request for quotes rfq: 19-390 marketing and creative ... /rfq 19... · provide a brief description...

REQUEST FOR QUOTES

RFQ: 19-390

Marketing and Creative Services For

Deep East Texas Local Workforce Development Board

415 South First Street, Suite 110 B Lufkin, Texas 75901

(936) 639-8898

For the Period of November 01, 2019 to October 31, 2020

ISSUE DATE: August 26, 2019

RESPONSE DATE: September 27, 2019, 5 p.m. CST

Mark Durand Executive Director

Our Mission: To provide solutions for quality workforce development

Workforce Solutions Deep East Texas is an Equal Opportunity Employer/Program. Auxiliary aids and

services are available upon request to individuals with disabilities. For hearing impaired 1-800-735-25988

English (voice)/1-800-662-954 Spanish (voice) 1-800-735-2989 or 711 (TDD).

REQUEST FOR QUOTES RFQ: 19-390

Marketing and Creative Services

For Deep East Texas Local Workforce Development Board

Table of Contents

Section 1. Background Information

1

Historically Underutilized Business (HUBs)

Section 2. Eligible Applicants

1

Section 3. Purpose of the Quote

1

Section 4. Performance Period

2

Section 5. General lnformation

2

Section 6. Submission lnstructions

2-3

Availability of RFQ Packets

3

Questions and Clarifications

3

Submission Deadline

3

Section 7. Evaluation Criteria

3

Section 8. Bidders Qualifications

3

Section 9. Request for Quotes Conditions

4

Section 10. Exhibits

Exhibit A - Cover Page

5

Exhibit B - Schedule of services, fees and hourly rates

6

Exhibit C - Certification Regarding Debarment, Suspension

7-8

Exhibit D - Conflict of lnterest

9-10

Exhibit E - Texas Corporate Franchise Tax Certification 11

RFQ: 19-390 Marketing and Creative Services / Deep East Texas Local Workforce Development Board - 1

Section 1: Background Information The Deep East Texas Local Workforce Development Board is a volunteer Board made up of approximately 30 members representing various employment sectors in a 12-county area. The Board manages approximately $14 million in workforce development programs, which are administered through Workforce Solutions Centers and a Child Care Services Center, performing workforce development activities for area businesses and residents. The primary responsibility of the Board is to provide policy, program guidance, and evaluation of workforce development programs and services that affect area employers, residents and job seekers. The 12-county area served by Workforce Solutions Deep East Texas includes: Angelina, Houston, Jasper, Nacogdoches, Newton, Polk, Sabine, San Augustine, San Jacinto, Shelby, Trinity, and Tyler counties. Historically Underutilized Business (HUBs) It is the policy of the Deep East Texas Local Workforce Development Board (DETLWDB) to continue promoting and expanding economic development for minority-owned and women-owned businesses. They are considered in the procurement process, whenever possible. HUBs must indicate their certification number to be eligible for points awarded under this category. A HUB is defined by the State of Texas General Services Commission (TGSC) as "a corporation, sole proprietorship, partnership, or joint venture formed for the purpose of making a profit in which at least fifty-one percent of all classes of the shares of stock or other equitable securities are owned by one or more persons who are socially disadvantaged because of their identification as members of the following groups who have suffered the effects of discriminatory practices or similar insidious circumstances over which they have no control: Black American, Asian Pacific American, Hispanic American, American Indian, and Woman."

Section 2. Eligible Applicants Private-for-profit corporations, community-based organizations (CBO), private non-profit organizations, or individuals which have the education and demonstrated ability to perform the requested services and meet the Request for Quotes requirements.

Section 3. Purpose of the Quote The Deep East Texas Local Workforce Development Board, lnc. dba Workforce Solutions Deep East Texas is seeking qualified respondents to provide Marketing and Creative Services as needed to assist the Board in effectively communicating its services and products to the public. Services could include but may not be limited to graphic design, video production, electronic media, social media, web design, content development, copywriting, and photography. This RFQ is not specifically related to a one time project but rather ongoing Board initiatives. Proposers are not required to provide every service listed above for award consideration.


