The University Of British Columbia Alumni Association

Transcription

1 The University of British Columbia Alumni Association Request for Proposals (RFP) UBC Alumni Association communications partner for: New UBCAA strategic identity & associated materials DATE OF ISSUE: Friday, November 9, 2012 PROJECT BRIEFING: RESPOND BY: RESPOND TO: Not Applicable credentials only WEDNESDAY, NOVEMBER 21, 5:00PM The University Of British Columbia Alumni Association Oiyee Kwan Cecil Green Park House 6251 Cecil Green Park Road Vancouver, British Columbia Canada V6T 1Z1

2 RECEIPT CONFIRMATION FORM Request for Proposals (RFP) 2012AA UBC Alumni Association SCHEDULE A Please complete this form and fax IMMEDIATELY to: Attention: Oiyee Kwan University of British Columbia Alumni Association Cecil Green Park House 6251 Cecil Green Park Road Vancouver, British Columbia Canada V6T 1Z1 Fax Number : Failure to complete and return this form may result in no further communication with your firm regarding this RFP. COMPANY NAME: ADDRESS: CONTACT PERSON: ADDRESS: CONTACT TELEPHONE: CONTACT FAX: I have received a copy of the above noted RFP: Yes, I will be responding to this RFP. Therefore, I authorize the Association to send further correspondence that it deems to be of an urgent nature by the following method: Facsimile Page 2 of 9

3 1.0 INFORMATION AND INSTRUCTIONS 1.1 Background The UBCAA is an independent, self-governed, not-for-profit organization founded in 1917, with 290,000 members across the globe. The UBCAA supports, but is independent of, the University of British Columbia. The Association s newly-created vision and mission can be found here. The UBC Alumni Association engages alumni, and students as future alumni in the life of the University and the Association the broadest sense. Through communications, connecting alumni to the institution and one another and celebrating milestones, we enrich the lives of alumni and position them to be supporters of and advocates for UBC. As lifelong members of a shared global community, all UBC alumni will be welcome and valued stakeholders, contributing to and benefiting from the Association s achievements and ambitions. More information about the UBCAA can be found at Alumni engagement activity forms one of the two pillars of UBC s start an evolution campaign the largest fundraising and alumni engagement campaign in Canadian history. The dual goals of the campaign are, by 2015: To engage 50,000 alumni in the life of the Association on an annual basis To raise $1.5 billion to support students, research and community partnerships. The focus of UBCAA in the start an evolution campaign is on alumni engagement. 1.2 Purpose 1. Building an independent UBCAA strategic identity Universities are complex places and this is reflected in their communications. The University has its own brand identity under the A Place of Mind banner and the University s Development and Alumni Engagement portfolio has a sub-branded start an evolution campaign that is integrated with the University brand. The campaign is scheduled to run until The University also has other branded elements such as the Sauder School Of Business and the Thunderbirds athletics teams. The UBC Alumni Association is a distinct but related entity that currently subsists under the Alumni Affairs umbrella. However, it is not explicitly drawn out as an individual property. The task of this RFP is to identify a partner that can work through these issues with us, strategically and graphically, to produce a workable identity for the UBCAA that does not occlude or in other ways disadvantage our University partners. At the end of the RFP process the Association will appoint a single partner or partner combination to meet its needs as outlined in the RFP below. Through this RFP, the Association seeks to:.1 evaluate the qualifications of Respondents.2 establish guideline costs for the project.3 select the successful Respondent.4 specify the terms and conditions that would govern any resulting contract; and Given the relatively limited budgets and the need to be familiar with the social geography of the Vancouver/Kelowna area, it is likely that the partner selected will be from British Columbia. However this is not an absolute requirement of the RFP. Page 3 of 9

4 1.3 Key Dates In order to assist Respondents, following are the Key Target Dates and Events with respect to this RFP process. Such dates are not guaranteed and may change based upon circumstances. Request for Proposals Date 1. RFP issued November 9, Inquiries received up to November 16, Closing Date for Submission of Responses Nov. 21, 2012, 5pm. 4. Interview Short Listed Respondents w/o November Evaluation and Award (if any) November 30, Project Initiation meeting w/o Dec. 3, 2012 Inquiries should be made in writing to 1.4 Response template To facilitate accurate evaluation of the RFP submissions, Respondents are required to use the following structure including Section Titles - as indicated in Exhibit 1 below: EXHIBIT 1: STANDARD STRUCTURE FOR RESPONSES Section Title Requirements Compliance PREFERRED 1. Title Page The Title Page should include the following information: The RFP number, title, closing date and time. The Respondent s name and mailing address. Telephone and information for a primary contact person within the Respondent s organization. 2. Table of Contents 3. Schedule A - Confirmation of Offer 4. Executive Summary 5. Project Individuals The Table of Contents should include the following information: Section titles and corresponding page numbers. Respondents must complete and sign Schedule A A brief text (1,000 words maximum) explaining the respondent s interest in this project and how the respondent would approach the work. Should provide a brief summary of the qualifications listed below. Respondents based outside B.C. should explain their intended approach to working on a project in the Vancouver/B.C. area. Supply a summary, including short bios, of the proposed individuals, who would be working on the project and their respective roles. The Respondent is asked to define the role of each team member, as well as define the PREFERRED PREFERRED Page 4 of 9

