Social Media Management Software

Request for
Proposal
Information
BillTo: ShipTo:
TheUniversityofMississippi TheUniversityofMississippi THIS IS NOT AN ORDER
OfficeofProcurementServices OfficeofProcurementServices
P.O.Box 1848 DistributionCenter
University,MS 38677-1848 164JeanettePhillipsDrive
Phone: (662)915-7448 UniversityMS 38677 RFBNumber 4100029010
Email:payables@olemiss.edu Coll.Number RFP 828
Date 09/06/2026
Vendor Address
RequisitionNo. 10208871
NAME: Buyer/Phone Purchasing Dept. / 662-915-7448
STREET ADDRESS: Biddueon 10/08/2026
CITY, STATE ZIP:
PHONE: FAX: PleasereturnthebidrequesttoProcurementServices.
EMAIL: attheaboveaddress. Bidsmustbereturnedinthe
envelopeprovided,oraddressedwiththecollective
VendorBidInformationsubmittedby:
numberandopeningdatedisplayedontheoutsideof
PrintedName _________________________
envelope.
Signature _________________________
DeliveryDateARO _________________________ Page 1of 2
Item Material/Description Quantity UM UnitPrice Amount
IMPORTANT!!! ALL SUBMISSIONS ARE DUE NO LATER THAN
1:00 PM, THURSDAY, OCTOBER 8, 2026.
ALL SUBMISSIONS ARE DUE AT:
RFP 828
OFFICE OF PROCUREMENT SERVICES
164 JEANETTE PHILLIPS DR
UNIVERSITY, MS 38677
OUR PREFERRED METHOD OF SUBMISSION IS
ELECTRONICALLY BY FOLLOWING INSTRUCTIONS AT THIS
LINK: https://secure24.olemiss.edu/prelecbids/CurrentBids
IF SUBMITTING VIA PAPER HARDCOPY, YOUR SEALED AND
PROPERLY IDENTIFIED (ATTACHED LABEL AFFIXED TO
OUTSIDE OF PARCEL PACKAGE) BID MUST ARRIVE AT THE
PROCUREMENT SERVICES BUILDING NO LATER THAN THE
STATED DATE AND TIME. PLEASE SEND YOUR PROPOSAL IN
A TIMELY FASHION THAT ALLOWS FOR UNFORESEEN DELAYS
BY YOUR CHOSEN DELIVERY METHOD.
THE UNIVERSITY RESERVES THE RIGHT TO REJECT ALL
PROPOSALS RECEIVED.
YOUR COMPANY IS NOT REQUIRED TO BE A REGISTERED
VENDOR TO SUBMIT A PROPOSAL, HOWEVER, YOUR
INSTRUCTIONSTOVENDOR
GENERALSPECIFICATIONS
(1)Bids-AllbidswillbequotedF.O.B.UniversityorOxford,Mississippi. NobidwillbeconsideredunlessF.O.Btermsareasstatedabove. Allpricesare
tobefirmquotations.See 'GeneralInformationtoBidder'includedwithbidpacket.
(2)Terms-Bidderwillstatetermsofsale. Ourtermsare2%10days,net45days. Thesetermswillapplyunlessotherwisespecified.
(3)Delivery-Bidderwillstateinbiddeliverythatpurchasercanexpectoneachitem.
DETAILEDSPECIFICATIONS
Itistheintentofthesespecificationsparticularlywheremanufacturer'snameand/orcatalognumberisusedtoselectanitemofcomparablematerials
and/ordesign. Itisnottheintenttolimitthebidding,however,allbiddersarecautionedthatthelistedmanufacturer'sstandardsshallbeaminimum. Itisa
requirementthatallbidderswhofurnishquotationsonproductsofmanufacturerotherthanthoselistedshallfurnishwiththeirbidcompleteinformation
togetherwithfullspecificationsofitemstheyproposetofurnish.

Request for
Proposal
Information
BillTo: ShipTo:
TheUniversityofMississippi TheUniversityofMississippi THIS IS NOT AN ORDER
OfficeofProcurementServices OfficeofProcurementServices
P.O.Box 1848 DistributionCenter
University,MS 38677-1848 164JeanettePhillipsDrive
Phone: (662)915-7448 UniversityMS 38677 RFBNumber 4100029010
Email:payables@olemiss.edu Coll.Number RFP 828
Date 09/06/2026
Vendor Address
RequisitionNo. 10208871
NAME: Buyer/Phone Purchasing Dept. / 662-915-7448
STREET ADDRESS: Biddueon 10/08/2026
CITY, STATE ZIP:
PHONE: FAX: PleasereturnthebidrequesttoProcurementServices.
