Project Information

Bid Title

Media and Communications

Issuing Agency

Early Learning Coalition of Osceola County

Location

Florida

Published Date

Jan 14, 2026

Closing Date

Jan 21, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ#2026MC

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

RFQ#2026MCMedia and Communications

Opening Date:

January 14, 2026

Closing Date:

January 21, 2026

Date Posted:

The Early learning Coalition of Osceola County (ELC) is seeking a skilled communications contractor to create visually appealing and impactful print and social media content and flyers as well as manage social media and other communication platforms such as Constant Contact. The goal is to effectively communicate our message, promote our events and services, and engage our target audience through high-quality communication.

Request for Quotes

Attachment Preview

Request for Quote #25-26MC

Media and Communications

Released: January 14, 2026

The Early Learning Coalition of Osceola County (“the Coalition”) is soliciting quotes for Media and

Communications.

To select a vendor, the Coalition will request a quote for goods and services based on the specifications

listed in (Attachment A). All quotes received will be evaluated based on experience and qualifications.

The selected vendor will be required to enter into an agreement with the Coalition to guarantee the

specifications listed, as well as to ensure adherence to all applicable state and/or federal laws.

1. General Information

The Early Learning Coalition of Osceola County is a nonprofit organization dedicated to ensuring

early care and education for children in Osceola County. Created in 2000, the Early Learning

Coalition is one of 30 like agencies that serve all 67 counties in the state of Florida and distributes

both the Federal Child Care and Development Block Grant (“CCDBG”) and State based VPK dollars

to a diverse group of childcare providers. Through a variety of affordable and innovative early

education and voluntary pre‐kindergarten programs, the Early Learning Coalition serves more than

7,000 children from birth to 12 years old and their families.

The Early Learning Coalition’s mission is to promote high‐quality school readiness, voluntary pre‐

kindergarten and after school programs, that further the physical, social, emotional, and

intellectual well‐being of Osceola County children, with a priority toward ages from birth through

age five.

2. Scope of Work

The proposer shall, in a proper and satisfactory manner, provide all the goods and services set

forth in (Attachment A).

3. Quotes Submission Instructions

Organizations intending to respond to this Request for Quotation (RFQ) are requested to submit

their quotations via email to cgarcia@elcosceola.org no later than January 21, 2026, by close of

business (4:00 PM EST). The email subject line must include the RFQ number and title.

Submissions must include the following details:

• Legal company name

• Full name, title and email address of the individual authorized to sign the contract

• Business address

• Telephone number

In addition, please provide responses to the following questions:

• Is the organization a non-profit entity? (Yes or No)

• Is the organization a minority-owned business? (Yes or No)

• Are there any related parties associated with this submission? (Yes or No)

➢If yes, please identify the individual and their relationship with any member of the board

or coalition staff.

4. Timetable

ACTIVITY

1 Deadline for Receipt of Quotes

2 Time period for evaluation of quotes

3 Anticipated Award

DATE

January 21, 2026, 4:00 p.m. EST

January 22, 2026 – January 27, 2026, 4:00 p.m. EST

January 28, 2026, 4:00 p.m. EST

5. Evaluation Process

The Coalition shall conduct a comprehensive review of the responses to the solicitation by

convening a proposal evaluation committee based on the evaluation criteria set in (Exhibit 1).

Selected vendor(s) will be awarded through written notice to qualified and responsive Proposer(s)

who(se) proposal is determined to be most advantageous to the Coalition, taking into

consideration price, quality, and other criteria.

Multiple bids may be selected to best provide the goods and services and to meet the goals outlined

in the Scope of Work for this RFQ.

6. Evaluation Criteria

Each quote will be evaluated based on the following criteria:

• Alignment with RFQ Scope of Work

• Timeliness, Professionalism, and Conciseness

• Expertise/Experience

• Availability of Resources

• Value of Product/Services

7. Contract

If the contract terms are not accepted, we reserve the right to proceed with the next highest-scoring

vendor who best meets the RFQ criteria and aligns with the needs of our agency. If any subsequent

vendor also declines the terms, we reserve the right to cancel this RFQ and reissue it to solicit

additional quotes.

