State of Utah
Bid WA16004
5
Solicitation WA16004
Utah Office of Tourism - Social Media Strategy & Consulting Firm
Bid Designation: Public
State of Utah
6 7/15/2015 12:30 PM
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State of Utah
Bid WA16004
5
Bid WA16004 Utah Office of Tourism - Social Media Strategy & Consulting Firm Bid Number
WA16004
Bid Title
Utah Office of Tourism - Social Media Strategy & Consulting Firm
Bid Start Date
Jul 13, 2015 11:16:43 AM MDT
Bid End Date
Jul 22, 2015 12:00:00 PM MDT
Question & Answer End Date
Jul 20, 2015 12:00:00 PM MDT
Bid Contact
Windy Aphayrath Purchasing Agent State of Utah Division of Purchasing
[email protected]
Contract Duration 5 years Contract Renewal Not Applicable Prices Good for
3 years
Bid Comments
You are instructed to pay special attention to the RFP language regarding the information to be submitted with your proposal and the format of that information. Evaluation of the proposals received will be in accordance with the evaluation criteria contained herein. Cost is not the only evaluation factor. ALL questions concerning this solicitation MUST be submitted through the BidSync system. Only answers issued through the BidSync system or issued via an authorized and properly issued addendum shall be the official position of the State. Any modification to this procurement effort shall be made by addendum issued by the State Division of Purchasing. Only authorized and properly issued addenda shall constitute the official position of the State and shall be binding. Anyone submitting a response to this solicitation, with basis in or other communication or information received from sources other than through official addendum, assumes full risk including the possibility of a determination of non-responsiveness and may be rejected at the sole discretion of the State. Responses submitted in BidSync are completely secure. NO ONE can see them until after the solicitation deadline. Therefore you do not have to wait until the last minute to submit; and you may change your submission any time until the solicitation closes. If you have not completed the submission by the deadline, BidSync will reject your submission. Please plan well. Please enumerate all costs on the attached Cost Proposal Form. Do not include any cost information in the technical proposal response. --------------------------------------For details on specifications, Scope of Work, and other VERY IMPORTANT information, please see documents: WA16004 - Social Media RFP-Final WA16004 - Attachment A - Standard Terms & Conditions for Services - Agency Contract WA16004 - itscoresheet UOT SocialRFP
--------------------------------------If you have any trouble submitting your response or attaching documents in the BidSync System, please contact Vendor Customer Support at (801) 765-9245.
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Item Response Form
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If you have any trouble submitting your response or attaching documents in the BidSync System, please contact Vendor Customer Support at (801)State 765-9245. of Utah
Bid WA16004
Item Response Form
Item
WA16004--01-01 - Social Media Strategy and Consulting Firm
Quantity
1 each
Prices are not requested for this item. Delivery Location State of Utah Utah Office of Tourism 300 North State Street Salt Lake City UT 84114 Qty 1 Description A qualified firm to provide social media strategy, consulting and community building services and to develop and manage a social media-based advertising program. 6
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State of Utah
Bid WA16004
5
STATE OF UTAH
SOLICITATION NO. WA16004 Utah Office of Tourism - Social Media Strategy & Consulting Firm
RESPONSES DUE NO LATER THAN:
Jul 22, 2015 12:00:00 PM MDT
RESPONSES MAY BE SUBMITTED ELECTRONICALLY TO: www.bidsync.com RESPONSES MAY BE MAILED OR DELIVERED TO: State of Utah Division of Purchasing 3150 State Office Building, Capitol Hill Salt Lake City, Utah 84114-1061
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State of Utah
Bid WA16004
5 ATTACHMENT A: STATE OF UTAH STANDARD TERMS AND CONDITIONS FOR SERVICES This is for a contract for services (including professional services) meaning the furnishing of labor, time, or effort by a contractor. 1. DEFINITIONS: The following terms shall have the meanings set forth below: a)
“Confidential Information” means information that is deemed as confidential under applicable state and federal laws, including personal information. The State Entity reserves the right to identify, during and after this Contract, additional reasonable types of categories of information that must be kept confidential under federal and state laws.
b)
“Contract” means the Contract Signature Page(s), including all referenced attachments and documents incorporated by reference. The term “Contract” may include any purchase orders that result from this Contract.
c) “Contract Signature Page(s)” means the State of Utah cover page(s) that the State Entity and Contractor sign. d)
“Contractor” means the individual or entity delivering the Services identified in this Contract. The term “Contractor” shall include Contractor’s agents, officers, employees, and partners.
e) “Services” means the furnishing of labor, time, or effort by Contractor pursuant to this Contract. Services shall include, but not limited to, all of the deliverable(s) (including supplies, equipment, or commodities) that result from Contractor performing the Services pursuant to this Contract. Services include those professional services identified in Section 63G-6a-103 of the Utah Procurement Code. f)
“Proposal” means Contractor’s response to the State Entity’s Solicitation.
g) “Solicitation” means the documents used by the State Entity to obtain Contractor’s Proposal. h)
“State Entity” means the department, division, office, bureau, agency, or other organization identified on the Contract Signature Page(s).
i)
“State of Utah ” means the State of Utah, in its entirety, including its institutions, agencies, departments, divisions, authorities, instrumentalities, boards, commissions, elected or appointed officers, employees, agents, and authorized volunteers.
j)
“Subcontractors” means subcontractors or subconsultants at any tier that are under the direct or indirect control or responsibility of the Contractor, and includes all independent contractors, agents, employees, authorized resellers, or anyone else for whom the Contractor may be liable at any tier, including a person or entity that is, or will be, providing or performing an essential aspect of this Contract, including Contractor ’s manufacturers, distributors, and suppliers.
2. GOVERNING LAW AND VENUE: This Contract shall be governed by the laws, rules, and regulations of the State of Utah. Any action or proceeding arising from this Contract shall be brought in a court of competent jurisdiction in the State of Utah. Venue shall be in Salt Lake City, in the Third Judicial District Court for Salt Lake County. 3. LAWS AND REGULATIONS: At all times during this Contract, Contractor and all Services performed under this Contract will comply with all applicable federal and state constitutions, laws, rules, codes, orders, and regulations, including applicable licensure and certification requirements. 4. RECORDS ADMINISTRATION: Contractor shall maintain or supervise the maintenance of all records necessary to properly account for Contractor’s performance and the payments made by the State Entity to Contractor under this Contract. These records shall be retained by Contractor for at least six (6) years after final payment, or until all audits initiated within the six (6) years have been completed, whichever is later. Contractor agrees to allow, at no additional cost, State of Utah and federal auditors, and State Entity staff, access to all such records. 5. CERTIFY REGISTRATION AND USE OF EMPLOYMENT "STATUS VERIFICATION SYSTEM”: The Status Verification System, also referred to as “E-verify”, only applies to contracts issued through a Request for Proposal process and to sole sources that are included within a Request for Proposal. 1. Contractor certifies as to its own entity, under penalty of perjury, that Contractor has registered and is participating in the Status Verification System to verify the work eligibility status of Contractor’s new employees that are employed in the State of Utah in accordance with applicable immigration laws. 2. Contractor shall require that each of its Subcontractors certify by affidavit, as to their own entity, under penalty of perjury, that each Subcontractor has registered and is participating in the Status Verification System to verify the work eligibility status of Subcontractor ’s new employees that are employed in the State of Utah in accordance with applicable immigration laws. 3. Contractor’s failure to comply with this section will be considered a material breach of this Contract. 6. CONFLICT OF INTEREST: Contractor represents that none of its officers or employees are officers or employees of the State Entity or the State of Utah, unless disclosure has been made to the State Entity. 7. INDEPENDENT CONTRACTOR: Contractor and Subcontractors, in the performance of this Contract, shall act in an independent capacity and not as officers or employees or agents of the State Entity or the State of Utah. 7/15/2015 12:30 PM 8. INDEMNITY: Contractor shall be fully liable for the actions of its agents, employees, officers, partners, and
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3. Contractor’s failure to comply with this section will be considered a material breach of this Contract. 6. CONFLICT OF INTEREST: Contractor represents that none officers or employees are officers or employees of Stateof of its Utah the State Entity or the State of Utah, unless disclosure has been made to the State Entity.
