Data and Communications

Request for Proposal RFP #2026DAC
RFP#2026DAC
Request for Proposals for:
Data and Communications
ISSUED ON JUNE 16, 2026
RESPONSES DUE BY: JULY 6, 2026
NO LATER THAN 4:00 P.M., COALITION TIME
PROPOSALS SENT BY EMAIL TO:
Carmen Garcia
Subject Line: RFP#2026DAC Data and Communications
cgarcia@elcosceola.org
The sole point of contact for purposes of this RFP is:
Carmen Garcia, Grant Manager
Email: cgarcia@elcosceola.org
ANY ALTERATION OF THE LANGUAGE OF THIS RFP OR ANY REPRESENTATION OF MODIFIED LANGUAGE AS THE
OFFICIALLY RELEASED RFP WILL NOT BE PERMITTED AND WILL BE SUFFICIENT CAUSE FOR REJECTION OF A PROPOSAL.
IN CASE OF ANY DISPUTE CONCERNING THE TERMS OR LANGUAGE IN THIS DOCUMENT, THE COALITION PRINTED FILE
COPY OF THIS RFP WILL PREVAIL.
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Request for Proposal RFP #2026DAC
Early Learning Coalition of Osceola County
Request for Proposals (RFP) to Provide
Data and Communications
I. INTRODUCTION
The OSCEOLA COUNTY SCHOOL READINESS COALITION, INC. d/b/a EARLY LEARNING COALITION OF OSCEOLA
COUNTY (Coalition) located at 1950 E Irlo Bronson Memorial Hwy, 2nd Floor Kissimmee, FL 34744 will accept
Proposals for Data and Communications. Please consider this communication a formal Request for Proposal
(RFP), responses to which will be used to determine the best-qualified firm for these services and will be the
basis for negotiating a contract.
The Coalition is a not-for-profit corporation organized under the laws of the state of Florida and has been
determined exempt by the Internal Revenue Service under the provisions of IRS Code, Section 501(c)(3). The
Florida Division of Early Learning has certified the Coalition as a local early learning coalition for the
purposes of implementing programs authorized by Florida Statute Chapter 1002. Our principal function is
the provision of oversight, and policy guidance to the early childhood School Readiness and Voluntary
Prekindergarten Education systems in Osceola County, Florida.
II. STATEMENT OF WORK
Purpose
The Early Learning Coalition of Osceola County (ELC) seeks a qualified contractor to provide comprehensive
marketing, communications, graphic design, and digital engagement services. The contractor will develop
visually appealing and impactful print and digital communications that promote ELC programs, services,
events, and initiatives while increasing engagement with families, community partners, and stakeholders.
All communications and design materials must adhere to ELC brand guidelines and be produced in English
and Spanish, with the capability to provide Creole translations when requested.
1. Graphic Design and Content Development
The contractor shall:
* Design high-quality, professional, print-ready marketing materials, including but not limited to:
o Flyers
o Brochures
o Event promotional materials
o Social media graphics
o Digital advertisements
o Newsletters and communication pieces
* Create corresponding digital versions optimized for social media and online platforms.
* Ensure all materials:
o Align with ELC branding standards.
o Effectively communicate key messages.
o Follow platform-specific design best practices.
o Include clear calls-to-action and audience-focused messaging.
* Produce content in English and Spanish, with Creole versions available upon request.
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2. Communications Platform Management
Constant Contact
The contractor shall:
* Create, schedule, and distribute email campaigns, newsletters, and stakeholder communications.
* Maintain and organize contact lists, audience segments, groups, and tags.
* Monitor campaign performance and provide reports on delivery, open rates, engagement, and reach.
Eventbrite
The contractor shall:
* Create and manage event registration pages for trainings, workshops, and agency events.
* Monitor registrations and attendance.
* Provide event participation and registration reports.
3. Collaboration and Project Management
The contractor shall:
* Meet regularly with designated ELC staff to identify communication priorities, project objectives,
target audiences, and timelines.
* Review and incorporate ELC brand standards and existing marketing materials.
* Develop creative concepts and communication strategies for approval.
* Incorporate feedback and revisions throughout the design and communication process.
* Maintain timely communication regarding project status and deliverables.
Deliverables
The contractor shall provide:
* Print-ready files in PDF format and other high-resolution formats as requested.
* Social media-ready graphics in appropriate JPEG, PNG, or platform-specific formats.
