REQUEST FOR PROPOSALS

FOR ADVERTISING SALES AGENT

Washington DC Alumnae Chapter

Delta Sigma Theta Sorority, Inc.

P.O. Box 90202

Washington, DC 20090-0202

Due Date: November 29, 2013

REQUEST FOR PROPOSAL

Purpose

The Washington DC Alumnae Chapter (WDCAC) of Delta Sigma Theta Sorority (DST), Incorporated is

developing an innovative business growth program for chapter-based organizations. WDCAC will need an

advertising sales agent and/or broker to solicit advertising for its website.

Background

Delta Sigma Theta Sorority, Incorporated, founded on January 13, 1913 at Howard University, is an organization whose purpose is to provide assistance and support through established programs in local communities throughout the world. A sisterhood of more than 200,000 predominately college educated women, the Sorority currently has over 950 chapters located in the United States, England, Japan, Germany, the Virgin Islands, Bermuda, the Bahamas and the Republic of Korea. WDCAC is one of the largest chapters in Delta’s sisterhood. Our membership includes over 700 women who serve throughout the Washington, D.C. metropolitan area in private and public entities with distinction. Since the time of its chartering in 1921, WDCAC has been actively involved in providing programs in all of the five major Program Thrusts of the sorority: Educational Development, Economic Development, International Awareness and Involvement, Physical and Mental Health and Political Awareness and Involvement. Key Competencies WDCAC is seeking an agency that can provide the following skills:

English Language -- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Sales and Marketing -- Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

Customer and Personal Service -- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Communications and Media -- Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.

Statistical Analysis—Knowledge of statistics and its application in analyzing demographic and consumer behavior data.

Administration and Management -- Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Reporting and Tracking—Knowledge and experience monitoring and reporting marketing and communication trends.

Demonstrated experience in direct or similar engagement--2-5 years of marketing and direct sales experience and/or comparable work experience

Role of Agency Partner

WDCAC is seeking to partner with a company that offers creative development in promoting the vision of the chapter through online-based advertising. Priorities for this partner will be in supporting and executing that align with the vision of the sorority, community/sponsorship advertising, major campaign management and public relations/outreach. Additionally, the agent contacts potential clients, makes presentations and serves as account manager for all accounts. WDCAC will use existing policies and procedures to execute advertising outreach. NOTE: Please summarize the resources you would assign to our relationship. WDCAC has not had a formal advertising agency relationship. It has relied on its membership to meet its marketing goals. The intention is to enter into a six (6) to twelve (12) month relationship to provide creative development in promoting the vision of the chapter through web-based advertising. An option for contract extension is available.

Use of Delta’s Intellectual Property

Firms and Agencies responding to this RFP may request limited use of the WDCAC logo for sample and illustration purposes. Use of the WDCAC logo is restricted to this submission of proposed work. The name “Delta Sigma Theta Sorority” or “Washington DC Alumnae Chapter, Delta Sigma Theta Sorority, Inc.” may not be used in conjunction with any companies selling alcohol, tobacco, firearms, or any product or service not in compliance with the policies of the national body of Delta Sigma Theta Sorority, Inc. Submission Procedures

Proposals should be submitted in a well-organized manner. Proposals shall be submitted electronically

AND in hardcopy form with seven (7) copies, prepared as outlined below to enable the Advertising

Evaluation Panel to make a thorough evaluation thereof and to arrive at a sound determination as to

whether the Respondent can meet the scope set forth in this RFP.

It is recommended that the original hardcopy proposal be placed in a notebook or bounded. The four

additional copies may be stapled and included with the original bounded proposal. All hardcopy proposals

shall be submitted in a sealed package marked “Ad Agent RFP 2013” via the United States Postal Service.

Do NOT require signature confirmation upon delivery. Send hardcopy proposals to:

Washington DC Alumnae Chapter, Delta Sigma Theta Sorority, Inc.

P.O. Box 90202

Washington, DC 20090-0202

Attention: Advertising Evaluation Panel

Electronic submission of proposals shall include in the email subject line: “AD Agent RFP 2013” and the

name of your company. For example, “Ad Agent RFP 2013: ACME Advertising Company.” An electronic

submission must be made in addition to the hardcopy submission to: Advertising@wdcac.org.

Submission Inquiries

Any questions pertaining to this RFP should be submitted electronically in writing via email at: Advertising@wdcac.org no later than November 22, 2013. Responses to inquiries received before the deadline will be made available online at www.wdcac.org.

Submission Date

All proposals must be emailed and received no later than midnight on Friday, November 29, 2013. Submit proposals electronically and in hard copy to the address identified above. Proposals received later than due date and time will not be considered. Respondents mailing proposals should allow sufficient delivery time to ensure timely receipt.

