COVID-19 Diverse Media Request for Services FAQ - May 2020
Please note that the question and answer period has ended. Final questions and answers have been posted to ensure all applicants have access to the same information prior to the proposal submission deadline.
Last updated 6/5/20 at 3 pm CST.
Question: Can organizations apply for both media and community engagement contracts?
Answer: Some Tribes and community-based organizations may be qualified for both (if they run a radio station, for example). Otherwise, we strongly encourage media vendors to respond only to the diverse media RFS and community-based organizations with broader missions to respond only to the community engagement RFS.
UPDATE ON 5/29: An exception may be made in cases where certain cultural communities lack culturally-specific media vendors that serve their community and meet their language needs. In that case, CBOs that fill the need for media messaging in those communities may be competitive in the diverse media RFS review process.
Question: What is the total funding that can be awarded to one vendor?
Answer: The limit for this round of funding is $150,000. Proposals under $50,000 may reach a single cultural community and/or use less frequent communication methods (e.g., weekly or biweekly). Proposals between $50,000 and $150,000 may reach multiple communities and/or use multiple communication methods on a daily/frequent basis.
Question: I have more than 20 years of experience working with targeted communities and relevant experiences, although I had just started my consulting business. How would you prefer I show/demonstrate that experience? Should I have included my resume?
Answer: When asked about the vendor’s history, experience, and qualifications in the Proposal Submission Form, Responders may include information about the experience and qualifications of key staff members that will play a role in the proposal if that information is critical to the proposal’s success.
Question: Is it ok to reach a highly specific group such as African American youth or immigrant communities in a specific neighborhood?
Answer: Yes. The review committee will try to ensure that the group of contractors reaches a range of communities and geographic locations, but each contractor can reach a specific population/area.
Question: When you say media vendor, does that include a marketing communications firm or do you mean only newspapers, radio stations, etc.?
Answer: If a marketing communications firm is able to provide all of the services requested (perhaps by working with subcontractors), it is eligible to apply.
Question: Can only Twin Cities organizations can apply to these RFSs?
Answer: We strongly encourage proposals from Greater Minnesota. We hope to fund contractors reaching as wide a geographic area as possible.
Question: What does the media briefing entail? Will vendors will provide media relations support to MDH, including drafting messaging?
Answer: Vendors will virtually attend the media briefings hosted by the State to receive updated information and messaging to share with their communities/audiences. Vendors will not provide media relations support to MDH.
Question: What is your hope for turnaround time for messaging? For example, reposting a tweet to target community will take less time than moving that information into a video.
Answer: MDH plans to fund a group of vendors that use a range of communications methods, and we understand that turnaround times will vary. We anticipate funding at least a few vendors that are able to do same-day turnaround on urgent messaging.
Question: Are you looking exclusively for vendors who provide all the services listed or is this open to vendors who only provide some of the services listed, such as graphic design services for print and digital formats?
Answer: Proposals should be comprehensive, including all of the services requested. A proposal for only graphic design services would not meet the requirements. A graphic design vendor may wish to partner with other vendors on a joint proposal.
Question: Could you please post the list of all organizations that received the first contracts and amount awarded?
Answer: You may find a list of current contractors on the COVID-19 Contracts for Diverse Media Messaging and Community Outreach page. To view the funding amounts, please email health.covidmedia.mdh@state.mn.us.
Question: How does this RFS relate to the last diverse media RFS? Will contractors be expected to coordinate with other contractors?
Answer: This RFS provides an additional opportunity for media vendors to contract with MDH. Contractors selected through this RFS will not be expected to coordinate with the previous round of contractors.
Question: Will you consider proposals from media vendors who focus on social media?
Answer: Proposals may focus solely on one communication method, such as social media. Please note, however, that organizations with broader missions outside of media may be a better fit for the COVID-19 Community Engagement RFS.
Question: If two or more vendors are working in partnership – i.e. one vendor is making videos and one vendor focusing on dissemination - would that be of interest?
Answer: Yes, vendors working in partnership are encouraged to apply. We ask that you designate one vendor as the fiscal lead.
Question: If we were part of the last round of contractors and the one that ends on August 31, will this one run at the same time for a couple of months and then continue until Dec 31?
Answer: MDH will work with any contractors that received funding through both diverse media Requests for Services to determine the scope and timeline of the additional services they will provide.
Question: Is there a limit to the number of proposals a business can submit?
Answer: No.
Question: Would you be ok with employing youth as employees of the contract if appropriately supervised and supported?
