STATE OF WASHINGTON

OFFICE OF THE SECRETARY OF STATE

INFORMATION SECURITY & RESPONSE DIVISION

REQUEST FOR PROPOSALS

RFP NO. 26-03

PROJECT TITLE: Voter Information Multimedia Production & Distribution

PROPOSAL DUE DATE: June 1, 2026

EXPECTED TIME PERIOD FOR CONTRACT: July 1, 2026 to January 31, 2027

CONTENTS OF THE REQUEST FOR PROPOSALS

1. Introduction

2. General Information for Contractors

3. Proposal Contents

4. Evaluation and Contract Award

5. Exhibits

A-1 - Contractor’s Certifications

A-2 - Contractor’s Profile & References

B – Contract

C – Diverse Business Inclusion Plan - Subcontractors

TABLE OF CONTENTS

1. Introduction

1.1 Purpose and Background

1.2 Objective

1.3 Minimum Qualifications

1.4 Period of Performance

1.5 Definitions

1.6 ADA

1.7 Funding

2. General Information for Contractors

2.1 RFP Coordinator

2.2 Estimated Schedule of Procurement Activities

2.3 Preproposal Conference

2.4 Submission of Proposals

2.5 Proprietary Information/Public Disclosure

2.6 Revisions to the RFP

2.7 Small, Diverse & Veteran-owned Businesses

2.8 Acceptance Period

2.9 Responsiveness

2.10 Most Favorable Terms

2.11 Contract

2.12 Costs to Propose

2.13 No Obligation to Contract

2.14 Rejection of Proposals

2.15 Commitment of Funds

2.16 Electronic Payment

2.17 Insurance Coverage

2.18 Evaluation Preferences………………………….………………………………………………..11

3. Proposal Contents

4. Evaluation and Contract Award

4.1 Evaluation Procedure

4.2 Responsibility

4.3 Responsiveness

4.4 Evaluation Weighting and Scoring

4.5 Oral Presentations

4.6 Best and Final Offer

4.7 Request for Documents

4.8 Contract Execution

4.9 Notification to Contractors

4.10 Complaint, Debriefing and Protest Procedures

5. RFP Exhibits……

Exhibit A-1 - Contractor’s Certifications

Exhibit A-2 - Contractor’s Profile & References

Exhibit B – Contract

Exhibit C – Diverse Business Inclusion Plan - Subcontractors

1. INTRODUCTION

1.1 Purpose and Background

The Washington State Secretary of State, Information Security & Response Division (OSOS), is initiating this Request for Proposals (RFP) to solicit proposals from firms interested in participating in a project to reach voters across the state through strategic media buys and multilingual placements that have meaningful reach to raise awareness of election messaging. The proposed media plan should consider voters from varying backgrounds and age ranges with a focus on 18-39 year-old, rural, and historically marginalized voters.

OSOS is seeking a Contractor that can handle production and strategic placement of nonpartisan, informational public service announcements (PSAs) regarding election processes and deadlines ahead of the 2026 General Election. This includes recording, post-production, and placement across Washington state radio and television markets.

A key to the campaign’s success will be finding placements and spaces that will have the most impact and reach in delivering a variety of educational messages to different audiences.

1.2 Objective

The Contractor shall develop and execute a multi-platform broadcast strategy that includes professional-grade television and radio spots that highlight important election related information ahead of the 2026 General Election. This effort will include:

• Coordinating and conducting in-person recording sessions with OSOS-provided talent (Olympia, South Sound, or Seattle area)

• Providing production guidance (e.g., wardrobe, staging, general on-camera support)

• Completing all post-production (i.e., audio/video editing, broadcast-ready formatting, applying provided graphics and branding for TV, adding captions for accessibility)

• Managing multilingual media placement statewide, including coordination with broadcasters

• Providing affidavits and proof of performance

• Delivering post-campaign reporting with useful performance insights

The messaging for content will be provided by OSOS; this includes scripts and translation of scripts. The Contractor will not be expected to create messaging or campaign concepts. Instead, the Contractor must secure media placements that reach both urban and rural areas, with addition of multilingual placements around the state.

1.3 Minimum Qualifications

By the time of contract execution, the Contractor must be registered to do business with the state and have a current Unified Business Identifier (UBI).

Contractor must have at least 5 years of experience in production and editing as well as extensive experience with strategic media planning and buying. A good knowledge of the media landscape in Washington state is necessary for this project. The Contractor must be based in Washington state.

It is preferred that the Contractor have the following additional qualifications and experience:

advertising for government agencies, elections-related messaging, audio/video production, post-production, media planning, and media buying.

1.4 Period of Performance

The period of performance of any contract resulting from this RFP is tentatively scheduled to begin on or about July 1, 2026, and to end on January 31, 2027. Amendments extending the period of performance, if any, shall be at the sole discretion of OSOS.

1.5 Definitions

Definitions for the purposes of this RFP include:

APPARENT SUCCESSFUL CONTRACTOR – the Contractor identified by OSOS, after evaluation of Proposals, who is recommended for contract award.

CONTRACTOR – the individual or company submitting a Proposal to attain a contract with

OSOS.

OSOS – The Office of the Secretary of State, the agency of the state of Washington that is issuing this RFP.

