PRF86 Advertising, Marketing & Event Planning: This is a Statewide Contract (SWC) for the acquisition of Advertising, Marketing & Event Planning Services. The resulting Contract serves as the primary Statewide Contract used by Executive Agencies of the Commonwealth for the advertising, marketing and event planning services. The Contract supplies a list of pre-qualified vendors who will provide services under the awarded Statewide Contract for Advertising, Marketing & Event Planning Services.

Note: This contract may be used to procure the services described herein at any dollar amount. Any limitations are outlined in this Contract User Guide.

For Master Contract Record, refer to Master Blanket Purchase Order (MBPO) with RFR. 

Benefits and Cost Savings

Statewide Contracts are an easy way to obtain benefits for your organization by: 

• Leveraging the Commonwealth’s buying power
• Simplifying the solicitation process
• Providing contracting expertise
• Enhancing vendor relationships through proactive management and oversight
• Offering competitive pricing
• Offering Prompt Payment Discounts (PPD), which is a percentage discount given to the buyer if the invoice is paid within a specified time, in accordance with the Commonwealth’s Bill Paying Policy

This contract includes 5 categories of services listed as follows:  

• Category 1: Web-based, Social and Emerging Media
• Category 2: Creative Services
• Category 3: Marketing Services
• Category 4: Event Planning & Event Support Services 
• Category 5: Integrated Marketing Services - it includes all functions of a full-service marketing & advertising agency and covers all services offered under Categories 1 (one) through 4 (four) above.

A detailed list of product sub-categories can be found in the Appendix.

The intent of the PRF86 statewide contract is to enable Eligible Entities to procure Professional Services for Advertising, Marketing & Event Planning as specified in this RFR.  While some overlap with other existing statewide contracts is permitted (e.g., products bundled as part of a system purchase), items that are offered on Statewide Contracts (and any of the successor statewide contracts) with the primary use as listed below will be excluded.

Please refer to the following list of products and services not available for purchase:
Any OSD Statewide Contracts that have a primary focus upon Information Technology (“IT”) products and/or services, including the following OSD Contract Categories:

• ITE -  Information Technology – Equipment and Services 
• ITS - Information Technology – Software and Services
• ITT - Information Technology – Telecommunications and Networking
  

The following is a complete list of the types of organizations generally allowed to use the Operational Service Division’s (OSD's) Statewide Contracts (SWCs). Some SWCs may be open to additional organizations, and some are more restricted in usage.

• Cities, towns, districts, counties, and other political subdivisions
• Executive, Legislative, and Judicial Branches, including all departments and elected offices therein
• Independent public authorities, commissions, and quasi-public agencies
• Local public libraries, public school districts, and charter schools
• Public hospitals owned by the Commonwealth of Massachusetts
• Public institutions of higher education
• Public purchasing cooperatives
• Non-profit, UFR-certified organizations that are doing business with the Commonwealth
• Other states and territories and their cities, towns, districts, counties, other political subdivisions, and public institutions of higher education without prior approval from the State Purchasing Agent 
• Other entities when designated in writing by the State Purchasing Agent
  

Purchases made through this contract will be direct outright purchases. All elements of the project’s creation through the use of Commonwealth funds are owned by the Commonwealth except where prior ownership has been established. Commonwealth departments should be made aware of such exceptions. The various pricing options are outlined as follows:

Note: The Master Price Files is accessible HERE through public view in COMMBUYS; therefore, buyers may access the Master Price File and vendor catalogs without signing into a COMMBUYS account.

• Project Pricing: Project Pricing: Costs under PRF86 must be determined through project-based compensation. Each pricing sheet on the contract includes an up-to-ceiling rate for each job classification under the contract.
• Ceiling/Not-to-Exceed: The contract's published pricing, including discounts, is a maximum price or 'not-to-exceed' limit and may be subject to further negotiation. Most engagements will not be bid at the ceiling rate. Eligible entities will determine the format in which quotations for their specific project will be collected. Vendors are expected to be competitive with each project and must provide a detailed and transparent budget related to the scope of services to be completed. Eligible entities and awarded PRF86 vendors may negotiate project rates as part of the bid process. Negotiated project rates may be published by the eligible entities as part of the bid records in COMMBUYS
• Hourly Rates: Engagements that are limited in scope, time and value might be best quoted on an hourly rate basis, which is an approved compensation method under this contract.

