Request for Quotation: Social Media and Website Support Services
Date: 27th February 2025
Introduction
Cowbridge with Llanblethian Town Council is seeking quotations from qualified and experienced providers to manage and enhance its social media presence and website. The Council aims to continually improve its online communication, ensuring a professional and effective digital presence that accurately reflects its work and engagement with the community.
This Request for Quotation (RFQ) is based on the current provider’s proposal and seeks to build upon the existing services while ensuring value for money and a robust digital strategy.
Scope of Services
The Council requires a comprehensive service encompassing the following areas:
1. Website Management
Website Overhaul and Technical Maintenance:
– Develop the existing website, identifying and rectifying broken pages and coding errors.
– Ensure all pages are fully functional and optimised for user experience.
– Provide ongoing technical support, including HTML and coding expertise.
– Implement a controlled update process with Town Council staff to prevent future errors, potentially requiring all changes to be routed through the support provider.
Content Updates and Management:
– Regularly update website content, including event listings, news, and other relevant information, in conjunction with Town Hall staff.
– Implement visual enhancements to improve the website’s aesthetic appeal.
– Ensure the website is accessible and compliant with relevant accessibility standards.
2. Social Media Management
#### Content Creation and Scheduling:
– Develop and create engaging content for platforms such as Facebook, Instagram, and other relevant platforms in collaboration with Town Hall staff.
– Schedule and publish posts as required, but at least weekly, ensuring consistent and timely communication.
– Create bespoke, professional graphics using tools like Photoshop, ensuring they are unique to the Council and legally compliant.
Engagement and Community Interaction:
– Monitor social media channels and respond to comments, messages, and inquiries in a timely and professional manner.
– Foster community engagement and build positive relationships with followers.
Event Promotion:
– Develop and execute social media campaigns to promote Council-sponsored and wider community events and initiatives.
– Create eye-catching graphics and promotional materials.
3. Reporting and Analysis
– Provide monthly reports within a week of month-end, summarizing website traffic, social media engagement, and key performance indicators (KPIs).
– Offer insights and recommendations for continuous improvement.
4. One-Off Projects and Community Engagement
#### Support for Community Working Groups:
– Attend Community Working Group meetings to provide marketing and digital communication expertise and support (included in the base fee).
Provision of Quotes for One-Off Projects:
– Be able to provide quotes for extra projects such as Christmas brochures, banners, floor stickers, and marketing plans for large town events.
5. Graphic Design
– Provide bespoke graphic design, ensuring all designs are owned by the Council, with all legal rights maintained.
Quotation Requirements
Please provide a detailed quotation including the following:
– A breakdown of weekly hours and associated costs for each service area outlined above.
– A description of your experience and expertise in website management and social media marketing.
– Examples of your previous work, particularly in creating bespoke graphics and managing community-focused social media accounts.
– A proposed schedule for implementing the services.
– Details of your availability and response times.
– Information on your approach to ensuring legal compliance and data security.
– Proposed costs for one-off projects.
– Proposed costs for monthly/annual services.
Evaluation Criteria
Quotations will be evaluated based on the following criteria:
– Experience and expertise.
– Quality of proposed services.
– Cost-effectiveness.
– Demonstrated understanding of the Council’s needs.
– Quality of previous work examples.
– The successful company will be awarded a three-year contract with an option to extend for a further two years.
Submission Details
Please submit your quotation electronically to **townclerk@cowbridge-tc.gov.uk** by **Friday, 28th March 2025**.
Contact Information
For any questions or clarifications, please contact 01446 77 33 85 or townclerk@cowbridge-tc.gov.uk
Thank you for your interest in providing services to Cowbridge with Llanblethian Town Council.