Arlington County Government Sealed Solicitation
Title: 21-DES-RFP-585 MARKETING SERVICES
Deadline: 8/18/2021 1:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: 21-DES-RFP-585
Description: The County is seeking qualified contractors to provide marketing services, to include but not limited to, planning, developing and implementing marketing, advertising, social media, public relations and/or outreach/grassroots and community programs.
Pre-Bid Meeting Date: 7/26/2021 9:00 AM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.
Documents:
| Documents as of 7/14/2021 |
|---|
| 21-DES-RFP-585-Marketing-Services-for-Arlington-County-Commuter-Services-Final.pdf |
| Proposal Submittal Forms.pdf |
Addition 1
Posted: 8/4/2021
Type of Addition: Addendum No. 1
Overview: Addendum No. 1 answers additional questions and clarify proposal submission.
Documents:
Addition 2
Posted: 8/18/2021
Type of Addition: In Review
Addition 3
Posted: 10/22/2021
Type of Addition: Notice of Award
Overview: Awarded to: PULSAR ADVERTISING, INC. - For Marketing Services - Marketing Communications/Advertising/Public Relations And NEONICHE STRATEGIES LLC - For Marketing Services - Outreach/Grassroots Marketing
Documents:
Question 1
Posted: 7/27/2021
Question: Are the incumbents eligible to re-compete this work?
Response: Yes.
Question 2
Posted: 7/27/2021
Question: Can you provide any metrics on how your campaigns have performed over the last 3 years?
Response: Not available
Question 3
Posted: 7/27/2021
Question: What is the estimated number/total of unique graphics needed? Will vendors have to travel to meet in-person with Arlington County staff and Task Officer? If so, how often? Will fonts, colors, logos, sizes and dimension, etc. be provided for branding? Which is needed: a rebrand or reposition in the market? Will vendors have access to county and commuter services sites, social media, newsletters, ad campaigns, blogs, etc. to monitor website traffic, clicks, opens, unsubscribes, etc. to measure success/failure of initiatives and campaigns? Does this particular department already have a strategy team? How soon is Arlington looking to execute initiatives and strategy? Will there be a development period? What kind of photographer is Arlington looking for? Is Arlington looking for vendors to update their websites (county and commuter services)? Design the website? Or is there already a web developer and designer to report to for strategy, image, text, event updates and search engine optimization? Is Arlington open to working directly with a primary agency on their big idea and branch out to subsidiary agencies to further execute the big idea? Is there an overarching Arlington message for the commuter services or separate messages for the commuter services?
Response: the estimated number/total of unique graphics needed may vary depending on the project. Anywhere from one to 25 or more. During the pandemic, meetings have been held via Teams. Prior to the pandemic, there was a once a month marketing meeting involving all staff and in-person meetings as needed. Yes, fonts, colors, logos, sizes and dimension, etc. will be provided for branding. Reposition in the market is needed. Yes, the vendor will have access to some of the Commuter Services sites; but not the County sites. Yes, but may request input from the contractor. Strategies and initiatives should begin to be developed on day one. Execution depends on funding availability. Photographer to shoot people using transit, biking, walking; transit vehicles; places around Arlington. Seeking assistance in design only of Commuter Services websites, not the County’s website. There is a web developer and web designer in place to execute the design and functionality. No, the County is not open to working directly with a primary agency on our big idea and branch out to subsidiary agencies to further execute the big idea. Commuter Services vision: ACCS is a key driver and inspiration for Arlington’s sustainable, multimodal, efficient and safe travel choices for everyone. ACCS mission: To provide Arlington residents, workers, businesses, visitors, and leaders with transportation insights, information, and resources that support a vibrant, sustainable, healthy, and inclusive community.
Question 4
Posted: 7/28/2021
Question: 1. Section VI Contract Terms and Conditions includes several additional forms, such as the CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS--PRIMARY COVERED TRANSACTIONS. To confirm, Bidders are not expected to complete these forms in addition to the Proposal Form at this time? If bidders must execute these forms with the proposal, must bidders supply an executed “Certification regarding debarment, suspension, intelligibility and voluntary exclusion” for proposed subcontractors (RFP page 43) with the proposal? 2. In Section 6, the County requests that “The Offeror shall provide information pertaining to its familiarity with federal state, local codes, statutes, requirements, regulations, standard and procedures.” To confirm, is the county looking for familiarity with accessibility and security requirements or are there other rules and regulations the County wishes bidders to be familiar with? 3. Page 12, Community Relations. Please provide a list of other contractors who may be under separate contract with the County and with other County departments. 4. We suggest you remove the requirement to have the COI form (part of the Proposal Form) notarized, as the proposal is to be submitted digitally. If that is not possible, may we supply you a scanned copy of a notarized form as evidence of notarization? 5. At the bidders’ conference you suggested paid media was ineffective because it cannot be narrowly targeted to Arlington audiences; however, in Section IV, Scope of Services, the County also notes that selected offerors will develop include TV and radio commercials, internet advertising, transit, print and outdoor advertisements. Can the County clarify? 6. The Cost Proposal requires bidders to supply a not-to-exceed quote for costs other than labor. We are not able to do this on a task-order type contract. We request you supply a plug number, so that all contractors’ prices be compared equally.
