Design_and_Production_Services_for_Annual_Report.pdf

County of Orange, OC Waste & Recycling

Invitation for Bid for Design and Production Services for Annual Report

IFB # IFB-299-2888101-JDW

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/ocgov

COUNTY OF ORANGE

OC Waste & Recycling

PROCUREMENT SERVICES

601 N. Ross St.

Santa Ana, CA

92701

Date: Friday, August 29, 2025

INVITATION FOR BIDS

FOR: DESIGN AND PRODUCTION SERVICES FOR ANNUAL REPORT

BID MUST BE RECEIVED BEFORE:

September 15, 2025 / 12:00 pm

IFB # IFB-299-2888101-JDW

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

The office is closed between 12:00 PM and 1:00 PM

Table Of Contents

1. General Information

2. General Instructions

3. Protest Procedures

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Vendor Responses

Attachments:

C - Model Contract IFB-299-2888101-JDW - Design and Production Services for Annual Report

SECTION 1. General Information

1.1 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Procurement Agent

(DPA), OCWR Purchasing, via the County’s online biding system.

1.2 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding system to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

All questions or requests for interpretation must be received by Monday, September 8, 2025 before

1:00 pm.

1.3 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this

Invitation for Bid (IFB). All questions regarding this solicitation must be submitted via the Question &

Answer section of this solicitation within the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov. Any County response relevant to this IFB other than through or approved by County is unauthorized and will be considered invalid.

County of Orange IFB

OC Waste & Recycling - Design and Production Services for Annual Report, IFB-299-2888101-JDW

County's Deputy Procurement Agent, OCWR Purchasing, ocwrpurchasing@ocwr.ocgov.com, will provide all official communication concerning this IFB.

1.4 BID VALIDITY

Bids will be valid for a period of 365 days after IFB closing date.

1.5 LOBBYISTS

County of Orange does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District

Donald P. Wagner, Chairman, Third District Doug Chaffee, Vice Chairman, Fourth District

Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator Don Barnes, Sheriff-Coroner

Shari L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 2. General Instructions

2.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions and Scope of Work. Bidders shall include in their bid response a monetary sum to cover the cost of all items included in the Contract. The Model

Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

2.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the Vendor Responses.

2.3 BID SUBMISSION

Electronic Bids shall be submitted via the County’s online bidding system via the following link https://procurement.opengov.com/portal/ocgov. All required sections of the IFB as listed above, must be submitted via the County’s eProurement Portal. Bidder is solely responsible for “on time” submission of their electronic bid. The County will not accept late bids and no exceptions shall be made. County will only receive those bids that were transmitted successfully.

Note: Electronic Bids cannot be viewed by County until after the solicitation deadline. If you encounter any problems with your registration, system, bid submission, or other system issues, please contact OpenGov’s support staff via the live chat option or via email at procurement-support@opengov.com.

2.4 AWARD

Upon recommendation of Contract award, Bidder will be required to submit the following documents within seven (7) days of County notification, unless otherwise specified in the solicitation:

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model

Contract, Article-Insurance

B. W-9 Form: Current signed W-9 (Taxpayer ID No & Certification), which includes Contractor’s

Legal Business Name(s). Out of State Vendors are required to submit a 587/590 Form.

2.5 PRICING

A. Bid Prices: The bid prices quoted on this solicitation shall be firm for the entire contract term of the awarded Contract.

B. Addenda: Bid prices offered shall reflect all addenda issued by County.

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

D. Firm Prices: The County will only consider firm price bids.

E. Profit: The net amount of profit will remain firm for the entire term of the Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

G. Acceptance: Bids must be provided for each item separately, “all-or-none” bids will not be accepted unless in the best interest of the County.

2.6 NO SUBSTITUTIONS

The bidder is required to meet all specifications and requirements contained in this solicitation. No substitutions will be accepted, unless prior County written approval is received.

2.7 DISCREPANCIES

Bidder shall take all responsibility for any errors or omissions in their bids. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the County.

If prior to contract award, a Bidder discovers a mistake in their bid which renders the Bidder unwilling to perform under any resulting contract, the Bidder must immediately notify the buyer and request to withdraw the bid. It shall be solely within the County's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire bid. If the solicitation provided for evaluation and award on a line item or combination of items basis, the County may consider permitting withdrawal of specific line item(s) or combination of items.

mailto:procurement-support@opengov.com

2.8 BID EXPENSES

The County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet.

Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Bidder in:

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

C. Negotiating with the County any matter related to the bid; and, D. Any other expenses incurred by the Bidder prior to the date of the award and execution, if any, of the Contract.

2.9 ACCEPTANCE/REJECTION/AWARD

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of

Orange terms and conditions.

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County

DPA as final.

H. Awarded Bidder will be required to sign a contract upon award. If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

2.10 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Request a sample for determining equality with the specified brand.

B. Waive, at its discretion, any non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the bid that do not result in any unfair competitive advantage.

C. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

D. Make multiple awards to Bidders for services requested in this solicitation, at its sole discretion, to serve the best interests of the County

E. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

F. Negotiate the final Contract with the lowest, responsive and responsible Bidder or Bidders as necessary to serve the best interests of the County.

G. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any Bidder responding to this solicitation.

H. Award its total requirements to one Bidder or to apportion those requirements among two or more

Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the

County.

I. Defer award of this Contract for a period of 90 days after the Bid opening. During this period of time, Bidders shall guarantee the prices quoted in their Bids. County and the lowest responsive, responsible Bidder may mutually agree in writing to a longer deferral period.

2.11 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm or multiple firms, but not with multiple firms doing business as a joint venture.

2.12 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section

17000 et seq.) and all applicable County, State and Federal laws and regulations.

2.13 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

2.14 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

2.15 DUNS NUMBER

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your bid submission response.

2.16 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your bid submission response.

SECTION 3. Protest Procedures

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor.

B. The signature of the protestor or the protestor’s representative.

C. The solicitation or contract number.

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy Procurement

Agent, OCWR Purchasing at ocwrpurchasing@ocwr.ocgov.com, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

1. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/proposal prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. All protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the Notice of Intent to Award is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

Appeal Process

A. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three

(3) business days from receipt of the DPA’s decision, a written appeal to the Office of the County

Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement

Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 4. Scope of Work

4.1 SCOPE OF WORK - DIGITAL ANNUAL REPORT

I. OC Waste & Recycling Background

OC Waste & Recycling (OCWR) is responsible for managing Orange County’s solid waste Disposal System, which consists of three active regional landfill operations, 20 closed solid waste disposal sites, four household hazardous waste collection centers and three composting facilities.

It also administers the Countywide Integrated Waste Management Plan as well as municipal solid waste collection, recycling and planning for the Orange County unincorporated areas.

OCWR is renegotiating current long-term contracts between the County and Orange County cities, sanitary districts and facility operators. These agreements provide a stable contracted disposal rate mailto:CPOAppeals@ocgov.com and ensure that more than 90% of the solid waste collected is disposed of in Orange County landfills. This guaranteed waste stream provides financial stability for current operations and future planning.

The agreements require OCWR to prepare an annual, updated Ten-Year Financial Forecast for the Disposal System. The purpose of the forecast is to keep the contracted parties informed about the current and future financial condition of the disposal system. OCWR incorporates and publishes this financial information in its annual report.

Our key stakeholders include Orange County residents and businesses as customers of the vendors that haul waste. The vendors and local elected officials also are primary stakeholders. The general population is an important audience as well, given the role they must play in reducing waste and participating in recycling best practices and regulations.

II. Annual Report Background

The OCWR annual report combines storytelling, strategic messaging and financial reporting. It will be an interactive digital product hosted on the OCWR website with a director’s message video component and a printable master PDF. The director’s message video must be accessible in five different languages, English, Spanish, Korean, Vietnamese, and Chinese.

OCWR combines the required financial report into a themed annual report to promote our strategic messaging and show constituents how the department is advancing its mission: To provide waste management services, protect the environment, and promote recycling to ensure a safe and healthy community for current and future generations. The annual report must reflect continuity in design and align the look of the financial and the story-telling sections.

The financial section includes a consistent number of approximately 40 pages annually of figures/charts in a Ten-Year Financial Forecast, provided by OCWR.

III. Contractor’s Responsibilities

Contractor shall designate a project manager (manager-level point of contact) to serve as the main contact between the Contractor and OCWR and be responsible for budget oversight, time management, creative direction/recommendations, detailed quality control with revisions, and overall project management. OCWR reserves the right to approve designated project manager selection.

The Contractor’s project manager shall be responsible for coordinating, directing, and ensuring a quality creative product delivered at each step with any and all subcontractors, including but not limited to web developers, graphic designers, and photographers/videographers.

