S000000488 DFA Media Campaign RFP~1.pdf

STATE OF ARKANSAS

DEPARTMENT OF SHARED ADMINISTRATIVE SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220

Little Rock, Arkansas 72201-1023

REQUEST FOR PROPOSAL

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000488 Solicitation Issued: November 14, 2025

Description: Media Campaign

Department: Department of Finance and Administration

PROPOSAL DUE DATE AND SUBMISSION OF RESPONSE DOCUMENTS

Proposal Due Date: December 12, 2025 Time: 2:00 PM, Central Time

Proposal submissions for this Request for Proposal must be submitted through ARBuy, the State’s eProcurement system, by the Proposal Due Date and Time. Proposals received after the Proposal Due Date and Time will be rejected as untimely. ARBuy can be accessed at arbuy.arkansas.gov.

LIVE PROPOSAL OPENING INFORMATION

Teams Meeting Link: Join the meeting now

Meeting ID: 272 481 206 844 55

Passcode: Jw3hn7pe

Call in (audio only): 501.244.3310 or find a local number 473 650 504#

SAS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

SAS OSP Procurement Specialist:

Tara Hernandez Procurement Specialist’s Direct Phone Number:

501-371-3640

Email Address: tara.hernandez@arkansas.gov SAS OSP’s Main Number: 501-324-9316

SAS OSP Website: sas.arkansas.gov/procurement/ https://arbuy.arkansas.gov/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWJkOGFmNjEtMDU3MS00OTA2LWIzYTgtNTc5MDI3ZTczNjIy%40thread.v2/0?context=%7b%22Tid%22%3a%225ec1d8f0-cb62-4000-b327-8e63b0547048%22%2c%22Oid%22%3a%22e09422ac-41ce-4f81-a434-584804841786%22%7d https://dialin.teams.microsoft.com/6b6513dc-a034-48d2-8d06-7e711c4ecc0b?id=719036839 https://sas.arkansas.gov/procurement/

Rev 09/2025

SECTION 1 – GENERAL INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Request for Proposal (RFP) is issued by the SAS Office of State Procurement (SAS OSP) for the Department of Finance and Administration to obtain pricing and a contract for a media campaign to include advertising, marketing, and media buying.

Prospective Contractors are encouraged to visit the website of the divisions and agency to become familiar with current campaigns.

Contract will be awarded to the Prospective Contractor determined to have submitted the proposal that is the most advantageous to the State. Direct all questions, comments, or concerns regarding this solicitation to the SAS OSP, not the Department.

1.2 OBJECTIVE AND GOALS

The Department seeks to communicate and inform Arkansas citizens of the services available. The new mobile application (app), online services, and new appointment features allow our citizens to experience great customer service experience.

The Department’s goal over the next year is to increase visibility of the great services offered at the DFA app and to increase online services usage. The promotion of the app will be crucial to its success. The DFA seeks to maximize the Department’s talent and expertise with that of an outside firm.

Through the resulting contract, the Department seeks to:

• Increase public awareness of app launching 2026, online services offered, and great customer service experiences with all DFA offices.

• Enhance DFA’s brand identity and positioning.

• Develop and implement effective, integrated, multi-channel marketing strategies that reach target audiences, maximize Arkansas’ online offerings, and increase visibility of services offered.

1.3 TYPE OF CONTRACT

A. As a result of this RFP, SAS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is March 1, 2026, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed proposal in response to the RFP, the Prospective Contractor represents and warrants that it will honor its proposal as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the Contractor and Department, the contract may be renewed by SAS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Prospective Contractor” means a responsible offeror who submits a proposal in response to this Solicitation.

C. The terms “Request for Proposal,” “RFP,” and “Solicitation” are used synonymously in this document.

D. “Requirement” means a term, condition, provision, deliverable, Specification, or a combination thereof, that is obligated under the Solicitation, resulting contract, or both.

E. “Responsive Proposal” means a proposal submitted in response to this Solicitation that conforms in all material respects to this RFP.

F. “Shall” and “must” mean the imperative and are used to identify Requirements.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any Requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this Solicitation, that obligation is limited to the Department using such a contract.

1.5 SOLICITATION SCHEDULE

For informational purposes, SAS OSP is providing a Solicitation Schedule; however, dates listed and noted with an asterisk (*) are anticipated dates only and are subject to change at the discretion of the State. All times are listed in Central Time.

TABLE A: TENTATIVE SOLICITATION SCHEDULE

ACTIVITY DATE

Deadline for Prospective Contractor Questions November 20, 2025

Answers to Questions Posted to ARBuy* December 2, 2025

Proposal Due Date December 12, 2025 @ 2 PM

Initial Proposal Evaluation* December 16, 2025

Interviews* December 22 – January 2, 2026

Final Proposal Evaluation* January 2, 2026

Discussions Kick Off Meeting* January 7, 2026

Finalize Discussions* January 9, 2026

Post Anticipation to Award* January 13, 2026

Award Contract* March 1, 2026

1.6 CLARIFICATION OF SOLICITATION

A. Submit questions requesting clarification of information contained in this Solicitation via the

Solicitation posting in ARBuy by the date and time listed in Table A.