5 level of effort and commitment each member will provide to the project. For example, the Respondent could define the level of commitment as a percentage of total effort required for the work. It is appreciated that this will by definition be provisional and will not constitute a firm commitment at this stage. 6. Qualifications Case studies outlining previous project experience in delivering a similar or analogous scope of work, in order to validate Respondent s ability to achieve the desired outcomes outlined herein, including samples of previous creative work. Description of experience with the postsecondary sector or relevant other institutional or complex clients. Knowledge of marketing to younger adults and demonstrated experience with social media and Web 2.0 platforms. 7. References: Supply a minimum of three (3) client organisations, within the last three (3) years, and appropriate contact references. 8. Financial Information Please provide a clear breakdown of project costs. 9. Respondent Disclosures Litigation: Disclose any current litigation, which might affect the offer and delivery of products or services to the Association. Conflict of Interest: Refer to 5.3 IF APPLICABLE 2.0 EVALUATION AND AWARD 2.1 EVALUATION.1 All Responses will be evaluated for their completeness and suitability with respect to the requirements of the Association by a committee composed of Association staff and/or its designates..2 On the basis of the information received, the Association will evaluate the Responses in a formalized, systematic and consistent manner. On the basis of the information received, the Association will evaluate proposals that represent the best overall value as solely determined by the Association. Best value will include but is not limited to:.1 The Respondent s relevant capability, proposal response, qualifications, experience, references and success in providing the services required: 25%.2 Short-listed Respondents interview with a small team from the Association and/or its designates: 25%. Page 5 of 9

6 .3 The Respondent s financial proposal: 25%.4 The Respondents ability to meet the timeline set forth by UBC: 25%.3 The Association intends to shortlist and interview Respondents as a part of the evaluation process..4 The Association reserves the right, in its sole discretion to:.1 Clarify any Response without becoming obligated to offer the same opportunity to any other Respondent(s).2 Negotiate with one or more Respondents without becoming obligated to offer the same opportunity to any other Respondent(s)..3 Retain, for its consideration, evaluation, and potential award, any Response which is non-conforming because it does not contain the content or form required by the RFP or because the Response does not comply with the process for submission set out in the RFP..4 Accept any Response which, in the Association s opinion, offers best overall value or is the most advantageous for the Association and directly award to that Respondent..5 The Association, as a result of this RFP process, has no obligation to establish a short-list of Respondents and reserves the right to reject any and all submissions. In no event will the Association be responsible for the costs of preparation or delivery of any submission..6 Respondents may be rejected for commercial reasons if they have a record of making frivolous or unreasonable claims related to their work performed..7 The Association shall not be bound by this RFP to accept either the lowest priced, any, or, all Responses and may cancel this RFP at any time without any award or further liability whatsoever. 3.0 REQUIREMENT SCOPE AND OBJECTIVES 3.1 Project Drivers The overall purpose for this initiative is two-fold:.1 To increase the profile and reputation of UBCAA and to help create a renewed sense of identity, affinity, pride and connection to the Association amongst the multiple audiences we engage locally, nationally and internationally..2 To capitalize on the distinct positioning created by the UBC brand and the start an evolution campaign to create an integrated identity for the Association designed to involve alumni more closely into the life of the Association and the University..3 This new identity needs to be applied across all media including magazine, print, web and social media. 3.2 Project Objectives The UBCAA, referred to as the "Association" is, through this Request for Proposals (RFP), inviting experienced Respondents to submit Responses to provide the following services: Page 6 of 9

