Graphic and Creative Design Services

CITY OF ROCKY MOUNT
Communications, Marketing and Public Relations
Request for Proposal #: 320-220726FD
Graphic and Creative Design Services
Date of Issue: 07/29/2026
Proposal Opening Date: 08/06/2026
At 2:00 PM ET
Contract Term: August 1, 2026-December 31, 2027
Direct all inquiries concerning this RFP to:
Fantashia Dickens
Purchasing Associate III
Email: Fantashia.Dickens@rockymountnc.gov
Phone: 252-972-1352

Request for Proposal # 320-220726FD
______________________________________________________
For purchasing division processing, please provide your company's Federal Employer Identification
Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina
General Statute 132-1.10(b) this identification number shall not be released to the public. This page will
be removed and shredded, or otherwise kept confidential, before the procurement file is made
available for public inspection.
This page is to be filled out and returned with your proposal.
Failure to do so may subject your PROPOSAL to rejection.
ID Number:
______________________________________________________
Federal ID Number or Social Security Number
______________________________________________________
Vendor Name
"All Vendors are hereby notified that they must have the
proper license as required under the North Carolina laws. All
prospective contractors shall be responsible for complying
with state law and local ordinances."

Bid Number: 320-220726FD Vendor: __________________________________________
CITY OF ROCKY MOUNT
COMMUNICATIONS, MARKETING AND PUBLIC RELATIONS
Refer ALL Inquiries regarding this RFP to: Request for Proposal #320-220726FD
Fantashia Dickens Proposals will be due: 08/06/2026
Purchasing Associate III
Contract Type: Service
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and
agrees to furnish and deliver any or all items upon which prices are PROPOSAL, at the prices set opposite each item within the time
specified herein. By executing this proposal, the undersigned Vendor certifies that this proposal is submitted competitively and without
collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any
violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2),
and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing
this proposal, the undersigned certifies to the best of Vendor's knowledge and belief, that it and its principals are not presently
debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal
or State department or the City. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors
for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes,
including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its
employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by,
any City Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering
public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the City, or
from any person seeking to do business with the City. By execution of this response to the RFP, the undersigned certifies, for your
entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised
by any employees of your organization.
Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE REJECTED. Late
proposals cannot be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #12):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: ______ days.
ACCEPTANCE OF PROPOSAL
If any or all parts of this proposal are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount
Purchasing Office shall affix his/her signature hereto and this document and all provisions of this Request for Proposal along with
the Vendor proposal response and the written results of any negotiations shall then constitute the written agreement between the
parties. A copy of this acceptance will be forwarded to the successful Vendor(s).
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Bid Number: 320-220726FD Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 6
2.0 GENERAL INFORMATION ....................................................................................................... 6
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 6
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 6
2.3 RFP SCHEDULE ..................................................................................................................... 6
2.4 PROPOSAL QUESTIONS ....................................................................................................... 7
2.5 PROPOSAL SUBMITTAL ....................................................................................................... 7
2.6 PROPOSAL CONTENTS ........................................................................................................ 7
2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 8
3.1 METHOD OF AWARD ............................................................................................................. 8
3.2 PROPOSAL EVALUATION PROCESS ................................................................................... 9
3.3 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 9
3.4 INTERPRETATION OF TERMS AND PHRASES .................................................................. 10
4.0 REQUIREMENTS ................................................................................................................... 10
4.1 CONTRACT TERM ................................................................................................................ 10
4.2 PRICING ................................................................................................................................ 10
4.3 INVOICES .............................................................................................................................. 10
4.4 MINORITY BUSINESS PARTICIPATION .............................................................................. 11
4.5 VENDOR EXPERIENCE ........................................................................................................ 11
4.6 REFERENCES ...................................................................................................................... 12
4.7 PERSONNEL ......................................................................................................................... 12
4.8 VENDOR'S REPRESENTATIONS ........................................................................................ 12
5.0 SCOPE OF WORK ................................................................................................................. 13
5.1 GENERAL ............................................................................................................................. 13
5.3 PROJECT ORGANIZATION .................................................................................................. 13
5.4 TECHNICAL APPROACH ..................................................................................................... 13
5.5 ACCEPTANCE OF WORK .................................................................................................... 13
5.6 TRANSITION ASSISTANCE ................................................................................................. 14
6.0 CONTRACT ADMINISTRATION............................................................................................. 14
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Bid Number: 320-220726FD Vendor: __________________________________________
6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 14
6.2 DISPUTE RESOLUTION ....................................................................................................... 14
6.3 CONTRACT CHANGES ........................................................................................................ 14
ATTACHMENT A: PRICING ............................................................................................................. 15
ATTACHMENT B: INSTRUCTIONS TO PVENDORS ....................................................................... 16
ATTACHMENT C: ACCEPTANCE OF GENERAL TERMS & CONDITIONSError! Bookmark not defined.