* Email templates and digital communication materials.
* Monthly reports summarizing:
o Email campaign metrics
o Event registration and participation data
o Audience engagement outcomes
Revisions
The contractor shall provide up to three (3) rounds of revisions for each approved project deliverable to
ensure alignment with ELC expectations and project objectives.
Desired Qualifications
Preference may be given to contractors who demonstrate:
* Experience providing marketing and communications services for educational, nonprofit,
governmental, or community-based organizations.
* Bilingual communication and design capabilities (English/Spanish).
* Experience managing Constant Contact, Eventbrite, and related digital communication platforms.
* Strong graphic design portfolio showcasing print and digital marketing materials.
* Ability to work collaboratively with diverse stakeholders and meet established deadlines.
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SECTION III - SELECTION METHOD AND INSTRUCTIONS
3.1 Bidding Instructions
3.1.1 Interest. Companies who intend to respond to this RFP are requested to notify the Coalition by
sending an email to cgarcia@elcosceola.org with the RFP number and name in the subject line.
Please include the name, address, telephone, and email address of the company (firm) and
contact person. Please include completed Attachment A (Notice of Intent to Submit a Proposal)
and Attachment B (Application Cover Sheet) with email.
3.1.2 Application Timetable
ACTIVITY DATE
1 Last day for submission of written inquiries June 22, 2026, 4:00 p.m. EST
2 Coalition response to written inquiries June 25, 2026, 4:00 p.m. EST
3 Deadline for Notice of Intent to Submit a Proposal June 26, 2026, 4:00 p.m. EST
4 Deadline for Receipt of Proposals July 6, 2026, 4:00 p.m. EST
5 Time period for evaluation of proposals July 7, 2026 - July 13, 2026, 4:00 p.m. EST
6 Anticipated Posting of Notice of Intent to Award July 15, 2026, 4:00 p.m. EST
3.1.3 Evaluation Process
The Vendor Selection Committee, consisting of Coalition staff, will evaluate the proposals and
prepare recommendations of the vendor(s) selected for this RFP. All proposals received will be
reviewed in accordance with the criteria listed in this RFP. The Committee may request a
presentation by any or all companies to clarify proposed plans and details, as part of the review
and evaluation process. The Committee may also ask additional questions to clarify the submitted
proposal(s).
The Chief Executive Officer or Chief Operating Officer shall make the final decision, and once the
selection has been made, contract execution will begin. If a contract agreement cannot be
reached with the highest-ranked responsive and responsible Respondent, negotiations with that
Respondent will be formally terminated. The Coalition would then negotiate with the next
highest-ranked responsive and responsible Respondent until an agreement is reached. The
Coalition may choose to modify the choice of a selected company if the Coalition determines that
such a change is in its best interest.
The Coalition reserves the right to reject any and all proposals submitted. The Coalition further
reserves the right to inspect the facilities, organization, and review evidence of the financial
condition of a company to assess their ability to perform the contract before awarding a contract.
Multiple proposals/vendors may be selected in order to best provide the goods and services and to
meet the goals outlined in the Scope of Work for this RFP.
3.1.4 Evaluation Criteria
Each proposal will be evaluated based on the following criteria, as further described in the RFP
Evaluation Criteria matrix and applicable point values:
* Alignment with RFP Scope of Work
* Proposal timeliness, Professionalism, and Conciseness
* Expertise/Experience
* Availability of Resources (based on time requirement)
* Value of Product/Services
3.1.5 Contract
If the contract terms are not accepted, we reserve the right to proceed with the next highest-
scoring vendor who best meets the RFP criteria and aligns with the needs of our agency. If any
subsequent vendor also declines the terms, we reserve the right to cancel this RFP and reissue it
to solicit additional proposals.
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SECTION IV - TERMS, CONDITIONS AND OTHER REQUIREMENTS
4.1 Federal and State Tax
The Coalition is exempt from federal taxes; in addition, the Coalition is exempt from State and
County tangible personal property taxes, sales taxes, and intangible taxes. The company doing
business with the Coalition will not be exempted from paying sales tax to their suppliers for
materials to fulfill contractual obligations with the Coalition, in addition, the successful company
will not be authorized to use the Coalition's tax exemption number in securing such materials.
4.2 Legal Requirements
It shall be the responsibility of the provider to be knowledgeable of all federal, state, county and
local laws, ordinances, rules, and regulations that in any manner affect the items covered herein.
