Marketing Services

The Vendor is required to provide marketing services include:
•    Graphic design (using design elements to create digital and printable items to convey information or create an effect);
•    Videography and video editing (recording and editing images with a video camera to create informative and informational videos);
•    Photography (taking and editing images to be used as marketing tools);
•    Public relations (developing strategic communication processes that builds mutually beneficial relationships between organizations and their publics);
•    Crisis communications management (helping an entity effectively communicate during times of crisis to promote transparency while protecting the reputation of the entity and the state);
•    Freelance writing (drafting and developing various communications in various formats and for delivery through various mediums); and
•    Marketing strategy services (providing a wide range of marketing services from developing marketing strategies and messaging for delivery through various mediums, media and social media ad buying, and search engine optimization).
- Graphic Design
•    The graphic design project manager shall manage the timelines, resources and overall process for the graphic design projects.
•    Shall work with the governmental staff to develop a mutually agreed upon scope of work based on the governmental budget and proposed timeline.
•    Shall capture and maintain the aesthetic and brand standards established by the governmental.
•    Shall offer, at a minimum, any of the following services:
o    Brand identity development;
o    Brochures, booklets, reports, manuals, guides;
o    PowerPoint presentations;
o    Direct mail flyers, postcards and specialty pieces;
o    Event materials such as invitations, programs, award certificates;
o    Posters, signage banners and vehicle wraps;
o    Print, web and outdoor advertisements;
o    Web graphics and e-marketing materials;
o    Panels for table-top display units and conference, open-house or trade show exhibits;
o    Graphs, charts and other individual graphics or illustrations;
o    Graphics for social media (i.e. Gifs, cover photos, timeline photos/graphics); and
•    Provide initial design concepts and subsequent layout proofs in either hard copy or electronic formats to the governmental.
•    Provide files in an appropriate high-resolution file format as requested by the governmental.
•    Experience working under deadlines, sometimes extreme.
•    Shall not commercially market its services/relationship with the governmental.
- Videography
•    Work with the governmental staff to develop a mutually agreed upon scope of work based on the organization’s budget and proposed timeline.
•    Capture and maintain the aesthetic and brand standards established by the governmental.
•    be able to offer, at a minimum, any of the following services:
A.    Video Pre-Production
I.    Concept Development;
II.    Script and Storyboard Development; and
III.    Talent Acquisition.
B. Video Production
I.    Aerial Footage
II.    Drone;
III.    B-roll; and
IV.    Interviews.
C. Video Post-Production
I.    Audio and Video Editing; and
II.    Graphic creation (still and animated).
•    Utilize, upon approval by the governmental, any available set materials as props. 
•    The contractor must return all set materials in the same order and condition that they were received by the contractor.
•    Bill, the governmental, at cost, for any set materials that are required, and that the governmental is unable to provide.
•    Shoot all video with state-of-the-art professional quality videography equipment.
•    Have cameras that utilize both long and short reach capabilities and fast aperture lenses.
•    Shoot all videos in well-lit environments and may include the use of off-camera, continuous light set ups. Audio must be captured using appropriate noise reducing microphones and captured without automatic gain control.
•    Shall be able to edit videos to include any additional information the governmental requests, within reason.
•    Shall create graphics (still and animated) as needed, specified by the governmental.
•    Shall not use flash or any flash components during video production.
•    Shall film all videos in at least 1080i or 1080p and utilize a 16:9 or 21:9 aspect ratio, unless otherwise specified by the governmental.
•    Provide copies of the final product in either .MOV, .mp4, .WMV, or .AVI formats, unless otherwise specified.
•    Provide a final product that supports closed captioning and is ADA and 503 compliant.
•    The governmental retains all rights to alter and use any final videos, as well as all raw video.
•    Shall not commercially market its service/relationship with the governmental.
- Photography
•    The photography project manager shall manage the timelines, resources and overall process for the photography design projects.
•    The contractor shall work with the governmental staff to develop a mutually agreed upon work based on the organization’s budget and proposed timeline.
•    The contractor shall capture and maintain the aesthetic and brand standards established by the using organization.
•    The contractor shall be able to offer, at a minimum, any of the following services:
I.    Portrait photography;
II.    Sports/action photography;
III.    Event photography;
IV.    Aerial photography;
V.    Candid photography; and
VI.    High-quality printing service as needed
•    The contractor shall shoot images that are well-lit and include the use of off-camera, multi-strobe setups.
