Additional_required_Specifications_for_PRF60~24.doc

DPH • PUBLIC HEALTH STRATEGY AND COMMUNICATIONS

POLICIES FOR ALL CREATIVE SERVICE VENDORS

WORKING WITH DPH PROGRAMS

This notice applies to all vendors who provide creative services to DPH programs – including marketing and advertising agencies, graphic design firms, freelancers, language translation companies, printers, etc.

This is to advise you of departmental policies that must be adhered to on all jobs conducted for DPH. Please note that it is the vendor’s responsibility to be aware of them, to discuss them with programs at the outset of each project, and to include any fees associated with meeting these standards in your job proposals/quotes. DPH cannot accept deliverables that do not meet these requirements.

Contact If you have questions regarding these requirements during the procurement process, please contact your engagement team leader.

Software

The appropriate software to use for each job must be determined during bidding, and specified in your scope of work. Using the wrong software can lead to difficulties in file handling, poor production quality, and higher costs.

In general, the following software should be used for print and web materials:

· Adobe Illustrator: for individual logos and illustrations

· Adobe InDesign1: for any material that combines imagery and text into a layout

· Adobe Photoshop: for imagery destined for use on the web/screen 1 Almost all projects fall into this category, including single-page ads, brochures, booklets, etc. Quark is not an acceptable alternative to InDesign.

Electronic Deliverables

Upon completion of each job, the following must be delivered to your program contact and to the DPH Communications Office for archiving:

Print and Web Projects

· A complete set of packaged source files, including fonts2, images3, InDesign/Illustrator/layered Photoshop files, and any other source files used.

· A low-resolution PDF.

· A text-only accessible4 Word doc (if project will be posted online, on Mass.gov or elsewhere).

Video Projects

· Final version in both .mov and .wmv format5.

· A text-only accessible4 Word doc (if project will be posted online, on Mass.gov or elsewhere).

Audio Projects

· Final version in .mp3 format.

2 Do not outline text, unless it is being manipulated as a design element. See section below on “Fonts”.

3 All images for print output must be CMYK in .tif, .psd or .eps format, with a minimum effective resolution of 300 dpi. All images for use on the web must be RGB in .jpg, .png or other agreed upon format, with a resolution of 72 ppi.

4 Accessible documents for the visually impaired who use screen readers must comply with the Executive Office of Health and Human Services web requirements: go to www.mass.gov/itd/webaccessibility and click on “Creating accessible web content”.

5 All videos produced by DPH programs and their vendors must follow the same accessibility guidelines required to post video on the DPH website. Complete guidelines for video accessibility can be found at:

http://healthnet.dph.state.ma.us/eohhs/documentation/audio_video.htm Depending on the project, there may be additional or slightly different electronic deliverables.

If a vendor is working with pre-existing source files, the vendor is required to fix any technical problems found – such as low-resolution images, disproportionately stretched images, images in the wrong file format, corrupt fonts, etc.

Fonts DPH requires vendors to deliver all font files used in the materials, along with licenses for any of those fonts which DPH does not currently own. (NOTE: DPH holds licenses for all the fonts in the Adobe Font Folio 11 collection.) If DPH already owns the fonts used, the vendor is not required to provide the licenses, but they must still include the font files themselves in the packaged deliverables. Job quotes/ proposals must include the cost of any font licenses that need to be purchased and transferred to DPH.

Translators working with design files should always use the same exact font file (not a different file with the same font name) which they receive from DPH in the English design file package provided to them. When font substitutions are necessary due to a need for special characters, translators should ensure the substituted fonts have no corruption problems, and must follow the same policy above for providing font files and licenses to DPH.

Accessibility All DPH print and web materials must comply with the following ADA requirements:

· All essential text must be the minimum size equivalent of 12 point Times New Roman. This includes content such as body copy and contact information.

· There must be high contrast between text and background colors. Text should not be placed on top of lightened photos.

For comprehensive accessibility guidelines, including design and layout recommendations, go to: http://www.mass.gov/eohhs/docs/dph/com-health/healthy-aging/accessible-print-materials.pdf Printer’s Proofs DPH retains all hard copy proofs provided by printers, and cannot return them, as they are needed for comparison with the final product. Printers are encouraged to create their own duplicate hard copy proofs to retain for their reference.

Stock Photography

DPH has a stock imagery subscription to Shutterstock (www.shutterstock.com). Vendors are welcome and encouraged to use stock imagery from that site in any work done for DPH at no cost. The DPH Communications Office can supply any images requested. If vendors wish to use stock imagery from a different supplier, a cost estimate for those images must be included in the job quote/proposal. DPH uses standard, royalty free image licenses. If there is a compelling reason that rights managed or enhanced/extended licenses would be required, those expenses should be justified in advance and included in the job quote/proposal.

Technical Questions If you have been awarded a contract and have questions regarding any of these requirements during the creative development process, please contact:

Sheila Erimez, Art Director

DPH Communications Office sheila.erimez@state.ma.us

(617) 624-5292