PROPOSAL – A formal offer submitted in response to this solicitation.

RFP – This Request for Proposals.

WEBS – Washington’s Electronic Business Solution, an online vendor registration and bid notification system.

1.6 Americans with Disabilities Act Compliance

OSOS complies with the Americans with Disabilities Act. Contractors may contact the RFP Coordinator to receive this RFP in Braille or on tape.

1.7 Funding

OSOS anticipates spending an amount not to exceed $160,000.00 for this procurement.

2. GENERAL INFORMATION FOR CONTRACTORS

2.1 RFP Coordinator

The RFP Coordinator is the sole point of contact in OSOS for this procurement. All communication between the Contractor and OSOS upon receipt of this RFP shall be with the RFP Coordinator, as follows:

Name: Ivan Zavrazhnov Address: 6880 Capitol Blvd SE City, State, Zip Code: Tumwater, WA 98501 E-Mail Address: ivan.zavrazhnov@sos.wa.gov

Any other communication will be considered unofficial and non-binding on OSOS. Contractors are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Contractor.

2.2 Estimated Schedule of Procurement Activities

Issue RFP Friday April 17, 2026

Question and Answer Period April 17-May 1, 2026

Last Date for Questions regarding RFP Friday May 1, 2026

Preproposal Conference Friday April 24, 2026

Publish Q&As from Preproposal Conference on WEBS and OSOS website

Friday May 1, 2026

Publish complete list of Q&As on WEBS and OSOS website Tuesday May 5, 2026

Last Amendment to RFP Thursday May 21, 2026

Last Date for Complaint Monday May 25, 2026

Proposals Due Monday June 1, 2026

Evaluate Proposals June 2-12, 2026

Conduct Oral Presentations with Finalists (if applicable) June 15-18, 2026

Announce Apparent Successful Contractor and Notify Unsuccessful Contractors

Thursday June 18, 2026

Hold Debriefing Conferences (if requested) See Section 4.10 mailto:ivan.zavrazhnov@sos.wa.gov

Protest See Section 4.10

Negotiate Contract June 22-30, 2026

Begin Contract Work July 1, 2026

OSOS reserves the right to revise the above schedule.

2.3 Preproposal Conference

A preproposal conference is scheduled to be held on Friday, April 24, 2026 beginning at 1:00pm Pacific Time, via Microsoft Teams (information and link to join meeting are below), and concluding at the earlier to occur of 2:00pm Pacific Time or until there are no more vendor questions. Vendors are encouraged to attend the preproposal conference; however, attendance is not mandatory. OSOS shall be bound only to written answers to questions. Any oral responses given at the preproposal conference shall be considered unofficial.

Preproposal Conference: RFP 26-03 | Join meeting in Teams | Microsoft Teams

Dial in by phone: +1 206-899-2560

Phone conference ID: 546 480 216#

Within five business days of the preproposal conference, a copy of the questions and answers from the preproposal conference will be posted on WEBS and on the Current Procurements webpage of the OSOS website: http://www.sos.wa.gov/office/procurements.aspx.

2.4 Submission of Proposals

Contractors are required to submit an electronic copy of their Proposal. The Proposal must be received by OSOS no later than 5:00 p.m., Pacific Time, on Monday, June 1, 2026. Attachments to the e-mail shall be in Microsoft Word, Microsoft Excel or Adobe PDF format for documents.

Samples of work may be sent in any appropriate, secure format for the data file size.

The Proposal is to be sent to the RFP Coordinator at the e-mail address noted in Section 2.1.

Late Proposals will not be accepted and will be automatically disqualified from further consideration. All Proposals and any accompanying documentation become the property of

OSOS.

The Contractor’s Proposal must respond to all of the solicitation requirements. Do not respond by referencing material presented elsewhere. The e-mailed Proposal shall be considered complete and stand on its own merits. Failure to respond to any portions may result in rejection of the Proposal as non-responsive.

https://teams.microsoft.com/meet/25044780713192?p=q9njJjaJOaWzW6jVpc http://www.sos.wa.gov/office/procurements.aspx

Include Contractor’s contact information for this RFP with name, title, email, and telephone number.

The Apparent Successful Contractor will be expected to enter into a contract which is substantially the same as the contract attached as Exhibit B - Contract. In no event is a Contractor to submit its own standard contract terms and conditions in response to this solicitation. Contractors may submit exceptions as allowed in Exhibit A-1 – Contractor’s Certifications. All exceptions to the contract terms and conditions must be submitted as an attachment to Exhibit A-1 – Contractor’s Certifications. OSOS will review requested exceptions and accept or reject the same at its sole discretion.

2.5 Proprietary Information/Public Disclosure

Materials submitted in response to this competitive procurement shall become the property of

OSOS.

All Proposals received shall remain confidential until the contract, if any, resulting from this RFP is signed by the authorized officer of OSOS and the Apparent Successful Contractor; thereafter, the Proposals shall be deemed public records as defined under the Public Records Act, RCW Chapter 42.56.

Any information in the Proposal that the Contractor desires to claim as proprietary and exempt from disclosure under the provisions of RCW 42.56.270 must be clearly designated. The page must be identified and the particular exception from disclosure upon which the Contractor is making the claim must be stated. Each page claimed to be exempt from disclosure must be clearly identified by the word “Confidential” printed on the lower right-hand corner of the page.

