Addendum #1 - QA.pdf

Winston-Salem State University

601 S. Martin Luther King Jr. Drive

Winston-Salem, NC 27110

ADDENDUM #1

BID NO. 74-WS0041-2026

Commodity: Public Relations and Professional Communication Services Using Agency Name: Winston-Salem State University

Date: October 12, 2026

The following are the answers to the written questions received by the WSSU Purchasing Services department at or prior to the Monday, October 12, 2026 at 1:00pm EDT deadline.

1. Q. We know the university has an Office of Integrated Marketing Communications. How do you imagine the chosen firm collaborating and working with this department?

A. The chosen firm will work closely with the IMC team helping to lead projects across the institution. Projects will include, but are not limited to: integrated marketing, strategic planning, executive communications, crisis management, and brand strategy.

2. Q. Why is it the right time to hire a firm for this role?

A. New CEO leadership has been in place for over two years at the institution, and additional resources are needed to meet the demands of the organization in this area from a capacity and capability standpoint.

3. Q. Is there an incumbent firm?

A. Yes, there is an incumbent firm.

4. Q. At the end of this project, what will make you say: "Wow, our chosen partner really nailed it.

We're so glad we selected them."?

A. Exemplary delivery of the following:

• Executive strategic counsel to the Chancellor and Cabinet

• Strategic planning facilitation and implementation support

• Integrated marketing and communications strategies, inclusive of social media strategies

• Executive communications and stakeholder engagement plans

• Crisis communications and issues management strategies

• Media relations counsel and executive media training

• Brand strategy, governance, and reputation management

5. Q. Are the listed executive leadership experience, organizational management, and budget management qualifications minimum mandatory requirements, or will firms with comparable strategic communications and executive advisory experience be evaluated based on their overall qualifications and proposed technical approach?

A. The listed qualifications are mandatory requirements.

6. Q. The solicitation identifies the insurance category for contracts exceeding $1 million. Is this selection intended to indicate an anticipated contract value, or is it solely the insurance coverage classification?

A. We indicate in Section 4.10 the maximum amount available, just in case the total amount actually exceeds $1M. WSSU has confirmed that the department requesting this service has more than enough money to cover the monthly retainer cost.

7. Q. Does the University anticipate that the selected firm will primarily provide strategic oversight, recommendations, and executive advisory services, with implementation performed by internal University personnel, or should the monthly retainer include direct execution of marketing and communications deliverables?

A. Implementation will primarily be performed by internal personnel; selected firm will provide strategic oversight and advisory services to ensure approved recommendations are implemented. At times, projects may require hands-on implementation by both firm and internal personnel.

8. Q. Is there an estimated budget or annual funding level for the monthly retainer?

A. Yes, WSSU has confirmed that the department requesting this service has more than enough money to cover the monthly retainer cost.

9. Q. Are the ten yes or no qualification questions pass or fail requirements, or are they scored together with the narrative responses?

A. The ten qualifications are mandatory requirements. Each answer will be included along with the narrative response review.

10. Q. Where a question refers to the company or firm, may proposers answer based on the career experience of the managing principal who will serve as the point of contact?

A. Yes, but the proposal would need to expand as to the experience of the Managing Principal who will serve as the point of contact.

11. Q. Please confirm the attachment letters for the Customer Reference Form and the Location of

Workers form, and whether the HUB Supplemental Vendor Information form listed in the table of contents is required.

A. As indicated on page 20 of the RFP, yes, the Customer Reference Form, Attachment D, and the Location of Workers Form, Attachment E, and the Certification of Financial Condition Form, Attachment F, are required. Even though it is indicated in the Table of Contents, the HUB Supplemental Vendor Information Form is not required with this RFP. However, if a company/firm would like to include their HUB information, that would be welcomed.

12. Q. What is actually taking place during the “Opening” of all submitted bids? Are bids evaluated live for are bidders to view via zoom?