Bid WA16004
7. INDEPENDENT CONTRACTOR: Contractor and Subcontractors, in the performance of this Contract, shall act in an independent capacity and not as officers or employees or agents of the State Entity or the State of Utah. 8. INDEMNITY: Contractor shall be fully liable for the actions of its agents, employees, officers, partners, and Subcontractors, and shall fully indemnify, defend, and save harmless the State Entity and the State of Utah from all claims, losses, suits, actions, damages, and costs of every name and description arising out of Contractor ’s performance of this Contract caused by any intentional act or negligence of Contractor, its agents, employees, officers, partners, or Subcontractors, without limitation; provided, however, that the Contractor shall not indemnify for that portion of any claim, loss, or damage arising hereunder due to the sole fault of the State Entity. The parties agree that if there are any limitations of the Contractor’s liability, including a limitation of liability clause for anyone for whom the Contractor is responsible, such limitations of liability will not apply to injuries to persons, including death, or to damages to property. 9. EMPLOYMENT PRACTICES: Contractor agrees to abide by federal and state employment laws, including: (i)Title VI and VII of the Civil Rights Act of 1964 (42 U.S.C. 2000e) which prohibits discrimination against any employee or applicant for employment or any applicant or recipient of services, on the basis of race, religion, color, or national origin; (ii) Executive Order No. 11246, as amended, which prohibits discrimination on the basis of sex; (iii) 45 CFR 90 which prohibits discrimination on the basis of age; (iv) Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabilities; and (v) Utah's Executive Order, dated December 13, 2006, which prohibits unlawful harassment in the work place. Contractor further agrees to abide by any other laws, regulations, or orders that prohibit the discrimination of any kind by any of Contractor’s employees. 10. AMENDMENTS: This Contract may only be amended by the mutual written agreement of the parties, which amendment will be attached to this Contract. Automatic renewals will not apply to this Contract even if listed elsewhere in this Contract. 11. DEBARMENT: Contractor certifies that it is not presently nor has ever been debarred, suspended, or proposed for debarment by any governmental department or agency, whether international, national, state, or local. Contractor must notify the State Entity within thirty (30) days if debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in any contract by any governmental entity during this Contract. 12. TERMINATION: Unless otherwise stated in this Contract, this Contract may be terminated, with cause by either party, in advance of the specified expiration date, upon written notice given by the other party. The party in violation will be given ten (10) days after written notification to correct and cease the violations, after which this Contract may be terminated for cause immediately and is subject to the remedies listed below. This Contract may also be terminated without cause (for convenience), in advance of the specified expiration date, by either party, upon sixty (60) days written termination notice being given to the other party. The State Entity and the Contractor may terminate this Contract, in whole or in part, at any time, by mutual agreement in writing. On termination of this Contract, all accounts and payments will be processed according to the financial arrangements set forth herein for approved Services ordered prior to date of termination. Contractor shall be compensated for the Services properly performed under this Contract up to the effective date of the notice of termination. Contractor agrees that in the event of such termination for cause or without cause, Contractor’s sole remedy and monetary recovery from the State Entity or the State of Utah is limited to full payment for all Services properly performed as authorized under this Contract up to the date of termination as well as any reasonable monies owed as a result of Contractor having to terminate other contracts necessarily and appropriately entered into by Contractor pursuant to this Contract. In no event shall the State Entity be liable to the Contractor for compensation for any services neither requested by the State nor satisfactorily performed by the Contractor. In no event shall the State Entity’s exercise of its right to terminate this Contract for convenience relieve the Contractor of any liability to the State Entity for any damages or claims arising under this Contract. 13. NONAPPROPRIATION OF FUNDS, REDUCTION OF FUNDS, OR CHANGES IN LAW: Upon thirty (30) days written notice delivered to the Contractor, this Contract may be terminated in whole or in part at the sole discretion of the State Entity, if the State Entity reasonably determines that: (i) a change in Federal or State legislation or applicable laws materially affects the ability of either party to perform under the terms of this Contract; or (ii) that a change in available funds affects the State Entity’s ability to pay under this Contract. A change of available funds as used in this paragraph, includes, but is not limited to, a change in Federal or State funding, whether as a result of a legislative act or by order of the President or the Governor. If a written notice is delivered under this section, the State Entity will reimburse Contractor for the Services properly ordered until the effective date of said notice. The State Entity will not be liable for any performance, commitments, penalties, or liquidated damages that accrue after the effective date of said written notice. 14. SUSPENSION OF WORK: Should circumstances arise which would cause the State Entity to suspend Contractor’s responsibilities under this Contract, but not terminate this Contract, this will be done by written notice. Contractor’s responsibilities may be reinstated upon advance formal written notice from the State Entity. 15. SALES TAX EXEMPTION: The Services under this Contract will be paid for from the State Entity’s funds and used in the exercise of the State Entity’s essential functions as a State of Utah entity. Upon request, the State Entity will provide Contractor with its sales tax exemption number. It is Contractor’s responsibility to request the State Entity’s sales tax exemption number. It also is Contractor ’s sole responsibility to ascertain whether any tax deduction or 7/15/2015 12:30 PM benefits apply to any aspect of this Contract.
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responsibilities may be reinstated upon advance formal written notice from the State Entity. State will of Utah 15. SALES TAX EXEMPTION: The Services under this Contract be paid for from the State Entity’s funds and used in Bid WA16004 the exercise of the State Entity’s essential functions as a State of Utah entity. Upon request, the State Entity will provide Contractor with its sales tax exemption number. It is Contractor’s responsibility to request the State Entity’s sales tax exemption number. It also is Contractor ’s sole responsibility to ascertain whether any tax deduction or benefits apply to any aspect of this Contract.
16. INSURANCE: Contractor shall at all times during the term of this Contract, without interruption, carry and maintain commercial general liability insurance from an insurance company authorized to do business in the State of Utah. The limits of this insurance will be no less than one million dollars ($1,000,000.00) per occurrence and three million dollars ($3,000,000.00) aggregate. Contractor also agrees to maintain any other insurance policies required in the Solicitation. Contractor shall provide proof of the general liability insurance policy and other required insurance policies to the State Entity within thirty (30) days of contract award. Contractor must add the State of Utah as an additional insured with notice of cancellation. Failure to provide proof of insurance, as required, will be deemed a material breach of this Contract. Contractor’s failure to maintain this insurance requirement for the term of this Contract will be grounds for immediate termination of this Contract. 17. WORKERS COMPENSATION INSURANCE: Contractor shall maintain during the term of this Contract, workers ’ compensation insurance for all its employees as well as any Subcontractor employees related to this Contract. Worker’s compensation insurance shall cover full liability under the worker’s compensation laws of the jurisdiction in which the service is performed at the statutory limits required by said jurisdiction. Contractor acknowledges that within thirty (30) days of contract award, Contractor must submit proof of certificate of insurance that meets the above requirements. 18. PUBLIC INFORMATION: Contractor agrees that this Contract, related purchase orders, related pricing documents, and invoices will be public documents, and may be available for public and private distribution in accordance with the State of Utah’s Government Records Access and Management Act (GRAMA). Contractor gives the State Entity and the State of Utah express permission to make copies of this Contract, related sales orders, related pricing documents, and invoices in accordance with GRAMA. Except for sections identified in writing by Contractor and expressly approved by the State of Utah Division of Purchasing and General Services, all of which must be in accordance with GRAMA, Contractor also agrees that the Contractor’s Proposal to the Solicitation will be a public document, and copies may be given to the public as permitted under GRAMA. The State Entity and the State of Utah are not obligated to inform Contractor of any GRAMA requests for disclosure of this Contract, related purchase orders, related pricing documents, or invoices. 19. DELIVERY: All deliveries under this Contract will be F.O.B. destination with all transportation and handling charges paid for by Contractor. Responsibility and liability for loss or damage will remain with Contractor until final inspection and acceptance when responsibility will pass to the State Entity, except as to latent defects or fraud. Contractor shall strictly adhere to the delivery and completion schedules specified in this Contract 20. ACCEPTANCE AND REJECTION: The State Entity shall have thirty (30) days after the performance of the Services to perform an inspection of the Services to determine whether the Services conform to the standards specified in the Solicitation and this Contract prior to acceptance of the Services by the State Entity. If Contractor delivers nonconforming Services, the State Entity may, at its option and at Contractor’s expense: (i) return the Services for a full refund; (ii) require Contractor to promptly correct or reperform the nonconforming Services subject to the terms of this Contract; or (iii) obtain replacement Services from another source, subject to Contractor being responsible for any cover costs. 21. INVOICING: Contractor will submit invoices within thirty (30) days of Contractor’s performance of the Services to the State Entity. The contract number shall be listed on all invoices, freight tickets, and correspondence relating to this Contract. The prices paid by the State Entity will be those prices listed in this Contract, unless Contractor offers a prompt payment discount within its Proposal or on its invoice. The State Entity has the right to adjust or return any invoice reflecting incorrect pricing. 22. PAYMENT: Payments are to be made within thirty (30) days after a correct invoice is received. All payments to Contractor will be remitted by mail, electronic funds transfer, or the State of Utah’s Purchasing Card (major credit card). If payment has not been made after sixty (60) days from the date a correct invoice is received by the State Entity, then interest may be added by Contractor as prescribed in the Utah Prompt Payment Act. The acceptance by Contractor of final payment, without a written protest filed with the State Entity within ten (10) business days of receipt of final payment, shall release the State Entity and the State of Utah from all claims and all liability to the Contractor. The State Entity’s payment for the Services shall not be deemed an acceptance of the Services and is without prejudice to any and all claims that the State Entity or the State of Utah may have against Contractor. 23. TIME IS OF THE ESSENCE: The Services shall be completed by any applicable deadline stated in this Contract. For all Services, time is of the essence. Contractor shall be liable for all reasonable damages to the State Entity and the State of Utah, and anyone for whom the State of Utah may be liable, as a result of Contractor’s failure to timely perform the Services required under this Contract. 24. CHANGES IN SCOPE: Any changes in the scope of the Services to be performed under this Contract shall be in the form of a written amendment to this Contract, mutually agreed to and signed by both parties, specifying any such changes, fee adjustments, any adjustment in time of performance, or any other significant factors arising from the changes in the scope of Services. 25. PERFORMANCE EVALUATION: The State Entity may conduct a performance evaluation of Contractor ’s Services, including 7/15/2015 12:30 PM Contractor ’s Subcontractors. Results of any evaluation may be made available to Contractor upon request.
