S000000310 Questions & Answers.pdf

Item Subject Question Answer

1 Pricing Sheet

In the pricing sheet, a lot of the same job descriptions are included in all categories. For example, media planning and placement is included in Cat 1 and 3. Can you please explain why?

See the S000000310 Revised Official Solicitation Price

Sheet. Content Development/Creative Production has been removed as a line item from Categories 2, 3, and

4. The remaining line items for each Category are meant to representative of costs that might be incurred as part of a resulting contract.

Category 1 TPP

Solutions section

Are links to more details or other relevant information allowed in the Solution or Risk sections of the Technical

Proposal Packet?

No.

Category 1 TPP

Solutions section

Can images be included in the Solutions portion of the

Technical Proposal Packet?

Yes, as long as the submission does not exceed the two-page limit.

Solicitation Decumnt

Category 1 Section 2.2

Regarding influencer marketing: it's included in Section 2.2 subsection C (Cat. 1) point #4, and it is also included in 2.2 subsection D (Cat. 2) point #2 of the Solicitation Document.

Can you clarify which Category influencer marketing should be included within, or is it, in fact, meant to be included in both Categories?

Influencer marketing is meant to be included in both

Categories. ADPHT is looking for pricing for influencer marketing within Catetogories 1 and Categories 2.

5 Category 2 clarification

Can you clarify whether Public Relations encompasses the full breadth of the Public Relations discipline ? leveraging paid, earned, social and owned-channels tactics ? or is more narrowly defined? If more narrowly defined, what is the primary expected focus, e.g., primarily earned media via media relations, community relations, government relations, etc.

ADPHT wants to see the Prospective Contractor's perspective on this. Prospective Contractors are encouraged to think outside the box.

Solicitation Document

Category 2 Section 2.2

Part D

Regarding influencer marketing: it's included in Section 2.2 subsection C (Cat. 1) point #4, and it is also included in 2.2 subsection D (Cat. 2) point #2 of the Solicitation Document.

Can you clarify which Category influencer marketing should be included within, or is it, in fact, meant to be included in both Categories?

See the answer to Question 4.

S000000310 Advertising, Marketing, Media Buying, and Public Relations Services

Questions & Answers

7 Category 3 clarification

In the Official Price Sheet, Cat 1, Cat 2 and Cat 3 all include production and media placement budgets. How will the media buying activities be broken up between the potential contract awardees? Will the Cat 1 awardee provide creative content to the Cat 3 awardee for placement? Or will each

Cat awardee work independently of the others?

Yes, the Category 1 awardee will provide creative content to the Category 3 awardee for placement.

8 Category 3 clarification Can you provide some examples of cooperative marketing programs done in the past? (Cat. 3, Page 13, letter G)

Traditionally, this has been web, publicaton and ad added value. More recently, it has been in digital value add in research, digital tools, tourism digital tools.

9 Category 4 clarification

For this category, is it the intent of the solicitor to re-build existing websites and other owned digital properties or will the Prospective Contractor assume oversight, maintenance, hosting and subsequent updates to existing websites and other digital properties?

The intent is that the websites will be rebuilt and revisioned--as well as maintenance, hosting and updates.

Interview phase clarification

Who is the audience of Evaluators with regard to roles, subject area expertise, etc.?

This information is not needed for the Prospective

Contractor to submit a responsive proposal.

Interview phase clarification

Is there an opportunity during the interview for multimedia, e.g., video, motion graphics, etc.? If so, is there a time limit on any shared multimedia?

Potentially. The parameters of the interview will be provided to Prospective Contractors when the interviews are scheduled. There will be a time limit on the interview that will include all items shared during the interview.

Interview phase clarification

In the interview stage, does each Category have a distinct group of Evaluators assigned to it or do all Evaluators conduct all interviews across all categories?

The same Evaluators will evaluate all written proposals and interviews for all Categories.

Interview phase clarification

If a Prospective Contractor submits for more than one category and subsequently gets invited to interviews for more than one category, would those interviews be sequential (back-to-back) or scheduled independently?

The plan is to schedule back-to-back interviews for

Prospective Contractors interviewing for more than one category, but that may change depending on the

Evaluators' availability.

Keep Arkansas Beautiful

(Section 1.2)

Can you please provide an outline of the required services for Keep Arkansas Beautiful?

The required services for Keep Arkansas Beautiful will be the same as all the other divisions, just a different scale.

Technical Proposal

Packet (Section 1.8 B )

Are there any rules or restrictions related to identifying yourself or subcontractors within the technical proposal packet?

There are no restrictions on including identifiers.

Technical Proposal

Packet (Section 1.8 B )

Are there any rules or restrictions related to branding or including visuals, charts, graphics, colors, etc. in the response?

There are no restrictions except that everything included must fit within the two-page submission limit for each subsection and no links may be included in the submission.

