Media Buying Services

The Vendor is required to provide for media buying services and associated administrative support as determined by the agency.
- Must serve as the agency’s media clearinghouse, working collaboratively with the agency to determine the best means of delivery for each message and distributing those messages to the appropriate media provider. 
- Media types may include, but are not limited to, print, radio, television, and social media.
- The Agency seeks a media buyer to lend expertise and assist future campaigns.
- The Agency receives grant funding from a number of sources to promote various education topics. Some national education promotion campaigns have media material (e.g., TV and radio spots, camera-ready print layouts, etc.) created to accompany the funding. For all other campaigns, the Agency has video and design staff capable of creating most needed materials.
- Assign the placement of various media campaigns including television, radio, print, billboard, Internet, transit, sponsorship, non-traditional media and other assets. 
- These campaigns may have a general demographic reach or a highly targeted effort to specific markets and demographics.
- Pre-campaign preparation:
•    Assist the Agency with determining the campaign scope and target audiences.
•    Assist the Agency with identifying state media options.
•    Assist the Agency with researching the demographics of target audiences.
•    Identify potential media approaches to best reach target audiences with maximum effectiveness.
•    Identify potential media outlets to best reach target audiences with maximum effectiveness.
•    Based on identified target audiences and media approaches, develop a detailed media plan for the campaign to include proposed dates, times, locations, media outlets and estimated gross media impressions.
- Campaign execution:
•    Recommend campaign-specific paid placements and/or additional placements.
•    Recommendations will include cost, details, and desired impact.
•    Provide a campaign proposal that includes exact dates of media runs as well as the deadline to submit final artwork to the Contractor for distribution.
•    Upon Agency approval, the Contractor will be responsible for and signatory to the media contracts.
•    Negotiate radio and television airtime for commercial-type announcements, publication space for print outlets and outdoor space, Internet site placements, and any other media used for placements and promotional projects.
•    Distribute digital advertisement files to contracted media outlets.
•    During the campaign run, verify all contracted placements complete their run by established deadlines.
- Post-campaign wrap-up:
•    After the campaign run, receive and reconcile media outlet invoices against verified media
•    Placements.
•    Pay valid invoices for media buys. 
•    Any discrepancies found during invoice reconciliation require Agency approval prior to payment. 
•    The Contractor will be reimbursed by the Agency after the invoices are verified as paid. 
•    Provide the documentation proving the invoices were paid.
•    Provide analytics reports during and upon close-out of the media event that includes details of expenditures.
•    In the analytics reports, provide a summary of the estimated audiences reached by the campaign that includes impressions, reach and messaging content. 
•    The format of the analytics reports will be determined jointly by the Agency and the Contractor. 
•    These reports must be submitted halfway through the campaign run and within 30 days of completion of each media campaign.
- Must develop a detailed Media Plan, based on identified target audience(s) that includes proposed dates, markets, locations and estimated media impressions.
- This Media Plan should include, but is not limited to, radio and television airtime, publication space, outdoor space, social media and any other media as necessary, used for advertising and promotional projects. 
- The media services are to be provided within ten days of the Agency approving the media plan.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: August 14, 2025