Note: Product pricing may be found on the vendor information page, where links to all the vendors’ MBPOs are provided.

Regardless of the type/category of bid response, all vendors must include the number of edits or corrections allowed without an additional charge and what the charge will be after that level is reached. These changes are known as Artists Adjustments, AA’s, Edits, Corrections, Changes, etc., but the vendor’s response to the SOW must be clear. 

Buying Power: relates to the media buying relationship that a vendor has within the communication market which Commonwealth entities may benefit from by receiving greater discounts and savings. 

Buyers must solicit quotes when using this contract.

For purchases of $10,000 and above, Buyers are required to solicit a minimum of three (3) responses. Buyers must utilize the PRF76’s Statement of Work (SOW), which is further discussed in the Statement of Work (SOW) Requirements section. This ensures a competitive bidding process and helps the Buyer find the best possible value for their purchase. A “no bid” response is considered an acceptable response. 

For purchases under $10,000, Buyers are required to solicit one quote or an accepted SOW with an estimated value. However, before making a purchase, Buyers should consult with their Chief Purchasing Officer or equivalent authority.

The purchase options identified below are the only acceptable options that may be used in this contract:

• Direct, outright purchases - All elements of the project’s creation through the use of Commonwealth funds are owned by the Commonwealth except where prior ownership has been established. Commonwealth departments should be made aware of such exceptions.
• Quote Solicitation: Buyers may solicit quotes from multiple vendors, and place orders through COMMBUYS. A solicitation-enabled contract allows the buyer to solicit quotes from vendors utilizing the category specific solicitation-enabled Master Blanket Purchase Orders (MBPOs) or Statewide Contracts in COMMBUYS. The buyers may create a solicitation-enabled bid using a release requisition, converting the requisition to a bid, and then requesting quotes from eligible vendors. 

Refer to the How to Request Quotes from Vendors on Statewide Contracts job aid for more details.

This COMMBUYS functionality provides a mechanism to easily obtain quotes, as specified by the Contract. The buyer would create a Release Requisition and then convert it to a Bid. After approval by the buyer approving officer, the bid is then sent to selected vendors to request quotes. Buyers must include “PRF86 RFQ” when entering information in the Description field.

For a description of how to complete this purchase in COMMBUYS, visit the Job Aids for Buyers webpage, and select: The COMMBUYS Purchase Orders section, choose the How to Make a Statewide Contract Purchase in COMMBUYS or one of the quick reference guides.

Note: MOSAIC and COMMBUYS do not interface. Payment request and invoice must be reported in both MOSAIC and COMMBUYS.

Performance and Payment That Goes Beyond Contract End Date

  For extend beyond, the following stipulations are in place:

• The initial term of this Contract is five (5) years and six (6) months. This Contract has no options to renew so the maximum possible contract duration is five (5) years and six (6) months.
  • It is the intent of the SST that the contract that will replace PRF86 will go into effect 6 (six) months prior to PRF86’s termination date in order to enable Eligible Entities to transition to the new statewide contract.

• No new agreements, including leases, rentals, or service contracts, may be made after the contract's expiration.

COMMBUYS is the Commonwealth of Massachusetts' e-procurement platform, serving as a central marketplace for state agencies and other Eligible Entities to procure goods and services, connecting government buyers and businesses. It aims to streamline the purchasing process, ensuring transparency and efficiency in the procurement process.

For Executive Agencies, COMMBUYS is required. Per 801 CMR 21.00, Executive Agencies must use established Statewide Contracts (SWCs) for the purchase of products and services. To set up a COMMBUYS buyer account or to update an existing agency account, the buyers must contact the COMMBUYS Help Desk at: 888-627-8283 or OSDhelpdesk@mass.gov.

While COMMBUYS use is not mandated for Non-Executive Agencies and other Eligible Entities, it is highly recommended to streamline the procurement process and assist buyers in making informed purchasing choices. Eligible entities should follow their internal guidelines for COMMBUYS use.

Buyers can view contract documents on COMMBUYS without requiring a COMMBUYS account or logging in.  
To find contract documents in COMMBUYS, follow these steps:

1. On the COMMBUYS home page, enter PRF86 in the search tool and select Blankets from the drop-down list.
2. Select the Search icon. The related Master Blanket Purchase Orders (MBPOs) information opens in a table format. 
3. To view the associated contract documents, under the Blanket # column, select the applicable Purchase Order (PO) link. MBPO opens for the selected PO and the attachments can be found in the Agency Attachments or Vendor Attachments section. 

