Social Media Consulting Services RFPPurposeThe purpose of this tool is to help you design a Request for Proposal (RFP) for SocialMedia Consulting Services. An RFP is a formal invitation to request vendor proposals thatmeet specific business requirements and purchasing criteria. Vendors interested inpursuing the opportunity will respond with their approach to delivering on yourrequirements, provide a detailed project plan & budget, and relevant references. An RFP isuseful for expediting the contracting process, once negotiations are complete.How to Use this TemplateComplete the following sections with your social media project team. Cut & paste thisinformation into a document that reflects your corporate image, and deliver your RFP to ashortlist of potential vendors for review and proposal submission. The ‘Scope of Work &Business Requirements’ section contains a comprehensive list of potential requirements. Besure to cut out requirements you don’t need, and add any that are particular to yourorganization.
Title Page [Insert Company Name or Logo] Social Media Consulting Services Request for Proposal [Insert Date]Effective Date:Document Owner:Version:Version Date Revision / Description Author:
Approval:Approver Title:Approval Date:Table of Contents1. Company Information 4 1.1 Corporate Overview 1.2 Technology Environment2. Statement of Work 4 2.1 Project Purpose 2.2 Project Scope 2.3 Project Schedule3. Proposal Submission Procedure 5 3.1 Vendor RFP Reception
3.2 Good Faith Statement 3.3 Communication & Proposal Submission Guidelines 3.4 Evaluation Criteria 3.5 Short-list Selection4. Scope of Work & Business Requirements 5 4.1 Audit & Evaluation 4.2 Recommendations & Planning 4.3 Implementation & Integration 4.4 Training, Monitoring & Measurement5. Vendor Information 86. Estimated Budget & Resources Required 91. Company Information1.1 Corporate OverviewProvide a description of your organization including company size, locations, number ofsystem users, current Social Media efforts & capabilities, stakeholders, marketing &customer service plans, and business goals your are looking to achieve.1.2 Technology EnvironmentProvide a detailed description of your technology environment including: LAN diagram,telephony system, server operating system, desktop operating system, programminglanguages, web-architecture, applications, etc.
2. Statement of Work2.1 PurposeThe purpose of this Request for Proposal (RFP) process is to invite vendors to submit theirproposal to provide Social Media program consulting and implementation services. Thisdocument contains the business requirements necessary for a successful Social Mediaprogram and implementation.2.2 ScopeProvide a description of each department that will be using Social Media. Additionally,document what is in scope for this project and explicitly state what is not in scope. If youare planning on a phased approach, provide a summary or bulleted list of what each phasewill look like from your perspective.2.3 Project ScheduleThis schedule is based on our current timelines, but is subject to change.Project Milestones DeadlineRFP Delivered to Vendors February 1, 2012RFP Question Period Ends February 15, 2012RFP Close Date March 1, 2012Conduct Evaluations April 1, 2012Award Contract to Vendor May 1, 20123. Proposal Submission Procedure3.1 Vendor RFP Reception
By responding to this RFP, the vendor agrees to be responsible for fully understanding therequirements or other details of the RFP, and will ask any questions to ensure suchunderstanding is gained. [Insert your company name] retains the right to disqualifyvendors who do not demonstrate a clear understanding of our needs. Furthermore, theright to disqualify a vendor extends past the contract award period and [insert yourcompany name] will be at no fault, cost, or liability.3.2 Good Faith StatementAll information provided by [insert your company name] is offered in good faith. Specificitems are subject to change at anytime based on business circumstances. [Insert yourcompany name] does not guarantee that any particular item is without error. [Insert yourcompany name] will not be held responsible or liable for use of this information or for anyclaims asserted therefrom.3.3 Communication & Proposal Submission GuidelinesCommunications shall not be effective, unless a specified procurement executive who isresponsible for managing the RFP process formally confirms these communications inwriting. In no case shall verbal communication govern over written communications.Please submit your proposal by [insert RFP Close Date]. Please send questions related tothis RFP, and vendor proposals to: [Insert your company name] [Insert department name] [Insert mailing address]Attention: [Insert contact name & title] [Insert phone/email/fax contact information]3.4 Evaluation CriteriaAll proposals will be evaluated systematically, based on the following key criterion.
The purpose of this section is to identify suppliers with the interest, capabilities, andfinancial stability to supply Social Media Consulting and Implementation Services, asdefined in the Scope of Work.Following is a prioritized list of our key evaluation criteria: 1. Insert Criteria 2. Insert Criteria 3. Insert Criteria 4. Insert Criteria3.5 Short-list SelectionVendors who have demonstrated their capacity to meet our needs will be contacted viaphone and/or mail to be notified of their selection to move forward in the RFP process.Vendors, who have not been selected, will not be contacted.4. Scope of Work & Business RequirementsThis section will provide a categorized list of business requirements, with an associateddescription for each requirement. These requirements will provide the foundation forvendor presentations, discussions, and negotiations.4.1 Audit & Evaluation Understand Business Goals & Objectives - discussions with Senior Management to identify business goals & objectives of adopting Social Media. Develop internal alignment on role of Social Media program and identify any project risks.
GAP Analysis (Current Social Media Effort) – workshop with department leaders to identify areas for improvement or opportunity. Analyze gaps in workflows to determine where the Social Media program can drive efficiencies. Content Analysis – Evaluation of existing content, identification of new content needs, and define supportable workflows to create and manage all content.4.2 Recommendations & Planning Channel Selection – Review of social media applications and channels. Provide recommendations for the effective use of Social Media in the delivery of COMPANY XYZ services online. Channels can include Twitter, Facebook and YouTube as well as any other recommendations to enable social interaction with customers and prospects. Develop Business Requirements – based on the audit, work with key stakeholders to develop requirements for marketing, sales, customer service, IT, etc. Project Roadmap – create detailed implementation plans and estimate timelines based on requirements gathered.4.3 Implementation & Integration System Design – build the Social Media program including dashboards, reports, process, marketing campaigns, and customer support. Information Architecture – Design and/or recommend a robust and scalable Social Media program that integrates into the overall site framework. Guidelines and Policies – Create standards and policies that promote and encourage end user participation in Social Media but limits liability.
Launch Social Media Program – Implement Social Media project plan.4.4 Training, Monitoring & Measurement Training – provide role specific scenario-based training to end users and administrators. Measurement – ensure internal system administrator is fully comfortable managing systems on a day-to-day basis. Improve Adoption - explain how your consulting services package will ensure that all system users adopt the new Social Media program.5. Vendor InformationVendors must submit the following information to be considered: Corporate Overview – legal name; year of incorporation; number of employees; income statement if available. Products & Services – description of all products & services supplied. Markets Served – description of geographic/industry markets & % of share. Partners – list of current business partners and roles in ecosystem. Customer References – provide 10 references of customers in our industry. Methodology – be sure their methodology is a good fit with your culture.6. Estimated Budget & Resources RequiredAll vendors must provide a breakdown of costs related to their Social Media Consultingand Implementation services. Costs include, but are not limited to, fixed pricing &
deliverables, billable hours (time & materials based pricing), travel expenses, etc. Vendormust agree to keep the quoted pricing in their proposals for a minimum of 90 days afterproposal submission.Finally, all proposals must include a project schedule & work breakdown structure, whichidentifies timelines, key milestones, project phases, or other project plan information.