Offeror or a company regularly employed as its marketing agent, to solicit or secure the Contract, and that it has not paid or agreed to pay any company or person, other than a bone fide employee working solely for the Offeror or a company regularly employed by the Offeror as its marketing agent, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award of the Contract.?

☐ Yes ☐ No

Does Offeror understand and agree that for breach or violation of the above term, the State has the right to annul the Contract without liability or, in…