Online Marketing Support - Smithsonian Institution - Contract Position
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Statement of Work
Advancement Communications
Smithsonian Institution
Office of Advancement
March 23, 2020
INTRODUCTION
The Smithsonian Institution is a unique complex of 19 museums and galleries, the National Zoological Park, and nine research and cultural centers. The Smithsonian is a national and world treasure and is dedicated to its founding mission, “the increase and diffusion of knowledge.” Its exhibitions, programs, collections, and outreach touch the lives of millions of Americans every year, as well as many who visit us from abroad, and the massive body of inter-disciplinary research conducted by its staff helps humanity preserve our past, understand our present, and chart our future.
The Office of Advancement oversees and guides the fundraising efforts of the entire Smithsonian and is home to the central advancement organization for the Institution. In addition to raising significant support for a variety of Smithsonian initiatives, the Office of Advancement provides support services to advancement offices across the Institution. The office engages with staff throughout the Smithsonian in accomplishing their goals in communicating with supporters and stakeholders. There are approximately 80 staff members in the Office of Advancement.
The Online Fundraising team, part of the Office of Advancement of the Smithsonian Institution has a requirement for a contractor to provide online fundraising support. The successful candidate will have experience with online marketing strategy and best practices, particularly with producing content that acquires email addresses, and activates constituents to engage with content and donate. The successful candidate must have experience with the Blackbaud Convio Luminate Online digital marketing plaform, and ideally experience with Drupal CMS 7 and 8, the Atlassian products JIRA and Confluence, MailChimp, as well as experience working in a large, complex organization in which collaboration and multiple approvals are required.
STATEMENT OF WORK
The contractor shall provide strategic, tactical, production and project management support services to support and assist with online marketing and fundraising initiatives for the Director of Online Engagement and Fundraising in the Office of Advancement through January 15, 2021.
This position shall be paid a firm fixed hourly rate. The contract may be renewed or added to.
Tasks under this requirement include:
Contractor shall provide the following deliverables under this requirement:
OTHER CONTRACTOR REQUIREMENTS
All vendor project team members will submit security forms and nondisclosure agreements to the Office of Advancement Human Resources department for clearance and access badges to the Smithsonian. All vendor programmers and quality control team members will be granted access to Smithsonian servers and all necessary IT functions. They will also be given temporary Smithsonian accounts which are to be used only for work pertaining to Office of Advancement projects. Upon completion of the project these accounts will be closed.
The selected contractor will perform a majority of the work at its own facility. The contractor may from time to time be required to visit in person at the Smithsonian Office of Advancement offices in Washington, DC.
The selected contractor should be available to communicate with the Director of Online Engagement and Fundraising via email, JIRA, and an online chat program used during business hours.
SUBMITTING YOUR QUOTE
Price quotes should be a firm, fixed price using a fixed hourly rate. Include average total number of hours available each week. Please including pricing for the base year for the award and up to four option years. Option years will only be exercised upon mutual agreement of contractor and Smithsonian Institution.
Submit quotes by electronic mail to kochl@si.edu. Quotes are due by the close of business on April 6, 2020. Quotes should contain the following information:
Plan of Accomplishment: Provide a narrative explanation addressing the technical competence, the technical vendor’s capabilities, qualifications and approach to satisfy the requirements of this statement of work.
Previous Experience: Provide specialized experience and demonstrated technical competence in performing similar work as requested herein. Please provide examples of other organizations where you have provided similar services, including details about the tools and platforms you used to accomplish your goals. In particular, please include details regarding your familiarity with and previous use of the Blackbaud Convio Luminate Online digital marketing platform. Submit a summary of jobs for each example of similar efforts performed as well as one reference per job preferably completed within the last five years.
Cost: Address pricing of the work as requested herein for a minimum of 15 hours per week, not to exceed 30 hours per week. Price should be submitted in the format of price per hour of labor. The price proposals shall be all-inclusive. This position shall be paid a firm fixed hourly rate.
EVALUATION FACTORS FOR AWARD
The Smithsonian reserves the right to evaluate proposals and award a contract or contracts without discussion. Proposals shall be evaluated in accordance with the following criteria being applied to the information requested above:
Plan of Accomplishment and Previous Experience shall both be granted more weight than Cost. Award of a contract shall be made to the responsive, responsible Offeror, whose combined cost and technical proposal is, in the opinion of the review committee, determined to be the most advantageous and in the best interest of the Smithsonian Institution
Insurance Requirements
Prospective contractors are required to have Commercial General Liability Insurance. If you are the selected contractor and you do not have insurance and you do not wish to take out your own policy, you may elect to join the Smithsonian Institution’s Commercial General Liability Policy for Contractors. The premium charged varies with the dollar amount of the contract.
DUNS Number
A DUNS number is a unique nine-digit identification number and is needed to register with the System for Award Management (SAM). DUNS numbers are provided through Dun and Bradstreet at no charge.
System for Award Management (SAM)
It is a requirement that current and prospective recipients of contracts and purchase orders awarded by the Smithsonian Institution must complete registration and maintain an active record in the System for Award Management (SAM). The SAM requires a one-time business registration, with annual updates, and allows vendors to control the accuracy of the business information they enter.