Answer: Yes. Contractors may also provide stipends to youth or other community members who provide services such as adapting content for specific audiences or reviewing messages from a community perspective.
Question: We're the statewide newspaper and website for people with disabilities. I just asked about making disability-focused content available, and to see if that could be shared.
Answer: Yes, MDH would welcome disability-focused content that could be shared with our partners and contractors.
Question: I heard that priority is given to vendors to work on media formats that were not covered in the first request. How much weight does that factor into the scoring system?
Answer: MDH will prioritize vendors, communities, geographic areas, and communication methods that are not currently represented in its existing contracts with media vendors. These considerations are part of the scoring category “Alignment with State needs to reach all communities of color, American Indian communities, and LGBTQ communities in Minnesota,” which is 20% of the scoring, and also part of the scoring category "Proposed plan," which is 30% of the scoring. Reviewers may also give greater weight to these considerations during the funding discussions, to ensure that the contractors from the previous diverse media RFS and this RFS reach all major racial, ethnic, cultural, and LGBTQ communities in Minnesota with a range of effective communication methods.
UPDATE ON 6/1: Responders may view a copy of the score sheet reviewers will use to score proposals on the Request for Services page under the Proposal Review section.
Question: If you applied to round one and would like feedback, can we get that? If we would like feedback on a prior submission, who do we send that to?
Answer: Yes, please email your request to health.covidmedia.mdh@state.mn.us and we will send you your scores and any feedback provided by reviewers.
Question: What is the definition of media vendor? If the vendor focuses on media such as website, social media, and phone calls/texts, is the vendor considered a media vendor?
Answer: Media vendors are entities whose primary focus is providing media services. If you have a broader mission, you may be a better fit for the COVID-19 Community Engagement RFS.
Question: If we were selected in first round and have further questions about today's webinar, can we contact our current contract manager?
Answer: Please send all of your questions about the RFS to health.covidmedia.mdh@state.mn.us so that we can be sure all questions are captured for this FAQ webpage and ensure that consistent information is provided to all applicants. Please do not ask your contract manager.
Question: What does it mean to do a "quick turnaround" on urgent messaging to the public? Can you clarify the "services" contractors are asked to provide? Developing the messaging or disseminating on behalf of MDH?
Answer: MDH is looking for same-day turnaround for urgent messaging, although some services may have longer turnaround times, such as the development of videos or interviews with MDH staff. MDH and partners will provide the messages/content. Vendors will adapt the messages to their audiences by adding culturally relevant examples, translating them, etc.
Question: Is the amount of each award presented in Round 2 publicly available?
Answer: Yes. To request that information, please email health.covidmedia.mdh@state.mn.us.
Question: Would you consider services from a company that provides community engagement as a primary service, using various media outlets (website, social media, print, etc.), but not necessarily a media company?
Answer: This RFS is specifically intended for media vendors. Organizations with broader missions outside of media services are encouraged to apply for the COVID-19 Community Engagement RFS.
UPDATE ON 5/29: An exception may be made in cases where certain cultural communities lack culturally-specific media vendors that serve their community and meet their language needs. In that case, CBOs that fill the need for media messaging in those communities may be competitive in the diverse media RFS review process.
Question: I gather that the content provided will need to be graphic designed and translated where relevant. Therefore the inclusion of a graphic designer and translator would be helpful. Please advise.
Answer: Yes, some messages may need translation and/or graphic design. Please include these costs in your budget if they are part of your proposal.
Question: Can we see examples of what previous award recipients did with the funds?
Answer: The previous round of diverse media contractors recently began work. We will post information about their contract work and examples on the website as they become available.
Question: For current contractors, can we apply to continue our work to cover the August – December period?
Answer: Yes. However, please note that if a current contractor is selected for funding through this RFS, the vendor may be required to complete additional activities and deliverables during the overlapping time period.
Question: Must existing vendors submit a new application if we are looking to extend through December?
Answer: Yes. Please indicate in your proposal how you will extend your current work over a longer time period, expand your current work to additional audiences, and/or expand your current work to additional communication modalities.
Question: What does “culturally appropriate” mean?
Answer: In this case, we mean adapting the materials or messages so that they resonate with community members. This might include adding culturally specific examples, culturally appropriate images or design, references to cultural values, etc.
Question: 24-hour translation is extremely difficult to accomplish well. We see instances where rush jobs in translation greatly degrade the quality of communication because of cultural and linguistic differences. Have you considered this?
