Project Information

Bid Title

Data and Communications

Issuing Agency

Early Learning Coalition of Osceola County

Location

Florida

Published Date

Jun 16, 2026

Closing Date

Jun 22, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP #2026DAC

Original Source

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Bid Documents

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Project Description

RFP #2026DACData and Communications

Opening Date:

June 16, 2026

Closing Date:

June 22, 2026

Date Posted:

The Early Learning Coalition of Osceola County (ELC) seeks a qualified contractor to provide comprehensive marketing, communications, graphic design, and digital engagement services. The contractor will develop visually appealing and impactful print and digital communications that promote ELC programs, services, events, and initiatives while increasing engagement with families, community partners, and stakeholders.

Request for Proposals

Attachment Preview

Request for Proposal

RFP #2026DAC

RFP#2026DAC

Request for Proposals for:

Data and Communications

ISSUED ON JUNE 16, 2026

RESPONSES DUE BY: JULY 6, 2026

NO LATER THAN 4:00 P.M., COALITION TIME

PROPOSALS SENT BY EMAIL TO:

Carmen Garcia

Subject Line: RFP#2026DAC Data and Communications

cgarcia@elcosceola.org

The sole point of contact for purposes of this RFP is:

Carmen Garcia, Grant Manager

Email: cgarcia@elcosceola.org

ANY ALTERATION OF THE LANGUAGE OF THIS RFP OR ANY REPRESENTATION OF MODIFIED LANGUAGE AS THE

OFFICIALLY RELEASED RFP WILL NOT BE PERMITTED AND WILL BE SUFFICIENT CAUSE FOR REJECTION OF A PROPOSAL.

IN CASE OF ANY DISPUTE CONCERNING THE TERMS OR LANGUAGE IN THIS DOCUMENT, THE COALITION PRINTED FILE

COPY OF THIS RFP WILL PREVAIL.

1

Request for Proposal

RFP #2026DAC

Early Learning Coalition of Osceola County

Request for Proposals (RFP) to Provide

Data and Communications

I. INTRODUCTION

The OSCEOLA COUNTY SCHOOL READINESS COALITION, INC. d/b/a EARLY LEARNING COALITION OF OSCEOLA

COUNTY (Coalition) located at 1950 E Irlo Bronson Memorial Hwy, 2nd Floor Kissimmee, FL 34744 will accept

Proposals for Data and Communications. Please consider this communication a formal Request for Proposal

(RFP), responses to which will be used to determine the best-qualified firm for these services and will be the

basis for negotiating a contract.

The Coalition is a not-for-profit corporation organized under the laws of the state of Florida and has been

determined exempt by the Internal Revenue Service under the provisions of IRS Code, Section 501(c)(3). The

Florida Division of Early Learning has certified the Coalition as a local early learning coalition for the

purposes of implementing programs authorized by Florida Statute Chapter 1002. Our principal function is

the provision of oversight, and policy guidance to the early childhood School Readiness and Voluntary

Prekindergarten Education systems in Osceola County, Florida.

II. STATEMENT OF WORK

Purpose

The Early Learning Coalition of Osceola County (ELC) seeks a qualified contractor to provide comprehensive

marketing, communications, graphic design, and digital engagement services. The contractor will develop

visually appealing and impactful print and digital communications that promote ELC programs, services,

events, and initiatives while increasing engagement with families, community partners, and stakeholders.

All communications and design materials must adhere to ELC brand guidelines and be produced in English

and Spanish, with the capability to provide Creole translations when requested.

1. Graphic Design and Content Development

The contractor shall:

• Design high-quality, professional, print-ready marketing materials, including but not limited to:

o Flyers

o Brochures

o Event promotional materials

o Social media graphics

o Digital advertisements

o Newsletters and communication pieces

• Create corresponding digital versions optimized for social media and online platforms.

• Ensure all materials:

o Align with ELC branding standards.

o Effectively communicate key messages.

o Follow platform-specific design best practices.

o Include clear calls-to-action and audience-focused messaging.

• Produce content in English and Spanish, with Creole versions available upon request.

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2. Communications Platform Management

Constant Contact

The contractor shall:

• Create, schedule, and distribute email campaigns, newsletters, and stakeholder communications.

• Maintain and organize contact lists, audience segments, groups, and tags.

• Monitor campaign performance and provide reports on delivery, open rates, engagement, and reach.

Eventbrite

The contractor shall:

• Create and manage event registration pages for trainings, workshops, and agency events.

• Monitor registrations and attendance.

• Provide event participation and registration reports.

3. Collaboration and Project Management

The contractor shall:

• Meet regularly with designated ELC staff to identify communication priorities, project objectives,

target audiences, and timelines.

• Review and incorporate ELC brand standards and existing marketing materials.

• Develop creative concepts and communication strategies for approval.

• Incorporate feedback and revisions throughout the design and communication process.

• Maintain timely communication regarding project status and deliverables.

Deliverables

The contractor shall provide:

• Print-ready files in PDF format and other high-resolution formats as requested.

• Social media-ready graphics in appropriate JPEG, PNG, or platform-specific formats.

• Email templates and digital communication materials.

• Monthly reports summarizing:

o Email campaign metrics

o Event registration and participation data

o Audience engagement outcomes

Revisions

The contractor shall provide up to three (3) rounds of revisions for each approved project deliverable to

ensure alignment with ELC expectations and project objectives.

Desired Qualifications

Preference may be given to contractors who demonstrate:

• Experience providing marketing and communications services for educational, nonprofit,

governmental, or community-based organizations.

• Bilingual communication and design capabilities (English/Spanish).

• Experience managing Constant Contact, Eventbrite, and related digital communication platforms.

• Strong graphic design portfolio showcasing print and digital marketing materials.

