Contract No. GSS25638A-MARKET_ADV
December 19, 2024
Deadline to Respond – January 22, 2025 3:00 PM (Local Time)
Solicitation Ad Date: 12/19/2024
Proposals must be received through the online bid submission portal
Contact: necia.beck@delaware.gov
OVERVIEW
A. PURPOSE AND INTENT
Establish a vendor pool that Agencies may draw upon for the development and execution of new marketing and public relations campaigns, enhance established marketing and public relations campaigns, implement intricate web design, develop social and digital media, video and film, and/or plan the execution of advertising services. Use of this contract will be with the intent to promote and /or sell Agency programs and goals to existing core markets, and to expand the message domestically and internationally.
Additionally, the contract will provide Agencies the ability to acquire Media Buying for Advertising on an as-needed basis for promotion of the Agency goals and programs.
The requirements identified in the scope of work and pricing appendix capture the products and services most typically procured for marketing, public relation services, advertising, and media buying. In those instances where completion of an Agency’s needs necessitates the inclusion of an additional product or service not specifically identified in the scope of work; and where such an additional product or service is a natural extension of the scope of the contract, the Agency and vendor, through the Contract Officer, may negotiate a mutually agreeable price for the additional product or service.
In such instances the vendor shall clearly identify the product or service on the required monthly usage reporting.
Both the Agency and vendor are encouraged to engage the contracting officer managing this contract in seeking assistance or guidance on the need for products or services representing a natural extension of the scope of the contract.
B. OBJECTIVES
The following objectives should be achieved through every public relations and advertising campaign:
* Provide a measurable advertising and public relations campaign(s) that meet Agency goals;
* Campaigns should address Agency goals including return on investment;
* Campaigns should utilize the latest technology for achieving Agency goals;
* Optimize outreach to target audiences;
* Maximize cost effectiveness with strategic campaign goals and media buying opportunities;
* Provide data to show the effectiveness of campaign
E. TECHNOLOGY REQUIREMENTS
1. Agency Responsibility
It will be the responsibility of the ordering Agency to determine whether the nature of a specific order warrants the opening of a Business Case with Delaware’s Department of Technology and Information (DTI). Should a Business Case be required, the ordering agency must initiate and complete a Business Case “New Project” with DTI’s Project Management Team and receive final BUSINESS CASE approval from DTI prior to a purchase order being issued.
2. Vendor Responsibility
Those vendors selected for contract award will, when a DTI Business Case is applicable to an order, be required to comply with DTI standards and policies.
The Vendor shall be responsible for the professional quality, technical accuracy, timely completion, and coordination of all services furnished by the vendor, its subcontractors and its and their principals, officers, employees and agents under this contract. In performing the specified services, the vendor shall follow practices consistent with generally accepted professional and technical standards. The vendor shall be responsible for ensuring that all services, products and deliverables furnished pursuant to this contract comply with the standards promulgated by the Department of Technology and Information (“DTI”) published at Standards and Policies – Department of Technology & Information (DTI) – State of Delaware, and as modified from time to time by DTI during the term of this Agreement. If any service, product or deliverable furnished pursuant to this contract does not conform to DTI standards, the vendor shall, at its expense and option either (1) replace it with a conforming equivalent or (2) modify it to conform to DTI standards. The vendor shall be and remain liable in accordance with the terms of this contract and applicable law for all damages to Delaware caused by the vendor’s failure to ensure compliance with DTI standards.
F. VENDOR RESPONSIBILITY
The Contractor will assist the ordering Agency with Marketing and Public Relations Campaigns through development of department/program goals into various media platforms. The Contractor will offer strategies, planning, designing, execution, analytics, data/research, and administration of marketing/public relations programs and advertising by providing creative expertise, media buying and placement, including web sites, social media, capabilities and account personnel, as stated in this RFP. Further, the Contractor shall ensure that the ordering Agency’s brand is consistent through all advertising and promotional work including printed and electronic media.
The Contractor shall provide the ordering Agency with a project plan including the timeframe for project completion, specific description of and schedule for deliverable items, and a schedule of firm, fixed, and detailed costs associated with specific events and deliverables. All products become the property of the State. A prime objective is moving the ordering Agency into the forefront of marketing of its industry for project-based goals.