OSOS will consider a Contractor’s request for exemption from disclosure; however, OSOS will decide predicated upon RCW Chapter 42.56 and Chapter 143-06 of the Washington Administrative Code. Marking the entire Proposal exempt from disclosure will not be honored.

The Contractor must be reasonable in designating information as confidential. If any information is marked as proprietary in the Proposal, such information will not be made available until the affected Contractor has been given an opportunity to seek a court injunction against the requested disclosure.

A charge will be made for copying and shipping, as outlined in RCW 42.56.120. No fee shall be charged for inspection of contract files, but twenty-four (24) hours’ notice to the RFP Coordinator is required. All requests for information should be directed to the RFP Coordinator.

2.6 Revisions to the RFP

In the event it becomes necessary to revise any part of this RFP, amendments will be published on WEBS and the OSOS website: http://www.sos.wa.gov/office/procurements.aspx. For this http://www.sos.wa.gov/office/procurements.aspx purpose, any pertinent information and answers to substantive questions by potential Contractors shall be considered amendments to the RFP and posted in WEBS and on the OSOS website. OSOS also reserves the right to cancel or reissue this RFP, in whole or in part, prior to execution of a contract.

2.7 Small, Diverse & Veteran-owned Businesses

OSOS, in accordance with Washington law, encourages small, diverse and veteran-owned businesses to compete for and participate in state procurements as contractors and as subcontractors to awarded bidders. See, e.g., RCW 39.19 (OMWBE certified businesses); RCW 43.60A.200 (WDVA certified veteran-owned businesses); and RCW 39.26.005 (Washington small businesses).

OMWBE CERTIFICATION. Contractors may contact the Washington State Office of Minority and Women’s Business Enterprises (OMWBE) regarding information on Minority-Owned and Women-Owned certified firms, state and federal certification programs, or to become certified.

OMWBE can be reached by telephone, 866-208-1064, or through their website at OMWBE.

OMWBE-Certified firms may provide their certification information on Exhibit A-2 – Contractor’s Profile & References.

WDVA CERTIFICATION. Contractors may contact the Washington State Department of Veterans’ Affairs (WDVA) for information regarding Certified Veteran-Owned businesses or to become a Certified Veteran-Owned Business. The WDVA can be reached by telephone, (360) 725-2169, or through their website at WDVA. The qualification requirements to be a Certified Veteran-Owned Business are set forth in Exhibit A-1 – Contractor’s Certifications.

WASHINGTON SMALL BUSINESSES. Contractors may contact OSOS about small and diverse business inclusion and qualification as a Washington Small Business. If you qualify as a Washington Small Business, identify yourself as such in WEBS. Call WEBS Customer Service at 360-902-7400. The qualification requirements to self-certify as a Washington Small Business are set forth in Exhibit A-1 – Contractor’s Certifications.

2.8 Acceptance Period

Proposals must provide 60 days for acceptance by OSOS from the later of the due date for receipt of Proposals or receipt of best and final offers (if utilized). The Contractor agrees that during the acceptance period it may not modify, withdraw, or cancel its Proposal.

2.9 Responsiveness

All Proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Contractor is specifically notified that failure to comply with any part of the RFP may result in rejection of the Proposal as non-responsive. OSOS also reserves the right, however, at its sole discretion to waive minor administrative irregularities.

2.10 Most Favorable Terms

OSOS reserves the right to make an award without further discussion of the Proposal submitted.

Therefore, the Proposal should be submitted initially on the most favorable terms which the Contractor can propose. OSOS reserves the right to contact a Contractor for clarification of its Proposal. OSOS also reserves the right to enact a best and final offer (BAFO) process. If so enacted, the procedure is described in Section 4.

The Contractor should be prepared to accept this RFP, all amendments to this RFP, all clarifying responses, and a best and final offer, as applicable, for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or all of the Contractor’s Proposal. It is understood that the Proposal will become a part of the official procurement file on this matter without obligation to OSOS.

2.11 Contract

The form of the contract that may be awarded as a result of this solicitation is attached as Exhibit B - Contract. The Apparent Successful Contractor will be expected to enter into a contract which is substantially the same as the Contract attached as Exhibit B - Contract. In no event is a Contractor to submit its own standard contract terms and conditions in response to this solicitation. Contractors may submit exceptions as allowed in Exhibit A-1 – Contractor’s Certifications. All exceptions to the contract terms and conditions must be submitted as an attachment to Exhibit A-1 – Contractor’s Certifications. OSOS will review requested exceptions and accept or reject the same at its sole discretion.

2.12 Costs to Propose

OSOS will not be liable for any costs incurred by the Contractor in preparation of a Proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.

2.13 No Obligation to Contract

This RFP does not obligate the state of Washington or OSOS to contract for services specified herein.

2.14 Rejection of Proposals

OSOS reserves the right at its sole discretion to reject any and all Proposals received without penalty and not to issue a contract as a result of this RFP.

