Fill - Free fillable SNHD 22RFP001 COVID 19 Media Services (Triadex Services) PDF form

REQUEST FOR PROPOSALS

FOR

COVID-19

MEDIA SERVICES

SNHD-22RFP001

JULY

22,

2021

280 S. DECATUR BLVD.

AS VEGAS, NEVADA 89107

TABLE OF CONTENTS

I. INTRODUCTION

A. Purpose ....................................................................................................................... 1

B. Entity Information ...................................................................................................... 1

C. Anticipated Contract Term and Funding ................................................................... 1

D. Ethics in Procurement ................................................................................................ 1

E. Conflict of Interest ..................................................................................................... 1

II. SCOPE OF SERVICES ...................................................................................................... 2

A. Project Description .................................................................................................... 2

B. Project Tasks .............................................................................................................. 2

C. Project Activities ........................................................................................................ 2

D. Project Deliverables ................................................................................................... 3

III. TIMETABLE & PROVISIONS

A. Timetable ................................................................................................................... 4

B. Authorized Contact .................................................................................................... 4

C. Questions ................................................................................................................... 4

D. Deadline to Submit Proposals.................................................................................... 4

E. Proposal Submission.................................................................................................. 4

F. Late Proposals............................................................................................................ 4

IV. REQUIREMENTS

A. Proposer Requirements ............................................................................................. 4

B. Proposal Requirements .............................................................................................. 4

1. Cover Letter ........................................................................................................ 5

2. Project Understanding ........................................................................................ 5

3. Project Methodology .......................................................................................... 5

4. Project Media Plan ............................................................................................. 5

5. Experience and Qualifications............................................................................ 5

6. Portfolio Samples ............................................................................................... 5

7. Cost Proposal ...................................................................................................... 6

8. Exceptions .......................................................................................................... 6

C. Proposer Representations ........................................................................................... 6

D. General Conditions .................................................................................................... 6

V. EVALUATION & SELECTION

A. Evaluation Criteria ..................................................................................................... 8

B. Clarification, Site Visits, Interviews and Presentations ............................................. 9

C. Selection .................................................................................................................... 9

ATTACHMENTS

Attachment A - Proposal Form

Attachment B - Cost Proposal Form

COVID-19 Media Services Page 1 of 9 SNHD-22RFP001

SECTION I:

INTRODUCTION

A. Purpose:

The Southern Nevada Health District’s (“Health District”) Office of Communications (“OOC”)

is requesting proposals from qualified media contractors to develop and disseminate culturally

and linguistically responsive COVID-19 prevention communications targeted to populations at

higher risk and medically underserved through various media channels (“Project”).

B. Entity Information:

The Health District was created in 1962 when the State Legislature combined the health

departments of the county and several adjoining cities. The Health District is one of the largest

local public health organizations in the United States, serving more than 2.2 million residents and

safeguarding the public health of more than 42 million visitors to Las Vegas annually.

The mission of the Health District is, “To assess, protect, and promote the health, the environment,

and the well-being of Southern Nevada communities, residents, and visitors.”

The Health District is governed by the Southern Nevada District Board of Health ("Board").

The Board is vested with jurisdiction over all public health matters within Clark County, Nevada.

C. Anticipated Contract Term and Funding:

A two-year contract term is anticipated subject to the availability of funding.

Any resulting contracts will be subject to the availability of funding and shall be terminated

immediately if funding budgeted for this Request for Proposals (RFP) or any resulting

contract is withdrawn, limited, or impaired.

D. Ethics in Procurement:

It is unlawful for any Proposer to offer, or any employee of the Health District or his/her

immediate family to solicit or accept a gratuity in connection with the solicitation, award, or

administration of any contract or purchase order issued by the Health District.

E. Conflict of Interest:

Proposals must contain a statement disclosing or denying any interest, financial or otherwise, that

any employee or official of the Health District or the appropriate Advisory Board may have in the

proposing organization or the proposed Project.

COVID-19 Media Services Page 2 of 9 SNHD-22RFP001

SECTION II: SCOPE OF SERVICES

A. Project Description

1. Coronavirus disease 2019 (COVID-19) has disproportionately affected populations at higher

risk and that are medically underserved, including racial and ethnic minority groups, that are

at higher risk of exposure, infection, hospitalization, and mortality, and also have

disproportionate rates of chronic diseases that increase the severity of COVID-19 infection

and that might experience barriers to accessing testing, treatment, or vaccination against the

severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2), which causes COVID-19.

