Proposed RFP Question-and-Answer Responses
For Option 3, should the $80,000 maximum award be considered an all-inclusive project budget?
Yes. The maximum award of $80,000 for Option 3 is an all-inclusive, not-to-exceed project budget. It must cover all costs necessary to deliver the proposed campaign, including strategy, project management, personnel, content production, media placement, travel, outreach events, printing, materials, measurement, reporting, and other approved campaign expenses. O.V.E.R. does not anticipate providing additional funding beyond the awarded contract amount.
Are there required budget percentages for paid media, production, outreach, personnel, or other categories?
No. The RFP does not establish required, minimum, or maximum percentages for individual budget categories. Respondents should propose an allocation that is reasonable, cost-effective, and aligned with their campaign strategy. The budget should clearly distinguish major cost categories, including agency or personnel costs, content production, paid media, printing and materials, outreach and events, travel, and reporting. Budget reasonableness and overall value will be considered during evaluation.
What analytics and conversion-tracking capabilities are currently available for the WorkOhio portal?
Respondents should describe their recommended tracking and attribution approach, including the proposed use of campaign-specific URLs, UTM parameters, QR codes, platform analytics, pixels, and conversion events, as applicable. Final tracking capabilities will depend on the technical configuration of the WorkOhio portal and the access available through the portal administrator. O.V.E.R. will work with the selected respondent and the appropriate technical partners to identify and implement feasible tracking methods. Respondents should not assume that they will receive direct administrative access to the portal or all analytics platforms.
Will the selected vendor have access to referral or inquiry data by source, county, campaign, or geographic segment?
O.V.E.R. intends to provide the selected respondent with available aggregate referral and inquiry information that can reasonably support campaign measurement. The level of detail will depend on the information collected through the WorkOhio portal and applicable privacy, confidentiality, and data-sharing requirements. Personally identifiable participant information will not be provided for general marketing analysis. Respondents should identify any desired data fields or reporting needs in their proposals so feasibility can be evaluated during contract development.
Is there an existing event calendar, and is there a minimum number of in-person events?
O.V.E.R. and its regional partners maintain information about scheduled job fairs, community events, employer activities, partner meetings, and other outreach opportunities. Available event information will be shared with the selected vendor, and additional opportunities may arise throughout the contract period.
The RFP does not establish a minimum or maximum number of in-person events. The selected vendor will not be responsible for organizing, setting up, or staffing events. The vendor’s role will be to assist O.V.E.R. with developing marketing materials and promoting scheduled events through appropriate outreach channels to increase awareness and participation.
Respondents should describe their proposed approach to event promotion, regional outreach, development of marketing materials, and measurement of outreach results. Any projected number of events supported should be treated as an estimate based on the selected response option, available budget, regional coverage, and anticipated opportunities.
For the required outreach and in-person events component, is the selected vendor expected to organize and staff standalone events, coordinate participation in existing events alongside O.V.E.R. staff, or primarily provide event marketing and materials?
A one-page cover letter may be submitted outside the five-page proposal limit and may serve as the proposal’s cover page. It should be limited to basic organizational information, identification of the selected response option, the authorized representative’s signature, and a brief statement of interest. Substantive information addressing campaign strategy, organizational experience, staffing, regional coverage, or evaluation criteria should be included within the five-page proposal narrative.
The budget, budget narrative, and optional attachments are also excluded from the five-page limit, consistent with the RFP.
The selected vendor will not be expected to organize, set up, or staff events. O.V.E.R. staff will coordinate and participate in the events. The vendor’s role will be to support O.V.E.R. by developing marketing materials and promoting scheduled events through appropriate outreach channels to increase awareness and encourage participation.
Does the cover letter count toward the five-page proposal limit?
Are individuals already identified for success-story interviews and video production?
O.V.E.R. and its regional partners may be able to help identify participants, employers, training providers, and other stakeholders for potential success stories. However, the selected respondent will be expected to assist with story development, interview coordination, scheduling, consent or release documentation, production, and distribution. All participation will be voluntary, and no individual should be filmed, photographed, or publicly identified without the appropriate written authorization. Respondents should describe how they would work with O.V.E.R. and regional partners to identify representative stories from across the region.
Are mileage, lodging, and other reasonable travel expenses allowable?
Yes. Reasonable and necessary travel expenses directly associated with approved campaign activities may be included in the proposed budget. This may include mileage, lodging, and other travel costs related to filming, content production, meetings, and outreach events across the service area.
Travel expenses must be itemized or clearly described in the budget narrative, included within the applicable award ceiling, and consistent with the final contract and applicable state or grant requirements. Travel costs that are excessive, inadequately documented, or unrelated to approved campaign activities will not be allowable.
Must photography and video content be captured in a specific number of counties?
No specific minimum number of counties or sub-regions is required for photography or video production. Respondents may recommend strategically located production days that efficiently represent the broader 25-county region. The proposal should explain how the selected locations, individuals, industries, and stories will reflect the geographic and demographic diversity of Southeast Ohio. The overall campaign must still address the full 25-county service area.
What is the anticipated turnaround time for approval by the Lt. Governor’s Office?
A guaranteed approval timeframe has not been established. Respondents should build reasonable review time into their proposed production and media schedules and should not schedule publication or placement before receiving approval. A planning assumption of approximately 10 business days for review is recommended, recognizing that complex materials, requested revisions, or high-volume review periods may require additional time.
The selected respondent will coordinate submissions through O.V.E.R. Materials should be provided in complete, approval-ready form, and campaign timelines should include time for both initial review and potential revisions. No print, broadcast, placement, or digital publication may occur until the required approval has been received.