1. For each question submitted, Prospective Contractor should reference the specific Solicitation item number to which the question refers, as applicable.

2. Prospective Contractors’ written questions will be consolidated and responded to by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the Solicitation posting in ARBuy by the close of business on the date provided in Table A. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the SAS OSP Procurement Specialist of any Requirements that precludes the Prospective Contractor from submitting a Responsive Proposal.

C. Prospective Contractors may contact the SAS OSP Procurement Specialist with non-substantive questions at any time prior to the proposal opening.

D. An oral statement by SAS OSP will not be part of any contract resulting from this Solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by SAS OSP.

E. Only an addendum written and authorized by the State will modify the Solicitation.

1.7 RESPONSE DOCUMENTS

A. All proposal responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at arbuy.arkansas.gov.

1. Prospective Contractors must be registered in ARBuy to submit proposals responses.

B. Technical Proposal Packet

1. Prospective Contractors shall utilize the Technical Proposal Packet to submit their responses.

2. The following items are proposal Submission Requirements and must be submitted as part of a Prospective Contractor’s proposal response.

a. Signed Proposal Signature Page; signature may be ink or digital.

b. Technical Proposal response to the Information for Evaluation section included in the Technical Proposal Packet, which must be in the English language.

c. Completed Official Solicitation Price Sheet attached to the Solicitation in ARBuy. (see Section 1.8 .)

d. Recommended Options Form

i. The Recommended Options form included in the Technical Proposal Packet allows Prospective Contractors to identify any recommended options or optional service ideas that may benefit the State that were not included in the Requirements and the proposed solution.

e. Copy of Prospective Contractor’s Equal Opportunity Policy

i. Pursuant to Arkansas Code Annotated § 19-60-104, OSP requires a Prospective Contractor bidding on a state contract to submit a copy of the Prospective Contractor’s Equal Opportunity (EO) Policy.

ii. Prospective Contractors not required by law to have an EO Policy must submit a written statement to that effect.

f. Proposed Subcontractors Form (see SRV-1, section 14)

3. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s proposal:

a. EO 98-04: Contract and Grant Disclosure Form (see SRV-1, section 11)

b. Voluntary Product Accessibility Template (VPAT), if applicable

4. Prospective Contractors should not include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

C. Redacted copy of the Technical Proposal Packet

1. One (1) redacted (marked Redacted) copy of the Prospective Contractor’s proposal response (see Proprietary Information), if applicable.

D. Prospective Contractors should not alter language in Solicitation document(s) or Official Solicitation Price Sheet provided by the State.

E. Prospective Contractor’s proposals cannot be altered or amended after the proposal opening except as permitted by law or rule

F. Prospective Contractors may submit multiple proposals.

https://arbuy.arkansas.gov/ https://sas.arkansas.gov/procurement/forms-and-reporting/#:~:text=Services%20Contract%20(SRV%2D1)%20Fillable%20Form https://sas.arkansas.gov/procurement/forms-and-reporting/#:~:text=Services%20Contract%20(SRV%2D1)%20Fillable%20Form https://www.section508.gov/sell/vpat/

1.8 PRICING

A. Pricing must be proposed in U.S. dollars and cents.

B. Quantities stated are estimates only and are not guaranteed. Prospective Contractor must submit unit price on the estimated quantity and unit of measure specified.

1. The State may order more or less than the estimated quantity on term contracts, and the Contractor shall sell to the Department quantities ordered at no more than the submitted price.

C. If pricing documents do not allow for accurate pricing, Prospective Contractor should notify the OSP Procurement Specialist during the Clarification of Solicitation period (see RFP Section 1.7).

D. Discount from list pricing is not acceptable unless requested elsewhere in the Solicitation.

E. State or local sales taxes should not be included in the price. Trade discounts should be deducted from the unit price and the net price should be shown in the pricing response.

F. All prices proposed in response to this contract shall be firm and not subject to increase during the initial contract term.

G. Price adjustments may be considered at the time of contract renewal or extension, subject to the following conditions:

1. The Contractor must submit a written request at least 90 days prior to the renewal date.

2. The request must include detailed supporting documentation demonstrating that the requested increase is:

a. Directly attributable to increased costs incurred by the Contractor.

b. Consistent with market conditions for comparable goods and/or services.

3. Price increase requests may be evaluated against a verifiable, publicly available market index (e.g., Consumer Price Index, Producer Price Index, or other industry-standard benchmark).

a. The State reserves the right to determine the appropriate index or measure of cost escalation.

4. Any individual increase may not exceed 7% per year.

5. The total cumulative increase over the aggregated term of the contract may not exceed 10%.

6. The State reserves the right to approve, negotiate, or deny any request for a price adjustment.

7. In In the event the requested adjustment is not accepted, the State may, at its sole discretion:

a. Renew the contract at existing rates, subject to agreement by the Contractor or,

b. Terminate the contract and re-solicit services.

