Request for Proposals: Social Media Including Video Shorts August 2017

Transcription

1 Request for Proposals: Social Media Including Video Shorts August 2017 The Victoria Cool Aid Society requests proposals for producing short profile videos and managing Cool Aid s social media channels, including at this time: multiple Facebook, Twitter, LinkedIn and YouTube. An copy of proposals marked Social Media RFP will be received until 4 pm, Monday, August 28, 2017 and should be delivered to: Alan Rycroft, Manager of Fund Development & Communications Victoria Cool Aid Society Pandora Avenue, Victoria BC, V8W 1N , fax arycroft@coolaid.org Questions and clarifications can also be addressed to him. I. Background on Victoria Cool Aid Society Homelessness and poverty are issues that touch many of us and impact more lives than you may realize. As the largest provider of services to the homeless and those at-risk of homelessness in Greater Victoria, the Victoria Cool Aid Society is a key player in the work to end homelessness. Cool Aid advocates for and provides emergency shelter, supportive housing, integrated healthcare and other support services to the most marginalized and vulnerable individuals in the Capital Regional District. Each year, Cool Aid serves over 12,000 adults and seniors facing multiple challenges of poverty, unemployment, mental health and substance use, chronic health issues, brain injury and aging. The Society is a large, local charity with an operating budget of $25 million and over 300 employees who work in 16 different buildings. Operations are divided into residential, health and support services. As well, the Society is working to develop additional apartment buildings for people who are homeless or at risk of becoming homeless. # Pandora Avenue, Victoria, BC, V8W 1N9 Phone: (250) Fax: (250) CoolAid.org arycroft@coolaid.org Charitable Tax No RR0001

2 Page 2 General information can be found at CoolAid.org and our many social media channels. Hotlinks can be found at. Facebook Pages Victoria Cool Aid Society Casual Labour Pool Every Step Counts running and walking program Community Volunteer Training Downtown Community Centre Facebook Event Pages Homecoming: A Night Out To End All Nights Out Legacy Golf Tournament Unofficial Facebook Page (not curated by Cool Aid) Sandy Merriman House: Toonie Group for SMH Homeless Shelter for Women Twitter Streams for all the news Every Step Counts tweets LinkedIn The professional network YouTube Cool Aid s video channel Cool Aid has recently hired Hothouse Marketing who are closely examining the Cool Aid brand. They will be making rebranding recommendations this month, which could be significant and will influence the social media strategy. II. Social Media The contractor will analyse all existing channels and make recommendations through the development of an overall social media strategy that is in alignment with marketing guidance from Hothouse and the Manager. The contractor will develop a simple mechanism for each channel owner to review draft posts prior to them going public. The contractor will shoot and produce two people video profiles each month (e.g. client, donor, volunteer, partner) including the following elements:

3 Page 3 o second video feature uploaded to YouTube and Facebook (examples here: YouTube.com/playlist?list=PLQzAG05AK8yXcV-ba-upStt_kNyxt-n-T) o Several high-resolution photos of the persons featured on the videos o Full-length web site story based on the video interview with photos (see CoolAid.org/news) o Feature on Facebook, YouTube and the other social media channels via multiple posts for about a month The contractor will ensure that one or more articles are posted most days (including weekends and holidays) to each channel with content originating from Twitter stream, CoolAid.org, the Society s image library, contractor-developed content, news stories, s from the Manager and elsewhere. Please include in your quote a per hour price for any additional work assigned but not included in the scope of this RFP. This may include several price points depending on which agency resources each unanticipated project draws upon. III. Proponent Experience Cool Aid is seeking an individual or firm with four years or more social media and video-making experience with the following skills and competencies: o Broad social media experience with examples of organizational channels you are managing. o Experience and portfolio of creating simple, short videos for online, social media viewing. o Experience with non-profit marketing desired. IV. Proposal Elements The following elements should be included in your proposal: o Description of your firm. o Your pricing and payment schedule. o Responsibilities and experience of key team members. o Video and social media successes your team has delivered and client references who can be contacted about these successes; especially non-profits.

4 Page 4 o Portfolio of organizational social media channels and videos you have designed. o Any additional information you wish Cool Aid to consider in the evaluation of your proposal. o Optional: add-ons you feel would contribute to our digital marketing efforts. (Please price separately if they will cost more.) V. Constraints on Budget, Schedule, and Design Cool Aid has budgeted $500 per month (through to March 2018) for this service and an additional $500 for the development of a social media strategy for the Society. If you include add ons in your bid please price them individually and separately. Price will be a factor in selecting the winning bid. The contract is scheduled to begin in September 2017 and complete March 31, 2018, with the possibility of an extension. VI. Resources Provided Your liaison with the Society is Alan Rycroft, Manager of Fund Development & Communications, who will be freely available to the successful proponent on a priority basis. Anything you require will be supplied by him. Limited access will also be provided to the CEO, Director of Strategic & Human Resources, Senior Development Officer and other individuals or groups that may reasonably be requested by the consultant. VII. Criteria for Selecting a Consultant The following factors will be used to select the successful consultant (in no particular order): o Cost o Successful completion of similar contracts/work o Relevant experience o Creativity o Client references o Other factors deemed relevant No proposal will necessarily be accepted. Prior to the decision, you may be requested to meet with Cool Aid at your own expense to discuss your proposal.

5 Page 5 VIII. Requests for Additional Suggestions or Creativity Cool Aid remains flexible as to how this contract is completed provided that there is a significant opportunity for the Society to provide ideas and feedback. We encourage proponents to be creative and fill in areas that we may not specifically have covered in this RFP. If you feel that a different kind of proposal is warranted, please contact Alan Rycroft to discuss. You may quote additional services beyond those described in this RFP provided they are separately priced. While the Society is not at this time seeking additional digital marketing services we remain open to other ideas you may have not outlined in this RFP; for completion during or after this contract. If appropriate, please cost such suggestions separately. IX. Terms and Conditions Payments will be made based on invoiced work. Cool Aid is not bound to accept any of the proposals received as a result of this RFP. Proponents may be asked after the submission date to modify certain components of their initial proposal, or to add in additional services not originally quoted. Any response or portion thereof to this RFP may become part of any contract entered into with a successful proponent. All costs of a proponent in the preparation and submission of the proposal, and any additional costs incurred in responding to requests for further information during the evaluation process shall be at the sole expense of the proponent. Proponents short-listed may be required to attend a presentation and interview for clarification and exploration. X. Confidentiality of Information Information pertaining to this proposal or any information obtained by the consultant as a result of participation in this project is strictly confidential and must not be disclosed without written authorization from the Victoria Cool Aid Society. XI. Ownership of Materials and Results All writings, images and other materials will remain the sole property of the Victoria Cool Aid Society, and may not be shared, sold or disclosed without the written authorization of the Society.