Answer: Yes, creating excellent translations quickly is extremely challenging, whether it happens in-house or through a partner agency, but we also would like community members with limited English proficiency to get important information quickly in the language they will best understand. Please build in adequate time and resources for translation services, if translation is necessary for your audience.
Question: If two companies are interested in collaboration on some activities but not all, should they support a joint application, or two applications indicating the points of collaboration?
Answer: Please apply together. In the case of joint proposals, please identify one organization as the fiscal lead who will enter into the contract with MDH if selected for funding. Please be sure to detail the roles of each entity and how you will collaborate in your proposal.
Question: Is there an expected number of people reached by one media vendor? Is there a minimum?
Answer: There is no minimum. Each proposal should align with the funding amount requested.
Question: Did any of the previous diverse media RFS applicants receive full funding?
Answer: Almost all applicants that were funded in the last round received reduced awards, as MDH and the review committee strove to fund vendors reaching as many communities and geographic areas as possible.
Question: Are you interested in supporting vendors who would be collaborating with a community-based organization, such as a vendor disseminating info from a community partner?
Answer: Yes, collaboration is encouraged.
Question: How is MDH approaching intellectual property with these contracts?
Answer: The State owns all rights, title, and interest in all of the intellectual property rights, including copyrights, patents, trade secrets, trademarks, and service marks in the Works and Documents created and paid for under this Contract. If you would like additional details on what the intellectual property agreement entails, please email health.covidmedia.mdh@state.mn.us.
Question: If an entity is registered with the State of Minnesota, but does not have federal recognition or status, does it need to apply with a fiscal agent?
Answer: If an entity is registered as a vendor/supplier with the State of Minnesota, it should be able to enter into a contract without needing a fiscal agent. Typically, in order to register as a vendor/supplier with the State, an entity will need to provide its Federal Employer Identification Number and Minnesota State Tax Identification Number, if applicable. See the Office of State Procurement FAQs for Vendors for more information.
Question: If an entity plans to apply with a fiscal agent, where should they indicate that in the application? When applying with a fiscal agent, does an entity apply under its own name?
Answer: Responders that plan to apply with a fiscal agent should identify that agent in their response to question 9 in the Proposal Submission Form. An entity applying with a fiscal agent should apply under its own name.
Question: Will having a status that requires a fiscal agent hurt a vendor’s chances?
Answer: No, applying with a fiscal agent will not affect a vendor’s likelihood of receiving funding.
Question: Can a vendor submit only 2 creative examples overall, or multiple examples of work from only 2 clients/projects?
Answer: Vendors may submit only 2 examples of past work overall.
Question: Given that the State will prioritize vendors, communities, geographic areas, and communication methods that are not currently represented in its existing contracts with media vendors, how can applicants see what the last round of funded contractors’ work entails?
Answer: The list of current contractors and the communities and geographic areas they reach can be found on the COVID-19 Contracts for Diverse Media Messaging and Community Outreach page. For a brief overview of the key activities planned by vendors funded through the April 2020 Request for Services, please reference the following document: COVID-19 Diverse Media Contractors: Key Activities (PDF).
Question: In the last round, were all the applications reviewed and what was the process?
Answer: Yes, all complete applications received by the deadline were reviewed and scored by at least two members of the review committee. The review committee then had three virtual meetings to discuss top proposals and make final funding decisions, ensuring that the final cohort of selected contractors covered a range of communication modalities and reached as many racial/ethnic communities and geographic areas as possible.
Question: What is the application scoring rubric?
Answer: Complete responses will be reviewed, using a 100-point scale, to assess the Responder’s ability to reach target communities with culturally relevant, linguistically appropriate, accurate, and timely messages based on the following factors:
- Alignment with State needs to reach all communities of color, American Indian communities, and LGBTQ communities in Minnesota (20%);
- Proposed plan (30%);
- History, experience and qualifications (30%);
- Ownership/leadership and operation by people of color, American Indians, and/or LGBTQ individuals (10%); and
- Cost (10%).
This scoring rubric and a copy of the score sheet reviewers will use to score applications can be found on the Request for Services page under the Proposal Review section.
Question: Can a community-based organization be the lead applicant for the Diverse Media RFS if the application partners are media producers?
Answer: In joint applications that include media vendors, the lead applicant may be a community-based organization. In general, however, we strongly encourage media vendors to respond only to the diverse media RFS and community-based organizations with broader missions to respond only to the community engagement RFS. Please note that an exception may be made in cases where certain cultural communities lack culturally-specific media vendors that serve their community and meet their language needs. In that case, CBOs that fill the need for media messaging in those communities may be competitive in the diverse media RFS review process.