The Buyers must complete a detailed SOW when soliciting quotes located in the Master Contract Record MBPO under the Attachments section.

The following are examples of required information on the SOW (your organization may require more details):  

• Scope of services
• Deliverables dates
• Location of service
• Detailed budget
• Estimated total costs 
• Number of staff
• Rate(s) per hour
  

Please refer to the following guidelines:

• Executive Departments must use diverse and small businesses to the extent possible based on contract terms, Supplier Diversity Office (SDO), and departmental policies, laws, and regulations.
• The Small Business Purchasing Program (SBPP) applies to small procurements ($250,000 or below annually), while the Supplier Diversity Program (SDP) applies to large procurements (over $250,000 annually). Executive Departments must consider these requirements when soliciting quotes or issuing Statements of Work (SOWs).
• Operational Services Division (OSD) provides a list of SDO businesses through the Statewide Contract Index. Refer to the Programs (SDP and SBPP) tab on the index (scroll to view the tab).

• In cases where all other factors are equal, and particularly when adhering to a best value approach, the department will favor the vendor with stronger SDP commitment.
• For more information, refer to Best Value Evaluation of SDP Plan Forms: A Guide for Strategic Sourcing Teams.
• Vendor SDP commitment percentages may be found on the Vendor List table.

• If available, departments must notify at least two certified small businesses capable of providing the product or service. Bids received from SBPP-participating small businesses must be evaluated, and if one meets the department’s best value criteria, the contract must be awarded to that vendor.
• For more information, refer to Best Value Evaluation of Responses to Small Procurements: A Guide for Strategic Sourcing Teams.
• Vendor SBPP Certification status can be found on the Vendor List table.

The awarded vendor’s use of subcontractors is subject to the provisions of the Commonwealth’s Terms and Conditions and Standard Contract Form, as well as other applicable terms of this Statewide Contract (SWC). 

• Foreign Language Interpretation and Translation
  • All awarded vendors on PRF86 may be designated as “Eligible Entities” for the use of the PRF75 Foreign Language and Translation or its replacement OSD Statewide Contract. Translation and Interpretation services available from PRF75 or its replacement may be obtained from that Statewide Contract and provided to Eligible Entities at a cost no greater than the Eligible Entity would pay if purchasing directly from the applicable Statewide Contract.
  • The purpose of this provision is to allow Eligible Entities to take advantage of the pricing and features of OSD’s Foreign Language and Translation contract, while interfacing with a single point of contact. Awarded vendor will obtain the services directly from the identified PRF75 Statewide Contract, or its replacement and provide project management services as needed to coordinate among different vendors.
  • The PRF75 Contract User Guide will provide a list, updated from time to time, identifying its awarded vendors and the specific services that may be obtained
    

Vendors in this statewide contract offer the following discounts, which may vary for each vendor:

• Third Party Discounts: Vendors are required to pass third-party discounts through to the contract user; this applies to any commission that the Awarded Vendors are paid as well.   
  

Vendors on this contract may be required to provide products or services in cases of statewide emergencies. The 801 CMR 21.05(3) defines emergency for procurement purposes. Visit the Emergency Response Supplies, Services and Equipment Contact Information for Statewide Contracts list for emergency services related to this contract.

Vendors' performance is measured by several factors, including the following:

• Buyers provide actionable feedback on vendors for this contract to optimize performance through the Procurated platform. On the Procurated website, click "Search for a Massachusetts Vendor to Review", then search for the vendor by name and select them from the list. Once you enter your professional email address, you will be forwarded to the review screen.
• Buyers are encouraged to reach out to the Category Manager(s) (Gerard Dawson or Hayley Lebert) if vendors are not meeting their contractual obligations and buyers may be surveyed for vendor performance feedback.
• Vendors will be evaluated on their current performance and may be asked to work with the Commonwealth toward improvement.
• Vendors must meet all contractual requirements throughout the life of the contract, including requirements for timely and accurate report submission, to remain in good standing under the contract.
  

