Media Buying and Creative Support IDIQ

Solicitation 00322873
Media Buying and Creative Support Services IDIQ
The PORT invites written proposals from qualified firms, or teams of firms interested in providing
Media Buying and Creative Support Services IDIQ services.
The PORT intends on issuing one (1) Indefinite Delivery/Indefinite Quantity (IDIQ) contract as a result
of this solicitation. The initial period of performance of any Agreement resulting from this solicitation is
expected to be three (3) years.The PORT may include option(s) to extend for two (2) optional years.
1. Overview of Project
The Port of Seattle (Port) is seeking a professional creative firm and media buyer who will improve the
value and efficiency of its advertising by creating compelling and on message advertising creative as
well as negotiating competitive ad buy rates and making specialized, up to the minute
recommendations about the latest tactics in ad buying and marketing.
The Consultant will provide creative development, sponsorship management, and paid media
purchasing plans based on the Port's available budget, desired audience, and strategic outcomes.
The consultant will meet with Port marketing leaders to hear creative briefs on upcoming marketing
needs and respond with creative development and media purchase plans The Consultant will then
negotiate rates with advertisers to ensure a high value for the Port, purchase ads, assist with all
aspects of inserting the ad into the media space, and provide the Port with a post-campaign analytical
report. The Consultant will also provide creative and copy development in support of the purchased
ads in partnership with the Port's marketing teams.
Detailed information about the Scope of Work may be found in Exhibit 1 of this solicitation.
2. Estimated Project Fee
The fee for this Agreement is not to exceed (NTE) $2,000,000 for the duration of the Agreement.
The PORT does not guarantee any minimum quantity of work under this contract. Work will be
ordered on an as-required basis through Service Directives for the duration of the Agreement.
The Estimated Project Fee applies to all tasks identified in Exhibit 1, Scope of Work.
3. Solicitation Schedule
The solicitation schedule is outlined below. The PORT intends to maintain this schedule and requests
the same of firms interested in submitting a response to this solicitation. The PORT does, however,
reserve the right to modify the schedule as circumstances warrant.
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Description Date, Time
Advertisement July 3, 2026
Pre-Proposal Conference July 10, 2026, 9:30 AM PT
Last Day to Ask Questions July 14, 2026, 12:00 PM PT
Proposals Due August 4, 2026, 12:00 PM PT
Shortlist Notification Week of August 17, 2026
Interview August 24, 2026 & August 25, 2026
Notice of Selection Week of August 31, 2026
Execute Agreement Week of September 21, 2026
4. Questions
All questions must be submitted in writing through the PORT's VendorConnect website
(https://hosting.portseattle.org/sops) by July 14, 2026, 12:00 PM PT, in order to allow adequate time
for preparation of a response. Questions are to be posted on the Questions tab of the solicitation on
VendorConnect. Questions received after this deadline may not be considered.
5. Pre-Proposal Conference
The PORT will not be offering an in-person Pre-Proposal Conference for this solicitation and intends
to conduct a Pre-Proposal Presentation regarding this solicitation via Microsoft Teams:
July 10, 2026
9:30 AM PT
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/278350760593109?p=rrhk9np1avhVKjCRq0
Meeting ID: 278 350 760 593 109
Passcode: W56r8Hq2
Need help? | System reference
Dial in by phone
+1 425-660-9954,,869071069# United States, Maple Valley
Find a local number
Phone conference ID: 869 071 069#
This meeting is not mandatory, but interested firms are encouraged to attend.
6. Communications
Communication with the PORT regarding this procurement shall be directed to the assigned
Procurement Officer listed below. The PORT maintains a neutral competitive environment for all
Submitters to protect the integrity of the selection process. Any communication concerning the content
of this solicitation by a potential or actual Submitter, or anyone on its behalf, with any PORT elected
official or employee other than the PORT assigned Procurement Officer, may result in the rejection of
that Submitters response.
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Procurement Officer: Matt Macomber
Email: Macomber.m@portseattle.org
7. Statement of Values, Standards, and Expectations for Third Parties
As part of the PORT's ongoing commitment to excellence and ethical practices, this section outlines
the values and compliance standards that will be integral to all contracts executed by our
organization. The PORT's goal is to partner with Contractors, Consultants, and Suppliers who uphold
the highest standards in human health, safety, environmental responsibility, and social equity.
The PORT has joined with the Associated General Contractors of America and AGC of Washington in
its Culture of CARE initiative. The PORT is also committed to combatting and eliminating human
trafficking. Learn more about how to educate your workforce on anti-human trafficking efforts.
In line with the PORT Values and Standards, we are dedicated to the following:
Environmental Responsibility: Commitment to adhering to all relevant environmental laws
and regulations, ensuring the protection of human health, safety, and the environment.
Worker Safety: Compliance with all occupational safety and health regulations, ensuring a
safe working environment for all employees.
Labor Laws: Adherence to all state and federal labor laws, including wage payment and
minimum wage laws, ensuring fair treatment and compensation for all workers.
Anti-Discrimination: Compliance to all anti-discrimination laws and regulations, fostering an
inclusive and respectful workplace.
Anti-Human Trafficking: Compliance with the Trafficking Victims Protection Act, ensuring that
our operations are free from any form of human trafficking.
The PORT's values are also encapsulated in its RAISE framework, guiding any actions that we take.
Respect: We uphold the dignity and value of every person.
Anti-racism and Equity: We commit to dismantling institutional racism and ensuring equitable
opportunities for all.
Integrity: We are honest, accountable, and ethical in all our dealings.
Stewardship: We honor and care for the resources entrusted to us for the benefit of future
generations.
Excellence: We promote excellence through continuous improvement and innovation.
By integrating these commitments and values into every contract, the PORT aims to create a work
environment that is safe, fair, and respectful for all, while also striving for excellence and
sustainability.
8. Diversity in Contracting Program
A. The PORT promotes equitable opportunities for all businesses to participate in the performance of
its contracts. It is the intention of the PORT that consultants, contractors, subcontractors, sub-
subcontractors, subconsultants and suppliers shall afford equal opportunity while providing
materials, supplies, and services for and to the PORT.
B. It is a priority for the PORT to affirmatively expand its efforts to increase WMBE and other diverse
participation in PORT contracts and develop tools to ensure that WMBEs and other diverse
entities are afforded fair and equitable opportunity to compete for PORT contracts and succeed as
consultants, contractors, subcontractors and subconsultants. One of the PORT's Century Agenda
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Strategic Objectives is to use its influence as an institution to promote diverse business growth
and workforce development.
9. Proposal Submittal Process
A. The PORT is requiring electronic proposals for this solicitation. Hard copy or linked (including but
not limited to file hosting services such as Citrix Files and Dropbox) proposals will not be
accepted.
B. The PORT reserves the right to reject any and all late proposals.
C. Proposals must be delivered through email to e-submittals-sa@portseattle.org. It is the
responsibility of the Proposer to ensure timely delivery of proposals.
1. The proposal email subject line shall include the solicitation number, firm name and solicitation
title.
a. Proposal shall be submitted as a separate PDF attachment in the same email.
b. Exhibit 3A: Diversity in Contracting Inclusion Plan, shall be submitted as a separate Word
document attachment in the same email.
c. Exhibit 3B: Diversity in Contracting Evidence of Agreement, shall be submitted as a
separate PDF file attachment in the same email.
d. Exhibit 4: Company Information shall be submitted as a separate Excel file attachment in
the same email.
e. Exhibit 5: Price Proposal (Mock Fee Schedule) shall be submitted as a separate Excel file
attachment in the same email.
f. Appendix: Creative Work Samples shall be submitted as links as a separate page of the
proposal (not included in proposal page count).
2. The PORT's email server will not accept files larger than 10MB. If the Proposal file is larger
than 10MB it shall be sent in multiple emails and be labeled "Email 1 of 5," "Email 2 of 5," etc.
3. The PORT's email server will not accept compressed files. By PORT security policy, all
compressed files, including .ZIP file attachments, are removed at the email firewall and will not
be accessible as part of your Proposal submittal.
4. The PORT may use the time stamp on the proposal email(s) to determine timeliness.
5. The PORT is not responsible for Proposers' technical difficulties in submitting electronically.
D. Proposal shall meet the following requirements:
1. Proposals shall be formatted in searchable PDF format.
2. Proposals shall be named with the company name and the solicitation number (e.g.
123Consulting_00322873). Do not use any special characters in the description.
3. The body of the proposal shall be organized in accordance with the Evaluation Criteria.
4. The body of the proposal shall be limited to six (6) pages of content and with legible font.
Pages shall be 8.5" x 11" in size. In the event that the body of the proposal exceeds the page
limitation, excess pages will not be considered. After removal of the excess pages, the
proposal may further be rejected as unacceptable or uncompetitive if the PORT concludes that
it would not have reasonable chance for award or is outside the competitive range.
E. The following items are not included in the page count limitation:
1. Cover page and tables of contents.
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2. Separator pages.
3. Letter of Interest. Include a 1 page, single-sided Letter of Interest. Include the name, phone
number, email address, and mailing address of the point of contact for this solicitation.
4. Exhibits
a. Exhibit 3A - Diversity in Contracting Inclusion Plan
b. Exhibit 3B - Diversity in Contracting Evidence of Agreement
c. Exhibit 4 - Company Information
d. Exhibit 5 - Price Proposal
5. Appendix - Creative Work Samples
10. Overview of the Procurement Process
A. Compliance with Legal Requirements
1. The procurement of these consultant services will be in accordance with applicable federal,
state, and local laws, and PORT policies and procedures, to include, but not limited to, active
Unified Business Identifier (UBI) and Labor & Industries (LNI) certifications. The PORT
reserves the right to reject any and all proposals.
2. The PORT will evaluate the proposals in accordance with the provisions set forth herein. If the
PORT makes a selection, it will select the Proposer it determines to be the most highly
qualified on the basis of its evaluation.
B. Addenda
1. All changes shall be documented via addenda. Proposers are advised to not rely on verbal
information or direction. Email notification of addenda will be provided to all firms on the
VendorConnect Plan Holders list. Interested firms are responsible for ensuring that current
registration information is on the VendorConnect Plan Holders list.
C. Minor Informalities and Cancellation
1. The PORT reserves the right to waive any minor irregularity and/or reject any and all firms and
cancel the procurement.
D. Costs Borne by Proposers
1. All costs incurred in the preparation of a proposal, and participation in this solicitation and
negotiation process shall be borne by the Proposers.
E. Public Disclosure
1. Proposals shall become property of the PORT and considered public documents under
applicable Washington State laws. All documentation provided to the PORT may be subject to
disclosure in accordance with Washington State public disclosure laws including the Public
Disclosure Act (RCW 42.56). The PORT will determine whether requested documents may be
disclosed. In no event shall the PORT be liable for any disclosure of documents and
information it deems necessary to disclose under the law.
F. Service Agreement Terms and Conditions
1. A copy of the PORT's Service Agreement Terms and Conditions is contained in Exhibit 2. By
offering a proposal, the firm represents that it has carefully read the Service Agreement
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Terms and Conditions and agrees to be bound by them. Specific insurance requirements
for this Agreement are contained in the attachment.
G. Conflict of Interest
1. Proposers have a duty to disclose all potential situations that could present a real or perceived
conflict of interest to the PORT. A conflict of interest may exist when a proposing firm has a
business relationship with another entity if those services (1) potentially adversely impact the
PORT or (2) require or result in disclosure of confidential information. See Consultant Ethics
and Conflict of Interest-CC-2 contained in Exhibit 2.
2. The PORT will evaluate whether a Proposer has a relationship, contract, or other activities that
may result in the Proposer (1) having a financial interest in a competing business; (2) being
unable, or potentially unable to render impartial assistance or advice to the PORT, or (3)
having impaired objectivity in performing the Agreement. If a conflict of interest exists and the
PORT is unwilling to waive the conflict, the PORT will not enter into an Agreement with the
Proposer.
3. A Proposer may be precluded from competition if the Proposer has performed prior work for
the PORT related to the scope of this solicitation and the PORT determines there is an unfair
competitive advantage. A competitive advantage determination may depend on factors such
as what prior work was performed, the knowledge and information gained through that work
and if that knowledge gives Proposers any advantage over others in proposing on future work
that cannot be appropriately mitigated.
H. PORT Values and Standards
1. By submission of a Proposal, the Proposers certifies they will comply with all local, state,
federal, and other laws, rules, regulations, and other requirements applicable to its operations,
including those relating to environmental responsibility, worker safety, labor, anti-
discrimination, and anti-human trafficking. The Proposers are also acknowledging that they will
adhere to the Values and Standards of the PORT.
I. Protests
1. Protest procedures can be found here: https://www.portseattle.org/page/procurement-
documents.
J. Title VI Notice
1. The PORT, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78
Stat. 252, 42 U.S.C. 2000d to 2000d-4), 28 CFR 50.3, and 49 CFR Part 21, hereby
notifies all proposers that it will affirmatively ensure that any Agreement entered into pursuant
to this advertisement, all consultants will be afforded full opportunity to submit proposals in
response to this invitation and will not be discriminated against on the grounds of the owner's
race, color, national origin, sex, creed, age, or disability in consideration for an award.
2. Any such complaint must be in writing and filed with the Port's Title VI Coordinator within one
hundred, eighty (180) days following the date of the alleged discriminatory occurrence. Title VI
Discrimination Complaint Forms may be obtained from the office of the Tittle VI Coordinator at
no cost to the complainant by sending an email to TitleSixCoordinator@portseattle.org.
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11. Selection Process
A. Evaluation
1. Proposals and interviews, if conducted, will be evaluated in accordance with the criteria
established in this solicitation. The result of the evaluation will be a comparative ranking of
Proposers.
2. The PORT may seek clarifications and/or ask for additional information through a request for
revised proposal(s). Responses to such requests may be considered in evaluating the
proposal.
B. Evaluation Rating
1. The Evaluation Criteria rating reflects the degree to which the written proposal meets or does
not meet the minimum performance or capability requirements through an assessment of
strengths, weaknesses, deficiencies, and risks of a proposal. Assessment of technical risk,
which is manifested by the identification of weakness(es), considers potential for disruption of
schedule, increased costs, degradation of performance, the need for increased oversight, or
the likelihood of unsuccessful contract performance. If shortlisted for interviews, the same
criteria rating applies.
Rating Description
Indicates an exceptional approach and understanding of the requirements
Outstanding and contains multiple strengths that far outweigh any weaknesses. Risk of
unsuccessful performance is low.
Indicates a thorough approach and understanding of the requirements
Good and contains at least one strength, and risk of unsuccessful performance
is low.
Meets requirements and indicates an adequate approach and
Acceptable understanding of the requirements, and risk of unsuccessful performance
is no worse than moderate.
Has not demonstrated an adequate approach and understanding of the
Marginal
requirements, and/or risk of unsuccessful performance is high.
Does not meet requirements and therefore contains one or more
Unacceptable significant weaknesses or deficiencies, and/or risk of unsuccessful
performance is unacceptable.
Refer to Section 13 for additional definitions.
C. Interviews
1. If an award is not made based on the written evaluations alone, the PORT may conduct
interviews with Proposers in the competitive range following evaluations of the proposal.
a. Interview questions may include topics from the Evaluation Criteria and Scope of Work.
b. Proposers may be given questions in advance of the interviews
c. Formal presentations are generally not allowed unless specifically requested by the PORT.
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d. Failure to participate in the interview process may result in the Proposer's disqualification
from further consideration.
D. Discussions
1. The PORT, at its option, may elect to conduct discussions regarding the technical proposal
and/or Diversity in Contracting Inclusion Plan. During discussions, the PORT will identify any
material weaknesses and have an opportunity to ask questions about the proposal. This will
be an informal conversation and will not be rated.
a. Based on the information acquired during the discussion, the PORT may issue an
addendum requesting a revised proposal(s).
b. Proposers may have the opportunity to revise their proposal in response to the additional
information provided by the PORT. Proposer shall submit the information detailed in the
addendum and by the time and date specified.
E. Selection
1. Award will be made to the firm whose proposal offers the best value to the PORT. Price is an
important factor; however, it is not the sole determining factor. The PORT will make a
qualitative assessment of proposal differences and determine whether one proposal's
superiority under the non-cost factors is worth the potential difference in cost. As proposals
become more technically equivalent, cost may become more important in making the award
decision. Evaluation ratings are a tool to use in making a best value determination, but not an
exclusive analysis.
F. Notice of Selection
1. The PORT shall issue a Notice of Selection to the Proposer selected for award.
2. The PORT reserves the right to conduct future negotiations after the selection decision to
lower cost and price.
3. If the PORT is unable to finalize an Agreement with the preferred firm, the PORT may either
enter into negotiations and contract with the next ranked firm or cancel the procurement.
12. Evaluation Criteria and Proposal Information
The evaluation criteria will be used to rate the proposals and are listed in order of importance with
Criteria A more important than B, B more important than C, and C more important than D If
conducted, interviews, Criteria E, are of moderately more importance than Criteria A.
All criteria are important, however, and Proposers should provide equal attention to thoroughly
responding to each criterion. In responding to the evaluation criteria, proposals should be organized
so that the Proposer's qualifications are clearly illustrated using the proposal requirements for each
criterion.
As part of the evaluation of all criteria, the PORT will consider the overall quality of the material
presented, such as formatting and proposal layout; spelling and grammatical accuracy; legibility of
figures and chart information; quality and relevance of graphical presentations; coherent and logical
flow of written responses; and accuracy of information presented.
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