2. To reduce the burden of COVID-19 among populations disproportionately affected, it is

imperative to:

a) Develop culturally and linguistically responsive COVID-19 prevention communications

written in plain language and in formats and languages suitable for diverse audiences,

including people with disabilities and limited English proficiency, and disseminate those

communications through various channels (e.g., local media, local or community

newspapers, radio, television, trusted communications agents);

b) Address and dispel, as necessary, misinformation and barriers to mitigation practices due

to mistrust; and

c) Identify and establish collaborations with critical partners who are affiliated with and

provide services to populations that are underserved and at higher risk for COVID-19 to

disseminate scientifically accurate, culturally, and linguistically responsive information,

and facilitate access to health-related services.

3. Communication/media campaigns and outreach programs for African American, Hispanic,

Asian American, Pacific Islander, or other racial and ethnic minority groups that may be

identified during the duration of the Project will be implemented.

B. Project Tasks

Implement communication/media campaigns as well as outreach programs/sponsorships for

organizations serving African American, Hispanic, Asian American, Pacific Islander, and other

racial and ethnic minority groups that may be identified during the duration of the Project to

advance health equity and address social determinants of health as they relate to COVID-19 health

disparities among populations at higher risk and that are medically underserved.

C. Project Activities

1. The selected contractor will act as the Health District’s authorized purchasing agent and media

buy firm for media advertising and production services on behalf of the OOC.

2. The selected contractor will secure the best possible return on Health District’s investment.

3. The selected contractor will furnish a proposed advertising spend plan for each campaign,

inclusive of all components, prior to ads placement. No media placement will be confirmed

prior to Health District’s written approval of the spend plan.

COVID-19 Media Services Page 3 of 9 SNHD-22RFP001

4. The selected contractor will work with OOC staff to develop art and copy platforms as well

as update existing Health District creative messaging and branding concepts. OOC staff will

approve all art and copy platforms prior to placement.

5. The selected contractor will provide the following services:

a) Target demographic research and analysis

b) Media planning

c) Media negotiation

d) Media placement

e) Media monitoring to ensure quality

f) Web content and social media development

g) Web content and social media management

h) Web content and social media placement

i) Web content and social media monitoring to ensure quality

j) Ad production services as appropriate that may include:

i. Radio production

ii. Television production

iii. Billboard production

iv. Script writing

v. Print production/direct mailings

k) Special event management

l) Post campaign evaluation

m) Public relations representation

n) Secure sponsorships for media campaigns and outreach activities

o) Development and placement of Spanish language and additional culturally appropriate

media

D. Project Deliverables

The selected contractor will be expected to complete the following activities/deliverables:

1. Media plan

2. Spend plans for each campaign

3. Summary and documentation of all expenditures

4. Monthly summary of all activities including reach and frequency statistics

5. Compilation of information/data for reports, as requested.

COVID-19 Media Services Page 4 of 9 SNHD-22RFP001

SECTION III: TIMETABLE AND PROVISIONS

A. Timetable:

RFP Issuance .............................................................................................................. July 22, 2021

Deadline to Submit Questions ................................................................................. August 2, 2021

Deadline to Disseminate Questions and Answers ................................................... August 5, 2021

Deadline to Submit Proposals ................................................................................ August 19, 2021

Evaluation Completed/Award Notification ................................................................. August 2021

Board of Health Consent to Award .......................................................... September-October 2021

Contract Start Date ..................................................................................................... October 2021

B. Authorized Contact:

All questions about this RFP from RFP Issuance to Award Notification shall be directed to the

Authorized Contact, Kevin Bratcher at procurement@snhd.org. No other person has the

authority to respond to questions about this RFP, unless expressly authorized by the Authorized

Contact. Proposers who do not adhere to this requirement may be disqualified.

C. Questions:

Written questions about this RFP must be submitted via email to procurement@snhd.org by 12:00

PM PDT on August 2, 2021. All written questions and answers will be posted to the Health

District Public Notices website by 4:00 PM PDT on August 5, 2021.

D. Deadline to Submit Proposals:

Proposals are due by 12:00 PM PDT on August 19, 2021.

E. Proposal Submission:

Email one (1) Adobe PDF document with the subject “SNHD-22RFP001 COVID-19 Media

Services” to procurement@snhd.org. Mailed, hand-carried or faxed proposals will not be

accepted.

F. Late Proposals:

Proposals submitted after 12:00 PM PDT on August 19, 2021 will be rejected as late.

COVID-19 Media Services Page 5 of 9 SNHD-22RFP001

SECTION IV: REQUIREMENTS

A. Proposer Requirements:

To be eligible to submit a proposal, Proposer must have:

1. A minimum of three (3) years of experience in the past five (5) years creating:

a) Communications/messaging with the goal of educating and/or directing public opinion;

b) Communications/messaging for populations that are at risk and underserved; and

c) Media/messaging for various media channels including print, radio, television, and online.

