ADDENDUM #1 –
October 15, 2020
Q#1. Whether companies from Outside USA can apply for this? (like, from India or Canada)
A: This RFP is open to all potential proposers/companies at this time.
Q#2. Whether we need to come over there for meetings?
A: At the current time all meeting will be held via Virtual.
Q#3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)
A: It is currently unknown.
Q#4. Can we submit the proposals via email?
A: Please reference Page1 of this RFP.
Q#5. Is it accurate that this RFP is to develop the plan, but not implement the plan?
A: Please refer to page 12 of this RFP – Scope of Work.
Q#6. Why does the Department anticipate that it will take one year to develop the plan? In our experience plan development is typically a 90 to 120-day project.
A: Please refer to page 12 of this RFP – Scope of Work.
ADDENDUM #2 –
October 23, 2020
Q#1. The RFP states "Create a process that streamlines communications through creative development to execution including but not limited to online, print, periodic reports and newsletter"
- Should our pricing include the costs to create & post online/social campaigns or just to indicate in the plan what we would recommend be implemented (not actually creating or posting)?
A: The price proposal shall include a total price as a fixed fee for all services delineated in this RFP. The proposer will consider all costs (labor, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP. Any hourly rates for services that may not be included shall be provided with the corresponding service and rate. All additional services beyond the initial scope of the project, identified by the Proposer as beneficial to the County, shall be delineated separately for the County to consider.
- What exactly would you like printed? Flyers, banners, etc.?
- If you'd like us to include the printing costs in the quote, please indicate quantities of each item needed.
A: Lake County Workforce Development Board (LCWFDB) is seeking strategic guidance on how we communicate with our customer base. Printed materials will be handling internally or virtually.
- For the periodic reports - who is this written for, how many per year would be needed, how would it be distributed?
A: LCWFDB is seeking a Proposer to evaluate our current practices and provide guidance on current and future reports.
- For the newsletter - who is this written for, how many per year would be needed, and how would it be distributed?
A: LCWFDB is seeking a Proposer to evaluate our current practices and provide guidance on current and future reports. Printed materials will be handling internally or virtually.
Q#2: For the budget of $50,000, is this just for a plan being written or does it have to include the costs to create & distribute/implement all tactics (write social posts, create/print/distribute newsletters, etc.)?
A: Please reference to the above answers.
Q#3: Is there any preference for working with a firm like ours who is WBE, WOSB, & BEP certified?
A: Please reference page 15 of the RFP document.
Q#4: Is there a preference for working with a local firm like ours?
A: Please reference page 15 of the RFP document.
ADDENDUM #3 –
October 26, 2020
Q#1. Does the $50,000 annual budget include the cost of media and media placement for outreach and educational purposes?
A: The price proposal shall include a total price as a fixed fee for all services delineated in this RFP. The proposer will consider all costs (labor, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP. Any hourly rates for services that may not be included shall be provided with the corresponding service and rate. All additional services beyond the initial scope of the project, identified by the Proposer as beneficial to the County, shall be delineated separately for the County to consider.
Lake County Workforce Development Board (LCWFDB) is seeking strategic guidance on how we communicate with our customer base. Printed materials will be handling internally or virtually.
Q#2: Please describe the target audience for the marketing campaign.
A: The Lake County workforce system, partners, customers and local business. Open for additional suggestions on where vendor believes the focus should be going forward.
Q#3: When we have worked with other workforce development boards, they have identified a young adult market as the target. Normally, this makes print marketing a less advantageous strategy. In “Specifications,” however, print is listed as a consideration. Do you wish for print to be included as a strategy for the proposal?
A: The Lake County Workforce Development Board is seeking consulting services for the development of a strategic marketing and communications plan for the Lake County Workforce Development Board. The price proposal shall include a total price as a fixed fee for all services delineated in this RFP. The proposer will consider all costs (labor, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP. Any hourly rates for services that may not be included shall be provided with the corresponding service and rate. All additional services beyond the initial scope of the project, identified by the Proposer as beneficial to the County, shall be delineated separately for the County to consider.
Lake County Workforce Development Board (LCWFDB) is seeking strategic guidance on how we communicate with our customer base. Printed materials will be handling internally or virtually.
Please see questions #2 in regard to our targeted audience.
Q#4: What marketing has Lake County Workforce Development Board done in the past?
A: The LCWFDB has not formally completed a Strategic Communication and Marketing Plan. For additional guidance please visit our website at https://www.lakecountyil.gov/306/Workforce-Development-Board.
Q#5: On page 12 you say, “establish a creative brand that includes messaging, design, tone and personality”. Will this include the design of a new logo, and tagline?
A: If the Proposers feels these tasks is necessary and will serve a purpose to get our message out to our target audience. Please include as part of your proposal.
Q#6: Would improvements to the current website be included as a part of this RFP or under separate cover?
A: This would be under a separate cover at this time.
Q#7: What is the current number of subscribers to the newsletter?
A: The number on the e-list exceeded 10,000 in late September, 15% of the recipients opened the email in the same month.
Q#8: On the Addendum Acknowledgement RFP #20156 page at the very bottom it states “All responses are to be submitted in a sealed envelope. Envelopes are to be clearly marked with required submittal information”. However, on page 1 of the RFP there are clear instructions for submitting our proposal electronically. Please clarify.
A: Please disregard the statement on the bottom of the Addendum Acknowledgement sheet. Please follow the instructions on Page 1 on how to submit your proposal electronically.
Q#9: Page 14, part F clearly asks for 3 references, but the references page has spaces for 4. Please clarify
A: Three (3) references is required and the fourth reference is optional.
Q#10: Is the RFP deliverable to create and present the communications plan including priority items and timeline or is the expectation that the chosen agency would implement that plan within that first-year annual budget of $50,000? If not, would the option for renewal lead into the implementation of the finalized communication plan?
