20260528 Scope of Services.docx

Scope of Services

Design and Standardization of Human Resources Division Digital Backgrounds, Presentation Templates, Email Signatures, and Letterhead design

1. Overview The Human Resources Division (HRD) seeks professional design services to design, standardize, and expand a cohesive set of branded digital backgrounds, a complementary PowerPoint presentation template, and standardized email signatures for use across the agency.

These materials are used in virtual meetings, presentations, and internal/external communications. Together, they serve as a unified visual representation of HRD staff and are critical tools for reinforcing organizational identity, professionalism, and recognition across the Commonwealth.

Currently, HRD has a limited set of digital backgrounds developed by two separate vendors as well as some designed internally by HRD employees. While the sets are of high quality, they differ significantly in style, layout, and branding approach. HRD seeks to consolidate and build upon these existing assets to establish a consistent and cohesive visual identity across all staff-facing and outward-facing materials.

2. Objectives The selected vendor will:

Assess and evaluate existing background designs Develop a cohesive visual system aligned with HRD and Commonwealth branding guidelines Create a standardized set of digital backgrounds for agency-wide use Design a PowerPoint template that complements and extends the visual system Develop a standardized email signature system for all employees Ensure all materials support both internal identification (staff recognizing each other) and external visibility (stakeholders recognizing HRD representation) Provide scalable, user-friendly templates for ongoing internal use

3. Deliverables Digital Background Creation

· Develop a standardized suite of digital backgrounds, which may include:

· General HRD branded backgrounds

· Team, unit, or other specific variations, as needed

· Ensure accessibility, readability, and suitability for video conferencing platforms (e.g., Zoom, Teams) PowerPoint Template Development

· Design a professional, accessible PowerPoint template aligned with the approved visual system

· Include a range of slide layouts, such as:

· Title slide

· Section divider slides

· Content slides (text-heavy, two-column, etc.)

· Data/visual slides (charts, graphs, tables)

· Image-focused slides

· Closing/thank-you slides

· Ensure the template is easy for staff to use, with clear hierarchy and formatting

· Incorporate best practices for accessibility (contrast, font size, readability)

· Optimize for both internal and external presentations Email Signature Standardization

· Design a standardized email signature format for all HRD employees that aligns with the overall visual identity

· Ensure compatibility with common email platforms (e.g., Microsoft Outlook)

· Include variations or guidance for different roles (e.g., standard staff, leadership, units if needed)

· Establish clear hierarchy and formatting for contact information

· Ensure accessibility and readability across devices (desktop and mobile)

· Provide implementation guidance, including instructions or assets for easy agency-wide deployment Letterhead Design

· Design a standardized letterhead template for official HRD correspondence

· Ensure alignment with Commonwealth branding requirements (if applicable)

· Include layouts for both digital and print use

· Provide formats suitable for Microsoft Word and PDF

· Ensure accessibility, readability, and professional presentation

· Include guidance for proper use (e.g., margins, font usage, placement of logos and contact information)