RFP for Social Media Management Software

Agency: Washington County
State: Minnesota
Type of Government: State & Local
NAICS Category:
  • 511210 - Software Publishers
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
  • 541611 - Administrative Management and General Management Consulting Services
  • 541613 - Marketing Consulting Services
Posted Date: Jan 2, 2024
Due Date: Jan 29, 2024
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Title: RFP for Social Media Management Software
Category: Washington County Office of Administration
Status: Open

Description:

This Request for Proposal (RFP) has been prepared by Washington County to secure services for a social media management software. The County is seeking a one-year contract.

Publication Date/Time:
1/2/2024 8:00 AM
Publication Information:
Country Messenger
Closing Date/Time:
1/29/2024 2:00 PM
Contact Person:
Tina Elam, Communications Manager E-mail: Tina.Elam@co.washington.mn.us
Related Documents:

Attachment Preview

Request for Proposals (RFP) for
Social Media Management Software
RFP release date: January 2, 2024
Submission due date: January 29, 2024
A great place to live, work and play…today and tomorrow
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246
www.co.washington.mn.us
Washington County is an equal opportunity organization and employer
RFP for Social Media Planner Tools
Table of Contents
1. Introduction ........................................................................................................................................................................ 3
1.1. Background Information ............................................................................................................................................. 3
1.2. County Authorized Representative............................................................................................................................. 3
1.3. Schedule ...................................................................................................................................................................... 3
2. Scope of Services................................................................................................................................................................. 4
2.1. Scope of Work to be Performed ................................................................................................................................. 4
2.2. Primary Deliverables ................................................................................................................................................... 4
2.3. Secondary Deliverables ............................................................................................................................................... 4
2.4. Budget ......................................................................................................................................................................... 5
3. Proposal Content................................................................................................................................................................. 5
3.1. Cover Letter................................................................................................................................................................. 5
3.2. Qualifications and Experience..................................................................................................................................... 5
3.3. Cost and Fee Schedule ................................................................................................................................................ 5
3.4. Appendix A .................................................................................................................................................................. 5
3.5. Appendix B .................................................................................................................................................................. 5
4. Proposal Submittal .............................................................................................................................................................. 5
5. Proposal Evaluation and Selection...................................................................................................................................... 6
5.1. Evaluation Committee................................................................................................................................................. 6
5.2. Evaluation Criteria....................................................................................................................................................... 6
5.3. Interview/Presentation ............................................................................................................................................... 6
5.4. Final Selection ............................................................................................................................................................. 6
5.5. Reserved Rights........................................................................................................................................................... 6
6. Proposal Questions ............................................................................................................................................................. 7
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RFP for Social Media Planner Tools
1. Introduction
This Request for Proposal (RFP) has been prepared by Washington County to secure services for a social media
management software. The County is seeking a one-year contract. These services may go through the RFP solicitation
process after that contract is complete.
1.1. Background Information
The County was established in 1849 and has the powers, duties, and privileges granted counties by state law, codified
in Minn. Stat. § 373. The County serves an area of 423 square miles, with an estimated population of 262,748. The
County’s fiscal year begins on January 1 and ends on December 31. The County is governed by a five-member board of
county commissioners representing separate districts within the county. In addition, the offices of county attorney and
sheriff are elected on a county-wide basis.
The County offers a full range of services including courts, property tax administration, law enforcement and
corrections, public works, human services, parks, solid waste management, library, community health, county
extension, and general administration. The County employs approximately 1,400 employees.
The county has a decentralized communications staff, with almost 20 people embedded in departments across the