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form of a written amendment to this Contract, mutually agreed to and signed by both parties, specifying any such changes, fee adjustments, any adjustment in time of performance, State of Utah or any other significant factors arising from the changes in the scope of Services.
Bid WA16004
25. PERFORMANCE EVALUATION: The State Entity may conduct a performance evaluation of Contractor ’s Services, including Contractor ’s Subcontractors. Results of any evaluation may be made available to Contractor upon request. 26. STANDARD OF CARE: The Services of Contractor and its Subcontractors shall be performed in accordance with the standard of care exercised by licensed members of their respective professions having substantial experience providing similar services which similarities include the type, magnitude, and complexity of the Services that are the subject of this Contract. Contractor shall be liable to the State Entity and the State of Utah for claims, liabilities, additional burdens, penalties, damages, or third party claims (i.e. another Contractor ’s claim against the State of Utah), to the extent caused by wrongful acts, errors, or omissions that do not meet this standard of care. 27. REVIEWS: The State Entity reserves the right to perform plan checks, plan reviews, other reviews, and/or comment upon the Services of Contractor. Such reviews do not waive the requirement of Contractor to meet all of the terms and conditions of this Contract. 28. ASSIGNMENT: Contractor may not assign, sell, transfer, subcontract or sublet rights, or delegate any right or obligation under this Contract, in whole or in part, without the prior written approval of the State Entity. 29. REMEDIES: Any of the following events will constitute cause for the State Entity to declare Contractor in default of this Contract: (i) Contractor’s non -performance of its contractual requirements and obligations under this Contract; or (ii) Contractor’s material breach of any term or condition of this Contract. The State Entity may issue a written notice of default providing a ten (10) day period in which Contractor will have an opportunity to cure. Time allowed for cure will not diminish or eliminate Contractor's liability for damages. If the default remains, after Contractor has been provided the opportunity to cure, the State Entity may do one or more of the following: (i) exercise any remedy provided by law or equity; (ii) terminate this Contract; (iii) impose liquidated damages, if liquidated damages are listed in this Contract; (iv) debar/suspend Contractor from receiving future contracts from the State Entity or the State of Utah; or (v) demand a full refund of any payment that the State Entity has made to Contractor under this Contract for Services that do not conform to this Contract. 30. FORCE MAJEURE: Neither party to this Contract will be held responsible for delay or default caused by fire, riot, acts of God, and/or war which is beyond that party's reasonable control. The State Entity may terminate this Contract after determining such delay will prevent successful performance of this Contract. 31. CONFIDENTIALITY: If Confidential Information is disclosed to Contractor, Contractor shall: (i) advise its agents, officers, employees, partners, and Subcontractors of the obligations set forth in this Contract; (ii) keep all Confidential Information strictly confidential; and (iii) not disclose any Confidential Information received by it to any third parties. Contractor will promptly notify the State Entity of any potential or actual misuse or misappropriation of Confidential Information. Contractor shall be responsible for any breach of this duty of confidentiality, including any required remedies and/or notifications under applicable law. Contractor shall indemnify, hold harmless, and defend the State Entity and the State of Utah, including anyone for whom the State Entity or the State of Utah is liable, from claims related to a breach of this duty of confidentiality, including any notification requirements, by Contractor or anyone for whom the Contractor is liable. Upon termination or expiration of this Contract, Contractor will return all copies of Confidential Information to the State Entity or certify, in writing, that the Confidential Information has been destroyed. This duty of confidentiality shall be ongoing and survive the termination or expiration of this Contract. 32. PUBLICITY: Contractor shall submit to the State Entity for written approval all advertising and publicity matters relating to this Contract. It is within the State Entity ’s sole discretion whether to provide approval, which must be done in writing. 33. CONTRACT INFORMATION: Contractor shall provide information regarding job vacancies to the State of Utah Department of Workforce Services, which may be posted on the Department of Workforce Services website. Posted information shall include the name and contact information for job vacancies. This information shall be provided to the State of Utah Department of Workforce Services for the duration of this Contract. This requirement does not preclude Contractor from advertising job openings in other forums throughout the State of Utah. 34. INDEMNIFICATION RELATING TO INTELLECTUAL PROPERTY: Contractor will indemnify and hold the State Entity and the State of Utah harmless from and against any and all damages, expenses (including reasonable attorneys' fees), claims, judgments, liabilities, and costs in any action or claim brought against the State Entity or the State of Utah for infringement of a third party ’s copyright, trademark, trade secret, or other proprietary right. The parties agree that if there are any limitations of Contractor’s liability such limitations of liability will not apply to this section. 35. OWNERSHIP IN INTELLECTUAL PROPERTY: The State Entity and Contractor each recognizes that each has no right, title, interest, proprietary or otherwise in the intellectual property owned or licensed by the other, unless otherwise agreed upon by the parties in writing. All deliverables, documents, records, programs, data, articles, memoranda, and other materials not developed or licensed by Contractor prior to the execution of this Contract, but specifically created or manufactured under this Contract shall be considered work made for hire, and Contractor shall transfer any ownership claim to the State Entity. 36. WAIVER: A waiver of any right, power, or privilege shall not be construed as a waiver of any subsequent right, power, or privilege.
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37. ATTORNEY’S FEES: In the event of any judicial action to enforce rights under this Contract, the prevailing party shall
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memoranda, and other materials not developed or licensed by Contractor prior to the execution of this Contract, but specifically created or manufactured under this Contract be considered work made for hire, and Contractor Bid WA16004 Stateshall of Utah shall transfer any ownership claim to the State Entity. 36. WAIVER: A waiver of any right, power, or privilege shall not be construed as a waiver of any subsequent right, power, or privilege. 37. ATTORNEY’S FEES: In the event of any judicial action to enforce rights under this Contract, the prevailing party shall be entitled its costs and expenses, including reasonable attorney’s fees, incurred in connection with such action. 38. PROCUREMENT ETHICS: Contractor understands that a person who is interested in any way in the sale of any supplies, services, construction, or insurance to the State of Utah is violating the law if the person gives or offers to give any compensation, gratuity, contribution, loan, reward, or any promise thereof to any person acting as a procurement officer on behalf of the State of Utah, or to any person in any official capacity participates in the procurement of such supplies, services, construction, or insurance, whether it is given for their own use or for the use or benefit of any other person or organization. 39. DISPUTE RESOLUTION: Prior to either party filing a judicial proceeding, the parties agree to participate in the mediation of any dispute. The State Entity, after consultation with the Contractor, may appoint an expert or panel of experts to assist in the resolution of a dispute. If the State Entity appoints such an expert or panel, State Entity and Contractor agree to cooperate in good faith in providing information and documents to the expert or panel in an effort to resolve the dispute. 40. ORDER OF PRECEDENCE: In the event of any conflict in the terms and conditions in this Contract, the order of precedence shall be: (i) this Attachment A; (ii) Contract Signature Page(s); (iii) the State of Utah’s additional terms and conditions, if any; (iv) any other attachment listed on the Contract Signature Page(s); and (v) Contractor’s terms and conditions that are attached to this Contract, if any. Any provision attempting to limit the liability of Contractor or limits the rights of the State Entity or the State of Utah must be in writing and attached to this Contract or it is rendered null and void. 41. SURVIVAL OF TERMS: Termination or expiration of this Contract shall not extinguish or prejudice the State Entity’s right to enforce this Contract with respect to any default or defect in the Services that has not been cured. 42. SEVERABILITY: The invalidity or unenforceability of any provision, term, or condition of this Contract shall not affect the validity or enforceability of any other provision, term, or condition of this Contract, which shall remain in full force and effect. 43. ENTIRE AGREEMENT: This Contract constitutes the entire agreement between the parties and supersedes any and all other prior and contemporaneous agreements and understandings between the parties, whether oral or written. (Revision date: 1 April 2015) 6
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State of Utah
Bid WA16004
REQUEST FOR PROPOSAL Utah Office of Tourism - Social Media Strategy & Consulting Firm Solicitation #WA16004
This Request for Proposals (“RFP”), having been determined to be the appropriate procurement method to provide the best value to the Conducting Procurement Unit, is designed to provide interested Offerors with sufficient basic information to submit proposals. It is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability. This RFP is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Code (UAC). If any provision of this RFP conflicts with the UCA or UAC, the UCA or UAC will take precedence.
PART 1: OVERVIEW AND INSTRUCTIONS PURPOSE OF REQUEST FOR PROPOSAL (RFP) The purpose of this request for proposal is to enter into a contract with a qualified firm to provide social media strategy, consulting and community building services and to develop and manage a social media-based advertising program. It is anticipated that this RFP may result in a contract award to a single contractor.
