196540_Graphic_Design_COST_PROPOSAL_final_approved.pdf

This is a cost proposal form for graphic design services issued by the City of Palo Alto Utilities (CPAU) under RFP #RFP196540. The solicitation seeks comprehensive graphic design services to support customer outreach and communications across multiple platforms and formats, including traditional materials such as utility bill inserts, print advertisements, factsheets, brochures, posters, and displays, as well as digital and online media including web content, social media advertisements, graphics, infographics, videos, and interactive elements. The engagement will be structured as a Not-To-Exceed Budget Per Task contract with indefinite term based on ongoing utility outreach needs. Proposals must 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 contract is compensated on a task basis with progress payments calculated as a percentage of project completion, and monthly invoices are processed and paid within thirty days of receipt.

The cost proposal form requires bidders to submit fixed rates and per-unit pricing for various deliverables organized in two tables: Table A (used for evaluation) includes pricing for 48-hour rush work, single-sided and double-sided advertisements, trifold brochures, programs or rebate brochures, social media ads, print and electronic ad design bundles, and translation services; Table B (not used in evaluation) requests hourly rates for design/concept/art direction, production with revisions, photo/print direction, client/vendor meetings, and general/administrative work. The RFP imposes no set-asides or restrictions limiting participation, does not identify incumbent vendors or current contractors, and does not disclose an overall budget or award value. All selected proposers must obtain and maintain comprehensive insurance coverage including General Liability, Automobile Liability, and Professional Liability with minimum limits of $1,000,000, all costs quoted must include all taxes and expenses, and all deliverables and high-resolution design files become the property of the City of Palo Alto with files transferred monthly.