Response: 1. Offerors shall complete the certifications in Appendix A (page 42). Any proposed subcontractors shall complete the certification in Appendix B (page 44). 2. The Contractor would not need to be familiar with these requirements. Project Officer will provide necessary information related to required codes, regulations, etc. as needed. 3. All active contracts from Arlington County Government are located https://vrapp.vendorregistry.com/Contract/View/ContractList?BuyerId=a596c7c4-0123-4202-bf15-3583300ee088 4. Yes, a scanned copy of the notarized conflict of interest form is acceptable. 5. Currently, the County do not run local TV commercials, there may be a time in the future where TV commercials would fit into our strategic plan. Internet advertising, transit, print and outdoor advertisements are all part of our current plan as needed. 6. Reference Addendum No. 1.
Question 5
Posted: 7/29/2021
Question: Should the Proposer complete the Attachments to the contracts (Exhibits C,, page 36, Appendix A page 40, Appendix B page 43, Appendix D page 45, and Appendix E page 47) with the RFP response?
Response: Offerors shall complete the certifications in Appendix A (page 42) and Appendix B (page 44). Exhibits D and E will be completed by the awarded Contractor.
Question 6
Posted: 7/29/2021
Question: Do any proposed subcontractors have to complete any of the forms with the RFP response?
Response: Any proposed subcontractors shall complete the certification in Appendix B (page 44).
Question 7
Posted: 7/29/2021
Question: If a Proposer is only submitting for Category A – Marketing Communications/Advertising/Public Relations – will a Partnership Director be required as a key person?
Response: No, a Partnership Director is not required as a key person.
Question 8
Posted: 7/29/2021
Question: Under the Cost Proposal (Attachment A, page 54) can additional labor categories be added or are we limited to ten labor categories?
Response: Yes, additional labor categories may be added.
Question 9
Posted: 7/29/2021
Question: In submitting the Proposal response through the Arlington County procurement portal, are there any file size limitations?
Response: No, However, if you have questions or need assistance, please call Vendor Registry’s Customer Services (844) 247-4220 or email buyers@vendorregistry.com.
Question 10
Posted: 7/29/2021
Question: For the purposes of identifying potential partners, will the attendees to the Pre-bid Meeting be shared?
Response: Yes, the signup list will be provided.
Question 11
Posted: 7/29/2021
Question: Can an Addendum to the Proposal be provided for additional creative samples?
Response: Yes, the Offeror may suggest additional creative samples to the proposal.
Question 12
Posted: 7/29/2021
Question: Given the quantity of information requested in the Firm, Team Experience, Key Personnel Qualifications can consideration be given to either: a. Expanding the number of pages; or b. Excluding the resumes/bios provided from the page limit
Response: Yes. Per the solicitation, the Page Limit: 5, not including supporting documents, samples of work. Supporting documentation include resumes.
Posted: 8/4/2021
Type of Addition: Addendum No. 1
Overview: Addendum No. 1 answers additional questions and clarify proposal submission.
Documents:
Posted: 8/18/2021
Type of Addition: In Review
Posted: 10/22/2021
Type of Addition: Notice of Award
Overview: Awarded to: PULSAR ADVERTISING, INC. - For Marketing Services - Marketing Communications/Advertising/Public Relations And NEONICHE STRATEGIES LLC - For Marketing Services - Outreach/Grassroots Marketing
Documents:
Posted: 7/27/2021
Question: Are the incumbents eligible to re-compete this work?
Response: Yes.
Posted: 7/27/2021
Question: Can you provide any metrics on how your campaigns have performed over the last 3 years?
Response: Not available
Posted: 7/27/2021
Question: What is the estimated number/total of unique graphics needed? Will vendors have to travel to meet in-person with Arlington County staff and Task Officer? If so, how often? Will fonts, colors, logos, sizes and dimension, etc. be provided for branding? Which is needed: a rebrand or reposition in the market? Will vendors have access to county and commuter services sites, social media, newsletters, ad campaigns, blogs, etc. to monitor website traffic, clicks, opens, unsubscribes, etc. to measure success/failure of initiatives and campaigns? Does this particular department already have a strategy team? How soon is Arlington looking to execute initiatives and strategy? Will there be a development period? What kind of photographer is Arlington looking for? Is Arlington looking for vendors to update their websites (county and commuter services)? Design the website? Or is there already a web developer and designer to report to for strategy, image, text, event updates and search engine optimization? Is Arlington open to working directly with a primary agency on their big idea and branch out to subsidiary agencies to further execute the big idea? Is there an overarching Arlington message for the commuter services or separate messages for the commuter services?