2.15 Commitment of Funds

The Secretary of State or their delegate are the only individuals who may legally commit OSOS to the expenditure of funds for a contract resulting from this RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

2.16 Electronic Payment

The state of Washington prefers to utilize electronic payment in its transactions. The Apparent Successful Contractor will be provided a form to complete with the contract to authorize such payment method.

2.17 Insurance Coverage

Should a contract be awarded pursuant to this RFP, the Contractor will be required to provide insurance coverage as described in Exhibit B - Contract.

Contractor will at all times comply with all applicable workers’ compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable. The state will not be held responsible in any way for claims filed by the Contractor or its employees for services performed under the terms of the contract.

2.18 Evaluation Preferences

Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 18-03 – Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018), OSOS will evaluate bids for best value and will provide a bid preference in the amount of 5% to any Contractor who certifies, pursuant to Exhibit A-1 – Contractor’s Certifications, that their firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

In accordance with RCW 39.26, OSOS will provide a bid preference in the amount of 10% to any Contractor who certifies, pursuant to Exhibit A-1 – Contractor’s Certifications, that they qualify as a Washington Small Business or Registered Washington Veteran-Owned Business.

3. PROPOSAL CONTENTS

Proposals must be complete, legible, signed, and follow all instructions stated in the solicitation (including the exhibits). Unless otherwise specified in writing by OSOS, documents included with an electronic proposal must be prepared in MS Word, MS Excel, or Adobe PDF. Where required to do so, Contractors may sign using either a physical or electronic signature.

Contractors’ Proposals must respond to all of the solicitation requirements. Do not respond by referencing material presented elsewhere. The e-mailed Proposal shall be considered complete https://www.google.com/search?q=RCW+39.26&sca_esv=cae195b5388b7cdd&ei=GbviacbzNs3n0PEP_au94Ao&biw=851&bih=637&ved=2ahUKEwim-5Wq_vWTAxU9DzQIHS0mJ1wQgK4QegQIBBAC&uact=5&oq=des+washington+sample+clause+for+small+business+preference&gs_lp=Egxnd3Mtd2l6LXNlcnAiOmRlcyB3YXNoaW5ndG9uIHNhbXBsZSBjbGF1c2UgZm9yIHNtYWxsIGJ1c2luZXNzIHByZWZlcmVuY2VIAFAAWABwAHgAkAEAmAEAoAEAqgEAuAEDyAEA-AEBmAIAoAIAmAMAkgcAoAcAsgcAuAcAwgcAyAcAgAgB&sclient=gws-wiz-serp&mstk=AUtExfCIzdeuvxlIYNhRgO0c6sWqUVH3SkRfl6k9KUEmcQZ1BsdSU6xUBwb37BBKVYnICxJkxmL9Q7zPRyU6NxVndQrQiam0hh1_VSOfr3POwpWp1cwNyFyMqYtVVMQMf6ZrR08&csui=3 and stand on its own merits. Failure to respond to any portions may result in rejection of the Proposal as non-responsive.

This section identifies the submittals that must be provided as instructed below to constitute a responsive Proposal. Proposals that do not include all of the applicable submittals identified below are considered non-responsive and will be rejected. In addition, a Contractor’s failure to complete any submittal as instructed may result in the Proposal being rejected. Contractors may not provide unsolicited materials. For any supplemental materials expressly required by OSOS in writing, Contractors must identify such supplemental materials with the Contractor’s name.

Contractors must submit the following eight (8) electronic documents separately as email attachments:

EXHIBIT A-1 – CONTRACTOR’S CERTIFICATIONS

Complete the certification, attach any exceptions or required explanations, and submit it to the RFP Coordinator using the following file naming convention:

ContractorName_CERTIFICATION.pdf. The certification must be complete. Where there are choices, bidders must check a box. The certification must be signed and submitted by a duly authorized representative of the Contractor.

(PARTIALLY SCORED – Pursuant to Executive Order 18-03, a 5% evaluation preference is given to those Contractors that certify that they do NOT require their employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers. A 10% evaluation preference will be given to those Contractors that certify that they qualify as a Washington Small Business or Registered Washington Veteran-Owned Business)

EXHIBIT A-2 – CONTRACTOR’S PROFILE & REFERENCES

Complete as instructed and submit to the RFP Coordinator using the following file naming convention: ContractorName_REFERENCES.pdf.

(PARTIALLY SCORED – A Contractor’s submitted references can earn up to a maximum of 10 points if they are a top-scoring Contractor).

TECHNICAL PROPOSAL

No form is provided for this submittal. The technical proposal must contain a comprehensive description of services including the elements identified below. Technical proposals that exceed 30 pages in length may be deemed non-responsive.

A. Project Approach/Methodology

Include a complete description of the Contractor’s proposed approach and methodology for the project. This section should convey Contractor’s understanding of the proposed project.

The Contractor awarded a contract pursuant to this solicitation will support OSOS in producing and distributing public service announcements (PSAs) for the 2026 General Election. The campaign’s goal is to provide clear, accessible, and nonpartisan information to Washington voters regarding election processes and voting guidelines.

B. Work Plan

Include all project requirements and the proposed tasks, services, activities, etc. necessary to accomplish the scope of the project defined in this RFP. This section of the technical proposal must contain sufficient detail to convey to members of the evaluation team the Contractor’s knowledge of the subjects and skills necessary to successfully complete the project. Include any required involvement of OSOS staff. The Contractor may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation.

