4.1 General A. University of Texas Medical Branch at Galveston is requesting proposals from qualified and experienced firms for the Development Office Direct Mail Project meeting the following minimum specification stated in this section. B. The Development Office exists to provide leadership and assistance to the UTMB community in order to preserve and enhance support for the institution among its internal and external constituencies through expert and strategic communications, marketing, relationship building, fund raising and stewardship. The Development Office provides a margin of excellence from private sources, placing emphasis on securing endowed funds to support university priorities. Our centralized-decentralized structure has high-quality, appropriately aggressive, coordinated and successful fund-raising programs in the areas of annual giving, major gifts and planned giving. We strive to be excellent stewards of these funds and regularly involve and report to our contributors, volunteers and alumni regarding the use of private funds. C. Development Offices Annual Giving Department (DO-AGD) seeks to expand and enhance its alumni giving through comprehensive direct mail program that includes annual dues and greatest needs (i.e. scholarships, faculty development, etc.) appeals for the School of Medicine (SOM), School of Nursing, (SON), School of Health Professions,(SHP), and Graduate School of Biomedical Sciences (GSBS) 4.2 Scope of Work A. Currently there are approximately 100,000 records in DO-AGDs donor database. This includes alumni, friends, faculty, employees, corporations and foundations. This project will target UTMBs alumni population as outlined below: School of Medicine (SOM) alumni = 8,700 School of Nursing (SON) alumni = 6,000 School of Health Professions (SHP) alumni = 5,700 Graduate School of Biomedical Sciences (GSBS) Alumni = 1,800 B. Contractor will work with DO-AGD to produce and manage all aspects of a turn-key direct mail program. The work will include mailings for the School of Medicine, School of Nursing, School of Health Professions and Graduate School of Biomedical Sciences alumni and consists of strategies, concept, copywriting, graphic design, data processing, printing and mail services (include postage) and possible list brokerage project management. Contractor will provide all subsequent data analysis and reporting to include results summary and analysis with comparison to previous years appeals, donor renewal performance and new donor acquisition performance. C. DO-AGD wants an integrated solution with a single point of contact. If the Contractor intends to subcontract to other companies to fulfill some aspects of this direct mail program, this must be known by but functionally transparent to DO-AGD. Contractor will inform DO-AGD at all times who they are using as subcontractors and their role in the project. All costs from subcontracted work must be included in contractors cost. Contractor must accept accountability and final responsibility for the quality and timeliness of everything done by the subcontractor(s). NOTE: Whether subcontractor or not, a HUB subcontracting plan must be submitted with your proposal response (refer to Section 1.2) D. Appeals will need to be customized by school SOM, SON, SHP and GSBS and will have different messages for each of their appeals (greatest needs, and dues). Each appeal will need three (3) versions of the appeal letter and a thank you letter for each appeal as outlined under notes on Attachment 1. E. UTMB reserves the right to include and or change photographs and artwork specific for each schools mailing throughout the length of the contract. F. Program will include a plan on how to target lapsed alumni donors and alumni non-donors (1 5 + years), as well as a plan for donor renewal and to increase levels of giving for each particular mailing (i.e., John Doe gave a gift of $100 last year, we want to increase his level of giving for the New Year how will this be addressed?) G. Proofs (two before printing) of all materials are to be sent to DO-AGD at each stage for approval before printing. Contractor will bear all expenses for delivery and communications concerning proofs. 4.3 Delivery A. A proposed one year production calendar is included in this document as Attachment 1. This production calendar is representative of the anticipated mailings as of the date of this RFP. The production calendar may be revised by UTMB at any time. UTMB makes no guarantee that all mailing will be made for all schools for any year of the contract, including any renewals terms. Also, UTMB reserves the right to add additional mailings, schools or areas at any time for the term of the contract, including any renewals terms. Pricing for any additional work will be as mutually agreed upon by UTMB and Contractor. B. For the one year contract term, Contractor will be required to provide a production schedule, including costs beginning September 1, 2012. Schedule should allow UTMB staff to present and seek approval of all proofs from the designated contact at each school prior to printing and mailing. Schedule should clearly specify mailing dates/drop dates of all appeals. C. Failure of the Seller to notify UTMB sufficiently in advance of inability to complete shipment within the delivery schedule, shall grant UTMB the option of canceling the order, purchasing from the best available source, and charging the Seller the difference between the Agreement price and actual purchase, if any, plus cost of handling. D. In no event shall product substitutions or changes be permitted without the express written authorization by UTMBs DO-AGD Office. All such authorization shall be in the form of a Purchase Change Order or agreement amendment. E. All products shall be delivered F.O.B. destination, Full Freight Allowed and not invoiced. Title passes upon delivery. Seller is responsible for all freight costs. 4.4 Warranty In addition to the warranties set forth per the attached UTMB Standard Terms and Conditions, Seller warrants all items against defects in materials, workmanship and quality.
