Media Buying and Consultation

Project Overview Minnesota State University Moorhead (MSUM) is seeking proposals for one or more respondents to contract with MSUM’s Marketing & Communications team for Media Buying and Consultation services. The successful respondent(s) will help to review and recommend media, advertising and other marketing opportunities that assist the university in achieving its goals related to student recruitment and brand awareness. Technical/Functional Requirements The contractor(s)will support media planning and strategy development, media buying and placement, delivery of creative materials to media partners and billing and will work primarily with the MSUM marketing team but may also buy media for other departments. 1. Meet monthly, or as needed, with members of the MSUM marketing and communications teams to discuss marketing needs. Potentially meet with key departments such as athletics and arts to manage media buys. 2. Work with media representatives to vet proposals that support MSUM’s

marketing plans. 3. Oversee order placement and confirm all media buy. 4. Supply media buying recommendations to MSUM throughout the year. Recommendations should include, but not limited to, digital, radio, native content, out-of-home, television and sponsorships. 5. Secure media inventory on behalf of MSUM. 6. Maintain a media calendar and ensure creative is submitted on time and according to specs. 7. Assist in establishing parameters for measuring and evaluating media buys. 8. Make an analytics dashboard available for reporting on the performance of media campaigns. Budget The budget for this contract is yet to be determined, but it is anticipated to be between $200,000-$400,000 per year of the contract. This budget includes fees paid to the media buyer, monthly reporting, and the cost of purchased media. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Vendor Qualifications Experience and qualifications. Experience of the team, particularly working with universities on enrollment initiatives, and established media partnerships 40% Work Plan Deliverables. Demonstrated ability to deliver the requirements listed in this request for proposal. 30% Cost Cost structure (fee-for-service model preferred) and demonstrated ability to negotiate superior media pricing and maximize value. 30% Total 100% Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Description Selection Process The selection process includes AVP of Marketing, Director of Marketing and Digital Marketing Specialist. This group will evaluate the proposals and make the final decision. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective July 1, 2024, or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be two (2) years with the option to add a third year. If Minnesota State and Respondent are unable to negotiate and sign a contract by June 7, 2024, then Minnesota State reserves the right to seek an alternative Respondent(s). Required to View Event Prerequisites Required to Enter Bid 18 April 2024 1. Please review the background of Minnesota State 2. Please review the Notice and Authority 3. This RFx includes and incorporates Minnesota State Terms and Conditions. Responders should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFx; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFx will be available for discussion or negotiation. 4. Please review the Definitions to the RFx 5. Please review the Organizational Conflict of Interest policy 6. Please review and accept the Authorized Response Certification Statement. 7. Please review and agree to the Duration of Offer agreement 8. Please review the Terms of Payment 9. Required Documentation: Affidavit of Non-Collusion. Please download the attached document, complete, sign, notarize, and upload completed form with response. 10. Affirmative Action Requirements: Please review and download declaration page, complete, sign, and upload completed from with response. 11. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Supplier Diversity must complete this form. Others can skip. 12. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming TG/ED/VO preference must complete this form. Others can skip. 18 April 202418 April 202418 April 202418 April 202418 April 202418 April 202418 April 2024 Buyer Attachments 1. Sample P/T Contract 18 April 202418 April 202418 April 202418 April 202418 April 202418 April 2024 https://www.minnstate.edu/system/templates/docs/4_PTServices-Template.docx Questions Required Questions Group 1: Adherence to Minnesota State Terms and Conditions Instructions: 1.1 Minnesota State presumes a responder agrees to the terms and conditions as listed in the prerequisites of this solicitation unless a responder takes specific exceptions. The responders must explicitly list all exceptions to the terms and conditions. If no exceptions exist, type in "None" in the space provided. If exceptions exist, please include the Clause, Page Number, Suggested Change to the Clause and Explanation. 1.2 Conflicts of Interest. Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFx. The responder must explicitly list all the name of the entity, the relationship and the conflict. If no conflict exist, type in "None" in the space provided. Group 2: Company Profile (40 points) Instructions: 2.1 Provide a brief introduction and statement of interest explaining why your firm would be the best choice for MSUM. 2.2 How many staff does your company employ? 2.3 Please include references from your three largest companies/educational institutions for which your proposed solution have been implemented. At least one should be similar in scope to Minnesota State and include multi-campus environments. Download the attached spreadsheet, fill out, save, and uploaded the finalized document. 2.4 Please provide the qualifications and experience of employees assigned to this project to include biographies of principals and project team assigned to MSUM. 2.5 Provide a list of higher education clients. 2.6 Explains your firm’s understanding of and experience in conducting media buying activities that support the unique audiences and marketing goals of a regional public higher education institution. 2.7 Share your experience in working with media available in Minnesota and surroundings areas? 2.8 Describe your understanding of the higher education market? 2.9 Describe your experience of reaching a mix of audience. Group 3: Workplan (30 points) Instructions: 3.1 Describe the processes and/or tools you utilize to analyze and share data with clients on the effectiveness of media buys toward reaching stated goals, including but not limited to KPIs such as impressions, CTR, CPM, CPC and ROI. 3.2 Provide a high-level overview of how you would work with MSUM and describe the specific approach to the media placement and reporting with a high-level project plan, with timelines for key tasks. Identify roles for your firm and for MSUM. 3.3 Describe your firm’s experience in conducting research to help organizations create an effective media strategy, highlighting any expertise in working with higher education institutions on enrollment initiatives. 3.4 Share your expectations of your clients and what you’d expect from MSUM during the project. 3.5 Share your experience negotiating competitive media rates. Group 4: Pricing (30 points) Instructions: 4.1 Outline your proposed structure for commission and/or flat fee pricing. The fee structure should include agent/management fee, monthly reporting cost, and media cost, and additional additional services offered or related expenses. Group 5: Supplier Diversity Instructions: Suppliers must complete and upload Supplier Diversity Form and certifications as defined by Minnesota State in the Prerequisites Section. 5.1 Does your company, partner or sub-contractor qualify as a diverse supplier as defined by Minnesota State in the Prerequisites section? 5.2 Does your company qualify for preference points as defined by Minnesota State in the Prerequisites section 18 April 202418 April 202418 April 202418 April 202418 April 2024 Product Line Items Product Line Items There are no Items added to this event. 18 April 202418 April 202418 April 202418 April 2024 Service Line Items Service Line Items There are no Items added to this event. 18 April 202418 April 202418 April 2024