**Please be advised that the recently issued RFP for the overdose communications campaign is temporarily being paused while we obtain more specific information about MBE/WBE goals that will apply to the contract.  We still intend to engage a vendor for this work, and we will post updates as soon as possible. If you have already submitted a letter of intent or application, you will also receive those updates via email**

1. Request for Proposal (RFP) for Overdose Response Communication

We are pleased to announce the release of a Request For Proposal (RFP) seeking a qualified media firm to lead and manage a comprehensive communications campaign focusing on overdose prevention. The selected firm will play a key role in shaping public awareness and delivering impactful messaging to support community health initiatives.

Applicants are strongly encouraged to submit a Letter of Intent to help us anticipate the number of applications and plan accordingly for the review process. Letters of Intent must be submitted via email to Blairk.Adams@BaltimoreCity.gov with the subject line [Organization Name] – BCHD Overdose Response Communication RFP Letter of Intent. 

Organizations should thoroughly review this RFP and the latest Opioid Restitution Fund updates before applying. Completed applications must be submitted via email to Blair Adams at Blairk.Adams@BaltimoreCity.gov with the subject line [Organization Name] –BCHD Overdose Response Communications. Interested parties are encouraged to review the full RFP and submit proposals by May 30, 2025. For more information, please email Blairk.Adams@BaltimoreCity.gov

Download at the bottom of this page the BCHD Overdose Response Communications RFP

Download at the bottom of this page the BCHD Budget Form A

Download at the bottom of this page the BCHD Attachment B Consultant Agreement Form

 

FREQUENTLY ASKED QUESTIONS

What is the timeline for this campaign? 

A final decision/selection is projected for June 10, 2025. 

The project’s anticipated start date is August 1, 2025. 

The project’s anticipated end date is July 31, 2026 (for a term of 12 months). 

Does BCHD prefer the communications firm be local?  

Baltimore based firms are strongly encouraged to apply. And knowledge of, and staff experience with, Baltimore is a prerequisite. However, being based in Baltimore is not a prerequisite.  

Does BCHD have an incumbent communications firm aligned with this campaign? 

BCHD does not have an incumbent communications firm aligned with this campaign. 

What does the $1,300,000 budget need to encompass?  

The $1,300,000 is the entirety of the dollars that BCHD has to spend for this campaign, including service fees for a communications firm, ad buys on any platform used, production costs to develop such ads, promotional material, and any other dollars necessary to complete the parameters of this communications campaign. 

Does the Department anticipate bringing additional partners and community members into the project in addition to those proposed and pursued by the offeror? 

This communication campaign is part of a much larger cross-department campaign to prevent overdose deaths in Baltimore. As such, there will be numerous community partners brought into the fold that the communications campaign will either work with or whose work we will promote. 

Sample campaign components include “Harm reduction kit distribution” and “community Naloxone training event.” Should the contractor allocate funds for staffing, supplying, or hosting these events?  

This communication campaign is part of a much larger cross-department campaign to prevent overdose deaths in Baltimore. As such, the hosting, supplying, and staffing of such events will not come out of the communication campaign’s $1,300,000 budget. However, the potential advertisement of their availability would come out of the communications campaign budget. 

Is there an amount or percentage of the total budget you would like the vendor to use for media buys? 

There is no set amount. That will be determined by what BCHD—in collaboration with the communications firm—believes is the most cost-effective strategy to reach our target audience and complete the goals of the campaign. 

Will BCHD provide vendors with stakeholders and contacts for interviews, content review, or other creative assistance? 

BCHD will review and be a collaborative part of the campaign’s creative process. BCHD will also gladly assist in helping facilitate contact between the communications firm and stakeholders necessary to operate the best campaign possible. 

Regarding V. Examples of Work Products, listed in the Application Requirements, can we link to a landing page to share work while staying within the page limit? 

Yes, that is acceptable. But please link to work that best represents the scope of work that you will be expected to provide—or intend to provide—for this campaign. 

The sample campaign components listed under each Topic appear in Section IV. Key Messages and Campaign Focus Areas. Should those items be considered mandatory or examples of things the campaign may need to include? 

Exact messages and campaign focus areas will be determined between BCHD and the communications firm. That means that for now, applying firms should make suggestions based on their expertise with final determinations to be made after the winning bid has been announced and the firm has begun work on behalf of the city. 

With a multitude of topics, audiences and objectives, how many campaigns do you envision in the 12-month term of the contract? 

All campaigns must pertain to overdose prevention. However, the exact scope of those campaigns as well as their frequency and dates can be fluid. They will be determined by shared dialogue between BCHD and the communications firm and could be impacted by current events and the efficacy of the previous campaign. 

In mandatory appendices (ix) #1 “Letters of support from prospective subcontractors/partners”, are you looking for actual letters of recommendation? What is your definition of “partners”? 

We are looking for letters of recommendation and/or testimonials from those you’ve worked with. That can include subcontractors as well as clients or entities you’ve partnered with on past projects. 

In mandatory appendices (ix) #6 “Most recent financial audit”, much of that information is considered confidential to many organizations. Is there another way to present our fiscal strength and solvency that will address the question? 

Because this campaign will not utilize federal dollars, BCHD can waive the “most recent financial audit” requirement.  

Please confirm that bidders can propose a budget built with loaded rates (inclusive of indirect costs and fee). 

