Special_Observances_Diversity_Spotligth_Artwork_SOW_-Revison-722026-6.docx

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Statement of Work

Statement of Work Special Observances: Diversity Spotlight Custom Artwork 2027-2029

Version: v1.0 July 8, 2026

Table of Contents

Executive Summary The Regional Transportation District (RTD), through its Civil Rights Division (CRD), is seeking professional artistic services to support the RTD-branded Diversity Spotlight program. This program elevates key civil rights, cultural heritage, and equity-focused observances through original, inclusive, and accessible visual storytelling that reflects the diverse communities RTD serves.

This Statement of Work (SOW) defines the scope of services, required deliverables, project schedule, funding structure, and acceptance criteria for commissioned custom artwork developed to support RTD’s annual Diversity Spotlight observances. Artwork created under this agreement will be used across RTD’s internal and external communication channels to honor and promote designated observances throughout the calendar year.

RTD reserves the right to award this procurement to a single contractor or to multiple contractors based on programmatic needs, artistic approach, capacity, and overall value to the agency.

BACKGROUND

The Diversity Spotlight program is an ongoing internal and external storytelling and awareness effort led by RTD’s Civil Rights Division. The initiative highlights key cultural, historical, and civil rights observances throughout the year through articles, digital assets, and visual storytelling. Its purpose is to celebrate community, advance equity, and elevate historically marginalized voices across RTD’s system.

Commissioned artwork supports this initiative by providing consistent, high-quality visual assets that enhance engagement across internal communications, digital platforms, and limited print materials.

To support continuity, early planning, and timely deployment, particularly for early-year observances—RTD utilizes a multi-year artwork production approach aligned with approved annual budgets and procurement requirements.

Project Description Scope of the Project

To support accurate estimation of project size, level of effort, schedule, and pricing, Contractors should consider the following characteristics and features:

Nature of Work:

Professional digital illustration, hand-drawn, or mixed-media artwork and graphic design services focused on original concept development, refinement, digitization (as applicable), and final production. All final deliverables must be production-ready and compatible with Adobe Illustrator (Illustrator) to support scalability, adaptability, and integration into RTD communications.

Number of Deliverables:

Multiple individual artwork deliverables or “art suites” created for designated Diversity Spotlight observances. The exact number of observations may vary year by year and will be identified by RTD at the time of award or via task order.

Artwork Format and Tools:

Final deliverables must be provided in Illustrator format. Contractors are responsible for maintaining any required software licenses; RTD will not provide design software or tools.

Systems and Platforms:

No system integrations, website development, content management systems, or technical platforms are required under this project.

Business Process:

Each artwork deliverable will generally follow a standardized process that includes:

· Observance briefing and scope confirmation

· Concept development

· RTD review and feedback

· Revisions within the agreed-upon scope

· Final artwork approval and delivery

Revisions:

A limited number of revisions per artwork deliverable are anticipated and should be included in cost estimates, as defined in the agreed scope.

Timeframes:

Production timelines are tied to specific observance dates. Contractors should anticipate compressed design cycles, typically requiring completion of concept development through final delivery within a defined window established by RTD.

Project Milestones-Base Year 2027 Observances (Estimated)

All dates are estimates and subject to change at RTD’s sole discretion based on programmatic needs, procurement timelines, and funding availability

Coordination and Communication:

Periodic coordination meetings or check-ins (virtual) may be required to support alignment, feedback, and approval.

Licensing and Ownership:

Artwork may be developed using original artistic techniques or Artificial Intelligence assisted tools; however, all final deliverables must be created specifically for RTD and must not infringe upon any third-party rights. When artwork includes the depiction of historical figures or events, the Contractor is responsible for ensuring historical accuracy and respectful representation, recognizing that certain AI-generated outputs may present limitations in accuracy.

All final artwork shall be delivered with usage rights as defined in the contract executed. No third-party licensed imagery or restricted content may be used without prior written approval from RTD.

Out of Scope The following items are outside the scope of this project unless explicitly authorized in writing by RTD:

· Printing, fabrication, or physical production of materials

· Website or application development

· Software licensing or system maintenance

· Media buying, advertising placement, or campaign management

· Photography, videography, animation, or motion graphics Location

Location of Services: All services under this Statement of Work shall be performed remotely at the Contractor’s place of business or other off-site location of the Contractor’s choosing. No on-site work at RTD facilities is anticipated or required for the successful completion of this project.

Delivery of Products: All project deliverables, including draft and final artwork files, shall be delivered electronically to RTD via RTD-approved digital file-sharing or collaboration platforms, as designated by RTD. Finally, approved artwork shall be provided in RTD-specified formats, including Illustrator files.

