Questions and Answers
Creative Services for Statewide Media Messaging and Development
Document #: CSP904422
Question: Are we required to submit only the three hourly rates (creative development, project execution and project management), or do we need to provide estimated hours and hourly rates to order to submit total cost? And can you please provide an example of what ancillary costs may encompass?
Answer: Although there are likely various positions under the Creative Development, Project Execution, and Project Management categories, Offerors are to provide an hourly rate for each of these three categories that encompasses all positions.
Question: Regarding Form 7C, and the line - "Description of the related services provided:" Are we to list the individual candidates role within the related services provided, or are we to state the services that the company provided?
Answer: Offerors are to provide a description of the work completed for the client listed on this form.
Question: When speaking to the "development of web content in partnership with the Agency and its other contracted partners” - would the contractor be only creating content, graphics, and page layouts - handing off to a technical team to implement? How do you foresee this process working?
Answer: The Contractor would create content, graphics and page layouts primarily. Occasionally, there may be additional needs that require the assistance of an external technical team, but those decisions will be made on a case-by-case basis.
Question: How has this worked in the past with your other agency partnerships?
Answer: This model has not been an issue in working with other agency partners.
Question: Is the agency to handle the development of the overall social strategy, including the writing and deployment of all organic social media posting for ODH? Or, would ODH have a staff member to take an overall social plan created by the contractor to handle the responsibilities of planning, writing, and deploying future posts? Or, would we be expected to create content calendars for each month of a campaign, with plans for your staff members to then write, develop, and deploy the posts? How has this worked in the past with your other agency partnerships?
Answer: The Contractor will be responsible for developing strategy and writing of social media posting. ODH typically will have a staff person deploy these posts. In specialized instances, the Contractor may be asked to help with deployment, but this likely would be rare. Depending on the campaign, the Contractor may be asked to create content calendars.
Question: The Cost Summary Form provides simplified line items. Would it be allowed to provide additional pages around further breakdowns and specifications to what we would be able to potentially include in the costs outlined in your cost form?
Answer: Yes. However, although there are likely various positions under the Creative Development, Project Execution, and Project Management categories, Offerors are to provide an hourly rate for each of these three categories that encompasses all positions.
Question: Is the Cost Summary Form to give a “ballpark idea" for the amount of hours that one (1) campaign would be?
Answer: Yes. The amount of actual hours will vary from project to project.
Question: To confirm, when looking at the Cost Summary Form, are we just to multiply our hourly rate with the given amount of estimated hours in each section? (hourly rate x 80 for Creative Development, hourly rate x 180 for Project Execution, etc.)
Answer: No. Offerors indicate on the Cost Summary Form the hourly rate for each of those categories. Although there may be different positions within Creative Development, Project Execution, and Project Management, the work should fall into these three areas.
Question: Regarding Attachments Five B, C and D - is it permitted to add an extra page or extra pages to each of the three attachments in order to provide additional copy narrative and creative samples?
Question: Within the six (6) proposal packages, can we submit digital copies of our proposals via a USB drive instead of a CD-ROM?
Answer: No, the six (6) proposal packages (hardcopies) are to be submitted as described on page 7 of the RFP. A CD-ROM is preferred for the electronic version, but a USB will be accepted.
Question: Do we submit proof of every requested type of insurance with the proposal? Or will the Department of Health gather those forms once the contract is awarded?
Answer: Yes, Offerors are to provide proof of the insurance required by the General Terms & Conditions, Attachment Three, Part Two with their proposal.
Question: The RFP asks that selected agency "Research and define the demographics of target audience(s) to determine the appropriate media approach." Is there any existing market research upon which we can rely? Or will statewide market research be part of the budget and scope?
Answer: Depending on the assigned project, research may be available for a reference. Researching and defining demographics may be required as part of the development / creation of future communications. The Contractor will gather the necessary information, if necessary, as part of the work.
Question: What is the estimated timeframe to award the contract? This will help us establish the requested estimated timeline for our scope of work. That work is set to terminate on Sept. 30, 2023, but the start date has yet to be established, which will impact budgets, scope and timeline.
Answer: The effective date will be the later of August 23, 2021 or the occurrence of all conditions precedent specified in the General Terms and Conditions. The awarded Contractor will complete multiple projects over the life of the contract with varying budgets and timelines. Budgets and timelines will be established between the Agency and the Contractor as projects are assigned. The State encourages responses that demonstrate an Offeror's understanding of the nature of the work and their ability to complete the work described in CSP904422.
Question: If media buying is part of the scope, then what is the budget? Will the Department of Health be billed directly for media buys? Or will the agency be responsible for those up-front costs?
Answer: Please see Addendum 1.
Question: In the RFP, it states: "Media spots, materials for printed publications, and postage will be reimbursed at cost. The Contractor is to submit copies of the invoices from their suppliers for media buys, materials, and postage with the itemized invoice to the Agency." This implies the media buying is a significant component of the proposal. However, in the Q&A (Inquiry: 88044), it states that the agency is not responsible for placing media. As a combination creative agency and media buyer, our team is equipped to tackle campaign development and media buying. Is media buying part of the proposed scope?