EMAIL: attheaboveaddress. Bidsmustbereturnedinthe
envelopeprovided,oraddressedwiththecollective
VendorBidInformationsubmittedby:
numberandopeningdatedisplayedontheoutsideof
PrintedName _________________________
envelope.
Signature _________________________
DeliveryDateARO _________________________ Page 2of 2
Item Material/Description Quantity UM UnitPrice Amount
COMPANY MUST BE REGISTERED WITH THE UNIVERSITY OF
MISSISSIPPI (UM) IF AWARDED.
TO REGISTER AS A VENDOR WITH UM, PLEASE VISIT
https://olemiss.edu/procurement/vendors/ AND FOLLOW THE
INSTRUCTIONS ON THE WEBSITE.
PLEASE INCLUDE ORIGINAL REQUEST FOR PROPOSAL
DOCUMENTS. PLEASE MAKE SURE ALL DOCUMENTS INCLUDE
YOUR CORRECT NAME, COMPANY NAME, AND CONTACT
INFORMATION (ADDRESS, PHONE NUMBER, FAX NUMBER,
ETC.).
THIS PURCHASE WILL BE GOVERNED BY THE UNIVERSITY OF
MISSISSIPPI TERMS AND CONDITIONS AS LISTED ON OUR
WEBSITE: http://olemiss.edu/procurement.
0001 Social Media Management Software 1 each
PLEASE SEE THE ATTACHED THIRTEEN (13) PAGE
DOCUMENT FOR SPECIFICATIONS INCLUDING THE UM
MANDATORY ADDENDUM.
Total $
INSTRUCTIONSTOVENDOR
GENERALSPECIFICATIONS
(1)Bids-AllbidswillbequotedF.O.B.UniversityorOxford,Mississippi. NobidwillbeconsideredunlessF.O.Btermsareasstatedabove. Allpricesare
tobefirmquotations.See 'GeneralInformationtoBidder'includedwithbidpacket.
(2)Terms-Bidderwillstatetermsofsale. Ourtermsare2%10days,net45days. Thesetermswillapplyunlessotherwisespecified.
(3)Delivery-Bidderwillstateinbiddeliverythatpurchasercanexpectoneachitem.
DETAILEDSPECIFICATIONS
Itistheintentofthesespecificationsparticularlywheremanufacturer'snameand/orcatalognumberisusedtoselectanitemofcomparablematerials
and/ordesign. Itisnottheintenttolimitthebidding,however,allbiddersarecautionedthatthelistedmanufacturer'sstandardsshallbeaminimum. Itisa
requirementthatallbidderswhofurnishquotationsonproductsofmanufacturerotherthanthoselistedshallfurnishwiththeirbidcompleteinformation
togetherwithfullspecificationsofitemstheyproposetofurnish.

The University of Mississippi
Request for Proposals
Social Media Management Software
RFP # 828
OVERVIEW
The University of Mississippi (UM) seeks Social Media Management Software. The selected provider(s)
shall provide software and services as deemed necessary by University Marketing and Communications
(UM&C). For the purposes of this RFP, a social media management software is a web-based platform
used by UM&C personnel to develop and schedule content to designated social media channels, interact
with UM fans and followers across all official platforms, and provide advanced analytics reporting.
Contingent upon periodic review by UM, the contract duration will initially be two (2) year, and may
subsequently be extended by single or multiyear contracts as may be needed in the sole determination
of UM. Initially, there will be no specific planned end date for the platform's application; it will be
considered an ongoing and renewable contract until UM decides to terminate its use with notice.
Notice is hereby given that UM Office of Procurement Services is releasing a Request for Proposal (RFP)
for responses from vendors for a Social Media Management Software.
RFP SCHEDULE:
EVENT DATE
Issue RFP September 6, 2026
Deadline to Submit Questions September 21, 2026 at 3:00 PM CT
Response to Written Questions* September 28, 2026
Submission of Proposal Deadline October 8, 2026 at 1:00 PM CT
Proposal Evaluation** October/November, 2026
Contract Award** November/December, 2026
*UM Will make every effort to adhere to the following schedule but Offeror
understands and agrees that dates are tentative and subject to change.
