Request for Proposal: Graphic Design Services for the Town of Okotoks

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1 Request for Proposal: Graphic Design Services for the Town of Okotoks Town Contact: Jon Begg, Communications Manager Town of Okotoks P.O. Box 20, Stn. Main 5 Elizabeth Street Okotoks AB T1S 1K1

2 BACKGROUND OVERVIEW AND GOALS Background The Town of Okotoks and its residents all share ownership over the future of this community. The Town s commitment to residents is to continue to engage the community with clear communications about the Town s services, programs and initiatives. The Town of Okotoks has recently identified a growing need for increased communications and is planning a number of both regular and new marketing and communication based projects. Our printed materials have always been a means by which we connect with our residents and solidify our identity. Overview Currently, the Town of Okotoks uses a variety of communications methods and strategies including: The Town Pages, a 3-page spread in the local weekly paper News Alerts, a subscription-based /text/twitter system administered by the Town s Communications Business Centre. It is used to send events, alerts and notices and news Town of Okotoks website, a state-of-the-art site featuring specific information for residents, visitors, businesses, a news portal, information from Council and content about our sustainability Social Media including Facebook, Twitter and other municipal apps Electronic signage throughout the Town Radio, web and newspaper advertising Scope Perform creative design and research when required Meet with Communications Team prior to publication to understand needs Meet with Communications Team after publication to seek continuous improvement Request for Graphic Design Services Page 2

3 GOAL The Town of Okotoks is seeking a graphic designer to update and maintain the design of the Community Guide. The Guide is typically pages. A copy of the current Guide can be found at The design of other publications may include, but will not be limited to the Culture Guide and various Economic Development brochures and publications. STATEMENT OF WORK The Town of Okotoks is seeking proposals from qualified designers for the design and layout of our current Town Guide. The successful designer will work with the Town to: 1. Update the existing Community Guide layout and design to reflect the professional image of the Town by providing an easy to read appearance, and to use photos, graphics and other design techniques to provide an appealing look. This may include reorganization of sections, information, graphic elements and the creation of filler ads. 2. Provide continued layout services for a minimum of three publications for the calendar year. Currently the Guide is distributed in early Spring, Fall and Summer. The Town will provide the copy, in-house photos, and other materials to the graphic designer who will be responsible for assembling materials into the Guide. The Town will also provide general directions as to what information should appear on each page. The graphic designer may need to create graphics, use stock photography, and edit copy in order to fill the layout and create a visually appealing read. The designer will provide proofs to the Town for preliminary review within established timelines. The designer will work closely with Town Staff to ensure timely coordination of the project, ensure the project stays on track and meets required print and distribution dates. After final approval from the Town, the Designer will provide design files to the commercial printer according to the printer s specifications. Period of Award The effective date of providing the required product(s) will be from May 2015 to May 2017, and may be renewable for one additional year upon the mutual agreement of the Designer and the Town. Request for Graphic Design Services Page 3

4 PROPOSAL SUBMISSION Official Means of Communication The official RFP from the Town will be posted on the Town's website Modifications to requirements, answers to inquiries received, clarification to requirements and the announcement of the award will be posted on this page. It is the responsibility of the potential bidders to carefully and regularly monitor the website for such postings. Inquiries Prospective bidders must submit written inquiries via to obtain clarification of RFP requirements. No inquiries will be accepted after noon on March 6, Inquiries about this RFP should be referred to: subject line: Design RFP Update Inquiry Deadline for submission is March 18, 2015, 12:00pm Negotiation of Award In the event only one (1) responsive proposal is received by the Town, the Town reserves the right to negotiate the award 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 Town Services Contract upon acceptance of the project. Limitation The RFP does not commit the Town of Okotoks to award a contract, to pay any costs incurred in the preparation of a response to the RFP, or to procure or contract for services or supplies. The Town of Okotoks reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate will all qualified sources, to waive formalities, to postpone award, or to cancel in part or in its entirety this RFP if it is in the best interest of the Town of Okotoks and in its sole discretion to do so. Cancellation of Award The Town of Okotoks reserves the right to immediately cancel an award if the contractual agreement has not been entered into by both parties, or if new provincial/federal regulations or policy make it necessary to change the program purpose or content, discontinue such programs, or impose funding reductions. In those cases where negotiation of contract activities are necessary, the Town of Okotoks in its sole discretion reserves the right to limit the period of negotiation to ninety (90) days after which time funds may be unencumbered. Request for Graphic Design Services Page 4

