Email campaigns

LETTER OF INTEREST (LOI)

Letter of Interest – To identify potential providers for a traditional competitive procurement process

1. Objective:

The Office of the Privacy Commissioner of Canada (OPC) is seeking the services of a firm that can provide email campaigns (separate English and French versions).

2. Purpose of the Letter of interest (LOI):

The purpose of this LOI is to identify vendors interested and able to provide services for the distribution of 2 email campaigns (separate English and French versions) to elementary and secondary school educators across the country as describe in Appendix “A” – Statement of Work (SoW).

3. Requested Information:

Respondents are invited to consult the SoW to provide their responses to the LOI. To facilitate review of responses, respondents are asked to provide the requested information in the order in which the topics are presented.

4. Delivery Address and Response Format:

Responses to the LOI must be sent by email to the Procurement Officer identified below. Respondents are responsible for confirming that their responses to the LOI have been received by Canada.

Rachel Bélanger
Procurement & Material Management Officer
OPCProcurement-CPVPApprovisionnement@chrc-ccdp.gc.ca

5. Closing Date:

The closing date to submit a response is 14:00 EDT on Friday, September 20, 2024.

6. Enquiries:

Because this is not a bid solicitation, Canada will not necessarily respond to enquiries in writing or by circulating answers to all potential suppliers. However, Respondents with questions regarding this LOI may direct their enquiries to:

Rachel Bélanger
Procurement & Material Management Officer
OPCProcurement-CPVPApprovisionnement@chrc-ccdp.gc.ca

7. Expenses

OPC will not be responsible for any costs incurred by respondents for the preparation and submission of responses to this LOI.

8. This is not an offer or a call for bids

• This LOI will not result in the awarding of any standing offer or contract or lead to any development funding initiative.
• A potential provider’s response to this LOI will not preclude them from participating in any future procurement.
• This LOI is simply intended to obtain feedback from the industry with respect to the matters described herein.
• OPC is seeking information via this LOI solely for its own benefit and makes no commitment whatsoever that a resulting contract will be awarded to any respondent replying to this LOI.

9. Questions

a) Can your company provide and deliver the requested services?

b) If OPC goes to tender for the service described herein, would your company be interested in submitting a bid?
• If yes, please provide the company’s contact information and email address.

c) Has your company ever provided services to the government?
• If yes, please identify which departments.
 
APPENDIX “A”

STATEMENT OF WORK

1. Project Title
Email campaigns

2. Background
The Office of the Privacy Commissioner of Canada (OPC) has a public education and outreach strategy to reach Canadians about their privacy rights. Included in the strategy is a youth outreach component. As part of the strategy, the OPC has identified educators as a key stakeholder group that benefits from the OPC’s resources and tools, in support of the youth outreach component.

3. Objectives
The OPC is looking to establish an “up to” contract that can be used for a maximum of 2 email campaigns (separate English and French versions) to elementary and secondary school educators across Canada per fiscal year.

4. Tasks
The supplier shall:
• Distribute a maximum of 2 email campaigns (separate English and French versions) to elementary and secondary school educators across Canada on dates to be decided by the OPC using distribution lists by province and language.
• Prepare the files for distribution using the supplier’s own HTML template.
• Provide the OPC with low resolution PDFs for initial review.
• Provide the OPC with final separate high resolution PDFs for final approval.
• Supply email campaign statistics (open rate, re‐open rate and forward rate).

5. Deliverables
• A maximum of 2 email campaigns (separate English and French versions) to Anglophone and Francophone elementary and secondary school educators across Canada by distribution lists by province and language
• Low resolution PDFs for initial review
• Final separate high resolution PDFs for final approval
• Email campaign statistics (open rate, re‐open rate and forward rate)

6. Constraints
• Supplier must be able to demonstrate that educators have consented to receiving emails from the supplier through opt-in subscription.
• Emails sent by the supplier must include an opt-out option.
• This contract would be an “up to” contract with a maximum value and would be established so that the OPC can work with a firm to distribute email campaigns to educators on an as-and-when needed basis.
• Supplier must have a national distribution list consisting of a minimum total of 50,000 Anglophone and Francophone elementary and secondary school educators across Canada, broken down by province, territory, and language.
• Email campaigns must be consistent with OPC branding guide.
• Emails must be accessible with descriptive alt text and metadata included in each email.
• OPC to provide content, artwork, links, and subject lines in English and French.
• Costs for author’s alterations and the number of rounds allowed for the project must be included in the initial quote which must be approved by the OPC before commencing work. The cost for additional rounds of author’s alterations must be included in the quote. The supplier must communicate with the OPC if certain revisions are considered an additional round of author’s alterations.