SECTION 2 – REQUIREMENTS

2.1 PROSPECTIVE CONTRACTOR MINIMUM QUALIFICATIONS

A. The Prospective Contractor(s) shall have a minimum of five (5) years of experience successfully developing advertising and marketing plans; and providing public information/education/awareness-oriented campaigns and social media methods on projects of a similar size and scope to those specified in this RFP.

B. The Prospective Contractor shall have a minimum of three (3) years’ experience with advertising in the public sector field. Experience should be with projects of a similar size and scope to those specified in this RFP.

C. The Contractor shall have a full suite of traditional marketing services, including branding, video production, video editing, and photography.

D. The Contractor shall have a full suite of digital marketing services, including proven expertise in digital strategy, digital media (media buying and campaign optimization), social media strategy, analytics, content development, content management systems, and digital video.

E. Prospective Contractor shall have in-house media buying capability with buying experience in all of Arkansas’ media markets.

F. Prospective Contractor shall be authorized to do business in the State of Arkansas prior to award and shall maintain authorization to do business in the State of Arkansas throughout the aggregated term of a resulting contract.

G. Prospective Contractor shall be in full compliance with Americans with Disabilities Act (ADA).

H. Prospective Contractor shall be an Equal Opportunity Employer.

2.2 GENERAL REQUIREMENTS

A. The Contractor shall develop, implement, and manage the awarded program under the direction of the DFA, including but not limited to:

1. Digital marketing

2. Content creation

3. Media planning, buying, placement, and measurement

4. Marketing strategy and planning

5. Account management

6. Creative production and copywriting

7. Major/special projects

a. Should DFA request a major/special project(s), the Contractor shall submit a formal quote/statement of work outlining the specific scope, timeline, and cost for the major/special project(s) to DFA in the format and within the timeline specified by DFA.

B. The Contractor shall work collaboratively with other State agencies, subcontractors, and DFA’s staff to bring ideas to life across all owned, earned, social, and paid media touch points.

C. The Contractor shall review and enhance DFA’s brand identity.

D. The Contractor shall create consistent and compelling branding across all communication channels.

E. The Contractor shall create detailed campaign summary reports that provide valuable and relevant insights that lead to action.

F. The Contractor shall always make fiscal responsibility a top priority.

G. The Contractor shall adhere to best practices and utilize research to ensure that all campaign concepts are evidence or theory based.

H. At the conclusion of each contract year, the Contractor(s) shall assess the overall impact of the contract requirements and shall submit its findings to DFA, along with a detailed cost analysis in a written report.

I. DFA will be the ultimate decision maker on all aspects of the contract relationship, including, but not limited to, strategy, media investment, creative, purchasing, etc.

J. The Contractor shall provide sufficient resources to work within the time constraints established by mutually agreed upon deadlines while maintaining desired performance levels.

K. The Contractor shall clearly communicate how effective or ineffective various marketing initiatives are performing (according to pre-determined goals) and adjust as needed to maximize results.

L. The Contractor shall work with DFA to establish measurable results for projects and campaigns and achieve objectives by predetermined deadlines.

M. The Contractor shall adhere to all applicable State and federal laws, regulations, policies, and industry standards, including but not limited to accessibility compliance.

N. The Contractor shall meet all specified marketing plan and project deadlines and shall keep within established budget guidelines.

O. The budgets, methods, and formats for the provision of all services and final products provided under the resulting contract shall be subject to review, acceptance, and approval of DFA.

2.3 LEAD AND CREATIVE SERVICES

A. The Contractor(s) shall strategize, create, produce, procure, and prepare advertising and branded content for distribution on domestic online and offline media channels, including paid, owned, and earned and social media platforms.

B. The Contractor shall service inbound media requests/inquiries which may include but are not limited to content development, hosting, logistical arrangements, providing visuals and video.

C. The Contractor shall track results of inbound servicing.

D. The Contractor shall develop and prepare advertisements, presentation materials, and collateral materials to include, but not be limited to, copy and layouts, finished artwork, photographs, testimonials, story boards, scripts, music rights, filming, recording, video dubbing, editing, slide and video production, equipment rentals, scenery properties, costumes, display materials, merchandising materials, brochures, copy writing, graphs, design, power point, electronic design, etc., as required to meet all contract requirements.

1. The Contractor will have access to DFA’s pool of digital and traditional photographs, slides, and B-roll for use in marketing materials with an emphasis on the creation of new content.

E. The Contractor shall use only images and messages that are commensurate with the dignity of the State of Arkansas.

2.4 ADVERTISING AND MARKETING

A. The Contractor shall optimize marketing campaigns and initiatives based on analytics and make informed and rapid changes as needed to the media buy, creative, calls-to-action, headlines, etc.

B. The Contractor shall provide media services, outreach services, sponsorship services, and sales promotion services.

C. The Contractor shall provide proof of publication, proof of display, and proof of impressions for all forms of advertising (digital, connected TV, etc.).

