Addendum 2 to DOH Immunizations Marketing Campaign. This addendum serves as notice of the following answers provided by the Department:

Transcription

1 Addendum 2 ITB DOH Immunizations Marketing Campaign DATE: April 13, 2018 TO: FROM: SUBJECT: Prospective Vendors Diana Trahan, Central Purchasing Office Addendum 2 to DOH This addendum serves as notice of the following answers provided by the Department: Questions and Answers Q1) Whether companies from Outside USA can apply for this? (like,from India or Canada) A1) Yes. Q2) Whether we need to come over there for meetings? A2) Yes. Q3) Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) A3) No. Q4) Can we submit the proposals via ? A4) No. See Section of the RFP. Q5) Can you please send me the scoring sheets as well as the submitted proposals for the previous RFP? A5) No, the submitted proposals and any information from them are exempt from public records disclosure during this solicitation. Q6) We understand that the Department of Health is seeking an agency for an immunization marketing campaign. Our firm is a federally and state certified WOSB and has conducted such campaigns for the National Office of the American Lung Association. As we'd like to submit a proposal, would you kindly send us the RFP? Page 1 of 6

2 A6) The RFP can be accessed through the following link: Q7) Is this different than the marketing campaign that was put out a couple months back? A7) There have been some changes made to the RFP, it is not identical. Q8) If so, why was it put out again? A8) The Department decided to revise the RFP. Q9) Other than the scoring evaluation, how does this RFP DOH differ from RFP DOH which was also for Immunizations Marketing Campaign? A9) Changes were made to Sections ; 4.5.2; and 6.2. Q10) Is this solicitation a rebid of RFP #DOH that had a close date of 01/24/2018? If so, what led to the rebid? If not, is there a difference between the two solicitations (i.e. audience) that led to the release of this second solicitation? A10) See the answers to Q7; Q8 and Q9. Q11) Although this would be a statewide initiative, are there certain geographic priorities or hard to reach markets that should be emphasized under this campaign? A11) Yes. Q12) Can you please let us know what changed or what happened? A12) See answer to Q9. Q13) What is different from the original DOH proposal? A13) See question Q9 and its response. Q14) What is the anticipated start date for the campaign? A14) See Section Q15) Who will be grading this RFP? Please share the names of the department team evaluating and grading proposals submitted. A15) The names of the evaluators are not relevant to submission of a proposal and the Department will not release them at this time. Evaluators are selected in compliance with section (16)(a), Q16) On page 18, is the section cited next to campaign budget plan intended to read # ? A16) Yes. Page 2 of 6

3 Q17) What is defined as administrative costs per ? A17) Costs that are needed for Respondent overhead and spending. Q18) Are you intending for administrative costs to represent the fees for developing the advertising plan, managing the buy and reporting successes? A18) Yes. Q19) In regards to the budget, are you wanting ad production (i.e. development of TV commercial, print ad, digital ad assets, etc.) to be represented within the line item of brand identity, creative design and website or media buy and ad placement? A19) Yes. Q20) Does the department allow for a media commission for the selected agency within its budget? A20) No. Q21) With the exception of the PUR 1000, PUR 1001, and Addendum #1 documents, is the Title Page plus pages 2 26 the complete RFP in its entirety? Please confirm. A21) Yes. Q22) Campaign budget plan It says respondents are required to submit a complete campaign budget plan. Please confirm that this is following the selection of the respondent of record and not part of the proposal/submission of qualifications. A22) A complete budget plan must be included in the proposal. Q23) 3.3 Minimum Qualifications In addition to the completed Title Page and Attachment A for the three references, please confirm that through are all that respondent is needed to reply to for this RFP. A23) Proposals should address all areas indicated in Section 3.0. Q24) 3.3 Minimum Qualifications In past RFPs to which my company has responded, the information is very specific as to how the requesting entity wanted us to prove our experience and knowledge in the advertising, marketing and branding industry. This detailed information had a direct correlation to the Evaluation Criteria and scoring. In this RFP, are we open to interpretation on how we provide the information and what we present to demonstrate such things as agency qualifications, key personnel expertise, examples of our work, budgets handled, company licensing and insurance information, etc., when addressing the statement respondent must demonstrate a minimum of five years of marketing experience within the last five years. Respondent will indicate specialization or expertise and number of years of prior experience with the following: Public Page 3 of 6