The Contractor shall monitor and provide analytics on its work to determine the impact of the campaign/program developed for the ordering Agency including return on investment and statistics to support program goals as a result of the Contractor’s marketing.
G. AGENCY RESPONSIBILITY
The Agency will provide all vendors they are seeking a campaign quote from with the same information. Information shall include, but not be limited to purpose of campaign, target audience, timeline, budget, media type(s), and projected return on investment.
III. SOCIAL AND DIGITAL MEDIA REQUIREMENTS
A. Any State Organization that will establish new Social Media venues on behalf of the State of Delaware shall coordinate the implementation of these new online venues with the Government Information Center (GIC). This coordination will ensure that the implementation of Social Media Venues is cohesive at an enterprise level.
B. The ordering Agency will adhere and follow all DTI standards and policies. The Contractor will adhere to the DTI Enterprise Standards and Policies, which include but may not be limited to, the Social Media Standards and Policies.
C. The ordering Agency will communicate only accurate and verifiable facts to the vendor. The contractor will only communicate accurate and verifiable facts – no unverifiable opinions.
D. Non-Public or Confidential information will be protected and not disclosed via any Social Media outlet site.
E. The Contractor, with ordering Agency approval, will prepare and execute a social media launch for purposes of marketing, public relations, communicating and advertising agency initiatives. Social Media includes, but is not limited to: Facebook, Twitter, YouTube, LinkedIn, Google+, Instagram, and Pinterest.
F. If required by the ordering Agency, the Contractor will provide a collection of tools and resources to create, manage and measure social media marketing efforts and social media web-page solutions.
G. If required by the ordering Agency, the Contractor (with ordering Agency approval) will be responsible for information updates and program promotions on social media sites based on the ordering Agency’s project term, but not to exceed the term expiration of this contract.
H. The Contractor will not allow ad servers or ad network activity on the State of Delaware Social Media page without direct approval from the ordering Agency.
D. Contractor shall provide results of all campaigns as requested by the agency.
E. The Contractor will provide the ordering Agency final print, web ready and native files at the completion of each job. All files are the property of the State of Delaware.
F. All materials are the property of the State. The Contractor is required to provide all materials in an editable file format. This will allow for Printing and Publishing Office to outsource printing and/or the agency to have the materials revised for future social media campaigns, while staying within the brand guidelines, as required.
IV. MEDIA BUYING REQUIREMENTS
A. The Contractor will negotiate price and placement of ordering Agency advertisement and/or media and procure the placement on behalf of the ordering Agency.
B. The Contractor shall execute all contracts with the media and other third parties, including the negotiation of the best possible rates for any contracts, when required. Such contracts will be expressly between the Contractor and the third party.
C. The Contractor shall submit a media plan for advertising, explaining how the target audience is reached and matched to the proposed media. The plan shall offer details of the media mix, the specific media vehicles, and the media schedule. The plan shall include:
A. * identification of the target audience
* specific media to be used
* timing, frequency, penetration and length of placement
* allocation of placement dollars within the selected media
* justification for each element of the plan as part of an integrated campaign designed for maximum impact, cost effectiveness, and return on investment
* a complete itemization of media cost
D. Under the direction of the ordering Agency, the Contractor shall provide media buying services based on target audience and potential target audience profile research and studies. Within the creative process for all campaigns, the Contractor shall evaluate all available media and provide recommendations for media mix in terms of cost, reach, program development index and fit. As part of the media determination, the Contractor shall identify, wherever appropriate, cooperative advertising and promotional opportunities with the ordering Agency’s public and private sector partners.
E. The ordering Agency shall direct the Contractor on the placement of all media purchased for the ordering Agency’s campaign. The ordering Agency reserves the right to make all determinations regarding the actual placement of all media. The Contractor shall purchase and place all media (newspaper, television, radio, Internet, etc.)
