RFP 2026_08 Logo Design_ Guidelines_ and Bran.pdf

INVITIATION FOR SEALED PROPOSALS

RFP NO. 2026-008

Logo Design, Guidelines, and Branding Services for the City of Hampton, Georgia

SCHEDULE OF EVENTS DATE

DELIVERY OF PROPOSAL LOCATION

AND PUBLIC OPENING DATE

(Hand or Special Delivery):

City of Hampton Attn: Office of the City Manager

17 East Main Street South Hampton, GA 30228 c/o James Turner, Interim City Manager

Monday, November 9, 2026

11:00 a.m. (EST)

RFP NO. 2024-100 Architectural Services for the City of Hampton, Georgia Page 2 of 44

TABLE OF CONTENTS

1. INFORMATION AND INSTRUCTIONS TO PROPONENTS

2. INTRODUCTION

3. SCOPE OF WORK

4. MINIMUM QUALIFICATIONS

5. EVALUATION PROCESS

6. PROPOSAL PREPARATION AND GUIDELINES

7. APPENDICES

Appendix A – Cost Bid Form

Appendix B - Insurance and Bonding Requirements

Appendix C – Required Forms Submittals

RFP NO. 2026-008 Logo Design, Guidelines, and Branding Services for the City of Hampton, Georgia Page 3 of 42

1. INFORMATION AND INSTRUCTION TO PROPONENTS

1.1 Services Required: This Request for Proposal (“RFP”) is for qualified Proponents (“Proponent” or “Proponents”) to provide Professional Design Services necessary and incidental to the City of Hampton, Georgia (“City”).

1.2 Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the City Code requirements. By submitting a Proposal in reference to this solicitation, a Proponent acknowledges that it is familiar with all laws applicable to this solicitation, including, but not limited to, the City’s Code of Ordinances, which laws are incorporated into this RFP by reference.

1.3 Minimum Qualifications: Each Proponent and team member shall have the minimum experience set forth in this RFP.

1.4 Certificate of Authority to Transact Business in Georgia: Each Proponent must submit documentation that demonstrates it is duly authorized to conduct business in the State of Georgia with its bid. This requirement also applies to Joint Venture (JV) Team Members, Sub-Consultants and Sub-Proponents.

1.5 Business License: Proponent is requested to submit a copy of its current, valid business license with its Proposal. If the Proponent is a Georgia corporation, Proponent is requested to submit a valid city business license. If Proponent is a joint venture, Proponent is requested to submit valid business licenses for each member of the joint venture. If the Proponent is not a Georgia corporation, Proponent is requested to submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

1.6 Professional License: Proponent must attach a copy any professional license required by this RFP with its response.

1.7 No Offer by City and Firm Offer by Proponent: This solicitation does not constitute an offer by the City to enter into an agreement and cannot be accepted by any Proponent to form an Agreement. This solicitation is only an invitation for offers from interested Proponents and no offer shall bind City. A Proponent’s offer is a firm offer and may not be withdrawn except as provided in this RFP, and other applicable law.

1.8 Proposal Duration: Proposals submitted in response to this RFP shall remain valid for ninety (90) calendar days from the Qualification Submission Deadline and must be marked as such. Qualification Submission Deadline: Responses to this RFP will be received until 11:00 A.M., Eastern Standard Time (E.S.T.) on Monday, November 9, 2026 at 17 East Main Street South, Attn: Office of the City Manager, Hampton, Georgia. Late Proposals will not be considered.

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1.9 Solicitation Questions/Prohibited Contacts: Any questions regarding this RFP should be submitted in writing to City of Hampton, Attn: Wanda D. Moore, PLA, Director of Community Development, 17 East Main Street South, Hampton, Georgia 30228 or emailed to wmoore@hamptonga.gov, on or before Monday, October 26, 2026 at 12:00 P.M., E.S.T. Questions received after the designated period may not be considered. Responses made by the City will be provided in writing to all Proponents by addendum. It is the responsibility of each Proponent to obtain a copy of any Addendum issued for this solicitation by monitoring the City’s website at https://www.hamptonga.gov.

No Proponent may rely on any verbal response to any question submitted concerning this RFP. All Proponents and representatives of Proponents are strictly prohibited from contacting any other City employees, City Officials or any third-party representative of the City on any matter having to do with this RFP.

1.10 Ownership of Qualification Statements: Each Qualification Statement submitted to the City will become the property of the City, without compensation to a Proponent, for the City’s use, in its discretion. The City shall not be liable for any qualification statement preparation costs incurred by Proponents.

1.11 Georgia Open Records Act: Information provided to the City is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq.