4 Health, Integrated Marketing, Media Buying Media Production, Web/Interactive, Social Media, Influencer Marketing, Public Relations. Respondent must have a strong knowledge of Florida s population, demographics; demonstrable skill in maximizing funds and creating measurable consumer habit change and successful campaign outcomes. A24) Yes Q25) It seems the information requested in 3.3 Minimum Qualifications doesn t seem to exactly correlate to the scoring system. For example, how does the evaluation team score on Ability to create brand and style guide if you are not requesting support documentation as to the respondent s ability to having done so or do so per the RFP? A25) Proposals should demonstrate required experience requested in Section 3.3. and will be scored accordingly. Q26) Depending on the response to the above item #4 and if it becomes requested by the agency for respondents to provide more detailed information, is it possible to obtain an extension on the deadline for submission of RFPs? If the answers to the questions submitted by respondents are anticipated to be posted on April 13th (but not guaranteed), it leaves respondents very little time to provide additional detailed information, package accordingly as requested per the RFP, make copies, bind, and ship. The RFPs would have to be coordinated over the weekend and shipped Monday, April 16th for Tuesday, April 17th delivery before 3PM. A26) No extensions will be granted, see answer to question 21. Q27) The link you are providing for respondents to receive information is: However, when I go to this and do a VBS Search and fill out the appropriate information requested (Advertisement Type, Agency, Number, Title), it tells me that 0 (zero) results are found. Are we supposed to fill out the Commodity Code (UNSPSC Commodity and code or keyword) and if so, please advise as to the code in order to access the information. It is inaccessible otherwise. A27) Click on Search Advertisements, under Agency choose Department of Health, choose Advertisement Search and scroll down to the advertisement number you are looking for and click on it to take you to the RFP. Q28) Do you currently have an advertising/marketing agency who is providing the same or similar services as those you are requesting in this RFP? a) if so, what is the duration of time in which they been working with you? b) if so, what would be the reason for the solicitation seeking a new advertising/marketing team? c) if so, in what areas did they excel and in what areas do you feel there is room for improvement? A28) No. Page 4 of 6

5 Q29) Under 6.2 "Evaluation Criteria," the last item references "Campaign Budget Plan Section # " Please confirm that the intended section for reference is # or clarify otherwise. A29) See question Q16 and its response. Q30) Can a health care marketing firm that is located outside the State partner with a Florida based firm on this RFP (i.e. partnering with a media firm)? A30) The Department will not provide legal advice or advice on how to structure a proposal. Q31) Do you anticipate hosting an on site presentation with the finalist agencies before rewarding the contract? A31) No. Q32) Are Respondents to provide qualifications and examples for conducting the scope of work as outlined in Section and also ? May we use the abbreviated scope outlined for the Evaluation Criteria as headings for these sections, or do you prefer another way to organize our responses? A32) See Section 4.2, Proposal Format, and specifically Q33) Is there an incumbent agency? Is so, are they participating in this bid? A33) See question Q27 and its response. Q34) Which individuals will be participating on the proposal evaluation committee? A34) See question Q15 and its response. Q35) Is there an opportunity for agencies to present to the committee prior to bid being awarded? A35) See question Q30 and its response. Q36) In regard to the budget, what is the expected allocation of working vs. non-working dollars (e.g. media buys vs. agency fees)? A36) None required Q37) Are you required to accept the lowest bid? A37) See Section 6.3, The Department will award to the responsible, responsive Respondent determined to be the most advantageous to the state. Q38) Under the Scope of services, does the agency has to develop the strategy as part of the proposal (Year,1, Year 2, and Year 3)? A38) This question is unclear and cannot be answered. Q39) Will the evaluation Criteria include a score the campaign strategy? Page 5 of 6

6 A39) See Section 6.2 for Evaluation Criteria. Q40) Does to proposal format need to match the evaluation criteria points? A40) See Q31 and its response. Q41) Do we need to develop the entire campaign strategy according to the evaluation criteria on 6.2? A41) See question Q31 and its response. Q42) Do we need to create the final artwork or we will manage on an advisory capacity the internal DOH graphics department for final production? A42) Create the final artwork. Q43) Will the agency include a Cost proposal worksheet? A43) No. Q44) Do we need to include a media plan alongside the budget? ie: Actual placement in TV, radio, OOH, digital? A44) Yes. Q45) When does the media buying begin since we have a yearly media budget: After the Website? A45) Yes. Q46) Will the agency or DOH will be doing the media buying? A46) The Respondent will do the media buying. Q47) We participated on the previous DOH and they were all rejected. Can you please let us know what changed or what happened? A47) See questions Q8 and Q9 and their responses. Q48) What is different from the original DOH proposal? A48) See question Q9 and its response. Q49) Can these questions be answered via or we have to wait for them to be posted online? A49) No. Page 6 of 6