Statewide Advertising Services - QVL.docx

STATE 0000000580SL Page 2

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Statewide Advertising Services – Qualified Vendor List (QVL)

PROPOSAL DUE NO LATER THAN: October 7, 2026 AT 2:00 PM CENTRAL TIME Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Emmarie Graham

PHONE NO.: (573) 526-2716

EMAIL: Emmarie.Graham@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

State of Missouri Various State Agency Locations

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Vendor Response Exhibits (Return these exhibits with the proposal)

BUSINESS COMPLIANCE EXHIBITS

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain each of the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals for the development of a Qualified Vendor List (QVL) for advertising, marketing, and/or public education as set forth herein for the various state agencies throughout the State of Missouri (hereinafter referred to as “state agency”).

The state reserves the right to conduct a refresh procurement should there be a need to revise categories or to allow additional vendors to be considered to provide services.

Minimum Experience Qualifications: There are minimum experience qualifications in the RFP (See Section 2.2, Minimum Experience Requirements in Section 2: Scope of Work).

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background and Historical Usage Information:

The purpose of this document is to establish a QVL for advertising services to enable a more seamless procurement process, foster competition, and to promote a consistent high-quality delivery of services regardless of market volatility.

The State of Missouri intends to establish contracts with multiple vendors for use on an as needed, if needed basis in accordance with the usage and quoting requirements specified herein. Contract awards will be made based upon the vendor’s compliance with the requirements specified herein. The awarded contracts shall not be viewed as exclusive contracts. The State of Missouri reserves the right to issue subsequent solicitations for the same or similar services.

The goal of this RFP is to provide a robust list of vendors that represent the broad advertising needs of the State of Missouri for Creative Services; Media Planning and Placements/Purchases; Media Production, including Video, Audio, and Print Services; Modern and Next Generation Digital and Interactive Media Marketing Services; Promotional/Collateral Material Distribution and Fulfillment Services; Public Relations, Image Building, Editorials, Internet Marketing, and Publicity Services; and Research and Market Analysis Services.

The Missouri Constitution provides for the executive departments listed below. Within each executive department, there exists a variety of offices, divisions, bureaus, sections, and units of varying sizes and scope that deal with specific services. Departments may administer certain sections of state law as defined by the Revised Statutes of Missouri (RSMo), may develop their own rules and regulations as promulgated in the Missouri Code of State Regulations (CSR), or may institute programs and policies that address the needs of their areas of service.

Office of Administration;

Agriculture;

Conservation;

Corrections;

Economic Development;

Elementary and Secondary Education;

Health and Senior Services;

Higher Education and Workforce Development;

Commerce and Insurance;

Labor and Industrial Relations;

Mental Health;

Missouri National Guard Natural Resources;

Public Safety Revenue;

Social Services; and Transportation.

The nature of the services provided by many of Missouri’s various executive departments are often “public service” related. As such, history has shown a need for the executive departments to reach the public with education and information related to the public services offered. Some, but not all types of past advertising, marketing, and/or public education campaigns are listed below:

Black Vulture Awareness and Farm Stress campaign for the Department of Agriculture.

“Call Before You Cut” campaign for the Department of Conservation to increase awareness of the free state program that connect individuals with professional foresters who can help evaluate trees, maximize land value, and protect wildlife habitats before starting logging activities.

“Show Me Home” campaign for the Department of Social Services. It helps Medicaid-eligible Missourians who are 63 or older, or adults with physical disabilities, transition out of nursing facilities and back into independent, community-based living Show-Me Home.

HealthNet Medicaid Annual Renewals Radio and Digital Campaign for the Department of Social Services.

Korean War Pinning for the Missouri Veterans Commission.

St. Louis Mass Violence-988, Show Me Hope, 988 roadside events, and 988 car magnets for the Department of Mental Health.

Adult Protective Services Recruitment TV Campaign for the Department of Health and Senior Services.

Housing Relief Program Radio & TV Campaign for the Missouri Housing Development Commission.

Waste Management/Recycling Radio Campaign for the Department of Natural Resources.

Volunteerism Radio, TV and Digital Campaign for the Missouri Community Service Commission.

