Procurement & Strategic Sourcing 5700 Cass Avenue, suite 4200 Detroit, Michigan 48202 (313) 577-3734 FAX (313) 577-3747 Division of Finance and Business Operations

May 26, 2016

Addendum Three Minutes of the Pre-bid Conference

RFP Public Relations Services dated May 9, 2016

The second pre-bid conference for Public Relations Services was held on May 26, 2016 at 10:30 am Kimberly Tomaszewski reviewed the administrative requirements of the pre-bid package, especially concerning details such as bid due dates and who vendors may contact during the live bid process. Thomas Reynolds of the Marketing & Communications, discussed the expectations and scope of work.

The pre-bid conference attendees sign in sheet and meeting minutes are available for downloading from the University Purchasing Web Site at http://www.forms.procurement.wayne.edu/Adv_bid/Adv_bid.html.

Numerous simple questions and answers were addressed at the pre-bid meeting. Some of the issues were as follows: 1. The University generally has five users that will be using these services. Please indicate in your proposal if your company has “sign-on or seat” limits, and whether there is pricing associated with this. 2. At the University’s discretion, there may be a follow-up with vendor presentations. If this is required, the presentations may be handled virtually and does not have to be in person. 3. The Searchable Media Database requirements are used regularly. The University is looking for a complete listing of print and electronic media outlets within the 50 states. 4. Media Monitoring reports are run twice daily. The University would like a searchable database that looks for “media hits” to match certain terms and criteria. This feature must be able to go back 30-days. 5. The Media Analysis/ Report Tool is a key component to this project. The University looks for the tonality of the stories, the scope and reach and how it translates and is also used in benchmarking and reviewing ad value. 6. The Wire Services/ Partnerships, while may not be readily available, are a requirement. The University releases 30- 35 distributions per year for major announcements. If your firm cannot provide this service, please indicate this in Exhibit One – Restricted Services. 7. While the University intends to use a single PR firm, it is possible that the proposals received in response to this RFP may result in using different firms for different portions of the PR services. 8. The Press Release Distribution Tool is an option the University is interested in for mass email distribution of press releases. The University would not be utilizing the feature on a regular basis and it is not considered critical to our operation; however, the University may be interested in the option if it is available. 9. The Crisis Communication Tool an option the University is interested in exploring further. 10. The University is open to a feature that would appear as a personal pitch to distribute to media contacts that would also include “open and read” rates. 11. The University has a loner term contract in place with TVEyes for audio and video capturing. This is a feature the University definitely wants to continue to use for media monitoring and is interested in a media monitoring suite if it is available. 12. The University has 2,500 – 2,700 media hits per year. They are categorized in three tiers as follows: Tier 1 – stories about Wane State (about 850 per year, Tier 2 – may include one on one interviews with professors, may be related to research, and Tier 3 – mentions. 13. The Deadline for project related questions has been extended. The new date is May 31, 2016, 12:00 noon. 14. The Bid Due Date has been extended. Bids are due June 6, 2016 at 4:00 pm, to be time date stamped in Procurement & Strategic Sourcing located in the Academic/ Administration Bldg., 5700 Cass Avenue, 4th Floor – Suite 4200, Detroit, MI 48202. 15. We will require an original plus one copy (2 total) of your proposal. In addition, an electronic version is required, which should be submitted to our secure mailbox at [email protected] 16. Any responses, materials, correspondence, or documents provided to the University are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with that Act, regardless of notations in the VENDOR's Proposal to the contrary. 17. Parking on WSU campus lots and structures are $7.00/access. Vendor must build parking into their lump sum bid. There is no parking allowed on the malls. 18. Smoke and Tobacco Free Policies: On August 19, 2015, Wayne State joined hundreds of colleges and universities across the country that have adopted smoke- and tobacco-free policies for indoor and outdoor spaces. Contractors are responsible to ensure that all employees and all subcontractors’ employees are in compliance anytime they are on WSU’s main, medical, or extension center campuses. The complete policy can be found at http://wayne.edu/smoke-free/policy/

All questions concerning this project must be emailed to: Kimberly Tomaszewski, Procurement & Strategic Sourcing at 313- 577-3757 Email: [email protected] (copy to Kenneth Doherty, Email: [email protected]) by 12:00 p.m., May 31, 2016.

Do not contact the Marketing & Communications, or other University Units, directly as this may result in disqualification of your proposal.

Thank you

Kimberly Tomaszewski, Senior Buyer, Purchasing 313-577-3757

CC: Thomas Reynolds, Kenneth Doherty, Attendees list.

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