- Scope: Summary of Scope
This scope of work identifies the public relations services that are being requested, inclusive ofstrategic counsel and account support, media relations, social media and content development, photography, videography, graphic design, tracking, analysis, reporting, and onboarding.
- Objectives and Expectations
Opportunity, grit, and innovation unite in Idaho. Idaho Commerce empowers business success and supports Idaho’s vibrant communities for state’s current and future prosperity.
Idaho Commerce has worked extensively with State and Federal partners to communicate important information and execute programs designed to support the growth of Idaho Businesses and Communities. We continue to remain nimble and allocate organizational and stakeholder resources and adjust strategy during these changing times to meet new business dynamics and state, national, and global economic trends.
- Budgetary Expectations
The Idaho Legislature enacted the tax collection dedicated fund on July 1, 1982, to support statewide, regional, and local marketing efforts in the Idaho travel and tourism industry and to create the IdahoTravel and Convention (ITC) Grant Program. This dedicated fund comes from a two percent (2%) tax on all hotel, motel, private campground, RV park, and private vacation rental stays in Idaho. 45% ofthose collections are allocated to the State’s marketing and public relations budget. Collections totaled $22,927,049.00 for the last full fiscal year. Please note, these collections are subject to change annually. This budget does not constitute a guarantee of usage of a Contract resulting from this solicitation. No minimum or maximum usage of the Contract is guaranteed.
- Schedule & Term Expectations
The term of this Contract will be for two (2) years. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is six
(6) years.
While this contract will establish a public relations partner to capture photography and videography, Idaho Commerce also contracts directly with content creators for marketing needs. In addition, IdahoCommerce has in-house content creation capabilities that are used to capture assets for specific projects and initiatives.
Idaho Technology Services is releasing a policy for the use of A.I. for State of Idaho agencies in the summer of 2025. When released, this policy will be applicable to the contracted public relationspartner.
Commerce expects the Contractor to be fully onboarded and prepared to provide services on April 1, 2026.
- General Requirements
By providing a response to this solicitation, the Contractor affirms they agree to and will comply with the following requirements. Individual affirmations are not required with submitted proposals.
5.1 The Contractor must meet with Commerce staff on an as-needed, face-to-face basis, to discuss the status of
each program or project.
5.2 The Contractor must meet all timelines, accuracy and product completeness requirements oftasks identified
by Commerce.
5.3 The Contractor must submit quality work. Spelling and grammatical errors, low resolution graphics and lack
of proofreading are not acceptable.
5.4 The Contractor must develop a draft of a Quality Assurance Plan that documents the process to be used in
assuring the quality of services provided and must be finalized with Commerce’s written approval within
ninety (90) calendar days from the date of contract execution.
5.5 The Quality Assurance Plan is a responsibility of the Contractor. As such, any costs related to quality
assurance activities by the Contractor must be included in the Contractor’s normal billing rates. The
Contractor must meet at Commerce’s request to review the status of projects. The Quality Assurance Plan must address, at a minimum:
5.5.1 Methodology for monitoring the Contractor’s internal systems and processes for continuous improvement
and internal controls;
5.5.2 Process for resolution of concerns, conflicts or problems between the Contractor and Commerce and
between the Contractor and other parties involved in this contract;
5.5.3 Process to be used for evaluating the quality and effectiveness of the materials and provide proof of the
effectiveness of the project;
5.5.4 Methodology for obtaining approval by Commerce or delegate(s) as designated byCommerce before
public release for all materials created.
5.6 The Contractor must submit all reports identified by Commerce within ten (10) business days of written
request.
5.7 All materials produced by the Contractor on behalf of or for Commerce shall be the property of Commerce
and must be released to Commerce within ten (10) business days of written request.
5.8 The Contractor must obtain written approval from an authorized Commerce employee before public release
of any materials created.
5.9 The Contractor must conduct themselves in a professional manner, never represent themselves as agents of Commerce and follow the rules of any location or destination from which the Contractor is providing services to Commerce.
5.11 The Contractor must remain knowledgeable about Commerce’s various programs throughout the term of
the Contract.
5.12 The Contractor must work with any and all third-party vendors, the State’s IT Department(ITS) and any other entity requested by Commerce to achieve the outcomes outlined in this Scope of Work or during the Project Service Order (PSO) process and do so within the timelines outlined.
5.13 At the end of the contract, the Contractor must facilitate a smooth transition of contracted functions from the Contractor back to the Department of Commerce or any entity designated byCommerce.
5.14 Prior to the end of the Contract period, or upon earlier request, the Contractor must return to Commerce all data held by Contractor in its performance of the Contract, in a format and in a manner as designated by Commerce within ten (10) business days of written request by Commerce.
