Magazine Subscription Marketing and Fulfillment Services

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 541613 - Marketing Consulting Services
Posted Date: Jun 28, 2020
Due Date: Jul 23, 2020
Solicitation No: IFB 3966-1
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
IFB 3966-1
  • Magazine Subscription Marketing and Fulfillment Services
  • Status: Open
  • Time Left:24 days
  • Closing: 7/23/20 2:00 PM
  • Issued: 6/26/20 2:00 PM
  • Last Amended:
  • Buyer:Renee Munford
  • dandrea.munford@dgif.virginia.gov
  • 804-367-2779

  • Issued By:Department of Game and Inland Fisheries
  • Type:Invitation for Bids (IFB)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: At vendor's location
  • PreBid Conference: 7/7/20 9:30 AM Mandatory Pre-Bid Conference
  • Open Responses: 7/27/20
  • Description:Establishing a contract for magazine subscription marketing and fulfillment services.

Attachments
Attachment Size Description Posted On Type
Attachment A for S and C.pdf (341.14 KB) Virginia State Corporation Form 06/26/20 Solicitation
Attachment B for S and C.pdf (344.25 KB) Small Business Subcontracting Plan 06/26/20 Solicitation
Attachment D for S and C-PDF Version.pdf (333.56 KB) IFB Submission and Security Instructions if Submitting Electronically 06/26/20 Solicitation
IFB for DGIF Magazine Mktg and Fulfillment-PDF Version.pdf (819.84 KB) IFB-Complete Version 06/26/20 Solicitation
Attachment C-Vendor Data Sheet.pdf (268.96 KB) 06/26/20 Solicitation