F. The Contractor shall execute all contracts with the media and other third parties, including the negotiation of the best possible rates for any contracts, when required. All such project-specific contracts shall be entered into as an independent contractor and not as an agent of the State. The Contractor shall submit separate line percent net cost with its invoice for all media placement under this contract. Contractor’s markup shall only apply to the net cost for media placement. All cost benefits must be passed to the State. The State shall retain the right to audit the Contractor’s books to verify that the State is receiving all net prices, discounts and rebates.
G. Television spots, and all video may require closed captioning.
H. Creative services for creating media for media placement/buying is not inclusive of this service offering and must be done under Advertising Services and/or Marketing and Public Relations.
ADVERTISING SERVICES
A. The Contractor shall recommend and develop creative, research-based advertising objectives and strategies targeted to designated markets and/or the general public in coordination with the ordering Agency advertising goals.
B. For classified ads, including job recruitment, agencies are required to use contract GSS22199- CLASSIFIED_AD and subsequent iterations.
C. The Contractor will provide the ordering Agency with all assets including, but not limited to final print, web ready and packaged native files at the completion of each job. All files are the property of the State of Delaware.
D. The Contractor shall provide the creative, account and production personnel required to plan, design, execute and administer approved advertising, promotions and public relations programs based on strategic marketing plans and the targeted consumer base.
E. The Contractor shall design and produce integrated media advertising campaigns with budgets, schedules and products that are based on unique selling propositions, creativity, relevancy, market research, cost effectiveness, target market reach and frequency, and program development.
F. All materials are the property of the State. The Contractor shall be required to provide all print materials in an editable file format. This will allow for Printing and Publishing Office to outsource printing and/or the agency to have the print materials translated into necessary languages, as required.
G. Upon completion and approval of the detailed plan, or portions thereof, the Contractor shall arrange for the use, dissemination and distribution of the various forms of communication, literature, publications and advertising materials called for in the plan, as approved by the ordering Agency.
H. The Contractor shall assist in the development and administration of programs that complement the ordering Agency’s unique goals to target specific customers and potential users.
I. Under the direction of the ordering Agency, the Contractor may be requested to produce creative execution for outdoor, online, broadcast media television, radio, website, collateral and other advertising as well as provide professional consulting and other services.
J. The ordering Agency shall direct the Contractor on the placement of all media purchased for the ordering Agency’s campaign. The ordering Agency reserves the right to make all determinations regarding the actual placement of all media. The Contractor shall purchase and place all media (newspaper, television, radio, Internet, etc.).
K. The Contractor shall coordinate with ordering Agency on existing research data to provide preand post-analyses and topics for primary marketing research such as focus groups and surveys, including web-based surveys.
L. The Contractor shall produce strategic advertising schedules for outdoor and electronic media, create for approval, copy for all creative concepts for television and outdoor advertisements, and place such, if required, according to Agency-approved estimates and schedules.
M. The Contractor shall supply photographic services as needed and approved by the ordering Agency. N. If selected as part of the media mix, the Contactor shall create, produce and distribute:
* outdoor advertisements
* radio spots
* print advertisements submitted to the Printing and Publishing Office by the State agency (OMB – Government Support Services – Printing and Publishing Office (delaware.gov)
* television commercials
* Internet advertisements
* collateral and other advertising
* social media
* digital media
O. The Contractor shall be responsible for the development, subcontracting, management, and execution of all required marketing research programs. These services may include but are not limited to webbased surveys and analytics, media research, demographic studies, advertising concept testing, and/or consumer segmentation studies. All such programs and services shall be approved in advance by the ordering Agency.
P. The Contractor shall provide data analyzing the impact of its campaigns monthly to the ordering Agency. These data shall include analytics to demonstrate the number of new visitors and, where applicable, dollars expended by them. Further, where the period of engagement warrants. The Contractor shall meet quarterly with the ordering Agency at the ordering Agency’s office.
Q. The Contractor may subcontract work to firms not expressly identified as part of proposal submission, through the submission of the Sub-Contractor Form, along with three references, to the State Contract Procurement Officer for consideration and approval prior to utilizing the subcontractor. Examples of such subcontracted work include, but may not be limited to, photography, radio and television commercials, production and research projects.
R. R. Prior to each project, the Contractor shall provide the ordering Agency with price sheets and a Task Order outlining the background, strategy, objectives, target audience(s), scope of work, budget, deliverables, timeline and measurement criteria for outcomes to be achieved in the course of each specific campaign.
