Issue Date: July 18, 2024
Due Date: August 23, 2024
Time: 2:00 P.M.
RFP Number: 2025-01
Issuing Department: Orange County Government
Procurement Office
112 W. Main Street, 2nd Floor
P.O. Box 111
Orange, VA 22960
Contact: Amanda Amos
Contract & Procurement Specialist
Email: aamos@orangecountyva.gov
The Orange County Board of Supervisors is seeking proposals from approved vendors to
provide graphic and marketing design services to various Orange County Departments such as
Economic Development and Tourism. All proposals submitted must be in accordance with the
specifications set forth in this Request for Proposal. This solicitation shall utilize competitive
negotiation. The Orange County Board of Supervisors reserves the right to award more than
one (1) contract as a direct result of this solicitation.
I. Introduction & Purpose
a. The Orange County Board of Supervisors is seeking proposals from approved vendors to provide graphic and marketing design services to various Orange County Departments such as the Economic Development and Tourism Department.
b. The County reserves the right to award to more than one (1) offeror.
c. The County reserves the right to allow end users to utilize any subsequent agreement contracted as a result of this solicitation.
d. All proposals submitted must be in accordance with the specifications set forth in this Request for Proposal. This solicitation shall utilize competitive negotiation.
The Orange County Board of Supervisors reserves the right to award more than one (1) contract as a direct result of this solicitation.
e. Any resulting contract shall be utilized on an “as needed basis”.
II. Statement of Needs
a. The Offeror shall furnish all necessary labor, materials and supplies to accomplish the required services specified herein on an as needed basis. The Owner provides no guarantee of work. The requirements outlined herein represent the general scope of this contract but may not represent the full range of areas that should be reviewed under the scope of this contract. ]
The Owner reserves the right to request the Offeror to provide additional services; the cost for additional services will be negotiated using the contracted hourly rates or firmfixed prices per project, based upon a mutually agreed scope of work at the time they are requested, and will be added to the contract through written modification.
III. Scope of Work
a. All work shall conform to the standards for the graphic arts trade and printing
industry. The graphic art may include any and all of the following: artist’s original
artwork, computer generated clip art, and national logos, etc. The Owner will
provide some content and direction and retains the right of final review and
approval over every aspect of the project. However, the overall responsibility for
artistic expression and layout of each shall be the Offeror’s.
b. Any resulting contract(s) shall require the Offeror to perform work specific to
individually assigned projects. The estimated number of hours will vary for each
project. The description of projects may include but are not limited to:
i. Print Advertisements
ii. Online Advertisements
iii. Logos/Branding
iv. Brochures
v. Posters
vi. Redesign of Existing Advertisements
vii. Social Media Content Creation and Management
viii. Web Design
ix. Web Hosting
x. Branding Initiatives
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xi. Photography
c. All work submitted to the Owner shall be in an electronic format.
i. The programs currently used to view and edit documents is Adobe Creative Cloud.
d. All work submitted shall become property of the Owner.
e. All estimates and costs relating to each assigned project(s) shall be approved by
the County Department Head, or their designee, prior to approval of each project.
f. The Offeror shall submit a sample portfolio when submitting ads from scratch.
g. The Offeror shall be responsible for delivery of all proofs to the Owner via
electronic transfer or as outlined in their proposal response.
h. The Offeror shall generate a clean text final copy of CD or electronic transfer
utilizing PDF, or any other standard formats as specified herein this RFP to the
Owner. The software used shall provide a suitcase containing all printer and
screen fonts used on the disk for creation of the advertisement, publication, etc.
All files should be formatted for commercial printing applications using CMYK and CMS color models.