•    The contractor shall shoot all photographs with state-of-the-art professional quality photography equipment.
•    The contractor shall shoot in raw file and shall provide all raw files of each photograph.
•    The contractor shall provide copies of the final product in either .pdf, .jpeg, .tif or .png, unless otherwise specified.
•    The contractor shall edit/retouch photographs as needed, with final approval from the governmental.
•    The governmental retains all rights to alter and use any final images.
•    The contractor shall not commercially market its service/relationship with the governmental.
- Public Relations
•    The contractor will work with the governmental staff to develop a mutually agreed upon scope of work based on the governmental budget and proposed timeline.
•    The contractor will capture and maintain the aesthetic and brand standards established by the governmental.
•    The contractor shall be able to offer, at a minimum, any of the following services:
o    Communications plan development;
o    Development of internal and external communications;
o    Media relations;
o    Media training;
o    Media monitoring;
o    Community relations; and
o    Event planning and management.
•    The contractor shall demonstrate a full understanding of public relations (PR) management and have experience in implementing PR tactics, such as:
o    The ability to generate local and national public interest without using paid advertising.
o    The ability to pitch local and national media and place stories in those mediums.
o    The ability to use grass-roots tactics to generate public and media interest.
o    The contractor shall demonstrate the ability to communicate in a variety of formats to diverse publics.
o    The contractor shall be primarily responsible for the development of creative content to be used by the governmental. 
o    All creative content must be approved in writing by the governmental director, or their designee, prior to implementation.
o    The contractor shall provide a list of all employees who will be assigned to work on the project along with their titles and a brief bio.
o    The contractor shall not commercially market its service/relationship with the governmental.
- Crisis Communications Management
•    The contractor must be available to meet, preferably in person, within one hour of being retained by the governmental.
•    The contractor must be available 24/7 for the duration of the crisis.
•    The contractor shall conduct at least one daily touchpoint meeting with the governmental through the duration of the crisis.
•    The contractor shall develop a comprehensive crisis communications management plan for governmental within 24 hours of being secured by the governmental , as well as manage and continually update the plan through the duration of the crisis.
•    The contractor, based on input from the governmental, shall develop crisis messaging and related communications appropriate for communicating through traditional and digital mediums.
•    The contractor shall utilize a method for measuring public sentiment as it relates to the governmental and the related crisis.
•    The contractor shall provide media preparation for all interviews related to the crisis.
•    The contractor shall provide media monitoring to include the delivery of daily reports containing all media coverage related to the governmental.
•    The contractor shall provide a list of all employees who will be assigned to work on the project along with their titles and a brief bio.
•    The contractor shall not commercially market its services/relationship with the governmental.
•    The contractor will be responsible for working onsite, remotely, or both, as needed by the governmental.
- Media Buying
•    The contractor shall work with the governmental staff to develop a mutually agreed upon scope of work based on the governmental budget and proposed timeline.
•    The governmental will identify the messaging and content to be used, as well as the platforms it wants the message distributed on.
•    The contractor will procure the platforms for message distribution.
•    The purchase of media, in all its forms, must be efficient, economical, and flexible as required by the state agency.
•    The contractor must provide written assurance that the offeror will make no financial commitment on behalf of the state agency without prior written approval of the state agency.
•    The contractor will negotiate special value-added media opportunities with media buys for all advertising mediums, as appropriate.
•    The contractor will coordinate with the media entity for tracking and completion.
•    The contractor will provide an end of period report with results.
•    The contractor shall not commercially market its services/relationship with the governmental.
- Social Media Ads Procurement
•    The contractor will work with requirements to deploy ads for the governmental.
•    The governmental will provide access to all ads accounts so the contractor can begin ads setup.
•    The contractor will deploy ads on existing governmental social media pages. In the event that the governmental needs a social media account setup, the contractor can do that for an additional charge of hours.
•    The governmental will provide marketing collateral, to include verbiage for the ad, to the contractor for the ad.
•    The contractor will ensure the ad has verbiage and keywords that will attract attention, including the appropriate hashtags.
•    The contractor and governmental will review the ad prior to publication.
•    The contractor will run the ad, once approved, and provide status of the ad’s results every two weeks. This status can be provided digitally via a platform.
•    The contractor shall not commercially market its services/relationship with the governmental.