2. A valid Nevada business license (enter number on Attachment A - Proposal Form).

3. An active D-U-N-S number (enter number on Attachment A - Proposal Form).

B. Proposal Requirements:

To be eligible for evaluation, a proposal must include:

1. Cover Letter

A cover letter containing the RFP number, subject and issue date; Proposer’s name, address,

telephone number, email address, and website, if available; and a concise statement of interest

emphasizing why Proposer should be considered most qualified. Proposer shall complete and

submit Attachment A - Proposal Form.

2. Project Understanding

A description of Proposer’s understanding of the Project purpose, scope and deliverables,

including pertinent issues and potential problems.

3. Project Methodology

A description of Proposer’s methodology including timeline and distribution/allocation of

work and illustration of how its methodology will accomplish the scope of services.

4. Project Media Plan

A description of Proposer’s media plan including how its plan will accomplish the scope of

services.

5. Experience and Qualifications

a) A description of how Proposer meets the Proposer Requirements per Section IV.A.

b) A description of the proposed Project team and a team member roster that identifies lines

of authority. Provide each team member’s title, resume including specifically related work

experience and the tasks and deliverables for which he/she will be responsible.

c) Three (3) examples of media/messaging showcasing Proposer’s range of abilities created

in the past five (5) years.

d) At least three (3) letters of reference from past clients highlighting Proposer’s ability to

cost effectively place media that reaches applicable target audiences.

COVID-19 Media Services Page 6 of 9 SNHD-22RFP001

6. Portfolio Samples

Proposer must provide portfolio samples that illustrate creative strength across a variety of

materials and channels, an understanding of social marketing and the development of media

products/placements that invoke behavioral change, and a capacity to perform varied work for

a single campaign. Preference will be given to portfolio samples that depict campaigns similar

to the RFP scope of services.

7. Cost Proposal

Complete Attachment B - Cost Proposal Form.

8. Exceptions

State exceptions to any RFP specifications or requirements and propose alternatives if

applicable. The Health District reserves the right to accept or reject any proposed alternative.

C. Proposer Representations:

Proposer is expected to examine all RFP documents including addenda as applicable. Failure to

do so will be at Proposer’s risk. By submitting a proposal, Proposer represents that:

1. Proposer has read and understands the RFP documents and asserts that its proposal is made in

accordance therewith.

2. Proposer acknowledges receipt of addenda via Attachment A - Proposal Form.

3. Proposer shall comply with all applicable federal, state and local laws whether explicitly

stated, including the Federal Civil Rights Act of 1964, the Equal Employment Opportunity

Act, and the Disabilities Act of 1990, and regulations issued pursuant to those acts.

4. Proposer certifies its proposal was derived independently and without collusion.

D. General Conditions:

1. Interpretation or Correction of Solicitation Documents:

a) Proposer shall promptly notify the Authorized Contact in writing of any ambiguity,

inconsistency or error, which it may discover in the solicitation documents and/or to

request clarification or interpretation of the solicitation documents by the Deadline to

Submit Questions, except as related to addenda issued after this date.

b) Changes to this RFP will be only by written addenda issued by the Authorized Contact or

designee. Addenda will be posted to the Health District Public Notices website. Proposer

shall be responsible for ensuring that its proposal reflects all addenda.

c) Protests based on omissions or errors in the solicitation documents or on solicitation

content will be disallowed if not made known as specified herein.

2. Responsive Proposal:

A responsive proposal is one that conforms in all material respects to the RFP. The Health

District reserves the right to waive any technicality, irregularity or informality in determining

a proposal's responsiveness.

COVID-19 Media Services Page 7 of 9 SNHD-22RFP001

3. Rejection and Cancelation:

The Health District reserves the right to reject any proposal that does not conform to the RFP

requirements and to reissue or cancel this RFP for any reason.

4. Modification or Withdrawal of Proposal:

Proposer may modify or withdraw its proposal by submitting a written request to the

Authorized Contact prior to the Deadline to Submit Proposals.

5. Proposal Costs:

The Health District will not reimburse Proposer for any costs incurred to prepare or submit a

proposal.

6. No Guaranteed Contract:

This RFP neither creates an offer to contract nor commits the Health District to award a

contract.

7. Limited Contract:

The Health District reserves the right to contract for less than all the services specified herein.

8. Exclusivity:

Nothing in this RFP or any resulting contract precludes the Health District from obtaining

services like those specified herein from other sources.

9. Public Records:

The Health District is subject to the Nevada Public Records Act. Pursuant to NRS 239.010, et

seq., documents provided to the Health District are presumed to be public records open to

inspection and copying by any person. Proposals must contain sufficient information to be

evaluated without reference to any confidential or proprietary information. Any proposal

marked “confidential” or “proprietary,” or that contains materials so marked, may be returned

to Proposer and/or not considered for award. The Health District will produce documents

provided by any Proposer, even if marked “confidential” or “proprietary,” pursuant to a public

records request in compliance with state laws and mandates. The Health District will not be

liable for disclosure of any Proposer’s documents or information provided to the Health

District.

