Addendum

Addendum#3

9/6/2024

Question: What specific metrics or benchmarks will be used to evaluate the success of the campaign beyond those mentioned in the KPIs (Key Performance Indicators)?

Response: In addition to the KPIs, success will be measured by increased community engagement and participation in digital equity programs, including participation rates in Lake County Digital Navigators Programs, attendance at digital equity events, and community feedback gathered through surveys. Qualitative measures such as the diversity of communities reached and the effectiveness of outreach in underserved areas will also be considered.

Question:  Can you elaborate on the types of reports expected from the contractor (format, frequency, etc.)?

Response: The contractor will be expected to provide monthly reports on campaign performance, including metrics such as social media engagement, outreach activities, and budget adherence. Reports should include a combination of quantitative data (e.g., reach, engagement) and qualitative insights (e.g., community feedback). A final comprehensive report summarizing the campaign's overall impact and recommendations for future efforts will be required at the conclusion of the project. Reports should be submitted in PDF format and include any necessary visualizations or summaries to aid understanding.

Question: Based on market research will their be an ad budget or is this included in the overall pricing quoted?

Response: The ad budget will be included in the overall pricing quoted by the vendor. The vendor is expected to allocate part of the fixed bid toward paid advertising, including social media, traditional media, and grassroots outreach efforts.

Question: What are the data security requirements for handling sensitive information collected during the outreach (e.g., Personally Identifiable Information)?

Response: The contractor must adhere to strict data security protocols in compliance with federal, state, and local regulations, particularly regarding the handling of Personally Identifiable Information (PII). This includes the use of encrypted data storage, restricted access, and secure transmission of any sensitive data. The vendor must also follow best practices for data privacy and obtain any necessary consent from individuals before collecting personal information.

Question: Will the County provide any ad creative assets or photos?

Response: The County may provide limited creative assets such as logos and brand guidelines. However, the vendor is expected to be primarily responsible for creating ad content, including graphics, videos, and other promotional materials. If the vendor requires specific assets, they should communicate with the County to determine availability.

Question: Will the County provide access to any existing social media accounts or assets for the campaign, or will the vendor need to create these from scratch?

Response: The County will provide access to existing social media accounts related to the Lake County Digital Growth Initiative. The vendor will not be responsible for managing these accounts or posting content, but consulting on the need for any expansion of the County’s social media presence is in the scope of work. 

Question: How many events does the County expect to host each year, and what type of resources will be available for promoting them (e.g., County facilities, media contacts)?

Response:  We anticipate several events and/ or campaigns per month which may include, but are not limited to Digital Equity Coalition Meetings, device distributions, and community partner events. Resources for promoting these events will include access to County facilities, local media contacts, and collaboration with community organizations. The County will work with the vendor to ensure that promotional efforts are well-supported.

Question: Will the vendor be expected to attend and cover events, or just assist in promoting them?

Response: The vendor is expected to assist in promoting events but not required attend and cover them unless otherwise agreed upon. The County will handle the logistics and coverage of events, while the vendor will focus on creating promotional content and ensuring visibility through appropriate channels.

Question: Will the County appoint a dedicated project liaison, and how will communication be managed between the County and the vendor?

Response: Yes, the County will appoint a dedicated project liaison to facilitate communication between the vendor and County departments. Communication will be managed through regular meetings (either in-person or virtual) and email updates. The project liaison will be responsible for coordinating feedback, approvals, and addressing any concerns that arise during the project.

Question: What is the process for obtaining approvals for creative content, such as social media posts or printed materials?

Response: All creative content will be subject to a formal approval process. The vendor will submit drafts of social media posts, printed materials, or other content to the County’s project liaison for review. The County will review and provide feedback or approval within a specified time frame to ensure timely delivery of the campaign. The vendor is encouraged to plan ahead for approval timelines to avoid delays.

Question:  If changes are needed in the scope of work after the contract is signed (e.g., additional services or adjustments to the campaign), how will these be handled, and what is the process for issuing a change order?

Response: If changes to the scope of work are required, the vendor must submit a change request outlining the additional services or adjustments needed. The County will review the request, and if approved, a formal change order will be issued. This process ensures that any modifications are documented, budget implications are considered, and both parties agree to the new terms before implementation.

 

Addendum#2

9/5/2024

Question: Is the expectation that content created for social will be used on the current Lake County channels or are you looking to create and build following on new channels specific to this campaign?

 Response:  We are open to the recommendation of the entities submitting proposals through this RFP process if either of these options or a combination of these would be most effective in achieving the goals outlined in the RFP.

Question:  Can you please share the budget for this project?

 Response: We are seeking quotes from entities submitting proposals through this RFP process to determine the necessary budget for this project.

