Opportunity Detail

Questions and Answers

Worker Safety Campaign
Document #:  CSP902618


Question:   Can you please provide some clarification on the case studies needed in the Offeror Prior Projects Section? For example, for the Creative Services section do you need (12) case studies across each of the four topics? Or, if some case studies extend across multiple topics does that work? Same goes for Media (9 total case studies?) and Public Relations (6 total case studies?)

Answer:   Offerors are to use Attachment 5 B, C and D when providing the 3 previous examples. Offerors' answers must provide the required examples on each line item that is being scored. If example experience can covers multiple items within one project that is acceptable or the Offeror can provide separate Attachment 5 B, C and D for each line item of the Offeror Prior Projects being scored.

Date: 6/30/2017

Inquiry: 44625


Question:   Understanding that the entire budget is $2,000,000, and that our cost submittal should only cover anticipated services and production expenses for the two categories for which we are submitting, will we be penalized or eliminated if our cost submittal and a desired third category agency exceeds the overall budget? Or will negotiations be conducted between DAS and the desired 1-3 vendors to bring the budget in line?

Answer:   Each category is assigned cost points per the RFP instructions. Offeror must confirm they do not assume there will be an opportunity to negotiate any aspect of the proposal, as required on page 26 of the RFP. The Offeror shall read the Terms and Conditions regarding negotiations.

Date: 6/30/2017

Inquiry: 44624


Question:   Attachment Two: Proposal Requirements, under Item 7, requests Offeror Candidate Forms. Must these be filled out for every key member listed under Item 6, the Staffing Plan? If so, are the references requested for other clients or for previous employers?

Answer:   Per the RFP instructions found on page 28 and 29, Offeror Candidate Forms Attachment Seven A, B and C shall be filled out completely for each key candidate referenced. Candidate references are to show their experience for 3 prior projects. Offeror shall follow the directions as listed in the RFP.

Date: 6/30/2017

Inquiry: 44624


Question:   Can you provide some clarification on the number of case studies needed within the prior projects section for each service (Creative Services, Media Services, Public Relation Services). Please advise how to use Attachment 5 B, C, & D. They are all the same attachment yet on pages 16-18 of the RFP they ask for case studies that address specific questions/topics. For example, in the Creative Services section, are you looking for 12 case studies for the four different topics or if we have case studies that extend across all four topics, would that be fine?

Answer:   Offerors are to use Attachment 5 B, C and D when providing the 3 previous examples. Offerors' answers must provide the required examples on each line item that is being scored. If example experience can covers multiple items within one project that is acceptable or the Offeror can provide separate Attachment 5 B, C and D for each line item of the Offeror Prior Projects being scored.

Date: 6/30/2017

Inquiry: 44623


Question:   What is the reporting process for this work who would we be reporting to internally at BWC?

Answer:   The selected supplier/s team/s will work with staff from the BWC Communications Department and Division of Safety and Hygiene.

Date: 6/30/2017

Inquiry: 44619


Question:   Are we to understand that it is your intention to re-brand this campaign and move away from Better Business Starts with Safety, Safety Starts at BWC?

Answer:   This RFP relates to a new campaign with specific objectives that are different from the objectives of "Better Business Starts with Safety, Safety Starts at BWC".

Date: 6/30/2017

Inquiry: 44619


Question:   Could you please share available data about prevalence of workplace injuries in Ohio? For example, average, or top workers compensation claim profiles, trends in specific areas of the state, top industries for BWC, or the most common injuries, and demographic data about those impacted by injuries?

Answer:   Please check the following resources that have information addressing the question: Results from the Survey of Occupational Injuries and Illnesses for Ohio: https://www.bwc.ohio.gov/employer/programs/safety/SOII/default.asp BWC Better Business Starts with Safety web pages: https://www.bwc.ohio.gov/employer/programs/safety/besafe/default.aspx In 2014, utilizing mostly internal resources, BWC initiated a marketing and safety campaign project to address safety issues in various industry sectors. Some of the materials developed through this effort include injury statistics and can be found on this web page: https://www.bwc.ohio.gov/home/current/mediasite/safetycampaign.asp

Date: 6/29/2017

Inquiry: 44580


Question:   Do subcontractors need to complete the Affirmative Action Plan or just the Offeror?

Answer:   Only the Offeror is required to have an approved Affirmative Action Plan by the State. Offerors should apply for this on the Ohio EOD website at http://das.ohio.gov/Divisions/EqualOpportunity.aspx.

Date: 6/26/2017

Inquiry: 44562


Question:   If weve filled out a Supplier Information form for a previous State of Ohio RFP, do we need to fill out the form again? Or will we just need to resubmit our W9?