Lack of knowledge by the company will in no way be a cause for relief from responsibility.
Companies doing business with the Coalition will be required to attest to compliance with the
following federal and state rules and regulations as applicable to the resulting contract, funding
source, scope of services, and contract amount:
* Equal Employment Opportunity (EO 11246 as amended by EO 11375 and supplemented by
regulation 41 CFR part 60)
* Copeland "Anti-Kickback" Act (18 USC 874 and 40 U.S.C. 276c)
* Contract Work Hours and Safety Standards Act (40 USC 327-333)
* Rights to Inventions Made Under a Contract or Agreement (37 CFR part 401)
* Clean Air Act (42 USC 7401 et seq) and Federal Water Pollution Control Act (33 USC 1251 et
seq), as amended
* Debarment and Suspension (EO 12549 and EO 12689)
4.3 Agreement
A professional services agreement will be negotiated for any work to be performed as a result of
this RFP. The RFP, the proposal, and the resulting agreement will constitute the complete
agreement between the company and the Coalition. This RFP alone is in no way an agreement,
obligation, or contract and in no way is the Coalition responsible for the cost of preparing the
proposal. One copy of the proposal will be retained for official files and become a public record.
The initial term of the agreement shall begin in July 2026 and end in June 2027. Respondents must
include proposed pricing for the initial term and each contemplated renewal term in their
proposals. The agreement may be renewed for up to three (3) additional one-year terms,
contingent upon satisfactory performance and the availability of funding, and any renewal shall
remain at the sole discretion of the Early Learning Coalition of Osceola County.
4.4 Trade Secret and Confidential Materials
If the application includes material which is deemed a trade secret under Section 812.081, FS, or
otherwise confidential or exempt from disclosure under Chapter 119, FS, which the company does
not wish to become public record, the following statement should be included in the application:
"Trade Secrets as defined by Section 812.081, Florida Statutes, or other confidential materials
contained on applicable pages of this application shall not be used or disclosed, except for
evaluation purposes. However, if a contract is awarded to this offer or as a result in connection
with the submission of this program, the Coalition shall have the right to use or disclose the
information designated as trade secrets or confidential to the extent provided in the contract.
This restriction does not limit the Coalition's right to use or disclose the information designated
as trade secrets or designated as confidential which is obtained from another source."
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Any exemption claimed will be limited to the pertinent documents and must be supported by a
statutory exemption. Notwithstanding anything to the contrary, nothing contained in the
application shall be deemed or interpreted to restrict or prevent the Coalition from complying
with the disclosure requirements of Chapter 119, Florida Statutes, when material is incorrectly
identified as a trade secret or confidential information. By submitting an application, the
applicant covenants not to sue the Coalition and waives any claim against the Coalition arising
under Chapter 119, Florida Statutes or in connection with or as a result of any disclosures by the
Coalition in connection herewith.
4.5 SUBMISSION RESPONSIBILITY AND RECEIPT
RESPONDENTS ARE RESPONSIBLE FOR ENSURING THAT ALL PROPOSALS SUBMITTED TO THE
COALITION, INCLUDING INQUIRIES, ARE RECEIVED AT THE DESIGNATED EMAIL ADDRESS AND PRIOR
TO THE SPECIFIED DATE AND TIME.
ANY PROPOSAL NOT RECEIVED BY THE COALITION AT THE SPECIFIED LOCATION AND BY THE STATED
DEADLINE, REGARDLESS OF ANY REASON, INCLUDING BUT NOT LIMITED TO TRANSMISSION ERRORS,
DELIVERY ISSUES, OR TECHNICAL DIFFICULTIES WILL BE CONSIDERED LATE AND WILL NOT BE
EVALUATED.
THE COALITION WILL PROVIDE AN ACKNOWLEDGMENT EMAIL FOR PROPOSALS RECEIVED.
RESPONDENTS ARE ENCOURAGED TO FOLLOW UP WITH THE COALITION IF AN ACKNOWLEDGMENT IS
NOT RECEIVED WITHIN A REASONABLE TIME AFTER SUBMISSION, IN ORDER TO CONFIRM THAT YOUR
PROPOSAL HAS BEEN SUCCESSFULLY RECEIVED. SUCH FOLLOW-UP IS FOR ADMINISTRATIVE
PURPOSES ONLY AND WILL NOT IMPACT THE EVALUATION OR RESPONSIVENESS OF THE REPLY.