Contractor shall convey to OCWR, in perpetuity, exclusive property rights of all annual report materials.

IV. Project Management and Communication

Contractor and OCWR shall mutually agree on communication, task tracking, and milestone management platforms for editing. Platforms for editing must be acceptable forms for print PDF viewing and edits, as well as appropriate digital versions to adequately view all content requiring approval, and for adequate understanding of digital concepts and functionality to move to the next stages of development. For the digital/web version approvals, Contractor shall use current copy and provide sample links or partial sample functionality so OCWR clearly understands creative and interactive direction for approvals to the next steps. Editing platforms must allow for trackable versions to provide documentation for invoicing support.

Contractor shall participate in bi-weekly check-in calls (two per month if deemed necessary by OCWR, each lasting up to 60 minutes) to provide updates and discuss progress with OCWR.

Additional milestone-based calls (before major approvals or deliverables) as needed, including before final approvals.

Contractor shall provide primary email communication through Microsoft Outlook to maintain trackable communication not reliant on outside portals.

V. Tasks and Deliverables

Deliverable #1: Interactive Website Annual Report

The Contractor shall complete the Interactive Web-based annual report, including development, testing, and deployment, no later than April 24.

The following tasks and services shall be carried out and products shall be delivered by the Contractor:

A. Planning and Concept Development

Task 1: Contractor’s project manager to meet with OCWR staff, who will provide summary information of strategic messaging and department initiatives, accomplishments and goals. Contractor and OCWR to discuss and mutually decide upon theme.

Task 2: Contractor to propose and submit theme ideas and creative concepts utilizing OCWR assets. Contractor shall prepare a minimum of three (3) concepts/design treatments of the theme, design and graphics to present to

OCWR.

For each proposed concept, the Contractor shall provide:

1) a schematic and wire frame of the pages;

2) a color rendering of the annual report cover;

3) layout/format for storytelling/strategic messaging pages;

4) layout/format for financial pages. OCWR to notify the Contractor’s project manager about selected design choice.

Task 3: Contractor’s graphic designer must provide specific creative guidance, recommendations, and resolutions for creative needs, including color palette, typography, graphic recommendations and overall design style

Task 4: Contractor shall include the following required content components in the digital annual report:

1) The Orange County Board of Supervisors page (photos and titles);

2) The Waste Management Commission page (photos and titles)

3) Director’s letter with photo and video;

4) table of contents;

5) the main “message” sections (with photos) that reflect the theme throughout the annual report;

6) Ten-Year Financial forecast;

7) OCWR branding design and include the County of Orange seal.

8) digital design may include Easter eggs or hidden content and links to keep the reader engaged.

Task 5: Contractor shall plan for a minimum of three (3) design reviews with revisions (as needed) prior to finalizing the product.

Task 6: Contractor will submit a schedule for the project, with final delivery date of April 24. Schedule to include markers for design approval with a minimum of three (3) business days by OCWR.

B. Design/Creation

Task 1: Upon selection of the design concept by OCWR, the Contractor shall initiate design of the annual report. Contractor shall plan for three (3) full design review meetings/discussions with OCWR prior to delivering the approved product. Meetings are intended to clearly demonstrate digital interaction, design functionality, full understanding of fonts and colors, and differentiations of web and print versions.

Task 2: Provide professional, engaging, and creative digital design and PDF master document. OCWR to provide all copywriting, including translation of all content; Contractor to provide all other labor and materials.

New photography and/or video are required, and Contractor’s project manager shall provide a description of recommended shots including those proposed for the director’s message storyboard for OCWR’s review and approval. If approved, Contractor shall coordinate shoots with OCWR staff and be responsible for all costs associated with new photo and video assets. Contractor shall plan for a half day to scout one identified landfill site and one full day for photography and video capture, for a combination of still camera, high quality video and drone capture. Both opportunities may be used for asset capture as needed and will be agreed upon in advance, and which may include up to six locations at the site as part of the full day shoot (such as active lift, greeneries, resource recovery areas, habitat, new construction projects, etc.). Contractor shall provide OCWR with access to new assets within three (3) business days for review and next stage planning for layout.

OCWR to provide access to existing photo/video assets and all previous collateral materials, including past hard copy annual reports. Contractor to play an active role and make recommendations about all photos/art needed to supplement OCWR assets but should not rely on OCWR existing assets as the primary source for needed content.