Voter ID Radio Campaign and Security Fraud Radio Campaign for the Secretary of State of Missouri.

Broadband Radio Campaign for the Department of Economic Development.

Unauthorized Workers Radio and TV Campaign for the Department of Labor and Industrial Relations.

Unclaimed Medals Radio and TV Campaign, MO Scholars Radio, TV and Digital Campaign, and the MOST 529 Radio and TV Campaign for the State Treasurer’s office.

Stop Human Trafficking Radio and Digital Campaign, and Defenders Program Radio and TV Campaign for the Attorney General’s Office.

Current Contract and Related Contract Information:

Current contracts exist for the products and/or services being obtained via this RFP. A copy of the contracts can be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System located on the Internet at: https://purch.oa.mo.gov/bidding-contracts/awarded-bid-contract-document-search. In addition, all proposal and evaluation documentation leading to the award of the contracts may also be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System. Please reference the Bid number RFPS30034902200781 or the contract numbers CS220781001 through CS220781017 and Bid number RFPS30034902202661 or the contract numbers CS222661001 through CS222661004 when searching for these documents.

State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links: https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer. Then search by the contract numbers shown above when searching for the financial information.

The expenditures for fiscal year (July 1 – June 30) 2023, 2024, 2025, 2026, and 2027 (July 1, 2026 through July 22, 2026) under contract numbers CS220781001 through CS220781017 and CS222661001 through CS222661004 are as follows:

Related Contracts – Some, but not necessarily all other state agency or statewide contracts that include marketing and/or advertising services are listed below:

MS260132001 | Statewide Newspaper Advertisement Placement Services MS250212001 | Marketing/Advertising Services – Missouri State Fair for Department of Agriculture CS232008001 | Marketing Agency of Record - Division of Tourism

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Service-Disabled Veteran Enterprise and Honorably Discharged Veteran Enterprise certification or subcontract questions should be directed to the Office of Equal Opportunity (OEO) at http://oeo.mo.gov.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal closing date and time of the proposals. If not received prior to ten (10) calendar days before the proposal closing date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal closing date and time.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified closing date and time.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Statement of Work (SOW) Request Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the SOW request. The pricing pages must be completed and submitted by the vendor with the SOW request prior to the specified proposal closing date and time.

Proposal Closing date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

1.1.1 Artificial Intelligence (AI) Definitions:

a. Artificial Intelligence (AI): A machine-based system or service that can generate outputs such as content, predictions, recommendations, or decisions (i.e. virtual or real environments) influencing the environments they interact with.

b. Generative AI: Artificial intelligence (AI) service that generates new content, such as text, images, audio, code, synthetic data, or other content based on learned patterns from large data sets, including but not limited to Large Language Models (LLMs).

c. Machine Learning (ML): A type of Artificial Intelligence (AI) that helps computers and machines learn like humans, to perform tasks, and to improve their performance and accuracy through experience and exposure to more data.

d. AI Training: The computational process by which an artificial intelligence or machine learning model ingests and processes data to develop, adjust, or optimize its internal parameters, weights, or algorithms for the purpose of enabling the model to perform specified tasks, generate outputs, or make predictions. Training includes initial pre-training on large datasets, fine-tuning on domain-specific data, and any reinforcement or feedback-based optimization processes applied to the model.

e. Automated Decision-Making (ADM) Technology: Any system, software, or algorithmic process—utilizing either artificial intelligence, machine learning, or advanced rule-based logic—that automates the evaluation of data to make a decision, issue a score, or recommend a specific course of action with minimal or no human intervention.

f. AI Model: A component of an information system that implements AI technology and uses computational, statistical, or machine-learning techniques to produce outputs from a given set of inputs.

g. AI Prompt: The input, instruction, or command that a user provides to an Artificial Intelligence (AI) model to elicit a specific AI generated output, which can be in the form of text, code, images, audio, automated task or function.

h. Agentic AI: Artificial Intelligence (AI) service that exhibits a level of autonomy, proactivity, and decision-making capability, often acting as agents that can pursue goals, initiate actions, and adapt based on context without direct human prompting.

