Graphic Design Services

The vendor is required to provide graphic design services on an “as and when required” basis.
- Graphic design services
•    The graphic designers will be expected to develop design concepts, estimate cost and produce communication products. municipality staff will provide direction to the graphic designers regarding the timeline, budget, quality, and content of the product, and the expected format of the deliverable (electronic, hard copy etc.).
•    The graphic designer's work will be supervised and checked for accuracy by the municipality project lead. 
•    The approval process will be used to ensure the creation of products reflecting appropriate, consistent and integrated messaging while supporting existing corporate branding and standards. 
•    The graphic designer will have to demonstrate they have a documented quality control process to meet these objectives.
•    Graphic designers to be able to respond quickly to these requests within a tight timeframe. 
•    There may also be an internal sign-off process that may require the designer to make a number of edits to files. 
•    An organized filing system and dedicated point of contact is necessary to ensure the designer is working off of the most recent version of the document.
•    Graphic designers must be available to communicate (by phone, e-mail or video conference) with the municipality's staff during business hours Monday to Friday, 8:00 a.m. to 4:30 p.m. year-round.
- Design of communication products
•    The graphic designers are expected to have the required skills to develop communication products typically produced by the municipality, and to manage any supplemental subcontractors required in the development of the design. 
•    Typical products include: newsletters, guides, fact sheets, signage, newspaper advertisements, brochures, videos and illustrations. 
•    The municipality's communication products are generally aimed at informing residents of the municipality about its mandates and services. 
•    Documents should be plain language, visual and easy to understand.
- Technical capability and services
1. Technical capability and services
•    The graphic designers will be expected to submit electronic proofs (pdfs) to the municipality for review. 
•    The graphic designers must have experience in executing a variety of communication products using current industry standard software such as: adobe creative suite, quark Xpress, PageMaker, MS word, PowerPoint, freehand, or any other comparable program, and acrobat. 
•    Expertise in typography, layout design, illustration, and development of innovative graphic design concepts for print and easy conversion to pdf suitable for web site posting will be required. 
•    Specifications for materials posted on the website will be provided by the municipality's web team. 
•    Final Products will be expected to be submitted in the following formats:
o    Text layout in word processing format (e.g., word) 
o    Documents as pdfs 
o    Images and other design elements (e.g., tables, graphics) to be provided as jpeg, PNG or gif files and saved for the web 
o    Design file and other formats as needed
2. Services
•    Developing new communication products requiring graphic design 
•    Revising existing municipality communication products 
•    Apply corporate branding on all existing and future communication products 
•    Researching the availability of particular images from local suppliers 
•    Providing advice to municipality staff on the most cost effective, timely, technically feasible and aesthetically presentable method for production of communication products
•    managing sub-contractors required to complete the production of communication products (e.g., print and illustration sub-contractors) 
•    Communicating regularly with the municipality project manager regarding project status 
•    Meeting deadlines as negotiated and agreed upon with project manager and adjusting deadlines as necessary with approval of the municipality project lead 
•    When required, contacting the selected printing and production company, forwarding the electronic files directly to the firm and assuring the product is produced on a date specified by the municipality project lead 
•    Conducting quality control prior to printing and production of product (e.g., checking registration, color reproduction, blue line accuracy, etc.) 
•    Supplying electronic files of completed projects in archived format (e.g. .zip) to the municipality, at the end of every calendar year 
•    Cost estimating, project and budget managing 
•    Submitting monthly invoices that include the name of the project and product, number of hours billed, rates for each segment of the project and the name of the municipality project lead 
•    Providing the municipality with communication products that are web ready 
•    Providing communication products that incorporate fonts from languages other than english.

- Contract Period/Term: 1 year