5.15 The Contractor must certify that all copies of data, including all back-ups and hard copies, will be destroyed or returned to Commerce within ten (10) business days of written request byCommerce.
5.16 Commerce will document deficiencies and notify the Contractor in writing if they do not meet the required level of expectation for any requirements outlined in this Scope ofWork.
5.17 After receipt of the documented deficiencies, the Contractor must respond in writing within ten (10) business days identifying how it will correct the findings.
5.18 Commerce may meet with the Contractor to discuss the issues and potential resolutions and also require the Contractor to submit a Corrective Action Plan that meets Commerce’s approval.
5.19 The Corrective Action Plan must be submitted within ten (10) business days after the Contractor has been notified in writing of the request.
5.20 Failure to return any required data or reports within the timeframes in this contract, or continued non-compliance of other requirements may result in additional remedies, up to and including
termination of the contract.
- Unique Considerations
The following considerations apply to the scope of work for marketing services:
While this contract will establish a marketing partner to capture photography and videography, IdahoCommerce also contracts directly with content creators for marketing needs. In addition, IdahoCommerce has in-house content creation capabilities that are used to capture assets for specific projects and initiatives.
Idaho Technology Services (ITS) is releasing a policy for the use of A.I. for State of Idaho agencies in summer 2025. When released, this policy will be applicable to the contracted marketing services partner.
All travel expenses, including mileage, per diem, and lodging, must be included in the Offeror’s fully burdened hourly rates as submitted in Submittal Form C.
All advertisements, copy, layouts, scripts, commercials, artwork, designs, photographs, electronic or other materials or documents prepared, purchased, or furnished by the Contractor on Commerce’s behalf and expense shall become Commerce’s property with the right of copyright where applicable for original creations. I The Contractor must, upon Commerce’s request, make arrangements for and obtain copyrights on Commerce’s behalf.
No commitments shall be made on Commerce’s behalf without Commerce’s authorization, provided in a form designated by Commerce (e.g., PSO). Commerce reserves the right to modify, reject, cancel, or stop any plans, schedules, or work in progress. If the Contractor takes immediate steps to carry out Commerce’s instructions, Commerce will assume liability for all authorized commitments and reimburse the Contractor for direct documented costs sustained.
- Public Relations Services
7.1 Public Relations Services must include the types of services outlined in this section including both tourism
and economic development and economic development examples where
possible.
- Strategic Counsel and Account Support – the Contractor must:
8.1 Provide strategic counsel and work collaboratively with Commerce teams to further key messages and develop and grow media relationships;
8.2 Participate in regular meetings with Commerce staff, as well as other Commerce vendors and partners, to provide updates on projects, cross-department collaboration opportunities, and strategic partnerships;
8.3 Provide quality, consistent and experienced account support including, but not limited to: regular, timely communication, project updates, team meetings, accounting and invoicing functions, and;
8.4 Assist with in-state trainings and meetings to help Commerce educate statewide partners on best ways to work with media, content creators, and influencers. This may include in-person meetings, assistance with presentations, etc.
- Media Relations, Social Media and Content Development – the Contractor must:
9.1 Create, develop, implement and manage an annual media outreach strategy (consumer and industry outlets), including ongoing media pitching, fulfillment of media requests, social media campaigns, media and PR activities (receptions, blitzes, deskside appointments, influencer meetups, etc.) in target media and geographic markets to support Commercecampaigns, initiatives and publicity efforts;
9.2 The annual media outreach strategy must include a plan, as reviewed and approved by Commerce, that includes daily, monthly or quarterly outreach to key journalists, media outlets and influencers to develop strong relationships with media. A draft plan must be delivered to Commerce within thirty (30) days of contract award and an approved plan must be accepted by Commerce before plan implementation;
9.3 Create and manage an editorial calendar containing timeframes and contact lists to be used for pitching Commerce programs and story ideas to journalists, bloggers, and media outlets with the goal of generating positive editorial coverage. All calendar events and timeframes must be made in conjunction with Commerce’s feedback and written approval;
9.4 Create and manage recommended target market and media lists for print, social, digital and broadcast outlets. These lists, for different geographic and demographic audiences, must be developed in alignment with Commerce’s brand and strategic objectives. Commerce must have access and editing rights to the calendar;
9.5 Produce and support media and consumer focused campaign activities in coordination with consumer advertising and Commerce industry development programs. These activations must be developed in alignment with Commerce’s brand and strategic objectives and could include announcing events, social media, media relations, or other creative methods with a goal to educate and engage the intended audience;
Coordinate with Commerce and partners for key in and out of market press and influencer familiarization trips. Roles and responsibilities of the Contractor must vary depending on the trip and Commerce staff involvement. Generally, the Contractor must assist with media invitations, securing a meeting location, organizing food, beverage, or refreshments, arranging activities, arranging interviews providing talking points, presentations, research and in-person support. All third-party expenses will be addressed in accordance with Idaho’s travel policy found at: https://www.sco.idaho.gov/web/sbe/sbeweb.nsf/pages/trvlpolicy.htm ;
9.6 Strategize, plan, and develop content and execute social media to integrate into campaign and paid media efforts as directed and approved by Commerce prior to execution;
9.7 Identify and execute emerging technology solutions in social media management, user generated content acquisition and other tools to increase social media efficiency, engagement and content development as directed and approved by Commerce. Note: Commerce may contract directly with social media influencers and content developers as it deems appropriate, and;
9.8 Produce and copy edit content and copy for email newsletters, blogs, social posts/promotions, websites, and for collateral such as infographics, brochures, guides, reports, itineraries, media releases and media updates, as needed.