State Agency Acronyms: For purposes of the contract, a state agency shall be defined as a division, section, bureau, office, program, board, regional/district office, etc., that exists within a department of Missouri State Government. For the purposes of this document, this shall also include the Judicial and Legislative branches of the State of Missouri.

AG Missouri Attorney General DCI Missouri Department of Commerce and Insurance DED Missouri Department of Economic Development DESE Missouri Department of Elementary and Secondary Education DHEWD Missouri Department of Higher Education and Workforce Development DHSS Missouri Department of Health and Senior Services DMH Missouri Department of Mental Health DNR Missouri Department of Natural Resources DOC Missouri Department of Corrections DOLIR Missouri Department of Labor and Industrial Relations DOR Missouri Department of Revenue DPS Missouri Department of Public Safety DSS Missouri Department of Social Services GA General Assembly: Missouri House of Representatives and the Missouri Senate GO Missouri Governor’s Office ITSD Missouri OA Information Technology Services Division JUD Missouri Judiciary LTGO Missouri Lieutenant Governor’s Office MDA Missouri Department of Agriculture MDC Missouri Department of Conservation MoDOT Missouri Department of Transportation MONG Missouri National Guard MSPD Missouri State Public Defender OA Missouri Office of Administration SAO Missouri State Auditor’s Office SOS Missouri Secretary of State STO Missouri State Treasurer’s Office

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The contractor shall provide advertising services in order to assist any agency of the State of Missouri in fulfilling the goals specified by the state agency, in accordance with the provisions and requirements stated herein and to the sole satisfaction of the utilizing state agency.

Point of Contact – The contractor must function as the single point of contact for the state agency, regardless of any subcontracting arrangements for products or services, which shall include assuming responsibility and liability for all services provided. The contractor must provide the state agency with the name, address, phone number, and email contact information in the contractor’s proposal response and within five business days of any change in contractor point of contact.

Coordination of Services – The contractor shall cooperate and coordinate services with the state agency and any designees of the state agency in order for a coordinated message to be presented. The contractor shall understand that the state agency may have additional contracts with other entities for similar or related services. The contractor shall work with any such other entity to the extent required by the state agency. The contractor shall base all services and statement of work ideas with the coordinated input of appropriate state agency staff and designees including research information obtained by the state agency or its various programs/contracts.

Preferred Use Contract – The State of Missouri does not guarantee any usage of the contract whatsoever. The contractor shall understand and agree that the contract shall be construed as a preferred use contract but shall not be construed as an exclusive arrangement. Preferred use means that any state agency needing the services should use the established contract unless it is determined to be in the best interest of the State of Missouri for a state agency, at its own discretion, to obtain alternate services elsewhere. Any state agency utilizing the contract’s services may require the contractor to:

Develop and perform a complete project/campaign or any part thereof with any size budget ranging from a few thousand dollars to several hundred thousand dollars or more (hereinafter referred to as a statement of work); or

Provide services on an as needed, if needed hourly basis (hereinafter referred to as hourly needed services).

Cooperative Procurement Program – The contractor shall participate in the State of Missouri’s Cooperative Procurement Program. The contractor shall provide the products and/or services as described herein under the terms and conditions, requirements, and specifications of the contract, including prices, to other government entities in accordance with the Technical Services Act (section 67.360, RSMo, which is available on the internet at: https://revisor.mo.gov/main/OneSection.aspx?section=67.360&bid=2758&hl=). The contractor shall further understand and agree that participation by other governmental entities is discretionary on the part of that governmental entity and the State of Missouri bears no financial responsibility for any payments due the contractor by such governmental entities. The following website identifies the current members of the Cooperative Procurement Program: https://purch.oa.mo.gov/media/pdf/cooperative-procurement-program-members-listing.

Other Agencies May Order - The Division of Purchasing reserves the right to allow other state agencies and government entities (e.g. cities, counties, etc.) to order from the contract. The State of Missouri shall bear no financial responsibility for any payments due to the contractor by non-state governmental entities (e.g. cities, counties, etc.).

Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.

Minimum Experience Requirements:

The contractor must meet or exceed the following minimum experience requirements at the time of proposal submission and for the duration of the contract:

At least five (5) years’ experience in the category(ies) of service proposed and shall be a modern, professional, marketing/advertising/public relations organization.