A professional services agreement will be negotiated for any work to be performed as a result of this

RFQ. This RFQ alone is in no way an agreement, obligation, or contract and in no way is the Coalition

responsible for the cost of preparing the proposal. One copy of the proposal will be retained for official

files and become a public record.

The initial term of this Agreement shall commence on February 2, 2026, and continue through June 30,

2026. The Agreement may be renewed for up to three (3) additional one-year terms, subject to

satisfactory performance and the availability of funding, at the sole discretion of the Early Learning

Coalition of Osceola County.

After the vendor(s) is selected and awarded, we will request two (2) fully executed copies of the

Purchase Order Terms and Conditions by mail or email to the Early Learning Coalition of Osceola

County.

Please see attached Terms and Conditions (Exhibit 2) for review, if the undersigned shall be awarded

this contract, the undersigned must execute the terms and conditions attached to this RFQ.

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SCOPE OF WORK

Attachment A

The Early learning Coalition of Osceola County (ELC) is seeking a skilled communications contractor to

create visually appealing and impactful print and social media content and flyers as well as manage

social media and other communication platforms such as Constant Contact. The goal is to effectively

communicate our message, promote our events and services, and engage our target audience through

high-quality communication. All communications and designs are to be created bilingual (English and

Spanish) with the potential to include Creole material as well. Furthermore, all created content must

follow the established ELC brand guidelines (Attachment 1)

This scope of work ensures that both the contractor and the client have a clear understanding of the

project expectations, deliverables, and timelines. This is a short-term contract valued at a maximum

$34,500 with the expectation of at least 20 hours per month and 4-5 months ending by December 31,

2024.

1. Graphic Design for Print and/or Social Media:

• Graphic Design high-quality, print-ready flyers for various events and services ensuring optimized

versions of the print flyers for social media platforms (Facebook, Instagram, etc.).

• Ensure designs are engaging and tailored to the specifications and best practices of each

platform.

• Ensure the design aligns with our brand guidelines and conveys the desired message clearly and

effectively.

2. Management of agency communications platforms:

• Constant Contact

o Creating and disseminating email, newsletters and communications to identified

stakeholders.

o Generating reports on reach and read success.

o Creating and modifying contact groups and tags for targeted messaging.

• Eventbrite

o Creating and managing events for agency trainings/functions

o Generating accurate reports on event registrations

• Facebook and Instagram

o Creating weekly content based on the agency’s brand and vision and mission

o Creating content based on future planned activities

3. Contractor must:

• Meet with the designated ELC staff to understand the project objectives, target audience, key

messages, and specific requirements for both print and social media content.

• Review brand guidelines, past marketing materials, and any other relevant documents.

• Develop multiple design concepts for each flyer (both print and social media versions).

• Create visually appealing and informative layouts that highlight key messages, event details, and

call-to-action.

• Incorporate feedback and make necessary revisions to the selected communication.

• Create final versions of the flyers, ensuring they are print-ready (high resolution, CMYK color

mode, appropriate bleed and margin settings) and optimized for social media (appropriate

dimensions and resolutions for each platform).

• Provide final print-ready files in PDF and high-resolution image formats.

• Provide social media-optimized versions in JPEG or PNG formats, with appropriate dimensions for

each platform.

• Offer up to three rounds of revisions to ensure the final designs meet the project objectives and

client satisfaction.

4. Contractor must provide:

• Samples of design work previously completed.

• Detailed budget breakdown (e.g., hourly rate or fixed project fee)

The following table illustrates subject to the availability of funding the total fees under the Agreement.

Consulting Services

Total Forecasted Amount must not exceed

$34,500.00

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Commodity Codes

• NAICS 541613Marketing Consulting Services
• NAICS 541810Advertising Agencies
• NAICS 541820Public Relations Agencies

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