STATE OF ARKANSAS DEPARTMENT OF TRANSFORMATION & SHARED SERVICES REQUEST FOR PROPOSALS

All times are listed in Central Time.

Proposal Due Date April 13, 2024 @ 3:00 pm

Link: file:///C:/Users/cbettencourt/Downloads/S283%20Public%20Relations%20Service%20RFP.pdf

SECTION 1 – GENERAL INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Request for Proposal (RFP) is issued by the TSS Office of State Procurement (TSS OSP) for the

Arkansas Soybean Promotion Board / Qualified State Soybean Board (QSSB) to obtain pricing and a

contract for Public Relations Service.

Contract will be awarded to the Prospective Contractor determined to have submitted the proposal that is the most advantageous to the State. Direct all questions, comments, or concerns regarding this solicitation to the TSS OSP, not the Board.

1.2 OBJECTIVE AND GOALS

A. The Arkansas Soybean Promotion Board (QSSB) is seeking to increase knowledge and awareness about the activities of the Board; promote uses for soybeans and encourage interest among youth about careers in agriculture.

B. The QSSB wishes to effectively communicate the importance of the soybean industry and inform and provide opportunities for soybean producers, consumers, and students to learn about agriculture in the State of Arkansas.

1. Arkansas Soybean Producers

a. The QSSB wishes to inform soybean producers about how the QSSB invests checkoff dollars in research, promotion, and education. The checkoff investments could increase the soybean producer’s profitability.

2. Arkansas Consumers

a. The QSSB wishes to inform Arkansas Consumers that the food industry utilizes food grade soybeans, soybean oil, and soybean meal in a variety of ways. Consuming those food products supports Arkansas soybean farmers.

3. Arkansas Students

a. The QSSB wishes to provide opportunities for high school students to learn about agriculture careers in the Arkansas soybean industry.

1.3 BACKGROUND AND CURRENT ENVIRONMENT

This Request for Proposal has been requested by the Soybean Promotion Board (QSSB) for the purpose of educating the public and promoting Arkansas soybean production.

1.4 TYPE OF CONTRACT

A. As a result of this RFP, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is upon contract award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed proposal in response to the RFP, the Prospective Contractor represents and warrants that it will honor its proposal as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the Contractor and QSSB, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

SECTION 2 – REQUIREMENTS

2.1 PROSPECTIVE CONTRACTOR MINIMUM QUALIFICATIONS

A. The Prospective Contractor shall be a full-service advertising and marketing firm physically located in Arkansas with experience in the following:

1. Successfully developing advertising and marketing plans

2. Developing, hosting, and maintaining websites and social media accounts which includes regular outgoing messages, updates, etc.

3. Providing public information/education/awareness-oriented campaigns and social norming methods on projects of a similar size and scope to those specified in this RFP.

B. The Prospective Contractor shall have a minimum of seven (7) years’ experience in agriculture commodity group related Public Relations Service and/or Marketing.

C. The Prospective Contractor shall have the ability to represent the QSSB professionally.

D. The Prospective Contractor shall have excellent communication skills and be able to communicate with Board members, Arkansas Soybean Producers, Arkansas Soybean Processors, Arkansas Consumers, and Arkansas Students in a professional manner.

E. The Prospective Contractor shall have exceptional organizational skills.

F. The Prospective Contractor shall have extensive knowledge and experience with industry’s best practices in Public Relations Services.

2.2 GENERAL REQUIREMENTS

A. The Contractor shall attend all regularly scheduled board meetings and special called meetings at the request of the QSSB Chairman. The Contractor’s role at these meetings is to help the QSSB identify board programs that need to be communicated. Scheduled dates/times/locations for meetings will be at the QSSB’s discretion.

B. The Contractor shall proactively communicate with producers about agricultural issues that affect them.

C. The Contractor shall provide the QSSB with a promotion report at all regularly scheduled meetings in March, August, and November. The type of report will be determined by the QSSB and the awarded Contractor.

1. Within 30 days of the termination of this Agreement, the Contractor shall submit a final report describing all expenditures, finished and unfinished work, results, and conclusions.

D. The Contractor shall represent the QSSB at various producer meetings and in various producer and consumer publications.

E. The Contractor shall develop a communication program geared towards the general public that includes, but is not limited to:

1. Social media campaigns

2. Participation in various consumer and student events

3. Opportunities for board members and other soybean producers to engage with the general public.

F. The Contractor shall provide both traditional and digital media. The plan should include the following components or component equivalents, as determined and approved by the QSSB:

a. Account Services

i. Communicate and coordinate work with vendors, staff, and clients.

ii. Manage, plan, and budget for each Fiscal Year, which will be July 1st through June 30th

iii. Identify and implement new opportunities to leverage Arkansas Soybean Promotion

Board funds more effectively.

b. Social media management

i. Develop monthly contentpro

ii. Research content for updates

iii. Manage and/or create social media channels

iv. Compose meta-data, digital copy for digital campaigns

v. Manage stock photography

vi. Monitor and compile metric analytics reports based on reporting needs at the QSSB’s discretion.

vii. Implement strategies to increase engagement with the public

viii. Active invitations to like and follow social media channels

ix. Manage customizable page that houses all the important links for QSSB.

c. The Contractor shall manage and further develop the current QSSB website. Website

management should include the following tactics, to include but not be limited to:

i. Add/update content on the website

ii. Maintain web links and structure

iii. Publish trending news releases, newsletters, articles, etc.

iv. Evaluate, monitor, and optimize website health

d. Creative production

i. The Contractor shall be responsible for and store premium item inventory/promotional items for the following, to include but not to be limited to:

1. Apparel

2. Pens

3. Brochures

4. Booth products used for fairs and/or conventions

5. Informational material

ii. Media and advertisement production

e. Video production

f. Media placement

g. Event planning and management

i. National Nutrition Month

ii. National Soyfoods Month

iii. State Soybean Conference

h. Public relations

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i. Media monitoring and clipping

ii. Database and media list management

iii. Produce and distribute news releases

iv. Manage requests submitted through the Arkansas Soybean Promotion Board website

v. Development of new opportunities and partnerships

i. Marketing

j. Content development

k. Field to Film: Career Snapshots and Featured Research

i. Coordinate with feature talent for production

ii. Production management

iii. Video production management

iv. Post-production management

v. Copywriting

vi. Digital publishing

vii. Video promotion

viii. Search engine optimization

ix. Evaluate potential feature talent