On-Call Graphic Design Services

TACOMA PUBLIC UTILITIES
CUSTOMER EXPERIENCE & EXTERNAL AFFAIRS
REQUEST FOR PROPOSALS
ON-CALL GRAPHIC DESIGN SERVICES
SPECIFICATION NO. PR26-0062F

TACOMA PUBLIC UTILITIES
CUSTOMER EXPERIENCE & EXTERNAL AFFAIRS
REQUEST FOR PROPOSALS SPECIFICATION NO. PR26-0062F
ON-CALL GRAPHIC DESIGN SERVICES
Submittal Deadline: 11:00 a.m., Pacific Time, Tuesday, July 21, 2026
Submittals must be received by the City's Procurement and Payables Division by 11:00 a.m. Pacific Time.
For electronic submittals, the City of Tacoma will designate the time of receipt recorded by our email server, as
the official time of receipt. This clock will be used as the official time of receipt of all parts of electronic bid
submittals. Include the specification number in the subject line of your email. Your submittal must be sent as
an attachment, links to your electronic submittal will not be accepted.
For in person submittals, the City of Tacoma will designate the time of receipt recorded by the timestamp
located at the lobby security desk, as the official time of receipt. Include the specification number on the
outside of the sealed envelope. Late submittals will be returned unopened and rejected as non-responsive.
Submittal Delivery: Sealed submittals will be received as follows:
By Email: In Person:
sendbid@tacoma.gov Tacoma Public Utilities Administration Building North,
Maximum email size including attachments: 35 MB. Main Floor, Lobby Security Desk
Multiple emails may be sent for each submittal. 3628 South 35th Street
Tacoma, WA 98409
Note: Email may pass through multiple servers before arriving Monday - Friday 8:00 am to 4:30 pm
at its destination. Please allow sufficient time for email delivery
of submittals. Timely electronic delivery is at the risk of the
supplier.
Bid Opening: Submittals must be received by the City's Procurement and Payables Division prior to 11:00
a.m. Pacific Time. Sealed submittals in response to a RFB will be opened Tuesday's at 11:15 a.m. by a
purchasing representative and read aloud during a public bid opening held at the Tacoma Public Utilities
Administrative Building North, 3628 S. 35th Street, Tacoma, WA 98409, conference room M-1, located on the
main floor. They will also be held virtually Tuesday's at 11:15 a.m. Attend a Zoom meeting via this link or call 1
(253) 215 8782, using meeting ID # 884 0268 0573, passcode # 070737.
Submittals in response to an RFP, RFQ or RFI will be recorded as received, but not read at bid opening. As
soon as possible, after 1:00 PM, on the day of submittal deadline, preliminary results will be posted to
www.TacomaPurchasing.org.
If you believe your submittal was sent timely and was not read at bid opening, please contact
sendbid@tacoma.gov immediately.
Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and
obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org.
* Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates.
* Click here to see a list of vendors registered for this solicitation.
Pre-Proposal Meeting: A pre-proposal meeting will not be held.
Project Scope: Tacoma Public Utilities Communications Office would like to secure on-call graphic design
services to support the communication, outreach, and operational needs of Tacoma Public Utilities (TPU).
Services may support internal, external/public-facing communications, including time-sensitive or priority
needs, on an as needed basis. This contract is intended to supplement existing internal resources and does
not guarantee a minimum volume of work.
Form No. SPEC-040C Revised: 06/03/2024

Estimate: $50,000
Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave in accordance with
State of Washington law.
Americans with Disabilities Act (ADA Information: The City of Tacoma, in accordance with Section 504 of
the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to
nondiscrimination on the basis of disability, in all of its programs and activities. Specification materials can be
made available in an alternate format by emailing the contact listed below in the Additional Information section.
Title VI Information:
"The City of Tacoma" in accordance with provisions of Title VI of the Civil Rights Act of 1964, (78 Stat. 252, 42
U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively
ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises
will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated
against on the grounds of race, color, national origin in consideration of award.
Additional Information: Requests for information regarding the specifications may be obtained by contacting
Brandon Snow by email to bsnow@tacoma.gov.
Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures for
protests submitted prior to and after submittal deadline.
Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with
disabilities can be arranged with 48 hours advance notice by calling 253-502-8468.
Form No. SPEC-040C Revised: 06/03/2024

