RFP for Digital Media Services & Content Marketing: 1 Year Contract with 2 Additional One Year Renewal Options.

The Brockville and District Chamber of Commerce is inviting proposals in order to select a proponent to provide digital media services & content marketing to the Chamber for a 1 year contract with 2 additional one year renewal options.

RFP Brockville and District Chamber of Commerce March 10, 2023

Introduction

The Chamber is seeking an “out of the box” thinker, who is both influential and adaptable. Priority will be given to Chamber members.

About the Brockville & District Chamber of Commerce

The Brockville & District Chamber of Commerce is a Not-for-Profit Incorporated entity established in 1906. It is part of a network of Chambers of Commerce and Boards of Trade that exist in virtually every community across Ontario and Canada. The Chamber network consists of 65,000 businesses provincially and 170,000 businesses nationally. Locally, the Chamber has over 400 members and is recognized as this area’s official “Voice of Business.” This voice is an effective force in influencing issues and legislation affecting business and the community. It is a membership-based association that is led by an elected volunteer Board of Directors.

Through proactive leadership in advocacy and networking, the Chamber supports and grows businesses to build a strong economic community. The Chamber serves small businesses, service businesses, manufacturers and other industry and institutions through these core functions:

Advocacy on behalf of businesses to ensure a competitive business environment.
Providing networking and recognition events.
Distributing information pertinent to the operation of business and the business community in general.
Delivering value added services including discounts, referrals and marketing opportunities.
Offering a forum in which every business has input into the decisions that affect this community.
Promoting initiatives that support the economic development of the region

Issues impacting the Chamber

The Chamber embarked on a new strategic plan in 2021. The strategic plan outlined a requirement to provide value to its members via an emphasis increased digital media and content marketing.

Key Objectives of the required Digital Media Position

Development of a Social Media & Content Marketing Calendar
Development of a Social Media & Content Marketing Plan which includes practical recommendations to guide the Chamber to increase its advocacy via social media & website
Plan needs to incorporate opportunities for members to promote their businesses

Engage directly with audiences, members, and influencers to drive positive advocacy for members. This includes social media platforms, ratings and reviews, forums and industry blogs. Facebook, Instagram, Instagram Stories, Twitter, and YouTube. Additional points will be awarded for creative plan for other technologies.
Show measurable results in engagement and growth and achieve monthly social media goals.
Monitor, analyze and compile summary reports on data analytics and metrics across all social media programs.
Analyze campaigns and translate anecdotal or qualitative data in recommendations and plans for revising social media, content marketing and social advertising campaigns.
Write blog entries.
Scan news feeds, member feeds and partner feeds for interesting articles, blog posts or videos to share.
Manage Instagram stories
Advise on website needs, RSS feeds and input into web content and design.
Collaborate with the Executive Director to define content requirements and business priorities to ensure the development and execution of an engaging social & content marketing calendar.
Curate and manage all published content
Recruit members and others to share and to engage in activity with the Chamber brand
Facilitate and moderate conversations related to the brand
Stay on top of new opportunities, multiple social media campaigns and new tools to help generate the demand and drive traffic to member websites
Support chamber activities
Plan to communicate with members more effectively, and improve information dissemination with members via blogs, forums, micro-blogging, quizzes, surveys and contests

Identify trends and opportunities to utilize emerging technology
Identify opportunities that should be explored in the future
To effectively increase economic benefits by promoting the destination to the benefit of its businesses

Highlights:

Previous experience working in social media or a related degree/certificate
Active social media presence and excellent knowledge of the most popular platforms
Current of social media trends
Effective writing skills

Independent and organized
Creative personality with eagerness to learn
Knowledge of Google Analytics

Scope of Work

The selected proponent will work with the Chamber to create a Digital Media & Content Marketing plan for 1-year with 2 additional one year renewal options and additionally implement the tactical components of the plan. The Plan will align with the Chamber mission, vision, and goals. Once a proponent is selected, the proponent will work with the Chamber to create the framework for the strategy plan by April 24, 2023.

Scoring will be based on experience, skills, creativity, and writing ability. Priority will be given to those who have demonstrated the ability to work with a variety of platforms and proposes new ideas for new platforms.

Critical Path & Timing

March 10, 2023	Release of this RFP
March 17, 2023	Deadline for questions
March 27,2023	Provide submission requirements
April 10, 2023	Selection process completed; contract signed
April 24, 2023	Strategy framework completed

Submission requirements

Provide an overview of your company including legal name, address, and URL. Identify the representative authorized to negotiate on behalf of your company and include full contact information.
Provide a brief history of your company including years in business; describe its ownership and management structure, and its lines of business.
Provide a representative client list. Identify any past or current relationships within Brockville and the Region.
Identify project lead and key team members. Outline their roles and responsibilities and provide brief bias.
Describe your relevant qualifications and expertise with the planning and execution of digital media plans of this nature.
Provide a quotation
Provide any additional information you believe will be helpful in assessing your capability.