S. The Contractor shall provide the ordering Agency with reports concerning the rationale and recommended media buys for each project including budget, flight dates, reach and frequency data, and location and outlet information.
T. The Contractor shall provide the ordering Agency with copies and tear sheets of all print insertion orders and broadcast orders that are placed by the Contractor. The Contractor shall also provide electronic and print or recorded copies of all final advertising and promotional materials.
U. The Contractor shall provide written project status reports to the ordering Agency on a monthly basis.
V. The Contractor shall participate in weekly conference calls with the ordering Agency to review the status of current projects and address programmatic details and issues to ensure timely delivery and successful outcomes of all campaigns.
W. Upon approval of the required detailed advertising plan by the ordering Agency, the Contractor shall arrange for the production, use, dissemination, and distribution of various forms of communication, literature, publications and advertising materials called for in the plan. Prior to use, all these materials must be submitted in advance of production deadlines by the Contractor for approval by the ordering Agency.
X. Following submission of advertising material to the media or other third parties, the Contractor shall examine or audit the advertising and media placements released through the various media to verify that quality, timing, position and distribution are consistent with the media plan and schedule.
Y. Media Buying as listed in this RFP as a separate category is also encompassed in the Marketing and Public Relations category and terms are inclusive.
Z. The Contractor shall prepare preliminary creative materials, as planned and scheduled, and present them to the ordering Agency for approval. Additional approaches may be requested by the ordering Agency, at any time, during the review and approval process. *Creative materials that are overly similar will not count towards the creative approaches. The State of Delaware expects different/fresh approaches.
AA. The Contractor shall furnish clear and complete printing specifications to the ordering Agency for each proposed printing item. The specifications shall include factors such as size, quantity, paper stock, color of inks, copy, layouts, artwork and mechanicals. State agencies must fill out a work order for the printing and submit to the Printing and Publishing Office (PPO).
BB. The Contractor shall charge only one time for all artwork or logo, electronic or otherwise, that may be used in multiple forms, formats and software applications. The State Seal for the State of Delaware shall be the Great Seal of the State of Delaware (29 Del. C. § 301). Depending upon the usage of the Great Seal, Coat of Arms, State Flag, or any variation of these, there may be a need for approval from the Secretary of State. The agency’s Cabinet Secretary must request permission in writing to the Secretary of State by filling out the form in the following link: https://sos.delaware.gov/state-emblems-request-form/. The specific reason, purpose of the usage, where, and how must be noted when completing this form.
CC. The Contractor shall provide proofreading services for all advertising media publication and broadcast.
DD. If the ordering Agency deems any final product as unusable or unacceptable due to improper preparation of the mechanical(s), the Contractor shall be responsible for any and all costs associated with the reproduction of said product. Improper preparation shall include anything done incorrectly to the mechanical during its preparation that can cause printing to be compromised. All duplicate charges for the artwork will be rejected.
EE. The Contractor will take care of all licensing fees to include license renewal and will ensure that ordering Agencies will still be able to use the artwork.
FF. The Contractor will ensure that all licensing fees and the availability to use the artwork, or replacing the photo are still available when the ordering Agency re-runs a campaign.
GG. The Contractor shall monitor and evaluate the progress and effectiveness of each advertising and public relations campaign. The Contractor shall suggest measurable criteria for evaluation that, in its judgment, should be used in determining the performance of each specific campaign. These criteria shall include, but not necessarily be limited to, such common measures as media impressions, awareness and utilization rates. The Contractor and ordering Agency shall agree on the criteria.
VI. MARKETING AND PUBLIC RELATIONS SERVICES
A. The Contractor shall assist in creative design, website programming/re-design or update, development and strategic planning for ordering Agency goals, marketing programs and public relations activities. This shall include supporting existing campaigns and programs, update of existing designs or creating new designs, and creating new and fresh promotional campaigns as needed by the ordering Agency.
For engagements requiring the creation, implementation, modification, or management, of a website, the ordering Agency will work with DTI to determine if a DTI Business Case will be required.