The contractor should have experience servicing both government and non-government clients.

Qualified Vendor List Utilization and Requirements:

The state will establish a Qualified Vendor List for each of the categories stated herein. Once established, the list will identify the contractor(s) that may participate in responding to the Statement of Work (SOW) process stated herein. SOWs will be developed by the state agency to secure advertising services. See section 2.5 for information describing the SOW process.

The state agency requesting SOWs for a particular category shall notify ALL of the QVL contractors for the particular category and request submittal of a competitive SOW response in accordance with the provisions herein. All terms and conditions of the contract shall apply to all SOWs. Determination of SOW specifications for each project shall be made by the ordering state agency.

Because the State of Missouri needs multiple contractors throughout the state to effectively meet the state agencies’ demand for advertising services, the Division of Purchasing reserves the right to add more contractors subsequent to the initial award of contract(s) by conducting a separate procurement process(es) to supplement the list of qualified vendors. Qualifying vendors may be added as additional contractors subject to the same considerations identified herein regarding award of a contract.

Qualified Vendor Service Category Requirements:

For each of the following category(ies) awarded to the contractor, the contractor must comply with the requirements associated with that category. The requirements listed under such categories of service may not be all inclusive of the services that may be required in the performance of the services under the SOW, nor are the services under a particular category of service exclusive to that category.

Creative services;

Media planning and placement(s)/purchase(s);

Media production, including video, audio, and print services;

Modern and Next Generation Digital and Interactive Media Marketing Services;

Promotional/collateral material distribution and fulfillment services;

Public relations, image building, editorials, internet marketing, and publicity services; and Research and market analysis services.

Creative Services – If creative services are required by the state agency, the contractor shall provide services necessary for: (1) the creation of branding, tags, and logos, (2) the creation of advertisements produced, (3) the creation of or design for production of premium items and permanent, semi-permanent, and non-permanent point-of sale or other collateral materials, and (4) any other creative services customarily performed by an advertising agency. The contractor shall perform such services in accordance with any creative services approved by the state agency and as follows:

Prior to developing and submitting any creative concepts for the state agency, the contractor must have a creative (brainstorming) in-person, WebEx, Teams, or conference call meeting, as specified by the state agency, to discuss concepts. In addition, if required by the state agency, the contractor shall develop a creative strategy document for state agency approval based on information provided regarding the specific project. The creative strategy document shall be designed to answer specific questions regarding the goals, targets, ideas to be communicated, current thinking, etc.

In the course of creating, developing, and designing materials, advertisements, etc., if such items utilize a theme, the contractor must utilize any current theme of the state agency. However, if desired and specified by the state agency, the contractor shall develop a new brand, slogan, tagline, or logo for the state agency. Such development shall be at the sole direction of the state agency and shall be based on the results of independent market research.

The contractor shall provide a minimum of three alternative creative scripts/storyboards, scripts, ads, layouts, etc. to the state agency for review. Once presented to the state agency and as applicable, the contractor shall make any state agency requested changes as quickly as possible.

The contractor shall use images and messages that are at all times commensurate with the dignity of the State of Missouri.

Prior to final development, the contractor must submit all creative concepts to the state agency for review and comment in the form of rough layouts with written copy. After rough layout, design, and copy is approved by the state agency, the contractor shall prepare and submit comprehensive layouts to the state agency for final review and comment. The contractor shall not complete a project, nor have a project produced until the contractor receives final approval of copy and concepts from the state agency.

Once print (including point-of-sale materials) layouts are approved, the contractor’s creative personnel shall take the advertising to a final form for approval including all design, copy, and layout. Upon approval of the state agency, subcontractors may be solicited for illustration or photocopy.

Once final form advertising is approved, the contractor shall arrange for and/or provide all services necessary to supply the advertising in the format needed for the production process to occur and for the advertising to be printed.

If legal services are necessary to confirm appropriate use of a concept, name, or term that the contractor strongly feels should be used, the contractor shall be responsible for obtaining and paying for such legal services. However, with prior written approval of the state agency, legal fees connected with telemarketing and copywriting logos, names, or other terms will be reimbursed by the state agency.