This work will include the development of:

• Broadcast-ready videos o Produced in English and Spanish

• Audio spots for radio placement o Produced in English and Spanish

• Comprehensive media plan to reach specified target audiences

The Contractor’s primary responsibilities will be production and placement of all ads. OSOS will provide all on-camera and voice talent and will provide translations for Spanish-language ads.

1. Messaging – Campaign messaging will generally focus on:

• key election dates and deadlines

• election security and voter confidence

• drop box usage, particularly in the final week before Election Day

• contingent messaging tied to any policy or process changes that may impact voter registration and participation in the 2026 General Election.

These messaging categories are intended to guide production and planning only. OSOS will develop and provide scripts after contract award; the Contractor can provide technical feedback (e.g. timing, pacing, and broadcast suitability) as necessary but should not anticipate substantive changes to messaging content. Please note that message adjustment might be required with minimal notice to account for potential election process/voting procedure changes. Contractors should be prepared to pivot on media placements, messaging, and other items as needed.

2. Media Planning – The Contractor must identify media opportunities that reach both major markets and underserved areas, including rural, disenfranchised, and historically marginalized communities.

Media plans should focus on Washington state markets only and include both major and regional coverage. They must also include a clear strategy for reaching priority audiences identified in Section 1.1 of this request for proposal. The Contractor may propose limited use of adjacent out-of-state markets (e.g., Portland) that reach audiences in the state as long as it’s clearly justified and targeted.

All work is subject to OSOS review and approval. The Contractor must build in sufficient time for OSOS review and approval of rough cuts and final assets and incorporate feedback and revisions prior to final placement. The Contractor must collaborate closely with OSOS throughout development to ensure alignment with strategic messaging objectives and office branding.

C. Project Schedule

Include a project schedule indicating when the elements of the work will be completed and when deliverables will be provided. The timeline anticipated for the following activities is:

• Recording: July–early August 2026

• Production and review: August 2026

• Placement: Late September through Election Day, November 3

D. Deliverables

Fully describe deliverables to be submitted under the proposed contract. Expected deliverables include, but are not limited to:

• A mix of :15, :30, and 60 second video ads

• English and Spanish versions

• Versions with and without burned-in captions

• Delivered in .mp4 (H.264) format

• A mix of :15, :30, and 60 second radio ads

• English and Spanish versions

• Delivered in .wav or .mp3 format

• Icons, illustrations, and graphical elements that might be included in the video ads (OSOS will provide official logos and branding)

• Media plan

• Comprehensive placement strategy across television and radio

• Budget allocation clearly identifying production vs. media placement and television vs.

radio

• Platform and placement recommendations based on target audience sets

• Flexibility to accommodate minor adjustments as needed

The use of generative AI for content creation is strictly prohibited. This includes but is not limited to voice, video, scripts, etc. Use of standard editing tools (even if they include AI-assisted features) is acceptable, with appropriate human oversight and quality control.

E. Outcomes and Performance Measurement

Describe the impacts/outcomes the Contractor proposes to achieve as a result of the delivery of these services, including how these outcomes would be monitored, measured and reported to

OSOS.

The Contractor must provide a post-campaign report in late 2026 or early 2027 that includes:

• Summary of placements

• Proof of performance (e.g., affidavits)

• Available metrics (e.g., reach, impressions)

• Key insights and recommendations for future campaigns

F. Risks

Define risks you identify as being significant to the success of the project. Include how you would propose to effectively monitor and managing these risks, including the reporting of risks to OSOS.

Submit to the RFP Coordinator using the following file naming convention:

ContractorName_TECHNICAL.pdf.

(SCORED – Up to a maximum of 115 points)

MANAGEMENT PROPOSAL

No form is provided for this submittal. The management proposal must include the following and demonstrate that the minimum qualifications set forth in Section 1.3 are met:

A. Project Management

1. Project Team Structure/Internal Controls - Provide a description of the proposed project team structure and internal controls to be used during the course of the project, including any subcontractors. Provide an organizational chart of your firm indicating lines of authority for personnel involved in the performance of this potential contract and relationships of this staff to other programs or functions of the firm. This chart must also show lines of authority to the next senior level of management. Include who within the firm will have prime responsibility and final authority for the work.

2. Staff Qualifications/Experience – Identify staff, including subcontractors, who will be assigned to the potential contract, indicating the responsibilities and qualifications of such personnel, and include the amount of time each will be assigned to the project. Provide resumes for the named staff which include information on the individuals’ particular skills related to this project, education, experience, significant accomplishments and any other pertinent information.

Contractor must commit that staff identified in its Proposal will actually perform the assigned work. Any staff substitution must have the prior approval of OSOS.

B. Experience of the Contractor

Indicate the experience the Contractor and any subcontractors have in the following areas:

• Broadcast video and radio production, including development of PSAs

• Post-production capabilities, including video and audio editing, color correction, sound mixing, and delivery of broadcast-ready assets

• Experience producing accessible videos for broadcast including closed captioning, ASL interpretation, and other accessibility features

• Development of graphic elements and visual design for video, including text overlays, branding integration, and simple motion graphics

• Media planning, buying, and placement across television and radio markets, including statewide and regional campaigns

• Production and placement of bilingual (English/Spanish) campaigns

• Working with public-sector clients, particularly government offices and agencies

• Experience reaching rural, underserved, or historically marginalized communities through broadcast media

Indicate other relevant experience that indicates the qualifications of the Contractor, and any subcontractors, for the performance of the potential contract.

