Keep Colorado Wild Pass Contracted Media Buying Service Accounting Partner For the Division of Colorado Parks and Wildlife IFB1 PMAA 2024*0001
Submission deadline 7/31/2023 10 AM
3.0 Scope of Work
3.1 Background
The mission of Colorado Parks and Wildlife (CPW) is to perpetuate the wildlife resources of the state, to provide a quality state parks system, and to provide enjoyable and sustainable outdoor recreation opportunities that educate and inspire current and future generations to serve as active stewards of Colorado’s natural resources.
Senate Bill SB21-249 established a new Keep Colorado Wild Pass (KCWP). This pass creates a new funding model for Colorado’s state parks and is a voluntary purchase for residents.
In 2023, Coloradans began seeing the $29 pass added to their vehicle registrations through the Division of Motor Vehicles (DMV). Paying the optional fee through the DMV gives residents access to the state parks and the added benefit of supporting public lands, wildlife and stewardship efforts in a meaningful way.
The bill mandated that the KCWP pass be publicly promoted for six months prior to the sales launch, so five CPW staff created and launched an educational awareness campaign starting in June of 2022. The lower-cost $14 Centennial State Park Pass for those that are income eligible is also included in this initial promotional effort.
The $29 KCWP sales are going well, and the legislature approved additional FY24 marketing funds, so CPW recently hired an independent media buying service to:
1. Review the past media plan and purchases;
2. Research and strategize an updated media plan; and,
3. Negotiate and execute any mutually approved media buys.
The independent buying service review revealed that CPW spent up to 24% on media fees using state price agreements for the first phase of their campaign. With an FY24 $1,000,000 media budget, 24% going to fees instead of advertising the pass availability is not a prudent use of state funds intended to increase the KCWP sales.
The new media plan purchases are more than $50,000 per vendor in most cases, and the revised campaign needs to begin in August 2023. Due to tight time constraints, CPW finds it necessary to solicit a bid for an Accounting and Bill Paying vendor familiar with and able to pay media purchases as a partner with the CPW contracted media buying service.
3.2 Work Tasks
Tracking, verifying and paying all monthly vendor invoices for media buys negotiated and placed
by the CPW contracted buying service Coordinating with the CPW contracted buying service to track the accuracy of the contracted purchases vs schedules vs invoices and monthly budgets Vendor needs already established credit with media vendors (up to $500,000 credit with each media vendor), to ensure large payments are timely.
3.3 Deliverables
Reconciled invoices.
3.4 Reporting
Invoices and run schedules
3.5 Performance Monitoring
Since run schedules could need adjustments for better performance, the vendor will collaborate monthly to review the individual mediums and performance.