BACKGROUND The Utah Office of Tourism, Film and Global Branding is the official state agency for promoting Utah tourism and positively influencing the public’s perception of Utah. Over the past several years, our office has been slowly building our social media presence on Facebook, Twitter, Instagram, Pinterest and Google Plus though we know we are not yet utilizing these social media platforms to their full potential. We are looking for a social media agency to partner with us and lead our social media program to greater effectiveness through a thoughtful strategy, exploring emerging social media channels, strong community building activities and a targeted approach to using paid social advertising to achieve campaign and program goals. We want a firm to assist us in mobilizing, connecting, influencing, growing and engaging positive social media conversations about Utah. Some of these will take place on our social channels, however, the vast majority will not. Our agency does not feel the need to “own” these conversations, rather we want to shape the discussion, encourage participation and be a critical node in the network of social conversations about Utah’s travel opportunities and rich quality of life. Agency Overview The mission of the Utah Office of Tourism, Film and Global Branding (UOT) is to promote Utah’s travel experiences and destinations for out-of-state travelers and to promote tourismbased economic development and quality of life in Utah. Last year was a milestone year for Utah’s tourism industry, surpassing $7.5 billion in traveler spending and generating $1 billion in
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State of Utah
Bid WA16004
state and local tax revenues. To achieve continued growth in Utah’s tourism industry, UOT runs year-round marketing, public relations and travel trade programs to inspire domestic and international visitors to come to Utah and to provide trip planning and destination information to help them have an enjoyable vacation Our office currently runs two marketing campaigns annually, our winter ski campaign and a 3season campaign focused on driving visitation to our five national parks. The campaigns primarily rely on TV, out of home billboards and digital advertising to communicate our core messages. To date, social media has played a limited role in the campaigns, serving instead to highlight the range of travel experiences in the state. We expect our social media efforts to continue supporting the two top-level campaigns and serve as a vehicle to promote Utah’s travel experiences year-round. Of particular emphasis will be the promotion of lesser-known destinations and experiences to targeted audiences (e.g. stargazing at Cedar Breaks National Monument.). Digital Strategy We know that the online portion of a traveler’s decision-making process is highly fragmented, often touching many different web properties and encompassing several different content channels (digital ads, online search, web content, social media, traveler reviews). Rather than following a traditional, vertically integrated “funnel” we approach our digital strategy as a network, aiming to connect with and inspire potential visitors wherever they may be in their trip planning process. This includes organic sharing of vacation photos by travelers coming through Utah (word of mouth), inspiring photo galleries, informative “best of” and “must see” articles on our website, informative content on travel-related websites, and targeted digital advertising. An ancillary, yet important, consideration in all our communications and marketing efforts is to positively shape Utah’s brand image. We aim to use all our communications channels to work to dispel negative stereotypes of the state and introduce potential visitors, professionals considering relocation and businesses moving to Utah to the dynamic changes taking place across the state. Social Media Strategy Our social media strategy and corresponding activities are focused on three primary areas: 1. Curation: We know travelers are creating spectacular content during their visits to Utah. The credibility and authenticity in having travelers share with other travelers carries greater authority than posts generated by our office. As such, we want to curate and promote the best user-generated content on the web to celebrate the experiences travelers and residents are having in Utah. 2. Conversations: We see social media as most effective when used to bring together groups of people around shared experiences. A strong emphasis of our social program is to identify the micro-communities of individual who are passionate about the unique experiences Utah offers and to serve as a customer service outlet for prospective visitors to ask questions and
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State of Utah
Bid WA16004
receive answers from the community, a select group of Utah “ambassadors’ or from our customer support staff. 3. Content: Integral to our digital strategy is the creation of inspiring and engaging photos, videos and articles. Social media is one of the platforms to distribute this content to prospective and repeat travelers. By generating original content, we hope to reinforce our agency as the “go-to” authority on great travel experiences in Utah and to introduce travelers to great experiences that may not be aware of. We are in the process of creating a more robust editorial calendar, which will reflect our editorial priorities for our website, e-newsletter, social media, public relations activities and digital marketing. Your firm will be expected to contribute new ideas to the calendar, structure priorities and identify new opportunities where content can be used to connect to our audience. Program Goals 1. Engagement: Our most important metrics focus on the quality of engagement we’re achieving. Are we generating good conversations around Utah travel experiences? Are we creating/curating content people are re-sharing or commenting on? Strong connections are at the heart of our social media program. 2. Ambassador and community building: We want travelers to Utah to be inspired to tell their own stories on social media and see our social media efforts as a means to build a community around the shared interest of having Life Elevated Utah experiences. We should consider both online and in-person, event-driven community building activities along with the creation, management and execution of a formal ambassador program. 3. Audience expansion: We know we need to grow our audience, though our emphasis is on getting the conversation and community right through organic growth, before paying to expand the audience. Rather than taking a broad approach to audience growth, we are interested in cultivating targeted micro-communities who will have the greatest affinity for Utah’s travel experiences and will be most likely to share their experiences on their own channels. Your firm should be prepared to shape this strategy and provide tactical recommendations in how to achieve success in identifying and reaching these audiences. Across all digital channels, we measure success using a Cost Per Minute of Engagement (CPMOE) formula which divides the total ad spend for a given channel by the aggregate amount of time visitors attracted by that channel spend with our content. For example, a $20,000 ad buy generating 5,000 minutes of total engagement will have a CPMOE of $4. This allows us to compare individual components of our digital advertising buy to find the most costeffective means of reaching our audience and allows us to track our digital marketing efficacy year-to-year and campaign-to-campaign. For our social media program, we are looking to adapt this CPMOE formula to measure the results of our efforts, particularly for paid social advertising and would look to your recommendations on how to modify this metric effectively for social media. This is a summary of how we see things today. We also recognize that the social media landscape changes really quickly and we are not the experts. You are. That’s why our agency is looking to you to work with us to identify what’s most important in our social media program, build strategies and programs around these goals and help us to stay fluid and adapt as things continue to change. A more detailed scope of work is outlined below to facilitate the creation of your RFP response.
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State of Utah
Bid WA16004
A final scope of work, based on a retainer for FY16 (July 1, 2015 – June 30, 2016) of $150,000 will be co-created between UOT and the awarded offeror. The annual budget, as well as budgets for social advertising through the year will fluctuate based on UOT’s annual budget and the strategic priorities set forth within each campaign. We will adjust the contract and scope of work annually for the duration of the contract. ISSUING PROCUREMENT UNIT, CONDUCTING PROCUREMENT UNIT, AND RFP SOLICITATION NUMBER The State of Utah Division of Purchasing is the Issuing Procurement Unit for this document and all subsequent addenda relating to it, on behalf of the Conducting Procurement Unit, Utah Office of Tourism, Film and Global Branding. The reference number for the transaction is Solicitation # WA16004. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP. NOTICE: Wherever the term bid, bidder, bidding or quote appears in this solicitation or reference is made to a bid, bidder, bidding, or quote, it shall be interpreted to mean offeror, as defined in 63G-6a-103(30), RFP, or Request for Proposals, as defined in 63G-6a-103(38) and the procurement shall be conducted subject to the provisions of 63G-6a-701-711. QUESTION AND ANSWER PERIOD All questions MUST be submitted through BIDSYNC (www.bidsync.com) during the designated time for questions (“Q&A period”) listed on BidSync. Questions submitted through any other channel will not be answered. Questions may be answered in the order that they are submitted or may be compiled into one document and answered via an addendum. Answers disseminated by the State through the BidSync system shall serve as the official and binding position of the State and will constitute an addendum to this RFP. Questions, exceptions, or notification to the State of any ambiguity, inconsistency, excessively restrictive requirement, or error in this RFP, MUST be submitted as a question through BidSync during the Q&A period. Questions may be answered individually or may be compiled into one document. Questions may also be answered via addenda. An answered question or addenda may modify the specification or requirements of this RFP. Answered questions and addendums will be posted on BidSync. Offerors should periodically check BidSync for answered questions and addendums before the closing date. It is the responsibility of the Offerors to submit their proposal as required by this RFP, including any requirements contained in an answered question and/or addendums. Exceptions to scope/content of the RFP that have not been previously addressed within the Q&A period of the procurement are not allowed and may result in the Offeror’s proposal being considered non-responsive.
ADDENDUM Offerors are encouraged to periodically check BidSync for posted questions, answers and addendums. Any modification to this procurement will be made by addendum issued by the State Division of Purchasing. Addendums to this RFP may be made for the purpose of making changes to: the scope of work, the schedule, the qualification requirements, the criteria, the weighting, or other requirements of this RFP. After the due date and time for submitting a proposal to this RFP, at the discretion of the chief procurement officer or head of a procurement unit with independent procurement authority, addenda to this RFP may be
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State of Utah
Bid WA16004
limited to the Offerors that have submitted proposals, provided the addenda does not make a substantial change to this RFP that likely would have impacted the number of Offerors responding to the original publication of this RFP, in the opinion of the chief procurement officer or head of a procurement unit with independent procurement authority. Authorized and properly issued addenda shall constitute the official and binding position of the State. Any response to this RFP which has as its basis any communications or information received from sources other than this RFP or related addenda may be considered non-responsive and be rejected at the sole discretion of the State.
