REQUEST FOR QUOTATIONS for COMMUNICATIONS AND GRAPHIC DESIGN PROFESSIONAL For Preparation of a Report on the CREATIVE ECONOMY IN CULVER CITY RFQ #1592 March 2016 City of Culver City CULTURAL AFFAIRS OFFICE 9770 Culver Boulevard Culver City, CA 90232-0507
I. INTRODUCTION Culver City Cultural Affairs is currently working with the Los Angeles Economic Development Corporation (LAEDC) in preparation of a report on the Creative Economy in Culver City which is modelled on the Otis Report on the Creative Economy (http://www.otis.edu/otis-report-creative-economy). The LAEDC is responsible for preparing and analyzing data and providing findings. Translating the data and findings into a finished report requires the services of a communications agency or creative professional. The report will be made publicly available and will be presented to the Culver City Cultural Affairs Commission and City Council. The LAEDC is scheduled to provide a draft summary analysis by mid- to late April; the final report is due to be completed no later than end of June 2016. II. QUOTATION SUBMISSION INSTRUCTIONS The City s designated staff will evaluate all quotes received. During the review process, the City reserves the right, where it may serve the City s best interest, to request additional information or clarification from those who submit quotes, or allow clarifications, corrections of errors, or omissions. Any and all changes in the RFQ will be made by written addendum, which shall be issued by the City to all prospective vendors who have been issued or obtained copies of the Request for Quotations. The City reserves the right to retain all quotes submitted. Submission of a quote indicates the proposer s acceptance of the conditions contained in this Request for Quotations, unless clearly and specifically noted in the quotes submitted and confirmed in the contract between the City and the proposer selected. The preparation of the quote will be at the total expense of the proposer. There is no expressed or implied obligation for the City to reimburse proposers for any expense incurred in the preparation of quotes in response to this request. All quotes submitted to the City shall become the property of the City and will not be returned. The City reserves the right to reject any or all quotes, in whole or part, to waive any informality in any quotes, and to accept the quote which, in its discretion, is in the best interest of the City. To be considered, proposers must send one quotation with the Subject: Communication & Graphics Design Professional to: B. Christine Byers City Manager's Office 9770 Culver Boulevard Culver City, CA 90232 christine.byers@culvercity.org (310) 253-6003 CITY OF CULVER CITY Page 1 of 5 RFQ NO. 1592
III. RFQ SCHEDULE The City reserves the right to make changes to the below schedule, but plans to adhere to the implementation of this bid process as follows: Request for Quotations Issued: March 31, 2016 Deadline for Receiving Questions: April 7, 2016 Response to Questions: April 12, 2016 Quotations Due: April 14, 2016, at 3:00pm (PDT) IV. SCOPE OF WORK The candidate retained for creation of the final report must be able to provide written (e.g. copywriting), design (identity branding, typography, layout,), and graphic (e.g. charts, illustrations, infographics, etc.) skills. All of these disciplines will be necessary for translating the LAEDC s findings into a final report that is ready for presentation: communicating the essential information and insights in both a visual and written form. The report requested should not be text-heavy, but instead a highly graphic document that brings statistics to life, visualizes key insights, contextualizes lifestyle and societal data, and improves overall accessibility at a glance all within a format and structure that is uniquely Culver City. In addition to data and findings provided by the LAEDC, there will be limited data and background provided by the City that may require separate highlighted sections in the report. Topics could include arts programming at the Culver City Unified School District (CCUSD), the impact that key community stakeholders have had on the arts, or the City s Art in Public Places Program. The successful candidate will be responsible for the following deliverables: Written report: approx. 20-28 pages PowerPoint presentation: approx. 15-25 slides All key visuals (e.g. charts, infographics, etc.) as high resolution graphic files (e.g. jpeg or png), to be integrated into other presentations, reports, website pages, social media messages, etc. CITY OF CULVER CITY Page 2 of 5 RFQ NO. 1592
V. RFQ SUBMITTAL INSTRUCTIONS For uniformity in review, all quotes (in electronic form with one hard copy) shall be submitted with the following information by 3:00 PM (PDT), April 14, 2016: Firm resume, or personal resume if individual is submitting; Price quote with detail schedule of fees; and Approximate Project Schedule, with a tentative start date the week of April 25, 2016. It is important for each candidate to demonstrate the quality of creative and visual expression they will bring to this project. In addition to the quote, proposers should include supplemental information that provides reviewers with an overview of core skills and vision that can be brought to the project. Supplemental information should attempt to highlight consultant s ability to verbally and graphically interpret data in a way that is accurate and accessible; ability to compose design and content to facilitate sharing in channels beyond print and slides; understanding of Creative Economy and inspiration to be used in approaching the City s Creative Economy project; use of methods employed to make the report feel unique to Culver City; and ideas that may be employed to effectively publicize or communicate the final product to key constituencies. With the aim of responding to the above, RFQ Supplemental Information should include the following elements: Overview of capabilities, skills and approach to this project (1 2 pages max.); At least three (3) examples of recent print work similar to this brief (e.g. corporate reports, annual reports, communication of complex data, etc.); At least two (2) examples of recent PowerPoint or visual presentation work similar to this brief; and, If available, specific examples of illustrations or key visual styles/techniques. The City s ideal partner is one that fully invests in the project, and thinks ahead to ensure that the creative approach can be a true foundation for how the City communicates the report into the future, beyond the initial media chosen for launch. The City is seeking a professional in the field of communications and design who will assist in creating an appropriate branding, graphic and written style that makes the report a living document for a dynamic, expanding Culver City. Knowledge of Culver City, including its businesses, arts community, and transformation in the last 20 years, is a plus. CITY OF CULVER CITY Page 3 of 5 RFQ NO. 1592
PLEASE NOTE: Materials must be received by the deadline of 3:00 PM (PDT) April 14, 2016. Late submissions will not be accepted. The maximum amount budgeted for the requested services is $15,000. Questions regarding this bid should be submitted in writing to christine.byers@culvercity.org. VI. EVALUATION OF QUOTES Materials will be reviewed by City staff and the Cultural Affairs Commission s Creative Economy Report subcommittee. The City award shall be made to the lowest responsible and responsive proposer. The lowest responsive proposal shall be based on the total base price (including deletable items) with the proposal. The City reserves the right to award an agreement with or without the deletable items, based on available budget and priorities. Selection of any or all alternates shall be at the sole discretion of the City. The City, however, reserves the right to reject any or all proposals, and, so far as permitted by law, to waive any informality in the proposals received in order to serve the best interests of the City. In determining if a proposer is responsible, proposals will be judged on the proposer s ability to provide services that meet the requirements set forth in this document. The City reserves the right to make such investigations as it deems necessary to determine the ability of the proposer to provide goods and services meeting a satisfactory level of performance in accordance with the City s requirements. Interviews and presentations by one, several, or all of the proposers may be requested by evaluators if deemed necessary to fully understand and compare the proposer s capabilities and qualifications. The adequacy, depth, and clarity of the bid will influence, to a considerable degree, its evaluation. CITY OF CULVER CITY Page 4 of 5 RFQ NO. 1592