Task 3: Contractor may use and recommend suitable, royalty-free stock art

(video/photos/infographics, etc.) as needed to supplement OCWR’s photography assets and will submit for approval on all photos and art.

Purchased assets must be pre-approved by OCWR and must not include a markup to the purchase price.

Task 4: Contractor shall be responsible for developing, designing and producing visual content including charts and infographicsnot provided by OCWR for both the annual report and director’s message video.

Task 5: Contractor shall create design/layout of landing page for launching annual report.

C. Editing and Approval Process

Task 1: Contractor shall clearly define what formats will be used for reviews and approvals and shall be mutually agreed upon with OCWR.

Task 2: Contractor must submit a visual mockup with sample links to illustrate the digital aspects before development begins using OCWR content where possible to best represent concepts.

D. Web Development

The interactive annual report website will either be hosted by the County or the vendor with a link from the website to the annual report. Contractor shall follow all current best practices of web design and development.

Contractor shall follow all current best practices of web design and development.

Task 1: HTML Development - Upon approval of design by OCWR staff, Contractor will proceed with web development of the annual report and manage web development process.

Task 2: Contractor shall create design/layout of landing page for launching annual report.

Task 3: Search Engine Optimization (SEO) - Contractor shall employ SEO and install Google Analytics tracking.

Task 4: Accessibility - Contractor shall follow County of Orange accessibility requirements, available at http://ocgov.com/contact/accessibility/.

Standards to be applied and include, but are not limited to, the use of alternative text (alt tag) or long descriptions (longdesc) for images, captions for flash files, sufficient contrast between text and images and a non-script alternative.

Task 5: Browser Compatibility - The annual report shall be PC/Mac browser compatible with, at a minimum, the three most recent versions of all major browsers (IE, Chrome, Firefox and Safari) and also shall be optimized for mobile devices.

Task 6: Testing and Posting - Contractor shall provide a password protected testing site during development and shall coordinate the testing and posting of the final annual report product to the OCWR website.

Deliverable #2: Master PDF Annual Report

The Contractor shall complete the Master PDF version of the annual report, including all design, layout, and testing, no later than April 24. PDF shall align with creative design of web version of report, but in printable PDF form. PDF must include an alternate, printable recommendation for interactive sections of the web version to be reflected appropriately in the printable PDF.

http://ocgov.com/contact/accessibility/

The following tasks and services shall be carried out and products shall be delivered by the Contractor:

A. Planning and Concept Development

Task 1: Contractor’s project manager to meet with OCWR staff, who will provide summary of strategic messaging and department initiatives, accomplishments and goals. Contractor and OCWR to discuss and mutually decide upon theme. OCWR to provide strategic guidance, copy outline and final copy content (up to 15 pages written content in a Word document).

Task 2: Contractor shall propose and submit theme ideas and creative concepts in a meeting utilizing available OCWR assets. Contractor shall prepare a minimum of three (3) concepts/design treatments of the theme, design and graphics to present to OCWR.

For each proposed concept, the Contractor shall provide:

1) a schematic and wire frame of the pages;

2) a color rendering of the annual report cover;

3) layout/format for storytelling/strategic messaging pages;

4) layout/format for financial pages. OCWR to notify the Contractor’s project manager about our design choice.

Task 3: Contractor’s graphic designer must provide specific creative guidance and recommendations, including color palette, typography, graphic recommendations and overall design style.

Task 4: Contractor shall minimally include the following required content components in the digital annual report:

1) The Orange County Board of Supervisors page (photos and titles provided by OCWR);

2) The Waste Management Commission page (photos and titles provided by OCWR)

3) Director’s letter (Director’s message video script provided by OCWR) with photo and video;

4) table of contents;

5) the main “message” sections (with photos) that reflect the theme throughout the annual report;

6) Ten-Year Financial forecast;

7) OCWR branding design and include the County of Orange seal;

8) PDF should include links to content provided by OCWR (such as media coverage, videos, awards, etc.) to keep the reader engaged.

Task 5: Contractor shall plan for a minimum of three (3) design reviews with revisions (as needed) prior to finalizing the product. Contractor is responsible for ensuring all changes/edits are conveyed through both the PDF and web/digital content and communicated with all Contractor’s vendors to minimize review process and edits by OCWR for both versions.