5 RESPONSE FORMAT The following items are to be included in your proposal in the order listed. Deviation from this may render your proposal non-responsive. The Town will only accept proposals in hard copy. Three copies of the proposal are to be submitted. Proposals are to be submitted in a sealed package with the following referenced on the outside: Company name and Request for Graphic Services Proposal ; attention: Jon Begg. All proposals will be accepted except those received after the deadline date. Establishing the Eligibility and Qualifications of the Proposer: The Designer must have extensive experience with the Adobe Suite of products including Illustrator, InDesign, and Photoshop. Experience packaging printed materials for full colour output is a must. The proposal must include: cover letter company information graphic designer resumé / qualifications / expertise company references evaluation of current design evaluation of proposed time lines evaluation of value/cost of efforts pricing Include at least one example of each of the following: Brochure Poster Advertisement Other promotional piece Logo Magazine, report, or publication You may be given text and images and asked to design a poster or advertisement. Request for Graphic Design Services Page 5

6 Letter of Interest Include a cover letter introducing your company, summarizing the graphic designer s qualifications, and detailing and exceptions to this RFP (please note that significant exceptions may make your proposal non-responsive). Company Information Provide the following information as listed: company name, address, phone number, name(s) of principals if applicable, main project contact, address and company website. Identify the year in which your company was established and began providing graphic design services. Describe and pending plans to sell or merge your company. Provide a comprehensive list of all services you provide. Describe previous graphic design experience. Provide a list of sub-contractors, if any. Joint Venture, Consortium or Association If the Designer is part of a joint venture, consortium, or association, all of the parties shall be jointly and separately liable to The Town of Okotoks for the fulfillment of the provisions of the Contract and shall designate one party to act as a leader with authority to legally bind the joint venture, consortium, or association. The leader or lead entity, composition or the constitution of the joint venture, consortium, or association shall not be altered without the prior consent of The Town of Okotoks. Company References Provide three client references. The Town reserves the right to contact the references provided in your proposal as well as other references without prior notification to you. It is preferred but not required, that bidders have experience working with government agencies or non-profit organizations. Approach to Scope of Work Briefly describe any project approaches or ideas you feel would set you apart from other bidders. Request for Graphic Design Services Page 6

7 Withdrawal, Substitution, and Modification of Proposals Designers are expected to have sole responsibility for taking steps to carefully examine in detail the full consistency of its Proposals to the requirements of the RFP, keeping in mind that material deficiencies providing information requested by the Town of Okotoks, or clarity in the description of services to be provided, may result in the rejection of the Proposal. The Town of Okotoks shall not assume any responsibility regarding erroneous interpretations or conclusions made by the Designer in the course of understanding the RFP Evaluation Criteria #1 Proposed Timelines Provide specific timelines or schedules you would require for the various stages of work to be done (beginning of initial layout up to but not including printing). Describe the methods and timeline communication your firm would use with the Town s project manager. Evaluation Criteria #2 Value/Costs of Efforts Provide an itemized cost for: The initial layout/design revision to the existing Community Guide The on-going costs for design and update services for the Community Guide Cost to provide an electronic version of the approved newsletter for the Town website Please include your hourly rate as well as estimates indicating how long it would typically take to complete a: Flyer Poster Trifold brochure Full page newspaper ad Please indicate if you limit the number of proofs a client can view. Indicate if you charge for proofs and changes. Request for Graphic Design Services Page 7

8 Evaluation will also include: Relevant experience / technical skills Approach Creative fit with the Town image Fee schedule Completeness of response to this RFP Style and fit with the Communications team Interpersonal communication skills Right to Vary Requirements at the Time of Award At the time of award of Contract, The Town of Okotoks reserves the right to vary the quantity of services and/or goods, by up to a maximum 15% of the total price offer, without any change in the unit price or other terms and conditions. Ownership of designed materials The Town of Okotoks will own all graphic designs provided by the Designer. All original files including design files, fonts etc. shall be provided to the Town upon completion of each project. Termination: For Cause: The Town of Okotoks may terminate this Contract if the Designer is in material breach of any of its terms, and such breach has not been corrected to the Town s reasonable satisfaction in a timely manner. For Town s Convenience: The Town of Okotoks may terminate this Contract in whole or in part, without cause and for any reason including Okotoks convenience, upon written notice to the Designer. Request for Graphic Design Services Page 8