Request For Proposals Website & Social Media Manager

Transcription

1 Request For Proposals Website & Social Media Manager Closing Date: April 17, 2015 (4:00 pm pst) 1. Statement of Purpose The Kootenay Association for Science & Technology (KAST) and Lower Columbia Initiatives Corporation (LCIC) The Group seek proposals for a qualified contractor to work with them to leverage online media to promote and attract a common target audience to their programs. The objective is to enhance the current distribution of content and information through a variety of website and social media platforms to maximize reach while at the same time collecting and reporting on key performance indicators. This includes the creation and implementation of a social media plan over an eight month period. 2. Background Information The Group is made of three organizations: The Kootenay Association for Science & Technology (KAST) is a non-profit organization dedicated to the continued growth of science and technology as key economic drivers in the West Kootenay-Boundary region of BC. KAST works with business and communities to support and showcase the opportunity provided by science, technology, entrepreneurship and innovation in our region. See more at Growing, Learning Opportunities with Science (GLOWS) is KAST for kids! GLOWS partners with educators, scientists, municipal organizations and community members to bring high quality science and technology-related events and activities to our youth. Our goal is to share a passion for science and technology with children and youth in our region and to build a love of science and technology into the foundations of our communities. See more at The Lower Columbia Initiatives Corporation LCIC undertakes programs and projects designed to grow and diversify the local economy (Lower Columbia /Kootenay Region) by attracting new business, retention and expansion of existing businesses. They also actively support and lead our community on priority initiatives, projects and programs that have been identified as regional economic drivers. See more at and workwestkootenay.ca.

2 The current social media platforms used by the interagency group are outlined in the following table: Organization KAST KAST- WWK GLOWS LCIC Website/Blog Yes Yes Yes Yes Facebook Yes Yes Yes Yes Twitter Yes Yes Yes LinkedIn Yes Yes Yes YouTube Yes Yes Vimeo Yes Yes Google+ Yes 3. Scope of Work The scope of work is broken into three areas: 1) Content Creation The contractor is expected to produce the following original content. Blog posts o words per post o 4 posts per month (1 post per organization) Photos (Regional and related to each group member) Social Media posts pertaining to this content 2) Channel Management The Channel Management portion of the scope involves (but is not limited to) the following ongoing activities: Event updates Blog Management one-two post(s) per week per organization Social Media posts, min six per channel per week per organization (two directly related to each organization and four the region.) o 50% original content to be created by successful proponent o 50% shared content across channels and/or given to the contractor by the Group 3) Data Analytics and Reporting The contractor is expected to submit a detailed data analytics package and status report on key deliverables (monthly).

3 4.. Requirements for Proposal Preparation Proposals will include: 1) Contractor Expertise Describe your background on social media experience and accomplishments. Relay your knowledge of target market for each group, and approach to cross promoting the Group. 2) Online marketing and management plan Outline your plan which may include but not limited to: roles and responsibilities, goals and metrics including: target market, key messages, desired outcomes, expected growth of followers and traffic to sites, number of posts per month per channel per organization. 3) Report content Please outline your reporting content including but not limited to: Metrics: number of posts, likes, views, shares, clicks/ redirects to site, +/- changes, traffic geography Analysis of above with suggested successes and changes based on analysis. 4) Previous Experience Provide a list of similar work undertaken as well as the names and contact information for two recent projects, and examples of written/graphic work for each platform. 5) Fees and Disbursements Please provide a cost breakdown for fees and disbursements. See the following section for further details. Proposals must be limited to no more than 3 pages (except for resumes, title page, and table of contents). Do not submit corporate brochures. 5. Fee Structure and Payment Proponents will fully describe the proposed fee structure and must clearly quote any additional charges that may be applicable and which have not already been addressed in the Proposal. Please break out the deliverable line items and a monthly fee for the entire project and broken down by organization. Note: billing and project management will managed by KAST. The fee should include GST as a separate line item. A list of chargeable disbursements, including unit costs and an estimate of the total cost is also to be included. Hourly and per diem rates for all staff must be provided. These rates will form the basis for agreed variations in services;

4 All Contractor expenses are to be inclusive in the budget; no additional expenses will be submitted without consent from the Group; Proponents will clearly note any/all costs that are not included or allowed for and will also allow for the mandatory meetings and notifications required for the project; Invoices, no more frequently than monthly, will be required before the Group will make payment. Each invoice must be accompanied by a progress report. Each invoice must include a breakdown of staff, hours, rates, expenses and GST. 6.. Term of Contract The contract is for 8 months with the option to extend for an additional 12 months as resources permit. 7.. Selection and Process Schedule The Group will review the Proposals submitted to determine whether, in the Group s opinion, Proponents have demonstrated the required experience and qualifications to fulfill the obligations of the services identified in this RFP. The Group, in its sole discretion and without having any duty or obligation to do so, may conduct any inquiries or investigations, including but not limited to contacting client references, to verify the statements, documents, and information submitted in connection with the Proposal and may seek clarification from the Proponent s clients regarding any financial and experience issues. The Group will take into consideration such matters as it considers appropriate in selecting the Contractor. Those matters will include, but are not limited to: Proposed methodology; Contractor s understanding of the context, issues and ultimate objectives of the program; Examples of similar previous work; Experience and qualifications of those involved in the project; Fees and disbursements; Schedule; Reference checks. Proposals must use subject line, RFP Social Media, and be sent by to erin@kast.com

5 The deadline for receipt of Proposals is April 17 th, 2015 (4:00 pm pst). The Group will not be responsible for the costs of preparing proposals. The successful Contractor will be authorized to proceed only upon approval from the Group. The Contractor selected to carry out the study will be required to enter into a contract with the Group respecting the conduct of the project. 8.. Working Agreement The Successful Proponent shall enter into a Contract with the Group based upon the information contained in this RFP and the Successful Proponent s Submission and any modifications thereto. The Contract shall include the following provisions: Contractor s acknowledgment that it is an employer as defined in the Workers Compensation Act and that it shall comply with the Workers Compensation Act and the regulations thereto and that the Group shall not be responsible for any costs, fines or levies resulting from the Contractor s failure to comply with WorkSafeBC regulations. The Contractor shall be required to supply to the Group evidence of WorkSafeBC coverage. Requirement that the Contractor indemnify, hold harmless, release and forever discharge the Group and its officers, employees, agents and elected officials from and against any and all manner of actions, causes of action, debts, suits, losses, liabilities, costs, demands and expenses whatsoever, whether known or unknown, of any person in any way arising from, in connection or attributable to the negligence or other fault of the Contractor, its servants, agents and employees in connection with or in consequence of the agreement. The identification shall survive the cancellation, termination or expiry of the agreement. 9.. Information Disclaimer The Group and its directors, officers, employees, agents, contractors and advisors are not liable or responsible for any verbal or written information, or any advice, or any errors or omissions, which may be contained in this RFP or otherwise provided to any Proponent pursuant to this RFP. The Proponent shall conduct its own independent investigations and interpretations and shall not rely on the Group with respect to information, advice, or documentation provided by the Group. The information contained in this RFP is provisional and shall be superseded by other agreement documents.

6 The Group makes no representation, warranty, or undertaking with respect to this RFP and the Group and its directors, officers, employees, agents, contractors and advisors, shall not be liable or responsible for the accuracy or completeness of the information in this RFP or any other written or oral information made available to any interested person or its advisors, and any liability however arising, is expressly disclaimed by Group Inquiries Contact: KAST at