Task 6: Contractor will submit a schedule for the project, with final delivery date of April 24. Schedule to include markers for design approval with a minimum of three (3) business days by OCWR.

B. Design/Creation

Task 1: Upon selection of the design concept by OCWR, the Contractor shall initiate design of the annual report. Contractor shall plan for three (3) full design review meetings/discussions with OCWR prior to delivering the approved product. Meetings are intended to clearly demonstrate digital interaction, design functionality, full understanding of fonts and colors, and differentiations of web and print versions.

Task 2: Contractor shall provide professional, engaging, and creative digital design and PDF master document. OCWR to provide copywriting, including translation of all content; Contractor to provide all other labor and materials.

New photography and/or video are required and Contractor project manager shall provide a description of recommended shots including storyboard for director’s message (based on script provided by OCWR) for OCWR’s review and approval. If approved, Contractor shall coordinate shoots with OCWR staff and be responsible for all costs associated with new photo (shot list up to six (6) areas/locations within the landfill site) and video assets. Video should be shot in high quality so as to be available as b-roll/usable assets for other purposes following project completion. Contractor shall plan for a half day to scout the sites and one full day for photography and video capture. Both opportunities may be used for asset capture as needed. Contractor shall provide OCWR with access to new assets within three (3) business days for review and next stage planning for layout.

OCWR to provide access to existing photographs and access to our photo/video assets and all previous collateral materials, including past hard copy annual reports. Contractor to make recommendations about all photos/art needed to supplement OCWR assets but should not rely on

OCWR existing assets as the primary source for needed content.

Task 3: Contractor may use suitable, royalty-free stock art (video/photos/ infographics, etc.) as needed to supplement OCWR’s photography assets and will submit for approval on all photos and art. Purchased assets must be pre-approved by OCWR and not include a markup to the purchase price.

Task 4: Contractor shall be responsible for developing, designing and producing visual content including charts and infographics not provided by OCWR for both the annual report and director’s message video.

Task 5: Contractor shall create design/layout of landing page for launching annual report.

C. Editing and Approval Process

Task 1: Contractor shall clearly define what formats will be used for digital reviews and approvals and shall be mutually agreed upon with OCWR.

Presentation of initial designs shall be done by meeting to clearly explain content, editing process in chosen platform and to clearly convey interactive functionality.

Task 2: Contractor must submit a visual mockup with sample links to illustrate the digital aspects before development begins, using OCWR content where possible, to provide the best representation of concepts.

Deliverable #3: Director’s Message Video

The Contractor shall complete all planning, development, and production services associated with the director’s message video. See timeline for due dates. The video shall have a duration of approximately 2 to 2.5 minutes. OCWR shall provide Contractor with a director’s message. See timeline for due dates. The script will be written by OCWR to reflect the director’s voice and the strategic goals of OCWR.

The following tasks and services shall be carried out and products shall be delivered by the Contractor:

A. Planning and Concept Development

Task 1: Contractor’s project manager to meet with OCWR staff, who will provide summary information of strategic messaging, department initiatives, accomplishments and goals to be included in the director’s message.

Contractor and OCWR will collaborate to confirm the core messaging, tone, and narrative style to ensure alignment with the overall annual report theme.

Task 2: Contractor must provide specific creative guidance and recommendations, including color palette, typography, graphic, transitions, recommendations and overall design style.

Task 3: Contractor shall propose visual treatments and provide 2–3 sample creative directions using OCWR content or branding elements for review and selection.

Task 4: Contractor shall outline a high-level storyboard to visualize the director’s message concept, using script provided by OCWR.

Task 5: Contractor shall allow for at least three (3) rounds of revisions based on feedback from OCWR staff.

Task 6: Contractor will submit a detailed project schedule with clearly marked milestones, review windows, and a final delivery deadline. See timeline for due dates. All OCWR approvals shall require a minimum of three (3) business days.

Task 7: Contractor shall clearly define what formats/platforms will be used for reviews and approvals and shall be mutually agreed upon with OCWR.

Day-to-day communications must be through Outlook email. Vendor main points of contact must be reasonably available by phone for quick questions or clarity on any items.

B. Creative Approach and Concept Proposal

Task 1: Contractor shall provide creative treatments for the director’s message video. These concepts will incorporate existing OCWR branding assets and shall include:

• Suggested visual style and tone

• Storyboard or shot outline

• On-screen graphics and text concepts (if applicable)

• Recommended filming location(s), framing, and B-roll options

• Background music (royalty-free or for purchase if agreed upon in advance, without mark up).

