EVA RFP 2024-1 Digital Marketing Services - Q&A No. 1.pdf

RFP 2024-1 QUESTIONS/ANSWERS NO. 1 Page 1 of 2

EVERGREEN VIRTUAL ACADEMY

RFP 2024-1 DIGITAL MARKETING SERVICES

QUESTIONS/ANSWERS NO. 1

Question: Is it acceptable if the vendor submits their proposal via email to jstiles@evergreenvirtual.org.

Answer: Yes, see Section 4.4 and Addendum No. 1 providing the acceptable proposal delivery options.

Question: Please confirm whether vendors need to submit “Attachment C - Disclosure

Exemption Affidavit” with the proposal or not as it is not listed in “3.2 Proposal Submission Requirements”.

Answer: See Section 6.2. If a Proposal contains any information that is considered a “trade secret” under ORS 192.345(2), such information must be listed on the Disclosure Exemption Affidavit. If a Proposal does not contain any such information, a Disclosure Exemption Affidavit is not required to be submitted.

Question: Does the EVA have an incumbent on this? If yes, please disclose their names and if possible, provide their proposals along with cost proposals to facilitate competitive pricing?

Answer: EVA currently contracts for digital marketing services under an agreement expiring June 30, 2024 with a value of $126,000.

Question: What is the estimated budget for this contract? If unknown, please provide previous spending?

Answer: The maximum annual budget for the services is $125,000.

Question: Should Attachment D: Professional Services Agreement and Exhibits A-E of that agreement be signed and included within the proposal, or is that a sample agreement to be signed by the chosen vendor after the RFP has been awarded?

Answer: No, the Proposal should not contain a signed Professional Services Agreement.

Question: I see that the goal of these services is to increase awareness and enrollment. I wanted to ask if you see current student retention as a need to also be included, or if that is something that should not be factored into this proposal?

Answer: Yes, see Addendum No. 1.

Question: What exactly is EVA looking for when you state in the SOW, Sec. 2.3.2.2 "Explore possibilities for a wider range of display ads and markets like radio, TV, billboards, direct mailers with USPS, streaming services (in-stream ads), and other access points to prospective families." For example, are you looking for consulting in these areas or actual tasks to be completed? If tasks, can you provide any additional detail around what is expected; and what percentage of the work would you say this represents?

RFP 2024-1 QUESTIONS/ANSWERS NO. 1 Page 2 of 2

Answer: The School is looking for the successful Proposer to provide guidance and options to the School for other locations for paid media marketing opportunities.

Question: Will you consider companies outside of Oregon with experience in enrollment for

K-12?

Question: Can we register in Oregon as a "foreign entity" once we are awarded the contract?

Or must we be already registered in Oregon to bid on this RFP?

Answer: Yes, see Section 7.5. The successful Proposer, if not registered to do business in the state

Question: Is the incumbent bidding again?

Answer: All Proposers will be announced at Opening.

Question: Are there specific skills, tactics, results that you are seeking which were not delivered in the past via the incumbent?

Answer: In general, EVA seeks to increase enrollment growth, improve SEO performance, expand its outreach on social media platforms, and conduct a robust email marketing campaign.

Question: Who will we work with on this project - -is there a Marketing Director?

Answer: The successful Proposer will be working with the School’s Executive Director, Jamie Stiles, as the direct point of contact.

Question: Do you have a preferred email marketing platform?

Answer: Constant Contact

Question: Can we provide abbreviated resumes for our proposed team?

Answer: Yes, abbreviated resumes are acceptable.

Question: How many more students is EVA looking to enroll on a yearly basis between 2024

- 2027?

Answer: EVA’s goal is to grow at least 15% a year over the next few years. EVA’s current enrollment is 940 students and had pre-pandemic enrollment around 1,700 students.

Question: In regards to the Constant Contact email marketing services; how many contacts do you currently have, how many campaigns do you send each month, and how many automated campaigns do you have?

Answer: EVA currently has over 8000 contacts. EVA has multiple email and text campaigns running weekly for prospective families as well as current families. The exact number of automated campaigns vary depending on the time of year (more during the enrollment windows, beginning to the year and end of year activities, etc.)