IFB NO: RFP15-042 DATE: September 10, 2014
BUYER: BRENDA CAZEL, Purchasing Manager PHONE: (816)271-4465
ADDENDUM #1
EQUIPMENT/SERVICES REQUESTED: COMMUNICATION AUDIT
FUNDING DEPARTMENT: DEVELOPMENT
PLEASE NOTE: THE BELOW LISTED QUESTIONS/SUGGESTIONS HAVE BEEN SUBMITTED FOR CLARIFICATION REGARDING THE REQUEST FOR PROPOSAL: RFP15-042. THIS ADDENDUM IS HEREBY CONSIDERED TO BE A PART OF THE ORIGINAL SPECIFICATION SHEET.
1. To how many firms/agencies has this RFP been sent?
THE REQUEST FOR PROPOSAL WAS SENT TO THREE VENDORS VIA EMAIL AND WAS ALSO POSTED ON MISSOURI WESTERN’S WEBSITE.
2. Does Missouri Western have a current agency of record and/or are you working with outside marketing agencies/consultancies who will likely submit proposals in response to this RFP?
NO.
3. Does MWSU currently employ a brand messaging platform? If yes, may we please review a copy prior to writing our proposal?
OUR CURRENT UNIVERSITY MESSAGING IS: EVERYTHING IS POSSIBLE. TO ACCESS OUR GRAPHIC STANDARDS MANUAL YOU CAN USE THE FOLLOWING LINK:
https://www.missouriwestern.edu/cps/wp-content/uploads/sites/215/2014/03/GraphicStandards.pdf
4. Please describe the nature of the organizational structure and working relationship between the University’s marketing office and the University’s admission office.
WE HAVE A FULL TIME EMPLOYEE THAT ACTS AS A LIAISON BETWEEN PR/MARKETING AND ADMISSIONS. SHE MONITORS ADMISSIONS PUBLICATIONS TO ENSURE THEY COORDINATE WITH THE OVERALL MARKETING INITIATIVES OF THE UNIVERSITY.
5. May we review a copy of your current recruitment marketing plan prior to writing our proposal?
A COPY OF OUR CURRENT “COMMUNICATION FLOW” THAT EXPLAINS WHAT EACH PROSPECTIVE STUDENT RECEIVES AND WHEN THEY WILL RECEIVE IT IS ATTACHED.
6. Under scope of services item #2 “Analysis of current media” you reference “all correspondence—every email, letter or web page contact made up until enrollment—with prospective students.” As specifically as possible, please give us a sense of the number of each execution or application (letter, web page, email message, etc.) to be included in this exercise. We need this information to adequately estimate the time we will need to invest in completing the work for you.
SINCE MISSOURI WESTERN IMPLEMENTED OUR CRM IN APRIL, WE ARE STILL FIGURING OUT THE SCOPE OF OUR COMMUNICATIONS. HOWEVER, WE ESTIMATE WE WILL HAVE THE FOLLOWING NUMBER OF COMMUNICATIONS FOR EACH COMMUNICATION TYPE:
MAILINGS - APPROXIMATELY 35
WEBPAGE - THE OFFICE OF ADMISSIONS HAS AROUND 50 PAGES THAT WE MANAGE; WE ARE ALSO INTERESTED IN HOW WELL WEB TRAFFIC IS DIRECTED FROM OUR UNIVERSITY HOMEPAGE TO THE ADMISSIONS PAGES.
EMAIL MESSAGES -- APPROXIMATELY 65
7. We assume this audit must examine undergraduate, graduate, professional and all other academic programs offered by the University. Is this correct?
THIS AUDIT WILL PRIMARILY BE FOR UNDERGRADUATES WITH THE POSSIBILITY OF GRADUATES IF TIME AND RESOURCES ALLOW.
8. Please describe how decentralized, separate and/or distinct are Missouri Western’s current recruitment marketing efforts for (a) undergraduate, (b) graduate, (c) professional, (e) certificate, and (f) other degree programs? We need this information to adequately estimate the time we will need to invest in completing the work for you.
MISSOURI WESTERN'S CURRENT RECRUITMENT EFFORTS ARE VERY CENTRALIZED. THE SCOPE OF THIS AUDIT IS PRIMARILY LIMITED TO THE COMMUNICATIONS CONDUCTED BY THE OFFICE OF ADMISSIONS.
9. What CRM does Missouri Western currently utilize to manage recruitment communication flow?
MISSOURI WESTERN USES HOBSON'S CONNECT FOR OUR CRM. WE IMPLEMENTED THE CRM IN APRIL, WHICH IS ANOTHER MAJOR REASON THIS AUDIT IS SO IMPORTANT TO THE OFFICE OF ADMISSIONS. WE ASSUME OUR SCOPE OF COMMUNICATION IS ON THE LOW SIDE, BUT THIS AUDIT WILL EITHER CONFIRM OR DENY THATSUSPICION. HOWEVER, WE ANTICIPATE BUILDING NEW COMMUNICATIONS BASED OFF THE AUDIT.
10. When do you anticipate you will respond to all vendor questions? Also, will all vendors have the opportunity to review each other’s questions and your responses?
ALL QUESTIONS ARE ANSWERED AT THE SAME TIME IN AN ADDENDUM AND THE ADDENDUM IS SENT TO THE ORIGINAL VENDORS OF RECORD AND THE ADDENDUM IS POSTED ON OUR WEBSITE.
THE DEADLINE FOR SUBMISSION HAS BEEN CHANGED TO SEPTEMBER 18, 2014, BUT THE TIME OF DAY HAS NOT CHANGED. THE PROPOSALS ARE DUE IN THE PURCHASING OFFICE, POPPLEWELL ROOM 221 BY 2:00 P.M. CST ON SEPTEMBER 18, 2014.
THIS ADDENDUM IS HEREBY CONSIDERED TO BE A PART OF THE ORIGINAL BID SPECIFICATIONS.