OCWR will review and select the preferred concept to proceed with production.

Task 2: Contractor must submit a visual mockup with sample links to illustrate the digital aspects before development begins using OCWR content where possible for the best representation of concepts. This can be done as a Teams online meeting.

C. Production Planning and Scheduling

Task 1: Contractor shall coordinate scheduling with OCWR primary contact for filming and coordination with site staff. Contractor shall provide a production schedule, including the date(s) of video shoot(s), locations, estimated duration, and required resources. All scheduling shall account for review and approval windows by OCWR (minimum of three [3] business days).

Task 2: Contractor shall provide professional quality videography, lighting, and audio services (teleprompter).

Task 3: Contractor shall capture supplemental b-roll or use existing OCWR assets to enrich video storytelling. All video content shall be made available to

OCWR at the end of the project in usable quality and format.

Task 4: New photography and/or video are required and Contractor project manager shall provide a description of recommended shots including storyboard for director’s message for OCWR’s review and approval. If approved, Contractor shall coordinate shoots with OCWR staff and be responsible for all costs associated with new photo and video assets.

Contractor shall plan for a half day to scout the sites and one full day for photography and video capture. Both opportunities may be used for asset capture as needed. Contractor shall provide OCWR with access to new assets within three (3) business days for review and next stage planning for layout.

OCWR to provide access to existing photographs and access to our photo/video assets and all previous collateral materials, including past hard copy annual reports. Contractor to make recommendations about all photos/art needed to supplement OCWR assets but should not rely on

OCWR existing assets as the primary source for needed content.

Task 5: Contractor may use suitable, royalty-free stock art

(video/photos/infographics, etc.) as needed to supplement OCWR’s photography assets and will submit for approval on all photos and art.

Purchased assets must be pre-approved by OCWR and not include a markup to the purchase price.

Task 6: Contractor shall be responsible for developing, designing and producing visual content including charts and infographics not provided by OCWR for both the annual report and director’s message video. Bid shall specify number of charts/graphics produced in the included project cost.

Task 7: In the event of inclement weather or unforeseen delays, the Contractor shall propose and coordinate alternate shooting schedules with OCWR.

D. Post-Production

Note: Any modifications must be tracked and documented for auditing purposes. Supporting documentation for any costs such as subcontractor support, photo or music royalties, etc. is advised and may be requested to complete approval of invoices.

Task 1: Contractor to provide comprehensive editing including color correction, audio leveling, visual enhancements, integrate OCWR branding, custom graphics, name/title overlays, and any animated elements needed for visual emphasis.

Task 2: Add captions/subtitles in English and generate .SRT files for translation into Spanish, Vietnamese, Korean, and Chinese.

Task 3: Contractor shall provide one rough cut for internal OCWR review, followed by up to three (3) rounds of revisions based on consolidated feedback.

Task 4: Contractor to deliver the final director’s message in the following formats:

• MP4 (web-optimized for online platforms)

• High-res .MOV (archive or broadcast-quality)

• Embedded video version for annual report microsite

• .SRT files for all five languages (Spanish, Vietnamese, Korean, and Chinese)

Task 5: Contractor to conduct a quality control review to ensure accessibility and video captioning standards are met.

Deliverable #4: Documentation and Final Handoff

A. Documentation and Final Handoff

Task 1: Contractor shall provide a project closeout summary including links, password-protected review site access (if applicable), and hosting recommendations. A closeout meeting will conclude each year of the contract to review and revise process as needed for subsequent project work.

Task 2: All raw video files (color-corrected), project files, and final assets to be transferred to OCWR or uploaded to an external hard drive provided by

OCWR.

VI. Unanticipated or Revised Tasks

Contractor shall submit for approval by OCWR the plan and costs associated with any unanticipated tasks and corresponding deliverables, including graphic design, web development, and any other hard or soft costs. Tasks approved under this provision must be due to unforeseen circumstances or specifically by request by OCWR and cannot apply to other task items due to underestimated time, hours or otherwise by Contractor. This task will not be used retroactively to cover costs associated with time not appropriately tracked and monitored by Contractor.