- Social Media Content Development, Deployment and Related Monitoring
•    The contractor shall work with the governmental staff to develop a mutually agreed upon scope of work based on the governmental budget and proposed timeline.
•    The contractor shall capture and maintain the aesthetic and brand standards established by the governmental.
•    The contractor will conduct work sessions with the governmental to understand mission, vision, values, target audiences, and messaging.
•    The contractor shall develop social media content calendars, content and related social media ads (if needed) that are consistent or compatible with existing governmental messaging.
•    The contractor shall develop monthly content calendars.
•    The contractor shall deliver three social media posts, with associated images, graphics or videos, per week for all governmental platforms.
•    The contractor should conduct social media monitoring related to the developed content and campaigns and provide approved responses during business hours.
•    The contractor shall develop two social media campaigns for the duration of the contract as well as corresponding social media banner changes.
•    The contractor shall deploy at least two social media adds during the duration of each social media campaign.
•    The contractor shall provide 50 connection invites on LinkedIn per month to the governmental LinkedIn Company page.
•    The contract shall provide social media analytic reports twice a month.
•    The contractor shall not commercially market its services/relationship with the governmental.
- Social Media Monitoring
•    The contractor shall work with the governmental staff to develop a mutually agreed upon scope of work based on the governmental budget and proposed timeline.
•    The contractor shall capture and maintain the aesthetic and brand standards established by the governmental.
•    The contractor will conduct work sessions with the governmental to understand mission, vision, values, target audiences, messaging, and sensitive or industry-specific topics.
•    The contractor shall monitor the agreed upon social media platforms maintained by the governmental during business hours to engage with the audience, provide comments, and identify subjects, comments or topics that require governmental -level awareness.
•    The contractor shall provide timely notification of sensitive posts, comments and other response that require governmental -level awareness.
•    The contract shall provide social media monitoring analytic reports twice a month.
•    The contractor shall not commercially market its services/relationship with the governmental.
- Digital Marketing Content Strategy
•    The contractor shall work with the governmental staff to develop a mutually agreed upon scope of work based on the governmental budget and proposed timeline.
•    The contractor will work with requirements to identify the appropriate strategy for the governmental.
•    The governmental will provide the contractor with the governmental strategic plan, or other similar, high-level documents, for the year to facilitate understanding of the governmental and its messaging.
•    The contractor will conduct work sessions with the governmental to understand mission, vision, values, target audiences, and messaging.
•    The contractor will develop a key messaging matrix with a deployment strategy for the messaging.
•    The contractor will develop a content deployment and messaging calendar.
•    The contractor will teach the governmental on how to use the products developed to create and deploy engaging content via social media.
•    The contractor shall not commercially market its services/relationship with the governmental.
- Digital Marketing Content Development and Deployment:
•    The contractor shall work with the governmental staff to develop a mutually agreed upon scope of work based on the governmental budget and proposed timeline.
•    The contractor will work with requirements to identify the appropriate content and platforms for deployment for the governmental.
•    In the event the governmental does not have a recommended platform, the contractor can create it for additional time.
•    If available, the governmental will provide the contractor with the governmental strategic plan, messaging plan, and events list for the year to facilitate understanding of the governmental and its messaging.
•    The contractor will conduct work sessions with the governmental to understand its mission, vision, values, target markets, and messaging.
•    The contractor will develop a key messaging matrix with a deployment strategy for the messaging.
•    The contractor will develop a content deployment and messaging calendar.
•    The contractor will develop content on a monthly basis with the governmental, conducting a monthly review meeting prior to content distribution.
•    The contractor will load all governmental social media accounts and social media content into a content management system for distribution during the month. 
•    Accounts may include Facebook, Instagram, snap chat, TikTok, LinkedIn, Pinterest, twitter, twitch, and YouTube.
•    The contractor shall not commercially market its services/relationship with the governmental.
- Search Engine Optimization (SEO)
•    The contractor will assess the governmental SEO to include keywords, linkages to google and Bing, open graph tags, title tags and Meta descriptions.
•    The contractor will develop a profile to show the governmental what is missing from their site.
•    The governmental will provide access to needed accounts or platforms in order to build the SEO for the site.
- Budget: $250,000.00

- Contract Period/Term: 1 year
- Pre-bid Conference Date: August 18, 2025
- Questions/Inquires Deadline: August 18, 2025