The Contractor will provide the ordering Agency with all assets including, but not limited to final print, web ready and packaged native files at the completion of each job. All files are the property of the State of Delaware.
B. The Contractor, with ordering Agency approval, will prepare and execute a marketing and public relations campaign plan that parallels and complements the objectives of the entire customer information and goal campaign. Included in the plan shall be measures and targets to track the impact of public awareness and customer promotions in relation to the success of the campaign.
C. The Contractor shall also suggest program promotions for the rollout of the campaign, and after approval by the ordering Agency, work to plan and execute these promotions.
D. The Contractor shall identify and recommend changes to optimize campaign goals set by the ordering Agency based on public participation, input and feedback on the program.
E. The Contractor, with the approval of the ordering Agency, shall prepare and execute a public relations plan that parallels and complements the objectives of the integrated marketing campaign.
F. The Contractor will develop Strategic Planning for advertising, marketing, and communications activities.
G. The Contractor shall identify and pursue news and feature placement opportunities and pitch stories to all forms of media with approval of the ordering Agency.
H. The Contractor may be asked to produce and place press releases and matte releases in daily and weekly newspapers, including the minority press, periodicals, newsletters, trade press and national and international publications
I. The Contractor shall recommend, as appropriate, events to launch, roll out and conclude campaigns and, after approval from the ordering Agency, plan and execute these events.
J. The Contractor shall develop marketing plans and campaigns consistent with Agency goals and objectives.
K. The Contractor shall work with the ordering Agency to provide diverse talent for photography, social media campaigns, voice overs and video production.
L. Campaigns will be designed and implemented to reach specific target audiences. Target audiences might include populations that have been identified as disparate by evaluation data, ethnic minority populations and other target populations as deemed appropriate by the Agency. Messages (when required) are expected to be culturally sensitive and language specific when necessary.
M. Broadcast, radio, Website and collateral creative design, execution, and production will be accomplished by the Contractor. Printing must be coordinated with the Printing and Publishing Office (OMB – Government Support Services – Printing and Publishing Office (delaware.gov), by the State Agency.
N. The Contractor will provide expertise in the area of event planning.
O. The Contractor will use good faith efforts to obtain the most cost-effective buyouts and talent agreements whenever possible, but especially in cases when additional uses of advertisements and their components are anticipated (i.e. submission to other agencies or other states potential use).
P. Implement the marketing plan using materials created by the vendor and/or pre-produced media materials.
Q. The Contractor shall provide Public Relations services to help generate public interest and awareness for Agency programs/initiatives. This includes publicizing the activities and projects of other vendors contracted by the ordering Agency and as funding permits, other projects that are related to Agency programs/initiatives.
R. Creative concepts and then specific messaging may be thoroughly tested through cognitive groups, focus groups, polling and other methods, prior to production. All campaigns will be designed with input from the ordering Agency and only implemented upon approval from the ordering Agency.
S. The Contractor shall provide the ordering Agency with copies of all public relations materials that are placed and distributed by the Contractor. All such materials are to have been approved by the ordering Agency prior to placement or distribution.
T. Upon approval of each required public relations plan, the Contractor shall arrange for the production, use, dissemination and distribution of various forms of communication, literature, publications and public relations materials called for in the plan and approved by the ordering Agency. Prior to use, all materials shall be approved by the ordering Agency in advance of production deadlines.
U. The Contractor shall execute all contracts with the media and other third parties, including the negotiation of the best possible rates for any such project-specific contracts, when required. All such project-specific contracts shall be entered into as an independent contractor and not as an agent of the State. All cost benefits must be passed to the State. The Contractor shall submit separate line percent net cost with its invoice for all media placement under this contract. Contractor’s markup shall only apply to the net cost for media placement. The State shall retain the right to audit The Contractor’s books to verify that the State is receiving all net prices, discounts and rebates.
V. The contractor shall provide written project status reports on either a weekly, bi-weekly, or monthly basis as required by the Ordering Agency.
W. In offering the best value to State, the contractor shall consider participation in, or development of, joint promotions, cooperative advertising, and co-promotions. Where such opportunities exist, the contractor shall provide the Ordering Agency with critical details including potential value. The Ordering Agency shall have final approval on all such opportunities.
