Specifications include, but are not limited to: STATEMENT OF NEEDS The Contractor shall furnish all necessary labor, materials and supplies to accomplish the required services specified herein. The requirements outlined herein represent the general scope of this contract, but may not represent the full range of areas that should be reviewed under the scope of this contract Offerors are encouraged to suggest additional services they can provide relative to Parks and Recreation‐type requirements. Owner reserves the right to request the Contractor to provide additional services the cost for additional services will be negotiated using awarded contract hourly rates, based on a mutually agreed upon scope of work at the time they are requested, and will be added to the contract through written modification. Specific Scope Requirements 3.1 All work shall conform to the standards for graphic arts trade and printing industry. The graphic art shall include any and all of the following: artists original artwork, computer generated clip art and national logos, etc. The Owner shall provide some graphics and photos, and shall have review and approval authority prior to final acceptance, but the overall responsibility for artistic expression and layout of each issue shall be the Contractors in regard to fonts and graphics used. 3.1.1 Text: The Owner will provide an InDesign document electronically from their CLASS Solutions software the document will include an activity listing formatted in InDesign. This document will provide all recreation programs and activities data by Owners Region and by subsections.Data will include course title, bar code, description, age range, dates, location, instructor and cost. The Owner will provide additional text in MS Word for the creation of information pages and sections. The Owner will also provide some camera‐ready artwork, photos, logos and other information on disk or to be imported or scanned by Contractor into the publication. True Type fonts will be embedded when saving publications. A copy of the most recent Good Times is available at any Parks and Recreation location in Fauquier County or may be provided by the Procurement Division upon request. 3.1.2 Masthead:The Owner has a current masthead that the Contractor shall utilize for the contract term. There shall be no deviation from the original masthead unless prior approval is received via the Contract Administrator. The colors scheme of the masthead will change with each edition. 3.1.3 Page Size: Page size shall be approximately 8 X 11. Parks & Recreation is in the process of determining the feasibility of remaining with a magazine format for this publication, therefore, Offerors shall provide the optional costs of producing graphics for the publication in tabloid format and as a Holiday Issue newsletter format as noted in the proposal pricing form. Tabloid format page size is 11 X 13 , and Holiday Issue 8 X 11, as noted. 3.1.4 Ink: While this request is for graphic design and layout, Offerors shall consider the following information in structuring their pricing and proposal response. The front and back covers, along with their inside pages and centerfold, along with its outside pages will be in process color, with the remaining to be designed in black as the main color plus one or more colors that shall vary for each issue.The colors shall be utilized for spot coloring and screen color tinting.The United States Printing Ink Corporation IMPACT Colors II Color Chart is currently used for color selection. The Owner is also considering an option by which the publication is created as a full process CYMK color job with an ability to convert to grayscale. 3.1.5 Layout Meeting:Graphic design work for each issue shall include a one‐hour layout meeting or conference call between the appropriate Parks & Recreation personnel and the Contractor, to discuss overall themes and objectives for that publication/issue. 3.1.6 Proof: The Owner has provided a calendar for each of the (5) editions with all deadlines from receipt of text copy to finished product as Attachment A of the RFP. The Contractor shall be responsible for delivery of all proofs to the Contractor Administrator via electronic transfer orRFP# 70sm, Graphic Art Design/Layout, Parks & Recreation 5 as outlined in their proposal response. 3.1.7 Printer: The Contractor shall generate a clean text final copy of CD or electronic transfer utilizing PDF, or other industry standard format, to the contracted printer and a copy in InDesign or other acceptable software and PDF formats on CD or via electronic transfer to the Owner. The Contractor may use INDESIGN, PageMaker, Quark and other industry‐acceptable software approved by Owner that provides a suitcase containing all printer and screen fonts used on the disk for creation of the publication. Files shall be formatted for Commercial Printing using CYMK color models. 3.1.8 Web Hosting: Owner hosts copies of publication on a digital publication service provider.The Contractor shall download copy of publication into Bluetoad.com or other acceptable digital publication service provider and make payment for hosting the Contractor shall pay the service and be reimbursed by Owner.Current rates are $5 per page. 3.1.9 Updates: Offerors shall provide their proposed hourly fee for updates beyond Owner acceptance of the final issue/product, as noted on the proposal pricing form. 3.1.10 Graphics Delivery Dates: The proof process listed on the calendar, Attachment A, is based on the dates listed below by which the Contractor shall deliver the finished product to the contracted printer. The proof process may be revised by input and guidance from the Contractor and all changes to the process will be mutually agreed upon.The Owner will update the process and schedule dates with each renewal and as necessary during the course of that year with mutual consent of both parties. The following dates for submission to the Contractor and printer cannot be delayed or missed: Session Copy Due to Artist Proof Due to Owner Fall Issue 12 July 03, 2012 July 31, 2012 Holiday Issue 12 September 25, 2012 October 24, 2012 Winter Issue 13 November 9, 2012 December 6, 2012 Spring Issue 13 January 29, 2013 February 27, 2013 Summer Issue 13 April 17, 2013 May 15, 2013 3.1.11 Delivery of Finished Product: The Contractor shall deliver the completed finished product to the contracted printer. The Owner will forward delivery and contact information to the Contractor once the printing contract is awarded. 3.2 Cost Proposal:Offerors shall list all costs on the graphics proposal pricing form, for providing the services specified herein. Offerors shall provide an hourly rate or rates for personnel assigned to the resulting contract. Previously, graphic art design and layout work has been provided as a per‐page price the Owner requests this format for evaluation purposes as indicated on the proposal pricing form. As mentioned in the RFP, the Owner is considering both the magazine and tabloid format, in addition to a Holiday Issue/newsletter format so all sizes/formats are listed on the proposal pricing form, in the event that one format takes more graphic design and layout time or effort than the other. Offerors shall include complete costs for issues sizes (based on number of pages) as noted on the proposal pricing form. All costs shal