• Responsiveness to bids to which they have been invited to submit a response
• Ability to meet SDP Commitment
• Ability to remain current on administrative fees
• Provide details of their active work to encourage buyers to leave Procurated reviews
• Ability to submit detailed, accurate and on time quarterly reports
• Adherence to SOW – 90%
• Adherence to Project budget – 90%
  

For general procurement guidelines and best practices, follow these recommendations:

• Buyers should inform vendors to reference Statewide Contract PRF86 on all quotes and invoices.
• No prepayment should be made for products not yet delivered or services not yet rendered.
• No sales tax should be applied to invoices.
• No fees or surcharges (including travel, fuel, delivery) should be applied to invoices.
• Special order fees must be agreed upon by both parties upfront.
• Payments for products or services provided must be paid within 45 days per Massachusetts Bill Payment Policy, or sooner if applying Prompt Payment Discount.
• Buyers are not required to sign additional agreements with vendors that conflict with the Request for Response (RFR) Terms and Conditions. Contact the Category Manager(s) (Gerard Dawson or Hayley Lebert) for guidance. 
• Vendors must notify buyers of product substitutions.

The Commonwealth of Massachusetts is committed to prioritizing and promoting Environmentally Preferable Products and Services in state contracts with both vendors and buyers and collaborating with businesses that embrace sustainable practices in their facilities and operations. Climate is a priority of the Commonwealth and awarded vendors will be required to provide additional reporting related to their business practices.   

Post-Award Climate and Environmental Vendor Reporting: Awarded vendors are required to provide OSD with specific climate and environmental data to meet the goals of Executive Order EO604: Establishing the Office of Climate Innovation and Resilience within the Office of the Governor. This includes collaborating with OSD to assist vendors to understand and meet the reporting requirements. 

When placing orders with a vendor, MOSAIC users must reference the contract ID number PRF86* in the Agreement ID field in MOSAIC for encumbrances related to purchases from Statewide Contracts. Please address all inquiries regarding MOSAIC technical support and job aids by emailing the Comptroller Help Desk or by calling 617-973-2468. 

*The asterisk is required when referencing the contract in the Massachusetts Management Accounting Reporting System (MOSAIC).

Category 1 -Web-Based, Social & Emerging Media Services

Services Include but are not limited to:

• Web-based
• Social media
• Any other emerging media platform
  

Category 2 - Creative Services

Services Include but are not limited to:

• Art & Graphic Design
• Commercial Photography
• Video Production
  

Category 3 -Marketing Services

Services Include but are not limited to:

• Marketing
• Advertising
• Public Relations
• Media Planning, buying and monitoring
  

Category 4 -Event Planning & Support Services

Services Include but are not limited to:

• Event Planning
• Event Support
• Event Catering
• Virtual Events Planning and Support
• Audio/Visual Support/Equipment Rental/Setup
  

Category 5 - Integrated Marketing Services

The Integrated Marketing Services Category is broad in scope so that departments can develop scopes of work that may require a variety of services offered under this contract. Must include services offered under Categories one (1) through four (4), above.

On a project-by-project basis, additional and related services offered through one or more of the 5 Categories under the awarded contract for PRF86 RFR may include, but are not limited to, the following: 

• Strategic planning assistance in establishing goals and strategies and help to structure on-going marketing programs.
• Production design services for several media formats including reviewing proofs and monitoring delivery.
• Creative development and production.
• Media Planning, buying and monitoring.
• Translate advertising goals and strategies into effective media buys, which may include television, radio, newspaper, on-line and out-of-home advertising.
• Provide a regular schedule of media buys for approval by the hiring entity prior to any media buy actually occurring.
• Develop and implement a post media buy evaluation and reporting methodology in order to provide the hiring entity with the success level for each buy.
• Promotion development and implementation assistance.
• Campaign web-design.
• Direct marketing and social media marketing.
• Earned media, graphic design and copy editing.
• Development of marketing research and strategies.
• Situational Analysis.
• Market summary and analysis of critical issues.
• Strengths, Weaknesses, Opportunities and Threats (SWOT) analysis.
• Financial analysis including budgets and forecasts.
• Control mechanisms with implementation milestones, organization and contingency plans.
• Develop Public Service Announcements.
• Coordinating, organizing, producing and executing events and functions.
• Securing Services needed to conduct a campaign or convention type of event, such as photographers and/ or videographers, audio/visual support, equipment rental/setup, decorating services and non-construction electrical services.