X. The Contractor must make the ordering Agency aware of any possible sponsorships, the cost efficiency of any such sponsorships and the sponsorship value to the ordering Agency.
Y. The Contractor shall participate in weekly conference calls with the ordering Agency to review the status of current projects and address programmatic details and issues to ensure timely delivery and successful outcomes of all campaigns.
Z. Following submission of public relations material to the media or other third parties, the Contractor shall examine or audit the placements released through the various media to verify that quality, timing, position and distribution are consistent with the media plan and schedule.
AA. Social Marketing is inclusive in this category and is the application of commercial marketing technologies to the analysis, planning, execution, and evaluation of programs designed to influence the voluntary behavior of target audiences in order to improve their personal welfare and that of their society.
BB. The Contractor shall provide consultation and development on Internet marketing opportunities and trends. The Contractor shall be experienced in designing and executing Internet marketing activities and evaluating trends in the Internet medium. Internet marketing services may include, but not be limited to:
B. Developing and executing interactive customer retention and acquisition strategies for the ordering Agency services, and social networking sites;Assisting the ordering Agency in developing and executing social media strategies by campaign and on an ongoing basis;Reviewing and evaluating all Internet-related media proposals;Evaluating all ordering Agency brand and product activities to identify effective Internet marketing opportunities;Assisting the ordering Agency in developing and executing other business communication and retailer support Web-based solutions.
CC. The Contractor shall prepare preliminary creative materials, as planned and scheduled, and present them to the ordering Agency for approval. Additional approaches may be requested by the ordering Agency, at any time, during the review and approval process. *Creative materials that are overly similar will not count towards the creative approaches. The State of Delaware expects different/fresh approaches.
DD. The Contractor shall furnish clear and complete printing specifications to the Agency for each proposed printing item. The specifications shall include factors such as size, quantity, paper stock, color of inks, copy, layouts, artwork and mechanicals.
EE. The Contractor shall charge only one time for all artwork or logo, electronic or otherwise, that may be used in multiple forms, formats and software applications.
FF. If the ordering Agency deems any final product as unusable or unacceptable due to improper preparation of the mechanical(s), the Contractor shall be responsible for any and all costs associated with the reproduction of said product. Improper preparation shall include anything done incorrectly to the mechanical during its preparation that can cause printing to be compromised. All duplicate charges for the artwork will be rejected.
GG. The Contractor will take care of all licensing fees to include license renewal and will ensure that ordering Agencies will still be able to use the artwork.
HH. The Contractor will ensure that all licensing fees and the availability to use the artwork, or replacing the photo are still available when the ordering Agency re-runs a campaign.
II. The Contractor shall monitor and evaluate the progress and effectiveness of each advertising and public relations campaign. The Contractor shall suggest measurable criteria for evaluation that, in its judgment, should be used in determining the performance of each specific campaign. These criteria shall include, but not necessarily be limited to, such common measures as media impressions, awareness and utilization rates. The Contractor and ordering Agency shall agree on the criteria.
JJ. The Contractor will provide Website consultation, development, programming, quality control, change control and content management. The ordering Agency and the Contractor will consult with DTI and GIC on all Website activities. *The ordering Agency will work with DTI to determine if a DTI Business Case will be required.
KK. The Contractor will provide research consultation and analysis.
LL. The Contractor will provide evaluation, consultation, and professional recommendation concerning emerging media outlets, promotional services, sponsorship opportunities, merchandising aids and devices, and proposed concepts that might assist the ordering Agency in fulfilling its mission.
MM. The Contractor, at the ordering Agency’s request, will provide assistance in developing and updating an annual Marketing Plan and annual Sales Plan.
NN. The Contractor will provide program and campaign-specific development of advertising and communications plans to support the Marketing Plan.
OO. The Contractor will provide budget control and shared responsibility for cost control.
PP. The Contractor will provide Public Relations services including situation analysis, communications advice, writing for press and public consumption, media relations, and in-person support for key ordering Agency communications and promotional initiatives.
