2026 City of Decatur On_Call Creative Service.pdf

Request for

Qualifications

For

City of Decatur, GA On-Call Creative Services

Responses to be Received By:

September 24, 2 0 2 6

Return To:

Renae Jackson

Equity & Engagement Director City of Decatur

509 N. McDonough Street Decatur, GA 30030

Renae.jackson@decaturga.com mailto:Renae.jackson@decaturga.com

Request for Qualifications: City of Decatur On-Call Creative Services

2 | P a g e

The City of Decatur, Georgia (“the City”) will receive statements of qualification for on-call creative services for the City until 4 p.m., on Thursday, September 24, 2026, at the following address:

Attn: Renae Jackson, Equity & Engagement Director City Manager’s Office City of Decatur 509 North McDonough Street Decatur, Georgia 30030

Introduction:

The City seeks to establish multiple on-call contracts to provide a range of creative services at a reasonable cost. Individual consultants or firms are invited to submit their qualifications to provide graphic design and photography services, which may consist of one or both of the following:

• Graphic design consultant/firms: to provide graphic design services including, but not limited to, creative design, development of promotional materials, production management, concept development, creating and executing concepts for print and various digital platforms (City’s website, mobile applications, social media, etc.).

• Photographers: to capture photos for print and use on all digital media channels including, but not limited to, the City’s website, social media accounts, promotional publications, and advertisements of both candid and art directed photographs. A successful firm or individual is required to have experience in portrait, event, and commercial photography, preferably for a municipality or other government agency.

The City requires the creative skills of experienced vendors to assist the City with visual communications and the creation of graphic material with a consistent identity. The objective is to enhance the effectiveness and reach of the City’s communications through clear and compelling visual communications.

On an on-call basis as needed, the consultant(s) shall complete various creative projects.

Materials produced will present and promote a variety of City programs, projects, services and initiatives. As related opportunities arise within City departments, department staff would contact vendors in the approved pool to negotiate a specific scope of work and cost proposal for each project. The City anticipates the process for work assignments consisting of, but not limited to, the following:

1. City staff will provide the following information to Consultants:

a. Subject

b. Goal

3 | P a g e

c. Target audience(s)

d. Description of issues

e. Suggested messages/themes

f. Deliverables

g. Relevant related pieces currently in use

h. Relevant historical background information

i. Required turn-around time

j. Required format of product

2. Consultants will provide estimated costs for each assignment based on identified deliverables.

3. The City will authorize Consultants to commence work upon approval of cost estimate.

4. Consultants will provide the City with concepts and drafts for review and comment.

5. Consultants will provide final camera-ready and electronic artwork including all fonts, separations, etc. via email or file-sharing platform. Original artwork files will be due to the City in a format that is editable and in high resolution prior to or along with invoice submittal.

6. At the conclusion of the project, native design files will be packaged with fonts and linked elements included and delivered to the City.

7. The ownership of the designs resulting from the project will reside with the City of Decatur.

Deadline for Questions: 3 p.m., Monday, September 21, 2026. Please submit questions via email to renae.jackson@decaturga.com.

Pre-Proposal Submittal Meeting: (Optional) Time: 1 p.m. on Wednesday, September 16, 2026, in the City Commission Meeting Room, City Hall, 509 N. McDonough St.

Proposals Due: 4 p.m., Thursday, September 24, 2026, to the City Manager’s Office, 509 N.

McDonough St. Decatur, GA 30030.

Submittals not received and time stamped by 4 p.m. at the above-referenced location will not be accepted.

Contact Information: Renae Jackson, renae.jackson@decaturga.com, 678-553-6561.

Four (4) copies of statements of qualification in written format and one (1) copy in electronic format must be submitted on or before the above deadline using the form specified. Requirements of the form include:

1) Description of Consultant/Firm’s experience and portfolio to include three different campaigns/projects (see Project Information form).

2) A sample master service agreement.

3) Client references from 3 recent similar projects including name, phone number and email (see Reference Form)

4) Affidavit by Consultant related to ownership, non-collusion and equal opportunity requirements of the City.