TABLE OF CONTENTS
SUBMITTAL CHECK LIST ......................................................................................................... 5
1. BACKGROUND .................................................................................................................. 6
2. MINIMUM REQUIREMENTS .............................................................................................. 7
3. SCOPE OF SERVICES AND DELIVERABLES................................................................... 7
4. CONTRACT TERM ............................................................................................................10
5. CALENDAR OF EVENTS ..................................................................................................10
6. INQUIRIES ........................................................................................................................10
7. PRE-PROPOSAL MEETING..............................................................................................11
8. DISCLAIMER .....................................................................................................................11
9. EVALUATION CRITERIA ...................................................................................................11
10. CONTENT TO BE SUBMITTED - This section represents 100% of scoring criteria. .........12
11. RESPONSIVENESS ..........................................................................................................15
12. ACCEPTANCE / REJECTION OF SUBMITTALS ...............................................................15
13. CONTRACT OBLIGATION .................................................................................................15
14. STANDARD TERMS AND CONDITIONS / GENERAL PROVISIONS ................................15
15. INSURANCE REQUIREMENTS .........................................................................................16
16. PARTNERSHIPS ...............................................................................................................16
17. COMMITMENT OF FIRM KEY PERSONNEL ....................................................................16
18. AWARD ..............................................................................................................................16
19. ENVIRONMENTALLY PREFERABLE PROCUREMENT ...................................................16
20. PROPRIETARY OR CONFIDENTIAL INFORMATION .......................................................17
21. ADDENDUMS ....................................................................................................................17
22. LEAP REQUIREMENTS ....................................................................................................17
23. EQUITY IN CONTRACTING ..............................................................................................17
APPENDIX A ............................................................................................................................18
APPENDIX B ............................................................................................................................19
APPENDIX C ............................................................................................................................20
Request for Proposal Specification No. PR26-0062F_RFP
Template Revised: 08/01/2025

SUBMITTAL CHECK LIST
This checklist identifies items to be included with your submittal. Any submittal received without
these required items may be deemed non-responsive and not be considered for award.
Submittals must be received by the City of Tacoma Purchasing Division by the date and time
specified in the Request for Proposal page.
The following items make up your submittal package:
One electronic copy of your complete submittal package
Signature Page (Appendix A)
Price Proposal Form (as formatted by proposer)
Information in Section 10 (Proposal)
After award, the following documents will be executed:
Services Contract (See sample in Appendix B)
Certificate of Insurance and related endorsements (Appendix C)
Request for Proposal Specification No. PR26-0062F_RFP
Template Revised: 08/01/2025

1. BACKGROUND
Tacoma Public Utilities is a department within the City of Tacoma and consists of three
operating divisions, Tacoma Power, Tacoma Water, and Tacoma Rail. Tacoma Public Utilities is
one of the oldest and largest municipally owned utilities in the country.
To learn more about Tacoma Public Utilities, visit www.mytpu.org
To learn more about the City of Tacoma, visit www.tacoma.gov
Tacoma Public Utilities Communications Office would like to secure on-call graphic design
services to support the communication, outreach, and operational needs of Tacoma Public
Utilities (TPU). Services may support internal, external/public-facing communications, including
time-sensitive or priority needs, on an as needed basis. This contract is intended to supplement
existing internal resources and does not guarantee a minimum volume of work.
The City anticipates awarding a one-year, not to exceed $50,000 on-call Services contract with
the option to extend for an additional three years.
The on-call graphic designer shall provide creative and technical graphic design services across
a variety of media and formats. Work will be requested through individual task assignments and
may vary in scope, complexity, and duration. Services may include, but are not limited to:
* Design and layout of print and digital materials (e.g., flyers, brochures, fact sheets,
posters, reports, etc.)
* Visual assets for internal communications, presentations, and executive materials
* Digital graphics (including minor motion graphics) for websites, intranet, email
campaigns, e-newsletters, and social media
* Infographics, charts, and data visualizations
* Illustrations
* Branding support consistent with TPU standards and style guidelines
* Minor photo editing and image optimization
* Basic production support and file preparation for print or digital distribution
Each task will include goals, audience, copy messages or content, branding necessary,
deliverables, file formats, deadlines. The contractor will confirm receipt and any assumptions or
dependencies before work begins. Services may include concept development, execution, or
both, depending on the requirement of the task assignment.
Request for Proposal Specification No. PR26-0062F_RFP
Template Revised: 08/01/2025