Revised tasks and costs shall be mutually agreed upon and approved in advance, in writing and will include an estimate in writing, and/or new or revised Scope of Work, budget and timeline as needed or discerned by OCWR. Any task that is unanticipated shall accompany the invoice as an authorized task approved in writing by OCWR. No project can proceed without agreement between both the

Contractor and OCWR, and written approval to proceed from OCWR.

VII. General Milestones and Timing

October

• Contract begins and planning/input meeting scheduled

• Theme decided

• OCWR photo and video asset delivery to Contractor

November

• Director's message script complete

• Annual report outline provided

• Concepts presented and one selected for web and PDF direction

December - January

• Storyboard complete

• Video and photo shot list developed/planned

• Video and photo shoot dates scheduled

• Written annual report content complete (minus 10-year Financial Forecast)

February

• Video and photo shoot complete

• Ongoing creative design for web and PDF

• Continued revisions to both web and PDF

• Ongoing editing of director’s message video

March

• Ten-year Financial Forecast data provided for linking to web version of mostly complete versions of both web and PDF.

• Ongoing editing of director’s message video

• Final stretch of web, video and PDF edits/approvals

April

• Early April – completion of director’s Message video

• Mid April – completion of the web and PDF versions of annual report for testing with

OCWR IT team

• April 24 – final delivery of all files and assets to OCWR

VIII. Billings and Fees

The project will include a breakdown of fees and a detailed invoice structure based on milestones.

It is the responsibility of the Contractor to submit all invoices with supporting documentation to accompany invoice which demonstrates/supports project work completed for the time period specified on the invoice. This may include copies of drafts, revisions or created documents or final product. For digital/online work, screen shots with noted milestones completed are acceptable.

If additional costs arise, both parties must mutually agree upon them in writing before implementation and accordingly per VI. Unanticipated or Revised Tasks. Contractor project manager is responsible for managing time on tasks and maintaining within the project scope as bid by the Contractor.

IX. County Supplied Items & Resources

The following outlines the requirements and need for County supplied equipment, materials, facilities, or any other County support that will be necessary to implement the design and production of the annual report:

A. Photography Access to OC Waste & Recycling Facilities:

During the development of images for the annual report, the Contractor shall have access to all facilities necessary to tell the OCWR story through video and photography.

B. Photo Assets:

Previous annual reports or other images of OCWR facilities will be made available to the

Contractor.

C. Portraits of Board of Supervisors and Director of OCWR:

Unless new photography is required due to changes in the Board of Supervisors, portraits of all key members needed for the report will be provided.

D. Logo Artwork:

Vector files of all logos required for the annual report will be provided by OCWR.

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran Business

Enterprise (DVBE) Preference Policies Certification Requirements

5.1 OCLSB:

Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) and (2) below:

A. Local Business Requirements:

1. maintains their principal center of operations (i.e. headquarters) within Orange County, and:

2. has:

a. a business address located in the County of Orange that is not a post office box, or

b. a valid business license or certificate of occupancy issued by the County of Orange or by an Orange County city, or other documentation acceptable to the County of Orange.

B. Small Business Requirements:

1. Must be certified as a Small Business by the State of California Department of General

Services (DGS): and, C. Above requirements must be valid at the time of bid/proposal submittal.

5.2 DVBE:

Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy.

The DVBE Preference policy supports local business opportunity, economy and the development of

County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet

(A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in COUNTY OF

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

5.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran Business

Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

1. Must be certified with State of California the Department of General Services (DGS) as a

Small Business. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

2. Must be certified with DGS as a DVBE. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

3. maintains their principal center of operations (i.e. headquarters) within Orange County.

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certification are required and must be returned with the solicitation response.

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB

A five percent (5%) deduction in the original bid price shall be applied to all confirmed

OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

An additional five percent (5%) shall be applied to the tallied cost score of each certified

OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or DVBE matches the final score of a non-OCLSB or non-DVBE, preference shall be given to the certified OCLSB. If two or more OCLSB or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interest.

C. Dual OCLSB and DVBE Preference provides for the following:

1. Business Certified as OCLSB and DVBE

If a State-certified OCLSB is also a State-certified DVBE, the preference given to that business shall be 8% instead of 5%.

D. Subcontractors

If bidder is submitting subcontractors to qualify for the OCLSB or DVBE preference, bidder must https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx demonstrate through the Staffing Plan that 20% of the total bid amount is allocated to the OCLSB and/or DVBE subcontractor(s).

*NOTE: DVBE PREFERENCE IS NOT…