Section 4. Performance Period The Board receives proposals for the twelve (12) month period beginning November 1, 2019, through October 31, 2020. The contract resulting from this procurement will be for twelve (12) months. The contract may be renewed for up to two (2) additional 12-month periods at the Board's discretion based on satisfactory performance and Board approval. Any extensions shall be in accordance with the original terms and conditions plus any approved changes.

Section 5. General Information Submittal Deadline and Location

September 27, 2019, 5 p.m. CST Workforce Solutions Deep East Texas 415 S. First Street, Suite 110 B Lufkin, TX 75901 Contact Information Karen Stubblefield, Business Development/Planner [email protected] 936.639.8898, ext. 5940

Section 6. Submission Instructions Respondents must submit one (1) original and three (3) copies: 1. Cover Sheet - (Exhibit A) 2. Schedule of services, fees and hourly rates – (Exhibit B) 3. Debarment Certification - (Exhibit C) 4. Conflict of lnterest - (Exhibit D) 5. Texas Corporate Franchise Tax Certification - (Exhibit E) 6. HUB certificate if applicable 7. Respondent’s Experience and Reputation

Provide a brief description of your company as you would describe it to prospective clients. Include evidence of the firm’s experience in providing Marketing and Creative Design Services (such graphic design, video production, electronic media, social media, web design, content development, copywriting, and photography, as well as research, planning and execution of results-oriented strategies most appropriate to reach specified target audiences).

List all primary services offered, excluding those that are subcontracted. Separately provide a list of subcontractors that may be utilized. Proposers are not required to provide every service listed above for award consideration.

Years of experience

Provide at least three (3) references (with names and contact information) and description of services from current or recent clients.

8. Service and Quality Approach

Provide brief summary demonstrating creativity and effectiveness of past projects, including return on investment, key performance indicators, and the ability to meet deadlines and work within budget.


Provide turnaround timeframes for proposed services.

Provide examples of finished products for proposed services. 9. Proposer’s Key Personnel/Staffing Qualifications

Submit profiles of principals and key staff indicating qualifications, education and experience. Provide profiles of subcontractors as well.

The proposal will be considered non-responsive and will not be scored if any required items are missing. o Availability of RFQ Packets - Request for Quotes packets will be available beginning on and

after 4:00 PM, August 26, 2019, at 415 S. First Street, Suite 110 B, Lufkin, Texas 75901. The packet may be picked up in person, mailed upon request and/or downloaded from the Board's website at www.detwork.org/doing-business.

o Questions and Clarifications - A proposer may submit questions and/or request clarifications concerning the RFQ from the date of release until 5:00 PM, September 11, 2019. The question must be in written form and addressed to Karen Stubblefield, Business Development/Planner at 415 S. First, Suite 110 B, Lufkin, Texas 75901, Fax (936) 633-7491 and Email [email protected]. Answers to the questions will be posted on the www.detwork.org/doing-business webpage.

o Submission Deadline - The response deadline is no later than 5:00 PM CST on September 27, 2019. Qualifications, whether mailed or personally delivered, must be officially received at 415 S. First, Suite 110 B, Lufkin, Texas 75901 by this deadline. Facsimile (fax) responses are not acceptable. Late Quotes will be disqualified regardless of circumstances.

Section 7. Evaluation Criteria Responses received from this solicitation will be evaluated based upon the Board Approved Evaluation criteria. Proposal will be evaluated as follows:

Demonstrated Experience and Reputation 30 points Service and Quality Approach 30 points Key Personnel/Staffing Qualifications 20 points Cost 20 points HUB Certification Bonus points 5 points

A minimum of seventy (70) points is required for a proposer to be considered for the award. Oral presentations/interviews are an option of the evaluation team and may or may not be conducted.

Section 8. Bidders Qualifications Qualified bidders must possess the following qualities/abilities:

Engaged in the business of Marketing and Creative Services for a minimum of five (5) years.

Have available the necessary qualified personnel, skills, qualifications, organization, facilities, equipment and supplies required to fulfill the requirements listed in the RFQ.

http://www.detwork.org/

mailto:[email protected]

http://www.detwork.org/doing-business


Section 9. Request for Quotes Conditions

The intent of this RFQ is to identify various prospective contract alternatives and obtain estimates of costs of services being solicited. The Board is under no legal requirement to execute a contract on the basis of any proposal received.