Answer:   Registered Suppliers do not need to submit the Supplier Information Form. To check if you are registered as a supplier with the State of Ohio or to update your supplier information please go to http://www.supplier.obm.ohio.gov/. A W9 should be submitted with your proposal.

Date: 6/26/2017

Inquiry: 44560


Question:   What is the target audience of the campaign? Is it employers, employees, or general population?

Answer:   The audience should be addressed as a recommendation in the proposal. A targeted audience will be determined as the contracted company/companies work with the agency.

Date: 6/26/2017

Inquiry: 44559


Question:   Is there a variance in the committees to decide each component?

Answer:   No, all three components will be evaluated by the same consensus team.

Date: 6/26/2017

Inquiry: 44559


Question:   Do you have a start date in mind?

Answer:   Tentatively September 1st for an award date.

Date: 6/26/2017

Inquiry: 44559


Question:   Is there leeway on what order the three categories can be submitted?

Answer:   Yes, as long as they are clearly marked. They can be submitted in separate binders as well.

Date: 6/26/2017

Inquiry: 44559


Question:   Can the agency just use ideas from all the different proposals to create one final concept?

Answer:   No, the agency will not use components from other proposals. The concept will be created with the winner of the bid and the agency.

Date: 6/26/2017

Inquiry: 44559


Question:   If submitting a USB drive with the proposals, are multiple copies required or just one?

Answer:   Only one USB is required. Please include this with the original copy of your technical proposal.

Date: 6/26/2017

Inquiry: 44559


Question:   On the cost summary form, how are reimbursables accounted for?

Answer:   Reimbursements will not be part of the evaluation.

Date: 6/26/2017

Inquiry: 44559


Question:   Has a campaign like this been done before by the agency? If so, what is different this time?

Answer:   A standalone campaign like this is something new. Its the first large scale PR/Educational campaign for this agency.

Date: 6/26/2017

Inquiry: 44559


Question:   We are wondering if there is a Letter of Intent required.

Answer:   A letter of intent is not required.

Date: 6/26/2017

Inquiry: 44553


Question:   We are planning on submitting a proposal, which will include all three components. Can you clarify if we need to submit three different proposals or can it be a comprehensive proposal that includes all three sections?

Answer:   Each proposal category (Creative Services, Media Services and Public Relations) will be evaluated and scored separately and independently of the other sections. If you are submitting a proposal for more than one section you need to clearly label each section with in the binder or submit a separate bidder fore each section.

Date: 6/26/2017

Inquiry: 44553


Question:   Do the Certification Affirmations starting on page 26 need to be notarized?

Answer:   No

Date: 6/26/2017

Inquiry: 44507


Question:   Please furnish a bid package, including specifications and instructions.

Answer:   RFP packages are not physically distributed. The RFP and all specifications and instructions can be found on our web page https://procure.ohio.gov/proc/index.asp under bid opportunities.

Date: 6/26/2017

Inquiry: 44552


Question:   Is the State open to/interested in media training for spokespeople?

Answer:   Only as it would relate to executing the elements of the winning strategy.

Date: 6/22/2017

Inquiry: 44514


Question:   Are there currently traditional/broadcast/social media monitoring tools in place? If so, which tools?

Answer:   BWC currently uses simple tracking such as Google searches and Twitonomy, to track mentions/placement.

Date: 6/22/2017

Inquiry: 44513


Question:   How will internal press and communications staff integrate with the agency? Are there internal teams designated/focused on this effort?

Answer:   The successful Offeor(s) will work with the BWC Communications Department, as well as individuals from the Division of Safety and Hygiene. The Offeror will be responsible for the production of all deliverables, including, where applicable, in an electronic format that can be used by BWC, without restriction.

Date: 6/22/2017

Inquiry: 44512


Question:   In selecting previous work of similar scope/budget: is this $2MM for total marketing campaign of which PR is a part, or $2MM focused budget for PR?

Answer:   The exact mix of the three components have not been determined. It is incumbent on the Offeror to determine what mix is most effective.

Date: 6/22/2017

Inquiry: 44511


Question:   How will success be measured from an earned media perspective?

Answer:   The Offeror may recommend the metric by which success is measured. They may vary, based on the specific elements of the strategy. That said, we believe changing behaviors is more important than output such as news releases or Tweets sent.

Date: 6/22/2017

Inquiry: 44510


Question:   Is the Division of Safety & Hygiene efforts included in the budget? Is this part of the overall ask?