Attachment Preview

COMMONWEALTH OF VIRGINIA
DEPARTMENT OF GAME AND
INLAND FISHERIES
7870 VILLA PARK DRIVE, SUITE 400
HENRICO, VA 23228
IFB DRM 4030001-MMF1
IFB DRM 403001-MMF1
INVITATION FOR BID
The purpose of this Invitation to Bid is to solicit sealed bids to establish a contract that will provide Virginia Wildlife
Magazine Subscription Fulfillment and Marketing Services for the Department of Game and Inland Fisheries located at
7870 Villa Park Drive, Suite 400, Henrico, Virginia. The period of the Contract shall be one year with two (1) year
renewable options.
Virginia Wildlife, historically a four-color, 48 page magazine, has been published by the Virginia Department of
Game and Inland Fisheries (VDGIF) for 80 years. The magazine is printed bi-monthly, or 6 issues per year.
Current circulation is 35,000 individual subscribers. Additionally, the magazine is provided in bulk (1-2 boxes) at no
cost to all thirty-eight Virginia State Parks, which is to be displayed at their gift shop and/or their front desk.
Sealed bids will be received by the issuing office located at: Virginia Department of Game and Inland
Fisheries, 7870 Villa Park Drive, Suite 400, Henrico, VA 23228 until the date and hour as indicated below.
See Attachment D for additional info if submitting an electronic bid.
If you have questions, contact the Contract Officer, D. Renee Munford by email only. NO TELEPHONE CALLS
WILL BE ACCEPTED.
Questions will be received via email or at the Prebid Conference until 11:00 AM (EST) July 7, 2020.
AUTHORIZED USER:
Virginia Department of Game and Inland Fisheries
COMMODITY: Magazine Subscription Marketing and Fulfillment Services
NIGP Commodity Code(s): 71510, 91522, 91560, 91571, 91807, 91876, 95640, 96153, 96258
ISSUE DATE: 6/25/2020
PRE-BID CONFERENCE: A mandatory pre-bid conference will be held from 9:30 AM (EST) through 10:30 AM (EST)
on July 7, 2020, by telephone call-in at 1-203-955-0182 (local) or 866-845-1266 (toll-free) using Conference Code
10727479#
CONTRACT PERIOD: The contract shall be from date of award.
Bid Due Date/Time: July 23, 2020 @ 2:00 PM (EST)
Public Bid
July 27, 2020 @ 10:00 AM (EST)
Opening/Reading:
by online WebEx
teleconference.
Bidders will be
emailed call-in info.
Contract Officer: D. Renee Munford
Phone: (804) 3672779
E-Mail:dandrea.munford@dgif,virginia.gov
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia,
§ 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual
orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to
discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e
in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that
invitation to bid or request for proposal.
In compliance with this Invitation For Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and
agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned
firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete.
1
Company Name & Address:
Dun & Bradstreet #
(DUNS):
_______________
_
Prompt Payment Discount
_%
Days
IFB DRM 4030001-MMF1
Date:
By:
(Signature in ink)
Name:
(Please Print)
Title:
Telephone #:_______________________
_________________________________
Fax #:
e-mail Address:
2
IFB DRM 4030001-MMF1
INDEX
BID FORM COMPLETION CHECK LIST
I.
PURPOSE
II.
SCOPE OF WORK
III.
PRICING SCHEDULE
IV.
REQUIRED GENERAL TERMS AND CONDITIONS
V.
SPECIAL TERMS AND CONDITIONS
VI.
INVOICING AND METHOD OF PAYMENT
ATTACHMENTS Attachment A – Virginia State Corporation Form “SCC Form”
Attachment B Small Business Subcontracting Plan
Attachment C Vendor Data Sheet
Attachment D IFB Submission and Security Instructions
(If submitting bid electronically)
PAGE
NUMBER
P. 4
P. 5
P. 5-7
P. 7
P. 7-13
P. 13-16
P. 17
P. 18
P. 19-22
P. 23
P. 24-25
3
IFB DRM 4030001-MMF1
BID FORM COMPLETION CHECKLIST
NOTE: This IFB contains several portions which should be completed and submitted (returned) with your
bid in order for your bid to be considered complete and responsive. Please use the provided checklist below to
ensure proper completion of your bid.
Item
Bidder to Sign the Solicitation Offer & Award page
(Bottom section of page 1- Cover page)
Refer to Section IV- Special Term and Condition
Numbers 7IDENTIFICATION OF BID
ENVELOPE
Page # of this IFB
1
Check when
complete
14
Pricing Schedule
References
Attachment A Virginia State Corporation Form “SCC
Form”
7
15
ATTACHMENT A
18
Attachment B – “Small Business Subcontracting Plan”
ATTACHMENT B
19-22
Attachment C – “Vendor Data Sheet”
ATTACHMENT C
23
4
IFB DRM 4030001-MMF1
I. PURPOSE
The purpose of this Invitation to Bid is to solicit sealed bids to establish a contract that will provide Virginia Wildlife
Magazine Subscription Fulfillment and Marketing Services for the Department of Game and Inland Fisheries
(DGIF) located at 7870 Villa Park Drive, Suite 400, Henrico, Virginia. The period of the Contract shall be one year
with two (1) year renewable options.
II.SCOPE OF WORK
The contractor shall provide Subscription fulfillment, circulation and marketing services for the Virginia
Wildlife magazine. The contractor shall have completed transitioning from current contractor to their company no
later than September 19, 2020. Scope of Work is to include the boxed items below, at a minimum, as well as Items
A, B, C and D-Marketing Approaches, Capturing and Reporting of Subscription and Revenue Data, Support
Services/Quality Assurance and Transition Plan, respectively.
Actively develop new subscribers, maintain current subscribers, promote subscription renewals
Manage and maintain all standard services for Subscription Fulfillment and Promotional Subscription
Mailing Services.
Provide comparative promotional results, and assess and recommend promotional techniques to increase
circulation
Customer service functions to include providing general and technical assistance to customers, editing and
correcting online and mail-in subscriptions due to address changes, email and phone number changes;
processing subscriptions and electronic payments
Perform master file maintenance
Provide annual projections of costs and revenues as part of monthly reporting
Maintain mailing lists, renewal notices, and all lists used to provide marketing efforts
Provide all contract reports and associated documents as may be required
Coordinate with current magazine printer for information on changes, subscription information updates,
marketing updates and customer feedback, etc.
A. MARKETING APPROACHES
The contractor shall have a minimum of five (5) paper solicitation campaigns to retain current subscribers, as well
as five (5) effort renewal promotions for expired subscriptions, long-term renewals and for new subscribers.
The contractor shall have direct mail promotions to fishing and hunting license buyers.
The contractor shall conduct cross promotion applications with other State of Virginia government agencies.
The contractor shall incorporate obtaining of telephone orders, which can include the use of a Customer Service
line.
5

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