Pursuant to O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

1.12 Evaluation of Financial Information: The City’s evaluation of financial information concerning a Proponent and its consideration of such information in determining whether a Proponent is responsive and responsible may involve a review of several items of information required to be included in a Qualification Statement. The City will review the Financial Information disclosed by Proponent and attached to this RFP. Further, if this RFP requires a successful Proponent that is awarded an Agreement pursuant to this solicitation to post some type of performance guarantee (e.g. letter of credit, guaranty agreement, etc.), a Proponent must submit with its Qualification a notarized letter from an appropriate financial institution indicating that it is willing to issue such performance guarantee for the Proponent if an Agreement is awarded to it Proponent.

1.13 Examination of Qualification Documents:

1.13.1 Each Proponent is responsible for examining with appropriate care the complete RFP and all Addenda and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services. Failure to do so will be at the sole risk of the Proponent, who is deemed to have included all qualifications in the Qualifications Statement.

1.13.2 Each Proponent shall promptly notify City in writing should the Proponent

RFP NO. 2026-008 Logo Design, Guidelines, and Branding Services for the City of Hampton, Georgia Page 5 of 42 find discrepancies, errors, ambiguities or omissions in the Qualification Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP. Replies to such notices may be made in the form of an addendum to the RFP, which will be issued simultaneously to all potential Proponents.

1.13.3 The City may in accordance with applicable law, by Addendum, modify any provision or part of the RFP at any time prior to the Qualification Submittal due date and time.

1.13.4 Each Proponent must confirm Addenda has been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

1.14 Solicitation, cancellation or rejection of Proposal. The City may waive any technicalities and formalities in the qualification statement received. Additionally, the City reserves the right to cancel the RFP in its entirety. Proponents may withdraw their qualification Statement as long as it is done prior to opening.

Proponents must submit on company letterhead the request to withdrawal their qualification statement. Withdrawal is not automatically granted and will be allowed solely at the City of Hampton’s discretion.

1.15 Award and Execution of Agreement: If the City awards an Agreement pursuant to this solicitation, the City will prepare and forward to the Proponent an Agreement for execution. Upon approval of the Proponent by the City of Hampton, the City will provide the Successful Proponent with an unsigned Agreement. The Proponent shall execute and return three (3) Agreements, with required insurance certificates and other documents as listed in this RFP or required by the City, within no more than ten (10) calendar days from receipt of the Agreements.

1.16 Illegal Immigration Reform and Enforcement Act: This RFP is subject to the

Illegal Immigration Reform and Enforcement Act of 2011 (“Act”), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to Act, the Proponent must provide with its Proposal proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of Homeland Security. Completed Proponent Affidavit, Illegal Immigration Reform and Enforcement Act Forms attached herein Appendix B, Required Form Submittals must be submitted with the Proposal at the time of submission. Under State Law, the City cannot consider any Proposal, which does not include the completed forms. Where the business structure of a Proponent is such that Proponent is required to obtain an Employer Identification Number (EIN)

RFP NO. 2026-008 Logo Design, Guidelines, and Branding Services for the City of Hampton, Georgia Page 6 of 42 from the Internal Revenue Service, Proponent must complete the Proponent Affidavit on behalf of and provide a Federal Work Authorization User ID Number issued to, the Proponent itself. Where the business structure of a Proponent does not require it to obtain an EIN, each entity comprising Proponent must submit a separate Proponent Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Proponents intending to do business with the City are responsible for independently educating themselves of and complying with the requirements of the Act and assessing its effect on City solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll. Additional information on completing and submitting the Proponent Affidavit can be found preceding this form in this RFP.

1.17 Multiple Awards: The City reserves, in its sole discretion, the right to make one (1) award, no award, or award to multiple Proponents.

1.18 Joint Ventures: Each party to a Joint Venture will be required to fully complete and submit the Required Submittal Forms unless otherwise indicated in this RFP.

1.19 Conflict of Interest: Proponents are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFP. The City reserves the right to issue RFPs for specific projects that are independent of RFP No.2026-008 Logo Design, Guidelines, and Branding Services for City of Hampton, Georgia. Except as stated in this RFP these Instructions, and the Notice to Proponents concerning Conflicts of Interests, successful Proponents under this RFP are not precluded from responding to such solicitations.

1.20 Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia

Sales Tax with regard to goods and services purchased directly by City of Hampton.

Exemption certificates furnished upon request.

1.21 Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Proponent. All materials, labor and construction must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, which shall apply to the contract throughout and will be deemed to be included in the contract the same as though herein written out in full.

