RFP_C4341-111135_Q_A.pdf

Digital Media Services

RFP C4341-111135

Questions and Answers

1. On page 23 it says: The sample strategies and tactics must include comprehensive paid and organic digital media strategies and tactics targeting general market media including but not limited to television, radio, print, OTT, CTV, streaming and targeted segment ethnic media. Procurement of paid digital on platforms such as Instagram, TikTok, X, YouTube and Google Display is not part of the SOW and should not be included in responses.

However, the Scope of Work says: Develop, execute and manage digital ad buys across Meta, TikTok, YouTube, Google, and other social media and internet platforms

Are you able to confirm whether paid social media should be part of the proposal, and if we should also include traditional and non-social paid advertising?

a. Executing and managing digital ad buys includes paid social media.

2. Required documents include Proof of Automobile Liability Insurance, including non-owned auto liability, of $1,000,000 per occurrence for persons used by the Contractor for services provided pursuant to this contract. Is this required if no services provided pursuant to this contract will involve personal or contractor-owned vehicles. OR can this proof of insurance be provided after the project is awarded?"

a. Proof of Automobile Liability Insurance is required upon submission of your bid.

3. Page 21 4.3.1 Understanding and Approach states that the proposer must include a table showing hours per week by person for the entire contract term. Assuming the entire contract term is three years, would the CCC accept a table showing hours per week by person for FY24/25 + FY25/26?

a. Please use the Earned Media Event Costs table found on Attachment 12 – Cost Worksheet as a guide to break down hours per week by person by Fiscal Year.

4. The RFP states travel will not be reimbursed for reporting to the headquarters location. Does the CCC expect the contractor to travel to or from any other in-person meetings or activities within this scope of work? Will travel be reimbursed for San Francisco-based staff to the headquarters location if it constitutes as extraordinary travel time exceeding one hour each way with advance approval?

a. Travel is not reimbursed.

5. Can you confirm whether or not the selected contractor would be responsible for executing and managing the technical components of virtual events and/or full-service event planning for in-person earned media events? Could you elaborate on the media events that may become a component?

a. Full service event planning for in-person earned media events is not included in the scope of work.

6. What are CCC’s key performance indicators (KPIs) for recruitment and engagement in this campaign? Are there specific enrollment targets for each audience segment (e.g., African American, Latino, Southeast Asian communities, justice-involved, foster youth)?

a. There are no KPIs assigned to this RFP. The CCC seeks to deliver access for all of California’s young adults.

7. Could you elaborate on the unique characteristics and challenges of each target demographic? What cultural, social, or economic factors have you found to impact engagement in these communities?

a. It is expected that the responding vendor will be knowledgeable in this area and provide the CCC with insight relative to this perspective.

8. What primary barriers have been identified that prevent target audiences from enrolling in CCC programs?

a. The CCC expects the responding vendor to have knowledge and experience in the barriers that prevent our target audiences from seeking enrollment in a workforce development program.

9. Is there a preference for in-house content production (e.g., using CCC’s video production unit) versus outsourcing, and what role should we play in managing these resources?

a. There is no preference. If the vendor identifies a need for specific assets requiring outsourcing, the vendor should include the costs in its response.

10. In terms of stakeholder engagement, are there local or regional organizations CCC has prioritized for partnership and amplification?

a. The CCC prioritizes working with local and regional organizations who share similar target audiences such as women, groups who historically fall into the academic achievement gap, foster youth, underserved communities.

11. What adaptability is required in the strategy to respond to fluctuating funding or changes in CCC’s priorities?

a. There are no requirements.

12. Are there any specific lessons learned from past digital media efforts or campaigns that we should consider when crafting our approach?

a. There are no specific lessons learned.

13. Could you please confirm if there is an incumbent vendor for this opportunity? If so, who is the incumbent?

a. Yes, 3 Shades Design.

14. If there is an incumbent, Is the incumbent vendor qualified to apply for this RFP?

Are there any additional capabilities that you’re looking for to supplement the existing services provided by the incumbent vendor?

a. Yes, they are qualified to apply. The existing contract is expiring and the CCC is looking to continue Digital Media Services.

15. Is this RFP extending an existing contract with an existing vendor or is this an entirely new contract/project?

a. The existing contract is expiring and the CCC is looking to continue Digital Media Services.

16. Does a reference still qualify if the primary contact at the organization has left the organization since the completion of the work in question?

a. The reference must be reachable through contact information provided by the vendor responding to the RFP.