5) Executed forms indicating compliance with E-Verify requirement. Please note, only the

Consultant's E -Verify form is required for pre-qualification.

mailto:renae.jackson@decaturga.com mailto:renae.jackson@decaturga.com

4 | P a g e

PROJECT INFORMATION FORM

1. Provide examples of projects completed within the past 5 years. No more than one City of Decatur project should be included in the portfolio. Project examples should reflect the consultant/firm’s work for all design and layout that best represents the capabilities of the consultant/firm to produce quality work.

2. Describe experience and familiarity in developing culturally competent, effective visual communications to meet the needs of diverse audiences.

3. Describe ability to deliver high-quality services and materials on short notice or under tight deadlines. Specifically addressing workload capacity and level of experience working with government agencies.

4. Describe experience and ability to work effectively with local government staff and other stakeholders to address the various interests in developing a successful project.

5 | P a g e

REFERENCE FORM

Consultant/Firm/Agency:

Project Name:

Project Completion Date:

Project scope included:

Please rate the Consultant’s performance from 1-5 on the following issues by circling the appropriate number where 1 indicates that you least agree with the statement and 5 indicates that you most agree with the statement.

Disagree Agree

Completed work on time: 1 2 3 4 5 N/A

Completed work within budget: 1 2 3 4 5 N/A

Provided timely and accurate information: 1 2 3 4 5 N/A

Provided quality materials/product: 1 2 3 4 5 N/A

Would use Consultant again: 1 2 3 4 5 N/A

Completed by: Name:

Organization:

Address:

Telephone:

Email:

Signature: ____________________________________ Date: ______________________

6 | P a g e

Pre-Qualification Process City of Decatur, Georgia

CONSULTANT'S AFFIDAVIT

Consultant's organization is not owned, wholly or in part, by any elected or appointed official of the City of Decatur; and no officer or principal of the Consultant's organization is either an elected or appointed official of the City of Decatur, or a relative of such official.

The Consultant agrees that the submission of the forms of prequalification is not a sham; expresses a genuine intention to submit a Bid for the Work; and has been prepared without collusion or conspiracy to secure an invitation to bid by any fraud or pretext or unlawful agreement to secure an advantage against the City of Decatur.

The Consultant will not discriminate against any employee or applicant for employment because of actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status. The Consultant will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.

[Name] acting as

[Title] for the Consultant

[Consultant's name]

Being duly sworn disposes and says that to the best of his/her knowledge, information and belief the foregoing statements are true.

[Signed]

Subscribed and sworn before me this day of _, 20 _.

Notary Public:

My Commission Expires:

7 | P a g e

Georgia’s Illegal Immigration Reform and Enforcement Act of 2011

Contractor, Subcontractor and Sub-subcontractor Evidence of Compliance

Contractor, all Subcontractors, and all Sub-subcontractors shall comply with Georgia’s Illegal Immigration Reform and Enforcement Act of 2011. Contractor, Subcontractors and Sub-subcontractors, must provide Evidence of Compliance with these requirements, by:

1. Registering with the United States Department of Homeland Security federal work authorization E-Verify program.

2. Providing the Employment Eligibility Verification Program (EEV) Basic Pilot Program User Identification Number.

3. Providing Affidavits using the attached forms, maintaining records and affidavits for inspection by Owner at any time, and incorporating and attaching affidavits to contracts for construction.

Note: Below is a link to the U.S. Department of Homeland Security E-Verify site where a Contractor, Subcontractor, and/or Sub-subcontractor can register for the program.

http://www.dhs.gov/e-verify http://www.dhs.gov/e-verify

8 | P a g e

Consultant Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned consultant verifies its compliance with O.C.G.A. § 1310-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Decatur has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned consultant will continue to use the federal work authorization program throughout the contract period, and the undersigned consultant will contract for the physical performance of services in satisfaction of such contract only with subconsultants who present an affidavit to the consultant with the information required by O.C.G.A. § 13-10-91(b). Consultant hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Consultant

Name of Project

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , 20 in (city), (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS DAY OF _, 20 .

NOTARY PUBLIC

My Commission Expires: