| # | Stream | Task | Owner | Start | End | Dep |
|---|---|---|---|---|---|---|
| 1.1 | Compliance | Build RFP compliance matrix — map every requirement from Sections VI–IX | X | Mar 20 | Mar 20 | — |
| 1.2 | Research | Deep dive TCOT program — past campaigns, current messaging, audience data | X | Mar 20 | Mar 20 | — |
| 1.3 | Compliance | Monitor for addenda (daily through submission) | Cameron | Mar 20 | Apr 7 | — |
| 1.4 | Compliance | Confirm FTPS account setup with TCEQ | Cameron | Mar 20 | Mar 21 | — |
| 1.5 | Compliance | Pull insurance certificates (GL, Umbrella, E&O) | Cameron | Mar 20 | Mar 21 | — |
| 1.6 | Strategy | Review CalMHSA pitch + Vevo deck — extract good rebels positioning | X | Mar 20 | Mar 20 | — |
| 1.7 | Agency | Provide agency info: org type, date established, TX authorization, HQ address | Tam | Mar 20 | Mar 20 | — |
| 1.8 | Agency | Provide team roster: proposal team roles, years of experience | Tam | Mar 20 | Mar 20 | — |
| 1.9 | Agency | Provide top 3 comparable contracts (bullet-point level OK — X writes up) | Tam | Mar 20 | Mar 21 | — |
| 1.10 | Agency | Provide 3 client references with contact details | Tam | Mar 20 | Mar 21 | — |
| 1.11 | Research | Competitive landscape: research Bridge Insights & Media, incumbent approach | X | Mar 20 | Mar 21 | — |
| 1.12 | Strategy | Lock 4 campaign concepts — behavioral conversion framework for each | Tam + X | Mar 20 | Mar 21 | 1.2, 1.6 |
| # | Stream | Task | Owner | Start | End | Dep |
|---|---|---|---|---|---|---|
| TAB 1–3: Cover Letter & Qualifications (15 pts) | ||||||
| 2.1 | Compliance | Draft cover letter — authority, terms acceptance, addenda acknowledgment, min quals | X | Mar 24 | Mar 24 | 1.7 |
| 2.2 | Draft | Write TAB 2: Qualifications — org overview, team bios, relevant experience | X | Mar 24 | Mar 25 | 1.7, 1.8 |
| 2.3 | Review | Tam reviews TAB 2 — verify claims, strengthen positioning | Tam | Mar 25 | Mar 25 | 2.2 |
| TAB 4: Past Performance (10 pts) | ||||||
| 2.4 | Draft | Write 3 past contracts — all 9 required data points each | X | Mar 24 | Mar 25 | 1.9 |
| 2.5 | Draft | Format client references section | X | Mar 25 | Mar 25 | 1.10 |
| 2.6 | Review | Tam reviews TAB 4 — verify accuracy, strengthen comparable framing | Tam | Mar 25 | Mar 26 | 2.4 |
| ⚡ TAB 5: Technical Approach (45 pts) — THE BIG ONE | ||||||
| 2.7 | Strategy | Finalize 4 campaign concepts with behavioral conversion framework | Tam + X | Mar 24 | Mar 25 | 1.12 |
| 2.8 | Draft | Write Campaign 1 — full plan (concept, audience, channels, creative, metrics, timeline) | X | Mar 25 | Mar 26 | 2.7 |
| 2.9 | Draft | Write Campaign 2 — full plan | X | Mar 26 | Mar 26 | 2.7 |
| 2.10 | Draft | Write Campaign 3 — full plan | X | Mar 26 | Mar 27 | 2.7 |
| 2.11 | Draft | Write Campaign 4 — full plan | X | Mar 27 | Mar 27 | 2.7 |
| 2.12 | Draft | Write coordinated advertising plan — Meta/digital ad strategy, media buy, platform allocation | X | Mar 27 | Mar 27 | 2.8 |
| 2.13 | Draft | Write measurables section — how we hit each KPI (pledges, social, web, contests) | X | Mar 27 | Mar 28 | 2.8 |
| 2.14 | Draft | Draft Sample Work Order budget ($295K allocation: campaigns, media, labor, production) | X + Alice | Mar 27 | Mar 28 | 2.8 |
| 2.15 | Review | Tam reviews full TAB 5 — strategy pressure test, good rebels positioning, behavioral framework | Tam | Mar 28 | Mar 28 | 2.13 |
| TAB 6: Price (20 pts) | ||||||
| 2.16 | Pricing | Build rate sheet — fully loaded, firm, fixed prices per SOW line items | X + Alice | Mar 26 | Mar 27 | — |
| 2.17 | Review | Pricing review — competitive positioning, margin analysis | X + Alice | Mar 27 | Mar 28 | 2.16 |
| HSP — HUB Subcontracting Plan | ||||||
| 2.18 | Compliance | Determine HSP approach — if all in-house, complete Self-Performance Justification (Method B) | Tam | Mar 24 | Mar 25 | — |
| 2.19 | Compliance | Complete HSP forms | Tam | Mar 25 | Mar 27 | 2.18 |
| # | Stream | Task | Owner | Start | End | Dep |
|---|---|---|---|---|---|---|
| 3.1 | Assembly | Compile full proposal — all TABs in order, cover letter, signature page | X | Mar 31 | Mar 31 | All Ph2 |
| 3.2 | Compliance | Insert minimum qualification attestations into cover letter | Tam | Mar 31 | Mar 31 | 3.1 |
| 3.3 | Compliance | Check TCEQ Q&A responses (expected ~Mar 24) — incorporate any changes | X | Mar 31 | Mar 31 | 1.3 |
| 3.4 | Review | Internal red team — full read-through against scoring criteria | Tam + X | Mar 31 | Apr 1 | 3.1 |
| 3.5 | Revision | Apply all revisions from red team | X | Apr 1 | Apr 1 | 3.4 |
| # | Stream | Task | Owner | Start | End | Dep |
|---|---|---|---|---|---|---|
| 4.1 | Compliance | Page numbering + font audit + 8.5×11 format check | X | Apr 2 | Apr 2 | 3.5 |
| 4.2 | Compliance | Confirm single searchable PDF, all sections in order, all TABs labeled | X | Apr 2 | Apr 2 | 4.1 |
| 4.3 | Compliance | Final RFP compliance check — every requirement in Sections VI–IX verified | X | Apr 2 | Apr 2 | 4.2 |
| 4.4 | Compliance | Identify and mark confidential/proprietary content | Tam | Apr 2 | Apr 2 | 3.5 |
| 4.5 | Final | Convert to final searchable PDF | X | Apr 2 | Apr 2 | 4.3 |
| 4.6 | Final | 🔒 Proposal Locked | ALL | Apr 2 | Apr 2 | 4.5 |
| # | Stream | Task | Owner | Date | Notes | |
|---|---|---|---|---|---|---|
| 5.1 | Buffer | Emergency revisions only | ALL | Apr 3 | Friday — break glass only | |
| 5.2 | Compliance | Final review + FTPS upload test | Cameron | Apr 6 | Monday — dry run submission | |
| 5.3 | Submission | Submit via FTPS by 12:00 PM CT | Cameron + Tam | Apr 7 | 2 hrs before 2 PM deadline | |
Tasks 2.7 → 2.8 → 2.9 → 2.10 → 2.11 → 2.12 → 2.13 → 2.15. If the 4 campaign plans and ad strategy aren't locked by Mar 28, everything downstream slides. This is the chain that wins or loses the bid.