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Bid Number: Comm021213
Bid Title: Graphic Design Services for Lafayette City Newsletter
Category: Communications
Status: Closed

Description:
Proposal Released: Tuesday, February 12, 2013
Deadline for Inquiries: Thursday, February 21, 2013 12:00pm/Noon
Proposals Due: Monday, February 25, 2013 12:00pm/Noon
Notice of Award: Monday, March 4, 2013
Deliver Proposals to: City of Lafayette

BACKGROUND OVERVIEW AND GOALS
Background
The City of Lafayette is a hub of environmental and cultural diversity. We value our heritage, our unique neighborhoods, a vibrant economy, and active lifestyles. We envision a future that mixes small town livability with balanced growth and superior City services. Lafayette's panoramic view of the Rocky Mountains inspires our view into the future.

The City of Lafayette has recently identified a growing need for increased external communications and is in the process of initiating a number of marketing and communications focused projects. The City Update is a vital connection with residents as a mean of publicizing information and solidifying our identity.

Overview
Currently, the City of Lafayette uses a variety of communication tools and strategies including:
• City Update – an eight-page tabloid-sized newsletter that is currently being published and mailed twice a year
• News Alerts – a subscriber-based email/text system administered through the City’s website used to send alerts, news, events, and notices.
• City of Lafayette Website – the City launched a new website in May 2012.
• Social Media – currently the City administers several Facebook and Twitter pages in addition to a NextDoor neighborhood network.
• Other newsletters – various city departments publish their own electronic newsletters including the Library, Cultural Arts Division, and Recreation Department.
• Channel 8 government information channel –This station provides city-related news, and various public service announcements and broadcasts City Council and Planning Commission meetings to Comcast customers.
• Media Relations – The city’s Public Information Officer works closely with the Daily Camera and Hometown News to release newsworthy information.
• Community Activity Guide – The Recreation Dept publishes a 90 page catalog of activities, programs and events 3 times a year and mails it to all Lafayette households.

The 2012 Citizen Survey indicated that 91% of citizens reported they had read the city newsletter at least once in the past 12 months; “much above” the national benchmark. 69% of residents rated public information services as excellent or good which is similar as compared to national benchmark data.

Project Goals
The City of Lafayette is seeking a graphic artist to update the design of the existing City Update newsletter and to provide ongoing graphic layout for 4 issues per year. The City Update newsletter is an 8-page tabloid-sized (10.5”W x 17”H) newsletter that is currently published and mailed twice a year.

The City of Lafayette desires to continue the active readership it currently experiences through updated design elements, a reader-friendly layout, a reorganization of information, and an increased publishing frequency.

Increasing the frequency of the City Update from 2 to 4 times a year will enable us to publish more timely information, include public service announcements, and promote “good to know” information not included in the past. The City will take advantage of the increased communication with residents to solidify their awareness of Lafayette’s services, value, amenities, and commitment to the community.

We envision the Update progressing into a strengthened communication vehicle that residents consistently look to for valuable community information.

A copy of the most recent City Update can be viewed at http://issuu.com/lafayettecoloradolibrary/docs/lafayettecoloradocityupdatenewsletter?mode=window&pageNumber=1

STATEMENT OF WORK
Scope of Service
The City of Lafayette is seeking proposals from qualified graphic artists for design and layout services for the quarterly City Update Newsletter. The successful designer will work with the City to:

1. Update the existing newsletter layout and design to reflect a professional image of the City, to provide an inviting and easy to read appearance, and to use photos, graphics and other design techniques to create an appealing look. This may include reorganization of sections/information, fonts, headlines, consistent graphics elements, etc. The current masthead illustration will continue to be used.
2. Provide continued layout services for 4 issues throughout the year (3 in 2013) to be published in February, May, August, and November.

• The City will provide the copy, in-house photos, and other materials to the graphic artist who will be responsible for assembling materials into the 8-page newsletter. The City will also provide general direction as to what information should be placed on each page.
• The graphic artist may need to create graphics, use stock photography, and edit copy in order to fill the layout and create a visually pleasing read.
• The designer will also coordinate with a City-provided translator to have a portion of the newsletter translated into Spanish. That translation will then be designed into the appropriate section of the newsletter.
• The graphic artist will provide a proof to the City for final review within established deadlines.
• The designer will be responsible for coordinating the project timeline, ensuring the project stays on track and meeting required print and mailing dates.
• After final approval from the City, the graphic artist will provide design files to the commercial printer according to the printer’s specifications. While the City will handle the selection of the commercial printing company, the graphic designer will be responsible for coordinating printer deadlines in order to meet publishing dates.
• The City of Lafayette will retain ownership of all work produced including graphic design output. As such, the graphic designer will provide the City with a packaged InDesign CS5.5 pc-compatible document as well as an electronic version of the newsletter for publication on the City’s website.