1.22 Negotiations/Best and Final Offers: The City reserves the right to negotiate specifications, terms and conditions, which may be necessary or appropriate for the accomplishment of the intent of this RFP. The City may require the submission of Best and Final Offers and may require that this RFP and Proponent’s response be incorporated in full or in part as Contract Documents. The RFP and all responses, supplemental information, and other submissions provided by Proponent during

RFP NO. 2026-008 Logo Design, Guidelines, and Branding Services for the City of Hampton, Georgia Page 7 of 42 discussions or negotiations may be held by the City as contractually binding upon Proponent. The City may seek clarification from a Proponent at any time during the procurement process, and failure of a Proponent to timely respond may be cause for rejection of Proponent’s proposal.

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2. INTRODUCTION

The City of Hampton seeks professional branding and design services to develop a comprehensive and enduring brand identity that reflects the City's unique heritage, forward-looking vision, community character, and regional appeal. The goal is to establish a cohesive visual identity system that aligns all representations of the City and strengthens recognition across physical and digital platforms, including municipal signage, communications, marketing materials, events, and public spaces.

Hampton is a vibrant community with a rich and storied history. As the City continues to grow and evolve, it is essential that its visual identity accurately represent its values, aspirations, and sense of place while creating a consistent experience for residents, businesses, visitors, and stakeholders.

The selected firm should develop a strategic and creative brand platform that communicates Hampton's distinct identity and supports long-term community and economic development objectives.

PROJECT GOAL

The City's intent is to create a holistic and memorable brand experience that is authentic, distinctive, and inspiring. The resulting brand identity should celebrate Hampton's history, embrace its future, support community pride, and provide a flexible visual system with the longevity necessary to serve the City for years to come.

The brand should be adaptable, recognizable, and capable of supporting Hampton's continued growth while reinforcing its position as a premier place to live, work, visit, and invest.

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3. SCOPE OF WORK

The selected Consultant shall provide all labor, materials, equipment, software, project management, public engagement, design services, and professional expertise necessary to develop and deliver a comprehensive brand identity program for the City of Hampton ("City"). Services shall be performed in accordance with the requirements set forth herein and shall culminate in the delivery of a complete visual identity system and associated implementation guidelines.

The Consultant shall perform the following services:

PHASE ONE: VISIONING AND BRAND DISCOVERY

Purpose

The purpose of this phase is to establish the strategic foundation for the City's brand identity through stakeholder engagement, research, public outreach, and brand discovery activities.

Consultant Responsibilities

The Consultant shall:

1. Attend and participate in one (1) Professional Services Selection Committee presentation conducted during a public hearing.

2. Attend and participate in one (1) City Council meeting for final consultant selection, if requested by the City.

3. Conduct one (1) project kick-off meeting with City staff and designated stakeholders.

4. Facilitate one (1) public outreach and brand visioning meeting.

5. Collect, analyze, and document stakeholder and public input regarding the City's identity, values, assets, opportunities, and positioning.

6. Review existing City branding, logos, signage, communications materials, and related visual assets.

7. Conduct a context analysis evaluating comparable communities, target audiences, competitive positioning, and branding opportunities.

8. Develop preliminary brand attributes, messaging themes, storylines, naming categories, and brand filters to guide subsequent design efforts.

Deliverables

At the conclusion of Phase One, the Consultant shall provide:

Brand Discovery Summary Report.

Stakeholder and Public Engagement Summary.

Context and Competitive Analysis.

Preliminary Brand Positioning Framework.

Recommended Brand Themes, Messaging Pillars, and Naming Direction.

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Meetings Included

A maximum of four (4) meetings are included in this phase:

Public Hearing presentation and City Council selection meeting (same night)

Kick-Off Meeting Public Brand Visioning Meeting

Additional meetings requested by the City shall constitute Additional Services and shall be authorized in writing prior to commencement.

PHASE TWO: SCHEMATIC DESIGN

Purpose

The purpose of this phase is to develop and present preliminary visual identity concepts for evaluation by the City and the public.

Consultant Responsibilities

The Consultant shall:

1. Develop no fewer than three (3) distinct brand identity concepts.

2. Prepare conceptual logo designs and associated graphic marks for each concept.

3. Explore and document preliminary typography systems, color palettes, iconography, graphic devices, and supporting visual elements.

4. Illustrate the application of each concept through mock-ups, renderings, architectural context studies, signage concepts, and other relevant use cases.

5. Prepare presentation materials in digital format and color presentation boards suitable for public review.

6. Present design concepts at one (1) Public Information Open House (PIOH).

Deliverables

The Consultant shall submit:

Minimum of three (3) conceptual branding options.

Preliminary logo and mark designs.

Initial color, typography, and graphic standards concepts.

Conceptual applications demonstrating practical implementation.

Public Engagement

One (1) Public Information Open House shall be conducted during this phase to present conceptual alternatives and solicit public comment.