The Board reserves the right to accept or reject any or all proposals received; to cancel this RFQ in part, or in its entirety; or to reissue the RFQ.

The Board reserves the right to request additional information and/or negotiate issues prior to making a selection.

The Board reserves the right to waive any defect in this procurement process or to make changes to this solicitation as deemed necessary.

By submitting a response to this RFQ, responder agrees that all copy, design, photography, audio-visuals, artwork, and graphics exclusively prepared for DETLWDB will become the sole property of DETLWDB.

The Board is the responsible authority for handling complaints or protests regarding the proposal selection process. No protest shall be accepted by the State Grantor Agency (Texas Workforce Commission) until all administrative remedies at the grantee (Board) level have been exhausted. This includes but is not limited to disputes, claims, and protests of award, source evaluation or other matters of a contractual nature. Matters concerning violation of law shall be referred to such authority as may have proper jurisdiction.

No employee, member of a Board of Directors or other governing body, or representative of a proposer who submits a proposal under this Request may have any contact outside of the formal review process with any employee of the Deep East Texas Local Workforce Development Board, lnc. or any member of the Deep East Texas Local Workforce Development Board, lnc., for purposes of discussing or lobbying on behalf of the proposer's proposal. This contact includes written correspondence, telephone calls, personal meetings, or other kinds of personal contact. The Board will reject proposals of those proposers who violate this condition.

Funding for this contract is subject to the availability of federal and state funds received by the Board.

Contractors must conduct all programs in accordance with Nondiscrimination and Equal Opportunity provisions of the following laws and with all applicable rules and regulations issued under these laws, as they apply to specific programs or activities.


Exhibit A

Cover Page For

Marketing and Creative Services

Name of Firm: ________________________________________________________________ Name of Individual Responding: __________________________________________________ Title: _______________________________________________________________________ Mailing Address: ______________________________________________________________ City/State/Zip: ________________________________________________________________ Email Address: _______________________________________________________________ Telephone: ________________________________ Cell: _____________________________ Website: __________________________________ Fax: _____________________________ Is your firm registered with the state General Services Commission as a HUB? If your response is YES, please include in your bid response the certificate from the State.

Yes No

SIGNATURE Name and Title of Applicant: ____________________________________________________ Signature of Applicant: _________________________________________________________ Date Application Form Submitted: ________________________________________________

Responses should be mailed or hand delivered to:

Workforce Solutions of Deep East Texas Attention: Karen Stubblefield

415 South First Street, Suite 110B, Lufkin, TX 75901 Phone# (936) 639-8898


Exhibit B

Schedule of Services, Fees and Hourly Rates

Service Hourly Rate

Graphic design

Content Development/Copywriting

Video

Audio

Photography

Other (insert or attach as needed)

Additional Fees Fee Stock Photography

Other (insert or attach as needed)


Exhibit C

CERTIFICATIONS REGARDING LOBBYING, DEBARMENT, SUSPENSION AND OTHER

RESPONSIBILITY MATTERS, AND DRUG-FREE WORKPLACE REQUIREMENTS

SECTION 1 - Lobbying

This certification is required by the Federal Regulations, implementing Section 1352 of the

Program Fraud and Civil Remedies Act, Title 31 U.S. Code, for the Department of Agriculture

(7 CFR Part 3018), Department of Labor (29 CFR Part 93), Department of Education (34 CFR

Part 82), Department of Health and Human Services (45 CFR Part 93).

The undersigned certifies that:

1.1 No federal appropriated funds have been paid or will be paid, by or on behalf of the

undersigned, to any person for influencing or attempting to influence an officer or

employee of Congress, or an employee of a Member of Congress in connection with the

awarding of any federal grant, the making of any federal loan, the entering into of any

cooperative agreement, and the extension, continuation, renewal, amendment, or

modification of any federal grant award, grant, loan or cooperative agreement. 1.2 If any funds other than federal appropriated funds have been paid or will be paid to any

person for influencing or attempting to influence an officer or employee of any Agency, a Member of Congress, and officer or employee of Congress, or an employee of a Member of Congress in connection with this federal grant award, grant, loan or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

1.3 The undersigned shall require that the language of this certification be included in the

award documents for all sub awards at all tiers (including sub grant awards, sub grants,

and grant awards under grants, loans, and cooperative agreements) and that all sub

recipients shall certify and disclose accordingly.