**The potential Contract Award is a projected date and may be subject to
change and to IHL approvals.
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PROPOSAL REQUIREMENTS
1. Sealed proposals will be received in the UM Office of Procurement Services on or before 1:00
pm CT, October 8, 2026. No proposal will be accepted after this time.
2. Sealed proposals shall be delivered in 1 of 2 options:
a. One (1) sealed hard copy and two (2) USB flash drives, each containing 1 PDF copy. All
sealed copies should be delivered to:
The University of Mississippi
Office of Procurement Services
Attn: RFP 771
University, MS 38677
b. One (1) PDF copy submitted electronically following instructions found at
https://secure24.olemiss.edu/prelecbids/CurrentBids
3. Proposals should be plainly marked on the outside of the container: RFP 828 - Social Media
Management Software. A label has been provided in the RFP documents.
4. Proposals must be completed and signed in ink. The individual signing the proposal must be an
authorized agent of the vendor.
5. All proposals shall remain firm for a period of ninety (90) days from the indicated submission
date for proposals.
6. The contact term start date will be mutually agreed upon by the vendor and UM. A proposed
contract along with the singed UM Mandatory Addendum should be included in your proposal.
7. Any questions regarding this RFP should be directed to Katherine Jones, Director of
Procurement and Contracts Management by email at bids@olemiss.edu and be received no
later than 3:00 pm CT, September 21, 2026. All emails must reference RFP 828 - Social Media
Management Software in the subject line of the email. Any responses deemed necessary by UM
will be issued as an addendum to this RFP. Any unauthorized contact shall not be used as a
basis for responding to this RFP and may result in the disqualification of the proposer's
submittal.
8. From the date of issuance of this RFP until a Contractor is selected and a contract award is
made, Offerors are not allowed to communicate about the subject of the RFP with any
University administrator, faculty, or staff except:
a. The Procurement Department representative or others authorized in writing by the
Procurement Department and
b. University representatives during Offeror presentations (if applicable).
If violation of this provision occurs, the University reserves the right to reject the Offeror's
proposal.
9. Proposal must include the name of a primary contact person, email address, and telephone
number.
10. Proposal must include a detailed statement explaining how each item in the Solution and
Vendor Requirements section included elsewhere in this RFP will be satisfied.
11. Proposal must include a project timeline showing typical implementation phases.
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12. Proposal must specify any and all licensing, training, and other costs. Proposal should indicate
these as one time and ongoing and present full life cycle costs for a term of two years. If not the
incumbent vendor, your proposal should include transition costs.
13. Proposal must include hardware specifications and system requirements as well as any other
required software such as database licenses.
14. Proposal must describe the type of training methods available.
15. Proposal must include at least two university references with similar size and mission as UM. All
references must involve the use of the platform for social media management. For each
reference, proposal must include institution name, contact name, title, email address, telephone
number, and brief project description.
16. Proposal should include a statement describing coverage of general and professional liability
insurance with limits of at least $1,000,000. A copy of the insurance certificate should also be
included.
17. If an onsite visit is necessary, all onsite visit / demonstration costs are to be absorbed by the
vendor. If awarded, the contract will be awarded to the vendor whose proposal, based upon
the evaluation criteria, is deemed to be the best fit for UM. Finalist Offerors may be asked to
submit revisions to their proposals for the purpose of obtaining best and final offers.
SOLUTION AND VENDOR REQUIREMENTS
- Vendor must verify that its application works on UM's Oxford campus.
- Vendor must demonstrate overall quality and long-term viability as a company by responding to the
following questions:
1. What is the legal name of your company?
2. How many years has your company has been in business? Is your company authorized to do
business in Mississippi?
3. Are you a subsidiary, affiliate, or franchise? If yes, what is the name of your parent company?
4. Please provide the headquarters location address, phone number and website.
5. How many employees do you have worldwide? In North America? Locally?
6. Please attach a copy of your most recent annual report and audited financial statements.
IMPORTANT! The offeror/proposer should mark any and all pages of the proposal considered to be
proprietary information which may remain confidential in accordance with Mississippi Code
Annotated 25-61-9 and 79-23-1 (1972, as amended). Each page of the proposal that the proposer
considers trade secrets or confidential commercial or financial information should be on a different
color paper than non-confidential pages and be marked in the upper right-hand corner with the
word "CONFIDENTIAL." Failure to clearly identify trade secrets or confidential commercial or
financial information will result in that information being released subject to a public records
request.