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PHASE THREE: DESIGN DEVELOPMENT

The purpose of this phase is to refine one (1) selected branding concept into a final brand identity system.

Consultant Responsibilities

Upon receipt of the City's selection of a preferred concept, the Consultant shall:

1. Refine the selected logo, iconography, typography, color palette, and supporting graphic elements.

2. Incorporate revisions based upon comments received from the City and public engagement activities conducted during Phase Two.

3. Prepare updated design materials for City review.

4. Conduct one (1) design review public meeting, including stakeholder participation.

5. Finalize all approved visual identity elements.

Revisions

The fee proposal shall include up to two (2) rounds of revisions following the City's selection of a preferred concept.

The development of entirely new concepts following the completion of Phase Two shall be considered Additional Services and shall require written authorization from the City.

Deliverables

The Consultant shall provide:

Final logo suite.

Final iconography and graphic elements.

Approved color palette specifications.

Typography specifications.

Finalized visual identity system.

Sample brand applications.

Meetings Included

A maximum of one (1) design review meeting is included in this phase.

PHASE FOUR: DESIGN DOCUMENTATION & IMPLEMENTATION ASSETS

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The purpose of this phase is to document all approved brand standards and provide production-ready files necessary for implementation.

Consultant Responsibilities

The Consultant shall:

1. Prepare a comprehensive Brand Standards and Logo Guidelines Manual.

2. Prepare all final artwork and production-ready files.

3. Develop basic branded stationery templates.

4. Organize and transfer native design files to the City.

5. Provide implementation recommendations for future use of the brand identity system.

Deliverables

A. Brand Standards and Logo Guidelines Manual

The manual shall include, at a minimum:

Brand identity overview.

Approved logos and logo lockups.

Logo usage standards.

Clear-space requirements.

Minimum size requirements.

Approved and prohibited logo applications.

Color specifications (Pantone, CMYK, RGB, and HEX).

Typography standards.

Graphic element standards.

Photography and imagery guidance.

Digital and print application standards.

B. Final Logo Package

The Consultant shall provide all approved logo variations in the following formats:

Adobe Illustrator (.ai) Encapsulated PostScript (.eps) Portable Document Format (.pdf) Portable Network Graphics (.png) Joint Photographic Experts Group (.jpg)

Logo deliverables shall include:

Full-color variations.

One-color variations.

Black-and-white variations.

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Horizontal configurations.

Vertical configurations.

Digital and print-ready files.

C. Graphic Asset Package

The Consultant shall provide all approved brand assets, including:

Patterns.

Icons.

Textures.

Graphic devices.

Supporting artwork.

Assets shall be provided in editable and production-ready formats.

D. Stationery Suite

The Consultant shall provide templates for:

Letterhead.

Business card.

No. 10 envelope.

OWNERSHIP OF WORK PRODUCT

Upon final payment, all final approved deliverables, including logos, graphic assets, brand standards, and associated intellectual property specifically created for the City under this Agreement, shall become the property of the City of Hampton. The Consultant may retain copies for archival and portfolio purposes unless otherwise prohibited by the City.

FINAL DELIVERABLES

Upon completion of the Project, the Consultant shall provide:

1. Final Brand Strategy and Positioning Framework.

2. Approved Logo and Visual Identity System.

3. Brand Standards and Logo Guidelines Manual.

4. Native Design Files and Production Files.

5. Graphic Asset Library.

6. Stationery Suite Templates.

7. Digital Archive containing all project deliverables.

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The final brand identity shall be designed to provide a cohesive, consistent, and scalable visual framework for application across City facilities, signage, communications, marketing materials, digital platforms, vehicles, uniforms, economic development initiatives, and future municipal branding efforts.

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4. MINIMUM REQUIREMENTS

To be considered for selection, the Design Professional ("Consultant") shall demonstrate the qualifications, experience, and capacity necessary to successfully complete the services described herein. Failure to meet the minimum requirements may result in the proposal being deemed non-responsive.

A. Firm Qualifications

The Consultant shall:

1. Be legally authorized to conduct business in the State of Georgia.

2. Possess a minimum of five (5) years of experience providing brand development, graphic design, logo design, and visual identity services.

3. Have successfully completed at least three (3) comparable branding or identity projects within the last five (5) years for municipalities, governmental entities, economic development organizations, destination marketing organizations, or similarly sized public-sector clients.

4. Demonstrate experience facilitating public engagement, stakeholder workshops, visioning sessions, and consensus-building processes.

5. Maintain sufficient staff, resources, and technical capabilities to perform the required services within the project schedule.

B. Personnel Requirements

The Consultant shall identify a project team and designate a Project Manager who shall serve as the primary point of contact throughout the duration of the project.