2.5 SOCIAL MEDIA

A. The Contractor shall develop an integrated social media strategy within an overarching marketing platform.

B. The Contractor shall submit all media to the Department for approval at least two (2) weeks prior to scheduled release for review and approval.

C. The Contractor shall discover and present creative means to drive engagement and connect with consumers.

D. The Contractor shall define and deliver against clear goals, success metrics, and return on investment. DFA shall have the final determination of metrics.

E. The Contractor shall effectively buy media and extend the State’s media investment through aggressive negotiations and added value programs, including an efficient and effective system of programmatic buying.

F. The Contractor shall strategize, develop, and execute social media strategies including competitive and situational analyses, goals, objectives, priorities, and audiences.

G. The Contractor shall develop a brand positioning which complements the overall consumer-marketing program.

H. The Contractor shall provide compelling, creative execution across all current and future social media channels on an on-going basis.

I. The Contractor shall execute, measure, track, and evaluate all social analytics.

J. The Contractor shall suggest new tactics and metrics such as objectives, network size, and campaigns as they mature, grow, and evolve.

K. The Contractor shall conceptualize, produce, and execute high-impact social media events and campaigns.

2.6 MEDIA PLANNING AND BUYING

A. The Contractor shall annually develop and recommend media objectives, strategies, and tactics in support of overall marketing plan goals and objectives.

B. The Contractor shall plan, negotiate, and purchase media placements and program integration on channels and publishers including but not limited to social media, out-of-home, and emerging technology vehicles.

C. The Contractor shall monitor and optimize placements to ensure maximum performance and full completion of all media schedules, negotiating bonus units as appropriate.

D. The Contractor shall provide performance reports and analyses of media placements throughout and at the completion of each campaign.

E. The Contractor shall retain, and submit to the State upon request, proof of publication, performance, or other such affidavits for all media participation.

F. The Contractor shall monitor industry and priority media markets and report on media insights, opportunities, and information of importance impacting client and its competitors.

G. The Contractor shall create, test, produce, place, and manage all media and educational advertisements using a combination of social media, electronic, grassroots, and public services campaigns within timelines approved by the Department.

1. Campaigns must include media placement, purchase, production, pre-testing, and evaluation of the placed media.

H. The Contractor shall place advertising through paid placement, maximizing the exposure to target audiences and the value of media purchased under the allocated budget.

I. In ordering space, time and/or other advertising means, the Contractor shall not be acting as an agent of the State and shall not represent itself to be acting as an agent of the State.

1. The Contractor shall inform each media representative supplying space, time and or other advertising means that the Contractor is not acting as an agent for the State and the Contractor shall be solely liable for payments to the media representative.

J. The Contractor shall provide optimal media coverage to ensure the budget is maximized and in accordance with a schedule approved by the Department using approved media.

2.7 CONTRACTOR STAFFING REQUIREMENTS

A. The Contractor shall have a dedicated Account Executive as the point of contact for the State in all matters related to the services under the resulting contract.

1. If there is not an office in the greater Little Rock metropolitan area, the Account Executive must be available virtually.

B. Upon request by the DFA, the Contractor(s) shall replace any staff member assigned to the Department’s account.

1. The Contractor(s) shall provide the DFA with a replacement having equal or higher qualifications and expertise than the staff member being replaced.

2. The Contractor(s) shall provide the replacement in such a way that does not disrupt the daily operations of the DFA.

C. As requested by the DFA, the Account Executive and/or the staff assigned to the DFA account shall attend, either in person or virtually, planning and follow-up meetings.

1. These meetings are typically held during normal business hours, which are Monday through Friday, 8:00 a.m. until 5:00 p.m., CST.

2. Scheduled times for meetings will be at the DFA’s discretion, and reasonable notice will be given.

3. Meeting summary reports must include a summary or minutes from each meeting and a list of the Contractor’s responsibilities as designated by the Department in each meeting.

D. The Account Executive shall respond to all Department requests within twenty-four (24) hours of the request and in the manner the request was made, unless otherwise approved by DFA.

1. In the event of the Account Executive’s vacation, illness or other absence, the Contractor shall appoint a designee to serve in the Account Executive’s temporary absence in such a way that does not disrupt the daily operations of the Department’s account.

E. As standard advertising practice, and/or per the DFA’s discretion or approval, the Account Executive and/or the dedicated staff assigned to the DFA account shall track the results of all comprehensive advertising, marketing, public or government relations campaigns implemented.

1. The Contractor(s) shall provide the DFA with the tracking results in a post campaign report.

F. The Contractor shall provide dedicated account management that includes account staff coordination, budget management, project timelines, status reports, quality control, client communications, and participating in monthly meetings with DFA leadership to address upcoming campaigns, efforts, events, plans and facilitate decision making.

2.8 CONTRACTOR REPORTING REQUIREMENT

A. The Contractor shall submit all reports to DFA in a format and within the timeframes approved by

DFA.