ATTACHMENT D: SUPPLEMENTAL VENDOR INFORMATION HISTORICALLY UNDERUTILIZED
BUSINESSES ......................................................................................................................... 16
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Bid Number: 320-220726FD Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this RFP is to solicit proposals for the design of professional print-ready (marks and bleeds) and digital
items, including but not limited to magazines, brochures, fliers, billboards, social media ads, web banners, large and
small print ads, etc. RFP budget is $5,500.00 per month.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award.
All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by
reference.
Please send a portfolio with samples of previous work or links to work samples to the Purchasing Division with your
submission.
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions, the Cities terms and conditions, all relevant exhibits and
attachments, and any other components made a part of this RFP and comply with all requirements and specifications
herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be
issued in connection with this RFP.
If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP,
those must be submitted as questions in accordance with the instructions in Section 2.5 PROPOSAL QUESTIONS. If
the City determines that any changes will be made as a result of the questions asked, then such decisions will be
communicated in the form of an RFP addendum. The City may also elect to leave open the possibility for later negotiation
and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.
Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified
terms and conditions submitted with Vendor's proposal. This applies to any language appearing in or attached to the
document as part of the Vendor's proposal that purports to vary any terms and conditions or Vendors' instructions herein
or to render the proposal non-binding or subject to further negotiation. Vendor's proposal shall constitute a firm offer.
By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and
conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.
Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject
Vendor's proposal as nonresponsive.
Contact with anyone working for or with the City regarding this RFP other than the City Contract Specialist named on
the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor's
offer, at the City's election.
2.3 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The City will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP City Wednesday, July 29, 2026
Submit Written Questions Vendor Friday, July 31,2026 at 2 P.M.
Provide Response to Questions City Monday, August 3, 2026
Submit Proposals Vendor Thursday, August 6, 2026 at 2 P.M.
Contract Effective Date City TBD
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Bid Number: 320-220726FD Vendor: __________________________________________
2.4 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the
best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by
the above due date.
Written questions shall be e-mailed to fantashia.dickens@rockymountnc.gov by the date and time specified above.
Vendors will enter "RFP #320-220726FD - Questions" as the subject for the email. Question submittals will include a
reference to the applicable RFP section and be submitted in a format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the City's response, and any additional terms deemed
necessary by the City will be posted in the form of an addendum on the City of Rocky Mount Purchasing web-page
https://www.rockymountnc.gov/Bids.aspx and/or the North Carolina Electronic Consultant Portal
(eVP), https://evp.nc.gov/solicitations/, and shall become an Addendum to this RFP. No information, instruction, or
advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in
connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in an Addendum to this RFP.
2.5 EMAILING OR MAILING INSTRUCTIONS
Instructions: Quotes, subject to the conditions made a part hereof and the receipt requirements described below, shall
be received at the address indicated in the table below, for furnishing and delivering those items as described herein.