Answer:   The successful Offeror will work with the Division of Safety & Hygiene to better understand its programs and ways in which its existing programs can be leveraged to support the campaign. The $2 million budget is outside the normal budget for DSH.

Date: 6/22/2017

Inquiry: 44500


Question:   What are priority audiences from an earned media perspective, how do they rank?

Answer:   In general, all Ohio workers, particularly those in industries prone to slips, trips, falls, overexertions, and driving incidents could be targets. We expect specific audiences to materialize through the course of this RFP and subsequent development of the campaign with the successful Offeror(s).

Date: 6/22/2017

Inquiry: 44509


Question:   Do subcontractors need to submit all proof of insurance?

Answer:   No, the Offeror shall submit proof of Insurance as indicated on "2. Proof of Insurance" on page 31.

Date: 6/22/2017

Inquiry: 44506


Question:   Do out-of-state subcontractors need to be registered through the Ohio Secretary of State if the Offeror is registered?

Answer:   The Offeror and its subcontractors will have proper registration to perform the proposed work. Offeror shall contact the Ohio Secretary of State on all registration questions.

Date: 6/22/2017

Inquiry: 44505


Question:   What are the KPIs you measure?

Answer:   The Offeror may recommend the metric by which success is measured. They may vary, based on the specific elements of the strategy.

Date: 6/22/2017

Inquiry: 44499


Question:   Do subcontractors need to fill out Attachment 7 A, B, & C for each staff member?

Answer:   Offeror(s) should follow the directions listed in the RFP on filling out these forms, starting on page 28, in addition to the information required for subcontractors.

Date: 6/22/2017

Inquiry: 44504


Question:   Can we submit a redlined version of the contract?

Answer:   As listed in "Requirements 1.h.", on page 26, Offerors shall affirm that the Offeror does not assume there will be an opportunity to negotiate any aspect of the proposal. The expectation is that exceptions to Terms and Conditions will be provided in a list, not redlined version.

Date: 6/22/2017

Inquiry: 44503


Question:   Is there an opportunity to participate in the pre-proposal conference via phone or webex?

Answer:   No

Date: 6/22/2017

Inquiry: 44501


Question:   How is success going to be measured?

Answer:   The RFP will be evaluated and scored as listed in TABLE 3 - TECHNICAL PROPOSAL EVALUATION, beginning on page 16. For the resulting Work, the Offeror may recommend the metric by which success is measured. They may vary, based on the specific elements of the strategy.

Date: 6/22/2017

Inquiry: 44498


Question:   Is out of pocket production (TV/print/digital/etc production) and PR production part of the $2MM budget or are they separate? If separate, is there a budget for out of pocket cost?

Answer:   The $2 million is inclusive of all cost for the term of the contract.

Date: 6/22/2017

Inquiry: 44496


Question:   Are working media dollars (paid media buy) separate from the $2MM budget? If separate, do you have a budget for paid media or do you want a zero based plan?

Answer:   The paid media buy is part of the total $2 million.

Date: 6/22/2017

Inquiry: 44495


Question:   Can you please share more about the in-house marketing and communications team at Ohio BWC, and their capabilities?

Answer:   BWCs communication team is responsible for all internal and external communications, including web, printed materials, video and audio recordings, correspondence and media relations/social media. The design team consists of four designers, two who design primarily for print, and two who design primarily for electronic mediums. We also have a videographer and photographer. There are three individuals who manage public relations, including media relations, social media and events. Supporting the business communications needs (promoting programs, developing correspondence, etc.) of BWCs divisions are four public information officers. All fall under a director of communications.

Date: 6/22/2017

Inquiry: 44474


Question:   In selecting previous work of similar scope/budget for media: is this $2MM for total marketing campaign of which media is a part, or $2MM in actual media buy dollars?

Answer:   The $2 million is inclusive of all costs for the term of the contract. The scope/budget of your highlighted previous work should be similar to the scope/budget of the section(s) of the RFP you are bidding on this time.

Date: 6/22/2017

Inquiry: 44497


Question:   Is the $2MM budget the total for the, roughly, two year contract?

Answer:   Yes

Date: 6/22/2017

Inquiry: 44493


Question:   Is there a preference to in-state or out-of-state offeror?

Answer:   There is not an In-State preference for this RFP.

Date: 6/22/2017

Inquiry: 44508


Question:   Can we submit the electronic version via flash drive or must it be a CD-ROM?

Answer:   USB drive is acceptable.

Date: 6/22/2017

Inquiry: 44502


Question:   Is the media spend included in the overall $2 million budget? Are we supposed to put forth a suggested media budget and PR reimbursable when completing the cost proposal? The box is grayed out and it does not appear we are to enter anything on those lines.