RESTRICTIONS ON COMMUNICATIONS From the issue date of this RFP until an Offeror is awarded a contract and the award is published, Offerors are prohibited from communications regarding this RFP with the conducting procurement unit staff, evaluation committee members, or other associated individuals EXCEPT the State of Utah Division of Purchasing procurement officer overseeing this RFP. Failure to comply with this requirement may result in disqualification.
SUBMITTING YOUR PROPOSAL By submitting a proposal to this RFP, the Offeror acknowledges and agrees that the requirements, scope of work, and the evaluation process outlined in this RFP are understood, fair, equitable, and are not unduly restrictive. Any exceptions to the content of this RFP must be addressed within the Q&A period. The Offeror further acknowledges that it has read this RFP, along with any attached or referenced documents, including the General Provisions. Proposals must be received by the posted due date and time posted on BidSync (“deadline”). Proposals received after the deadline will be late and ineligible for consideration. Electronic submission instructions: When submitting a proposal electronically through BidSync, please allow sufficient time to complete the online forms and to upload proposal documents. The RFP will end at the deadline. If an Offeror is in the middle of uploading a proposal when the deadline arrives, the system will stop the upload process and the proposal will not be accepted by BidSync, and the attempted submission will be considered late and ineligible for consideration. Electronic proposals may require uploading of electronic attachments. BidSync will accept a wide variety of document types as attachments. However, the State is unable to view certain documents. Therefore, DO NOT submit documents that are embedded (zip files), movies, .wmp, encrypted, or mp3 files. All documents must be uploaded in BidSync as separate files. Hard copy submission instructions: The preferred method of submitting your proposal is electronically through BidSync. However, proposals may be submitted in hard copy form, one (1) original and Five (5) copies of the technical proposal must be received prior to deadline at the following address: State of Utah Division of Purchasing 3150 State Office Building, Capitol Hill Salt Lake City, Utah 84114-1061. Additionally, one (1) original Cost Proposal form (see Attachment B - Cost Proposal Form) must be submitted in a separately sealed envelope delivered at the time identified in this RFP. The outside cover of the package containing the Technical Proposal shall be clearly marked “Solicitation # WA16004 – Technical Proposal” and include the deadline. The outside cover of the Cost Proposal shall be clearly marked “Solicitation # WA16004 – Cost Proposal”, and include the closing time posted on BidSync. Cost will be evaluated independently from the technical proposal, pursuant to Utah Code
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State of Utah
Bid WA16004
Annotated (UCA) § 63G-6-707(5), and as such, must be submitted separate from the technical proposal. Failure to submit cost or pricing data separately may result in your proposal being judged as non-responsive and ineligible for contract award. All proposals received by physical delivery will be date and time stamped by the State. Please allow sufficient time for delivery of hardcopy proposals. Proposals sent overnight, but not received by the deadline time will not be accepted. When submitting a proposal by physical delivery (U.S. Mail, courier service, hand-delivery, or other physical means), Offerors are solely responsible for meeting the deadline. Delays caused by a delivery service or other physical means will not be considered as an acceptable reason for a proposal being late. All costs incurred by an Offeror in the preparation and submission of a proposal, including any costs incurred during interviews, oral presentations, and/or product demonstrations are the responsibility of the Offeror and will not be reimbursed.
CONTRACT AWARD INTENT It is anticipated that this RFP may result in an award to a single contractor. LENGTH OF CONTRACT The Contract resulting from this solicitation will be for a period of five (5) years with no renewal options for additional years. Pursuant to Utah Code Annotated §63G-6a-1204(7) any contract resulting from this RFP may not exceed a period of five years The State of Utah reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract. PRICE GUARANTEE PERIOD All pricing must be guaranteed for three (3) years. Following the guarantee period, any request for price adjustment must be for an equal guarantee period, and must be made at least 30 days prior to the effective date. Requests for price adjustment must include sufficient documentation supporting the request and demonstrating a logical mathematical link between the current price and the proposed price. Any adjustment or amendment to the contract will not be effective unless approved by the Division of Purchasing. The State will be given the immediate benefit of any decrease in the market, or allowable discount. DISCUSSIONS Discussions may be conducted with the offerors who submit proposals determined to be reasonably susceptible of being selected for award, followed by an opportunity to make best and final offers pursuant to UCA § 63G-6a-707.5, but proposals may be accepted without discussions. STANDARD CONTRACT TERMS AND CONDITIONS Any contract resulting from this RFP will include, but not be limited to the State’s Standard Terms and Conditions (Attachment A). Attachment A will contain terms and conditions specific to this procurement.
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State of Utah
Bid WA16004
NOTE: If the Standard Terms and Conditions are not included, then the Standard Terms and Conditions are attached by reference. The Standard Terms and Conditions can be found at http://purchasing.utah.gov/purchasingforms.html. Exceptions and/or additions to the Standard Terms and Conditions are strongly discouraged. However, Offerors requesting exceptions and/or additions to the Standard Terms and Conditions must be submitted with the proposal. Exceptions and/or additions submitted after the date and time for receipt of proposals will not be considered. Offerors may not submit requests for exceptions and/or additions by reference to a vendor's website or URL. URLs provided with a proposal may result in that proposal being rejected as non-responsive. Offerors may submit questions during the Q&A period regarding the Standard Terms and Conditions. The State may refuse to negotiate exceptions and/or additions that are determined to be excessive; that are inconsistent with similar contracts of the procurement unit; to warranties, insurance, or indemnification provisions that are necessary to protect the procurement unit after consultation with the Attorney General's Office or other applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions; or that are not in the best interest of the procurement unit. In a multiple award, the State reserves the right to negotiate exceptions and/or additions to terms and conditions in a manner resulting in expeditious resolutions. This process may include beginning negotiations with the Offeror having the least amount of exceptions and/or additions and concluding with the Offeror submitting the greatest number of exceptions and/or additions. Contracts may be executed and become effective as negotiations are completed. If negotiations are required, Offeror must provide all documents in Microsoft Word format for redline editing. Offeror must also provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations. Any mandatorily required acceptance of an Offeror’s terms and conditions may result in the proposal being determined to be non-responsive. An award resulting from this RFP is subject to successful contract terms and conditions negotiation (if required). The State, at its sole discretion, will determine when contract terms and conditions negotiations become unproductive and will result in termination of award to that Offeror and the State may move to the next eligible Offeror.
PROTECTED INFORMATION The Government Records Access and Management Act (GRAMA), Utah Code Ann., Subsection 63G-2-305, provides in part that: the following records are protected if properly classified by a government entity: (1) trade secrets as defined in Section 13-24-2 if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63G-2309 (Business Confidentiality Claims); (2) commercial information or non-individual financial information obtained from a person if: (a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future; (b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and
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State of Utah
Bid WA16004
(c) the person submitting the information has provided the governmental entity with the information specified in Section 63G-2-309; ***** (6) records the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except that this Subsection (6) does not restrict the right of a person to see bids submitted to or by a governmental entity after bidding has closed; .... Pricing may not be classified as confidential or protected and will be considered public information after award of the contract. Process for Requesting Non-Disclosure: Any Offeror requesting that a record be protected shall include with the proposal a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the Offeror must complete the Claim of Business Confidentiality form with the following information: 1. Provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the state, and 2. Include a concise statement of reasons supporting the claim of business confidentiality (UCA § 63G-2-309(1)). 3. Submit an electronic “redacted” (excluding protected information) copy of the proposal. Copy must clearly be marked “Redacted Version.” The Claim of Business Confidentiality form may be accessed at: http://www.purchasing.utah.gov/contract/documents/confidentialityclaimform.doc An entire proposal cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY”, and if so identified, shall be considered non-responsive unless the Offeror removes the designation. Redacted Copy: If an Offeror submits a proposal that contains information claimed to be business confidential or protected information, the Offeror must submit two separate proposals: one redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as "Redacted Version"; and one non-redacted version for evaluation purposes, clearly marked as "Protected Business Confidential."
WORK FOR HIRE Contractor agrees to transfer and assign, and hereby transfers and assigns, to State of Utah, without further compensation, the entire right, title and interest throughout the world in and to: (a) all Technical Information first produced by Contractor in the performance of this Agreement; (b) all Intellectual Property resulting from Contractor’s activities under this Agreement; (c) all Intellectual Property relating to any Deliverables under this Agreement; and (d) creations and inventions that are otherwise made through the use of State of Utah or its affiliates’ equipment, supplies, facilities, materials and/or Proprietary Information. All such Technical Information and Intellectual Property that are protectable by copyright will be considered work(s) made by Contractor for hire for State of Utah (as “works made for hire” is defined in the United States Copyright Act, 17 U.S.C. § 101) and will belong exclusively to the State of Utah. If by operation of law any of such Technical Information or Intellectual Property is not owned in its entirety by the State of Utah
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State of Utah
Bid WA16004
automatically upon creation, Contractor agrees to transfer and assign, and hereby transfers and assigns, same as stated in the first sentence of this Section
TRAVEL TIME AND EXPENSES Travel time/expenses/mileage, meals, car rental, and/or stipends expenses will not be reimbursed unless specifically noted. Travel expenses for authorized trips will be reimbursed at then-current State of Utah per diem rates. The State will not pay for travel time. Invoices for permissible non-per diem travel related expenses must include applicable receipts.