At a minimum, the project team shall demonstrate expertise in:

Brand strategy and positioning.

Public engagement and stakeholder facilitation.

Graphic design and visual identity development.

Logo and trademark design.

Typography and color system development.

Brand standards and implementation planning.

Production and preparation of digital and print-ready artwork.

The City reserves the right to approve or reject substitutions of key personnel identified in the proposal.

C. Relevant Experience

The Consultant shall provide:

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1. A description of the firm's history and qualifications.

2. Resumes of key personnel assigned to the project.

3. A minimum of three (3) references for projects comparable in scope and complexity.

4. Examples of completed municipal, governmental, community, tourism, placemaking, economic development, or branding projects.

5. Examples of logo standards manuals, brand guidelines, or identity systems prepared by the firm.

D. Technical Capabilities

The Consultant shall demonstrate proficiency in industry-standard design software and production methods, including the ability to provide final deliverables in editable and production-ready formats.

The Consultant shall be capable of delivering files in, at a minimum, the following formats:

Adobe Illustrator (.ai) Encapsulated PostScript (.eps) Portable Document Format (.pdf) Portable Network Graphics (.png) Joint Photographic Experts Group (.jpg)

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5. Evaluation Criteria and Scoring Rubric

Proposals determined to be responsive and responsible will be evaluated by an Evaluation Committee using the criteria set forth below. The City reserves the right to request interviews, presentations, clarifications, or additional information from any proposer and to consider such information in its final evaluation.

A maximum of 100 points may be awarded.

Evaluation Matrix

Evaluation Criteria Description Maximum

Points

Firm Qualifications and Experience

Demonstrated experience in brand development, logo design, visual identity systems, public sector branding, and completion of comparable projects.

Project Team Qualifications

Qualifications, expertise, and relevant experience of key personnel assigned to the project, including the Project Manager.

Project Approach and Methodology

Understanding of the City's objectives, proposed public engagement process, project management approach, creative process, and implementation strategy.

Relevant Municipal Experience and References

Experience with municipalities, governmental entities, economic development organizations, downtown development authorities, tourism organizations, or similar public-sector clients.

Quality of references and past performance.

Project Schedule and Capacity

Ability to complete the project within the City's desired timeframe and demonstrated capacity to perform the work.

Fee Proposal Overall value, cost effectiveness, and reasonableness of proposed fees relative to the scope of work.

Total Possible Points

Scoring Guidance

1. Firm Qualifications and Experience (25 Points)

Rating Description Points

Excellent Extensive experience with branding and identity projects of similar scope and complexity; strong portfolio demonstrating successful implementation.

21-25

Good Relevant experience and qualified portfolio demonstrating capability to perform required services.

16-20

Fair Limited experience with comparable projects; portfolio demonstrates adequate qualifications.

11-15

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Poor Minimal relevant experience or insufficient evidence of capability.

0-10

2. Project Team Qualifications (15 Points) Rating Description Points

Excellent Highly qualified team with extensive relevant experience and clearly defined roles.

13-15

Good Qualified team with appropriate experience and project assignments.

10-12

Fair Team possesses limited experience, or roles are not clearly defined.

6-9

Poor Team qualifications do not adequately demonstrate ability to perform services.

0-5

3. Project Approach and Methodology (25 Points)

Excellent Demonstrates exceptional understanding of project goals, public engagement, design process, implementation, and long-term brand stewardship.

21-25

Good Demonstrates a strong understanding of the project and presents a logical approach.

16-20

Fair Approach is generally acceptable but lacks innovation or sufficient detail.

11-15

Poor Approach is unclear, incomplete, or fails to address project requirements.

0-10

4. Relevant Municipal Experience and References (15 Points)

Excellent Extensive municipal or public-sector branding experience with exceptional references.

13-15

Good Relevant governmental or community branding experience with positive references.

10-12

Fair Limited municipal experience or average references. 6-9

Poor No relevant municipal experience or unfavorable references. 0-5

5. Project Schedule and Capacity (5 Points) Rating Description Points

Excellent Demonstrates clear capacity and commitment to meet all project deadlines.

Good Schedule appears achievable with adequate staffing resources.

3-4

Fair Schedule or capacity presents moderate concerns. 1-2

Poor Significant concerns regarding ability to complete the project. 0

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6. Fee Proposal (15 Points)

Excellent Fee proposal provides exceptional value and is competitive relative to the services proposed.

13-15

Good Fee proposal is reasonable and represents good value. 10-12

Fair Fee proposal is higher than expected or costs are not fully justified.

6-9

Poor Fee proposal is excessive, unclear, or not cost competitive. 0-5

Award of Contract The City intends to award a contract to the proposer determined to be the most qualified and responsible firm whose proposal is determined to be in the best interest of the City, considering qualifications, experience, project approach, references, proposed fees, and overall value.