Meetings and Coordination: Any required coordination meetings, check-ins, or review sessions will be conducted virtually, unless otherwise agreed to in writing by RTD.

Period of Performance

Work will be performed on an as-needed basis throughout the Period of Performance to support designated Diversity Spotlight observances scheduled across each contract year. Specific timelines and deliverables for each artwork assignment will be defined by RTD at the time of assignment or through individual task orders and will be aligned with the corresponding observance dates.

Contractors should anticipate compressed production timelines for individual artwork deliverables, typically encompassing concept development, review, revisions, and final delivery within a timeframe established by RTD.

No ongoing operational support or system maintenance is required under this Statement of Work. However, limited post-delivery support may be requested during the Period of Performance to address minor technical adjustments, formatting updates, or corrections to approved artwork, provided such support falls within the agreed-upon scope of work.

Roles and Responsibilities RTD, through the Civil Rights Division (CRD), shall be responsible for the following:

· Serve as the project owner and primary point of contact for the Diversity Spotlight program

· Identify and communicate designated Diversity Spotlight observances, themes, and high-level creative direction

· Provide relevant branding guidelines, accessibility expectations, and reference materials

· Establish project timelines, review milestones, and deliverable requirements for each artwork assignment

· Review submitted concepts and deliverables and provide consolidated feedback within agreed review timeframes

· Approve final artwork deliverables or request revisions in accordance with the agreed scope of work

· Coordinate internal stakeholders and obtain necessary approvals prior to final acceptance

· Manage contract administration, task orders (if applicable), and payment processing

Contractor The Contractor shall be responsible for the following:

· Develop and deliver original, custom digital artwork created exclusively for RTD and the Diversity Spotlight program

· Ensure artwork aligns with the theme, intent, historical context, and cultural significance of each assigned observance

· Adhere to RTD branding standards and accessibility best practices in all artwork deliverables

· Participate in coordination meetings or check-ins, as requested by RTD

· Incorporate RTD feedback and complete revisions within the agreed-upon scope and timelines

· Deliver draft and final artwork in RTD-specified formats, including Illustrator files

· Maintain all required software, tools, and licenses necessary to perform the work

· Meet all agreed project schedules and notify RTD promptly of any risks to delivery timelines

· Ensure all deliverables are free of third-party intellectual property restrictions unless expressly approved in writing by RTD Shared Responsibilities RTD and the Contractor shall collaboratively:

· Maintain clear, timely communication throughout the Period of Performance

· Participate in scheduled reviews to ensure alignment with project goals and observance timelines

· Work in good faith to resolve issues related to scope, schedule, or deliverables Project Requirements This procurement is for professional creative services to produce original, custom digital artwork in support of RTD’s Diversity Spotlight program. The Contractor shall provide concept development, design, revisions, and final artwork deliverables aligned with the theme, historical context, and intent of each designated observance.

All artwork must be original, adhere to RTD branding guidelines and accessibility best practices, and be delivered in RTD-specified formats, including Illustrator. The Contractor is responsible for providing all labor, tools, software, and licenses necessary to perform the work. No software system procurement, installation, system integration, or on-site services are required. Deliverables are subject to RTD review and approval, and timelines will be defined by observance schedules and task assignments.

Work Order Structure Services under this Statement of Work will be authorized through individual work orders issued by RTD on an as-needed basis. Each work order will define the specific Diversity Spotlight observance(s) to be supported and will outline the associated scope, deliverables, timeline, and not-to-exceed amount.

Anticipated subject matter and tasks for each work order may include:

· Concept development and design of original, custom digital artwork for designated Diversity Spotlight observances.

· Participation in coordination meetings or check-ins, as requested

· Incorporation of RTD feedback and completion of revisions within the agreed scope

· Delivery of final, approved artwork in RTD-specified formats

Payment Structure: Each work order will be compensated on a fixed-price basis, with payment issued upon RTD’s acceptance of the final deliverables associated with that work order. Payment shall not exceed the approved not-to-exceed amount established in the work order. No payment will be made for work performed outside of an authorized work order.

Project Management Requirements The Contractor shall provide project management services sufficient to support the timely and successful delivery of custom artwork for RTD’s Diversity Spotlight program.

The following project management structure and requirements shall apply:

· RTD Project Manager: CRD’s designated Project Manager for this effort is Gisa McCray Simmons, Outreach Specialist, who will serve as the primary point of contact for the Contractor and will oversee coordination, direction, review, and approval of deliverables.