Answer:   The $2 million does include the media spend. We expect the proposal to be inclusive of all costs, including PR, with the strategy recommending at least general allocations for each of the three components. In cases where a vendor is vying for only one portion, they should keep in mind that their portion is only one component of a total $2 million spend.

Date: 6/22/2017

Inquiry: 44474


Question:   If we are responding to all three components (creative, media and public relations), do we submit three separate proposals, or one complete proposal, with one holistic work plan, staffing plan, etc.?

Answer:   Each proposal category (Creative Services, Media Services and Public Relations) will be evaluated and scored separately and independently of the other sections. If you are submitting a proposal for more than one section you need to clearly label each section with in the binder or submit a separate bidder fore each section.

Date: 6/22/2017

Inquiry: 44474


Question:   May the electronic copy be provided on a USB drive instead of a CD-ROM?

Answer:   USB drive is acceptable.

Date: 6/22/2017

Inquiry: 44474


Question:   Will the selected vendor or Ohio BWC implement social media programs?

Answer:   We expect the chosen vendor to provide a strategy to incorporate social media. While we will be open to various solutions, our initial assumption is that ongoing management of social media will be by BWC personnel.

Date: 6/22/2017

Inquiry: 44474


Question:   The RFP is divided into three categories for scope of work (creative, media and PR). If we are to pursue all three, can we submit an integrated scope of work and staffing plan? Or, should we submit those separately? If they are to be submitted separately, will we submit three completely separate sets of binders, or have three separate scope of work sections, staffing plans and team qualification sections within one proposal?

Answer:   Each proposal category (Creative Services, Media Services and Public Relations) will be evaluated and scored separately and independently of the other sections. If you are submitting a proposal for more than one section you need to clearly label each section with in the binder or submit a separate bidder fore each section.

Date: 6/22/2017

Inquiry: 44444


Question:   Can you please let me know who the incumbent is for this solicitation?

Answer:   This a new project, there is no incumbent.

Date: 6/13/2017

Inquiry: 44400


Question:   How long are the videos are you looking to have?

Answer:   The proposal should contain recommendations for the most effective type and length of videos. We do not anticipate them to be in-depth training videos, but will entertain all ideas presented in the proposals.

Date: 6/13/2017

Inquiry: 44378


Question:   Do you have incentives for any research participants?

Answer:   If this refers to any research conducted by the successful vendor to determine effective messaging and branding, BWC expects any related costs to be included in the proposal, as part of the overall $2 million.

Date: 6/13/2017

Inquiry: 44378


Question:   Do you have a more specific target audience identified?

Answer:   The proposal should include recommendations for targeting, but we expect that the successful vendor will ultimately work with BWC to determine those targeted audiences.

Date: 6/13/2017

Inquiry: 44378


Question:   Is the whole state of Ohio the focus for this?

Answer:   Yes

Date: 6/13/2017

Inquiry: 44378


Question:   What training tools do you currently have in place to incorporate in the campaign?

Answer:   BWC currently has 14 web-based training courses ranging in length between 45 minutes and 2-hours; A variety of brochures, tools and resources on the BWC website. As this project progresses, we plan to develop more materials in the form of smart phone apps, brochures, and brief training modules that address each of the three elements of the campaign.

Date: 6/13/2017

Inquiry: 44378


Question:   What do you mean high value audiences on pg 4?

Answer:   High-value simply means targeted audiences. This could include a specific industry, size of employer, statewide employer organizations, labor unions, or anything more specific than the general public.

Date: 6/13/2017

Inquiry: 44378


Question:   Any specific deliverables break outs such as number of videos, radio spots and tv spots?

Answer:   We expect the proposals to reflect a recommended mix of media, as well as a general indicator of the amount necessary to conduct an effective campaign.

Date: 6/13/2017

Inquiry: 44378


Question:   Who is implementing social media?

Answer:   We expect the vendor to incorporate social media into their proposed strategy. BWC has and does utilize Twitter and YouTube accounts, but that does not preclude additional recommendations.

Date: 6/13/2017

Inquiry: 44378


Question:   What is the actual budget?

Answer:   The budget is listed on the cost summary page, page 63. BWC does not have a break down by category to publish.

Date: 6/13/2017

Inquiry: 44378


Question:   Is there a previous firm who won this last time or is this a new RFP? Who?

Answer:   No. This is a new project.

Date: 6/13/2017

Inquiry: 44378


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Inquiry period ended:  6/30/2017 8:00:00 AM