If your quote is selected for award, your valid and active registration with SAM must be verifiable by Smithsonian Institution staff administering this procurement prior to contract award, and any modifications or amendments to awards.
Legislative and Administrative Requirements
Advancement Communications
Smithsonian Institution
Office of Advancement
March 23, 2020
INTRODUCTION
The Smithsonian Institution is a unique complex of 19 museums and galleries, the National Zoological Park, and nine research and cultural centers. The Smithsonian is a national and world treasure and is dedicated to its founding mission, “the increase and diffusion of knowledge.” Its exhibitions, programs, collections, and outreach touch the lives of millions of Americans every year, as well as many who visit us from abroad, and the massive body of inter-disciplinary research conducted by its staff helps humanity preserve our past, understand our present, and chart our future.
The Office of Advancement oversees and guides the fundraising efforts of the entire Smithsonian and is home to the central advancement organization for the Institution. In addition to raising significant support for a variety of Smithsonian initiatives, the Office of Advancement provides support services to advancement offices across the Institution. The office engages with staff throughout the Smithsonian in accomplishing their goals in communicating with supporters and stakeholders. There are approximately 80 staff members in the Office of Advancement.
The Online Fundraising team, part of the Office of Advancement of the Smithsonian Institution has a requirement for a contractor to provide online fundraising support. The successful candidate will have experience with online marketing strategy and best practices, particularly with producing content that acquires email addresses, and activates constituents to engage with content and donate. The successful candidate must have experience with the Blackbaud Convio Luminate Online digital marketing plaform, and ideally experience with Drupal CMS 7 and 8, the Atlassian products JIRA and Confluence, MailChimp, as well as experience working in a large, complex organization in which collaboration and multiple approvals are required.
STATEMENT OF WORK
The contractor shall provide strategic, tactical, production and project management support services to support and assist with online marketing and fundraising initiatives for the Director of Online Engagement and Fundraising in the Office of Advancement through January 15, 2021.
This position shall be paid a firm fixed hourly rate. The contract may be renewed or added to.
Tasks under this requirement include:
- Monthly Smithsonian eNews email newsletter
- Draft due the 21st of each month
- Final approved launched within the first 5 days of the month
- Assist in strategy and production of online marketing and fundraising campaigns for the Office of Advancement, including:
- Sourcing content ideas and associated assets
- Writing dynamic marketing copy
- Producing emails, from concept to execution, including building, QCing and deploying within the Blackbaud Convio Luminate Online and MailChimp platforms.
- Producing web pages and interactives, including quizzes, surveys, eCards and more, within the Blackbaud Convio Luminate Online and Drupal 7 and 8 CMS platforms.
- Assist in producing online marketing materials, including emails, interactives and web pages for other teams inside the Office of Advancement, including Friends of the Smithsonian, Institutional Giving, Gift Planning, Volunteer Engagement, Events and Programming, and the Smithsonian American Women's History Initiative.
- Monitor and respond to Online Engagement and Fundraising JIRA Service Desk Requests, including assisting teams across the Office of Advancement, unit members of the Smithsonian Membership Coop, and Advancement units across the Smithsonian with technical troubleshooting, platform expertise and implementing online marketing and fundraising best practices.
- Assist in the creation of a new Office of Advancement website, including sourcing images, building web pages, transferring content, and creating new content (May-October 2020)
- Produce content for and update Office of Advancement websites, including the Office of Advancement website, the Smithsonian UK Charitable Trust, and SmithsonianCampaign.org.
- Provide graphic design services to support marketing and fundraising efforts across multiple channels, including email, social media and web.
- Use Atlassian products JIRA and Confluence to project manage all assignments, and create and update documentation.
- Maintain tracking and analytics documents for email campaigns.
Contractor shall provide the following deliverables under this requirement:
- Monthly Smithsonian eNews email newsletter
- Draft due the 21st of each month
- Launched within the first 5 days of the month
- Email invitations and RSVP web pages for Friends of Smithsonian events:
- Draft emails and web pages due for review 3 days prior to launch
- “Did You Know” cultivation emails
- Draft due for review by the 15th of every month
- 5 Holiday/seasonal cultivation emails and engagement experiences
- Memorial Day, July 4th, Halloween, Indigenous People's Day, Veteran's Day, Thanksgiving
- Design graphics, landing pages, and produce emails
- 5 Smithsonian Corporate Membership eNews emails
- Due for review by the fourth of every other month, May through January 2020
- 3 Gift Planning emails and email newsletters
- Draft for review due by the 15th of May, July, September
- Create graphics for Facebook and other digital advertising
- Produce content, emails, graphics and web engagement opportunities for Spring Member Drive campaign (May-June 2020)
- Produce content, emails, graphics and web engagement opportunities for Smithsonian Birthday campaign (August 2020)
- Produce content, emails, graphics and web engagement opportunities for Fiscal Year-End Campaign (September-October 2020)
- Produce content, emails, graphics and web engagement opportunities for Calendar Year-End Campaign (September-October 2020)
- Emails and graphics for #GivingTuesday: Due for review by November 8, 2020
- Emails and graphics for December: Due for review by December 6, 2020
OTHER CONTRACTOR REQUIREMENTS
All vendor project team members will submit security forms and nondisclosure agreements to the Office of Advancement Human Resources department for clearance and access badges to the Smithsonian. All vendor programmers and quality control team members will be granted access to Smithsonian servers and all necessary IT functions. They will also be given temporary Smithsonian accounts which are to be used only for work pertaining to Office of Advancement projects. Upon completion of the project these accounts will be closed.