INTERVIEWS AND PRESENTATIONS Interviews and presentations may be held at the option of the State. Offerors invited to interviews or presentations shall be limited to those offerors meeting or exceeding a technical score of 600 points (75% of total technical points available). Representations made by the offeror during interviews or presentations shall become an addendum to the offeror's proposal and shall be documented. Representations must be consistent with the offeror's original proposal and may only be used for purposes of clarifying or filling in gaps in the offeror's proposal. The procurement officer shall establish a date and time for the interviews or presentations and shall notify eligible offerors of the procedures. Interviews and presentations will be at the offeror's expense.
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State of Utah
Bid WA16004
PART 2: SCOPE OF SERVICES AND REQUIREMENTS DETAILED SCOPE OF WORK AND ADDITIONAL REQUIREMENTS We have included below a preliminary scope of work to begin defining the specific initiatives and tactics your firm will perform as part of this contract. Upon successful award of the contract, we anticipate our first project together will be to roll up our sleeves and redefine this scope of work based on your feedback, expertise and firm’s strengths. For now, take this as our attempt to articulate our goals, expectations and measurables to our prospective social media firm. We know it won’t be a perfect match to our final scope of work, but this will provide the information you need to submit an RFP response showcasing your firm’s strength and allow the RFP committee to make an informed and fair evaluation of each of the proposals we receive. Develop and iteratively refine social media strategy Collaborate with our team to craft our year-round social media strategy, articulating specific goals and actions, campaigns and opportunities for growth. This strategy will form the backbone of the work your firm performs for our agency. Weekly or bi-weekly meetings will be used to further refine this strategy, based on the performance of the past month’s actions and UOT’s upcoming initiatives. In these sessions we expect your team to be highly consultative, drawing on your team’s experience to highlight successes and failures in the past month’s work project and guide our social program toward greater success. This strategic planning process will require us to determine which metrics we will use to evaluate the success of the program and set milestones for us to reach each year. We do not expect reporting to require a significant amount of time for your agency, instead preferring to track a few key metrics. Your firm should expect to present in person twice annually to our Board of Directors at our board meetings and deliver at least one hour-long educational session to our partners at our annual tourism conference. As part of the strategic planning, we expect your agency to be an active participant in the editorial calendar planning discussions to provide feedback on which types of content have been most successful, which influencers are producing great work and what topics have been of greatest interest on social networks. Social Listening, and Curation We have experienced great engagement and audience growth from simply being good listeners on social media, commenting on photos, celebrating a successful day on the trail or helping provide a recommendation for a prospective traveler planning a trip to Utah and we would like to increase our capabilities in this area. We know that user-generated content carries tremendous credibility in the eyes of prospective travelers and social listening provides us with a wellspring of great content, stories and traveler experiences. While we’ve had success in this area, we know that more deliberate uses of social listening and curation tools would pay big dividends to our program. Thus far, we’ve run into three limitations in our ability to become social curation ninjas.
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State of Utah
Bid WA16004
1. We’re limited in the staff time we’re able to devote to social listening. We’re working on freeing up additional staff resources to devote to this effort, in particular to using Twitter as a live travel concierge. You should expect that we are able to commit 3-4 hours of staff time per day to our social effort. 2. We’ve found difficulty in using social listening tools, which are most often geared toward facilitating brand mentions. Travelers are posting information on dozens, if not hundreds, of destinations without necessarily tagging us or using a specific Hashtag. 3. Even with a broad keyword list, it can be difficult to quickly identify and prioritize posts to respond to. The volume exceeds our capacity to respond individually and we look to you to set some structure or workflow on distilling all the posts down to the very best and how our staff can use small slices of time for the greatest benefit. We will look to you to recommend a social listening/response strategy including the time your firm is able to spend responding to inquiries on our behalf and which listening/posting/curation tools best meet our needs and facilitate billing for these tools. Editorial Calendar – Planning & Coordination Posting Your consulting efforts should assist us in experimenting to find the optimal frequency, time of day and content to post to our social networks and use this information to guide the content in our editorial calendar. If your firm recommends re-Gramming or cross-posting of content, please advise our staff in securing necessary copyright approvals from content creators. We will need your firm to identify, approve and coordinate freelance content creators, including contracts and payments. We anticipate the bulk of content for our social media feeds coming from 1) User-generated content and 2) freelance content creators and want to ensure your proposal to us sufficiently prioritizes this aspect of our work together. Social Advertising/ Social Promotions To date, UOT has focused our efforts on organic reach and content distribution and would like to begin integrating paid social advertising into our social media programs. We would like our paid social advertising efforts to: 1. Pair new travel content with highly targeted audiences who will be most receptive to these experiences. We think of this as “atomizing” or broad marketing campaigns to specific audience segments. For example, we might create a photo essay of a long backpacking trip in Canyonlands national park and promote this to backpackers, or a stargazing/dark skies article to avid watchers of the TV show Cosmos. 2. Give us a more nimble digital marketing presence, particularly in winter, to promote great ski conditions to audiences who might be likely to travel on short notice for great skiing opportunities. 3. Promote new content we’ve created for our website and social media channels, e.g. a new photo essay, video or editorial article. 4. Acquire new followers or grow our opt-in email mailing list. We want you to apply your creativity to create compelling, even captivating social media promotions. From a Hashtag campaign to a cross-media scavenger hunt, a photo contest to in-
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State of Utah
Bid WA16004
market promotion we want your great ideas to infuse our social channels with fun and serendipity and give users a compelling reason to want to follow us. Ambassador Programs: We know that there is a community of passionate Utah travel enthusiasts, many of whom have active social followings. We would like to develop a formalized ambassador program to utilize the talents of these individuals and extend their reach within the social media community. We know that posts from influencers and ambassadors carries greater authority and authenticity than posts coming from our agency. At this point, we anticipate the creation of a two-tiered ambassador program. Our informal program is a level of recognition earned by visiting a specific number of destinations and posting images from their visits to our social account. Our Mighty Five ambassador program is an example of this. Travelers who visit all five of Utah’s national parks can post photos of their visits to our Facebook page and receive a letter of recognition signed by Utah’s Governor, a Mighty Five t-shirt and a collection of other items. To date, we have not engaged with the members of this group beyond providing them with the recognition for their accomplishments. Given that these individuals have traveled in the state, they may be receptive to future engagement on our behalf. We would like your agency to take the lead in developing a second, more exclusive, tier of ambassadorship, which requires a far greater commitment by the participant and will provide them with greater rewards for their efforts. We anticipate loosely basing our program off the success of the “Disney Moms” group and including the following requirements: Our selected ambassadors will: - Post a specific number of photos to their social media accounts. - Respond to a specific number of traveler questions on travel forums like TripAdvisor.com. Any community rating systems, e.g. “thumb’s up” will need to be included in the evaluation criteria to ensure quality responses. - Use influencers across a variety of online platforms, similar to Travel Oregon’s approach. http://traveloregon.com/ask-oregon/experts/. - Share their enthusiasm and travel expertise through written and video content posted to our website, travel guide and social media channels. Participation is for at least one year and participants who successfully complete each quarterly goal will receive a reward that increases with value for each quarter completed. For example, completing the first quarter requirements would reward the ambassador with a GoPro. Completing all four quarters would include the ambassador on an all-expense paid Utah travel experience. - Work with our public relations agency to create an ambassador-based FAM (familiarization) trip for journalists who want to write about experiencing Utah from a local’s perspective. MANDATORY MINIMUM REQUIREMENTS/QUALIFICATIONS This section contains mandatory minimum requirements/qualifications that must be met in order for an
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offer to be considered responsive. If required, Offerors shall include a detailed narrative outlining how the proposed solution meets the following minimum mandatory requirements. For ease of evaluation, an Offeror’s proposal must be a point-by-point response, addressing in detail each area of the mandatory minimum requirements and/or qualifications. Failure to meet any one of the mandatory requirements/qualifications will result in the proposal being rejected pursuant to UCA § 63 G-6a-704 and the proposal will not move forward in the evaluation process. All of the items described in this section are non-negotiable. A rejection of a proposal due to a proposal not meeting mandatory minimum requirements can occur at any time in the evaluation process.
1- Include bios of staff working directly with our account. Who will be the day-to-day lead on our account? 2- Provide three examples of how you successfully used social media to achieve your client’s business objectives. Please be explicit in how you determined the program’s strategy, set goals and measured the effectiveness of your efforts at achieving the business objectives. 3- Describe at least one other ambassador/influencer program your team has developed for a client. What was the structure of the ambassador relationship? How were the roles/responsibilities articulated? How did you protect the integrity of the client’s brand? 4- Describe at least one paid social advertising campaign (promoted posts, targeted ads, etc.) your firm has completed for a client. Please describe the campaign’s goals, budget, tactics and measured successes. Were you able to calculate a return on the initial investment? How? 5- Provide three references we may contact
EVALUATION CRITERIA/TECHNICAL PROPOSAL To determine which proposal provides the best value to the State, the evaluation committee will evaluate each responsive and responsible proposal that has not been disqualified or rejected using the criteria described in Attachment C: RFP Evaluation Score sheet (“Attachment C”) For ease of evaluation, the proposals must provide a point-by-point response, addressing in detail each area of the evaluation criteria, including addressing how the point-by-point response addresses the issues discussed in this RFP. The criteria are not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the criteria to evidence the Offeror’s capability to provide the State with a solution.