Notes:

It is your responsibility to seek clarification of any matter that you consider unclear before submitting your proposal by the deadline specified herein for submission of written questions. The Brockville & District Chamber of Commerce is not responsible for any misunderstanding or misinterpretation of this RFP document or requirements.

To ensure you are apprised of any additional information as may be provided, please confirm your intention to submit a proposal upon receipt of this RFP.

Proponent Submission Deadline Information

The deadline to submit your interest in being a proponent is 12:00 pm (noon) on March 27, 2023, Proposals must be submitted electronically (only) to:

pjrobertson@brockvillechamber.com

Click on this Link to download full document

APPENDIX A Terms and Conditions

0 Terms and Conditions

The Brockville & District Chamber of Commerce reserves the right, at its sole option, and for its convenience, to accept and/or reject any proponent, for any or no reason. By making this request the Brockville & District Chamber of Commerce does not imply or give any assurance whatsoever that any proponent will be accepted. No contractual or other legal obligations arise on the part of the Brockville & District Chamber of Commerce to any proponent by this RFP until such time as a final, written agreement, if any, is subsequently entered into with a proponent.

Brockville & District Chamber of Commerce may or may not award the business that is the subject of this RFP to any proponent or proponents at its sole discretion. Brockville & District Chamber of Commerce reserves the right to negotiate with proponents, seek clarification from proponents regarding their proposal responses and invite modifications to the proposal responses submitted.

Brockville & District Chamber of Commerce shall not be in any way responsible for or liable for any costs associated with your proposal and you shall not make claim to Brockville & District Chamber of Commerce or any such cost or expenses. By submitting a proposal response, you agree to waive any right to claim damages against Brockville & District Chamber of Commerce for any reason, cause, or thing arising out of the RFP process.

1 Potential for conflicts of interest

All conflicts of interest or any situation that may be reasonably perceived as a conflict of interest that exist now or may exist in the future must be declared. Failure to comply with this requirement will render the proposal non-compliant and will cause the proposal to be rejected. Brockville & District Chamber of Commerce reserves the right to disqualify from further consideration proposals that in the Brockville & District Chamber of Commerce opinion demonstrate a conflict of interest.

2 Termination

In the event that the successful proponent, in the opinion of Brockville & District Chamber of Commerce, fails to satisfactorily perform the services in accordance with the terms and conditions of the contract including the instructions to proponents, terms of reference and any other documented terms and conditions, Brockville & District Chamber of Commerce reserves the right to terminate services. Brockville & District Chamber of Commerce further reserves the right to terminate the contract without showing cause, prior to its conclusion, upon giving at least 2 (two) days written notice to the successful proponent.

3 Terms of payment

Payment will be made in response to invoices in accordance with the final executed contract, provided the invoices are based on work/deliverables described in the scope of the project and are consistent with the timetable of each negotiated deliverable, are completed to Brockville & District Chamber of Commerce satisfaction, and provided there exists no defaults of obligations.

4 Subcontracting and assignments

It is understood and agreed that the successful proponent will be an independent contractor. Any proposed Brockville & District Chamber of Commerce subcontracting agreements must be approved by Brockville & District Chamber of Commerce and will not release you from any obligation with respect to the performance of your obligations.

5 Errors and omissions

Brockville & District Chamber of Commerce shall not be held liable for any errors or omissions in any part of this RFP. While considerable effort to ensure an accurate representation in this RFP, the information contained in the RFP is supplied solely as a guideline for proponents. The information is not.

guaranteed or warranted to be accurate, nor is it necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve proponents from forming their own opinions and conclusions with respect to the matters addressed in the RFP.

6 Indemnification

If you are selected you will be required to provide satisfactory proof of maintenance of relevant insurance coverage (including commercial, professional, general liability and automobile insurance).

The successful proponent shall indemnify and hold harmless Brockville & District Chamber of Commerce, its Board of Directors, its officers and partners from and against all actions, claims, demands, losses, costs, damages, suits, or proceedings whatsoever which may be brought against or made and against all losses, liabilities, judgments, claims, suits, demands or expenses which may sustain, suffer or be put to resulting from or arising, out of the successful proponent’s failure to exercise reasonable care, skill, or diligence or omissions in the performance or rendering of any work or service required hereunder to be performed or rendered by the successful proponent, its agents, officials and employees.

7 Confidentiality

In the performance of this contract, the successful proponent will not at any time before, during or after completion of the project, divulge any confidential information communicated to or acquired by you or disclosed by Brockville & District Chamber of Commerce.