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7. Please provide a proposed contract for services you are providing. Any proposed contract in
response to this RFP should include or comply with the provisions in the Mandatory Addendum to
All University of Mississippi Contracts. (See Attachment A)
8. Is your company currently for sale or involved in any transaction to expand or to become acquired
by another business entity? If yes, please explain the impact both in organizational and directional
terms.
9. Please list all litigation, mediation, and/or settlements from the last five (5) years that your company
has been a party to, either as a plaintiff or defendant. Your response should include the parties'
names as stated in the case caption, the court and jurisdiction, a summary of the claims and
defenses, and the current status of the litigation, mediation, and/or settlement. Except where the
settlement is subject to a confidentiality agreement, please state the final disposition of the
litigation, mediation and/or settlement, if any.
10. Is your company currently in default on any loan agreement or financing agreement with any bank,
financial institution, or other entity? If yes, specify date(s), details, circumstances, and prospects for
resolution.
11. Does any relationship, whether by relative, business associate, capital funding agreement or any
other such kinship, exist between your company and a UM employee? If yes, please explain.
12. What policies and procedures do you have in place to maintain compliance with HIPAA (Health
Insurance Portability and Accountability Act), FERPA and other Federal or State programs?
13. Describe your company's quality assurance program. What software development standards,
programming guidelines, test plans, etc. are used?
14. Please describe any relevant privacy and security policies and procedures for use with the solution.
15. Describe how your company protects user data?
16. What challenges do you anticipate in serving UM and how do you plan to manage these? What
assistance will you require from UM?
17. Please provide any additional information that demonstrates the long-term viability of your
company and superiority of your products and/or services.
18. The solution will be subject to the terms of the UM Technology Accessibility Policy, which requires
review and approval from the UM CIO. To aid in this review, please provide a completed Voluntary
Product Accessibility Template (VPAT). The VPAT and instructions for completing it can be found
here: https://www.section508.gov/sell/vpat .) (We can also allow this information to be provided on
a flash drive.)
19. The solution will be subject to the terms of the UM Information Confidentiality/Security Policy,
which requires review and approval from the UM CIO. To aid in this review, please provide a
completed Higher Education Cloud Vendor Assessment Tool (HECVAT). The "Light" version of the
HECVAT will be sufficient for this purpose. The HECVAT template and instructions can be found
here: (https://www.educause.edu/higher-education-community-vendor-assessment-toolkit)
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FEATURE CRITERIA
The proposed solution will be evaluated on the following feature criteria:
a. Social Media Account Management & Functionality
1) Must support ability to manage varying levels of access for departmental or organizational
employees
(i) Ability to allow users to pre-approve social media content before publishing is
preferred
2) Must support 24/7 access to all social media accounts for platform users
3) Must be able to provide access for 25-30 users with ability to increase total number of users if
necessary and platform must allow for multiple users to be logged in at once.
4) Must provide ability for users to communicate within the platform, thus allowing for quick
response to all audiences
5) The proposed solution must currently have the capability to allow University Marketing &
Communications to have complete control to make any and all access changes to specific user
accounts, without permission or reliance on Bidder. Please provide an overview of how your
system solution currently is capable of providing this requirement.
6) Does the platform support mobile access from an application?
7) Does the software allow the university to search historical data for social media platforms? If
so, how far back does the system maintain data?
b. Reporting
1) Must provide unlimited reports for each University of Mississippi user with advanced
analytics from each social media account.
2) Software users must be able to edit and download all reports generated
c. Support
1) Must provide dedicated support personnel to provide on-going service and support.
2) Must provide full training on software platform for University of Mississippi staff.
3) Must provide 24-hour technical support.
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4) Please attach a list of standard reports and describe the specific analytics each covers.
