196540_Graphic_Design_COST_PROPOSAL_final_approved.pdf

This is a cost proposal form for graphic design services submitted to the City of Palo Alto Utilities (CPAU) in response to RFP #RFP196540. The RFP solicits comprehensive graphic design services to support customer outreach and communications across multiple platforms, including traditional materials such as utility bill inserts, print advertisements, brochures, posters, and displays, as well as digital media including web content, social media advertisements, graphics, infographics, and video content. The procurement encompasses photography, videography, illustrated artwork, and promotional items, with all deliverables and high-resolution design files becoming the property of CPAU and transferred monthly. The engagement is structured as a Not-To-Exceed Budget Per Task contract with indefinite term based on ongoing utility outreach needs, with progress payments calculated as a percentage of project completion. Proposals were required to be submitted electronically through OpenGov by Monday, March 9, 2026, at 3:00 pm, with questions due by March 2, 2026, at 1:00 pm.

The cost proposal form requires submission of fixed rates and per-unit pricing for various deliverables organized in two tables. Table A, used for cost evaluation, includes pricing for 48-hour rush work (hourly rate), single-sided advertisements (fixed rate), double-sided advertisements (fixed rate), trifold brochures (fixed rate), programs or brochures (fixed rate), social media ads (per ad), print and electronic ad design bundles (per ad), and translation services (per page). Table B, not used in evaluation, requests hourly rates for design and concept development, production with revisions, photo and print direction, client and vendor meetings, and general administrative work. The RFP includes no incumbent vendors, contains no set-aside restrictions, and permits participation by all qualified individuals, firms, contractors, and entities. Selected proposers must obtain comprehensive insurance coverage including General Liability ($1,000,000 per occurrence), Automobile Liability ($1,000,000 per person), and Professional Liability ($1,000,000 minimum), with the City named as additional insured. Monthly invoices are processed and paid within thirty days of receipt, and the contract is terminable by either party with ten days' written notice.