Answer: Please see Addendum 1.
Question: What is the total contract value? Or will funding be secured based on the selected proposals estimate?
Answer: For Contractor will provide services on multiple projects over the life of the contract. Budgets will vary and will be provided as projects are assigned.
Question: There is an addendum listed under this opportunity (CSP904422), but the reference RFP # is listed as CSP904822. Is there an addendum to this RFP that matches the RFP number CSP904422, or was this addendum added in error?
Answer: This was a posting error. Addendum 1 for CSP904422 is posted.
Question: Are we required to submit two letters of reference plus one additional reference (not in letter form)?
Question: Please tell us the difference between Attachment Six and Attachment Seven A? There is room for 3 references per attachment? Seems repetitive - can we assume that only one of these need to be completed?
Answer: Offerors are to list references for the company or organization on Attachment Six. For Attachment Seven A, Offerors are to list references for any key personnel identified in the proposal. The references provided may be the same. This will depend on if the key personnel worked on the listed project for the organization.
Question: Can you please tell us how many videos were produced each of the past two fiscal years? Trying to determine the content needed in order to accurately gage hours. Is it possible to share a link of previous creative work?
Answer: Multiple communications have been completed for the Agency, but an exact number is not available. Examples of the work completed can be viewed on the Agency's YouTube page at the following link: https://www.youtube.com/c/OhioDepartmentofHealth1/videos
Question: Can you please tell us the budget spent for your last two fiscal years and how these dollars were broken down?
Answer: Budgets are determined by the project. For CSP904422, the Contractor will provide services on multiple projects over the life of the contract. Budgets will vary and will be provided as projects are assigned.
Question: Is the RFP mandated?
Answer: CSP904422 will be a mandatory use contract for the Agency for the services detailed in the Scope of Work.
Question: Can you please tell us who is the incumbent? Is the State pleased with their work?
Answer: There is not an incumbent.
Question: Regarding page 55 - Attachment 9 - Cost Summary Form - Last paragraph in the RFP document Question: The last paragraph reads "Reimbursable expenses will be limited to materials for printed publications and postage, which will be reimbursed at cost". If there are other expenses outside of agency services (e.g. television production, voice talent or photography) will those also be reimbursed at cost?
Answer: Please see Addendum 1.
Question: Regarding page 55 - Attachment 9 - Cost Summary Form in the RFP document Question: Can you provide how many projects are anticipated on average in a 12-month period?
Answer: The number of projects will vary depending on the needs and priorities of the Agency.
Question: Regarding page 55 - Attachment 9 - Cost Summary Form in the RFP document Question: Are the average estimated hours per project for example purposes only or fixed?
Answer: The number of hours are estimated. The number of actual hours will vary depending on the campaign.
Question: Trying to understand the expectations of the RFP - are you asking for media placement & creative concepting and production services? Or just media or just creative/production?
Answer: The awarded Contractor will develop creative campaigns. Media placement is not part of the work.
Question: Is this RFP related to CSP CSP904922? They appear similar in nature.
Answer: The work requirements are similar. CSP904422 will have a focus of state-wide campaigns to reach all Ohioans. CSP904922 will focus on program driven campaigns designed to reach a more selective audience.
Question: My firm is interested in submitting a proposal for your Creative Services for Statewide Media Messaging and Development. Are you open to someone helping with everything except local traditional media (local radio, cable tv, etc)? Thank you for your help!
Answer: As indicated in the RFP, the Agency is seeking a strategic, creative, and passionate communications partner to provide solutions to meet the Agency's communications needs. Offeror(s) should demonstrate in their proposal how they will meet the requirements detailed in the solicitation.
- Ohio Buys Suppliers Login
- Current Contract Search
- Bid Opportunities Search
- Ohio Buys Catalog Search
- IT Release and Permit
- Telecommunication Contracts &
Cloud Services Agreements
- IT Enterprise Services Portal
- MBE & EDGE Opportunities
- State Contract Opportunities
- State Printing and Mail Services
- Procurement Related Web Links
- State Procurement Manual
- State Procurement Supplier Handbook
- Agency State Term Schedule Purchases
- FY 2018 (07/1/17-09/30/17)
- FY 2018 (10/1/17-12/31/17)
- FY 2018 (01/1/18-03/31/18)
- FY 2018 (04/1/18-06/30/18)
- FY 2019 (07/1/18-09/30/18)
- FY 2019 (10/1/18-12/31/18)
- FY 2019 (01/1/19-03/31/19)
- FY 2019 (04/1/19-06/30/19)
- FY 2020 (07/1/19-09/30/19)
- FY 2020 (10/1/19-12/31/19)
- FY 2020 (01/1/20-03/31/20)
- FY 2020 (04/1/20-06/30/20)
- FY 2021 (07/1/20-09/30/20)
- FY 2021 (10/1/20-12/31/20)
- FY 2021 (01/1/21-03/31/21)
- FY 2021 (04/1/21-06/30/21)