QQ. The Contractor will assist the ordering Agency in procuring necessary media contracts, promotional partnerships, printed materials (through the Printing and Publishing Office), durable retail signage, and various collateral and sales aids related to the Agency’s ongoing advertising and retail marketing programs in compliance with the State’s procurement laws.
RR. The Contractor will provide photography of events.
SS. The Contractor will provide crisis management as requested by the ordering agency.
TT. No Marketing or Public Relations activities shall be conducted, made public or disseminated without the approval of the ordering agency.
VII. PRINT NEEDS
The ordering Agency may purchase printing associated with this contract onlyif the Printing and Publishing Office issues an approval and Government Support Services issues a waiver from the requirement to use the Print Services contract – GSS24811-PRINT_SVC. Printed materials include such items as posters, brochures, fliers, booklets, etc. The Printing and Publishing Office shall decide, on a case-by-case basis, whether the production printing work is applicable to 29 Delaware Code § 6308A(i), “Government Support Services shall provide graphics and printing services, including but not limited to printing, duplicating, photography and photocopying, to all state agencies.” If it is determined the services of the Printing and Publishing Office are to be utilized, the Contractor will work with the ordering Agency and the Printing and Publishing Office on production timelines, file transfers and delivery instructions for print work. If the ordering Agency receives a waiver from the use of Printing and Publishing Services and the Outsourced Print contract the Contractor shall solicit quotations from at least three (3) approved sources and shall select a subcontractor with the approval of the ordering Agency. The Contractor shall bill the State at cost for all printing purchased through the advertising portion of this contract. No up charge, commission, fee, overhead, profit or other additional changes shall be allowed or paid by the State. All discounts and rebates must be passed to the State. Printing costs shall be included in the estimated budget established for each project assignment. VIII. ASSOCIATED TRAVEL Vendor, per the contract and approved Statement of Work, shall be reimbursed only for preapproved reasonable travel expenses required as part of the campaign project. An estimate of STATE OF DELAWARE Office of Management and Budget Government Support Services 62 travel costs for the project must be provided by the vendor in the cost proposal. Travel expenses shall include transportation, lodging and meals at rates not to exceed the federal rates established by the U.S. General Services Administration (GSA) which are available at http://www.gsa.gov/perdiem. Vendor shall use the lowest cost travel method and itinerary when making travel arrangements. Vendor shall notify the State’s designee with anticipated dates and requirements of travel prior to finalizing travel arrangements. Receipts are to be attached to monthly invoice, in support of reimbursement request. The following is a partial list of expenses not considered appropriate.
* Alcoholic beverages
* Exorbitant meals
* Personal services (e.g., barber, hairdresser, massages, etc.)
* Personal items (e.g., clothing, luggage, toiletries, etc.)
* Entertainment (e.g., movies, newspapers, magazines, books, etc.)
* Laundry or valet services
* Spouse or guest expenses
* Personal automobile repairs
* Upgrades (e.g., airfare class, hotel, car, etc.)
* In-flight or in-room movies
* Frequent flier or similar award programs
* Childcare or pet care
* Parking tickets or traffic violations
* Fines, penalties and legal fees
* Flight cancellation insurance
* Tips in excess of accepted standards
IX. JOB QUOTES
A. An ordering Agency may request campaign quotes from more than one vendor
B. For each campaign, the Contractor shall provide a detailed budget and schedule appropriate to the specific campaign that includes a firm price quotation, using the State of Delaware template Appendix D Quote Sheet. The proposal (Task Order) must include a timeframe for project completion, a specific description of deliverable items, a background analysis, objectives, target audiences, the period of performance, a scope of work, budget, measurement criteria, and delivery dates.
C. The Contractor shall also furnish cost estimates based on the prices quoted in the Labor Price Schedule that is part of this RFP and any residual costs that must be identified on the template provided (“quote sheet”) in Appendix D based on the project scope of the ordering Agency. Estimates shall be subject to the approval of the ordering Agency and must precede the period for which they are proposed and/or the project start date.
D. The Contractor must obtain at least three (3) competitive proposals/bids on any non-media expenditures. Documentation of the proposal process, including bids, must be submitted to the ordering Agency for pre-approval of all non-media expenditures.