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Request for Proposal RFP #2026DAC
RFP EVALUATION CRITERIA
DATA AND COMMUNICATIONS
RFP#2026DAC
This form has been designed to guide the RFP vendor selection committee on how to choose the most qualified vendor to
fulfill the request. Please rate the vendor by assigning a point value to the areas listed below. Evaluators should include
brief comments supporting the scores assigned where appropriate.
Vendor 1 Vendor 2 Vendor 3
Point
Value
5
Was the proposal submitted by deadline?
10
Was the proposal submitted in a
presentable/professional manner
(Letterhead, contact info, etc.)?
15
Was the proposal submitted clear and
concise?
25
Was the proposal responsive to the scope
of work?
15
Does the vendor have relative experience
in the market?
15
Is the estimate/cost the best value for the
Coalition?
15
Does the vendor have the capacity to
fulfill the request?
TOTAL:
100
There is an allowable 100 pts max. per vendor, the vendor with the highest point value will be recommended for selection
based on scoring, subject to responsiveness, responsibility, and final approval by the Coalition.
Selected Vendor:
Comments:
Evaluator Name:
Signature:
Date:
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Request for Proposal RFP #2026DAC
ATTACHMENT A
Notice of Intent to Submit a Proposal
Title of Proposal: RFP #2026DAC Data and Communications
Proposer Name:
Services to be provided:
Proposer FEID No.
Proposer Contact Person's Name and Title
Proposer Address
Telephone Number | Fax Number | Email Address | Website
Phone: Fax: Email:
Website:
Name and email of Proposer's Project Director (if different from above)
FOR OFFICIAL USE ONLY
Name of Coalition Representative Receiving "INTENT TO SUBMIT A PROPOSAL" Form:
Date Received: Time Received:
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Request for Proposal RFP #2026DAC
ATTACHMENT B
APPLICATION COVER SHEET
Early Learning Coalition of Osceola County
RFP #2026DAC
# of Pages included:
Date:
Name:
Street Address:
City: State: Zip Code:
Mailing Address (if different):
City: State: Zip Code:
Telephone: Fax Number:
Email Address:
Website Address:
Date Entity/Business Established (Mo/Year):
Fiscal Year End (month):
Type of Business:
Private, ForProfit: Private, NotforProfit: Public/Government:
Other: Federal I.D. #:
Cost Summary:
Total Amount Quoted $
Name/Position of Person Completing Application:
Email Address:
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Request for Proposal RFP #2026DAC
ATTACHMENT C
NON-COLLUSIVE AFFIDAVIT
State of __________________
County of
being first duly sworn deposes and says that:
1. He/she is the (Owner, Partner, Officer, Representative or Agent) of the Respondent that
has submitted the attached Proposal;
2. He/she is fully informed respecting the preparation and contents of the attached
Proposal and of all pertinent circumstances respecting such Proposal;
3. Such Proposal is genuine and is not a collusive or sham Proposal;
4. Neither the said Vendor nor any of its officers, partners, owners, agents, representatives,
employees or parties in interest, including this affiant, have in any way colluded,
conspired, connived or agreed, directly or indirectly with any other Respondent, firm, or
person to submit a collusive or sham Proposal in connection with the Work for which the
attached Proposal has been submitted; or to refrain from bidding in connection with such
Work; or have in any manner, directly or indirectly, sought by agreement or collusion or
communication, or conference with any Respondent, firm or person to fix the price or
prices in the attached Proposal or any other Respondent or to fix any overhead, profit, or
cost elements of the Proposal price or the Quote price of any other Respondent, or to
secure through any collusion, connivance, or unlawful agreement any advantage against
the Coalition, or any person interested in the proposed work;
5. The price or prices quoted in the attached response are fair and proper and are not
tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of
the Respondent or any other of its agents, representatives, owners, employees, or parties
in interest, including this affiant.
On this the day of , 20 , before me, the undersigned Notary Public of
the State of ________________, personally appeared.
Enter the name of individual(s) who appeared before notary and whose name(s) is/are
subscribed to within the instrument and he/she/they acknowledge that he/she/they
executed it.
Sworn to and subscribed before me this day of 20____.
Personally known or produced identification
Signature:
Notary Signature:
My commission expires:
(Seal)
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