R499--FY25: Graphic Design Services

Statement of Work for Medical Media Graphic Design:

Graphic Design Consulting Contract Base Period 10/1/2024 to 9/30/2025 with (4) Option Years: designing of flyers, brochures, posters, stickers, buttons, newsletters, Annual Reports and other misc. Graphic design work order request. Most work order request have a 5-10 working days for completion with the exception of the initial proof of the Annual Report. All Guidelines set forth in the statement of work are required. Required to follow VA Style Guides. Guidelines include but are not limited to: Utilizing current Adobe CS Suite: All flyers, brochures and newsletters must be designed in Adobe InDesign or Adobe Illustrator - All patient related work must be made 508 compliant - All work order request once complete must be packaged into a file to include all linked graphics and fonts and Indesign File. All design must include white space to avoid a cluttered appearance Design must remain clean and simple. When able utilize Master Pages ; Link all files ; Utilize Paragraph Styles ; Utilize Character Styles ; Utilize San Serif for primary text ; Utilize 14pt text on Patient Education Material when possible and do not go below 12pt text on Patient Education Materials ; Do not create bleeds on any designs unless specified by client ; Minimum of .25inches of border on all designs.; VA Signature shall be placed at the top for patient education brochure material utilizing the provided template design concept (refer to VA Style Guide). ; Keep a consistent file structure so that the files may be easily updated; Include Job # and Date at the bottom or on the back of all designs along with Produced by Medical Media (ie: Medical Media Job # C4999 10-1-2024); Submit Adobe Acrobat file by email for corrections and approvals. Must be able to submit work through Adobe Cloud that accessible by the VA Medical Center to upload and download all work order request. All graphic that are used in designs will be charged as one flat monthly user rate. When a graphic cannot be found the vendor must contact the VA Medical Center and request that a suitable graphic be produced for the design. Provide monthly invoices and monthly status reports on all work orders and include copies on Adobe Cloud. When invoicing include the work order # and the date that the work was done as well as the Invoice includes all work orders requested during the month period. It must include a line item for each work order which details the description of the work completed, the time that was used on the request, the hourly billing rate, the total for each line item and the total for the entire bill. Monthly Status reports will include: Estimated date of 1st proof, name of job with work order #, Request Date, 1st Proof date, Business days for completion of 1st proof, 1st Revision Request date, 2nd proof date, Business days for 2nd proof, 2nd Revision request date, 3rd proof date, Business days to complete 3rd proof, Package request date, Package Completion date, Business days to complete package.

Estimated quantity of projects per fiscal year = between (60) and (120) work orders

Complexity of work Simple flyer to multipage complex Annual Report

Single averaged hourly rate to include all levels of graphic designers, web content designers, illustrators, writers and editors. (Blended for all design levels of work)

Timeframe

5-10 working days for completion unless otherwise stated.

Types of work to be completed

Graphic design and graphic production

Strategic communication planning

Branding and identity design

Web and Social Media Content Design

Writing, editing, and production

Flyers

Brochures

Booklets

Newsletters

Posters

Stickers

Buttons

Forms

Post Cards

Poster Sessions

Maps

Folders

Vehicle Wraps

Annual Reports

Electronic Posters

Misc.

Software requirements:

Most up-to-date Adobe CS Suite

Poster may be created in Adobe Photoshop, Adobe Illustrator or Adobe InDesign

All flyers, brochures, Annual Reports and newsletters must be designed in either Adobe InDesign or Adobe Illustrator

VA will print the documents in color unless otherwise specified

Guidelines:

Design pages with enough white space to avoid a cluttered appearance

Keep design clean and simple

Utilize Master Pages

Link all files

Utilize Paragraph Styles

Utilize Character Styles

Utilize San Serif for primary text

Utilize 14pt text on Patient Education Material when possible and do not go below 12pt text on Patient Education Materials

Do not create bleeds on any designs unless specified.

Minimum of .25inches of border on all designs.

VA Signature shall be placed at the top of all patient education materials unless otherwise specified.

