Graphic Design Services

The City of Palo Alto Utilities (CPAU) is soliciting proposals for comprehensive graphic design services through Request for Proposals (RFP) #RFP196540 to support customer outreach and communications across multiple platforms and formats. The procurement encompasses creative development and production of traditional outreach materials including utility bill inserts, print advertisements, factsheets, brochures, posters, and displays; digital and online media such as web content, social media advertisements, graphics, charts, infographics, videos, and interactive elements; photography and videography with regional context; illustrated and customized artwork; and promotional items. All deliverables and high-resolution design files become the property of the City of Palo Alto, with files transferred monthly. The engagement will be structured as a Not-To-Exceed Budget Per Task contract with indefinite term based on ongoing utility outreach needs, compensated on a task basis with progress payments calculated as a percentage of project completion. Required qualifications include submission of firm experience documentation demonstrating relevant project history with past clients, audited or reviewed financial statements for two years, and verification of financial stability through letters from financial institutions or Dun & Bradstreet reports updated within twelve months. The evaluation criteria include quality of proposal (10%), proposed solution (25%), experience (20%), cost (15%), financial condition and stability (5%), timely performance (5%), prior record of performance with government agencies (10%), ability to provide ongoing services (5%), and compliance (5%). Proposals must be submitted electronically through OpenGov by Monday, March 9, 2026, at 3:00 pm; questions must be submitted by March 2, 2026, at 1:00 pm.

The RFP does not specify set-aside designations or restrictions limiting participation to disadvantaged enterprises or particular organizational types; all qualified individuals, firms, contractors, consultants, and entities meeting the stated requirements are encouraged to respond. No incumbent vendors or current contractors are identified in the solicitation documents. All selected proposers must obtain and maintain comprehensive insurance coverage including Worker's Compensation, Employer's Liability, General Liability ($1,000,000 per occurrence/$1,000,000 aggregate), Automobile Liability ($1,000,000 per person/$1,000,000 per occurrence), and Professional Liability/Errors and Omissions ($1,000,000 minimum) from insurers rated A-:VII or higher by AM Best's, with the City named as additional insured on applicable policies. Contractors must comply with the City's minimum wage ordinance, environmentally preferred purchasing policies, nondiscrimination standards, and prevailing wage requirements if the project qualifies as public works. Monthly invoices are processed and paid within thirty days of receipt, with contract terms customizable and terminable by either party with ten days' written notice. The RFP does not specify a disclosed overall budget or award value; proposers submit fixed rates and per-unit pricing through the provided Cost Proposal form with pricing structured for various deliverables including rush work, advertisements, brochures, programs, social media ads, and translation services.