• Ability to work collaboratively with diverse stakeholders and meet established deadlines.

THIS SPACE LEFT BLANK INTENTIONALLY

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SECTION III – SELECTION METHOD AND INSTRUCTIONS

3.1 Bidding Instructions

3.1.1 Interest. Companies who intend to respond to this RFP are requested to notify the Coalition by

sending an email to cgarcia@elcosceola.org with the RFP number and name in the subject line.

Please include the name, address, telephone, and email address of the company (firm) and

contact person. Please include completed Attachment A (Notice of Intent to Submit a Proposal)

and Attachment B (Application Cover Sheet) with email.

3.1.2 Application Timetable

ACTIVITY

1 Last day for submission of written inquiries

2 Coalition response to written inquiries

3 Deadline for Notice of Intent to Submit a Proposal

4 Deadline for Receipt of Proposals

5 Time period for evaluation of proposals

6 Anticipated Posting of Notice of Intent to Award

DATE

June 22, 2026, 4:00 p.m. EST

June 25, 2026, 4:00 p.m. EST

June 26, 2026, 4:00 p.m. EST

July 6, 2026, 4:00 p.m. EST

July 7, 2026 – July 13, 2026, 4:00 p.m. EST

July 15, 2026, 4:00 p.m. EST

3.1.3 Evaluation Process

The Vendor Selection Committee, consisting of Coalition staff, will evaluate the proposals and

prepare recommendations of the vendor(s) selected for this RFP. All proposals received will be

reviewed in accordance with the criteria listed in this RFP. The Committee may request a

presentation by any or all companies to clarify proposed plans and details, as part of the review

and evaluation process. The Committee may also ask additional questions to clarify the submitted

proposal(s).

The Chief Executive Officer or Chief Operating Officer shall make the final decision, and once the

selection has been made, contract execution will begin. If a contract agreement cannot be

reached with the highest-ranked responsive and responsible Respondent, negotiations with that

Respondent will be formally terminated. The Coalition would then negotiate with the next

highest-ranked responsive and responsible Respondent until an agreement is reached. The

Coalition may choose to modify the choice of a selected company if the Coalition determines that

such a change is in its best interest.

The Coalition reserves the right to reject any and all proposals submitted. The Coalition further

reserves the right to inspect the facilities, organization, and review evidence of the financial

condition of a company to assess their ability to perform the contract before awarding a contract.

Multiple proposals/vendors may be selected in order to best provide the goods and services and to

meet the goals outlined in the Scope of Work for this RFP.

3.1.4 Evaluation Criteria

Each proposal will be evaluated based on the following criteria, as further described in the RFP

Evaluation Criteria matrix and applicable point values:

• Alignment with RFP Scope of Work

• Proposal timeliness, Professionalism, and Conciseness

• Expertise/Experience

• Availability of Resources (based on time requirement)

• Value of Product/Services

3.1.5 Contract

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

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

subsequent vendor also declines the terms, we reserve the right to cancel this RFP and reissue it

to solicit additional proposals.

4

SECTION IV – TERMS, CONDITIONS AND OTHER REQUIREMENTS

4.1 Federal and State Tax

The Coalition is exempt from federal taxes; in addition, the Coalition is exempt from State and

County tangible personal property taxes, sales taxes, and intangible taxes. The company doing

business with the Coalition will not be exempted from paying sales tax to their suppliers for

materials to fulfill contractual obligations with the Coalition, in addition, the successful company

will not be authorized to use the Coalition’s tax exemption number in securing such materials.

4.2 Legal Requirements

It shall be the responsibility of the provider to be knowledgeable of all federal, state, county and

local laws, ordinances, rules, and regulations that in any manner affect the items covered herein.

Lack of knowledge by the company will in no way be a cause for relief from responsibility.

Companies doing business with the Coalition will be required to attest to compliance with the

following federal and state rules and regulations as applicable to the resulting contract, funding

source, scope of services, and contract amount:

• Equal Employment Opportunity (EO 11246 as amended by EO 11375 and supplemented by

regulation 41 CFR part 60)

• Copeland “Anti-Kickback” Act (18 USC 874 and 40 U.S.C. 276c)

• Contract Work Hours and Safety Standards Act (40 USC 327-333)

• Rights to Inventions Made Under a Contract or Agreement (37 CFR part 401)

• Clean Air Act (42 USC 7401 et seq) and Federal Water Pollution Control Act (33 USC 1251 et

seq), as amended

• Debarment and Suspension (EO 12549 and EO 12689)

4.3 Agreement

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

this RFP. The RFP, the proposal, and the resulting agreement will constitute the complete

agreement between the company and the Coalition. This RFP 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 the agreement shall begin in July 2026 and end in June 2027. Respondents must

include proposed pricing for the initial term and each contemplated renewal term in their

proposals. The agreement may be renewed for up to three (3) additional one-year terms,

contingent upon satisfactory performance and the availability of funding, and any renewal shall

remain at the sole discretion of the Early Learning Coalition of Osceola County.

4.4 Trade Secret and Confidential Materials

If the application includes material which is deemed a trade secret under Section 812.081, FS, or

otherwise confidential or exempt from disclosure under Chapter 119, FS, which the company does

not wish to become public record, the following statement should be included in the application:

“Trade Secrets as defined by Section 812.081, Florida Statutes, or other confidential materials

contained on applicable pages of this application shall not be used or disclosed, except for

evaluation purposes. However, if a contract is awarded to this offer or as a result in connection

with the submission of this program, the Coalition shall have the right to use or disclose the

information designated as trade secrets or confidential to the extent provided in the contract.

This restriction does not limit the Coalition’s right to use or disclose the information designated

as trade secrets or designated as confidential which is obtained from another source.”

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Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 541511Custom Computer Programming Services

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