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RFP 2024-08 General Media Buying

The purpose of this Request for Proposals (RFP) is to enter into a contractual agreement with a qualified agency for Media Buying Services. The Children’s Trust is seeking proposals to identify a qualified applicant who will manage the media buys for The Children’s Trust for the general English and Spanish markets.

Solicitation Release Date: November 3, 2023

Bidders' Conference: November 8, 2023, 10:30 a.m. ET

Bidders' Conference Location: Zoom (Click HERE to Register)

Deadline for Submission of Questions on RFP: December 13, 2023, 5 p.m. ET 

Proposal Due Date/Time: December 18, 2023, 5 p.m. ET

Proposal Review Period: January 8 – February 11, 2024 

Debriefing Meeting: January 23, 2024, 9 - 10:30 a.m. - Download Details

Award Recommendations to Committee: March 7, 2024

Award Recommendations to Board of Directors: March 18, 2024

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Timeline

RELEASE 11/3/2023
BIDCONF 11/8/2023 10:30 AM
QADEADLINE 12/13/2023 5:00 PM
APPDEADLINE 12/18/2023 5:00 PM
REVIEWSTART 1/8/2024 - 2/11/2024
DEBRIEFIGSTART 1/23/2024 9:00 AM - 1/23/2024 10:30 AM
COMMITTEE 3/7/2024
BOARD 3/18/2024 5:00 PM

Q & A

Fiscal
Do you have a preference for a retainer or commission structure?
Historically, media buying vendors have worked with The Trust on a flat contracted fee, charging net costs for media placement. However, applicants are encouraged to propose the most competitive fee structure they are able to.
Is there a target commission percentage for the media buy?
Historically, media buying vendors have worked with The Trust on a flat contracted fee, charging net costs for media placement. However, applicants are encouraged to propose the most competitive fee structure they are able to.
Are you required to accept the lowest-cost bid?
No. As stated in page 3 of the RFP, the contract "...will be awarded through written notice to the qualified and responsive agency(s) whose proposal is determined to be most advantageous to The Children’s Trust, taking into consideration expertise, strategy, price, and other criteria."
General
Is there a preference for a local/Miami-based firm?
No. The selected vendor may be based outside of Miami-Dade County. However, as stated on page 2 of the RFP: "Applicants should be qualified to conduct business in the State of Florida under the laws of Florida per Chapter 607, F.S., and must be qualified to conduct business on or before the contract beginning date. Eligible applicants must remain qualified to conduct business in the State of Florida for the duration of their contract. The selected vendor must be available to conduct business mainly during office hours in the US East Coast time zone, and beyond those hours as needed for time-sensitive matters."
Is there an incumbent agency who you expect to bid on this work?
This question falls outside of the scope of work for this RFP.
How are the KPIs tracked / measured for each campaign? Clicks, impressions, reach, conversions, cost per click? Are there other KPIs that track enrollment?
KPIs are tracked or measured differently for each initiative. Listed below are some of the ways in which KPIs are measured for the initiatives in the RFP document: 1- Brand Campaign - Brand Awareness Study usually conducted every 2 years 2- Find a Program - Visits/Traffic to the Find a Program section on The trust's website 3- Book Club - Number of children enrolled per month 4- Parent Club - Partners provide the number of attendees for each workshop 5 - Summer Camps, After-School & School Break Campaigns - Calls to 2-1-1 or visits to 211miami.org 6- Family Expo - Number of attendees per event 7- Yount Talent Big Dreams - Number of participants
The Scope of Work outlines (7) seven initiatives. Are their internal priorities? If so, can you please provide historical share of spend?
The seven initiatives listed in the RFP are the main projects we support every year. Occasionally, additional priorities may arise, but for this RFP, please use the ones listed in the scope of work. The budget information for FY 23-24 can be found on page 5 of the RFP document, which has been the same budget for the past five years.
Can you submit one proposal for all of the open communications/marketing RFPs or do you have to submit them individually?
Applicants must apply separately to each RFP they are proposing to provide services for.
Can we submit responses to questions in one overall presentation document (searchable PDF under 2 GB) or are we expected to respond to each answer in less than 400 words individually and any documents submitted must separately support each question vs a holistic response?
Yes, you have the flexibility to submit responses in various ways. You may choose to respond within the 400-word space provided for each section or opt for a larger document that addresses all sections. Additionally, it's acceptable to submit one document per section, ensuring that the document clearly supports the corresponding section. If you decide to provide a comprehensive document, it is recommended to include a note in the 400-word space designated for each section, indicating that the detailed responses for that specific section are available in the attached document. This way, you can choose the approach that best suits your preferences and ensures clarity in submitting your application.
As opposed to WeTransfer - can we provide a link to the actual document or a link to a Google folder?
No. Large files must be sent only via WeTransfer links to ensure that all documents received cannot be modified after they have been submitted or after the RFP deadline.

Accessibility Statement

The Children’s Trust is committed to providing a fully accessible website experience. If any users of assistive technologies are experiencing any difficulties in using this website please do not hesitate to contact The Children’s Trust at 305-571-5700 or by e-mail at accessibility@thechildrenstrust.org.
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