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6. PROPOSAL PREPARATION AND GUIDELINES

6.1 Proposal Format

6.1.1 Labeling of Submittal: Proponents are required to submit their proposals labeled as described under section 8.4 of this RFP.

6.1.2 Letter of Transmittal: The letter is not intended to be a summary of the proposal itself. The letter of transmittal must contain statements and information as listed below:

6.1.2.1.1 Company name, address, phone number(s), and website.

6.1.2.1.2 Name, title email address and phone number of the person to contact and who are authorized to represent the firm and to whom correspondence should be directed.

6.1.2.1.3 Federal and State taxpayer identification number of the firm.

A brief statement of your understanding of the services to be performed and make a positive commitment to providing services as specified.

6.1.2.1.4 A letter must be signed by a corporate officer or person authorized to bind the vendor to the proposal and cost schedule.

6.1.3 Fee Schedule: The Fee Schedule is required to be affixed and returned in a Separate and Sealed Envelope with Proponent’s proposal. The Fee Schedule will become a part of the Agreement following negotiations, if any, pursuant to any award. The City may solicit Best and Final Offers, and discussions may be conducted with responsible proponents who submit qualifications determined reasonably susceptible to being selected for award. Please do not include exceptions to the RFP in the sealed Fee Schedule.

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7. APPENDICES

APPENDIX A: COST BID FORM

Please provide total cost for each item listed, including all costs, direct and indirect, administrative costs, and all things necessary for complete Logo Design, Guidelines, and Branding Services, as referenced in “Scope of Work”.

Total project cost:

Bidder’s Company Name:

Authorized signature:

Authorized Representative Name Typed or Printed:

Date of Bid Cost Form Completion:

Cost Bid must be completed and submitted with Bid in a Separate and Sealed Envelope.

Phase

Number Description Unit

Approx.

Quantity

Unit Cost Total Cost

Scope of Work

1 Visioning and Brand Discovery LS 1

2 Schematic Design LS 1

3 Design Development LS 1

4 Design Documentation and Implementation Assets

LS 1

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APPENDIX B: INSURANCE REQUIREMENTS AND BONDING

7.1 Insurance Requirements

The proponent shall be responsible for his/her work and every part thereof and for all materials, tools, equipment, appliances, and properties of any and all description used in connection with this project. The proponent assumes all risks of direct and indirect damage or injury to the property of persons used or employed on or in connection with the work contracted for and of all damage or injury to any person or property where located, resulting from any action, omission, commission, or operation under the contract, or in connection in any way whatsoever with the contracted work. The proponent shall, during the continuation of all work under the contract, provide the following:

7.1.1 Statutory Worker’s Compensation and Employer’s Liability insurance as required by the Labor Code of the State of Georgia and Employers Liability Insurance. Evidence of qualified self-insured status may be substituted.

7.1.2 Commercial General Liability Insurance-The proponent agrees to maintain

Commercial General Liability Insurance in an amount not less than One Million Dollars ($1,000,000) per occurrence subject to a Two Million Dollars ($2,000,000) aggregate. The policy shall include the City of Hampton, its officers and its employees, as additionally insured, with primary overage as respects of the City of Hampton, its officers and its employees, all contain a severability of interest provisions.

7.1.3 Professional Liability coverage- The proponent must procure and maintain

Professional Liability Coverage with minimum combined single limits of One Million Dollars ($1,000,000) each occurrence and Two Million Dollars ($2,000,000) aggregate.

7.1.4 Certificates of insurance shall be provided by the Proponent as evidence that policies providing the required coverage, conditions, and minimum limits are in full force and effect, and shall be subject to review and approval by the City.

No required coverage shall be cancelled, terminated or materially changed until at least 30 days prior written notice has been given to the City. The City reserves the right to request and receive a certified copy of any policy and any endorsement thereto.

7.1.5 Failure on the part of the Proponent to procure or maintain policies providing the required coverages, conditions, and minimum limits shall constitute a material breach of contract upon which the City may immediately terminate the Agreement, or at is discretion may procure or renew any such policy or any extended reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by the City shall be repaid by the Contract to the City upon demand, or the City may offset the cost of the premiums against any monies due Proponent from the City.