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State of Utah
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Bid WA16004
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PART 3: INFORMATION REQUIRED IN SUBMISSION OF A RESPONSE PROPOSAL FORMAT Proposals should be concise, straightforward and prepared simply and economically. Expensive displays, bindings, or promotional materials are neither desired nor required. However, there is no intent in these instructions to limit a proposal’s content or to exclude any relevant or essential data. All materials submitted become the property of the State. Materials may be evaluated by anyone designated by the state as part of the proposal evaluation committee. Materials submitted may be returned only at the State's option. Organize the proposal using each of the following specific headings. Failure to format the proposal as follows may result in disqualification. 1.
Section Title: RFP Form. The State’s Request for Proposal form completed and signed by the Offeror.
2.
Section Title: Executive Summary. The executive summary is to briefly describe the Offeror's proposal. This summary should highlight the major features of the proposal. The reader should be able to determine the essence of the proposal by reading the executive summary.
3.
Section Title: Protected Information. All protected/proprietary information must be identified in this section of the proposal by completing the Claim of Business Confidentiality referenced in Section 1.13. If the Offeror’s proposal contains protected/proprietary information (refer back to the Protected Information section of this RFP for additional information), then Offeror must submit a redacted copy of the proposal at the same time Offeror submits its proposal. The redacted copy of the Offeror’s proposal must be submitted in compliance with other sections of this RFP. If there is no protected information, write “None” in this section. Failure to comply with this Section and Section 1.13 of this RFP releases the State from any obligation or liability arising from the inadvertent release of Offeror information.
4.
Section Title: Potential Conflicts of Interest. Offeror must identify any conflict, or potential conflict of interest, that might arise during the contract. If no conflicts are identified or expected, write “None” in this section.
5.
Section Title: Exceptions and/or Additions to the Standard Terms and Conditions. Proposed exceptions and/or additions to the Standard Terms and Conditions must be submitted in this section. Offeror must provide all proposed exceptions and/or additions, including an Offeror’s terms and conditions in Microsoft Word format for redline editing. Offeror must also provide the name, contact information, and access to the person(s) that will be directly involved in terms and conditions negotiations. If there are no exceptions or additions to the Standard Terms and Conditions, write “None” in this section.
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State of Utah
Bid WA16004
6.
Section Title: Mandatory Requirements. As described in Section 2.2, Offeror must provide the required narratives that demonstrate compliance with the stated Mandatory Minimum Requirements/Qualifications. Offeror’s failure to meet any one of the mandatory requirements will result in the proposal being classified as non-responsive and will be rejected under the provisions of the Utah Procurement Code.
7.
Section Title: Detailed Technical Proposal. This section should constitute the major portion of the proposal and must be a concise overview of the Offeror's assessment of the work to be performed, the Offeror’s ability and approach, and the resources necessary to fulfill the requirements. This section should demonstrate the Offeror's understanding of the desired overall performance expectations, deliverables, if any, and outcomes. Clearly indicate any options or alternatives proposed. In any case wherein the Offeror cannot comply with a provision outlined in the “Detailed Scope of Work”, such inability must be stated in response to the applicable requirement. For ease of evaluation, the Detailed Technical Proposal Section must be a point-by-point response, addressing in detail each area of the questions outline in the proposal evaluation section 4. Detailed Scope of Work and Requirements and Attachment C Evaluation Criteria. Proposals will be evaluated against the proposal evaluation criteria noted in the Scope of Work and Attachment C: RFP Evaluation Score sheet (“Attachment C”).
8.
Section Title: Cost Proposal. Please enumerate all costs on Attachment B - Cost Proposal Form. Cost will be evaluated independently from the Detailed Technical Proposal and must be submitted separately from the Detailed Technical Proposal. Inclusion of any cost or pricing data within the Detailed Technical Proposal will result in the proposal being judged as non-responsive for violation of UCA § 63G-6a-707(5).
Cost 20% of total scoring: - Agency’s blended hourly rate – 10% - Agency’s media buying commission – 10%
ERRORS IN PROPOSALS Pursuant to UAC R33-7-403, the following shall apply to the correction or withdrawal of an unintentionally erroneous proposal, or the cancellation of an award or contract that is based on an unintentionally erroneous proposal. A decision to permit the correction or withdrawal of a proposal or the cancellation of an award or a contract shall be supported in a written document, signed by the chief procurement officer or head of a procurement unit with independent procurement authority. (1) Mistakes attributed to an offeror's error in judgment may not be corrected. (2) Unintentional errors not attributed to an offeror's error in judgment may be corrected if it is in the best interest of the procurement unit and correcting the error maintains the fair treatment of other offerors. (a) Examples include: (i) missing signatures;
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Bid WA16004
(ii) missing acknowledgement of an addendum; (iii) missing copies of professional licenses, bonds, or insurance certificates, provided that copies are submitted by the deadline established by the chief procurement officer or head of a procurement unit with independent procurement authority to correct this mistake; (iv) typographical errors; (v) mathematical errors not affecting the total proposed price; or (vi) other errors deemed by the chief procurement officer or head of a procurement unit with independent procurement authority to be immaterial or inconsequential in nature. (3) Unintentional errors discovered after the award of a contract may only be corrected if, after consultation with the chief procurement officer or head of a procurement unit with independent procurement authority and the attorney general's office or other applicable legal counsel, it is determined that the correction of the error does not violate the requirements of the Utah Procurement Code or applicable administrative rules.
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State of Utah
Bid WA16004
PART 4: RESPONSE EVALUATION PROPOSAL EVALUATION All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, rules, policies and the evaluation criteria established in the RFP. Each Offeror bears sole responsibility for the items included or not included within the response submitted by the Offeror. A committee will evaluate proposals against the weighted criteria identified. Each area of the evaluation criteria must be addressed in detail in proposal. Proposal Evaluation Process Stage 1: Initial Review In the initial phase of the evaluation process, the conducting procurement unit will review all proposals timely received. Unacceptable proposals (non-responsive proposals not conforming to RFP requirements or unable to meet the minimum and/or mandatory requirements) will be eliminated from further consideration. Stage 2: Technical Proposal Evaluation Acceptable proposals will be forwarded to the evaluation committee. Proposals will be evaluated based on the responses your firm provides to the questions below. Please note, these responses account for 80% of the total RFP scoring. Social Media RFP Questions/Scoring We want your best thinking. We hope you will carefully evaluate our requests, challenge our assumptions where necessary and craft responses that fully address our needs while making your firm stand out from the pack. Only firms receiving a technical score of 75% (60 points) or greater will be invited to participate in the oral presentations. A separate assignment, used for evaluation of firm’s capabilities will be given to those firms invited to participate in the oral presentations. Question 1: 250 points Given the program goals and scope of work listed above, provide a detailed proposal on the specific services, programs and initiatives your firm would develop and execute based on a hypothetical $250,000 total annual budget ($150,000 retainer + $100,000 media). Be specific in strategies as well as the details of the campaign (platforms used, type of advertising, sources of content, etc.) Note: You may provide percentages of total budget allocation in this section, however inclusion of specific hourly rates will result in disqualification of your submission per
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State of Utah
Bid WA16004
RFP procurement rules. Question 2: 50 points How will you propose measuring the effectiveness of our social media campaign? What specific measures are most important and how will you use these metrics to refine our day-to-day social media strategy? Question 3: 40 points What strategies would you employ to maximize the effectiveness of a $15,000 social mini-campaign to promote late-season spring skiing with 2 feet of new snow in the forecast? Question 4: 50 points Describe a successful content-based social campaign your firm has created and executed. What was the budget? How did you measure success? Question 5: 40 points How can state DMO agencies, like ours, be most effective in using social media to promote first-time as well as repeat visitation? Question 6: 50 points How would you propose encouraging travelers to Utah to share their vacation photos with their friends and family on their own social networks? How might you track the effectiveness of this effort? Question 7: 50 points What are ways you anticipate targeting our paid social advertising effort for maximum effectiveness? Question 8: 80 points Describe your ideal scenario for an ambassador program? How would you screen possible participants, what actions would you request/require of ambassadors, how would you protect against posting off-brand content and how would you evaluate the participation of each ambassador? What rewards would you recommend offering? Question 9: 50 points Describe your firm’s experience working in the travel sector and/or working for clients looking to influence specific behaviors without directly “owning” the final sale. Question 10: 40 points How would you propose setting up a comprehensive listening station to capture conversations about the full range of Utah travel experiences? Question 11: 50 points Describe the processes and strategies your firm employs to create a productive, consultative relationship with your clients.
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State of Utah
Bid WA16004
Question 12: 50 points How do you see social media being used to positively influence the perception of Utah?
Technical Proposal Threshold Offerors that achieve a minimum of 600 technical points (75% of total technical points available) will proceed to Stage 3 Oral Presentations. Offerors with a score of less than the required technical score will be deemed unacceptable and ineligible for further consideration.