Work Products/Materials – If required by the state agency, the contractor shall provide the state agency with electronic files of all finished products or materials created, developed, produced, or designed for use under the contract including text, graphics, products, or other materials.

The electronic files must be submitted in pdf format or other format mutually agreed upon between the state agency and the contractor that is viewable on personal computers.

A copy of the text, graphics, products, or other materials shall also be presented to the state agency in paper format.

Media Planning and Placement(s)/Purchase(s) – If media planning and placement(s)/purchase(s) are required by the state agency, the contractor shall perform such services in accordance with any media plan approved by the state agency and as follows:

After authorization by the state agency to proceed with services, the contractor shall order space, time, or other approved media and shall endeavor to secure the most advantageous rates available.

The contractor shall negotiate for the lowest possible rate(s) on any media placement(s)/purchase(s) on behalf of the state agency and must include negotiated maximum added value/promotional opportunities and bonus spots (if available) with appropriate written information for state agency approval prior to any purchase. The contractor shall meet with media representatives on behalf of the state agency and shall have, if and when requested by the state agency, a written evaluation of each proposal submitted by media representatives.

In making media placement(s)/purchase(s), the contractor shall understand and agree that 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. The contractor shall inform each media representative supplying space, time, or other advertising means that the contractor is not acting as an agent for the state, and that the contractor shall be solely liable for payment to the media representative. The contractor shall invoice the state for all media placement(s)/purchases(s) in accordance with the invoicing requirements herein.

· The contractor shall only be permitted to invoice the state agency for media placement(s)/purchase(s) after advertising has occurred (see the Electronic Funds Transfer, Invoicing, and Payment Requirements section herein).

The contractor shall provide appropriate traffic instructions to each media entity.

The contractor shall properly incorporate approved messages in mechanical or other necessary form and shall forward such with instructions for the fulfillment of the advertising order, and shall check and verify instructions, displays, broadcasts, or other media to be utilized to such a degree as is normally performed by advertising/marketing agencies and as regarded as good practice. Although state agency approval has been received by this time, the contractor shall be responsible for ensuring that there are no typographical errors or omissions in the final advertisements.

The contractor shall audit and verify the accuracy of all invoices from media outlets to ensure all advertisements were run and correctly billed. For advertisements not run as requested, the contractor shall either schedule a make good or give credit. The contractor must maintain and keep all records regarding make goods and credits.

Documentation and Reporting – The contractor shall prepare and maintain the following media documentation and shall submit reports to the state agency as elsewhere required herein in Administrative and Reporting Requirements.

The contractor must provide the state agency with copies of all insertion orders, change orders, and purchase orders with media/broadcast suppliers.

Additionally, the contractor shall regularly evaluate media buys, markets, stations, programming and/or daypart, time period rating points, costs, etc. and shall provide any evaluation recommendations to the state agency.

The state agency will provide the contractor with a quality master or duplicate of the advertisement that is ready for placement.

The contractor shall ensure that all broadcast advertisements contain: (1) the closed captioning of the verbal contents of the advertisement if required by Section 711 of the Communications Act, and (2) the sponsorship identification tag required by Section 73.1212 of the Federal Communication Commission’s (FCCs) Rules and such tag shall be in a format that is understandable/legible to the average listener/viewer. At a minimum, the radio tag shall be aural, and the television tag shall be visual.

Media Production, including Video, Audio, and Print Services – If media production services are required by the state agency, the contractor shall either provide or sub-contract the services required for production of final form approved advertisements within required deadlines as follows:

If video media production is approved by the state agency, the contractor shall understand and agree that the state agency may desire to have the video media production handled through the production facility operated by the Department of Elementary and Secondary Education (hereinafter referred to as DESE). Information about DESE Media Production Services can be found on the internet at: https://dese.mo.gov/communications/media-production-services. If the state agency handles the video media production through DESE Media Production Services, the contractor shall remain involved in the production by providing creative advice, etc., to the extent deemed necessary by the contractor, the state agency, and DESE Media Production Services personnel. If video media production is not handled through DESE Media Production Services, and the contractor plans to hire a subcontractor to complete the video media production work, then the contractor shall submit three written estimates for video media production services to the state agency for approval.