Keep a consistent file structure so that the files may be easily updated

Include Job # and Date at the bottom or on the back of the design along with Produced by Medical Media (ie: Produced by Medical Media Job # C4999 10-1-2024)

Submit adobe acrobat file by email and/or Adobe Cloud for corrections and approvals

Provide a VA upload and download location folder in Adobe Cloud to include at the minimum the following folders: 508, Corrections, New Work Orders, Packaged, Proofs, Building Pictures, Invoices, Status, Logos, Templates

Utilize sample brochures, newsletters, flyers and Annual Report as templates.

Specs: (see additional attachments)

Utilize VA Tier 1 Graphic Standards: Foundation for Brand Maintenance and Evolution (attached VA_508_GraphicStandardsGuide_013113.pdf) This document is updated regularly and will be provided to contractor when updates are made.

Ensure that only approved VA logo and graphic style assets are utilized. These may change and the proper assets will be provided as needed.

Copyright

All graphics contained in the designs must include copyright permission granted to the VA for unlimited use in that design.

The work performed will be as a work-for-hire as defined under the U.S. Copyright Act, Section 101. You are, at any rate, prohibited from claiming copyright protection for this work. All materials supplied to you as well as the work that you produce for VA is the sole property of VA and may not be used for any other purpose.

508 Compliance of all final products output into Adobe Acrobat files (www.section508.gov)

Final Design Products to include and packaged with:

All source material and linked material

All fonts

Original layout creation

508 compliant Adobe Acrobat File

Base Year Plus Four- Year Options

Base Year: October 1, 2024 through September 30, 2025

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

0001

850.00

HR

$0.0000

$ 0.00

Graphic Design consulting service (not to exceed 850).

LOCAL STOCK NUMBER: Graphic Consult

Funding/Req. Number: 1

0002

12.00

MO

$ 0.0000

$ 0.00

Graphic Subscription

LOCAL STOCK NUMBER: Graphic Subscription

Funding/Req. Number: 1

GRAND TOTAL

$ 0.00

Year One: October 1, 2025 through September 30, 2026

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

1001

850.00

HR

$ 0.0000

$ 0.00

Graphic Design consulting service (not to exceed 850).

LOCAL STOCK NUMBER: Graphic Consult

Funding/Req. Number: 1

1002

12.00

MO

$ 0.0000

$ 0.00

Graphic Subscription

LOCAL STOCK NUMBER: Graphic Subscription

Funding/Req. Number: 1

GRAND TOTAL

$ 0.00

Year Two: October 1, 2026 through September 30, 2027

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

2001

850.00

HR

$ 0.0000

$ 0.00

Graphic Design consulting service (not to exceed 850).

LOCAL STOCK NUMBER: Graphic Consult

Funding/Req. Number: 1

2002

12.00

MO

$ 0.0000

$ 0.00

Graphic Subscription

LOCAL STOCK NUMBER: Graphic Subscription

Funding/Req. Number: 1

GRAND TOTAL

$ 0.00

Year Three: October 1, 2027 through September 30, 2028

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

3001

850.00

HR

$ 0.0000

$ 0.00

Graphic Design consulting service (not to exceed 850).

LOCAL STOCK NUMBER: Graphic Consult

Funding/Req. Number: 1

$38,250.00

548-20-1-225-0001

3002

12.00

MO

$ 0.0000

$ 0.00

Graphic Subscription

LOCAL STOCK NUMBER: Graphic Subscription

Funding/Req. Number: 1

GRAND TOTAL

$ 0.00

Year Four: October 1, 2028 through September 30, 2029

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

4001

850.00

HR

$ 0.000

$ 0.00

Graphic Design consulting service (not to exceed 850).

LOCAL STOCK NUMBER: Graphic Consult

Funding/Req. Number: 1

4002

12.00

MO

$ 0.0000

$ 0.00

Graphic Subscription

LOCAL STOCK NUMBER: Graphic Subscription

Funding/Req. Number: 1

GRAND TOTAL

$ 0.00

Grand Total:_______________________________________________________