B. Status Reports

1. The Contractor shall submit a status report to DFA weekly. The report must include the following information or as determined by DFA:

a. A detailed status update of all current projects, production jobs, and promotional events.

b. Timelines for all initiatives.

c. The Contractor shall provide no fewer than three (3) business days for DFA to approve, or require changes of the above, at any stage.

C. Media Flowcharts

1. The Contractor shall monitor and maintain Media Flowcharts on an ongoing basis to determine and improve the Return on Investment and effectiveness of all media buys.

2. The flowcharts shall be submitted to the DFA as requested and shall be current to include the following information:

a. Media type

b. Market Tiers

c. GRP (gross rating point) Levels

d. Creative rotation

e. Costs for each campaign, summarized by campaign, month, quarter, and year

D. The Contractor shall submit a Post Campaign Report following each advertising campaign that is implemented.

E. The Contractor shall submit expenditure reports detailing the status of the budget that must include expenditures from the reporting month, expenditures to date by project and the remaining budget balance, wherein each expenditure must cross-reference a specific budget item included in the approved marketing campaign.

F. The Contractor shall submit project estimate change reports wherein the Contractor shall provide revised estimates for any time the actual or estimated costs of an activity change by more than ten percent (10%) from the estimated amount approved by the Department, as well as justification for such increases.

1. The Contractor shall not proceed with execution of the activity prior to receiving approval of the new estimates.

G. The Contractor shall measure, track, and evaluate all social analytics to ensure maximum reach to target audiences for the purpose of making recommendations for retargeting and refining based on data.

H. The Contractor shall measure results through established processes for establishing key benchmarks (e.g., digital media engagement, conversions, etc.), goals, and measurable results.

I. The Contractor shall analyze key performance indicators (KPIs) and report results to DFA.

a. The Contractor(s) shall report these metrics in person to DFA representatives at monthly review meetings.

2.9 CONTRACTOR IMPLEMENTATION REQUIREMENTS

A. The Prospective Contractor shall provide a proposed Implementation Plan during the Discussions phase.

1. The proposed Implementation Plan must address all aspects of implementation to ensure deadlines required by DFA are met.

2. The proposed Implementation Plan must include all relevant deadlines, activities, and responsible parties.

B. The Contractor shall commit to fully understanding DFA’s goals, systems, and processes, and shall implement programs, systems, technologies, strategies, and plans in the most efficient and effective manner possible.

2.10 DATA SECURITY REQUIREMENTS FOR ALL CONTRACTORS

A. The Prospective Contractor shall provide a proposed Data Security Plan during Discussions.

B. The Contractor and all its Subcontractors shall comply throughout the aggregate term of the contract with the most stringent of all applicable security requirements set forth in Arkansas Laws and Standards.

The Contractor shall prepare and deliver a finalized Data Security Plan for Department approval. The Data Security Plan will describe how their system’s security features and capabilities, including infrastructure, shall be implemented to satisfy the security Requirements of this RFP and the resulting contract.

2.11 CONTRACTOR DATA OWNERSHIP AND PRIVACY REQUIREMENTS

A. The State of Arkansas shall own and have all rights to intellectual property, data, documentation, software, code, and/or records produced as part of this contract.

B. The Contractor shall comply with State’s requirement that all data remain in the United States and meet stringent Data Privacy and Cyber Security requirements, which include without limitation:

1. Ensuring cloud-based solutions, hardware, and data are located within the United States and all access and support of the solution is performed from the United States.

2. Ensuring software, data and services are isolated within the cloud environment so that other cloud customers sharing physical or virtual space cannot access other customer data or applications.

C. Upon expiration or termination of this contract, the Contractor shall transfer property rights of all data and deliverables (intellectual and tangible) to the State and shall not hold ownership or an intellectual property claim to any data or deliverable associated with the State account including but not limited to the following:

1. Patents

2. Trademarks

3. Logos

4. Television, radio, and outdoor advertising and marketing products

5. Printed advertising and marketing products

6. Media Schedules

7. Digital products including websites and social media

8. Third party data, analytics and/or records

D. Upon expiration or termination of this contract, the Contractor shall transfer all data, deliverables, and products the Contractor has created, developed, produced, or managed while performing the services outlined in this contract to the State and shall not charge a fee to the State for this service.

E. The Contractor shall transfer all data and deliverables associated with the State account to the State within thirty (30) calendar days of the expiration or termination date of this contract and all data, deliverables, and products shall become the exclusive property of the State.

F. The Contractor shall not utilize any portion of the projects created, developed, produced, or managed including all deliverables and creative concepts without the prior, written consent of the DFA Secretary.

G. Should any subsequent contract for advertising, marketing and media buy services be awarded to a provider other than the Contractor(s), the Contractor(s) shall, to the greatest extent possible and reasonable, cooperate with the State in initiating a smooth and orderly transition to the next provider.