Evaluation Criteria

Proposals will be evaluated systematically, based upon the following key criteria:

1. A Statement of Interest One to two page letter on your company’s letter head expressing interest

2. Overview & Experience List current and past projects (within last 5 years). Narrative of your experience

3. Resume(s) detailing experience of key team members Submit a Curriculum Vita (CV) or professional resume of all lead staff who may work on the team

4. Professional References Provide three (3) references from current and former clients

5. List prior or current clients as well as a narrative of your contracted task 6. Professional Licenses, Certifications, Affiliations 7. Compensation, Fees; Commissions; Charges

Specify the compensation method you would prefer for this project and a summary of hourly rates or fee-for-service costs (including typical markup)

8. A brief description of your advertising/marketing strategy for WDCAC Describe your advertising resources and network

9. Any other pertinent information such as examples of work product (Limit additional documents to 10 pages)

Evaluation Rating Metrics

Proposals will be evaluated using the following metrics: Outstanding: The proposal provides a very clear, comprehensive and detailed response which meets all requirements and includes significant strengths with no deficiencies or significant weaknesses. The risk of unsuccessful performance is very low as the proposal demonstrates a clear understanding of the requirements and can be expected to result in outstanding performance. Good: The proposal provides a sound response which meets all requirements and includes strengths with no deficiencies and few weaknesses. The risk of unsuccessful performance is low as the proposal demonstrates an understanding of the requirements and can be expected to result in satisfactory performance.

Acceptable: The proposal provides a response which is capable of meeting all requirements but includes both strengths and weaknesses with no deficiencies. Strengths are not outweighed by weaknesses. The risk of unsuccessful performance is moderate as the proposal demonstrates a general understanding of the requirements and can be expected to result in satisfactory performance.

Marginal: The proposal provides a response which does not meet all requirements and includes strengths, weaknesses, and/or deficiencies. Strengths are outweighed by the weaknesses and/or deficiencies. The risk of unsuccessful performance is high as the proposal does not demonstrate an understanding of the requirements and can be expected to result in unsatisfactory performance.

Unacceptable: The proposal provides a response that does not meet all requirements and includes significant weaknesses and/or deficiencies which far outweigh any strengths. The risk of unsuccessful performance is very high as the proposal does not demonstrate an understanding of the requirements and will result in unsatisfactory performance.

Short List Selection

Agencies who have demonstrated their capacity to meet our needs will be contacted via phone and email to be notified of their selection to move forward in the RFP process. Agencies who have not been selected will not be contacted.

Selection Timeline

RFP Issued October 14, 2013

Deadline for Inquiries November 22, 2013

Deadline for RFP Submissions November 29, 2013

Interviews December 2-6, 2013

Panel Recommendations to Executive Board December 9, 2013

Ad Agent Notified of Selection December 16, 2013

All submissions will become the property of the Washington DC Alumnae Chapter of Delta Sigma Theta Sorority, Inc. This RFP is not a binding agreement to purchase goods or services.

Addendum

Below is additional information which may assist in the response.

Answers are direct responses to previously submitted questions.

1. What are the specific contract deliverables?

WDCAC is seeking to partner with a company that offers creative development in promoting the vision of the chapter through online based advertising. Priorities for this partner will be in supporting and executing that align with the vision of the sorority, community/sponsorship advertising, major campaign management and public relations/outreach. Additionally, the agent contacts potential clients make presentations and serve as account managers for all accounts. Key deliverables include the implementation of this advertising Program within reasonable time frame and ad sales—all of which will be negotiated at execution of Contract.

2. Is there a current target list of advertisers/client/sponsors?

No, there is no existing list. The ad agent along with participating chapters will be responsible for developing and engaging advertisers and sponsors. Participating chapters have existing relationships which may be leveraged for this Program.

3. What determines the length of the contract? What determines the contract extension and when is that decided?

WDCAC has not had a formal advertising agency relationship. It has relied on its membership to meet its marketing goals. The intention is to enter into a six (6) to twelve (12) month relationship to provide creative development in promoting the vision of the chapter through web-based advertising. An option for contract extension may be available.

4. Is this an exclusive ad agent partnership?

Yes, this will be an exclusive partnership between WDCAC and the selected ad agency.

5. According the overview, WDCAC outreach measures to 700 members, will the ad contract outreach numbers include more Delta Chapters and members? If so, what is the anticipated growth during the 6-12 month contract and beyond?

Yes, the plan is to engage other chapters of Delta Sigma Theta Sorority, Incorporated. The goal is to reach current members of the organization and their respective networks. The collective impact of the Sorority’s reach is what will ultimately make this a successful initiative. The anticipated growth is 10%-15% quarterly.

6. What are the reporting expectations? How does the WDCAC site traffic monitored to track visitors and page views?

Reporting requirements will be negotiated at the execution of the contract. The web hosting company will provide standard web traffic reports on regularly scheduled intervals which include site visits, page views, length on sites, and other web analytics.

7. To whom do we report?

The ad agency will report to the issuing body of the RFP which represents WDCAC. The agent will have one point of contact.

8. How is the ad agent/agency paid? Frequency?

Agent/agency will be paid upon receipt of funds from advertising sales.

9. How is the WDCAC site traffic monitored to track visitors and page views?

The hosting company will monitor the site traffic.

10. Exactly where on the site are the answers to the proposal questions posted?

They will be posted on the homepage of www.wdcac.org.