Stage 3: Oral Presentations Firms successful in the technical evaluation will advance to Stage 3, Oral Presentations. Oral presentations will be made at the offerors expense. Oral presentations will be scheduled for August 18, 2015. The offeror’s original proposal cannot be changed in any aspect at the oral presentation. The oral presentation will provide offerors the opportunity to bring to the attention of the Evaluation Committee any aspects of their offer that may contribute to the selection of their response. It is an opportunity for offerors to sell the merits of their submission. The procurement officer shall establish a date and time for the oral presentations and will notify eligible offerors of the protocols, procedures, and structure of the oral presentations. Oral presentations will be made at the offeror’s expense. Offerors invited to oral presentations will be required to address a specific scenario that will be sent to the finalists prior to the date and time scheduled. A committee will evaluate the finalists’ presentations based on the criteria and weights outlined in the score sheet, including: 1) Detailed proposal (125 points) a. Clearly ties campaign strategy to agency/industry goals (75) b. Clarity and completeness of campaign plan (50) 2) Audience segmentation and targeting (125 points) a. Demonstrates techniques to effectively target skiers/snowboarders (75) b. Effectiveness of demographic/psychographic segmentation methods (50) 3) Plan to measure effectiveness a. Clearly articulates campaign effectiveness measures (75) b. Plans measurements realistically & effectively meet stated goals (50) 4) Campaign tactics (125 points possible) a. Creativity of proposal (40) b. Effective use of proposed social channels/campaign mediums (45) c. Effectively balances paid & organic engagement (40)
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State of Utah
Bid WA16004
Stage 4: Cost Proposal Evaluation Firms successful in the technical evaluation will advance to Stage 3, Cost Proposal Evaluation as follows: Evaluation Criteria
Points
Agency Blended Hourly Rate
130 points
Agency Media Buy Commission
130 points
Total Cost Points Possible:
260 Points
The offeror with the lowest total rate/commission will receive the maximum amount for each criterion, per the evaluation score sheet. All other offerors will receive points as determined by the ratio* of their rate/commission to the lowest cost. Final cost scores will be calculated based on the following: *Ratio Calculation: Points assigned to each offeror’s cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. An Offeror whose Proposed Price is more than double (200%) the Lowest Proposed Price will receive no points. The formula to compute the points is: Cost Points x (2Proposed Price/Lowest Proposed Price).
COST-BENEFIT ANALYSIS The Utah Procurement Code §63G-6a-708, requires a cost-benefit analysis to be completed by the State if the highest score awarded by the Evaluation Committee, including the score for cost, is awarded to a proposal other than the lowest cost proposal, and the difference between the cost of the highest scored proposal and the lowest cost proposal exceeds the greater of $10,000 or 5% of the lowest cost proposal. The statute outlines the procedures and processes to be used by the State prior to making a final award. AWARD OF CONTRACT After the evaluation and final scoring of proposals is completed, the procurement officer shall award the contract as soon as practicable (except as provided in Section §63G-6a-708 Cost Benefit Analysis) to the eligible responsive and responsible offeror with the highest score. The State reserves the right to award the contract(s) to a technically qualified lower cost offeror(s) in the event the high scoring offer is determined to not be the best value offered to the State, based on a cost benefit analysis.
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State of Utah
Bid WA16004
All offerors should note that Section 63G-6a-402(6) UCA requires the issuing procurement unit, for the duration of any contract awarded through this RFP, to make available contact information of the winning contractor to the Department of Workforce Services in accordance with Section 35A-2-203 of the Utah Code. This requirement does not preclude a contractor from advertising job openings in other forums throughout the state.
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State of Utah
Bid WA16004
Solicitation Number WA16004 COST PROPOSAL Attachment B
Offeror’s Name __________________________ Cost is to be submitted based on the following:
Agency Blended Hourly Rate:
$________ per/hr.
Media buying commission (as % of media purchased) ____________ The offeror with the lowest blended hourly rate will receive the maximum 130 points and the lowest media commission will receive the maximum 130 points. All other offerors in each criterion will receive points as determined by the ratio* of their rate/commission to the lowest rate/commission. Final cost scores will be calculated based on the following: *Ratio Calculation: Points assigned to each offeror’s cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. An Offeror whose Proposed Price is more than double (200%) the Lowest Proposed Price will receive no points. The formula to compute the points is: Cost Points x (2Proposed Price/Lowest Proposed Price).
(Any deviation from this format may result in disqualification of proposal) Do not submit cost information within your technical proposal response. Cost is to be submitted as a separate attachment. Inclusion of any cost information in the technical proposal response may be grounds for disqualification.
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State of Utah
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Bid WA16004
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State of Utah
Bid WA16004
TITLE OF PROJECT AND SOLICITATION # (to be inserted by the Division of Purchasing) RFP EVALUATION SCORESHEET Score will be assigned as follows: Firm Name:
1 = Poor, fails to address the requirements in the RFP
Evaluator:
2 = Fair, addresses the requirements described in the RFP unsatisfactorily 3 = Good, addresses all requirements described in the RFP satisfactorily
Date:
4 = Very Good, addresses all the requirements described in the RFP and may exceed some 5 = Superior, addresses all requirements and exceeds them
RFP Section
Minimum Mandatory Requirements 1 2 3 4 5 6
Notes
Evaluation
3 examples of campaigns meeting client business goals At least one ambassador program Paid social advertisting Three references we may contact
FALSE
Scoreable Technical Criteria 1 2 3 4 5 6 7 8 9 10 11 12
Detailed proposal for social media services Measurement strategy for social media effectiveness Mini-ski campaign -shoulder season Describe a successful content-based social campaign Promoting non-Mighty5 or ski destinations How will they encourage social sharing Paid social advertising strategy Ambassador program strategy Describe firm's travel experience or similar industry Social media listening Productive client-agency relationship Social to influence public perception of Utah
RFP Section 4 4 4 4 4 4 4 4 4 4 4 4
Evaluator Score 3 5 3 4 5 2 0 0 0 0 0 0 0%
Criteria Weight 50 10 8 10 8 10 10 16 10 8 10 10
% of Tech Criteria 31.3% 6.3% 5.0% 6.3% 5.0% 6.3% 6.3% 10.0% 6.3% 5.0% 6.3% 6.3%
Points Possible 250 50 40 50 40 50 50 80 50 40 50 50 800
RFP Section 4
Evaluator Score 3
Criteria Weight 50
% of Oral Criteria 100%
Points Possible 250
15 10
15.0% 10.0%
75 50
15 10
15.0% 10.0%
75 50
15 10
15.0% 10.0%
75 50
8 9 8
8.0% 9.0% 8.0%
40 45 40 500
Double Check Meets Minimum Percentage of Technical Points
13 Detailed proposal for social advertising with $50k budget. a. Clearly ties campaign strategy to agency/industry goals b. Clarity and completeness of campaign plan. 14 Audience segmentation and targeting a. Demonstrates techniques to effectively target skiers/snowboarders b. Effectiveness of demographic/psychographic segmentation methods 15 Plan to measure effectiveness a. Clearly articulates campaign effectiveness measures b. Plan's measurements realistically & effectively meet stated goals 16 Campaign tactics (creative execution, placement, etc.) a. Creativity of proposal b. Effective use of proposed social channels/campaign mediums c. Effectively balances paid & organic engagement Double Check RFP Section
Cost
Proceed to Scoring
100% Low Cost Option
Offered Cost
Percent of Total
Points Possible #DIV/0!
Total
Strengths and Weaknesses - Score Justification
150 50 24 40 40 20 0 0 0 0 0 0 324 Total
Strengths and Weaknesses - Score Justification
150
0 Points Earned 0
* Purchasing will use the following cost formula: The points assigned to each offerors cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. An offeror whose Proposed Price is more than double (200%) the Lowest Proposed Price will receive no points. The formula to compute the points is: Cost Points x (2- Proposed Price/Lowest Proposed Price).
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State of Utah
Question and Answers for Bid #WA16004 - Utah Office of Tourism - Social Media Strategy & Consulting Firm
Bid WA16004
5
Overall Bid Questions Question 1 Hello, I'd love clarification on the budget. Is it $250k or $150k? See below... $250k Given the program goals and scope of work listed above, provide a detailed proposal on the specific services, programs and initiatives your firm would develop and execute based on a hypothetical $250,000 total annual budget ($150,000 retainer + $100,000 media). Be specific in strategies as well as the details of the campaign (platforms used, type of advertising, sources of content, etc.) $150k A final scope of work, based on a retainer for FY16 (July 1, 2015 – June 30, 2016) of $150,000 will be co-created between UOT and the awarded offeror. The annual budget, as well as budgets for social advertising through the year will fluctuate based on UOT’s annual budget and the strategic priorities set forth within each campaign. We will adjust the contract and scope of work annually for the duration of the contract. Can you let me know what the correct figure is? Thanks, Rob Harper (Submitted: Jul 15, 2015 11:49:24 AM MDT) Answer - The $150,000 is the annual retainer for the firm's services. The additional $100,000 is a budget for purchasing social advertising. This is essentially a pass-through expense, though we expect firms will charge a commission on the media purchased. (Answered: Jul 15, 2015 12:28:13 PM MDT) Question Deadline: Jul 20, 2015 12:00:00 PM MDT
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