Social Media, Audio and Visual Tech, And Photography Services

The Vendor is required to provide comprehensive digital media, website development and maintenance, audio/visual (A/V) technology, and professional photography services must be provided by one (1) vendor to ensure consistency of branding, streamlined communication, and uniformity of deliverables across all supported health-related programs.
- Services will support three (3) to five (5) health-related programs.
- Responsible for:
•    Developing and managing digital and social media content, including design, posting, engagement monitoring, and analytics reporting.
•    Designing, updating, and maintaining program-specific webpages or microsites, ensuring ADA compliance and alignment with institutional branding standards. 
•    Providing A/V support for events, including recording, live-streaming, video production, editing, and post-production services. 
•    Delivering professional photography services for events, outreach activities, and promotional initiatives. 
•    Assigning a dedicated project manager to coordinate services and provide regular status updates.
- All services must be provided by one (1) vendor to ensure consistency of branding, streamlined communication, and uniformity of deliverables across all health-related programs.
- Requirements
1. A. Platform management
•    YouTube
•    Instagram
•    Facebook
•    LinkedIn
•    X
2. Posting requirements
•    Post content 2–3 times per week per platform
•    Content shall support three (3) health-related programs
•    Programs will provide written content in word format
•    Vendor shall:
o    Create graphics, reels, short-form videos, and other visual content
o    Ensure content aligns with program branding
o    Tailor content to target audiences
o    Ensure accessibility compliance (if required)
3. Technical requirements
•    Plugin and system updates
•    Platform security monitoring
•    Quarterly engagement analytics report including:
o    Reach
o    Engagement rate
o    Click-through rates
o    Growth metrics
o    Recommendations for optimization
- Mass electronic mail marketing
1. Platform
•    Mail chimp
•    Constant contact
2. Posting requirements
•    Develop and distribute 2–3 email campaigns per month
•    Support 3–5 health-related programs
•    Programs will provide written content in word format
•    Vendor shall:
o    Design branded email templates
o    Create graphics and visual enhancements
o    Optimize layout for desktop and mobile viewing
o    Ensure compliance with can-spam regulations
3. Technical requirements
•    Plugin and system updates
•    Platform security
•    Quarterly analytics reporting including:
o    Open rates
o    Click-through rates
o    Subscriber growth
o    Campaign performance analysis
- Website design, development, hosting and maintenance
1. Technical specifications
•    Unlimited bandwidth
•    Two (2) subdomains
•    Unlimited databases
•    Fifteen (15) program email accounts
•    Unlimited storage
•    Internal user dashboard access
•    12–15 pages per website
•    Fully responsive design (mobile, tablet, desktop)
2. Integrations
•    Instagram
•    Google (analytics and search console)
•    Facebook messenger
•    LinkedIn
•    Mail chimp or constant contact
3. Optimization and reporting
•    Search engine optimization (SEO)
•    Setup and management of:
o    Google analytics
o    Google search console
•    Ongoing content updates and technical maintenance
•    Quarterly engagement and performance report
- Audio and visual technology and event production services
1. Webinar and virtual event support
•    Full technical management for webinars
•    Livestreaming across 3–5 platforms concurrently including:
o    Zoom
o    YouTube
o    Facebook
•    Audio and video monitoring
•    Speaker technical assistance
•    Slide and presentation management
•    High-quality event recording
•    Post-production editing (audio cleanup, trimming, enhancements)
•    Upload and optimization of recordings on YouTube
2. Equipment and setup requirements
•    Sound system and mixers
•    2–3 professional cameras
•    Microphones
•    Cabling
•    Dedicated internet connection
•    Led video wall (for outdoor event)
•    All necessary production equipment
3. Event types and frequency
•    60–120 minute webinar-only events: 9 annually
•    90–180 minute hybrid indoor event (~150 capacity): 1 annually
•    3–5 hour hybrid indoor event (~250 capacity): 2 annually
•    6–8 hour hybrid indoor event (~400 capacity): 1 annually
•    4–6 hour hybrid outdoor event (~400 tent capacity, led wall required): 1 annually
- Event photography services
1. Coverage requirements
•    Pre-event, live event, and post-event coverage
•    Capture:
o    Speakers
o    Audience engagement
o    Social interactions
o    Key program moments
2. Deliverables
•    All original, unedited images
•    150–250 professionally edited images per event
•    High-resolution and web-optimized formats
•    Delivery within agreed-upon timeframe
3. Event frequency
•    90–180 minute indoor event: 1 annually
•    3–5 hour indoor event: 2 annually
•    6–8 hour indoor event: 1 annually
•    4–6 hour outdoor event: 1 annually.