Include a list of contracts the Contractor has had during the last five years that relate to the Contractor’s ability to perform the services needed under this RFP. List contract reference numbers, contract period of performance, contact persons, telephone numbers, and fax numbers/email addresses.

Submit to the RFP Coordinator using the following file naming convention:

ContractorName_MANAGEMENT.pdf.

(SCORED – Up to a maximum of 60 points)

COST PROPOSAL

No form is provided for this submittal. The total cost of the contract must not exceed $160,000 to be considered responsive to this RFP. The Contractor’s cost proposal must clearly outline how funds will be allocated across production and deliverables, with a majority of funds going toward media placements. The Contractor is responsible for identifying and incorporating all applicable taxes and fees, including those associated with advertising services under Washington state law, into the proposed cost. All such costs must be included within the not-to-exceed (NTE) amount of $160,000. No additional compensation will be provided for taxes or fees not included in the proposal. Proposals that exceed the total contract maximum or fail to comply with the funding limits may be deemed non-responsive.

The evaluation process is designed to award this procurement not necessarily to the Contractor of least cost, but rather to the Contractor whose Proposal best meets the requirements of this RFP. However, Contractors are encouraged to submit Proposals which are consistent with state government efforts to conserve state resources.

A. Identification of Costs

Identify all costs including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. The Contractor is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the contract. Contractors are required to collect and pay Washington state sales tax, if applicable. Costs for subcontractors are to be broken out separately. Please note if any subcontractors are certified by the Office of Minority and Women’s Business Enterprises.

B. Computation

The score for the cost proposal will be computed by dividing the lowest cost bid received by the Contractor’s total cost. Then the resultant number will be multiplied by the maximum possible points for the cost section.

Submit to the RFP Coordinator using the following file naming convention:

ContractorName_COST.pdf.

(SCORED – Up to a maximum of 50 points)

SAMPLES OF WORK

No form is provided for this submittal. Proposals should include a brief portfolio (3-5 examples) of previous work in one or more of the following areas: Video production, audio production, media planning, advertising, public service announcements. For each sample provided, include a list of team members and each person’s level of involvement.

Submit to the RFP Coordinator using the following naming convention:

ContractorName_SAMPLES.[applicable video file format]

(SCORED – Up to a maximum of 30 points)

CONTRACT ISSUES LIST [IF APPLICABLE]

No form is provided for this submittal. This is a required submittal ONLY IF Contractor has business issues with the contract attached as Exhibit B – Contract. If so, Contractor must prepare a Contract Issues List, attach it to Exhibit A-1 – Contractor’s Certification and submit it to the RFP Coordinator using the following file naming convention: ContractorName_ISSUES.pdf.

Note, however, that OSOS reserves the right not to modify the contract and to award the contract on the basis of a Contractor’s willingness to agree to the contract attached as Exhibit B

– Contract.

(NOT SCORED)

EXHIBIT C – CONTRACTOR’S DIVERSE BUSINESS INCLUSION PLAN – SUBCONTRACTORS [IF

APPLICABLE]

This is a required submittal ONLY IF Contractor will be using subcontractors to perform the contract. If so, complete as instructed and submit to the RFP Coordinator using the following file naming convention: ContractorName_INCLUSIONPLAN.pdf.

(NOT SCORED)

4. EVALUATION AND CONTRACT AWARD

4.1 Evaluation Procedure

Proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of Proposals shall be accomplished by an evaluation team, to be designated by OSOS, which will determine the ranking of the Proposals.

Both the Contractors’ responsibility and the responsiveness of their Proposals to this solicitation will be evaluated. In scoring against stated criteria, the evaluation team may consider such factors as accepted industry standards and a comparative evaluation of other Proposals in terms of differing price and quality. These scores will be used to determine the most advantageous Proposal to OSOS.

After receipt of Proposals and prior to the recommendation of an award, OSOS, at its sole discretion, may initiate discussions with one or more Contractors for clarification, and/or select the top-scoring Contractors as finalists for an oral presentation, and/or initiate a best and final offer process.

4.2 Responsibility

In determining whether a Contractor is responsible, OSOS will consider (1) the Contractor’s ability, capacity, and skill to perform the contract; (2) The Contractor’s character, integrity, reputation, judgment, experience, and efficiency; (3) Whether the Contractor can perform the contract within the time specified; (4) the quality of Contractor’s performance of previous contracts; (5) The previous and existing compliance by the Contractor with laws relating to the contract; (6) Whether, within the three-year period immediately preceding the date of this RFP, the Contractor has been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of RCW Chapter 49.46, 49.48, or 49.52; and (7) Such other information as may be secured having a bearing on the decision to award the contract.