Estimates must include all the following as applicable for video media production, and must identify all subcontractors or other parties involved including a full address and other contact information:

· Media production fees;

· Contractor recommendation;

· Pre- and post-production costs;

· Talent fees;

· Costs for audio, music, digital, and film transfer; and

· Contractor fees associated with the production.

In the event the contractor proposes using a media production company or an individual located outside the State of Missouri, the contractor must provide the state agency with justification that the available services or facilities within the State of Missouri were not adequate to complete the required work or are not competitively priced.

· The contractor shall understand and agree that generally, all video media production shall be handled by Missouri firms and individuals, unless there is a substantial reason to obtain services out-of-state.

Once video media production is approved by the state agency, if actual charges will exceed 10% more than the written estimate, the contractor must provide and receive approval from the state agency for a revised estimate and written justification for the increase.

If audio media production is approved by the state agency, the contractor shall, if required by the state agency, obtain and submit at least three written estimates, either in an annual aggregate amount or for each radio media production, for radio media production costs for the state agency’s approval. The estimates shall include studio time, sound effect costs, needle drop music, miscellaneous materials, phone patch costs, CD copies, contractor fees, etc.

If print media production is required by the state agency, the contractor shall understand and agree that to the extent possible, the state agency will handle printing through the Office of Administration, Division of General Services, Document Solutions (hereinafter referred to as Document Solutions). Information about Document Solutions can be found on the internet at: https://documentsolutions.mo.gov/.

If the state agency handles print media production through Document Solutions, the contractor shall provide electronic files of materials along with all graphics and fonts to the state agency in camera-ready format and ready to send electronically to, and compatible with, Document Solutions. Electronic files must include color separations, linked graphics, fonts, and software specifications. The contractor shall also provide the state agency with printing cost estimates and printing specifications for all print media. The state agency will work with Document Solutions for printing the materials.

However, if required by the state agency, the contractor shall be responsible for print media production. In such case, the contractor may be required to submit at least three written estimates for production costs to the state agency for approval.

As required by the state agency, the contractor shall oversee talent payments/invoices and paperwork necessary for all talent/actors used in state agency media. The contractor shall notify the state agency for approval and shall make recommendations for all continued use/holding fees.

Modern and Next Generation Digital and Interactive Media Marketing Services – If advertising using modern digital media is required by the state agency, the contractor shall integrate these activities including, at a minimum, interactive media, social media, mobile apps, and search engine optimization/marketing. If requested by the state agency, the contractor shall perform internet site development, management, or analytics of a website. If required by the state agency, the contractor shall provide artistic direction and site aesthetic design of a state agency’s website.

The contractor must comply with state and enterprise policies, standards including technology standards, state accessibility standards, and data security standards and procedures. Detailed standards can be found on the Enterprise Architecture and Security Domain state websites at: https://oa.mo.gov/information-technology-itsd/it-governance/enterprise-architecture and https://oa.mo.gov/itsd/it-governance/enterprise-architecture/security-domain. Additional specific specifications may be included in the SOW.

The contractor shall comply with any new policies and standards that are developed and published and shall ensure their work complies with such policies and standards.

The State of Missouri’s Chief Information Officer must approve all variances from the Missouri Enterprise Architecture standards.

If applicable, all programmers provided by the contractor must adhere to and use programming standards and documentation conventions of the State of Missouri.

The contractor shall understand and agree that the contractor may be required to work with the state agency’s Information Technology (hereinafter referred to as IT) department through a specific digital or online marketing project. The state agency’s IT department will play a vital role in the development of any of the websites and mobile app development. Some of the services that may be vital in the development of the project may include the following:

Architecture Services – Assisting in the development of technical architecture including the facilitation of discipline and domain discovery workshops, technical research, documentation and writing, technical environment analysis, infrastructure analysis, infrastructure planning, and impact analysis.

Security, Privacy, and Accessibility Services – Assisting with security expertise related to IT Access Controls, Telecommunications and Networks, Management Practices, IT Policy, Classification and Control, Incident Handling, Awareness and Training, Business Continuity, Compliance, Risk Reviews, Architectures and Models, Laws, Investigations and Ethics, Application and Systems Development, Cryptography, Computer Operations Security, and Physical Controls. In addition, upon the request of the state agency, the contractor shall assist with privacy and accessibility expertise related to the Americans with Disabilities Act and Federal Section 508 compatibility reviews and solution determination and privacy issues surrounding the Health Insurance Portability and Accountability Act (HIPAA).