2. MINIMUM REQUIREMENTS
The designer is expected to provide timely, accurate, and professional services and to
communicate proactively regarding schedules, availability, and potential issues. TPU may
provide notice of performance concerns and an opportunity to correct deficiencies.
The graphic designer shall have:
* Demonstrated experience providing graphic design services, preferably for public sector
or similarly regulated organizations
* Proficiency in industry-standard design software
* Experience designing accessible and print-ready materials
* Experience with illustration
* Ability to manage multiple tasks and meet deadline
* Understanding of designing to meet compliance with accessibility standards (e.g., ADA,
WCAG)
3. SCOPE OF SERVICES AND DELIVERABLES
Limitations and Exclusions
Services under this Scope of Work are limited to graphic design services as described. Unless
expressly authorized through a specific task assignment, services do not include content
development, photography shoots, video production or video motion graphics, website
development, coding, marketing strategy, or printing services.
Requests that materially exceed the scope, complexity, or intent of an individual task
assignment may require revision of the task scope, schedule, or authorization. Requests for
excluded services may be considered only through contract amendment or separate
procurement.
Task Management and Communication
* Work will be assigned on an on-call, task-by-task basis by TPU's designated point of
contact. Each task assignment will outline the scope, deliverables, schedule, and
applicable deadlines
* The designer shall acknowledge receipt of work requests within 1-2 hours.
Response time refers to acknowledgement of receipt, not completion of work.
* The designer shall collaborate with TPU staff, participate in brief check-ins or planning
meetings as needed, and incorporate feedback and revisions in a timely manner using
agreed-upon communication tools.
Request for Proposal Specification No. PR26-0062F_RFP
Template Revised: 08/01/2025

Schedule and Turnaround
Turnaround times will vary depending on task complexity, priority, and workload. Tasks may
include both standard and time-sensitive requests.
Expedited or high-priority requests are subject to availability and mutual agreement. TPU will
make reasonable efforts to provide advance notice for urgent needs.
Standards and Accessibility
All design work must:
* Comply with applicable TPU branding standards, visual identity guidelines, and
applicable style guides
* Support accessibility best known practices and meet applicable requirements, including
Section 508 and WCAG guidelines, as applicable
* Reflect inclusive, clear, and professional communication practices
The designer is responsible for creating designs that support accessibility through appropriate
layout, color contrast, typography, and structure. Accessibility requirements apply to public-
facing materials and internal materials as intended for broad distribution.
TPU Responsibilities
TPU will:
* Provide clear project direction, content, branding guidelines, and deadlines
* Designate a primary point of contact for task assignments and approvals
* Review and provide feedback in a timely manner
* Retain responsibility for the accuracy and completeness of all provided content and final
approvals.
Subcontracting
Subcontracting or assignment of work under this contract is not permitted without prior approval
from TPU. Any approved subcontractors must meet the same qualification requirements as the
primary contractor. The primary contractor remains responsible for all work performed under the
contract.
Ownership and Intellectual Property
All work products created under this contract, including final deliverables and editable source
files, shall become the property of Tacoma Public Utilities upon payment. The designer assigns
to TPU all rights, title, and interest in such work products.
Request for Proposal Specification No. PR26-0062F_RFP
Template Revised: 08/01/2025