2.12 PERFORMANCE STANDARDS

A. State law requires that qualifying contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration.

C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

D. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services. In these instances, the State has final determination of the performance acceptability.

F. Should any compensation be owed to the Department due to the assessment of damages, Contractor shall follow the direction of the Department regarding the required compensation process.

SECTION 3 – SELECTION

3.1 SELECTION PROCESS

A. SAS OSP will review each Technical Proposal Packet to verify Submission Requirements have been met. Technical Proposal Packets that do not meet Submission Requirements will be rejected and will not be evaluated.

1. The State may conduct cost checks based on the cost submitted by each Prospective Contractor on the completed pricing response.

a. Prospective Contractors submitting Responsive Proposals with a proposed cost that falls twenty-five percent (25%) or more from the average submitted cost may be asked to justify their submitted cost.

b. Should SAS OSP request clarification and/or additional information regarding cost, Prospective Contractors shall provide clarification and/or additional information as specified by the request.

B. A Department-appointed Evaluation Committee will evaluate and score Responsive Proposals.

Evaluation will be based on Prospective Contractor’s response to the Information for Evaluation section included in the Technical Proposal Packet and the pricing submitted by the Prospective Contractor.

1. Cost information will be provided to the members of the Evaluation Committee (Evaluators) to allow them to determine which proposal(s) is the most advantageous to the State.

2. Evaluators will individually review and evaluate proposals and complete an Individual Score Worksheet for each proposal. Individual scoring for each Evaluation Criteria will be based on the scoring description in Table B: Scoring Table.

TABLE B: SCORING TABLE

SCORE DESCRIPTION

The response provides metrics clearly establishing that the Prospective Contractor is reliable and capable of fully performing the required services.

The response provides metrics suggesting that the Prospective Contractor’s level of performance may be acceptable, but it does not clearly establish that the Prospective Contractor is reliable and capable of fully performing the required services.

The response provides metrics clearly establishing that the Prospective Contractor is unreliable and incapable of fully performing the required services.

3. After initial individual evaluations are complete, the Evaluators will meet to discuss their individual scores. At the initial consensus meeting, each Evaluator will be afforded an opportunity to discuss his or her score for each evaluation criteria.

4. After Evaluators have had an opportunity to discuss their individual scores with the committee, the Evaluators will be given the opportunity to change their initial individual scores, if they feel that is appropriate.

5. The final individual scores of the Evaluators will be recorded on the Consensus Scoresheets and averaged to determine the group or consensus score and rank for each proposal.

6. Other agencies, consultants, and experts may also examine documents at the discretion of the Department.

C. Prospective Contractors submitting Responsive Proposals will be contacted by SAS OSP to schedule an interview.

1. Prospective Contractors shall attend the interview as scheduled by SAS OSP.

2. Evaluators will complete an Individual Score Worksheet for each interview. Evaluation will be based on Prospective Contractor’s responses to questions presented during the interview Individual scoring for each interview will be based on the Scoring Descriptions in 3.1.B.1.

3. During a final consensus meeting, after all interviews are complete, Evaluators will have the opportunity to discuss the interviews and change their individual interview scores on the Consensus Scoresheet, if they feel that is appropriate.

a. The final individual scores of the Evaluators will be recorded on the Consensus Scoresheets and averaged to determine the group or consensus score and rank for each proposal.

4. Should the State receive only one (1) Responsive Proposal, the State may forgo the interview portion of the evaluation if the proposal has received the Maximum Weighted Score Possible for the Experience, Solution, and Risk subsections.

a. In this scenario, the proposal would automatically receive the maximum weighted score possible for the interview subsection.

D. Should the State request clarification and/or additional information Prospective Contractors’ responses, Prospective Contractors shall provide clarification and/or additional information as specified by the State.

E. SAS OSP will submit responses and pricing received from the interviewed Perspective Contractors, along with the Evaluation Committee’s recommendation to the Department for review and approval to move into Discussions.

3.2 TECHNICAL PROPOSAL SCORE

A. The Information for Evaluation section has been divided into subsections.

1. Each subsection has been assigned a maximum point value of ten (10) points. The total point value for each subsection is reflected in the table below as the Maximum Raw Points Possible.

2. The Department has assigned Weighted Percentages to each subsection according to its significance.

INFORMATION FOR EVALUATION

SUBSECTIONS

MAXIMUM

RAW

POINTS

POSSIBLE

SUBSECTION’S

WEIGHTED

PERCENTAGE

* MAXIMUM

WEIGHTED

SCORE

POSSIBLE

Experience 10 20% 140

Solution 10 30% 210

Risk 10 20% 140

Interview 10 30% 210

Total Technical Score 40 100% 700

*Subsection’s Percentage Weight x Total Technical Maximum Weighted Score = Maximum Weighted Score Possible for the subsection.