Mobile Application Development Services – Assisting with application development to support mobile solution implementation. At a minimum, services required shall include business analysis, systems analysis, application design, device testing, user feedback and pilot reviews, application coding/programming, application testing, logical and physical network design, diagnostic activity, load balancing and management reviews, application documentation, and technical writing. The contractor shall understand and agree that all mobile applications developed must include both Apple iOS and Android versions and all web-based applications must incorporate responsive design.

Accessibility for Individuals with Disabilities – The contractor must comply with state and enterprise policies, standards including technology standards, state accessibility standards, and data security standards and procedures. Section 191.863 of the Revised Statutes of Missouri (RSMo) requires state agencies to make information technologies accessible to individuals with disabilities. The State of Missouri’s IT Accessibility Standards provide direction for complying with section 191.863, RSMo. All products provided by the contractor including enhancements, changes, and upgrades to products shall comply with the applicable accessibility requirements of the Missouri IT Accessibility Standards, unless the contractor’s response to the request for services or SOW contains specific disclosure of product non-conformance.

· The contractor shall promptly respond to any complaint brought to its attention regarding accessibility of the products provided hereunder that were specified in the contractor’s response to request for services or SOW. The contractor shall resolve such complaints by bringing the product into compliance with the applicable Missouri IT Accessibility Standards, at no additional cost to the state. The contractor shall indemnify and hold harmless the State of Missouri and any Missouri government entity purchasing the contractor’s products from any claim arising out of the contractor’s failure to comply with the aforementioned requirements.

· The contractor must abide by the Missouri Digital Media Developers (DMD) Web Guidelines, which include the mandatory accessibility information for Section 508 and Chapter 191 compliance for any web-based systems.

Promotional/Collateral Material Distribution and Fulfillment Services – If required by the state agency, the contractor shall perform, at a minimum, the following services:

Distribution of Materials – If required by the state agency, the contractor shall distribute collateral materials such as brochures, posters, informational mailings, and other similar marketing materials including specialty advertising items, video multimedia presentations, etc., as approved by the state agency.

Fulfillment Activities – If required by the state agency, the contractor shall perform fulfillment activities to further the goals of the state agency or otherwise encourage economic development in the State of Missouri.

Merchandising Sales Program – If required by the state agency, the contractor shall administer a merchandising sales program. This program may include wholesale and retail sales of advertising specialties of the state agency.

Public Relations, Image Building, Editorials, Internet Marketing, and Publicity Services – If required by the state agency, the contractor shall perform public relations activities designed to assist in reaching the state agency goals. The contractor’s activities shall include, at a minimum, the following services:

Writing editorials for publication and performance of other public relations, image building, and publicity activities on behalf of the state agency. The contractor must coordinate any new releases in advance with the state agency and must obtain the state agency’s approval for all news releases, printed materials, and publications issued by the contractor on behalf of the state agency.

Leveraging the contractor’s media contacts to cover and use stories about the state agency or the state agency’s project.

Assisting with promotions using the internet or other existing or new electronic marketing methods.

Research and Market Analysis Services – If required by the state agency, the contractor shall perform a minimum of the following services:

The contractor shall employ research techniques to measure: (1) the impact and effectiveness of messages, creative designs, and media placement, (2) the opinions of target audience members, and (3) decision trends in the state agency project subject matter including, at a minimum, the following:

Assisting the state agency in gathering public input, at a minimum, for the following: public forums, phone of mail surveys, in-person interviewing (formal or informal), and statistical research, as necessary;

Assisting the state agency on publicizing market research and any conclusions drawn from market research;

Compiling information from standard published surveys conducted by other organizations;

Conducting market research and analysis, customer surveys, product surveys, etc.;

Providing a Library and Reference Service that may include obtaining reference material, videos, CDs, and photographs needed for state agency projects; and

Developing metrics for setting quantifiable goals…