county, all with various communications assignments, some of which include using social media. Their task is to keep
county residents and any other relevant stakeholders informed about county business and activities. Social media is
one of the tools used to fulfill that task. The county uses Facebook, Instagram, X, NextDoor, YouTube and LinkedIn.
The goal of using social media management software is to have a platform from which communicators may post across
platforms, as appropriate, listen to and monitor any social media chatter that pertains to the county, and obtain
relevant analytics to provide the information needed inform social media strategy and use social media platforms to
their full potential for informing county residents.
1.2. County Authorized Representative
The County Authorized Representative for this RFP is:
Tina Elam, Communications Manager
E-mail: Tina.Elam@co.washington.mn.us
1.3. Schedule
Washington County anticipates the following schedule:
Schedule
RFP Release Date
Questions Due
Addendum Release Date
Proposals Due
Notification of Award
Commencement Date
Due Date
January 2, 2024
January 9, 2024
January 16, 2024
January 29, 2024
March 1, 2024
April 1, 2024
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RFP for Social Media Planner Tools
2. Scope of Services
The successful contractor will have the abilities to perform all the functions below. Contractors who cannot provide the
full range of requested services may submit a proposal but must clearly note any services listed in this request which
would not be provided. Contractors are also encouraged to highlight any services for which they possess particularly
notable qualifications.
2.1. Scope of Work to be Performed
Provide a social media management software as a service that meets the county’s current software specifications and
security requirements and interfaces with the county’s technology and network, within budget guidelines.
2.2. Primary Deliverables
The county is seeking social media management software that provides publishing, scheduling, engagement, social
listening and mentions, and analytics. The application should be robust to both gather and interpret regarding
effectiveness of social media in reaching residents and additional stakeholders in the county. The software should be
user-friendly allowing communicators across disciplines to use it with ease, while at the same time setting permission
levels for staff members based on their need to use the software. Here are some common features we are seeking:
1. Social Media Scheduling: The ability to schedule posts in advance, allowing users to plan and automate their
social media content distribution.
2. Multi-Platform Support: Support for managing multiple social media platforms such as Facebook, X, Instagram,
LinkedIn, NextDoor, and more in one place.
3. Content Calendar: A visual calendar that helps users plan and organize their content posting schedule.
4. Analytics and Reporting: Tracking and reporting on key performance metrics, such as engagement, reach, and
follower growth.
5. Monitoring and Engagement: Tools for monitoring comments, mentions, and direct messages across different
platforms, and the ability to respond to them from within the tool.
6. Audience Targeting: Tools for targeting specific demographics and audience segments with content.
7. Team Collaboration: Collaboration features that enable multiple team members to work on social media
content and campaigns.
8. URL Shortening: Built-in URL shorteners to track the performance of links in social media posts.
9. Compliance and Security: Features for ensuring compliance with social media policies and security measures to
protect account access.
10. Customer Support and Training: Access to customer support and training resources for using the tool
effectively.
11. Content Approval Workflow: Workflow features for content approval and collaboration, particularly useful for
larger teams.
12. Account Organization: Ability to segment social media accounts in separate spaces.
2.3. Secondary Deliverables
1. Content Creation and Editing: Tools for creating and editing graphics, images, and videos to be shared on
social media platforms.
2. Keyword and Hashtag Tracking: Features to track and analyze keywords and hashtags relevant to your brand
or industry.
3. Social Media Listening: Monitoring conversations and trends related to the brand or industry on social media.
Page |4
RFP for Social Media Planner Tools
4. Ad Campaign Management: Integration with social media advertising platforms to manage and track paid ad
campaigns.
2.4. Budget
The Office of Administration has $20,000 budgeted for this software for a one-year contract.
3. Proposal Content
The following will be considered minimum contents of the proposal and must be submitted:
3.1. Cover Letter
Introduce the contractor submitting the proposal and state the contractor’s understanding of the services. Include
name, address, telephone number, and email address of the contact person(s), as well as the names of any others
participating in the proposal.
3.2. Qualifications and Experience
Provide demonstrated qualifications and experience that proves the ability to perform the work.
3.3. Cost and Fee Schedule
Provide all fees associated with the proposed contract for services.
3.4. Appendix A
Provide a signed Appendix A – County’s Standard Terms and Conditions as the contractor to whom the contract is
awarded shall be required to comply with the terms and conditions contained therein.
3.5. Appendix B
Provide a signed Appendix B – Vendor/Contractor Information Technology Acceptable Use Policy Acknowledgement
Form as the contractor to whom the contract is awarded shall be required to comply with the terms and conditions
contained therein.
4. Proposal Submittal
Proposals will be limited to no more than five (5) pages in length, excluding a cover sheet, a cover letter, table of
contents, and appendices. The proposal must be combined as one document and the font shall be no smaller than 11-
point. The proposals should be on 8.5” x 11” paper and formatting into one PDF document. Appendices are anticipated
to contain preprepared marketing materials and/or full resumes or other supporting documents. They may also include
screenshots of the active software. Reviewers may or may not review material contained in appendices. All proposals
must include Proposal Content set forth in Section 3 and be sent electronically to the County Authorized
Representative:
Tina Elam, Communications Manager
Email: Tina.Elam@co.washington.mn.us
Contractors must submit to the e-mail address above with a subject line clearly marked as RFP for Social Media
Management Software, no later than January 29, 2024, at 2:00pm CST. Late submittals will not be considered.
Page |5

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