Yes, that is acceptable. 

Please confirm that bidders may leave certain fields blank in the pricing template if those fields do not apply (i.e. fringe). 

Yes, that is acceptable. 

Is it possible to include samples of past work in the Appendices? 

Yes. 

Please confirm that exceptions to the terms and conditions in Attachment B – Consultant Agreement Form will be accepted and reviewed as part of the proposal package. 

Certain exceptions can be made. The totality of a firm’s bid will determine whether or not they are selected. 

Will the campaign materials be hosted on a new (or existing) page on the BCHD website? If so, is the contractor responsible for managing and updating the campaign page, or are they expected to provide content and wireframes for BCHD to update the page on their own? 

The campaign materials may be hosted on a new or existing page on the BCHD website, as well as our YouTube page. BCHD staff will determine what and where to post campaign materials and make any necessary updates. 

There is mention of managing content across social media platforms. Are these existing or would they be expected to be created within the scope of this contract? 

Bmore_Healthy is our handle for each Facebook, Instagram, and X. The only content that the firm will be expected to post on social media are those pertaining to digital ad buys.

“multilingual” is stated as a requirement, please confirm the required languages for translation.   

Spanish is the only language that will be required for translation. 

What quantity of promotional materials and collateral are desired? Are there any specifications that the contractor should be aware of? How will BCHD staff measure engagement with the public and stakeholders? 

BCHD is open-minded to the tactics that a firm proposes, including their frequency of use over the course of a year. In the past, BCHD has utilized TV, radio, digital, and billboard ads to reach audiences, in addition to SMS texting. With that said, budget constraints, ad rates, and BCHD’s desired target audiences are expected to impact those decisions. 

Does BCHD have locations and equipment for filming video content, or should the contractor provide all of the necessary resources? 

Firms are expected to provide all necessary resources for video production. 

For for-profit entities, can a recent Auditor Report Letter be submitted as documentation of a recent financial audit so as to protect information from being available to competitor firms? 

Yes, that will be acceptable. 

Can contractors use negotiated GSA schedule rates for budget preparation? 

Yes, that is acceptable. 

Is the $1,300,000 budget something BCHD wants to completely spent over a 12-month period? Is a lesser budget a potential deciding factor?

BCHD does want to spend the full $1,300,000 during the 12-month life of the campaign. 

How these resources will be spent—including the firm’s service fees—could contribute to BCHD’s decision. 

Is it possible to get Attachment A as an Excel document? 

Yes. Attachment A (BCHD Budget Form A) as an excel document is now on the web page and can also be found here. 

On page 10 under “Project Budget”, you discuss an “indirect cost rate”. Can you expand on this topic a bit more? 

Organizations can request up to 10% for indirect cost rate in their budget. An indirect cost rate is a percentage used to allocate indirect costs—costs that are not directly tied to a specific project or activity but are necessary for the general operation of an organization—across multiple programs or funding sources. Indirect costs are also known as overhead costs.  

Are hard costs such as traditional and digital media, printing, video production, etc. allowed to be marked up? If so, what percentage are you used to accepting for similar programs? 

Organizations should follow their own standard operating procedures when developing pricing.  

What is the hourly rate you are used to paying for like communications services? 

There is no set hourly rate that BCHD has consistently paid for communications services. The expectation is that the communications firm will submit a proposed budget for the full $1,300,000 that includes what the firm expects to take as compensation for its work. Each month, the firm will submit an invoice for services rendered to that point in the campaign. 

In budget form A, where do you include hard costs such as media placement, printing, video, radio, and tv production etc.? Would that be under “Supplies/Materials” and/or “Communications”? Can we modify budget form A to better suit the project? 

Yes, Budget Form A line-item information can be modified to better suit the project. Alternatively, the “other” category can be used.  

How exact do the estimated hours of work need to be? 

We understand projecting the hours needed a year in advance is not easy or exact. We will be satisfied to receive a good faith effort. 

Is it possible to be provided with a previously filled out communications project budget form A? 

Unfortunately, we cannot as we want to protect the confidentiality of the work and budgeting of previous firms we’ve worked with, including those who might potentially apply for future RFPs.  

Attachment A - Should media be included on the budget form and should it be included as gross or net? 

Yes, media should be included in the budget form. What is included on the budget form should be the total cost.  

Please confirm that bidders can propose a budget built with loaded rates (inclusive of indirect costs and fee). 

Yes.  

Please confirm that bidders may leave certain fields blank in the pricing template if those fields do not apply (i.e. fringe). 

Yes. 

Can the city please provide the certified business enterprise participation affidavit form and any additional required templates if there is an applicable MBE/WBE contract goal for this solicitation? 

The Baltimore City Mayor’s Office of Small and Minority Business Advocacy & Development (SMBA&D) determines MBE/WBE contract goals. The affidavit form, and other bidder forms, can be found on their Bidding, Contracting, and Business Opportunities page, and also directly through this link: https://smba-d.baltimorecity.gov/files/smbad-bidder-mbe-wbe-commitment-forms-fy2025-1docx.   

Attachment B (sample contract) incorporates the city’s MBE/WBE requirement into the Agreement. Please confirm that the good faith efforts to meet this goal (in dollars or percent) should be included in the appendix. 

That is acceptable.