Question: Can you elaborate on what are you looking for in this next round of Diverse Media applicants?
Answer: The Request for Services is for media services to aid the State in getting culturally relevant, linguistically appropriate, accurate, and timely messages related to COVID-19 to communities of color, American Indian communities, and LGBTQ communities in Minnesota. Media services may include formats such as online and social media, radio, television, and print. Vendors are encouraged to use methods that are adaptable to quickly changing information. The State will also prioritize vendors, communities, geographic areas, and communication methods that are not currently represented in its existing contracts with media vendors.
Question: Does MDH still have an insurance requirement for vendors and what is that?
Answer: Yes. Standard insurance requirements can be found in the State’s standard State P/T Contract template [EXPIRED LINK].
Question: Will the panel reviewing proposals this go around be the same people? Also, will the panel be made aware of previously applied proposals?
Answer: A few reviewers from the last round will participate in this round’s review panel. MDH has also done additional recruitment of community members, partners, and MDH staff with lived experience and expertise in these fields to serve on this RFS review panel. The review panel will be briefed on the work and reach of current MDH contractors, but they will not review applications from the previous round of funding.
Question: I only own 33% of my organization, my colleague owns 34% and another owns 33%. What documentation do we need to show that this is an organization owned by a person of color. Should the majority owner fill out the application instead of me, or is it all right if I am the contact person?
Answer: Your organization may designate whomever you like as the main contact. If your company is at least 51% owned and operated by people of color, American Indians, and/or LGBTQ individuals, please indicate that in question 2 of your Proposal Submission Form.
Question: For any promotion and digital advertising online, do you envision messages to be linked to specific pages on the MDH website? Would you require design and the development of any COVID specific landing pages or a potential microsite?
Answer: Funded contractors may design and develop their own COVID-19 webpage if that is part of their communications plan, but it is not required. Contractors will be encouraged to link messages they promote to content on MDH COVID-19 webpages when appropriate to ensure audiences have access to the most up-to-date information.
Question: Do we need to combine all expected [media] spots and prices in one line?
Answer: Vendors are strongly encouraged to use the State’s budget template, which includes separate tables for media placement/promotion costs and other costs (such as production and adaptation), and separate lines for each cost.
Question: Will a letter of support help our application?
Answer: No, please do not submit a letter of support with your application. Any materials outside of the requested information will not be reviewed.
Question: In the table, what do you mean by adaptation process? Is that translation from English to another language, converting between written, audio and visual or more?
Answer: Adaptation processes refer to ways that vendors will adapt timely messages from the State to the target audience and communication modality (online, radio, television and/or print). Adaptation may involve translation, graphic design, revising language and/or images to be culturally relevant, converting between communication modalities (from written to audio, for example), etc.
Question: Is there a link to view guidelines for what can be in the budget?
Answer: Responders may include all costs associated with the activities outlined in their work plan. MDH will work with funded contractors to finalize their budget.
Question: This current RFS runs from July - December 2020. If an applicant receives a contract, are they mandated to be on retainer to MDH until December 2020 or does their contract end when they have met their proposed deliverables? For example, if an applicant proposes making 10 videos for $150,000, does their application conclude at the end of the 10 videos or are they mandated to be on retainer with MDH until the end of December?
Answer: MDH will work with contractors that receive funding through the Requests for Services to determine the scope and timeline of the services they will provide.
Question: Our lead organization is a media outlet but is not POC-specific. Therefore, the board and staff makeup does not meet the criteria of “minority-owned.” However, the organization is collaborating with three minority-owned partners that are not media outlets, and all People of Color are leading this initiative. We believe this makes us eligible for the exception listed in the FAQs. Can you confirm this and how should we respond to question #2 on the application?
Answer: Given the information you’ve provided in your question, your response to question #2 would be “No” since the lead agency is not owned/led/operated by people of color, American Indians and/or LGBTQ individuals. However, we would encourage you to share information about all collaborating organizations in questions #9 and #10 of the Proposal Submission Form. If you have not done so already, we would also encourage you to review the Diverse Media Score Sheet (PDF) for more information on how each proposal will be scored.
Question: In the work plan template, there is a column called “Activity Description.” Is the expectation that we specify what the content will be? For example, one video on COVID-19 testing? Or can we be more general, knowing that MDH may provide specific messaging for us to adapt at a later time?
Answer: You may be more general and do not need to specify the topic for each activity.