RFP 2024-06 African American and/or Haitian Creole Media Buying and Community Outreach
| 2024-06 | PROCUREMENT | Active | 12/18/2023 5:00 PM | ||
| # | Type | Status | Date | Due Date | Time Remaining |
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The purpose of this Request for Proposals (RFP) is to enter into a contractual agreement with a qualified agency for African American and/or Haitian Creole Media Buying and Community Outreach Services. The Children’s Trust is seeking proposals to identify one or multiples qualified applicant(s) who will manage the media buys and community outreach strategies for The Children’s Trust for the African American and/or the Haitian American market(s).
Solicitation Release Date: November 3, 2023
Bidders' Conference: November 8, 2023, 1 p.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 24, 2024, 1 – 3 p.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 1:00 PM | |
| QADEADLINE | 12/13/2023 5:00 PM | |
| APPDEADLINE | 12/18/2023 5:00 PM | |
| REVIEWSTART | 1/8/2024 - 2/11/2024 | |
| DEBRIEFIGSTART | 1/24/2024 1:00 PM - 1/24/2024 3:00 PM | |
| COMMITTEE | 3/7/2024 | |
| BOARD | 3/18/2024 5:00 PM |
Resources
RFP 2024-06 AA and HC Media Buying and Community Outreach
11/2/2023RFP 2024-06 Debriefing Meeting new
1/5/2024Media Kit and Logos
11/1/2023- 11/1/2023
- 11/1/2023
20 Years Nurturing Greatness - Anniversary Video
11/1/2023- 11/1/2023
- 11/1/2023
- 11/1/2023
2021 Brand Awareness Study
11/1/2023- 11/1/2023
- 11/1/2023
- 11/1/2023
2024-06 AA HC Media Buying Comm Outreach Bidders Conference
11/9/2023- 11/9/2023
- 11/1/2023
Q & A
Fiscal
- 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
- The prompt narrative for the Product/Service Description includes the statement below. However it is not allowing 1000 words to be uploaded, can this be adjust on the system's backend. Discuss your company's methodology and approach to successfully implementing contracted projects, specifically in the areas stated in the solicitation. (Word Limit: 1,000)
- Since this is a technical question, it should have been sent to helpdesk@thechildrenstrust.org. However, thank you for bringing this to our attention. Note that the question has been updated to indicate a 400-word limit for responses in this field, not 1,000 as originally stated. If you would like to submit a longer response, please upload it as a support document.
- 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.
- In previous years, the selected firm that represented the Haitian community worked with the leading media buying firm, where the communication strategy would be the same across all communities, so the Creole firm would work to translate materials and work with production to produce the ad in Haitian Creole. The only charge then was translation and talents. Reading this current RFP, is the trust seeking each to propose their strategy, or is it the same as in previous years? Please clarify.
- While many aspects of efforts in the Haitian Creole-speaking community largely mirrored efforts in general market efforts, there were some variations in strategy and approach. For example, a Haitian Creole jingle was specifically produced to promote enrollment in The Children's Trust Book Club while none was developed for the general and Spanish-langauge audiences. Our goal is to both have consistent messaging across all campaigns and audiences, yet tailor the delivery as needed to ensure greater resonance within each market.
- 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.
- Could you kindly provide insights into the pricing structure and scope of services of the previous agency awarded for the media buying and community outreach contract? This information would greatly assist us in ensuring our proposal is competitively and appropriately aligned with The Children's Trust's expectations. Thanks
- Requests of this type would be fulfilled via a public records request that can be completed at https://www.thechildrenstrust.org/content/public-records-request
- 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.
Services
- Are there channels i.e. radio, out of home, digital etc. that you have had particular success with?
- The Trust has had success on all channels - from traditional print to digital and social. The selected vendor will be expected to support efforts on all channels effectively.
- Will there be any anticipated impromptu requests or additional tasks outside of the agreed timeline that we should be prepared for during the course of our engagement? This will help us ensure that we can accommodate any unexpected needs effectively.
- Yes. As stated in the RFP, the initiatives to be supported by the selected vendor "are not limited to" those described on pages 4 and 5 of the RFP. Also stated on page 5, initiatives of focus "will vary".