- Photography Services
10.1 The Contractor must provide basic photography services in support of visual communication asset development, as specifically detailed through the PSO process by Commerce which may include, but not limited to:
10.1.1 Pre-Project and Event Planning (overall campaign or event messaging and goal development, event logistics, social media distribution strategy, etc.); 10.1.2Providing all high resolution digital still images resulting from each assigned public relations project for proofing and selection as necessary;
10.1.3 Photo editing services, including, but not limited to: color correction, cropping, augmentation, conversion, and sizing;
10.1.4 Providing a variety of finished photo assets. All assets created must be owned and licensed solely to Commerce and in perpetuity, and;
10.1.5 Re-editing collected public relations visual assets for re-use in different publicrelations campaigns and on various platforms.
- Videography Services
11.1 The Contractor must provide basic videography services in support of visual communication asset development, as specifically detailed through the PSO process by Commerce, which may include, but not limited to:
11.1.1 Pre-Project and Event Planning (overall campaign or event messaging and goal development, event logistics, social media distribution strategy, etc.);
11..1.2 Providing all high-resolution video (this could include completed works, or B-Roll) resulting from each assigned public relations project to Commerce for proofing and selection;
11.1.3 Video editing services, including, but not limited to: color correction, cropping, augmentation, conversion, sound mixing, music licensing, video graphic elements and sizing;
11.1.4 Providing a variety of finished video assets. All assets created shall be owned and licensed solely to Commerce and in perpetuity, and;
11.1.5 Re-editing collected public relations visual assets for re-use in different publicrelations campaigns and on various platforms.
- Graphic Design
12.1 The Contractor must provide basic graphic design services in support of visual communication asset development, as specifically detailed through the PSO process by Commerce, which may include, but not limited to:
12.1.1 Infographics and other visual public relations assets, simple visual graphic design to integrate with photo and video assets for social media efforts, websites, consumer and industry newsletters, Invitations, brochures, one-sheets, media support documents, clip books, training documents, tutorials, and presentations.
- Tracking, Analysis and Reporting – the Contractor must:
13.1 Track earned media coverage, engagement, reach and value of all print, digital, social and broadcast medias for monthly, quarterly, campaign specific and annual reports.
13.2 Provide analysis of campaign activities including, but not limited to: all other campaign elements required to manage, execute and measure results of a comprehensive and integrated communication campaign; return on investment; qualitative measurements and any other forms of analysis deemed necessary by Commerce;
- Onboarding Services
14.1 The Contractor must perform research, review existing collateral or materials and attend meetings, as outlined by Commerce, to acclimate with current campaigns, business needs and develop a cohesive working relationship with Commerce and;
14.2 Only the number of people who are necessary for the conduction of business as minimally required by Commerce must attend meetings. Any more than two (2) people per meeting must be approved in advance by Commerce.
14.3 The Contractor must transition into the role of providing Public Relations. Onboarding services may include, but not be limited to: meeting attendance, current project/material review, etc. It is anticipated for the Contractor to be fully transitioned by April 1, 2026. Onboarding meeting attendance and the amount of Contractor representatives present must be approved in advance and in writing by Commerce.
- Assignment of Work / Project Service Orders
15.1 Commerce must provide the Contractor with specific, written instructions for each project the Contractor is required to perform in the form of a Project Service Order (PSO). Each PSO will include a detailed Statement of Work that clearly identifies the responsibilities of the Contractor, Commerce and any other parties; including, but not limited to: individual services to be performed, identification of assigned personnel, level of effort, performance milestones, deliverables, period of performance, completion schedules, cost summaries (using contracted hourly rates), and assumptions and conditions;
15.2 Each PSO must be agreed to and signed by both Commerce’s and the Contractor’s authorized representatives prior to any work being performed, and;
Due Date: Tuesday, September 30, 2025 @ 5:00PM
Contact: Mack DeYoung Mack.DeYoung@adm.Idaho.gov