Any use of third-party assets, including stock photography, fonts, or licensed materials, must
be disclosed in advance and approved by TPU. Licensing terms must allow unrestricted use by
TPU for its intended purposes.
Confidentiality and Information Security
The designer may have access to confidential or sensitive information during the course
of work. The designer shall maintain the confidentiality of all non-public information
and shall not disclose such information without prior authorization from TPU.
Files and materials shall be stored and transferred using secure methods consistent with
industry best known practices.
Compensation and Invoicing
Compensation will be based on an hourly rate or task-based pricing, as specified in the contract.
Total compensation shall not exceed the contract maximum.
Invoices shall be submitted in accordance with City of Tacoma and TPU requirements and must
include sufficient detail to identify the associated task assignment, hours worked (if applicable),
and a brief description of services provided. Administrative overhead and internal contractor
meetings are not billable unless expressly authorized. Payment will be made following review
and approval of invoices in accordance with applicable payment terms and City of Tacoma and
TPU policies.
Term of Services, Termination, and Transition
Services shall be provided during the contract term, with work performed on an on-call, as-
needed basis. TPU may terminate services in accordance with contract terms.
Upon termination, the designer shall promptly deliver all completed and in-progress work,
including editable source files, and provide reasonable transition support. All files shall be
delivered within ten (10) business days of contract termination unless otherwise agreed.
Submittals submitted and/or the selected Consultant(s) may be used for projects of similar type
and scope at the sole discretion of the City for up to one year.
DELIVERABLES
Deliverables may include editable source files and final production-ready files in formats
specified by TPU. Common formats include, but are not limited to: Word, PDF, JPG, PNG, SVG,
PPT, GIF and native design files (e.g., Adobe InDesign, Illustrator, Photoshop).
File Specifications: DPI, color profiles, bleed/margins, fonts, and packaging. Print files will be
delivered at 300 DPI with CMYK color profile and specified bleeds/margins. Digital files will
be optimized for screen at 72-150 DPI in RGB and appropriate aspect rations. All packaged files
will include linked assets and fonts, or licenses font substitutions approved by TPU.
Source files shall be provided upon request or as specified in the task assignment.
Request for Proposal Specification No. PR26-0062F_RFP
Template Revised: 08/01/2025

File Naming Conventions and Versioning. Deliverables shall follow TPU file-naming conventions
and version control according to organizational standards as provided.
Templates and Reusability. Where applicable, designer will provide reusable templates for
future TPU use.
4. CONTRACT TERM
The contract will be for a one-year period with the option to renew the contract three additional
one-year terms. The City reserves the right to cancel the contract for any reason, by written
notice, as stipulated in the contract.
5. CALENDAR OF EVENTS
This is a tentative schedule only and may be altered at the sole discretion of the City.
The anticipated schedule of events concerning this RFP is as follows:
Publish and issue RFP: 6/25/2026
Pre-Submittal Questions: 7/9/2026
Response to Questions: 7/10/2026
Submittal Due Date: 7/21/2026
Submittal Evaluated (on or about): 8/1/2026
Award Recommendation (on or about): 8/1/2026
Public Utility Board/City Council Approval, on or about N/A
6. INQUIRIES
6.1 Questions should be submitted to Brandon Snow via email to bsnow@tacoma.gov.
Subject line to read:
PR26-0062F On-Call Graphic Design Services - VENDOR NAME
6.1 Questions are due by 3 pm on the date included in the Calendar of Events section.
6.2 Questions marked confidential will not be answered or included.
6.3 The City reserves the discretion to group similar questions to provide a single answer or
not to respond when the requested information is confidential.
6.4 The answers are not typically considered an addendum.
6.5 The City will not be responsible for unsuccessful submittal of questions.
6.6 Written answers to questions will be posted alongside the specifications at
www.tacomapurchasing.org
Request for Proposal Specification No. PR26-0062F_RFP
Template Revised: 08/01/2025