7 4.0 STRATEGIC IDENTITY AND CREATIVE REQUIREMENTS The UBCAA is a prolific producer of communications materials across the spectrum. We are a looking for an ongoing partner that can appreciate strategic subtleties and execute consistently to express them. 4.1 Qualifications The Respondent ( Contractor / Consultant ) will be experienced in or can partner with an allied organization to deliver the following: Smart integrated, original, creative campaigns extending from across the communications spectrum. Strategic ability to balance the needs of the existing UBC brand and the start an evolution campaign while conceiving a new UBCAA identity. Responsive and flexible personnel A track record in the corporate sector is essential It is expected that the successful respondent will address these qualifications within their response. 4.2 Scope of Contractor / Consultant Services and Deliverables The successful Respondent shall provide the following Project deliverables: A concise strategic and creative development process A strong portfolio of thoughtful and effective creative solutions A clear ability to deliver creative, cost-effective multi-media solutions A clear outline of the individuals who will work on the business day-to-day Demonstrable experience in the fluid social media marketplace The ability to work alongside other communications partners both externally and within UBCAA and UBC is indispensable. Note: in line with industry best practices and in the spirit of being respectful of respondents resources, we do NOT wish to see any creative executions. Any speculative creative will result in exclusion of the respondent from the RFP. Other considerations for successful Respondent to consider: 4.3 Project Schedule and Budget The following target schedule is offered for guidance to the Respondent. A full project briefing will be provided to the successful respondent(s). 1.) UBCAA strategic identity a) Strategic Direction and Creative Requirements A complete audit and re-working of the entire UBCAA communications output based on a strategic creative brief (to be agreed with the successful respondent). These include (but are not limited to): Trek magazine Trek Online The website and application to multiple platforms (mobile, etc.) Templates for UBCAA e-blasts, brochures, invitations, letterheads etc. Page 7 of 9

8 The appropriate use and application of the UBCAA identity in social media. Multimedia brand elements Any other collateral material that may need to be produced for UBCAA promotional properties Copywriting services as required 2.) We would like to be in a position to substantially launch the UBCAA identity in April ) Budget: $50-75K TBD 5.0 INSTRUCTIONS AND GUIDELINES FOR RESPONSE SUBMISSION 5.1 Extension of Closing Time The Association reserves the right in its sole discretion to extend the Closing Time (November 21, 2012 at 5pm) without notice to Respondents. The Association will endeavour to notify Respondents as soon as practically possible in the event of any extension of the Closing Time. 5.2 Response Submission Respondent should submit: Three (3) hard copies of the Response; and, Two (2) soft copies of the Response, (in Microsoft Word, Excel, and/or Adobe Acrobat (PDF) format) on CDs, DVDs, or Memory Sticks; to Oiyee Kwan, UBC Alumni Association, Cecil Green Park House, 6251 Cecil Green Park Road, Vancouver, British Columbia, Canada V6T 1Z1. Hard copy and soft copy submissions should be identical to each other. 5.3 Conflict of Interest In their Response, Respondents must disclose to the Association, any potential, actual or perceived conflict of interest. If such a conflict of interest does exist, the Association may, in its sole discretion, refuse to consider the Response. If a breach of this requirement is discovered at any time during or after the RFP process, the Association reserves the right, in its sole discretion, to disqualify the Response without prejudice, and with the right to seek damages. 5.4 No Assignment or Subcontracting This RFP and any subsequent Agreement which may be entered into between the Association and a Respondent may not be assigned or sub-contracted in whole or in part by the Respondent without the prior written permission of the Association. 5.5 Partnering / Strategic Alliances A Respondent may partner with other third parties in order to fulfill all of the requirements set out in this RFP, provided that all partners, joint ventures and the like sign the Response and any other documents as may be required. Page 8 of 9

9 5.6 Other.1 Based on the Responses received (if any) in reply to the RFP, the Association will decide whether or not to proceed in the manner presented in this RFP..1 The Association cannot and does not make any representation that the Association will precede with this program as outlined in the RFP, in whole or in part..2 In the event the Association, in its sole discretion, elects to proceed, in whole or in part, with this program by alternative methods, the Association shall have no liability in any matter whatsoever to any of the Respondents..2 The laws and the Courts of British Columbia shall apply and have exclusive jurisdiction over this RFP..3 Above all, the Association is looking for a partner with whom it can work through strategic and communications issues on an ongoing and iterative basis. We are specifically not looking for speculative creative. We are interested in the credentials and the qualities of the respondent and in how they will correspond with the needs of the Association. 5.7 Process Respondent s submission should be less than 6 pages (12 pages cumulative) double-sided including charts, supporting information such as corporate information, reference sheets for prior projects, client lists, resumes, samples, etc.; refer also to item 3.2 below. Respondent shall structure their Response and provide sufficient content to facilitate evaluation in terms of the criteria framework in Section Response In order to allow the Association to easily evaluate Responses, all Responses are to conform to the format specified and address all questions and relevant objectives..1 Responses shall be signed by an authorized representative of the Respondent. By submitting a Response, the Respondent certifies that all information provided in response to this RFP is true and accurate. Failure to provide information will ultimately result in rejection of any Response..2 Responses should be prepared simply and economically, providing a straightforward, concise description of the Respondent s capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content. Note: This forms part of the evaluation criteria; excessive documentation will be scored accordingly..3 Elaborate materials and other representations beyond those sufficient for presenting a complete and effective statement of qualifications are neither required nor desired. Page 9 of 9