Question: What is the available budget to purchase digital ads?

Response: We are seeking quotes from entities submitting proposals through this RFP process to determine the necessary budget for this project.

Question:  How many events do you anticipate will occur during this campaign for which the vendor is developing promotional materials?

Response: We anticipate several events and/ or campaigns per month which may include, but are not limited to Digital Equity Coalition Meetings, device distributions, and community partner events.

 

Addendum#1

9/4/2024

Question: Can we set up a time to chat this week of 9/1/24?

Response: During this phase of the RFP process, we are not able to meet with vendors individually. Lake County encourages vendors to continue submitting questions. Deadline for all questions is Friday, September 6, 2024, by 11:00am.

Question: How early in the Phase can we work with the Digital Navigators and its Program? Can you elaborate on them about their role?

Response:  Lake County anticipates the launch of the Lake County Digital Navigator Program this fall. Contingent on the launch of the program, Lake County will seek to collaborate with the selected Outreach Marketing Campaign vendor on this initiative as soon as possible. The primary objectives of the Digital Navigator Program are as follows:

• Provide personalized technology assistance to Lake County residents, including troubleshooting technical issues, navigating digital platforms, and accessing online resources.
• Increase digital literacy and confidence among Lake County residents, particularly those who face barriers to accessing technology including, but not limited to the following impacted households and communities, low- or-moderate income households or communities, households that experienced unemployment, households that experienced increased food or housing insecurity, and households that qualify for the Children’s Health Insurance Program, Childcare Subsidies through the Child Care Development Fund (CCDF) Program, or Medicaid.
• Facilitate access to essential services and resources available online, such as healthcare information, educational opportunities, and government services.
• Foster community engagement and collaboration through outreach efforts and partnerships with local organizations.

Question: Is it okay if we are in the middle of getting one of the listed certifications during Lake County's consideration phase?

Response: The Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Veteran-Owned Business Enterprise (VBE), Business Enterprise Program (BEP), Small Disadvantaged Businesses (SDB), and Veteran-Owned Small Business (VOSB) certifications are not mandatory for consideration during Lake County's evaluation phase. If your organization is currently in the process of obtaining any of these certifications, please indicate the expected start date of the certification process in the appropriate section of the Vendor Certification Statement. This information will be taken into account during the evaluation.

Question: On Page 27, are the Timeframes for Phase 1 and Phase 2 example timeframes or what you'd expect? Is the timeframe flexible? I'm thinking about the need and findings.

Response: The timeframes for Phase 1 and Phase 2 outlined on Page 27 serve as example timeframes. While these timeframes reflect our project goals, they are flexible and will be taken into consideration during the evaluation phase. We understand the importance of accommodating the needs and findings that may arise during the course of the project, and we are open to discussing a timeline that aligns with both the project's objectives and your organization's capacity.

Question: The RFP is listed as a "Fixed Bid," but essential items like experiential/events, venues and insurance alone vary depending on the project size.

Response: Please reframe this into a question. 

Question: Has your organization done something like this before? If so, what was the awarded price?

Response:  For details on completed projects and awards, please visit the Lake County Purchasing Portal at https://www.lakecountypurchasingportal.com/awarded-contracts/.

Question: Can we have a 5 - 10-day extension since we received the bid going into the holiday of Labor Day weekend and to gain clarity from questions within this Addendum? We can still aim for the same awarded start time.

Response: We apologize, but we are unable to extend the application deadline due to strict scheduling constraints on the larger project. The application opened on August 22, 2024, and the September 13, 2024, deadline for proposal submissions reflects a standard timeframe for application preparation. We appreciate your understanding and encourage you to submit your proposal within the established deadline.

Question: How early in the Phase can we work with the Digital Navigators and its Program? Can you elaborate on them about their role?

Response: Lake County anticipates the launch of the Lake County Digital Navigator Program this fall. Contingent on the launch of the program, Lake County will seek to collaborate with the selected Outreach Marketing Campaign vendor on this initiative as soon as possible. The primary objectives of the Digital Navigator Program are as follows:

• Provide personalized technology assistance to Lake County residents, including troubleshooting technical issues, navigating digital platforms, and accessing online resources.
• Increase digital literacy and confidence among Lake County residents, particularly those who face barriers to accessing technology including, but not limited to the following impacted households and communities, low- or-moderate income households or communities, households that experienced unemployment, households that experienced increased food or housing insecurity, and households that qualify for the Children’s Health Insurance Program, Childcare Subsidies through the Child Care Development Fund (CCDF) Program, or Medicaid.
• Facilitate access to essential services and resources available online, such as healthcare information, educational opportunities, and government services.
• Foster community engagement and collaboration through outreach efforts and partnerships with local organizations.