Communications and Marketing Contractor
Fraser River Discovery Centre - New Westminster, BC

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Request for Proposal

COMPANY OVERVIEW
The Fraser River Discovery Centre Society (FRDC) operates the Fraser River Discovery Centre located on the New Westminster waterfront, a 17,000 square foot interpretive centre that showcases the Fraser River’s role in shaping British Columbia’s ecological, cultural and economic diversity. The Discovery Centre houses temporary and permanent exhibits; delivers educational programs to school aged children; hosts special events and festivals for the general public; and convenes discussions on issues and topics related to the river’s sustainability. Our mission is to be the Voice of The Fraser in presenting the stories of the River and their contribution to the life, history and future of British Columbia with the vision of connecting communities in discovery and celebration of the living, working Fraser River. FRDC provides age appropriate, interactive educational experiences to increase the public's appreciation and understanding of the Fraser River environment with consideration for the River’s social and economic importance to ensure its sustainability for future generations. The FRDC recently reached an operational milestone with the completion of its second floor galleries and is now fully operational. Increased communication and marketing is desirable to heighten the profile of the FRDC regionally and provincially.

AUDIENCE
Communication is aimed at a wide and diversified audience including Metro Vancouver children and families, school groups, destination tourists, the community at large, organizations and agencies involved with the Fraser River, industry partners, River businesses, environmental and cultural groups, sponsors, granting agencies, government and other interested people.

COMMUNICATION & MARKETING RESPONSIBILITY
Working closely with each operational unit – exhibits, education and events – and with support from the Operations Assistant, the Communication and Marketing Contractor will be responsible for the coordination, preparation, and dissemination of all marketing and promotional activities to promote awareness of the Fraser River Discovery Centre’s exhibitions, programs, services, and special events including:

  • Developing and overseeing the FRDC social media activities as guided by the FRDC official Social Media Plan
  • Researching and collecting information for promotional purpose.
  • Writing, formatting, proofing text and/or editing text for use in brochures, community calendars, newsletters, media releases, advertisements, posters, websites, and related promotional materials, with text and illustrations checked for factual accuracy by appropriate staff.
  • Design and assist design staff in preparing designs and layout and producing camera-ready copy using desktop publishing software using Adobe Creative Suite (InDesign Illustrator and Photoshop).
  • Producing promotional materials through in-house resources and/or by consulting with suppliers on price, quantity, and delivery, obtaining price quotations for services and supplies, and ensuring accuracy, quality, and cost effectiveness of completed work.
  • Establishing and maintaining deadlines for dissemination of promotional materials.
  • Establishing and maintaining close liaison and contact with press, radio, and television media.
  • Disseminating and distributing promotional material, media releases and other special events materials approved by the Executive Director in a timely manner
  • Contacting advertising representatives and placing advertisements.
  • Overseeing and updating the website, Blog and online information network;
  • Monitoring and recording media statistics
  • Managing a marketing budget and making recommendations to the Executive Director for the preparation of annual budgets related to marketing activities.

TIMEFRAME
Ongoing monthly services of approximately 30-40 hours per month for a 12 month cycle from August 1, 2014 to July 31 2015 along with an option for FRDC to renew for 1 additional year under the same terms and conditions subject to market price adjustments at the date of each renewal.

PRICING
Provide a detailed description to describe how your company will be compensated. Proposals and quotes must be firm for at least 90 days after the closing date. Prices will be firm for the entire contract period.

QUALIFICATION CRITERIA

General

  • FRDC will base its decisions on whether the statement of qualifications submitted by a Proponent meets the evaluation criteria established by the FRDC in its sole discretion, as outlined above in Communication & Marketing Responsibility and below in Required Competencies.
  • The successful Proponent is responsible for the projects commitment to quality
  • The Proponent will comply with and enforce standard policies and procedures and ensure the FRDC brand is protected.

Required Competencies

  • The successful Proponent will be a highly motivated, self-directed professional with a combination of education and experience in operating a successful business and/or in a project management role
  • The successful Proponent will be aware of issues related to the Fraser River sustainability and trends in the Museum, Interpretive Centre and Tourism industries environment
  • The successful Proponent must have exceptional coordinating and communication skills as well as the capacity to work in a dynamic setting that requires rigorous attention to detail and the ability to multi-task in meeting strict time lines.
  • The successful Proponent must have the ability to simultaneously and effectively manage the four basic areas of a project: resources, time, money, and scope

SUBMISSION INFORMATION
The Proponent must meet the requirements set out in the RFP. Proponents shall submit the following information with their proposal:

  • Signed cover letter
  • Executive Summary demonstrating understanding of project.
  • Consultant Qualification Summary.
  • A detailed methodology and work plan explaining each task including what will be expected of both the consultant and FRDC in respect to each task.
  • A detailed proposal of what will be delivered, including the expected outcome and benefits to FRDC.
  • A detailed schedule of all activities, including milestones, meetings, interim reports and progress reports required.
  • Provision of a priced methodology complete with a time allotment for each identified task you propose to employ to carry out the work, this shall form the basis for payments to the successful proponent.
  • Additional information that the proponent may choose to provide.
  • Provide a minimum of three (3) references and their contact information: FRDC will conduct reference check before formalizing any agreement and will not enter into a Contract with any proponent whose references, in the opinion of FRDC, do not confirm the information provided in your proposal.

Please forward proposal by midnight June 24, 2014 to:
Catherine Ouellet-Martin, Executive Director
Fraser River Discovery Centre
788 Quayside Drive
New Westminster, BC V3M 6Z6


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