MAILING ADDRESS FOR DELIVERY OF QUOTE OFFICE ADDRESS FOR DELIVERY BY ANY OTHER
VIA U.S. POSTAL SERVICE MEANS, SPECIAL DELIVERY, OVERNIGHT DELIVERY,
OR BY ANY OTHER CARRIER
PROPOSAL NUMBER: 320-220726FD PROPOSAL NUMBER: 320-220726FD
Attn: Fantashia Dickens, Purchasing Associate III Attn: Fantashia Dickens, Purchasing Associate III
Address: PO BOX 1180 Address: 331 S. Franklin Street
Rocky Mount, NC 27802 Rocky Mount, NC 27804
Vendors shall deliver either one (1) signed electronic emailed copy to fantashia.dickens@rockymountnc.gov or one
(1) signed original executed quote to the address identified in the table in this Section. Address the package and insert
the quote number as shown in the table above.
Quote number shall be marked on the outside of the sealed envelope with the Vendor's name and date and time
of opening.
IMPORTANT NOTE: It is the responsibility of the Vendor to have the signed quote physically in this Office by the specified
time and date quotes are due, regardless of the method of delivery. This is an absolute requirement. The time of
delivery will be marked on each quote when received, and any quote received after the submission deadline will not be
accepted or evaluated.
All risk of late arrival due to unanticipated delay-whether delivered by hand, U.S. Postal Service, courier, or other
delivery service or method-is entirely on the Vendor. Note that the U.S. Postal Service generally does not deliver mail
to the street address above, but to the City's Mail Service Center. Vendors are cautioned that quotes sent via U.S. Mail,
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Bid Number: 320-220726FD Vendor: __________________________________________
including Express Mail, may not be delivered to the purchasing office on the due date in time to meet the quote deadline.
All Vendors are urged to take the possibility of delay into account when submitting a quote.
If the quote is hand-delivered, please note that the Frederick E. Turnage Municipal Building requires all visitors to sign
in with the guard stationed on the first floor. Visitors will only have access through the building, accompanied by a city
employee.
2.6 AUTHORIZED SIGNATURE REQUIREMENT
All submittals or other offers must be signed by an individual authorized to bind the Consultant contractually. The City
reserves the right to request documentation showing evidence of signatory authority (e.g., corporate resolution, operating
agreement, power of attorney, or other verification). Failure to provide such documentation upon request may result in
disqualification of the offer or rejection of the executed contract.
2.7 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Vendor RFP responses shall include the following items and those attachments
should be arranged in the following order:
a) Cover Letter
b) Title Page: Include the company name, address, phone number and authorized representative along with the
Proposal Number.
c) Completed and signed version of EXECUTION PAGES, along with the body of the RFP and signed receipt pages
of any addenda released in conjunction with this RFP (if required to be returned).
d) Completed version of ATTACHMENT A: PRICING
e) ATTACHMENT B: SUPPLEMENTAL VENDOR INFORMATION
f) Completed and signed version of ATTACHMENT C: IDENTIFICATION OF MINORITY BUSINESS PARTICIPATION
AND GOOD FAITH
g) Technical Approach (section 5.4)
h) Portfolio
2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.
b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential
Vendors in order to identify and contract with that Vendor providing the greatest benefit to the City and who will
administer this contract for the City.
c) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.
d) RFP: Request for Proposal
e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the
requirements and specifications of this solicitation.
f) VENDOR: Supplier, Vendor, proposer, company, firm, corporation, partnership, individual or other entity submitting
a response to a Request for Proposal.
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS
3.1 METHOD OF AWARD
Contracts will be awarded in accordance with the evaluation criteria set out in this solicitation. Prospective Vendors shall
not be discriminated against on the basis of any prohibited grounds as defined by Federal and State law.
Evaluation Criteria. If an award is made, it is expected that the City's award shall be to the candidate that agrees to
meet the needs of the City. Proposals will be reviewed and evaluated on a 100-point basis as outlined below. After
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Bid Number: 320-220726FD Vendor: __________________________________________
evaluating all submissions, the City may ask some or all of the firms that submitted a response to participate in interviews
and solution demonstrations. Upon completion of the evaluation process, the City may assign a detailed scope of work
to the selected candidate and negotiate fees for services.
a) Portfolio Samples - Shall include samples of the following work: Flier, magazine, brochure, large print item
(billboard, etc.), social media and web graphic.
b) Availability - Shall include the ability of the vendor to provide materials with fast turn-around times, the ability
to meet deadlines and contact(s) must be available via phone and email for questions and revisions.