Judging and Scoring

(Section 3.1 B)

Will the four categories be scored by the same team of evaluators?

Will the evaluators for the Technical Packet be the same as the evaluators for the Interview?

See the answer to Question 12.

Interview (Section 3.5

D)

Will there be any deliverables during the interview other than the prepared questions?

See the answer to Question 11.

19 CRM

Is there a CRM being used for listings on Arkansas.com and

ArkansasStateParks.com? If so, which and is ADPHT open to exploring other options?

ADHPT has a custom CRM, but they are open to exploring other options.

20 Listings In what format would listing data be transferred to the new website development & hosting vendor?

ADPHT can pull reports from the extranet via CSV and provide information such as business name, location, contact information, categories, hours of operation, prices and amenities.

21 Multisite capability

Are the Arkansas Tourism & State Parks sites completely separate sites (i.e. separate hosting, databases, logins, etc) and not part of a current multi-site infrastructure?

ADPHT can pull reports from the extranet via CSV and provide information such as business name, location, contact information, categories, hours of operation, prices and amenities.

22 Listings Do any of the site(s) share listings, data, or databases? The sites share a calendar of events.

23 3rd Party Connections

Are there any third party connections to the website via

XML or API that would need to be included within scope of any website redesign work?

Both Tourism and State Parks extranet connect via API.

The extranet is the tool that businesses use to add their listing and event information.

24 Paid Content on Site Does ADPHT currently have (or want/plan to have) monetized content and/or ads served on the site?

Currently ADPHT does have monetized content and/or ads served on the site, but they are open to the discussion.

25 CRM

How many active users are there and how many different types of access-based roles are used? What types of approval workflows are in place?

There are up to 12 active users.

ADPHT uses business rules and has a staff member that reviews the requests and approves based on those rules.

26 User-generated content

Is there any desire to allow the public (non-members) to be able to submit content to the websites for approval (events, listings, etc.)?

Yes, ADPHT is open to third party technology and crowd sourcing (for example, ADPHT uses crowd riff and event brite).

Digital Asset

Management

What digital asset management system is being used for images and videos? Is the plan to stay in that DAM or move?

If plan is to move, is there a preference on provider and what is the size of the database?

Currently ADPHT uses Media Valet, but they are open to discussion on staying or moving.

The size of their database is: 55-60k assets (94% are images) at 2.63 TB of storage used with just over 1,000 users.

28 CMS admin How many CMS users will be needed for administration of websites?

An estimate would be 10-20.

Page 4 of 29 - Section

1.8 B

Is there an option to attach additional creative work samples to the experience section in the technical response packet?

If by "attach" the question is asking if the submission can exceed the two-page limit, the answer is no. Should the creative work samples fit within the two-page limit within the experience subsection submission, then that is allowed.

Page 4 of 29 - Section

1.8 B

Are video links in the technical response packet permitted? No.

Page 4 of 29 - Section

1.8 B

Is new creative accepted or expected in the response packet for Category 1: Solution?

No.

Page 4 of 29 - Section

1.8 B

Are any urls or links allowed in the response packet? No.

Page 21 of 29 - Section

3.5 B

Can you define non-technical?

Non-technical means conveyed in such a way that a person who has little to no technical expertise in a particular subject would be able to read and understand the submission.

34 Category 1 clarification

Would the Prospective Contractor for the category serve the role of direct oversight and responsibility for all services and details as inlcuded in the Solicitation Document related to

Category 1 for all of the - Arkansas Department of Parks, Heritage and Tourism; the Division of Arkansas Heritage;

and Keep Arkansas Beautiful?

ADPHT envisions that the Department would be responsible for coordinating the overall cohesion and oversight for all the services and agency/s. They, however, expect that Category 1 (Creative) will be the lead the vision for the overarching strategy.

Category 1/Interview phase clarification

During the interview phase, is the expectation that the

Prospective Contractor present speculative creative, including, but not limited to, print ads, produced TV commercials/ads, digital ads, etc.?

See the answer to Question 11.

Interview phase clarification

Will a Prospective Contractor be allowed to have a representative participate in the interview for each category it is interviewing for? For example, if presenting for four categories, will the Prospective Contractor be allowed to have four participants, possibly up to six?

Yes, the Prospective Contractor will choose a representative to interview for each Category. The interviews for each Category will be conducted separately, but potentially back-to-back (for scheduling ease).

Technical Proposal

Packet

Are we only allowed to submit words in the 2-page response of the Solution section of the Evaluation, or can we add graphics and/or charts?

Graphics and charts may be included in the response but it all must fit within the two-page submission limit for each subsection and no links may be included in the submission.

Can proposals could be submitted for portions of the proposal or are you intending on working with one overall entity.

See RFP Section 1.2.