· Contractor Project Manager: The Contractor shall designate a single Project Manager who will serve as the primary liaison with RTD and be responsible for day-to-day coordination, schedule management, and delivery of work orders.

· Project Kick-Off: A virtual project kick-off meeting will be conducted at the start of the contract or prior to the first work order to review program goals, workflows, timelines, and expectations.

· Creative Direction and Briefing: RTD will provide creative briefs for each Diversity Spotlight observance to communicate themes, intent, and key considerations. These briefs will guide concept development and review.

· Templates and Tracking Tools: RTD Communications will provide standardized templates for full artwork suites, as applicable, to support consistency across observances. These templates may also be used to communicate expectations, track progress, and manage revisions.

· Schedule and Progress Monitoring: The Contractor shall develop and manage a schedule for each work order aligned with observance timelines and RTD review cycles and shall monitor progress to ensure timely delivery.

· Status Updates and Communication: Formal written progress reports are not anticipated; however, the Contractor shall provide regular status updates, participate in check-ins as requested, and promptly notify RTD of any risks or issues that may impact scope, schedule, or quality.

Personnel Requirements The Contractor shall assign personnel who possess the experience, skills, and professional qualifications necessary to successfully perform the services described in this Statement of Work.

At a minimum, Contractor personnel shall meet the following requirements:

· Demonstrated experience in professional digital illustration and/or graphic design, including the creation of original, custom artwork.

· Experience developing artwork for cultural, historical, civil rights, or equity-focused initiatives, public-sector entities, or community-based organizations, demonstrating strong cultural competence and the ability to represent diverse communities respectfully and accurately.

· Proficiency in Illustrator and related digital design tools required to produce final deliverables in RTD-specified formats.

· Familiarity with branding standards and the ability to design within established visual guidelines

· Working knowledge of accessibility best practices for visual communications, including considerations for legibility, contrast, and inclusive representation.

· Ability to manage multiple deliverables and meet compressed timelines tied to fixed observance dates

· Strong communication skills and the ability to collaborate effectively with RTD staff and stakeholders.

No specific educational degree is required; however, relevant professional experience, training, or portfolio-based qualifications must demonstrate the Contractor’s ability to meet the requirements of this project.

Legal Compliance Requirements The Contractor shall comply with all applicable federal, state, and local laws, regulations, and RTD policies in the performance of services under this Statement of Work.

At a minimum, the Contractor shall adhere to the following requirements (these requirements are described in further detail in the Contract):

· Americans with Disabilities Act (ADA): All artwork and visual materials must align with ADA accessibility principles and recognized accessibility best practices for visual communications, including legibility, color contrast, and inclusive representation.

· Civil Rights and Non-Discrimination Laws: The Contractor shall comply with all applicable civil rights and non-discrimination laws, including Title VI of the Civil Rights Act of 1964, and ensure that all artwork is respectful, inclusive, and free from discriminatory or offensive content.

· Intellectual Property Compliance: All artwork produced under this SOW shall be original, created specifically for RTD, and free of third-party intellectual property restrictions unless expressly approved in writing by RTD. The Contractor shall comply with all applicable copyright, trademark, and intellectual property laws. Ownership, licensing, and usage rights for all deliverables shall be governed by the terms of the contract executed.

· Confidentiality and Data Protection: The Contractor shall protect any non-public or confidential information received from RTD in accordance with contract terms. No collection or handling of protected health information (HIPAA), payment card information (PCI-DSS), or sensitive customer data is anticipated under this contract.

· RTD Policies and Contractual Requirements: The Contractor shall comply with all applicable RTD policies, procurement requirements, and contractual terms incorporated by reference.

Product Requirements This procurement does not require RTD to provide or procure any hardware, equipment, or physical products.

The Contractor shall be responsible for providing all hardware, equipment, and tools necessary to perform the services under this Statement of Work, including but not limited to computers, design peripherals, and related equipment capable of supporting professional digital artwork production.

No specific hardware brand or model is required. However, all Contractor-provided equipment must be sufficient to produce high-quality digital artwork and deliver final files in RTD-specified formats, including Illustrator.

Appendix Materials The following appendix materials are included for Contractor review and are incorporated into this Statement of Work:

☒ EXHIBIT A – Special Observances RFQ All Call

Exhibit A: Call for Artists

RTD Diversity Spotlight – Custom Artwork Initiative Regional Transportation District (RTD) | Denver Metro Region

Create Art That Moves a Region

The Regional Transportation District (RTD), through its Civil Rights Division (CRD), invites artists and creative professionals to submit proposals to create original, custom artwork for RTD’s Diversity Spotlight program beginning with the 2027 observance cycle.