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7.1.6 Indemnification

Proponents shall agree to indemnify, defend, save and otherwise hold harmless the, GA, its elected and appointed officials, departments, agencies, boards, authorities, directors, officers, employees, and volunteers against and/or from any and all lawsuits, claims, demands, liabilities, losses and expenses, including court costs, attorneys’ fees and any other costs associated and/or related in any way to any claim or litigation for or on account of any property damage, injury or death to any person or action related to such brought by any person and/or estate which may arise or which may be alleged to have arisen out of or in connection with the work covered by this contract, except to the extent that such loss results from the negligence of The City of Hampton, GA. This indemnity provision shall include activities required for compliance with all applicable environmental laws, ordinances and regulations in effect during the term of the Agreement and continue for a period of two (2) years after termination thereof. The successful Proponent shall protect The City of Hampton, GA from claims involving infringements of patents and/or copyrights. The unauthorized use of patented articles is done at the risk of the Proponent. This indemnity includes any claim or amount arising out of or recovered under the Workers’ Compensation laws of the State of Georgia or arising out of the failure of such vendor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree.

Proponent shall be responsible for primary loss investigation, defense and judgment costs where this indemnification is applicable. Proponent shall agree to waive all rights of subrogation and/or financial recovery of any kind in favor of the City of Hampton, Georgia, its departments, all elected and appointed officials for losses arising or alleged to have arisen out of any work performed in relation to the contract.

7.2 Bonding Requirements:

There are no Bonding Requirements for this RFP.

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APPENDIX C: REQUIRED FORM SUBMITTALS

7.3 Failure to submit any of the items below may cause rejection of the Proposal.

Vendor’s Information Form Vendor’s Execution of Proposal Form W-9 Form Business Entity Certificate Non-Conflict of Interest Non-Collusion Affidavit Acknowledgement of Proponent Reference and Release Form Acknowledgement of Insurance Requirements Certificate of Authority-Joint Venture Illegal Immigration Reform Act-Proponent Affidavit Illegal Immigration Reform Act-Sub-proponent Affidavit Sub-proponent Information Sheet Copy of Business License

7.4 Label the Sealed Bid Envelope as follows:

From:

RFP#2026-008 Logo Design, Guidelines, and Branding Services for the City of Hampton, Georgia

RFP SUBMITTAL DATE:_ 11/09/2026 @ 11:00 EST

DELIVER ONLY TO:

City of Hampton Attn:

Interim City Manager 17 East Main Street South Hampton, GA 30228

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CITY OF HAMPTON

VENDOR’S INFORMATION FORM

Legal Business Name:

Street Address:

City, State & Zip:

Type of Business: State of Registration:

Name & Title of Authorized Signer:

Primary Contact:

Phone Fax:

Email:

Company Website:

Has your company ever been debarred from doing business with any federal, state or local agency: Yes No

If yes, please state the agency name, dates, and reason for debarment.

This page must be completed and submitted with proposal

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VENDOR’S EXECUTION OF PROPOSAL FORM

Date:

The potential Proponent certifies the following by placing an “X” in all blank spaces:

That this Request for Proposal was signed by an authorized representative of the firm.

That the potential Proponent has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

That all fees are listed in the Fee Schedule.

That the potential Proponent agrees to the conditions as set forth in this Request for Qualifications with no exceptions.

Therefore, in compliance with the foregoing proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within ninety (90) days from the date of opening, to furnish the services for the prices quoted within the timeframe required.

Business Name

Authorized Signature Date

Typed Name & Title

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BUSINESS ENTITY CERTIFICATE

(a) CORPORATE CERTIFICATE

I, , certify that I am the

(title) of the Corporation named as Bidder herein, same being organized and incorporated to do business under the laws of the State of ; that who executed this Bid on behalf of the Bidder was, then and there, (title) and that said Bid was duly signed by said officer for and on behalf of said corporation, pursuant to the authority of its governing body and within the scope of its corporate powers.

This day of , 20____.

(Printed Name)

(Signature)

(Corporate Seal must be affixed above)

(b) PARTNERSHIP, LLC AND OTHER ENTITIES

I, , certify that I am authorized to sign to commit named a Bidder in the foregoing Bid.

That said company is formed under the laws of the State of .

This day of , 20 .

(Printed Name)

(Signature)

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NON-CONFLICT OF INTEREST

By submitting a proposal in response to this solicitation, Proponent represents that in the preparation and submission of this proposal, said Proponent did not either directly or indirectly, enter into any combination or arrangement with any person, Proponent, Corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C.

Section I or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1 – 68.6 through 59.68.8).

Collusion and fraud in bid or proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

The proponent certifies that to the best of its knowledge, no circumstances exist which shall cause a conflict of interest in performing services for the City of Hampton, and that no company or person other than bona fide employees working solely for our firm has been employed or retained to solicit or secure an agreement resulting from this Request for Proposal.

Signature:

Type Name:

Title:

Firm:

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NON-COLLUSION AFFIDAVIT

I, of the City of , in the County of

, and the State of , of full age, being duly sworn according to law on my oath depose and say that: I am of the firm of .