It is anticipated that a second, 1 page supplementary newsletter will also be launched by the City in July and will publish 2-4 issues in 2013. The designer awarded the City Update project will have the opportunity to design this piece as well.

Period of Award
The effective date of providing the required product and services shall be from March 4, 2013 through November 28, 2013 and may be renewable for 4 additional issues upon mutual agreement, but at the City’s discretion.

PROPOSAL SUBMISSION
Official Means of Communication

The official RFP from the City will be posted on the City’s website http://www.cityoflafayette.com/bids.aspx. Modifications to requirements, answers to inquiries received, clarifications to requirements, and the announcement of award will be posted on this page. It is the responsibility of potential bidders to carefully and regularly monitor the website for any such postings.

Inquiries
Prospective bidders may submit written inquiries via email to obtain clarification of RFP requirements. No inquiries will be accepted after Noon on February 21. Inquiries regarding this RFP should be referred to: 
e-mail
Subject Line: City Update RFP Inquiry

Negotiation of Award
In the event only one (1) responsive proposal is received by the City, the City 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 City Services Contract upon acceptance of the project.

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 City will only accept proposals in hard copy. Proposals are to be submitted in a sealed Package with the following referenced on the outside: Company Name and”Request for Graphic Services Proposal; Attn: Debbie Wilmot”. All proposals will be kept except those received after the deadline.

Package must include:
• One (1) Original Proposal
• One (1) Copy of Proposal on a CD-ROM or flash drive

Proposal must include:
• Cover Letter
• Company Information
• Company References
• Company Samples
• Approach to Scope of Work
• Evaluation Criteria #1 – Page re-design
• Evaluation Criteria #2 – Proposed timelines
• Evaluation Criteria #3 – Value/cost of efforts

Deliver to:
City of Lafayette / Attn Debbie Wilmot
1290 South Public Rd
Lafayette, CO 80026

Cover Letter
Include a cover letter introducing your company, summarizing your qualifications, and detailing any exceptions to this RFP (please note that significant exceptions may make your proposal nonresponsive).

Company Information
• Provide the following information as listed: Company name, Address, Phone number, Name(s) of principals if applicable, Main project contact, Email address, and Company website
• Identify the year in which your company was established and began providing graphic design services
• Describe any pending plans to sell or merge your company
• Provide a comprehensive listing of all services you provide
• Describe previous graphic design experience

Company References
• Provide three client references. The City 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 providing services to non-profit or governmental entities.

Company Samples
• Provide three examples of previous graphic design work, including at least one newsletter. Work samples for other government agencies are preferred, but not required.

Approach to Scope of Work
• Briefly describe any project approaches or ideas that you feel would set you apart from other bidders.

Evaluation Criteria #1 – Page Re-Design
1. Using only the copy and graphics provided, redesign page 4 from the December 2012 Lafayette City Update. All materials - InDesign document, graphics, text - for this redesign can be found on the City’s FTP site ftp://ftp.cityoflafayette.com/ . Log in instructions for this site are located at the end of this RFP.
2. Save your re-design and include with this proposal.

Evaluation Criteria #2 – Proposed Timelines
1. Provide specific timelines or schedules you would require for the first two stages of work to be done
a. Required timeline necessary to update/revise the existing City Update design. This project should have a completion date of March 29, 2013.
b. Required timeline for the May City Update. Assume a May 1 post office drop, and a 7 day leadtime at the printer. Include deadlines required to receive copy/other materials from the City and the deadline to send off/receive translation.
2. Describe the methods and timeline of communication your firm will use with the City’s project manager.
3. Describe methods you will use to involve community members and/or employees in fostering feedback for the overall presentation of the newsletter.

Evaluation Criterion #3 - Value/Cost of Efforts
Provide an itemized cost for
1. The initial layout/design revision to the existing City Update.
2. The design services per issue of the May, August and November 2013 City Update issues.
3. Cost to provide an electronic version of the approved newsletter for the City website, and an InDesign CS5.5 “packaged” file that is pc-compatible.

End User FTP Server Instructions
Below are 2 ways to access the FTP server

1) You can connect using Internet Explorer Via the Link: ftp://COLRec:e-mail/

To allow for dragging/dropping capabilities on any windows machine and to upload a file you will need to change the view to Open FTP Site in Windows Explorer. It will then ask for username and Password
Username: COLRec
Password: 5588

2) You can also connect to the FTP server using a standard FTP client such as WSFTP or CuteFTP. To connect using your FTP client use the setting FTP HOST: ftp://ftp.cityoflafayette.com/
Username: COLRec
Password: 5588

Publication Date/Time:
2/12/2012 12:00 AM
Closing Date/Time:
2/25/2013 12:00 PM
Contact Person:
Debbie Wilmot
Public Information Officer
City of Lafayette
1290 S. Public Road
Lafayette, CO 80026 debbiew@cityoflafayette.com
303/665-5588 ext. 3455
Related Documents:
City Update RFP_021213

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