ATTENTION AGENCY NAME: Based on AGENCY NAME’s accomplishments in our industry to date, we have identified your agency as a potential media relations partner, and are emailing this Request For Information to invite your consideration in our RFP process. Of those agencies that respond to this Request For Information, three agencies will be asked to submit a proposal for comprehensive media relations services to demonstrate their qualifications for a two-year engagement. Additional detail on the program objectives, competitive landscape and industry, go-to-market strategy will be provided to all three finalists. The annual budget for media relations services that will be provided by the new agency of record is estimated at: $______ annually.

 

IMPORTANT NOTE: All costs related to the submission of this RFI and the subsequent RFP must be assumed by the submitting agency. No expenses will be reimbursed.

 

Information Due: Time, Date

Questions Regarding RFI: All inquiries concerning this RFI should be submitted to EMAIL ADDRESS using the subject line, “RFI INQUIRY”

Deadline for Submitting Questions Concerning RFI: Time, Date

ACTION REQUIRED: Please return the following information via e-mail to CONTACT EMAIL ADDRESS using the subject line, “MEDIA RELATIONS RFI.”

 

 All agencies that wish to be considered for the RFP process must return this complete information no later than TIME, DATE. The three finalists will be notified by email of their selection no later than DATE, and will have four weeks to prepare a proposal, which will be presented in person at our headquarters in CITY, STATE.

 

(Date)

 

Agency Executive

Agency Name

Address

City, State ZIP

 

Dear ___________:

 

It gives me great pleasure to inform you that we have selected (AGENCY NAME) as one of THREE finalists in our search for a public relations agency partner.

 

The qualifications of all finalists are impressive and selecting a single PR agency partner will be difficult. To complete the agency review process, we want to schedule a two-hour in-person review with your proposed account team during the week of _______. Please contact NAME as soon as possible to set up a time that works for your team. She may be reached at (phone number) or by email at EMAIL.

 

Three individuals from COMPANY will participate in the selection process, and details on each of these individuals are included in a separate attachment.

 

The structure of your presentation is up to you, but we ask that you limit the formal presentation to one hour and be sure to cover the items in the RFP outline that follows. A projector and white board will be available in the conference room in which we will hold the presentations.

 

Please note that all costs related to the RFP and your presentation must be assumed by your agency.  

 

Thank you again for your interest in supporting COMPANY in achieving its PR goals. We appreciate the time and talent you are investing this process, and we will work to make the process as efficient as possible. 

 

If you have further questions about the process or about COMPANY, please contact me at: phone number or by email at EMAIL.

 

Sincerely,

 

 

 PR Agency of Record – Request for Proposal

 

Based on previously submitted statements of capabilities, THREE selected companies are being asked to submit a proposal to become the public relations agency-of-record for COMPANY. Our desire is to have an agency in place by the start of MONTH for an initial two-year engagement.

 

INSERT OVERVIEW OF COMPANY, including target customers, verticals served, solutions offered. And, include a link to Web site for more information.

 

INSERT INDUSTRY OVERVIEW, including competitors, relative positioning, growth opportunities, go-to-market strategies, etc.

 

ROLE OF AGENCY PARTNER: what services you expect the agency to provide.

 

OVERVIEW: insert a  paragraph on the key attributes you hope to find in the agency you are hiring, and your reason for hiring.

 

SCOPE OF SERVICES: Outline the scope of services, such as: 

 TERM OF SERVICE:

 

COMPANY wishes to engage PR agency for a/an ____-year term with a ____-day cancellation provision by either party.

 

CONFLICT OF INTEREST:

 

Proposing agencies are asked to certify that they have no conflicts of interest in serving COMPANY. Principal competitors are: LIST COMPETITORS. Additional companies may also be considered competitors, and we ask that you email any questions on competitors if you have them.

 

PROPOSAL PRESENTATION POINTS:

 

To keep the presentations focused, we ask that you focus on how you are going to help us achieve the three priorities of our 2008 program, listed here.

 

PRIORITIES/OBJECTIVES (list up to three): Examples include:

 

 

Please make sure each proposal also includes information on: 

REFERENCE ACCOUNTS:

 

Three client references should be provided at the time of your presentation, including: Current contact name, address, phone number and email.

 

 

(Please rank each agency on each attribute on a scale of 1-5, with 5 being the highest). List the criterion that is most important to you.