A: Seeking the Proposer to evaluate our current practices and provide a Strategic Communications and Marketing plan that list out a projected timeframe. Within the projected timeframe should be steps on the implementation process.
Q#11:“Establish a creative brand that includes messaging, design, tone, and personality” – Is this deliverable to create that brand along with key messaging and brand guidelines or is there expected implementation by the chosen contractor work under this scope such as website reskinning/updates, updating promotional materials, internal branding (employee signatures, uniforms, letterhead, etc.)?
A: Seeking the Proposer to evaluate our current practices and provide a Strategic Communications and Marketing plan that list out a projected timeframe. Within the projected timeframe should be steps on the implementation process.
Addendum #4 -
October 27, 2020
Q#1: Is this Scope of Work intended for Just the Workforce Development Board (Department) or all of the Lake County departments shown on the website?
A: The Scope of Work is intended for the Lake County Workforce Development Board (LCWFDB) only.
Q#2: Email Marketing– what platform is being used to distribute and manage email campaigns for the Workforce Development Board?
A: Lake County Workforce Development currently uses Granicus / Gov Delivery.
Q#3: Is there a need or option to switch email providers, if there is a better solution to meet the needs of the Development Board?
A: We are interested in any suggestions the Proposer may propose.
Q#4: How many total email subscribers are on all the email lists that are used for this department?
A: The number of subscribers exceeds 10,000 in late September, and out of the 10,000, 15% of the recipients opened their email that same month.
Q#5: Is there cross-marketing or promotion for Workforce Development Services through OTHER departments at the Lake County Office?
- If so, which departments work together for this purpose?
A: Not at the current time. The Marketing and Communication is for the Lake County Workforce Development Board only.
Q#6: What are the current methods of marketing/advertising being used for the Workforce Development Board?
- Google Ads, Retargeting Ads
- Social Media
- Social Media Ads
- Organic SEO
- Electronic Surveys
- YouTube
- Cable TV
- Radio
- Email Newsletters – (how many per month or per year for example are sent?)
- SMS notifications to selected users, based on interest they select
- Billboards
- Newspaper
- Magazines – Please list…
- In person events – What is the typical attendance (prior to Covid)
- Affiliate News Publication Sites (local & regional)
- Affiliate Blogs and Guest Blogging Sites
A: WFD department currently use Social Media, Electronic Surveys, Email Newsletters, SMS and in person events. Typical attendance fluctuates depending on topic and venue.
Q#7: Is there a Director of Marketing, Mgr. or marketing team that currently exists in the Lake County Workforce Development department? NO
- If so, can you provide a brief role description? N/A
- Is there a group or individual that the provider will need to report to, other than the Board that was mentioned in the RFP? Yes
- How many in-person meetings are expected with Staff and Key Stakeholders? Are Zoom or MS Teams Meetings acceptable due to Covid? Yes, Zoom and MS Teams meetings are acceptable currently due to the pandemic. In future the Workforce Development Board may be open to in person meetings. The number of meetings depends on the need and what the awarded vendor recommends.
Q#8: Does the $50,000 budget include media purchases if that is a recommendation for the strategy & communication plan?
A: The price proposal shall include a total price as a fixed fee for all services delineated in this RFP. The proposer will consider all costs (labor, overhead, administration, profit, travel, etc.) associated with providing the services listed in this RFP. Any hourly rates for services that may not be included shall be provided with the corresponding service and rate. All additional services beyond the initial scope of the project, identified by the Proposer as beneficial to the County, shall be delineated separately for the County to consider.
Lake County Workforce Development Board (LCWFDB) is seeking strategic guidance on how we communicate with our customer base. Printed materials will be handling internally or virtually.
Seeking suggestions from the awarded vendor which media outlet would bring the most value to the Board. Media covers a number of outlets. If Media purchases is suggested and approved the Board may consider this a separate budget item.
Q#9: Are there any current media buys that can be leveraged for 2021 marketing purposes?
- Please list – Media Type, Name of Publication or Channel, Frequency of Ads Purchased (i.e. Monthly, weekly, Quarterly, etc.)
A: Not at this time.
Q#10: Does the Lake County Workforce Development Board/Department have existing Staff that can be utilized for content support, content writing and/or guidance to what topics are most important at that time or provide direction on key services offered to the public?
A: Yes, staff can be available to help the awarded vendor with guidance.
Q#11: “Establish a creative brand that includes messaging, design, tone, and personality” – Is this deliverable to create that brand along with key messaging and brand guidelines or is there expected implementation by the chosen contractor work under this scope such as website reskinning/updates, updating promotional materials, internal branding (employee signatures, uniforms, letterhead, etc.)? A: Seeking the Proposer to evaluate our current practices and provide a Strategic Communications and Marketing plan that list out a projected timeframe. Within the projected timeframe should be steps on the implementation process.
A: WFD expectation is for the awarded vendor to review the website and listen to our current practices and create a Brand that best fit our needs. Key messaging & Brand guidelines can be included if they enhance our current practices.
Q#12: Can services be conducted remotely? Is there a priority given to vendors with offices closer to Lake County?
A: Yes. Please refer to Page 15 in our RFP document.
Q#13: Is there an incumbent vendor, or has the current Workforce Board project been done in-house?
A: This is our first time soliciting a procurement of this type.
Q#14: What does the in-house team composition look like, are we going to have a point of contact/product champion to work with?
A: Yes, this information will be released to the awarded vendor.
Q#15: Will you select multiple vendors who will be eligible to bid on future SOWs?
A: WFD will award to one vendor and any vendor can reserve the right to bid and/or submit a proposal toward other active procurements.