17. Does the application package allow for supplemental documentation/sample visual content to be submitted?

a. All content must be included in the electronic response as stated in the instructions.

18. On page 18 of the core RFP document, under section 4. Required Proposal Submission Content, there is no heading listed for "Proposed Projects Based on Budget Allocations," which is listed under 4.3.5 on page 23. Please confirm that we should include "Proposed Projects Based on Budget Allocations" within our Proposal Submission Content.

a. Yes, include "Proposed Projects Based on Budget Allocations" within your Proposal Submission Content. An addendum will be issued to correct Section 4 Required Proposal Submission Content.

19. If a vendor is providing a submission as a prime contractor for this opportunity, may they also submit as a subcontractor for another vendor’s submission?

a. Yes.

20. Will the contractor have any requirements to develop or maintain the CCC website or any of its web properties?

a. Please review the RFP for mention of work related to the CCC website.

21. Will the contractor simply provide content and recommendations for CCC's owned social media channels, or be expected to fully manage, operate and maintain CCC's owned social media channels?

a. Please review the RFP for mention of work related to CCC’s owned social media channels, particularly item A-4 under scope of work.

22. Can you provide more detail about CCC’s desire to have a vendor with animation capabilities? What kind of animation and for what use?

a. The type of animation and use is not determined at this time.

23. Can you give an example of the kind of video production services that the contractor would need to provide that supplement CCC's video production unit capabilities?

a. Professional level video editing using professional level software such as Adobe Creative Suite.

24. Can you tell us more about the stakeholders and external partners you want to leverage/want to participate in CCC digital media campaigns? What do "leveraging" and "participation" mean for you in order for those to be successful?

a. Our stakeholders and external partners are varied and many. Most share common goals and targets as the CCC and as described in the RFP.

Leveraging and participation are common terminologies in marketing and we do not believe need additional explanation for the successful response.

25. Understanding that schedules for the future may not be set in stone now, can you estimate how many recruitment events might occur per half-year or year?

a. Not at this time.

26. How many existing assets will the contractor be required to take ownership for?

Does CCC have a preference for how assets are stored and transferred?

a. CCC is and remains the owner of assets existing and new. Assets are sent to CCC and it is the CCC’s sole discretion as to how assets will be stored and shared.

27. How many applications and/or recruits do you aim to achieve with the advertising campaign? Do you have a goal CPA?

a. This will vary with each campaign.

28. What video and photography assets do you have for advertising creative?

a. CCC’s social media, website, and YouTube are strong resources to determine the assets available to generate creative. All content on these platforms is owned by the CCC.

29. What staff capacity do you have in-house to assist with this project? What roles/job functions will the marketing agency interact with?

a. The CCC staff should not be factored into the response as this could change at any time. The successful bidder may interact with executive level staff, managers, a graphic designer, public information officers, videographers, data specialists, and other CCC staff needs are determined by the CCC.

30. How will this scope interact with the recent Public Relations and Marketing Services RFP? Are there any other vendors the winning agency will interact with?

a. The successful bidder may be required to interact with the Public Relations contractor among others who the CCC engages, both current and future.

31. Questions related to Salesforce from an integration POV and how the C's see us:

Helping populate - salesforce asset types?; Info. On type(s) of data/how the C's is looking to use it?; what type(s) of frequency for salesforce Deployment?

a. The CCC integrates Salesforce in several areas of its operation. We use data to inform decisions on targets, cadence, and messaging. Reports are regularly generated and confidentially shared with contractors as a resource for context and guidance when making strategic recommendations to the

CCC.

32. The links below don’t seem to work. Can the correct links be resent?

ATTACHMENT 7 IRAN CONTRACT ACT CERTIFICATION A Bidder must complete the Iran Contract Act Certification, located at the following internet site: https://www.dgs.ca.gov//media/Divisions/PD/PTCS/OPPL/SCM/Iran_Contracti ng_Act_Verification_Form.pdf

ATTACHMENT 11 PROOF OF ACTIVE STATUS WITH THE CALIFORNIA

Secretary of State If the Proposer organization is incorporated, proof of Active status with the California SOS must be provided in one of the following forms (Attachment 11): I. A copy of the Proposer’s current Certificate of Status issued by the SOS; or II. A copy of the Proposer’s Entity Detail page from the SOS’s Business Search website (https://businesssearch.sos.ca.gov/).

a. An addendum will be issued to correct the links.