B. The proposal’s weighted score for each subsection will be determined using the following formula:

(A/B)*C =D

A = Actual Raw Points received for subsection in evaluation

B = Maximum Raw Points possible for subsection

C = Maximum Weighted Score possible for subsection

D = Weighted Score received for subsection

C. The proposal’s weighted scores for subsections will be added to determine the Total Technical Score for the proposal.

3.3 COST SCORE

A. When scores are applied to pricing, the maximum amount of cost points will be given to the proposal with the lowest Grand Total Estimated Annual Cost as shown on the completed Official Price Sheet.

(See Grand Total Score for maximum points possible for cost score.)

B. The amount of cost points given to the remaining proposals will be allocated by using the following formula:

(A/B)*C =D

A = Lowest estimated cost

B = Second (third, fourth, etc.) lowest estimated cost

C = Maximum Points for lowest estimated cost

D = Total price points received

3.4 GRAND TOTAL SCORE

The Technical Score and Cost Score will be added together to determine the Grand Total Score for the proposal. The State may move forward to Discussions with the Prospective Contractor determined reasonably susceptible of being selected for award.

MAXIMUM

POINTS

POSSIBLE

Technical Proposal 700

Cost 300

Maximum Possible Grand Total Score 1,000

3.5 EXPLANATION OF THE SUBSECTIONS OF THE TECHNICAL PROPOSAL

A. Experience

1. The Experience subsection included in the Technical Proposal Packet allows Prospective Contractors to differentiate themselves based on their experience, technical capability, and understanding of the State’s specific needs.

2. Prospective Contractors should identify expertise in the form of a claim and provide relevant experience to support each claim.

3. Prospective Contractors should use verifiable metrics (number of accounts, size of accounts, years of experience, customer satisfaction ratings) to support each claim.

B. Solution

1. The Solution subsection included in the Technical Proposal Packet allows Prospective Contractors to differentiate themselves based on their proposed solution and/or approach to solve the State’s specific needs.

2. Prospective Contractors should provide a high-level overview of the Prospective Contractor’s proposed solution and/or approach to services using the Requirements outlined in the RFP.

3. Proposed solutions should be non-technical and include the Prospective Contractor’s recommendations for meeting the objectives and Requirements of the RFP.

4. Additional service options and recommendations above and beyond those included in proposed solution should be included in the Recommended Options Form.

C. Risk

1. The Risk subsection included in the Technical Proposal Packet allows Prospective Contractors to identify and prioritize major risks that they reasonably foresee could potentially prevent or impair the Prospective Contractor’s delivery of the solution as offered in the proposal or to otherwise fail to meet the State’s desired outcome, specifications, and performance standards, and how they will mitigate, manage, and/or minimize each risk listed.

a. Prospective Contractors should include sources, causes, or actions that are both within and beyond the control of the Prospective Contractors that they reasonably foresee may cause cost increases, delays, amendments, or dissatisfaction to the State.

b. Risks should be described in simple, clear, and non-technical terms.

c. Prospective Contractor should explain how the Prospective Contractor will mitigate, manage, and/or minimize each risk listed.

d. The Documented Performance cell should include details such as how many times any identified risk was previously mitigated and the impact on the Prospective Contractor’s performance in terms of time, cost, and client satisfaction.

D. Interview

1. The Interview will allow Prospective Contractors to further demonstrate their experience in providing the services outlined in the RFP.

a. Each Prospective Contractor meeting the Submission Requirements will be contacted by SAS OSP to schedule an interview. Prospective Contractors shall attend the interview as scheduled by SAS OSP.

b. Prospective Contractors shall identify one (1) Project Lead at the time of interview confirmation who shall attend the interview as part of the evaluation process.

c. The Evaluation Committee will interview the Prospective Contractor’s identified Project Lead using a pre-determined set of interview questions. Follow up questions may be asked based on responses given by the Project Lead.

3.6 DISCUSSIONS

A. The State will move forward into Discussions with the responsible Prospective Contractor(s) whose proposal(s) have been determined to be reasonably susceptible to being selected for award.

B. Discussions may be conducted with the highest-ranking Prospective Contractor based on the Grand Total Score for each proposal or with multiple Prospective Contractors reasonably susceptible of being awarded a contract.

C. Should the State choose to engage in Discussions with the highest-ranking Prospective Contractor, the Prospective Contractor invited to participate in Discussions shall provide all documents required during Discussions.

1. Should the Department determine, through the Discussions process, that the Prospective Contractor’s solution, approach, timelines, deliverables, expectations of the State, or a combination thereof make the Prospective Contractor no longer reasonably susceptible of being awarded a contract, the Department may abandon Discussions with that Prospective Contractor through a written justification to SAS OSP, and may proceed to additional rounds of Discussions with the next highest-ranking Prospective Contractor.

D. Should the State choose to engage in Discussions with multiple Prospective Contractors contemporaneously, each Prospective Contractor invited to participate in Discussions shall provide all documents required during Discussions.

1. Should a Prospective Contractor not provide the required documents within timeframes requested by SAS OSP or choose not to engage in the Discussions process, the Prospective

Contractor’s proposal will be considered withdrawn and will not be subject to further consideration in the Solicitation process.