(Specific terms/keywords reports, impressions, reach, biggest influencers, real time tracking,
customizable reports for topics and accounts.)
d. Publishing
1) Ability to create, schedule and post content to multiple social media accounts
1. Must be able to push content to the following platforms:
a. X
b. Facebook
c. Instagram
d. LinkedIn
e. TikTok
2) Ability for all users to view scheduled posts for all social accounts
3) Ability to create and schedule messages that can be modified by other users based on a
permission system
4) Ability to shorten links with unique URLs
5) Ability to add parameters to outgoing posts that can be used by web analytics platforms
such as Google Analytics or Omniture
e. Monitoring
1) Ability to monitor specific terms and keywords
2) Ability to monitor by geolocation
3) Ability to monitor specific platforms (Facebook, X, Instagram, LinkedIn)
f. Implementation and training
1) The Vendor must provide a comprehensive implementation plan that demonstrates the
Vendor's understanding of the scope of work and how it will address and execute all objectives
in this RFP. Vendor must provide an outline that includes specific tasks or activities required for
implementing the scope of work by the required go-live date.
2) Implementation Proposal and Description
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3) A project plan for the development, integration and installation of your solution.
4) The proposal should include, but not be limited to, the following:
5) A clear understanding of the specific tasks or activities required to accomplish project
objectives (implementation).
6) Definition of each phase or component and provide a roadmap as to how each phase will be
undertaken.
7) A timetable for the completion of each phase or components. The timetable should be
specific and detailed enough to demonstrate the Bidder's ability to complete objectives on time.
Include days, hours, week, etc. for each task or phase.
8) Any on-site or off-site resources available in your organization that will assist Vendor with the
implementation. Include names, titles and years of experience for each individual.
9) Methods that Vendor will use to ensure quality control as well as budget and schedule
controls for the project.
REJECTION OF RESPONSES
UM reserves the right to reject responses for the following reasons, but shall not be limited to:
- Failure to follow specifications and instructions contained in this RFP
- A response that alters terms or limits contained in this RFP
- Any response determined by the University as being unreasonable
The information provided within this proposal is intended to assist vendors in the preparation of a
proper response to this RFP. This RFP is designed to provide interested vendors with sufficient basic
information to submit proposals meeting minimum requirements. It is not intended to limit a proposal's
content, or to exclude any relevant or essential information or data thereof. Vendors are permitted to
(and encouraged to) expand upon specifications to evidence service capability under any agreement.
PROPOSAL REJECTION
This RFP does not commit UM to contract for any requirements detailed in this document. UM reserves
the right to reject any or all offers and to waive informalities and minor irregularities in the proposal
received.
CRITERIA FOR THE AWARD OF THE CONTRACT
UM will choose the response that provides the overall value, which will be determined by
FACTOR FACTOR POINTS AVAILABLE
(1) Account Management 30
(2) Experience 10
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(3) References 10
(4) Cost 10
(5) Support 20
(6) Publishing/Monitoring 20
(7) Reporting Capabilities 20
TOTAL 120 points
(8) Long-term Stability Pass/Fail
DISCLOSURE OF PROPOSAL CONTENTS
Proposals will be kept confidential until evaluations and award are completed by UM. The evaluation
process is deemed to be in effect until the contract is awarded pursuant to this Request for Proposals.
Awarded in this context means the final required UM signature on the contract resulting from the
procurement has been obtained. At that time, all proposals and documents pertaining to the proposals
will be open to the public, except for material that is clearly marked proprietary or confidential.
IMPORTANT! The offeror/proposer should mark any and all pages of the proposal considered to be
proprietary information which may remain confidential in accordance with Mississippi Code Annotated
25-61-9 and 79-23-1 (1972, as amended). Each page of the proposal that the proposer considers trade
secrets or confidential commercial or financial information should be on a different color paper than
non-confidential pages and be marked in the upper right-hand corner with the word "CONFIDENTIAL."
Failure to clearly identify trade secrets or confidential commercial or financial information will result in
that information being released subject to a public records request.
SUFFICIENT APPROPRIATION
Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or
authorizations do not exist. Such terminations will be affected by sending written notice to the
contractor. UM's decision as to whether sufficient appropriations and authorizations are available will
be accepted by the vendor as final.
CONTRACT TERMS AND CONDITIONS
The contract shall be awarded to the Offeror whose proposal is most advantageous to the University of
Mississippi taking into consideration the evaluation factors set forth in this RFP. The award is subject to
appropriate Institutions of Higher Learning and State Office approvals.
Any proposed contract in response to this RFP should include or comply with the provisions in the
Mandatory Addendum to All University of Mississippi Contracts. (See Attachment A)
Page 8 of 9