SECTION 2 - Debarment, Suspension, and Other Responsibility Matters

This certification is required by the Federal Regulations, implementing Executive Order 12549,

Government- wide Debarment and Suspension, for the Department of Agriculture (7 CFR Part

3017), Department of Labor (29 CFR Part 98), Department of Education (34 CFR Part 85),

Department of Health and Human Services (45 CFR Part 76).

The undersigned certifies that neither it nor its principals:

2.1 Are presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from participation in this transaction by any federal department or Agency.

2.2 Have not within a three-year period preceding this grant award been convicted of or had

a civil judgment rendered against them for commission of fraud or a criminal offense


in connection with obtaining, attempting to obtain, or performing a public (federal, state

or local) transaction or grant award under a public transaction, violation of federal or

state antitrust statutes or commission of embezzlement, theft, forgery, bribery,

falsification or destruction of records, making false statements, or receiving stolen

property;

2.3 Are not presently indicted for or otherwise criminally or civilly charged by a

governmental entity with commission of any of the offenses enumerated in Paragraph

(2) of this certification; and

2.4 Have not within a three-year period preceding this grant award had one or more public

transactions terminated for cause or default.

SECTION 3 - Drug-Free Workplace:

This certification is required by the Federal Regulations, implementing Sections 51515160 of the

Drug-Free Workplace Act, 41 U.S.C. 701; for the Department of Agriculture (7 CFR Part 3017),

Department of Labor (29 CFR Part 98), Department of Education (34 CFR Part 85), and

Department of Health and Human Services (45 CFR Part 76).

The undersigned certifies that it shall provide a drug-free workplace by:

3.1 Publishing a policy statement notifying employees that the unlawful manufacture,

distribution, dispensing, possession or use of a controlled substance is prohibited in the

workplace and specifying the consequences of any such action by an employee;

3.2 Establishing an ongoing drug-free awareness program to inform employees of the

dangers of drug abuse in the workplace, the Board’s policy of maintaining a drug-free

workplace, the availability of counseling, rehabilitation and employee assistance

programs, and the penalties that may be imposed on employees for drug abuse violations

in the workplace;

3.3 Providing each employee with a copy of the policy statement;

3.4 Notifying the employees in the policy statement that as a condition of employment under

this grant award, employees shall abide by the terms of the policy statement and

notifying the employer in writing within five days after any conviction for a violation

by the employee of a criminal drug statute in the workplace; 3.5 Notifying the Agency within ten days of receipt of a notice of a conviction of an

employee; and 3.6 Taking appropriate personnel action against an employee convicted of violating a

criminal drug statute or requiring such employee to participate in a drug abuse assistance

or rehabilitation program.


Exhibit D

CONFLICT OF INTEREST CERTIFICATION

This certification is required by the Texas Administrative Code:

Title 40 Social Services and Assistance

Part 20 Texas Workforce Commission

Chapter 801 Local Workforce Development Boards

Subchapter C The Integrity of the Texas Workforce System

The undersigned participant states that:

By checking () “Agree” below Participant states they agree with the item as described.

By checking () “Disagree” below Participant states they disagree with the item as described. Any

disagreements must have a written explanation attached stating the exact reasons for the disagreement.

By checking () “N/A” below Participant states the item as described is not applicable to them.

Agree Disagree N/A # Description

1. Proposer certifies that they comply with federal and state statutes and regulations regarding standards of conduct and conflict of interest provisions including, but not limited to, the following: 29 CFR §97.36(b)(3), which includes requirements from the Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments; professional licensing requirements, when applicable; and applicable OMB circular requirements and the Office of the Governor’s Uniform Grant Management Standards.

