71412703 Planned Giving Marketing and Communications Services

Virginia Tech is soliciting proposals for planned giving marketing, communications, and related support services for its Office of Gift Planning within the Division of Advancement, with inquiries due November 2, 2026 at 2:00 p.m. and proposals due November 20, 2026 at 3:00 p.m. Small, Women-owned, and Minority-owned (SWaM) business participation is scored at 10 of 100 points and is not a set-aside. Offerors that cannot be classified as SWaM must describe plans for using SWaM subcontractors and provide reporting capabilities.

Scope covers strategic planning and program support, creative development and content production, campaign execution and management, data analytics and reporting, print production and fulfillment, and account management. Services are ordered on an as-needed, project-by-project basis with no guaranteed minimum volume, and Virginia Tech reserves the right to adjust scope, frequency, and type of services. Contractors must comply with federal, state, and university data privacy and security requirements, maintain criminal conviction background checks for employees accessing campus, and obtain any required Virginia Tech trademark licensing. Required insurance includes workers' compensation, employers liability of $100,000, general liability of $2,000,000 combined single limit naming Virginia Tech as additional insured, and automobile liability of $500,000. All produced materials belong to Virginia Tech unless otherwise agreed in writing.

The initial term is one year with four optional one-year renewals, as negotiated. Pricing must be project-based rates covering labor categories, creative services, print production, mailing and shipping, and any upfront or recurring fees for website, email, or data maintenance subscriptions. The opportunity lists Montgomery County, Virginia as its jurisdiction.

Evaluation uses a 100-point scale: quality of products and services (25 points), methodology and approach (25 points), offeror qualifications and experience (20 points), cost (20 points), and SWaM participation (10 points). Proposals are submitted electronically through Virginia Tech's procurement portal. Inquiries go to Angela Caldwell at acaldwell@vt.edu or (540) 231-1269, and all answers will be issued by addendum.