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RFP Graphic Design Services for Recreation Program Guide – Kirkland

City of Kirkland
Request for Proposal
Job # 36-21-PCS

Issue Date: November 1, 2021
Due Date: November 15 – 5:00 p.m. (Pacific Time)

Notice is hereby given that proposals will be received by the City of Kirkland, Washington, for:
Graphic Design Services for Recreation Program Guide

File with Purchasing Agent, Finance Department, 123 – 5th Ave, Kirkland WA, 98033

Proposals received later than November 15, 2021 by 5:00 PM PST will not be considered.

A copy of this Request for Proposal (RFP) may be obtained from City’s web site at http://www.kirklandwa.gov/. Click on the Business tab at the top of the page and then click on the Request for Proposals link found under “Doing Business with the City”.

The City of Kirkland reserves the right to reject any and all proposals, and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services.

A Service Provider response that indicates that any of the requested information in this RFP will only be provided if and when the Service Provider is selected as the apparently successful Service Provider is not acceptable, and, at the City’s sole discretion, may disqualify the proposal from consideration.

The City of Kirkland assures that no person shall, on the grounds of race, color, national origin, or sex be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity. The City of Kirkland further assures that every effort will be made to ensure non-discrimination in all of its programs and activities, whether those programs are federally funded or not.

In addition to nondiscrimination compliance requirements, the Service Provider(s) ultimately awarded a contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects.

Scope of Work

The City of Kirkland is seeking the professional assistance of qualified firms to provide Graphic Design services of two annual recreation program guides. There is also opportunity for additional graphic design projects as explained within the RFP.

The City of Kirkland Parks and Community Services Department publishes a recreation program guide twice per calendar year. The recreation program guide is typically produced between January 7th and February 23rd for the Spring/Summer programs and June 1st and August 15th for the Fall/Winter programs. The guide is one of the primary marketing tools for the department’s recreation division and is used by the greater community to select recreational activities and programs to participate in. The publication is created using data from the City’s recreation database (CivicRec) that is input by department staff and exported using an InDesign template. Department provided program images and graphic designer provided stock images are used throughout the brochure to promote programs.

The City of Kirkland is interested in awarding a professional services agreement for the City’s recreation program guide beginning with the Spring/Summer 2022 guide. The recreation program guide is published twice a year (Spring/Summer and Fall/Winter); each publication currently averages 76 to 80 pages and is distributed by U.S. Mail services and posted to the City’s website. There is a 4-page glossy full-color cover/back that is part of the 80-page average. The interior pages are two-tone with color photos. Additionally, a full digital color version of the guide is essential for posting to the City’s website.

The Parks and Community Services department is in the process of reviewing a redesign of the guide with the focus on moving to a 20 to 50-page brochure (print & electronic). The City is seeking a graphic designer that would be interested in working with City staff to redesign/rebrand the current brochure using current market best practices starting with the 2022 Spring/Summer brochure.

Questions regarding the scope of work are to be addressed to Maryke Burgess, Business/Customer Service Supervisor at mburgess@kirklandwa.gov and are to be submitted by 5:00 PM Pacific Time on November 8, 2021. Questions received after that time will not be answered. All potential bidders submitting questions will receive the full list of questions submitted and their answers.

Questions regarding the RFP process are to be addressed to Jay Gewin, Purchasing Agent, at jgewin@kirklandwa.gov.

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