2. Proposer certifies that they avoid any conflict of interest or any appearance of a conflict of interest and that none exist. “Conflict of interest” is defined as a circumstance in which a Board employee, workforce service contractor, or workforce service contractor’s employee is in a decision-making position and has a direct or indirect interest, particularly a substantial financial interest that influences the individual’s ability to perform job duties and fulfill responsibilities. “Appearance of conflict of interest” is defined as a circumstance in which the action of a Board member, Board employee, workforce service contractor, or workforce service contract employee in a decision-making position appears to be influenced by considerations of one or more of the following: gain to the person, entity, or organization for which the person has an employment interest, substantial financial interest, or other interest, whether director or indirect (other than those consistent with the terms of the contract); or motivated by design to gain improper influence over the Board.


Agree Disagree N/A # Description

3. Proposer certifies that they will refrain from using nonpublic information gained through a relationship with the Board, Board staff, TWC, or TWC staff, to seek or obtain financial gains that would be a conflict of interest or the appearance of a conflict of interest.

4. Proposer certifies that they have promptly disclosed in writing any substantial financial interest that the Proposer, or any of Proposer’s employees in decision-making positions, have in a business entity that is a party to any business transaction with a Board member or Board employee who is in a decision-making position. “Substantial financial interest” is defined as an interest in a business entity in which a person owns 10% or more of the stock, shares, fair market value, or other interest in the business entity; owns more than $5,000 of the fair market value of the business entity; owns real property if the interest is an equitable or legal ownership with a fair market value of $2,500 or more used for the business entity; receives funds from the business entity that exceed 10% of the person's gross income for the previous year; is a compensated member of the board of directors or other governing board of the business entity; serves as an elected officer of the business entity; or is related to a person in the first degree by consanguinity or affinity, as determined under Chapter 573, Texas Government Code, who has a substantial financial interest in the business entity. First degree of consanguinity or affinity means the person's parent, child, adopted child, or spouse.

5. Proposer certifies they have disclosed in writing any and all gifts greater than $50 in value given to a Board member or Board employee by Proposer or Proposer employees and that written notice was given within 10 day of giving the gift.

6. Proposer certifies that they have disclosed any conflict of interest and any appearance of a conflict of interest.

These certifications are a material representation of fact upon which reliance was placed when this transaction was made or

entered into. Submission of this certification is a prerequisite for making or entering into a contract with the Board.

The undersigned authorized representative of the entity herein certifies that the above statements are true and

correct.

__________________________________ _____________________________________

Company Name Name of Authorized Representative & Title

__________________________________ _____________________________________

Date Signature of Authorized Representative


Exhibit E

TEXAS CORPORATE FRANCHISE TAX CERTIFICATION

By state law (Texas Business Organization Codes), state agencies may not contract with for-

profit corporations that are delinquent in making state franchise tax payments. The following

certification that the corporation entering into this contract is current in its franchise taxes

must be signed by the individual authorized on Form 2031, Corporate Board of Directors

Resolution to sign the contract for the corporation.

The contractor executing this contract herein certifies that the following indicated statement is true

and correct and that the contractor understands that the undersigned understands making a false

statement is a material breach of contract and is grounds for contract cancellation.

Not applicable. Contractor is not a corporation.

Indicate the certification that applies to your corporation:

The Corporation is a for-profit corporation and certifies that it is not delinquent in its

franchise tax payments to the State of Texas.

The Corporation is a non-profit corporation or is otherwise not subject to payment of

franchise tax payments to the State of Texas.

STATE ASSESSMENT CERTIFICATION

The authorized representative of the corporation contracting herein by executing this contract

certifies that the following indicated statement is true and correct and that the undersigned

understands making a false statement is a material breach of contract and is grounds for contract

cancellation.

The corporation certifies that:

The corporation is current in Unemployment Insurance Taxes, Payday and Child Labor

Law monetary obligations, and Proprietary School fees and assessments payable to the

State of Texas.

The Corporation has no outstanding Unemployment Insurance overpayment balance payable to the State of Texas.

Name of Organization

Printed Name and Title of Authorized Representative

Signature of Authorized Representative Date

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