QUESTIONS/RESPONSES ITN-PROFESSINAL MARKETING SERVICES

Transcription

1 QUESTIONS/RESPONSES ITN-PROFESSINAL MARKETING SERVICES Question: What is the overall budget for the Professional Marketing and Branding Services for The Early Learning Coalition of the Big Bend Region? Contract not to exceed $35,000 per fiscal year. Question: Where do we secure the Minimum Contract Requirement documents from? (a) Acceptance of Contract Terms (b) Statement of No Involvement (c) Assurances (d) Federal Debarment/Suspension (e) Lobbying Certification (f) Insurance Certification (g) Drug Free Workplace Certification (h) Public Entity Crimes (i) Non Discrimination Statement (j) Conflict of Interest Questionnaire Forms referenced above will be provided during contract signing. Forms are not applicable as this ITN is below our Category 2 threshold. Forms are not required as part of submission of proposal. Question: As it pertains to advertising, is the Early Learning Coalition in need of a Contractor to design ads (for print, radio, television, billboards and Internet) and negotiate media buying and placement? Or is ELC only in need of media buying/placement services? ELC is need of a Contractor to design ads (for print, radio, television, billboards and Internet) and to negotiate media buying and placement. Question: As it pertains to special events, how many fundraising events does the ELC host on an annual basis? Should proposal budgets include comprehensive special event services including planning, promoting, working the event, venue rental costs, catering, etc.? ELC anticipates hosting a minimum of three events, including but not limited to, one fundraising event. The agency would be in need of comprehensive special event services including: planning, promoting, working the event, venue rental costs, catering, etc.

2 Question: As it pertains to branding, to what extent is the ELC in need of branding for literature? Does this include a re branding of existing literature? Writing new marketing tools? The ELC intends to work with the selected firm in determining the need for literature and literature revisions. Question: Who are the ELC's target audiences? How large are these audiences? (This information will be helpful for determining print costs for ELC literature.) The ELC s target audiences are parents, providers and early learning stakeholders. The size of target audiences has not been determined. Question: As it pertains to advertising, should the proposal budget include costs for purchasing ad space? Or should the Contractor only plan to design the advertising and negotiate media buys? The ELC is need of a Contractor to design ads (for print, radio, television, billboards and Internet), negotiate media buying and placement. Payment for the advertisements will be handled by the ELC. Question: How frequent are Coalition team meetings? Are these meetings face to face or teleconference? How long are the meetings? The ELC schedules team meetings on an as needed basis. Meetings are preferably face to face, with a teleconference option, and are typically one hour long. Question: What is meant by "high level" budget? High level budget costs would include overall costs and not include detailed line items. Question: Is there a page limitation for the proposal? There is no page limit for the proposal.

3 Question: Should the proposal budget include printing costs for the business cards? If so, approximately how many business cards will be printed, and for how many people? The proposal should not include budget for printing business cards. Question: Should the selected Contractor anticipate translating some materials from English to Spanish, Haitian Creole, or other languages? Contractor should not anticipate translating materials from English. Question: The initial contract period is for one year. How much time will the Contractor have, during that year to plan? The Contractor will work directly with ELC Management Team in regards to planning and timelines. Question: What is the fundraising goal for the ELC? Fundraising goals are in development. Fundraising is a function of the ELC Board of Directors. Question: Does the Coalition currently have, or have they had in the past, a contract for similar services? No, they have not. Question: What has prompted ELC to seek these services at this time? The elimination of Director of Community Partnership position. Question: Is ELC seeking to change the current brand identity? No, they are not. Question: What role would the selected firm as qualified by "statement of need" 1.1 have in logo design? Is logo design a deliverable? The Contractor will work directly with ELC Management Team in regards to logo review. Logo design is not a deliverable at this time.

4 Question: Please define "external/internal" sources in 3.3 scope of services. Sources include, but are not limited to: parents, providers and early learning stakeholders. Question: What are your current capabilities for creating and executing work identified in the rfp? Are there specific deliverables that proposing firms should relate to costs? No, there are not. Question: Is the ELC unhappy with their current agency and looking to make a change? The ELC is not currently working with an agency. Question: Is the ELC looking to update their brand image and logo or is the organization looking for a company specializing is branding to assist in maintaining their current image? The ELC is looking for a company specializing in branding to assist with maintaining their current image. Question: Regarding assisting with implementation for Coalition events, can you explain what these events are and what type of assistance is needed? Events and level of assistance will vary based on approved budget. Events may include the following: 5K Race Fundraiser Childcare Provider Conference State of Florida Children s Week Summer Camp Fair Question: What type of advertising has the organization done in the past (print, radio or TV)? The ELC has previously advertised via print, billboard, radio, Internet and TV. Question: What is the timeline for this project? This not a project. This is an intent to negotiate for ongoing marketing services.

5 Question: What is the anticipated volume on a monthly or quarterly basis? The ELC is unable to determine the volume at this time, as this is the agency s first attempt to solicit marketing and branding services. Question: What are the goals of these "resources?" What types of resources are currently being utilized? Are there any new resources already scheduled to be developed? Is there a designated budget? The goals will vary based on approved budget. Resources currently being used include, but are not limited to: brochures, flyers, temporary tattoos, bags, water bottle, newsletters, e blast and forums. No designated budget at this time. Question: Do you have a specific list of marketing tools for which you need estimates (i.e. website development? marketing? social media content development? etc?) Is there a designated budget? No specific marketing tools have been identified at this time. No designated budget at this time. Question: Is there a list of events we can review? In what capacity will the ad agency work with ELC on these events? Is there a designated budget? No specific list of events at this time. No designated budget at this time. Events in the past have included the following: 5K Race Fundraiser Childcare Provider Conference State of Florida Children s Week Summer Camp Fair Question: What services are the current agency lacking? See Scope of Services, Section 3.3 of ITN. Question: Can we be provided web analytics from Google? Analytics from Google cannot be provided at this time.

6 Question: How much is your media buying budget? Budget has not been established at this time. Question: Is your social media presence currently handled internally or with the agency of record? Social media presence is handled internally. Question: What are the chief challenges you face from an Advertising/Marketing/PR perspective? Specific challenges have not been identified. Contractors and ELC Management Team will identify challenges as they arise. Question: What is the overall Agency budget? Approximately $23 Million. Question: What percentage of the budget is expected to be appropriated to fee vs. out of pocket costs? Budget has not been established at this time. Question: What target audience is the strongest? Target audience statistics have not been developed. Question: What target audiences need to be further developed? Target audience statistics have not been developed. Question: What portion of your budget is allocated to social media advertising? Budget has not been established at this time. Question: Can we be provided analytics for social media? Analytics from social media cannot be provided at this time.

7 Question: There are PSAs on your YouTube channel. Have these ever aired on TV, or is your video content used primarily to increase traffic to your social channels? PSAs are used primarily to increase traffic to our social channels. Question: Are there current marketing materials available for review? Or are the collateral pieces all being created from scratch? Some current marketing materials can be viewed on our website. Most pieces will be created from scratch. Question: Can we be provided with the key performance indicators, or benchmarks, used to gauge success of previous marketing initiatives? No specific indicators or benchmarks exist at this time. Question: Is web programming and hosting currently managed in house? No, it is not. Question: Are you solely relying on EZ Publish to optimize your web content, or are there other SEO initiatives in place? Yes, at this time the ELC relies on EZ Publish.