Request for Proposal: Graphic Design Services

Transcription

1 Request for Proposal: Graphic Design Services The James Renwick Alliance Quarterly Magazine OVERVIEW The James Renwick Alliance (JRA) is an independent national nonprofit organization 501(c) (3), founded in 1982, to recognize the achievements of America s craft artists and foster scholarship, education and public appreciation of craft art. In furtherance of this purpose, the JRA provides support to our nation s showcase of contemporary American craft, the Smithsonian American Art Museum s Renwick Gallery. Since its inception, the JRA has gifted more than $3 million to assist the Renwick Gallery acquisitions, exhibitions, public programs, publications and postgraduate fellowships. Last year the JRA completed a major modernization of our website, redesigned membership print material and our e-newsletter. Completion of these projects has been the catalyst for us to continue our efforts in a coordinated manner to modernize and improve our communications with our existing members and the public, interest a broader audience, and support the mission of the organization. We currently have a variety of communication tools including the following: Digital communications Redesigned Website launched in October 2014 Facebook Monthly Craft News Weekly e-news to promote upcoming events and activities Website for JRA Day (Annual craft sale by artist members). Print communications The Quarterly a 4 times a year including a special edition for the Spring Craft Weekend Auction Spring Craft Weekend media and programs Press releases Other official communications such as the postcards to advertise JRA Day 1

2 PROJECT GOALS The James Renwick Alliance is seeking a professional graphic artist, design studio or design/print firm, to update the design of The Quarterly and to provide ongoing graphic layout for a year of the publication, 4 issues. The Quarterly is a page (8.5 W x 11 H) magazine that is currently published and mailed three times a year to members of the JRA. The special issue for Spring Craft Weekend is considered the fourth issue for the publication year. Inasmuch as the JRA is an organization engaged in the visual arts, the selected designer is expected to reflect the creative spirit and interests of the organization and make this publication a cohesive companion to the new website. At present the primary audience for The Quarterly is our existing members. The goal for the new design is to make it visually appealing, attractive to a contemporary demographic of prospective members, showcase craft art and the making process, study-travel and educational events. The Quarterly is to become the reference publication that communicates the full JRA mission. A copy of past issues of The Quarterly can be viewed at STATEMENT OF WORK The James Renwick Alliance is seeking proposals for the design and layout services for The Quarterly. The selected designer or firm will work with the JRA to: 1. Update the existing magazine layout and design to reflect the professional artistic image of the JRA. Design of the publication is to be inviting, easy to read and will use photos, graphics and other design techniques to make the publication appealing. This may include reorganization of sections/information, fonts, headlines, and graphic elements that will tie this publication to the website. We are looking for a connected visual presence for the organization. The current logo/symbol for JRA will be used. Any existing style guides will be provided 2. Provide continued layout services for four issues to include the special edition/auction catalog for Spring Craft Weekend Two issues will be published in 2015 (June and September) and two issues in 2016 (January and March.) 3. JRA will provide to the graphic designer copy, in-house photographs, and other materials. The designer will work directly with the Editor for the publication. The 2

3 JRA has a process for copy editing and final approval prior to print, but the communications will be directed through the Editor. The designer may need to create graphics, use stock photography, copyrighted photos from artists or other sources, and edit copy in order to fill the layout and create a visually pleasing read. The designer will provide a proof to JRA for final review within the established deadlines. The designer will be responsible for coordinating the project timeline, ensuring that the project stays on track and meeting required print and mailing dates. Designer is expected to make recommendations based on best practices to the Editor and JRA Editorial Review Board to improve processes for submitting copy, photos and other elements for the publication. After final approval from JRA the designer will provide design files to the commercial printer according to the printer s specifications. Designer will provide print standards to the printer to include elements such as paper selection, coating, saddle stitching and the like. JRA will select the commercial printing company. The designer will be responsible for coordinating printer deadlines, supervising and approval of the print production for quality in order to meet publishing dates. JRA will retain ownership of all work produced including graphic design output. The designer will provide JRA with a packaged InDesign PC compatible document as well as an electronic version for publication on the JRA website. It is anticipated that additional design services may be required by JRA over the contract year. The designer awarded this contract will have first consideration in the design of these pieces as well. Period of Award The award period for this contract will be April 1, 2015 through March 31, This contract may be renewable for an additional 4 issues upon mutual agreement, but at JRA discretion. PROPOSAL SUBMISSION Official Communications and Inquiries This RFP will be posted on the JRA website. Modifications to requirements, answers to inquiries, and clarifications will be posted on this page. Prospective bidders may submit 3

4 written inquiries via to to obtain clarification of the work requirements. Contract Award and Negotiation All proposals will be evaluated on presentation of all qualifications. Cost is only one consideration of the requirements and is not the deciding element. In the event that there is only one bidder on the project, the JRA reserves the right to negotiate for the services with the bidder submitting the proposal in lieu of accepting the proposal as is. The selected bidder will be required to sign a contract with JRA upon acceptance of the project. It is expected that the contract will be awarded late March early April. Response Format The deadline to submit materials is Friday, March 20. Please send: --one (1) hard copy of the original proposal to the address below: Quarterly RFP The James Renwick Alliance 4405 East West Highway, Suite 510 Bethesda, MD AND --a copy of the proposal by to admin@jra.org Attn: JRA Quarterly RFP The following items are to be included in your proposal. All materials submitted will be retained except for proposals received after the deadline. Cover letter Letter should introduce you and or your company, provide a summary of your qualifications and any exception you may have to the RFP. Company information and or resume Provide the Company name address, phone number, name of principals if applicable, main project contact, and website Year company was established and or year began providing graphic design services 4

5 A comprehensive list of services that you provide Describe previous graphic design experience Company references Provide the names and contact information for three client references. We reserve the right to contact the references provided as well as other references without prior notification to you. It is preferred, but not required that bidders have experience providing services to non-profit organizations. Samples of Similar work Provide three examples of previous graphic design work that includes at least one multi-page newsletter/magazine. Approach to scope of work Briefly describe any project approaches or ideas that you feel will separate you from other bidders Proposed timelines Provide a specific timelines or schedules you would require to have the summer issue of The Quarterly ready for mailing June 15. Please include 7-days (one week) lead-time at the printer. Include deadlines required to receive copy/other materials from the JRA and deadline for JRA final approval to print. Describe the method of communication that you/your firm will use with the JRA Quarterly Editor and/or Editorial Review Board. Value/Cost Provide itemized cost for the following: Initial Layout/design revision for The Quarterly Design Services per issue of Quarterly June, September, January and March Special issue. Please provide pricing for 16, 20 and 24 page publications. Cost for printer coordination, supervision and print job approval Cost to provide an electronic version of the Quarterly for the JRA website and InDesign file that is PC compatible 5