Selected artists may be commissioned to develop artwork supporting designated Diversity Spotlight observances. Artwork will be used across RTD’s internal and external communications to honor civil rights, cultural heritage, and equity-focused commemorations and to reflect the diverse communities RTD serves.

RTD intends to establish a pool of qualified artists for the Base Contract year (2027), with potential continuation through two one-year option terms.

Background: The Diversity Spotlight Program

The Diversity Spotlight program honors and elevates civil rights, cultural heritage, and equity-focused observances throughout the year. Led by RTD’s Civil Rights Division, the program uses visual storytelling to recognize the histories, contributions, and lived experiences of historically underrepresented and marginalized communities.

Observances may include, but are not limited to:

· Martin Luther King Jr. Day

· Black History Month

· Transit Equity Day

· Women’s History Month

· Holocaust Remembrance Day

· Asian American, Pacific Islander & Native Hawaiian Heritage Month

· Pride Month

· Juneteenth

· Civil Rights Act Anniversary

· Americans with Disabilities Act Anniversary

· Women’s Equality Day

· Hispanic/Latine Heritage Month

· National Disability Employment Awareness Month

Artwork developed through the Diversity Spotlight program must be inclusive, accessible, and respectful, reinforcing RTD’s commitment to equity, accessibility, and belonging in public spaces.

Design Goals

Artwork created for the Diversity Spotlight program should:

· Honor the historical, cultural, or civil rights significance of each observance

· Demonstrate cultural competence and respectful representation of diverse communities

· Reflect inclusive, affirming, and accurate depictions of identities and lived experiences

· Be visually engaging and accessible to a broad public audience, including transit riders

· Communicate clearly at multiple sizes and across digital platforms

· Avoid stereotypes, tokenism, or harmful imagery

· Align with RTD’s branding and accessibility standards

When artwork includes the depiction of historical figures or events, artists are responsible for ensuring historical accuracy and respectful representation.

Scope of Opportunity & Compensation

Artists selected may be commissioned to create custom artwork for individual Diversity Spotlight observances during the 2027 Base Contract year.

· Artwork will be commissioned on a fixed-price, per-suite basis

· The annual allocation for Diversity Spotlight artwork services is $10,000.00

· Selection does not guarantee commission for all observances

· RTD may commission one or multiple artists per year, depending on program needs and funding availability

The Base Contract term is anticipated to begin in December 2026, with artwork production supporting 2027 observances.

Nature of Artwork

Artwork may be created using:

· Digital illustration

· Hand-drawn techniques

· Mixed media

· AI-assisted creative tools

Regardless of medium, all final deliverables must be submitted in a production-ready format compatible with Illustrator.

If hand-drawn, mixed-media, or AI-generated artwork is utilized, the artist is responsible for digitizing, refining, and preparing final files to meet RTD technical and production standards.

Technical & Production Requirements

Artists must be able to:

· Creating original artwork developed exclusively for RTD

· Deliver final artwork in Illustrator format.

· Work within RTD-provided creative briefs and templates

· Rasterize or outline fonts and properly package linked assets

· Incorporate feedback and complete revisions within the agreed scope

· Meet accessibility and branding standards

RTD will provide observance-specific creative briefs, templates, and timelines for each commissioned project.

Who Should Apply

RTD welcomes submissions from artists who:

· Have experience creating digital artwork or graphic design

· Have experience developing artwork for cultural, historical, civil rights, or equity-focused initiatives, public-sector entities, or community-based organizations

· Demonstrate strong cultural competence and the ability to represent diverse communities respectfully and accurately

· Are interested in culture, history, civil rights, and equity-centered storytelling

· Can meet timelines tied to fixed observance dates

· They are comfortable collaborating and responding to feedback

Artists from historically underrepresented communities and those with lived experience connected to Diversity Spotlight observances are strongly encouraged to apply.

Submission Requirements

Applicants shall submit:

1. Statement of Qualifications (1–2 pages) Describe your artistic practice, relevant experience, cultural approach, and interest in contributing to the Diversity Spotlight program.

2. Portfolio of Work Up to five (5) examples of original artwork demonstrating artistic style, quality, and relevance to this initiative.

3. Resume or Artist Biography Highlighting relevant experience, training, or notable projects.

4. Technical Capability Statement Confirmation of your ability to deliver production-ready artwork in Illustrator format and meet project timelines.

Regional Transportation District 1660 Blake Street, Denver CO 80202 rtd-denver.com rtd-denver.com image2.jpeg image1.png