4.3 Responsiveness

OSOS will initially classify all Proposals as either "responsive" or "nonresponsive”. OSOS may deem a Proposal nonresponsive if: (1) any of the required information is not provided; (2) the submitted price is found to be excessive or inadequate as measured by the RFP criteria; or (3) the Proposal does not meet RFP requirements and specifications. OSOS may find any Proposal to be nonresponsive at any time during the procurement process. If OSOS deems a Proposal nonresponsive, it will not be considered further. The RFP Coordinator will notify the Contractor by email.

4.4 Evaluation Weighting & Scoring

The following weighting and points will be assigned to the Proposal for evaluation purposes:

Technical Proposal – 45.1% 115 points

Project Approach/Methodology 15 points (maximum)

Quality of Work Plan 50 points (maximum)

Project Schedule 20 points (maximum)

Project Deliverables 30 points (maximum)

Management Proposal – 23.5% 60 points

Project Team Structure/

Internal Controls 25 points (maximum)

Staff Qualifications/Experience 20 points (maximum)

Experience of the Contractor 15 points (maximum)

Cost Proposal – 19.6% 50 points

Samples of Work -11.8% 30 points

Subtotal Possible: 255 points

Executive Order 18-03 Evaluation Preference – 5% 12.75 points

WA Small or Veteran-owned Business Preference – 10% 25.5 points

References (top-scoring Contractor(s) only) 10 points

Grand Total Possible: 303.25 points

The score for the cost proposal will be computed by dividing the lowest cost Proposal received by the Contractor’s total cost. Then the resultant number will be multiplied by the maximum possible points for the cost section. References will be contacted for the top-scoring Contractor(s) only, based on the written Proposal. References will then be scored and included in the Grand Total.

4.5 Oral Presentations

Oral presentations, if considered necessary or desirable, may be utilized in selecting the Apparent Successful Contractor. OSOS, at its sole discretion, may elect to select the top-scoring Contractors from the evaluation of Proposals for an oral presentation and final determination of contract award. The cut-off for the top-scoring Contractors will be based on several considerations, such as responsiveness, qualifications, and competitiveness, suitability of the products and services offered, cost and economy, and the ability of the Contractor to perform.

Should OSOS elect to hold oral presentations, it will contact the top-scoring Contractors to schedule a date, time and location. Commitments made by the Contractor in the oral presentation, if any, will be considered binding. The score from the oral presentation will be considered independently and will determine the Apparent Successful Contractor.

4.6 Best & Final Offer

Contractors are encouraged to submit their most competitive offer, but there is a potential for a best-and-final offer (BAFO) process. This section defines that process. OSOS reserves the right, any point during the evaluation of Proposals, to notify all remaining responsive and responsible Contractors that OSOS will require them to submit BAFOs. Contractors will not be allowed to make material changes to their Proposals unless they receive a request for a BAFO from OSOS.

The notice will be in writing and will set a specific time and date certain by which the Contractor must submit the BAFO to OSOS. The BAFO notice may set additional conditions and requirements for its submission. The notice will advise Contractors that the BAFO shall be in writing and that following the closing date for submission, OSOS intends to select the highest scoring responsive and responsible Contractor for award. Prior to the closing date for the submission of BAFOs, OSOS may, at its discretion, engage in discussion with any or all remaining Contractors regarding how they can make their Proposals more responsive to the selection criteria in the RFP. All Contractors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of Proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining BAFOs. In conducting discussions, there shall be no disclosure of any pricing information or other content derived from Proposals submitted by competing Contractors.

For purposes of the BAFO, Contractors may make such changes to their original Proposals as they believe appropriate to enhance their potential for selection and award under the selection criteria set forth in the RFP and the BAFO notice. Changes to the original Proposal must be clearly identified in the re-submitted Proposal using the Track Changes function in Microsoft Word.

Evaluation of BAFOs and selection of the Apparent Successful Contractor will be based upon the evaluation criteria set out in the RFP. Terms proposed as part of a BAFO must be substantially in accordance with the terms requested in this RFP and may not materially alter the requirements of the RFP. Contractors may be requested to make an oral presentation regarding their BAFO.

The evaluation team may accept or reject any information submitted in a BAFO.

Contractors are not required to submit a BAFO and may submit a written response stating that their original Proposal remains as originally submitted. If a BAFO process is initiated, all Contractors that submitted a Proposal will be eligible for a debriefing conference.

At the conclusion of negotiations with the Apparent Successful Contractor, OSOS will require that the Contractor submit a signed contract as a BAFO pending acceptance.

4.7 Request for Documents

Upon concurrence with the recommendation of the evaluation team, the RFP Coordinator will request from the Apparent Successful Contractor the required documents and information, such as insurance policy documents, contract performance security, an electronic copy of any requested material (e.g., the Proposal, responses to clarification questions), and any other necessary documents. Receipt of this request does not constitute a contract between the Contractor and OSOS.

4.8 Contract Execution

Upon receipt of all required materials, a Contract substantially in the form of the attached Exhibit B - Contract will be presented to the Apparent Successful Contractor for signature. The Apparent Successful Contractor will be expected to accept and agree to all material requirements contained in the contract. If the Apparent Successful Contractor does not accept all material requirements, OSOS may move to the next highest scoring Contractor, or cancel the RFP. Work under the contract may begin when the contract is signed by all parties and OSOS has given Contractor a notice to proceed.