References are required.
c) Price Proposal - Shall be evaluated on the basis of the "Total Estimated Monthly Price".
d) Local Preference - An additional 5 points shall be provided to local vendors.
Criteria Points
Portfolio Samples 50
Availability 35
Price Proposal 10
Local Preference 5
3.2 PROPOSAL EVALUATION PROCESS
The City shall review all Vendor responses to this RFP to confirm that they meet the specifications and requirements of
the RFP.
a) Proposals are requested for the items as specified, or item(s) equivalent in design, function and performance. The
City reserves the right to reject any proposal on the basis of fit, form and function as well as cost.
b) The City shall review the responses to this RFP to confirm that they meet the specifications and requirements. The
City reserves the right to waive any minor informality or technicality.
c) For all responses that pass the initial review process, the City will review and assess the Vendors' pricing. The City
may request additional formal responses or submissions from any or all Vendors for the purpose of clarification or
to amplify the materials presented in any part of the quote. Vendors are cautioned, however, that the City is not
required to request clarification, and often does not. Therefore, all proposals should be complete and reflect the most
favorable terms available from the Vendor. Prices proposed cannot be altered or modified as part of a clarification.
d) Proposals will be evaluated, based on the award criteria identified in Section 3.1 METHOD OF AWARD.
Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered,
the selected proposal was deemed most advantageous and represented the best value to the City.
Vendors are cautioned that this is a request for proposal, not a request or an offer to contract, and the City reserves the
unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the City.
3.3 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
During the evaluation period-from the date proposals are opened through the date the contract is awarded-each
Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having
any communications with any person inside or outside the using department, issuing department, other government
department office, or body (including the purchaser named above, department secretary, department head, members of
the general assembly and/or governor's office), or private entity, if the communication refers to the content of Vendor's
proposal or qualifications, the contents of another Vendor's proposal, another Vendor's qualifications or ability to perform
the contract, and/or the transmittal of any other communication of information that could be reasonably considered to
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have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract. A Vendor
not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City's
discretion that the communication was harmless, that it was made without intent to influence and that the best interest
of the City would not be served by the disqualification. A Vendor's proposal may be disqualified if its sub-contractor and
supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance
date of the procurement to the date of contract award). Only those discussions, communications or transmittals of
information authorized or initiated by the issuing department for this RFP or general inquiries directed to the purchaser
regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission)
are excepted from this provision.
3.4 INTERPRETATION OF TERMS AND PHRASES
This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being
sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract
resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms
in accordance with the General Contract Terms and Conditions. The use of phrases such as "shall," "must," and
"requirements" are intended to create enforceable contract conditions. In determining whether proposals should be
evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed
to propose solutions that will satisfy the Department's needs as described in the Request for Proposal. Except as
specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from
consideration. However, failure to comply with any single requirement may result in the Department exercising its
discretion to reject a proposal in its entirety.
4.0 REQUIREMENTS
This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated
requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this
RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for
the City to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question
during the question-and-answer period in accordance with Section 2.5.
4.1 CONTRACT TERM
The Contract shall have an initial term of twelve (12) months, effective on August 1, 2026, through July 31, 2027.
At the end of the Contract's current term, the City shall have the option, if both parties are in agreement, to renew the
Contract on the same terms and conditions for up to a total of two (2) additional one-year terms. The City will give the
Vendor written notice of its intent whether to exercise each option no later than 30 days before the end of the Contract's
then-current term. In addition, the City reserves the right to extend a contract term for a period of up to 180 days in 90-
day-or-less increments.
4.2 PRICING
Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and
specifications herein, including all applicable charges handling, administrative and other similar fees. Vendor shall not
invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT A: PRICING FORM and
include in Proposal.
4.3 INVOICES
a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in
which work was performed.
b) Invoices must be submitted to the following address: City of Rocky Mount Attn: Accounts Payable
PO BOX 1180
Rocky Mount, NC 27802
c) Payment amounts will be made on a NET 30 day pay period upon submission of an invoice and appropriate trip
tickets to support such invoice.
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