The respondent making the Proposal for the above named Contract, and that I executed the said Proposal with full authority so to do; that said bidder has not, directly or indirectly, entered into any agreement, participate in any collusion, or otherwise taken any action in restraint of free, competitive bidding in connection with the above named Contract; and that all statements contained in said Proposal and in this affidavit are true and correct, and made with full knowledge that the City of Hampton relied upon the truth of the statements contained in said Proposal and in the statements contained in this affidavit in awarding the Contract for the said Proposal.

I further warrant that no person or selling agency has been employed or retained to solicit or secure such Contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except bona fide employees or bona fide established commercial or selling agencies maintained by:

(Name of Vendor)

Subscribed and sworn to before me

(Signature of Notary Public)

Notary Public of

My Commission expires , 20

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ACKNOWLEDGEMENT OF PROPONENT

STATE OF GEORGIA

COUNTY OF HENRY

Before me, the undersigned authority a Notary Public in and for the State of , on this day personally appeared who, after having first been duly sworn, upon oath did depose and say; that the forgoing proposal submitted by hereafter called “Proponent” is duly authorized agent of said company and that the person signing said proposal has been duly authorized to execute the same. Proponent affirms that it is duly authorized to execute this Proposal, that this company, corporation, firm, partnership or individual has not prepared its proposal in collusion with any other Proponent, and that the contents of this proposal as to prices, terms or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this proposal.

The undersigned certifies that the proposed costs contained in this proposal have been carefully checked and are submitted as correct and final and if proposal is accepted, agrees to furnish the articles and/or services listed and offered in this document at the prices and terms stated, subject to the conditions and specifications of this Request for Proposal.

Proponent Information:

(Company) (Signature)

(Address) (Printed Name)

(City, State, Zip) (Title)

Sworn to and subscribed before me this day of 20 .

Notary Public in and for the State of (Seal)

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REFERENCE AND RELEASE FORM

List at least four (4) references for the Prime proponent and each proposed sub-proponent using a separate Reference and Release Form for each. Provide the information requested in the form below for the contact person who will verify the Proponent’s experience and ability to perform the type of services listed in the RFP.

Reference #1:

Name of Company/Entity:

Mailing Address:

City/State/Zip Code:

Contact Person Name:

Contract Person Phone No.:

Date Work Performed:

Brief Description of Work Performed:

Reference #2:

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Reference #3:

Reference #4:

REFERENCE CHECK RELEASE STATEMENT

I hereby authorize you to contact the references provided above for purposes of the RFP.

Signed Title

(Authorized Signature)

Company Name □ Proponent

□ Sub-proponent Date

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ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

I , as an authorized agent of shall comply completely and promptly with all insurance requirements contained in RFP 2026 -008 Logo Design, Guidelines, and Branding Services for the City of Hampton, Georgia pertaining to insurance and/or bonding.

Proponent understands that it is required to share the City’s insurance and/or bonding requirements with the appropriate surety company(s) and/or insurance brokers, agents, underwriters, etc. prior to any award of a contract and to take all necessary steps to ensure compliance with the applicable bonding, insurance and endorsement requirements without delay. Proponent understands, acknowledges and agrees that its failure to fully comply with these requirements within five (5) days and no more than ten (10) days of the date proponent receives a final contract from the City, may result in the forfeiture of the bid guarantee submitted with its proposal and/or the disqualification of Proponent from further consideration for the contract.

By executing this Acknowledgement of Insurance Requirements, I represent that I am authorized to make the representations contained herein on behalf of . Further by signing below, I represent that understands and agrees to unconditionally comply with all requirements related to bonding and/or insurance contained in the City’s contract attached hereto as Appendix A.

Date: , 20 .

Corporate Proponent Non-Corporate Proponent

Name:

Name:

Notary Public (Seal) Notary Public (Seal) My Commission Expires: My Commission Expires:

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CERTIFICATE OF AUTHORITY – JOINT VENTURE

(Separate Certificate to be submitted by each joint venture partner)

I, , certify that:

(Name of secretary if Venturer is a corporation, Manager, or CEO if Venturer is a LLP of Venturer)

I am the of , (hereinafter “Venturer”);

(Title of person executing Certification) (Name of joint venture partner)

Venturer is a partner and participation in the joint venture having submitted the

Request for Proposal No. 2024-100 for Architectural Services.

Venturer is organized and incorporated to do business under the laws of the State of ; and

Said Request for Proposal No. 2026-008 was duly signed by said officer for and on behalf of said Venturer and the Proponent pursuant to the authority of the governing body of each and within the scope of its corporate powers.

I further certify that the names and addresses of the owners of all the outstanding stock or ownership…