Response: the estimated number/total of unique graphics needed may vary depending on the project. Anywhere from one to 25 or more. During the pandemic, meetings have been held via Teams. Prior to the pandemic, there was a once a month marketing meeting involving all staff and in-person meetings as needed. Yes, fonts, colors, logos, sizes and dimension, etc. will be provided for branding. Reposition in the market is needed. Yes, the vendor will have access to some of the Commuter Services sites; but not the County sites. Yes, but may request input from the contractor. Strategies and initiatives should begin to be developed on day one. Execution depends on funding availability. Photographer to shoot people using transit, biking, walking; transit vehicles; places around Arlington. Seeking assistance in design only of Commuter Services websites, not the County’s website. There is a web developer and web designer in place to execute the design and functionality. No, the County is not open to working directly with a primary agency on our big idea and branch out to subsidiary agencies to further execute the big idea. Commuter Services vision: ACCS is a key driver and inspiration for Arlington’s sustainable, multimodal, efficient and safe travel choices for everyone. ACCS mission: To provide Arlington residents, workers, businesses, visitors, and leaders with transportation insights, information, and resources that support a vibrant, sustainable, healthy, and inclusive community.
Posted: 7/28/2021
Question: 1. Section VI Contract Terms and Conditions includes several additional forms, such as the CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS--PRIMARY COVERED TRANSACTIONS. To confirm, Bidders are not expected to complete these forms in addition to the Proposal Form at this time? If bidders must execute these forms with the proposal, must bidders supply an executed “Certification regarding debarment, suspension, intelligibility and voluntary exclusion” for proposed subcontractors (RFP page 43) with the proposal? 2. In Section 6, the County requests that “The Offeror shall provide information pertaining to its familiarity with federal state, local codes, statutes, requirements, regulations, standard and procedures.” To confirm, is the county looking for familiarity with accessibility and security requirements or are there other rules and regulations the County wishes bidders to be familiar with? 3. Page 12, Community Relations. Please provide a list of other contractors who may be under separate contract with the County and with other County departments. 4. We suggest you remove the requirement to have the COI form (part of the Proposal Form) notarized, as the proposal is to be submitted digitally. If that is not possible, may we supply you a scanned copy of a notarized form as evidence of notarization? 5. At the bidders’ conference you suggested paid media was ineffective because it cannot be narrowly targeted to Arlington audiences; however, in Section IV, Scope of Services, the County also notes that selected offerors will develop include TV and radio commercials, internet advertising, transit, print and outdoor advertisements. Can the County clarify? 6. The Cost Proposal requires bidders to supply a not-to-exceed quote for costs other than labor. We are not able to do this on a task-order type contract. We request you supply a plug number, so that all contractors’ prices be compared equally.
Response: 1. Offerors shall complete the certifications in Appendix A (page 42). Any proposed subcontractors shall complete the certification in Appendix B (page 44). 2. The Contractor would not need to be familiar with these requirements. Project Officer will provide necessary information related to required codes, regulations, etc. as needed. 3. All active contracts from Arlington County Government are located https://vrapp.vendorregistry.com/Contract/View/ContractList?BuyerId=a596c7c4-0123-4202-bf15-3583300ee088 4. Yes, a scanned copy of the notarized conflict of interest form is acceptable. 5. Currently, the County do not run local TV commercials, there may be a time in the future where TV commercials would fit into our strategic plan. Internet advertising, transit, print and outdoor advertisements are all part of our current plan as needed. 6. Reference Addendum No. 1.
Posted: 7/29/2021
Question: Should the Proposer complete the Attachments to the contracts (Exhibits C,, page 36, Appendix A page 40, Appendix B page 43, Appendix D page 45, and Appendix E page 47) with the RFP response?
Response: Offerors shall complete the certifications in Appendix A (page 42) and Appendix B (page 44). Exhibits D and E will be completed by the awarded Contractor.
Posted: 7/29/2021
Question: Do any proposed subcontractors have to complete any of the forms with the RFP response?
Response: Any proposed subcontractors shall complete the certification in Appendix B (page 44).
Posted: 7/29/2021
Question: If a Proposer is only submitting for Category A – Marketing Communications/Advertising/Public Relations – will a Partnership Director be required as a key person?
Response: No, a Partnership Director is not required as a key person.
Posted: 7/29/2021
Question: Under the Cost Proposal (Attachment A, page 54) can additional labor categories be added or are we limited to ten labor categories?
Response: Yes, additional labor categories may be added.
Posted: 7/29/2021
Question: In submitting the Proposal response through the Arlington County procurement portal, are there any file size limitations?
Response: No, However, if you have questions or need assistance, please call Vendor Registry’s Customer Services (844) 247-4220 or email buyers@vendorregistry.com.
Posted: 7/29/2021
Question: For the purposes of identifying potential partners, will the attendees to the Pre-bid Meeting be shared?
Response: Yes, the signup list will be provided.
Posted: 7/29/2021
Question: Can an Addendum to the Proposal be provided for additional creative samples?
Response: Yes, the Offeror may suggest additional creative samples to the proposal.
Posted: 7/29/2021
Question: Given the quantity of information requested in the Firm, Team Experience, Key Personnel Qualifications can consideration be given to either: a. Expanding the number of pages; or b. Excluding the resumes/bios provided from the page limit
Response: Yes. Per the solicitation, the Page Limit: 5, not including supporting documents, samples of work. Supporting documentation include resumes.