A. At 3:00pm on October 27th, all submitted proposals will be reviewed, aka Opened, to confirm that all of the required forms have been included but more importantly, to confirm whether or not the Execution block on the first page has been properly filled out and signed, aka executed.

13. Q. Is WSSU currently receiving any of the services described in this RFP from an external consultant or firm? If so, please identify the incumbent vendor and scope of services.

A. Yes, the incumbent, J Star Marketing LLC, is currently providing similar services to WSSU.

14. Q. Has WSSU engaged an external consultant or firm within the past 24 months to provide substantially similar executive advisory, strategic communications, integrated marketing, organizational assessment, or CMO transition services? If so, please identify the firm and nature of the engagement.

A. Yes, the incumbent, J Star Marketing LLC, is currently providing similar services to WSSU.

15. Q. Beyond the anticipated monthly on-campus meetings, does WSSU have an estimated level of effort or expected number of hours per month for the managing principal?

A. WSSU estimates it would need 160 hours of effort per month from a managing principal.

16. Q. The RFP references secondary experience in nonprofit, corporate, global, or similarly matrixed organizations. Does experience leading marketing and communications in complex nonprofit higher education institutions satisfy this criterion, or is experience outside the higher education sector specifically required?

A. Experience outside higher education is specifically required.

17. Q. Section 4.10 identifies the applicable insurance category as a contract value exceeding $1 million. Can WSSU clarify the anticipated annual budget or budget range for this engagement?

A. We indicate in Section 4.10 the maximum amount available, just in case the total amount actually exceeds $1M. WSSU has confirmed that the department requesting this service has more than enough money to cover the monthly retainer cost.

18. Q. Does WSSU envision the awarded firm primarily providing executive-level strategic advisory, leadership development, and organizational guidance, or should the monthly retainer also encompass substantial hands-on implementation, content development, and production services?

A. Implementation will primarily be performed by internal personnel; selected firm will provide strategic oversight and advisory services to ensure approved recommendations are implemented. At times, projects may require hands-on implementation by both firm and internal personnel.

19. Q. The RFP references Chief Marketing Officer onboarding in spring 2027. Is this milestone associated with an active or anticipated executive search? If so, what role does WSSU envision the selected advisor playing in the search and selection process?

A. This milestone associated with an anticipated executive search. WSSU envisions the awarded company/firm playing an advisory role in the search.

20. Q. Is there an incumbent firm or individual currently providing these or similar services to the

University, or is this a wholly new engagement? If the former, why the change?

A. Yes, the incumbent, J Star Marketing LLC, is currently providing similar services to WSSU.

21. Q. Beyond the monthly campus visit described in this section, does the University anticipate on-site participation for specific activities such as Cabinet retreats, Board of Trustees meetings, strategic planning sessions or training sessions?

A. Yes. Occasional on-site participation is expected for key leadership meetings. Advance notice and coordination to facilitate participation will be provided.

22. Q. Is the University's Strategic Plan through 2030 already adopted and in implementation, or is it currently being developed or refreshed?

A. The University’s Strategic Plan has already been adopted and implemented.

23. Q. Is there any more detail on the size and reporting structure of the Integrated Marketing & Communications organization?

A. Chief Marketing Officer

• Director, Communications & Media Relation o Senior Writer & Project Manager o Senior Writer (Temp)

• Director, Enrollment Communication o Assistant Director, Enrollment Communications o Specialist, Enrollment Communications o Manager, Digital Communication Strategy

• Director, Creative Service o Graphic Designer o Photographer o Videographer

24. Q. What is the current status of the Chief Marketing Officer position?

A. WSSU is anticipating an executive search to be conducted for this position. WSSU envisions the selected firm playing an advisory role in the search.

25. Q. Are there any page limits or formatting requirements for the proposal response?

A. The RFP indicates on page 9, Proposal Contents, the order in which the proposal must be submitted. As long as the proposal follows this section, the proposal does not have to be limited to the number of pages.

However, please keep in mind that there is a limitation to the file size you can upload to the State eVP portal when submitting your response to this solicitation!