4.9 Notification to Contractors

Contractors whose Proposals are not selected for further consideration or award will be notified via e-mail.

4.10 Complaint, Debriefing and Protest Procedures

This section details the applicable requirements for complaints, debriefs, and protests.

A. Complaints

This solicitation offers a complaint period for Contractors wishing to voice objections to this solicitation. The complaint period ends five (5) business days before the Proposal due date. The complaint period is an opportunity to voice objections, raise concerns, or suggest changes that were not addressed during the question-and-answer period. Failure by the Contractor to raise a complaint at this stage may waive its right for later consideration. OSOS will consider all complaints, but it is not required to modify or cancel the solicitation. If Contractor complaints result in changes to the solicitation, written amendments to the solicitation will be issued and posted on WEBS and the OSOS website.

1. Criteria for Complaint – A formal complaint may be based only on one or more of the following grounds: (a) The solicitation unnecessarily restricts competition; (b) The solicitation evaluation or scoring process is unfair or flawed; or (c) The solicitation requirements are inadequate or insufficient to prepare a response.

2. Initiating a Complaint – A complaint must: (a) Be submitted to and received by the RFP Coordinator no less than five (5) business days prior to the proposal due date; and (b) Be in writing. A complaint should clearly articulate the basis of the complaint and include a proposed remedy.

3. Response – When a complaint is received, the RFP Coordinator (or designee) will consider all the facts available and respond in writing prior to the deadline for proposal submittals, unless more time is needed. OSOS is required to promptly post the response to a complaint on WEBS.

4. Response is Final – The RFP Coordinator’s response to the complaint is final and not subject to administrative appeal. Issues raised in a complaint may not be raised again during the protest period. Furthermore, any issue, exception, addition, or omission not brought to the attention of the RFP Coordinator prior to Proposal submittal may be deemed waived for protest purposes.

B. Debrief Conferences

A debrief conference is an opportunity for a Contractor and OSOS to meet and discuss the Contractor’s Proposal (and, as further explained below, is a necessary prerequisite to filing a protest). Following the evaluation of the proposals, OSOS will issue an announcement of the Apparent Successful Contractor. Contractors will have three (3) business days to request a debrief conference. Once a debrief conference is requested, OSOS will offer the requesting Contractor one meeting opportunity and notify the Contractor of the debrief conference place, date, and time. Please note, because the debrief process must occur before making an award, OSOS likely will schedule the debrief conference shortly after the announcement of the Apparent Successful Contractor and the Contractor’s request for a debrief conference. OSOS will not allow the debrief process to delay the award. Therefore, Contractors should plan for contingencies and alternate representatives. Contractors who wish to protest must first participate in a debrief conference. Contractors who are unwilling or unable to attend the debrief conference will lose the opportunity to protest. Participation in a debrief conference is a prerequisite for a Contractor wishing to file a protest.

1. Timing – A debrief conference may be requested by a Contractor following the announcement of the Apparent Successful Contractor.

2. Purpose of Debrief Conference – Any Contractor who has submitted a timely Proposal may request a debrief conference. A debrief conference provides an opportunity for the Contractor to meet with OSOS to discuss Contractor’s Proposal and evaluation. It does not provide an opportunity to discuss other Contractor’s proposals and evaluations.

3. Requesting a Debrief Conference – The request for a debrief conference must be made in writing via email to the RFP Coordinator and received within three (3) business days after the announcement of the Apparent Successful Contractor. Debrief conferences may be conducted either in person at the OSOS offices in Olympia, Washington, or virtually (e.g., by telephone or web-based virtual meeting such as Zoom, Skype, MS Teams), as determined by OSOS, and may be limited by OSOS to a specified period of time. The failure of a Contractor to request a debrief conference within the specified time and attend a debrief conference constitutes a waiver of the right to submit a protest. Any issue, exception, addition, or omission not brought to the attention of the RFP Coordinator before or during the debrief conference may be deemed waived for protest purposes.

C. Protests

Following a debrief conference, a Contractor may protest the contract award(s).

1. Criteria for a Protest – A protest may be based only on one or more of the following: (a) Bias, discrimination, or conflict of interest on the part of an evaluator; (b) Error in computing evaluation scores; or (c) Non-compliance with any procedures described in the solicitation.

2. Initiating a Protest – Any Contractor that participates in a debrief conference may protest an award to the Apparent Successful Contractor. A protest must: (a) Be submitted to and received by the Protest Officer specified below, within five (5) business days after the protesting Contractor’s debrief conference (see Form and Substance, and Other below); (b) Be in writing;

(c) Include a specific and complete statement of facts forming the basis of the protest; and (d) Include a description of the relief or corrective action requested.

3. Protest Response – After reviewing the protest and available facts, the Protest Officer will issue a written response within ten (10) business days from receipt of the protest, unless additional time is needed.

4. Decision is Final – The protest decision is final and not subject to administrative appeal. If the protesting Contractor does not accept the protest response, the protesting Contractor may seek relief in Thurston County Superior Court.

D. Communication during Complaints, Debriefs and Protests

All communications about this solicitation, including complaints, debriefs, and protests, must be addressed to the RFP Coordinator unless otherwise directed.

1. Form, Substance & Other - All…