E. If Discussions necessitate material revisions of proposals, each responsible Prospective Contractor reasonably susceptible of being awarded a contract will be provided an opportunity to revise its proposal for the purpose of submitting a best and final offer.

F. During the Discussions Kick Off Meeting, the Prospective Contractor shall provide the following documents to the State:

1. A detailed scope of work clearly identifying the Prospective Contractor’s understanding, implementation, and performance of services required in this RFP, including all activities required by the Contractor and all activities expected by the State/Participating Entities

2. A Risk Management Plan intended to mitigate any risks, including but not necessarily limited to, the risks identified in the Risk Plan submitted in the Prospective Contractor’s Technical Proposal Packet

3. A proposed financial summary, including:

a. The completed pricing response and Recommended Options Form submitted in the Prospective Contractor’s Technical Proposal Packet

b. A proposed payment schedule

4. Proposed project management and reporting templates

G. During the Discussions Kick Off Meeting, the Prospective Contractor shall address questions and/or concerns the State may have to the satisfaction of the State.

H. During Discussions, the Prospective Contractor shall revise the discussions documents until agreement is made and the State has provided final approval.

1. The Prospective Contractor shall attend follow up Discussions meeting as determined necessary by the State. Reasonable effort will be made to accommodate scheduling conflicts.

I. During Discussions, the Prospective Contractor shall present a final draft of the Discussions documents to the State, including, at minimum:

1. A summary of all plans and scope of work developed during the discussions process and mutually agreed upon by the State and the Prospective Contractor

2. A detailed scope of work clearly identifying the Prospective Contractor’s implementation and performance of services required in this RFP, including all provisions negotiated and agreed upon by the State and the Prospective Contractor since the Discussions Kick Off Meeting

3. Description of deliverables in terms of simplified metrics

4. The Risk Management Plan

5. Project management and reporting templates

6. Financial summary, including:

a. The completed pricing response submitted in the Prospective Contractor’s Technical Proposal Packet

b. A list of agreed upon and accepted recommended options (with impact to price)

c. A payment schedule

d. Contact information for the Prospective Contractor’s key personnel

J. During Discussions, the Prospective Contractor shall present the final drafts of the items and shall summarize the coordination and planning completed during the discussion process.

K. Once approved by the State, final drafted documents will become part of the resulting contract.

L. The Prospective Contractor may determine which key personnel will attend the Discussions meetings.

3.7 ANTICIPATION TO AWARD

A. Once an anticipated Contractor has been determined, the anticipated award will be posted to the

Solicitation posting in ARBuy by the date and time listed in Table A.

1. It is the responsibility of Prospective Contractors to check the ARBuy website for the posting of an anticipated award.

B. Anticipated awards will generally be posted for a period of fourteen (14) days prior to the issuance of a contract. These notices are anticipated awards only and are subject to protest.

C. A contract resulting from this Solicitation is subject to State review and approval processes prior to award, which may include Legislative review.

3.8 PROSPECTIVE CONTRACTOR ACCEPTANCE OF EVALUATION TECHNIQUE

The submission of a Technical Proposal Packet signifies the Prospective Contractor’s understanding and agreement that some subjective value judgments will be made during the evaluation and scoring of the technical proposals.

SECTION 4 – SOLICITATON TERMS AND CONDITIONS

4.1 ACCEPTANCE OF REQUIREMENTS

A. A Prospective Contractor's past performance with the State may be used to determine if the

Prospective Contractor is responsible (19 CAR § 1-401).

1. Proposals submitted by Prospective Contractors determined to be non-responsible will be rejected.

B. A single Prospective Contractor must be identified as the prime contractor.

1. The prime Contractor shall be responsible for the resulting contract and jointly and severally liable with any of its subcontractors, affiliates, or agents to the State for the performance thereof.

C. By submission of a proposal, the Prospective Contractor represents and warrants:

1. That the prices in the proposal have been arrived at independently, without any collusion with another competing Prospective Contractor.

a. Collusion violates Arkansas Procurement Law and can lead to suspension, debarment, and can be referred to the Attorney General’s officer for investigation and appropriate legal action (Arkansas Code Annotated § 19-61-403 and 19-61-702).

2. That the Prospective Contractor has not retained a person to solicit or secure the resulting contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies maintained by the Prospective Contractor for the purpose of securing business.

D. Prospective Contractor should not discuss the Solicitation or proposal response, issue statements or comments, or provide interviews to public media during the Solicitation and award process.

E. Qualifications and services must meet or exceed the required Specifications as set forth in the Solicitation.

F. The State will not pay costs incurred in the preparation of a proposal.

4.2 GENERAL TERMS AND CONDITIONS

A. The Contractor must be registered as a vendor to receive payment and may register online by visiting https://www.ark.org/vendor/index.html and clicking the Start Here button.

B. All payments to the Contractor under a resulting contract shall be made exclusively through ACH (Automated Clearing House) direct deposit.

1. The Contractor shall provide the necessary banking information,…