COVID-19 Media Services Page 8 of 9 SNHD-22RFP001

SECTION V: EVALUATION & SELECTION

Proposals submitted by the Deadline to Submit Proposals will be reviewed for responsiveness to the

RFP requirements. Nonresponsive proposals will be rejected. Responsive proposals will be evaluated

per the following Evaluation Criteria. The Health District reserves the right to consider any other

factors when evaluating proposals and Proposers if doing so is in the Health District’s best interests.

A. Evaluation Criteria:

1. Project Understanding (Maximum Points: 15)

a) How well has Proposer illustrated its understanding of the Project purpose and scope?

b) How well has Proposer illustrated its understanding of the required deliverables?

c) How well has Proposer identified pertinent issues and potential problems of the Project?

2. Project Methodology (Maximum Points: 15)

a) How comprehensive is the proposed methodology and does it depict a logical approach to

fulfilling the RFP scope of services?

b) Is the proposed timeline achievable and indicative of quality work produced efficiently?

c) Is the distribution of work feasible and is work allocated to appropriate staff levels?

3. Project Media Plan (Maximum Points: 25)

a) How comprehensive is the proposed media plan and does it depict a logical approach to

fulfilling the RFP scope of services?

b) Does Proposer’s media plan indicate a reasonable quantity of quality work?

c) Is the distribution of work feasible and is work allocated to appropriate staff levels?

4. Experience and Qualifications (Maximum Points: 15)

a) Do Project team members have experience on similar projects?

b) How well has Proposer demonstrated its experience in completing similar projects on time

and within budget?

c) How well has Proposer demonstrated its experience creating communications/messaging

with the goal of educating and/or directing public opinion?

d) How well has Proposer demonstrated its experience creating communications/messaging

for populations that are at risk and underserved?

e) How well has Proposer demonstrated its experience creating media/messaging for various

media channels?

5. Portfolio Samples (Maximum Points: 20)

a) Do the portfolio samples illustrate work similar to the RFP scope of services?

b) How well do the portfolio samples illustrate creative strength across a variety of materials

and channels?

c) How well do the portfolio samples illustrate an understanding of social marketing and the

development of media products/placements that invoke behavioral change?

d) How well do the portfolio samples illustrate a capacity to do varied work for a single

campaign?

6. Cost Proposal (Maximum Points: 10)

COVID-19 Media Services Page 9 of 9 SNHD-22RFP001

B. Clarification, Site Visits, Interviews, and Presentations:

1. The Health District reserves the right, as it deems necessary or appropriate, to contact

Proposers to clarify proposals or to obtain additional information, and/or to conduct site visits

and/or interviews, and/or to request that Proposers make presentations.

2. The Health District reserves the right to base its decision solely on written proposals,

irrespective of any other interactions with Proposers as referenced in paragraph B.1.

C. Selection:

1. The proposal selected for award, if any, will be the proposal that is most beneficial regarding

Proposer’s experience, qualifications and capabilities and cost, and/or that best meets the

Health District’s needs.

2. If the Health District is unable to finalize a satisfactory contract with the selected Proposer

within a reasonable time, the Health District shall formally terminate discussions with the

selected Proposer and, at its sole discretion, begin discussions with another Proposer or cancel

and reissue the RFP.

3. Awards/contracts will be presented to the Board for consent.

COVID-19 Media Services SNHD-22RFP001

Attachment A

Proposal Form

The undersigned, as an authorized representative of the company named below, acknowledges that

he/she has examined this Request for Proposals including any related documents, and hereby offers

to furnish all labor, materials, tools, supplies, equipment and services necessary to comply with the

specifications, terms and conditions set forth herein.

Company Name:

Signature: Date:

Printed Name and Title:

Address:

City/State/ZIP:

Phone: Email:

Federal Tax ID Number:

Business License Number:

D-U-N-S Number:

Does the proposal include exceptions to any RFP specifications/requirements? Yes No

Any exception and the proposed alternative must be clearly stated in the proposal.

The signer of this form acknowledges receipt of the following RFP addenda:

Addendum No. Issue Date

Or, no RFP addenda were issued/received. Signed Date

COVID-19 Media Services SNHD-22RFP001

Attachment B

Cost Proposal Form

Total Proposed Cost must include all anticipated expenses, including scheduling, communication,

implementation and documentation. No additional costs may be billed to the contract without prior

approval by the Health District via a contract amendment. Enter your proposed cost for each category

as indicated below.

CATEGORY COST

Project Management $

Coordination/Meetings $

Research/Writing/Creating/Production $

Media Placement Commission $

TOTAL PROPOSED COST $

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