- Expert understanding of nonprofit online marketing and fundraising best practices;
- Expert proficiency with the Blackbaud Convio Luminate Online Platform, particularly the Email, Donation, Pagebuilder, Survey and Constituent360 modules;
- Strong writing and graphic design skills, particularly creating content for mission-based organizations and getting constituents to take a desired action;
- Experience with web markup, including HTML5 and CSS3;
- Proficiency with the Drupal CMS platform, ideally 7 and 8;
- Strong understanding of current web design, UX, and UI standards and trends as well as Web Accessibility implementation standards;
- Understanding of responsive design, standards, and frameworks;
- Strong understanding of web analytics and related platforms (example: Google Analytics);
- Demonstrated quality assurance skills including meticulous attention to detail and experience with version control;
- Strong project management skills;
- Experience with the Atlassian products JIRA and Confluence.
The selected contractor will perform a majority of the work at its own facility. The contractor may from time to time be required to visit in person at the Smithsonian Office of Advancement offices in Washington, DC.
The selected contractor should be available to communicate with the Director of Online Engagement and Fundraising via email, JIRA, and an online chat program used during business hours.
SUBMITTING YOUR QUOTE
Price quotes should be a firm, fixed price using a fixed hourly rate. Include average total number of hours available each week. Please including pricing for the base year for the award and up to four option years. Option years will only be exercised upon mutual agreement of contractor and Smithsonian Institution.
Submit quotes by electronic mail to kochl@si.edu. Quotes are due by the close of business on April 6, 2020. Quotes should contain the following information:
Plan of Accomplishment: Provide a narrative explanation addressing the technical competence, the technical vendor’s capabilities, qualifications and approach to satisfy the requirements of this statement of work.
Previous Experience: Provide specialized experience and demonstrated technical competence in performing similar work as requested herein. Please provide examples of other organizations where you have provided similar services, including details about the tools and platforms you used to accomplish your goals. In particular, please include details regarding your familiarity with and previous use of the Blackbaud Convio Luminate Online digital marketing platform. Submit a summary of jobs for each example of similar efforts performed as well as one reference per job preferably completed within the last five years.
Cost: Address pricing of the work as requested herein for a minimum of 15 hours per week, not to exceed 30 hours per week. Price should be submitted in the format of price per hour of labor. The price proposals shall be all-inclusive. This position shall be paid a firm fixed hourly rate.
EVALUATION FACTORS FOR AWARD
The Smithsonian reserves the right to evaluate proposals and award a contract or contracts without discussion. Proposals shall be evaluated in accordance with the following criteria being applied to the information requested above:
Plan of Accomplishment and Previous Experience shall both be granted more weight than Cost. Award of a contract shall be made to the responsive, responsible Offeror, whose combined cost and technical proposal is, in the opinion of the review committee, determined to be the most advantageous and in the best interest of the Smithsonian Institution
Insurance Requirements
Prospective contractors are required to have Commercial General Liability Insurance. If you are the selected contractor and you do not have insurance and you do not wish to take out your own policy, you may elect to join the Smithsonian Institution’s Commercial General Liability Policy for Contractors. The premium charged varies with the dollar amount of the contract.
DUNS Number
A DUNS number is a unique nine-digit identification number and is needed to register with the System for Award Management (SAM). DUNS numbers are provided through Dun and Bradstreet at no charge.
System for Award Management (SAM)
It is a requirement that current and prospective recipients of contracts and purchase orders awarded by the Smithsonian Institution must complete registration and maintain an active record in the System for Award Management (SAM). The SAM requires a one-time business registration, with annual updates, and allows vendors to control the accuracy of the business information they enter.
If your quote is selected for award, your valid and active registration with SAM must be verifiable by Smithsonian Institution staff administering this procurement prior to contract award, and any modifications or amendments to awards.
Legislative and Administrative Requirements
- Service Contract Act – If services to be performed are covered by the Service Contract Act (SCA), as amended, the SCA shall apply to all work performed under the contract. Individuals submitting quotes are encouraged to verify the wages and fringe benefits determined by the U.S. Department of Labor to be payable for the Labor Category and within the location that work performance will occur.
- Background Investigation – Contractor employee assigned to the Smithsonian Institution under this contract will have an association with the Smithsonian Institution that will be greater than thirty days, and will need to access staff-only areas of Smithsonian Institution controlled facilities and leased spaces. Therefore, the employee shall be required to receive a Smithsonian Institution credential, and will be required to undergo and pass an appropriate background investigation.
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